Solicitation Q and As .pdf

Question # Question Answer

1 Is there a scheduled date for the site visit?

2 Who is the incumbent?

3 What is the contract number?

4 What is the total value of the contract?

Please refer to page 174 of the Solicitation. The site visit is scheduled for April 29, 2024 at 10:00

AM CST.

The incumbent is Exemplar Enterprises, Inc.

47PG0119D0012

Obligations to date are $8,648,946.20

Factor 2 – Past Performance, pg#176: In this section, the term “past performance survey” has been mentioned, however, the survey form is not attached in the document, please advise.

The past performance survey is a Google Form survery (page 177 of the PDF of the solicitation).

To obtain a link to this survery, please contact Naomi Raekos (at Naomi.Raekos@gsa.gov) for a specific link. This is in the specification section M.2 under Factor 2.

Bid Submission Date: The bid submission date is May 18th, 2024, which is a Saturday. Please confirm if the date will change or will remain the same.

The proposal submission due date is changed through this amendment from 2:00 PM CST May 18, 2024, to 2:00 PM CST May 20, 2024.

At this time the Government does not intend to change the past performance requirements of the solicitation; thus, no new site visit times will be provided

May we site the resultant Option-Year contracts as individually qualifying Past Performance examples, whereby each option year acts as a stand-alone reference?

No. This is not what is asked for or referenced in Section M.

Currently, there are approximately 24 mats, sizes:

3x5, 4x12 and 5x8. Mats shall be changed based on need which will include the use of inclement weather mats. The Contractor, with COR approval, has the flexibility to make changes as deemed necessary. The contractor can dictate the size of the mats with COR approval.

Shower liners are the same as mold resistent shower curtains. The current brand and model are unknown

Please consider change the experiernce requirements to the below: 1. Net sq. feet of 750,000 of over two years 2. Gross

sq. feet of 300,000 over one year 3. Gross sq. feet of over 100,000 sq. feet of over 3 years

The Government will not be making any changes at this time. Please monitor sam.gov for the questions and answers received during the solicitation phase.

If changes are made to the PP requirements will a second site visit be held to allow us to meet factor 4 of the Technical evaluation (5%)? Or will the GSA remove the 5% weight of the site visit? Thanks again for your prompt response.

C.3.1.3 Floor Mats and Runners, on page 14, it reads:

"The Contractor shall furnish all mats and runners. There are approximately 24 mats, sizes: 3X5, 4X12 and 5X8" Quality mats of these sizes are a significant cost.

QUESTION 2: How many of each of the 3 sizes are called for?

C.3.1.4 Restrooms, Shower Rooms..., on page 15, it reads:

"Shower liners shall be replaced at the Contractor’s expense and at a minimum of annually."

QUESTION 3: What exactly are "shower liners," and what brand & model are in use?

C.3.1.4 Restrooms, Shower Rooms..., on page 15, it reads:

"Restrooms shall be policed on floors 1st between 9:00-10:00 AM, 12:00-12:30 PM and again after 5:00 PM."

QUESTION 4: As we find this unclear, can the government please elaborate on the desired cleaning times for all restrooms?

C.3.1.4 Restrooms, Shower Rooms..., on page 15, it reads:

"Routine cleaning of holding cells is a standard service."

QUESTION 5: Can the government please clarify the frequency of "standard service"?

Per the solicitation, only electronic copies will be accepted. Also, the time and date for receipt of proposals is on the cover page.

May we find out who has the above mentioned contract and for how much?

Is there a site visit for solicitation 47PG0124R0003. See answer for question #1.

This is deemed as necessary by the contractor.

Usage of the first floor restroom is to be monitored three times a day. The other restrooms are per the solicitation.

Vendors should propose in their cleaning schedule the cleaning frequency of the holding cells.

C.3.1.4 Restrooms, Shower Rooms..., on page 15, it reads:

For both "Dispensers" and "Receptacles," the requirement states that "The Contractor shall provide dispensers."

QUESTION 6: Can the government please clarify the quantity and brand/model of the Dispensers and Receptacles?

