ISD0027 Site Visit Q and A.pdf

52800PR24ISD00027 – DATA Floor Cleaning Services for USCG C5ISC Alameda, CA

Q & A from the Site Visit hosted 6 December 2023 at 10:00 a.m. PST.

1. What is the frequency of cleaning for this contract (1 time or more)?

a. One time

2. SOW did not define the walls, ceilings, doors. Is this an expected task?

a. No, the walls, ceilings and entry doors are not in-scope.

3. Are we responsible to wipe down the tops of the racks or the walls of the racks at the ends of the rows?

a. The SOW states: “Equipment: Remove particulate, residue, and microcontaminants from the exterior of all accessible equipment such as cabinets, monitors, chairs, and desks using a static-dissipative solution and microfiber applicators” Yes, the tops of the racks AND walls of the racks at the ends of the rows are in-scope.

4. Building 5A has power cables on top of the racks. Are these required to be cleaned?

a. The SOW states: “Overhead Cable Tray: Vacuum all overhead cable trays and cabling using HEPA/ULPA vacuums.” This applies to the power cables on top of racks.

5. Who removes the floor tiles in 5A for vacuuming the dirt, leaves and other particles?

a. The contractor is responsible for “…lifting all accessible access floor tile.

Remove large debris by hand and vacuum all accessible areas of the subfloor plenum with triple-filtered HEPA/ULPA vacuums with static/sound suppression.”

6. Is it expected that every inch under the floor?

a. Some floor tiles cannot be removed due to the racks sitting on them. This impedes the angle for vacuum hoses. As well as the cable trays. There is also exposed fiber in the cable trays. Yes, the entire subfloor requires cleaning. Please reference the

Equipment and Overhead Cable Tray sections of the SOW.

7. As far as running multiple kinds of cleaning equipment are the wall outlets separated and what amperage are the wall outlets rated for?

a. Unknown

8. The SOW talks about an “air quality test” to be done before and after. Is this a must?

a. Yes, this is a requirement.

9. Is there a specific process outside the commercial “air quality test”? (does the government have/require a different procedure to perform this?)

a. If this is in reference to the Environmental Report required by the SOW, then what the government would like to see is a visual written environmental audit that includes: Airborne Invisible Microparticles, Metallic Debris, Biological

Contaminants, Cardboard, Concrete Dust, Drywall Dust, Old Floor Wax, Tacky

Mats, Holes, Belt Debris, Sealed Seams, and Rust/Corrosion, with particle counts.

10. If the air quality test is needed, will the rooms door seals be addressed prior to our cleaning (rubber seals allow dirt and leaves in an out)?

a. Building 5A door seems to not close properly in the corner. No, no modifications will be performed to the building for the air quality test.

11. Rooms do not seem to be true negative pressure, is this correct?

a. This allows dirt, leaves and outside particulates to flow in. The rooms should be under a slight positive pressure to prevent foreign objects from entering the space.

However, this can’t be confirmed by the government.

12. SOW talks about wiping down the cable trays. There is exposed fiber with the copper cables. Is this still a requirement?

a. The SOW states: “Overhead Cable Tray: Vacuum all overhead cable trays and cabling using HEPA/ULPA vacuums.” It does not talk about wiping down the cable trays. Yes, this is still a requirement, even with “exposed fiber”.

13. For the racks are we supposed to clean the front facings of the equipment in the racks?

a. No, racked equipment is not included in the Equipment section of the SOW.

14. How close can we get to the equipment?

a. As close as needed to complete the SOW.

15. Who is responsible for any dust or dirt that may gather under the racks?

a. The SOW states “Floor Surface: Remove contaminants from all accessible top-of-floor surfaces with HEPA/ULPA vacuums (including crevices, underneath and around equipment as is readily accessible) then manually clean the floor with a chemical application of anti-static, access-floor-approved solution and manual agitation of accessible floor surfaces to remove/reduce unsightly marks/scuffs and trapped particulate.”

16. Are we responsible for cleaning the workstation?

a. Yes, workstations are considered “equipment” and in-scope of the SOW.

17. The Nortel shelves look dirty. Do these require to be wiped down?

a. I’m unsure of what the “Nortel shelves” are. If it is racked equipment then, no.

However, if it is not racked equipment and part of the cabinet then, yes.

18. Building 5A has holes in the wall and the foundation. Will these be addressed prior to the cleaning?

a. No

19. Who will be responsible for removing all the equipment that is moveable from the room?

a. The IMS-DCSS personnel on ground escorting will remove all equipment that is movable out of the room prior to cleaning.

20. What time frames we could access the space?

a. Monday-Friday 0600-1500 PST

21. What is the square footage of both buildings?

a. Building 5: 629 sq. ft. Building 5A: 486 sq. ft

22. The stains currently on the floor in building 5, do they need to come out?

a. It seems to be permanent to the concrete finish. The SOW states: “Floor Surface:

Remove contaminants from all accessible top-of-floor surfaces with HEPA/ULPA vacuums (including crevices, underneath and around equipment as is readily accessible) then manually clean the floor with a chemical application of anti-static, access-floor-approved solution and manual agitation of accessible floor surfaces to remove/reduce unsightly marks/scuffs and trapped particulate.” If this process does not remove the stains, then no, they do not need to come out.

23. Who will be our POC contact/escort during cleaning?

a. Cunningham, Branden & Li, Jimmy

24. How will employees gain access to the base for cleaning?

a. They will have to submit a Base Access Request form to Cunningham or Li 48 hours in advance. Once they receive the request it will get turned into security.

25. Are there any equipment/solutions that are restricted for use?

a. Yes, any and all equipment/solutions that will damage the equipment, floor, hardware or other data center systems.

26. How will the government deal with the electrostatic testing since the facility does not meet the 85%?

a. The SOW does not request any electrostatic testing reports.

27. During which specific periods should cleaning activities be planned to minimize the impact on operations? Especially in relation to server shutdowns and maintenance windows.

a. All cleaning activities must be scheduled with at least 48 hours notice and shall occur between 0600-1500 PST, Monday through Friday, excluding federal holidays.

28. How can cleaning activities be organized to ensure they do not disrupt critical operations or result in down time during server shutdowns and maintenance windows?

a. All cleaning activities must be scheduled with at least 48 hours notice and shall occur between 0600-1500 PST, Monday through Friday, excluding federal holidays.

29. What measures are in place to enforce electrostatic discharge control during cleaning, ensuring the use of ESD tools and equipment to prevent damage to sensitive electronic components?

a. Preventing electrostatic discharge is the responsibility of the contractor.

30. Could you elaborate on High-efficiency Particulate Air (HEPA) filters?

a. Air filters that can theoretically remove at least 99.97% of dust, pollen, mold, bacteria, and any airborne particles with a size of 0.3 microns (µm).

31. What gear or supplies will be removed from the facility prior to cleaning? Can you provide a list?

a. A list will not be provided. All portable equipment will be removed from the building prior to the scheduled cleaning time.

32. What measures are in place in the event exposed wires are compromised? What is the contractor’s responsibility in that case?

a. Report any exposed wires immediately to your point(s) of contact.

33. Will the government provide the environmental report, or do we provide it?

a. The contractor is required to provide the environmental report.