19TC1019R0002_-_Attachment_B_-_Questions_and_Answers.pdf

Request for Proposal number 19TC1019R0002 – Janitorial services Questions & Answers from the Pre-proposal Conference/site visit

Refer to Solicitation clause Questions and Answers from the pre-proposal conference:

The following table reflects questions as raised by prospective offerors. Our answers are based on our review of the contract and any relevant guidance or regulations.

Number

Question as submitted by bidder

Answer from Contracting Office

1 Will you give detail of an American escort per person?

An American escort can escort a maximum of two cleaners at a time.

Refer to Solicitation clause 1.2.1

2. Do you require the same supervisor to work for Temporary Additional Services?

No.

Refer to Solicitation clause 1.2.4

3. How is Temporary Additional Services priced? Is it by square meter or by hourly?

Square meter.

4. If there is any inflation or an increase by the local government, can the contract be modified to accommodate the cost?

No. Any exceptional circumstance or hardship must be communicated, and the Contracting Officer will discuss remedies with the Contractor.

5. Can we give alternate proposal for Temporary Additional Services?

6. How is the consumable calculated for Temporary Additional Services?

Temporary Additional Services are calculated by square meter only.

Refer to Solicitation clause 5.0 Materials

7. Do we have to remove the trays in the cafeteria?

No.

8. Do you have skips in the Embassy? And, do you dispose them every day?

Refer to Solicitation clause 1.3.1.8 and 1.3.1.9

9. Are equal chemicals accepted and do they have to be entirely green?

Refer to Solicitation clause 1.4.1 to 1.4.2.2

10. What is the specification of the phase? Is it single or three phase?

The Compound has single phase 240 volts, AC, 50Hz and three phase 415volts, AC, 50Hz.

Contractor will use single phase equipment.

Questions and Answers Page 2 of 14 Janitorial services – 19TC1019R0002

Answer from Contracting Office

11. Is it the contractor’s responsibility to provide the skip and other equipment related to recycling program?

Refer to Solicitation clause 1.3.1.8 – 1.3.1.9 and 6.0 Government furnished property

12. Is confidential waste part of the recycling program?

Yes. Confidential waste is shredded; contractor removes this as normal recyclable paper.

13. Are the cleaners required to have English speaking proficiency?

No. The supervisor is required to speak English;

Refer to Solicitation clause 1.2.6 and 2.1

14. Are the cleaners required to have professional certificate to be cleaners?

No.

15. Should we also include vaccination cost in the pricing table as it is required by Health Authority of Abu Dhabi (HADD)?

Contractor must comply with all UAE or Abu Dhabi government health requirements pertaining to employees.

16. Do we have to breakdown the cost by locations per article 3.0?

Refer to Solicitation clause 3.0 Locations

17. Is there any specific uniform the Embassy is suggesting for the cleaners?

No.

Refer to Solicitation clause 2.6 and 4.2.1

18. Is exterior cleaning part of this contract?

Refer to Solicitation clause 1.3.2.7, 1.3.2.8, and 1.3.2.10

19. Is a separate office given for the on-site supervisor?

No.

Refer to Solicitation clause 6.3. The term “restroom” refers to a containerized, air-conditioned office / rest area (caravan).

20. How is the communication done between the Embassy and the on-site supervisor?

Refer to Solicitation clause 2.1

21. What are the working hours for cleaners and when is the cleaning to be completed?

Refer to Solicitation clause 1.2.2 and 12.0 Work hours.

22. Do we have to clean gym facility?

Yes. This is referred to as a recreation room.

Questions and Answers Page 3 of 14

Answer from Contracting Office

23. Can we propose more cleaners than the existing numbers?

Yes.

Refer to Solicitation clause 2.2

24. Do you have female cleaners? No, not under the current contract.

25. Can we send female cleaners? If so, will there be any issues?

Embassy does not restrict workers under its contracts on the basis of Gender or Nationality.

26. Is fountain cleaning part of the contract?

No. Refer to Solicitation clause 1.3.2.10

27. Do we have to empty the fountains and maintain the pH level?

No. Refer to Solicitation clause 1.3.2.10

28. Do we have to send Algae for lap test?

No. Refer to Solicitation clause1.3.2.10

29. What is the commencement of the contract?

The estimated commencement date for this current Solicitation and award is September 2019.