The existing dispensers & receptacles will stay in place. The Contractor will only need to replace ones that become broken or unuseable.

See question 2 and 4 above.

Concern: Building square foot requirements does not promote small business competitive bidding.

Thank you for your interest in this procurement. At this time the Governement does not intend to change the solicitation requirements

Yes. See attachment to this amendment.

Will an space be provided to the contractor for administrative work?

There are 2 break rooms 20'x40' and the office area is about 18'x10'.

Are there any areas that will require an escort while cleaning? See Exhibit J1, Building Information Sheet

If there is an area that requires an escort, does the contractor have to cover the costs?

There are areas that have to be escorted in. Your associate will have to get those agency badges.

The building manager knows of no charge for escorting.

For exterior window cleaning, what are the total number of windows and what are the sizes of the windows?

Please refer to Exhibit J1 for the number of windows. Sizes are unkonwn.

For exterior window cleaning, are there existing anchor points on the roof for scaffolding?

Anchor points on the roof. In the past they have used seats

For snow removal, what is the square footage of the parkinglot?

We do not have the square footage of the parking lot.

For snow removal, is there space to store any snow plowing equipment?

There is one spot used for a pick-up truck with a plow. Other than that, no storage space.

The SOW has a section for Landscaping, can you provide a map of the areas that landscaping is being done?

See attached map. Areas in green are landscaping areas.

In Section L - Instructions, Conditions, and Notices to Bidders/Offerors of the SOW, it mentions that offerors are to include the Vets 4212 Proof of Registration with the Technical Proposal. I wanted to verify that this is correct?

Correct, the VETS 4212 Proof of Registration is required to be submitted within the technical proposal.

The preferred format for the submission (e.g., electronic or hard copy). Any specific forms or sections that require extra attention or are commonly filled out incorrectly The deadline for the submission and any milestones I should be aware of.

Any common pitfalls or mistakes to avoid during the submission process.

Can I get a copy of the sign in sheet for the Site Visit when it is available?

In Section C.5.1.3 Solid Waste Removal and Disposal, the SOW mentions that the contractor provides 7 Gaylord Containers. Can you provide a description of what a Gaylord Container is?

Gaylord containers are the pallet size cardboard boxes.

I am reaching out regarding the RFP that was released for the Custodial and Related Services at the Robert A. Young Federal Building and wanted to find out if there is a scheduled site-visit, as I failed to see one in the RFP documents, please advise

The technical proposal must contain those items.

Attachment 1 may be multiple volumes if necessary, as long as the documents are properly titled. For example, should Attachment 1 require multuple volumes, each volume could be titled "Attachment 1 Volume 1, Attachment 1 Volume 2, etc.".

If we have a prime/subcontractor teaming agreement , 51% to 49% – not a joint venture- will our full teams past performance be eligible for evaluation?

Yes, as long as the contractor teaming arrangement is submitted and shows the prime, which needs to be a small busienss, performs 51% of the work. You must clearly identify the first tier subcontractors. Please also see 13 CFR § 125.2.

The Government will not be changing this requirement.

Factor 1 – Work Experience does the EDWOSB Prime contractor have to have past performance as a Prime for their past performance contracts?

Clarification: Does the experience referenced below meet the qualifications if the Prime applicant is currently a subcontractor who manages 750K sq. ft of office space?

The Government will adjust Factor 1 to allow for offerors to utilize work experience as a subcontractor providing complete custodial services comparable to the requirements of the solicitation. The modification only applies to the two (2) references of 500,000 net cleaning sq ft.

The reference for 750,000 net cleaning sq ft must be from the Offeror acting as a prime contractor or as part of a joint venture or CTA. If utilizing subcontractor experience for the 500,000 net cleaning sq ft references an Offeror must identify the prime contractor, provide contact information for the prime contractor, and must identify all services they were responsible for and the location of the service. The Government reserves the right to validate this reference with the identified prime contractor.

Factor 1 – Work Experience can the EDWOSB Prime contractor have past performance as a Subcontractor for their past performance references?

Clarification: Can the Prime applicant’s past experience as being a subcontractor on projects 500K sq. ft. or greater qualify for the past experience requirement? see answer 34.

