QandAs Janitorial Coral Gables_SD.docx

Contractor Questions and Answers 12639526Q0053: Janitorial Coral Gables

1. Is there any specific format you would like the proposal submitted in? No specific format. Make sure to include all items in in the RFQ to be evaluated.

2. Is there a budget set for the base and option years? If you can disclose last year's pricing, please inform me. This is a first-time contract for this location.

1. We are performing independent research on the Combined Synopsis/Solicitation (26Q0053). We would like to know if this is a brand-new contract OR if there is (was) an incumbent performing these services. If not brand new, could you please provide the current / previous contract number and what the total contract value was? This is a first-time contract for this location.

1. Could you please provide guidance on the correct procedure to ensure our submission is properly received? Quote submissions are to be sent to Margaux.G.Nenichka@usda.gov

1. We would like to know if this is a brand new contract OR if there is (was) an incumbent performing these services. If not brand new, could you please provide the current / previous contract number? This is a first-time contract for this location.

1. We were wondering if you are able to share the current award amount or the previous contract budget for this project. This is a first-time contract for this location.

1. Could you please clarify the scope of high dusting within the facility? Specifically, does high dusting include the tops of file cabinets, vents, and window sills (including those located within the laboratory areas)? High dusting not needed.

1. Additionally, could you confirm the required service frequency for these tasks? 3 times a week

1. What is the total square footage included in the janitorial service scope?

1. Are there laboratory areas with special cleaning procedures or safety requirements (PPE, specific disinfectants, etc.)? No special cleaning procedures or safety requirements needed.

1. What are the expected cleaning days and hours (daytime vs. after-hours service)? Monday Wednesday Friday from 1:00-4:00pm

1. Are there any restricted areas that janitorial staff cannot access? No

1. If available, how many labor hours per week are currently used under the existing contract? This is a first-time contract for this location.

1. Could the Government confirm whether a budget range or Independent Government Cost Estimate (IGCE) has been established for this requirement? An IGE has not been established.

1. During the site visit, carpet flooring was observed in Building 63. Could the Government confirm whether carpet maintenance or extraction services are required under this contract, and whether strip and wax services might be needed at any point? Carpet will need to be vacuumed weekly and shampooed once yearly. Stripping and wax services need to be performed once yearly.

1. Could the Government confirm whether the contractor is responsible for providing consumable products such as toilet paper, paper towels, and hand soap, or if these will be provided by the Government? We understand that cleaning supplies for janitorial services should be provided by the contractor, but we would like clarification regarding these additional consumables. Yes, these items are to be provided by the contractor.

1. Since there is currently no active janitorial service under this requirement, does the Government have any expectations regarding the number of janitorial technicians to be assigned for the work, or is staffing left to the contractor’s discretion as part of the proposal? No requirement, although we have observed 1-2 technicians are able to perform the services efficiently.

1. Could you please let us know whether there is a mandatory pre-bid site visit or walkthrough associated with this opportunity? If so, please share the date, time, and any attendance requirements. No mandatory pre-bid walkthrough.

1. How is this bid to be submitted to your office? Quote is to be submitted on company letterhead and sent to Margaux.G.Nenichka@usda.gov. Make sure to include the evaluation items stated in the solicitation.

1. Is Standard Form 1449 to be submitted with the bid? No

1. What is the square footage of each building? Bldg. 63 =7,500saft, Bldg. 1 = 5000sqft, Bldg. 62 = 1,650sqft

1. Are any janitorial services required outside the buildings? No

1. Are vents and/or high surfaces required to be cleaned, such as tops of file cabinets, mounted cabinets, etc. No

1. Is interior refrigerator cleaning required? No

1. Are windows required to be cleaned? No

1. Is dusting required? No

1. Can trash be disposed of on site? Yes, there are dumpsters behind the building

1. Building Elevation: Could you please confirm the number of floors in each of the three buildings (1, 62, and 63)? Each building has 1 floor

1. Stairwells & Elevators: Are there any stairwells or elevators located within these buildings that require servicing under the current Statement of Work? No

1. Restroom Fixtures: For the purpose of estimating supply consumption and labor hours, could you provide the approximate number of bathrooms in each building, as well as the total count of stalls and sinks? Building 63 has 4 bathrooms (4 sinks) and 2 showers; Building 1 has 1 bathroom (1 sink); Building 62 has 1 regular bathroom

1. Breakrooms: How many designated breakrooms or lunchrooms are located within the total 8,903 square footage? There is one breakroom in building 63 and one in building 1

1. Office Configuration: Are the office areas primarily composed of open-plan cubicles or individual rooms with doors? Mostly cubicles except one individual office room with no cubicles in building 63

1. Flooring Composition: Could you provide a breakdown of the flooring types (e.g., Laminate, Carpet, Tile, LVT, or Polished Concrete) in each building to ensure appropriate equipment and cleaning solutions are utilized? Proper cleaning solutions should be determined by the contractor prior to the time of application so to not to damage the flooring.