Refer to Solicitation clause 9.0 Transition plan

30. It is indicated in the solicitation document that 10 days would be given for mobilization. Please clarify.

Refer to Solicitation clause 9.0 Transition plan

31. How long do you need for security clearance?

Refer to Solicitation clause 4.4.1

32. How long do you need to replace when a person is removed from the Embassy due to security issue(s)?

Refer to Solicitation clause 4.4.3

33. Can you occasionally accommodate the secondary cleaners and supervisor so that they get used to the Embassy operation in terms of cleaning requirement?

Yes, in coordination with COR and with prior security clearance. There must be no additional cost for this.

Refer to Solicitation clause 4.4

34. Can you modify the contract if there would be any price difference due to the local government requirement?

Refer to Question 4 above.

Questions and Answers Page 4 of 14

Answer from Contracting Office

35. Is the site visit mandate to attend to partake in the solicitation?

No.

36. Is there any limited time for Ramadan hours?

Local labor law dictates that, during Ramadan, all employees’ work shifts are limited to six (6) hours per day. Contractor should plan accordingly to have full cleaning service coverage during Ramadan.

37. Do we have to clean balcony? Yes.

Refer to Solicitation clause 1.3.2.8

38. Are indoor plants part of the contract?

No.

39. Is cleaning equipment part of the contract?

Yes. Refer to Solicitation clause 1.3.1.2

40. How is the man lift brought to the atrium to clean the high beam walls?

It is brought in the standard lift.

41. Is there any specific elevator for the cleaners in the Embassy?

No.

42. The embassy will fix the minimum salary for labors and supervisor, who are working in the Embassy please confirm?

No.

43. Labor working hours daily from 6 am to 5 pm including 1-hour lunch break total working hours is daily on 10 hours basis, 6 days a week please confirm?

Refer to Solicitation clause 1.2.2 and 12.0 Work hours

44. U.A.E. Government declared public holidays considered to be off or partial labor to send for duty to Embassy please confirm?

Contractor will not provide service on UAE-announced public holidays. COR will provide a list of these holidays throughout the award period.

Refer to Solicitation clause 12.0 Work hours

45. During the holy month of Ramadan our labor can be engaged on 10 or 8 hours please confirm?

Refer to question 36 above.

Questions and Answers Page 5 of 14

Answer from Contracting Office

46. The client needs an environmentally friendly chemical please confirm?

Refer to Solicitation clause 1.4.1 and 1.4.2

47. Water fountain PH level to be covered in this scope, please Confirm?

No.

Refer to Solicitation clause 1.3.2.10

48. Paper consumables such as c-fold, toilet rolls, and soap liquid are included in these scope of work, the contractor can give alternative equal materials please confirm?

Yes.

Refer to Solicitation Attachment 4

49. All types of consumables biodegradable please confirm?

Refer to Solicitation clause 1.4

50. Hygiene products are required please specify the brand if anything?

Refer to Solicitation Attachment 4 Supplies

51. US government declared holidays, contractor team can avail the leave please confirm?

No. Contractor staff are required to work as a regular workday on those US Federal holidays.

Refer to Question 44 above

52. Fem care bin to be maintained by the contractor or Client please confirm?

Built-in feminine bins are in the female restrooms. Contractor will empty these the same as other rubbish bins.

Refer to Solicitation clause 1.3.1.8 and 1.3.1.9

53. Auto sanitizer, automatic air freshener stuff is not covered in these scopes please confirm?

Refer to Solicitation Attachment 4 Supplies.

54. Landscaping, external walkways interlock tiles and external glassing above 2 meters heights are not Covered in these scopes of work please confirm?

Refer to Solicitation clause 3.0 Locations

55. If, the job is awarded how soon to be mobilized please confirm?

Refer to Question 29 above.

56. The client prepares a particular nationality to work on the Embassy please confirm?

Questions and Answers Page 6 of 14

Answer from Contracting Office

57. All cleaners should have a valid police clearance how frequent police clearance required please confirm?

Refer to Solicitation clause 4.4.1

58. As per the labor law, food is not mandatory, the embassy can recommend food or food allowance will be given from the contracted side?

The Government does NOT provide food or food allowance under this contract.