See answer for question #1.

Please clarify the government wants the Technical Proposal Attachment 1 – to contain all the following:

Factor 1 Work Experience Factor 2 Past Performance Factor 4 Inspection of the facility Quality Control Plan (QCP) (Technical Proposal Factor 3) Vets 4212 Proof of Registration (Technical Proposal) Joint Venture Agreement and proof of SAM.gov registration of joint venture (if applicable) All of Section K (Technical Proposal) All Amendments signed and dated (Technical Proposal)

If accurate, we anticipate have attachment 1 having multiple volumes to fit all the data in an organized fashion.

Will the government consider reducing the 2 smaller references to one year of completed services instead of 2?

Factor 1 – Work Experience if there is a Teaming agreement in place can a Subcontractors past performance be counted as the Prime’s past performance?

Clarification: Can the Prime applicant use their Subcontractors past experience to qualify for the past experience requirement if a Teaming agreement is in place? see answer 32.

37 Does the awarded contractor have to have an office in St. Louis? No.

38 Is there a current CBA in place? If so, who is the agreement with?

Yes, there is a CBA attached. The vendor will have to negotiate a new CBA with the union. See attached addedum 1 union agreement. The union is the Laborers' International Union of North America.

Will supplies, (Example: Toilet Tissue, Can Liners, Paper Towels, etc.) fall under the FAR Subpart 8.7 for purchasing and product selection?

No. That is only in Region 6 Abilityone contracts.

Vendor can buy products/supplies from whomever they choose.

40 Is there a location on site for the contractor to clean their laundry? No.

On Exhibit J1, the note: *Standard Services/Common Areas to be stripped & refinished or carpet to be shampooed does NOT include tenant spaces. These are above standard. This note does not connect (*) to any of the square footage on the exhibit. What is the square footage for strip/refinish and carpet shampooing for the common areas? The Governmnet does not have these numbers.

Will the exterior windows above the 10th floor be required to be cleaned? If so, are these windows included in the total number found in Exhibit J1? If they are not included, what is the total number of additional windows to be serviced?

Yes they will be required to clean all windows. It should be accurate in Exhibit J. Please see question 23 for number of windows.

Are there restrooms located in any other tenant office areas? The only ones we were shown were the ones in the MEPS area.

Aeras shown included Meps, Gym lockerrooms, Health Unit. Other tenant areas include but not limited to SSA, FPS, When a dispenser is broken or damaged and the contractor is required to replace them, are the required to be an exact replacement or a "like" replacement?

See C,3.1.4. which states, "Any Contractor provided dispensers must be approved by the CO or their designee prior to installation."

45 Are there any dispensers that require batteries? If so, how many and what size batteries are they?

None of the paper towel or hand dispensers require batteries.

46 How many dispensers per vending/break areas?

There are Vending/Break areas on floors 3-10 in the common space by the west restrooms directly behind the elevators. Each has a sink and paper towel dispenser.

48 Is the contractor responsible for wiping down the exterior of all postal boxes/lock boxes in the postal area? Yes.

49 What "Health Certifications" are required for the individuals that would be cleaning in the child care area?

Any state and local required health certifications for caregivers, including being tested for tuberculosis. The State of Missouri caregivers physical form can be found here.

https://dese.mo.gov/sites/dese/files/media/pdf/202 1/08/mo500-3304-medical-examination-report-for-caregivers-and-staff_1.pdf

50 Is there a "Baler" on site? If so, will it remain or does it belong to the current contractor? The Bailer belongs to the current contractor.

51 Is there a count on the number of tables and chairs that are in the cafeteria? No there is not a count.

C.3.1.17- Food Service Cleaning- is the subcontractor expected to return the back of the house kitchen floors to their original luster? There are three types of floors within the space.

These floors do not require an original luster, however, daily, the kitchen equipment needs to be pulled out and the floor needs swept, mopped, and sanitized.

C.3.1.19- Agency Specialized Cleaning- is the subcontractor expected to clean up any overturned trash, ashtrays and handle potential fires created by cigarettes in the public building smoking section? Is the area regularly patrolled by security?