Carpet,

1. Will the Government provide and schedule escorts for contractor employees, or must we request escorts in advance on a set schedule? No escort needed

1. What was the contract value for Year 1 specifically? This is a new requirement.

1. What is the current budget your agency has for this project? There is no IGE established.

1. What is the square footage of each building (building 1, 62, 63)? 63 =7,500saft, Bldg.

1 = 5000sqft, Bldg. 62 = 1,650sqft

1. How many of each of the following are in each building: restrooms/toilets, sinks, breakrooms, microwaves, refrigerators, and lab spaces?

Building 63 – 5 labs (4 sinks), 4 bathrooms (4 toilets and 4 sinks). Breakroom has 1 sink, 2 microwaves, 1 refrigerator.

Building 1- 1 restroom (1 toilet, 1 sink), Building 62- 1 restroom (1 toilet, 1 sink),

1. How many wastebaskets are there total, and what is the breakdown by size (small desk bins vs. large floor bins)?

Building 63(including bathrooms):

Building 62 (including bathrooms):

Small bins-3

1. How many cleaners did the incumbent supplier provide, and how many are you expecting the new contractor to supply? Contractor will need to supply all the cleaners.

1. What is the reason for the change in contractor? N/A new contract.

1. If an office desk is not cleared of paperwork or files, may that area be skipped for that day without penalty? No, the trash will only need to be collected.

1. Is there a required response time for emergencies or spill cleanups? No

1. Who is the point of contact for day-to-day oversight? COR Glenn.hall@usda.gov

1. How are complaints or quality issues currently reported and resolved? Complaints or quality issues will be routed through the COR

1. Is there a quality control inspection process in place? No

1. Will cleaning be performed during or after business hours? If so, will, the 1-4 PM window ever need to flex for lab or operational schedules? Cleaning will only be performing during business after hours. Hours 1-4pm will probably only need to be flexed within business hours, if ever needed.

Facility Layout

1. Please confirm the approximate square footage for each building (Buildings 1, 62, and 63). 63 =7,500saft, Bldg. 1 = 5000sqft, Bldg. 62 = 1,650sqft

1. Please confirm the number of floors in each building. Each building has 1 floor

1. Location of the garbage dumpsters. Behind building 63 by the trees

Floor Surfaces

1. Please provide the approximate square footage by floor surface type, including:

1. VCT or resilient flooring: unknown

1. Carpet: unknown

1. Tile or other hard surfaces: unknown

Restrooms and Breakrooms

1. Please confirm the number of restrooms within the facility.

Building 63: 4 Building 1: 1 Building 62: 1

1. Please confirm the number of breakrooms or kitchen areas included in the cleaning scope.

Building 63: 1 Building 1: 1 Building 62: 1

Floor Maintenance

1. Does the Government require periodic floor care services such as strip/wax of VCT floors or carpet extraction, and if so what is the expected frequency? Carpets will be vacuumed once a week and shampooed once a year, tile flooring will be stripped and waxed once a year

Access and Security

1. The SOW indicates the facility is secure and contractors must be escorted. Will escort personnel be available during the cleaning hours (1 PM – 4 PM)? No escort will be needed

Incumbent Contract

1. If available, please confirm the current or most recent janitorial contractor and contract value for this facility. No previous contract

1. Do you have a history of usage for the facility? The facility has always been office space and labs

1. How many employees use the facility on a daily basis? 13

1. 1. Facility Access & Layout

• Are floor plans or a more detailed breakdown of the square footage for Buildings 1, 62, and 63 available to assist in estimating staffing and equipment needs? No

1. Staffing Expectations

• Based on the 1 PM–4 PM service window, does the government anticipate this work being completed by a single janitorial technician, or is there an expected staffing level? No expected amount of staff

1. Consumable Supplies

• Are paper products, trash liners, and restroom consumables supplied by the government, or must the contractor provide and replenish these items as part of the contract? Contractor must provide and replenish these items

1. Cleaning Equipment

• Is the contractor expected to supply all equipment such as vacuums, janitorial carts, and mopping systems, or are any items available onsite for contractor use? Equipment will need to be supplied

1. Site Visit Opportunity

• Will there be an opportunity for a site visit or walkthrough prior to the submission deadline so contractors can better understand the layout and cleaning requirements? Site visit was conducted on 3/11/26

1. Waste Disposal

• Should trash be removed to a central dumpster onsite, or are there additional disposal procedures required? There are dumpsters onsite

1. Evaluation Criteria

• Will award be based on lowest price technically acceptable (LPTA) or best value? Lowest price technically acceptable.

1. Security / Background Investigation

• Once awarded, what is the expected timeline for completion of the NAC/NACI background investigations before work can begin? No expected timeline

1. Green Cleaning Requirements

• For the BioPreferred and Green Seal product requirements listed in the solicitation, are there preferred product brands currently used at the facility? There are no preferred product or brands currently used at the facility