59. Green and environmentally friendly chemicals are specified in the solicitation Buzil chemicals, the contractor can propose alternative chemicals with green-certified please confirm?

Refer to Questions 9 above.

Refer to Solicitation clause 1.4

60. Is contractor required to quote prices in dollar or local currency unit acceptable? Also for all future payments will be paid to the contractor in dollars on in local currency?

Pricing in the submitted Offers must be only in UAE Dirhams (AED). Invoices will also be in AED.

Refer to Solicitation pricing table 1.7

61. Please confirm that VAT is not applicable to this contract and will bidder can issue any certificate for local Tax authority

(FAT)

VAT is excluded from bidding, but will be included in the Contract and on relevant invoices.

Refer to SF-30 Amendment to Solicitation for corrected text to clause 1.1 VAT

62. In order to calculate the consumption of paper products, please provide us the no of staff and visitor footfall on a monthly basis.

Employees in the building: 500 Visitors (estimated) per day:

- Consular (visas): 300

- Others: 50

63. Is there any additional charges or fee contractor need to consider to obtain staff security permits?

Refer to Solicitation clause 4.4.1

Questions and Answers Page 7 of 14

Answer from Contracting Office

64. A police clearance certificate is required for each personal.

Please confirm it’s required from local police of use or from the police of origin of country.

Refer to Solicitation clause 4.4.1

65. Please confirm that the contractor has to provide water treatment and testing for fountains and tabs water.

No.

Refer to Solicitation clause 1.3.2.10

66. It is mentioned that for working in heights /Safety and health, the contractor has to comply with US Army Corps of Engineer safety and health manual. Please confirm and provide a copy.

Please use below link for the requested information:

http://www.publications.usace.army.mil/Portal s/76/Publications/EngineerManuals/EM_385- 1-1_English_2003.pdf

67. Please confirm the trash disposal into municipality skips to be arranged by the contractor.

Yes Refer to Solicitation clause1.3.1.9

68. Provision of drinking water bottles will be provided by contractor or by US Government?

Refer to Solicitation clause 1.3.2.9

69. Provision of facial tissues to be provided by contractor or by US Government?

Refer to Solicitation clause 5.2 and Attachment 4; facial tissues are not included.

70. Can the Temporary additional services be covered by same designated employees with overtime payment?

Yes

71. Transition plan minimum 10 days after award, what is the maximum transition period?

Refer to Question 29 above

72. Temporary additional services minimum 100sqm and maximum 1,000sqm per year?

Yes.

Refer to Solicitation, pricing tables 1.2 - 1.7

73. What are the parameters required for laboratory testing of fountain water?

Refer to Question 65 above

74. What is the present number of employees performing this service?

Ten plus the Supervisor.

Refer to Solicitation clause 2.2 http://www.publications.usace.army.mil/Portals/76/Publications/EngineerManuals/EM_385-1-1_English_2003.pdf http://www.publications.usace.army.mil/Portals/76/Publications/EngineerManuals/EM_385-1-1_English_2003.pdf http://www.publications.usace.army.mil/Portals/76/Publications/EngineerManuals/EM_385-1-1_English_2003.pdf

Questions and Answers Page 8 of 14

Answer from Contracting Office

75. Addendum No. 52.212-1 Defense base act (DBA) insurance, is it compulsory for this contract?

Refer to Solicitation, Addendum to Contract Clauses, page 36, FAR 52.228-3 Workers’ Compensation insurance (DBA)

76. Our company has Workmen’s Compensation Insurance and Contractor’s All Risks Insurance, Are these coverage’s same to the General Liability Insurance (Bodily Injury cumulative and Property damage cumulative)?

Refer to Solicitation, Addendum to Contract Clauses, page 36, FAR 52.228-3 Workers’ Compensation insurance (DBA)

77. Can you advise a training body for the health unit cleaners for the training of blood borne pathogens of waste disposal?

Not required.

Refer to Solicitation clause 2.8.3 (as revised in

SF-30)

78. More clarifications required for Ordering and Ordering limitations reference 52.216-18 and 52.216-19.

Following is the FAR website for reference:

https://www.acquisition.gov/browse/index/far

79. Supplying all bins for all sitesand (internal and external) by whom? Client or Service provider.

Refer to Solicitation clause 1.3.1.8 and 1.3.1.9

80. What is the approximate number of employees who will use the wash rooms every day?

Refer to Question 62 above

81. Toilet amenities monthly consumption average.

Refer to Question 62 above

82. Kindly clarify if facial tissue for offices will be provided by the contractor or client?

Refer to Question 69 above

83. Do we require to provide any heavy duty machine for car parking or yards?

No.