Yes this falls under outside policing. Yes, the area is patrollled by roving security.

Quarterly/Semi Annually Section: Expected weekend work, will the contractor be paid additional monies for janitors working weekends with overtime?

This work needs to be priced in your proposal. If it's over 40 hours for thsoe employees, they should be paid per the CBA.

C.4- Grounds Maintenance- I noticed some rust on the bottom of one of the railings on the Spruce St. Side- making sure that is noted to ensure contractor will not be responsible. Vendor is not responsible for rust.

56 C.5- Solid Waste Management- will the trash compactor from Republic remain on site? The compactor belongs to the current contractor.

C.10- Service Calls- it is mentioned the O&M contractors use NCMMS, is it the requirement of the janitorial contractors to use the system as well?

No. At this point, it is not expected Janitorial use NCMMS but this could change. Currently, janitorial related service calls are not being put in

NCMMS.

58 Is there any regular space deduction that will take place monthly?

Not at this time, however, it is on a case-by-case basis.

60 Hand-sanitizer availability in public space a requirement? Can the product be changed?

No. There may 1 or 2 that are left from Covid.

There is no expectation the contractor refill these.

61 See answer 3 above.

62 see answer 4 above 63 Please refer to the BIS in the specification 64 Please refer to the BIS in the specification 65 See answer 38 above.

Is it permissible for a WOSB subcontractor, now aspiring to bid as a prime WOSB contractor, to leverage their 30-plus years of experience and references, which include managing over a million square feet of cleanable space, with the subcontracting company they intend to utilize? The subcontractor possesses an equivalent level of past performance experience. See answer to question 35.

Similarly, can a vendor, who previously served as a subcontractor to a prime vendor and has demonstrated past performance in overseeing anywhere from 600,000 to over a million square feet of cleanable space, now submit a bid as a prime contractor? See answer to question 35.

Does the Government expect all Staff onboard the first day of work, if so are there badging requirements that could impact this expectation?

Yes. There is a 60 day phase in period which should allow amble time for badging.

69 Is there a current service call system that the Government owns or is this maintained by the Incumbent?

The building manager will make the service call to the janitorial staff.

Exhibit J.3 requires a number of pre start of contract reports/deliverables, will the time spent preparing these reports be billable to the contract as we are assuming the contract will have been awarded

The costs for these reports/deliverables need to be factored into your toal price provided to the Government. The Governmnet will not pay extra for these reports/deliverables.

What is the current contract number?

Current contract price?

Square feet by type of floor?

Number of restrooms?

Is the current contract Unionized?

Does at the contractors expense mean, this is not part of the equipment and supplies we typically include in our FFP pricing?

At the contractors expense means the contractor is responsible for these costs.

As a Small Business we are not required to submit a Subcontracting plan, will the Government revise to indicate this applies to "Other than Small Business"?

A small business subcontracting plan is not required.

There is a discrenecy between the SF 1449 and L.1.1 for the proposal due date and time. Will the Government confirm the correct date for proposal submission

Please see the new date and time for submission of proposals in this amdendment.

The site visit was not a manadotory requirement therefore should not be included as part of the evaluation criteria.

Respectfully we are seeking the Government to remove this Factor as an 5% evalaution criteria.

Thank you for your interest in this procurement. At this time the Governement does not intend to change the solicitation requirements

75 Is there an Incumbent for this requirement? If so please provide name and Contract number Please see answer 2 and 3 above.

76 Are the requirements listed in this solicitation the same as the previous contract? See answer 93 below.

77 Can we requests our own site visit for the federal building? No.

On the Section B pricing sheet, on the cost classification tab it lists CNA Fee in the Burden Rates. What does CNA stand for?

CNA stands for Central Nonprofit Agencies. This field would need to be left blank.

Is there a Union representing the incumbent contractor's employees, living or minimum wage requirement? If so please provide information? Please see answer 38 above.

81 Please provide the seniority list of the current contractor Please contact the incumbent contractor for this information.