84. Any requirement for car parking tents cleaning.

No.

85. Should the contractor be cleaning only the vertical areas up to 3 meter height or more?

https://www.acquisition.gov/browse/index/far

Questions and Answers Page 9 of 14

Answer from Contracting Office

86. If the contractor requires to do high rise cleaning who will arrange the lifting equipment, client or contractor?

No.

87. Is there any requirement for façade cleaning? If yes is there anchor points or BMU/Cradle.

Refer to Question 18 above

88. Should contractor supply sanitary bins, urinal cakes? Not require to supply sanitary bins and urinal cakes.

Refer to Solicitation, Attachments 3 and 4

89. What type of cleaning required at fountains? Any dosing required?

Refer to Solicitation clause 1.3.2.10

90. What is the scope of waste management for service provider?

Refer to Solicitation clause 1.3.1.8, 1.3.1.9,

1.5.1 and 1.5.2

91. Any treatment for female sanitary bins required?

No.

92. Any waste segregation required? Refer to Solicitation clause 1.5.1

93. Is there any fees for arranging permission for the cleaning staff to access the premises? If so how much?

Government (Embassy) does not charge any fees.

Refer to Solicitation clause 4.4.1

94. Any nationality restriction for cleaners who should be hired?

No.

95. REQUIRED

EQUIPMENT: HYDRAULIC LIFT –

is it mandatory for the same equipment or can recommend any other equipment or method if possible.

Refer to Solicitation clause 5.0 Materials and Equipment, and Attachment 3 Equipment

96. REQUIRED SUPPLIES: Is it Mandatory of the same mentioned brand and/or can we provide samples of other products to get approval prior to the submission of the tender.

Refer to Solicitation clause 1.4.1 and 1.4.2.2

97. Any restrictions on the working hours e.g. Can we provide split duty if possible?

Refer to Solicitation clause 12.0 Work hours

Questions and Answers Page 10 of 14

Answer from Contracting Office

98. Article 1.3.1.9 PN 10 of 71 - The contractor shall be responsible for coordinating the trash disposal in accordance with local municipality rules. What is the existing method of waste disposal? Please clarify if third party environmental service provider is provided for waste disposal or not?

Refer to Solicitation clause 1.3.1.8 and 1.3.1.9

99. Article 1.3.2.10 PN 11 of 71 - Cleaning of exterior water fountain basin checking, water level, chemical treatment, testing of water, skimming water surface of debris power washing fountain basins and structures .Water should remain clear, clean and free from biological buildup.

Refer to Question 47

100. Article 1.1 PN 4 of 71 - Value added tax is not applicable because USA embassy has exemption certificate from government. However, in PN 39 of 71 Article 652.232-70- Payment Schedule and Invoice paragraph (b), it is mentioned that contractor shall show value added tax as separate items on invoice.

Refer to Question 61 above.

Refer also to SF-30 Amendment to Solicitation for corrected text to clause 1.1 VAT

101. Please clarify if it is our scope to provide the waste bins in the washrooms, workstations and common areas.

Refer to Question 79 above.

102. Please clarify if it is our scope to provide the recycling bins.

Refer to Solicitation clause 1.5

Questions and Answers Page 11 of 14

Answer from Contracting Office

103. Please clarify the profit-sharing percentage between the Client and Contractor that will be accrued from Waste Recycling proceeds.

Refer to Solicitation clause 1.5.2

104. Please clarify if it is our scope to provide the female sanitary bins. If so, what is the required frequency of female sanitary bins collection service?

Refer to Question 52 above

105. Please clarify if it is our scope to provide the high-level external glass and façade cleaning. Is the Hydraulic Lift machine included in Attachment 3 – List of Required Equipment to be used only for high-level internal glass cleaning?

External glass and façade cleaning: No.

Hydraulic Lift used internally: yes.