82 Please confirm if the "Price" under pricing schedule should be monthly price or annual price

The "Price" on colunm C within the Section B Excel sheet is dictated by the "Unit" in colunm D.

For example, for CLIN 0001, the "Price" should be a per month price, however, for CLIN 0004 the "Price" should be a per hour price.

In Pricing sheet, the title"Agency specialized cleaning requirements per C.4.19" is not in the Solicitation document. Please confirm which section in Scope of work it is refering to.

Please see the attached revised Section B Excel sheet, which references the correct section within the solicitation.

In Pricing sheet, where will be the price for "MPES and USCG" needs to be updated under CLIN 0001 or separate as there is no line item for them as FPS and ICE/ERO.

The agency specialized cleaning requirements (FPS and ICE/ERO additional cleaning) fall under the Standard Services for this solicitation. Their CLINs are X002 and X003 respectively.

85 Please confirm the Net cleaning square foot doesn't include square ft for Agency Specialized Work Areas.

The net cleaning sq ft include Agency Specialized Work Areas.

86 Can an offeror provide required "Vets 4212 Proof of Registration" prior award or is it mandatory to submit it with the bid?

The VETS 4212 Proof of Registration can be submited prior to award.

Due to the unpredictability of snow events, please confirm if the price for snow removal will be per occurrence or a firm fix price?

Per section C.3.3 of the solicitation, snow and ice removal is included within the Standard Services.

Due to this, snow and ice removal is firm fix price.

88 If we intend to self-perform snow removal services, will GSA provide storage space for equipment and/or snow vehicles? Please see answer 26.

89 Please confirm the square footage of the government provided storage and office space. see answer 93 below.

Are there changes to the Scope of Work in this solicitation in comparison the current contract with the incumbent contractor?

There may have been some requirement changes.

Read the solicitation in it's entirety.

We visited many carpeted corridors (i.e. hallway) floors at the site tour except the Waxed-VCT Corridors. I had inquired about looking at the Corridors (Waxed - VCT) to examine the conditions and it was stated "we are not visiting those floors.

What was the reason, please clarify and provide measurements & pictures of those (Waxed - VCT) Corridor locations?

Most public areas have carpeting. The VCT is only in freight lobbies and the 1st floor behind the cafeteria.

does

92 Please provide the hours of operation for the "ICE Sally Port"? This is confidential information.

Please provide the current office space (size) where we can organize a desk, PC, Shelving and Training Space for our Management Team / Janitorial Team?

There are 2 break rooms 20'x40' and the office area is about 18'x10'.

Please provide the current Ideal Times for Snow Removal service to take place? Has there been any issues with "Slip & Fall" incidents on the ramp / sidewalks during the winter season?

Per section C.3.3 of the solicitiation, "The Contractor shall clear snow and ice before the normal building operating hours to prevent slip hazards." Additionally, "Snow and/or ice occurring outside of normal building operating hours is required to be removed no later than 6:00 a.m. of the day building operating hours are to resume."

There have been no "Slip & Fall" incidents.

Please clarify the current actual building occupation and provide the current population and the active floor levels that are utilized on a daily basis (Monday thru Friday)?

Roughtly 1500-2000 people in the building. All floors are active and used on a daily basis.

Please clarify the Specific Areas in the rear Parking Lot that received Grounds Maintenance services and provide pictures.

We were informed to not take pictures on the tour. We need to clarify the actual service areas for obtaining our Grounds Maintenance service quote. Please see attached map.

Please clarify the Specific Areas in the rear Parking Lot that received Snow and Ice Removal and provide pictures. We were informed to not take pictures on the tour. We need to clarify the actual service areas for obtaining our Snow Removal service quote.

We did walk the entire parking lots south and 13th

st. Green areas were pointed out for possible snow removal accumulation. It was also brought up about the IRA parking lot project that will be taking place this fall and the fact the parking lot layout may change slightly. In the past, the contractor has provided GSA with their snow plan.

We have not given one to them. Please see map attached. Snow from the premises can be pushed into green areas. All surfaces require snow removal.

98 Is there any subcontractor at the facility? If so please provide us with the names? Please contact the incumbent for this information.