Refer to Solicitation clauses 1.3.2.7, 1.3.3.3, 1.3.4.3, and 1.3.5.3

106. Please clarify the requirement for “Paper Cup” that you have included in Attachment 4 – List of Required Supplies, why you have specified the Brand Name “G37 certified or approved equal” for Paper Cup.

Refer to Solicitation clause 1.4.2.3

107. In connection with Item # 5 above, please clarify if the paper cups will be used for serving coffee or tea to your Embassy staff and visitors. Is it our scope to provide the paper cups? If so, what will be the average number of staff and visitors? Supplying cups will be a part of Contractor’s responsibilities.

Cups used for drinking water, tea and coffee.

Paper cups are for the water dispensers.

Consumption will be based on mostly Visitors to the Embassy.

Refer to Question 62 above

Questions and Answers Page 12 of 14

Answer from Contracting Office

108. During our site survey yesterday, we were apparently informed that the collection/clearance of female sanitary bins from the site will be included in our scope. If so, please confirm the frequency of clearance whether weekly, twice a week or monthly.

Refer to Question 52 above.

109. Please confirm if we can use other alternative brands apart from the specific brands that are listed in Attachment 4 – List of Required Supplies for Janitorial Services on page 27 of 71.

Refer to Question 48 above

110. During our site survey, we have been advised that there is a clinic onsite. Please clarify whose scope is the medical waste clearance if it is included in this Tender and what will be the extent of our role or responsibility as the Janitorial Service Provider regarding this matter.

Medical waste removal is performed under a separate contract, and is excluded from this Contract Solicitation.

Standard trash removal from the Medical Unit is included under this contract.

Refer to Solicitation clause 3.0 Locations

111. Contractor Cleaning and Facilities Management, commercial operation started from 2017 and currently our third-party account audit in process, but this will take time and we can only provide for 2017 and 2018 information, in this case Contractor can submit proposal?

Yes.

Based on your submission, we will request additional details as needed.

112. We have all other standard for example ISO Certification.

No answer required.

113. Can we Provide standard Cleaning Chemicals for example EVANS- UK or only green chemicals shall be accepted

Refer to Solicitation clause 1.4

Questions and Answers Page 13 of 14

Answer from Contracting Office

114. Number of washrooms? Thirty-two (32) washrooms,

115. Number of Cubes? Forty-four (44) cubes.

116. Number of Staff? Refer to Question 62 above

117. Number of Visitor per day and yearly?

Refer to Question 62 above

118. Number of events approximately?

We estimate two per week.

119. Approximately C flood tissue consumption

NA. Refer to Question 62 above, and Attachment 4 Supplies

120. Number of Skip removing from site to engage Rarweed for waste Management

We cannot estimate this.

121. Any Medical waste? No.

Refer to Question 110 above

122. Food waste removal? Yes.

Refer to Solicitation clause 1.3.1.4

123. Dust bins provided by Contractor?

Refer to Solicitation, Attachment 3 Equipment

124. Requirement for staff Security Clearance document requirement?

Refer to Question 93 above

125. Insurance Company reference discussed on 17th during meeting

See this link related to DBA insurance:

https://www.dol.gov/owcp/dlhwc/lscarrier.htm

126. One Male Supervisor Refer to Solicitation clause 2.1

127. 10 Male Cleaners for 6 days week 10hrs per day (Please confirmed)

Refer to Solicitation clause 12.0 Work hours

128. Any Public Holiday shall be considered off? For staff.

Refer to Question 44 above

129. Site training provided by Embassy staff free of cost?

Yes https://www.dol.gov/owcp/dlhwc/lscarrier.htm

Questions and Answers Page 14 of 14

Answer from Contracting Office

130. Cleaning Supervisors Laptop provide by contractor.

Electronics such as laptop are NOT permitted on Embassy compound.

131. Cleaning crew food delivery required any approval or Security check? Contractor provide fresh food to staff to all sites.

Contract staff or Supervisor will meet the delivery at the main security entrance (“CAC-1”) to collect and screen the food items.

132. The existing manpower is 10 + 1 in the site is it possible to reduce the staff to 8+1 and is there any additional works on Friday's do we need replace entire different team for that day.

Refer to Solicitation clause 12.0 Work hours, and Question 23 above

133. For the option year prices, should we mention the prices different in every year?

Please offer your bid pricing for each of the years – base plus four option years.

Refer to Solicitation pricing table 1.2 – 1.7