QandA for Solictiation 697DCK-24-R-00419.xlsx
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- Solicitation number
- 697DCK-24-R-00419
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This document is a set of Questions and Answers related to Solicitation 697DCK-24-R-00419 for janitorial services across seven locations in the Houston District of South Texas. The solicitation is a firm-fixed price procurement set aside for Service Disabled Veteran Owned Small Businesses (SDVOSB) and all other SBA Total Small Businesses. The North American Industry Classification System (NAICS) code is 561720 - Janitorial Services with a $22 million size standard. The period of performance begins on 02/1/2025 for a base year plus four option years. Relevant details include occupancy headcounts, required solicitation documents, instructions for pricing and filling out Sections I and K, and information on site visits, question due dates, and the solicitation closing date.
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Sheet2 Solicitation Questions & Answers
697DCK-24-R-00419
| # | Question | Answer |
| 1 | The frequency charts for each location indicate Occupancy headcounts at 50+, <50 and <25. Can you provide a more definitive daily occupancy at each location | It's hard to say, the foot traffic at each facility daily will be different. (All facilities have shift work) The frequency charts with less than 25, most of these facilities will have about 8-12 employees daily. Weekends and after 5:00 will have less employees. |
| 2 | Can you provide the number of Restroom Toilets, Urinals, Sinks and Showers at each location? | The FAA does not have that count. |
| 3 | Are there any Proprietary dispensers related to Restroom Consumables? (IE…Paper Towels, Toilet Paper, Soaps | Every facility has different dispensers. |
| 4 | What is the current annual value of the contract ? | $551,828.00 |
| 5 | Could you provide a current total headcount by location or a total of man-hours per location | It's hard to say, the foot traffic at each facility daily will be different. (All facilities have shift work) The frequency charts with less than 25, most of these facilities will have about 8-12 employees daily. Weekends and after 5:00 will have less employees. |
| 6 | Staffing plan requires an onsite supervisor. Is an onsite supervisor required at each building every day? | No, We would like the supervisor to visit our sites for quality assurance on an as needed basis. No need for an onsite supervisor for facilities performing well. |
| 7 | Is the onsite supervisor position the same as the Project Manager? | No. The Project Manager is responsible for managing all facilities under the contract, whereas the supervisor would likely be responsible for only their facility. |
| 8 | Can the Project Manager also be a working onsite supervisor? | Yes. |
| 9 | The FAA estimates each location should have a minimum of two employees at each location. Is a minimum of two workers required for all operating hours at each building? | No |
| 10 | Does the onsite supervisor count as one of the minimum staff? | Yes |
| 11 | Do we know the number of Staff / visitors? | See Question #7 |
| 12 | What is the normal building population for each location? | See Question #7 |
| 13 | Are their frequent visitors to any location and if so, are there any peak periods or events in which any of the facilities have increased cleaning requirements as a result? | Visitors are limited at each facility. ZHU ARTCC would have the most visitors but still limited. ZHU ARTCC peak periods is M-F 6:00am - 5:00pm (Admin Staff). |
| 14 | What is the total net cleanable square footage, by location and total? | See Frequency Charts |
| 15 | Are any receptacles or dispensers battery operated? | They have some battery operated deodorizers. |
| 16 | If so, how many are there? And what models and quantities? | Most are not in working order |
| 17 | What is the current staffing level provided to the FAA under the current contract? | The FAA does not have this information to share, however, the new SOW is substantially different than the current contract. |
| 18 | Has the SOW changed from the prior contract? If yes, what has changed? | A revised SOW has been created and attached to the solicitation for Offerors to review. |
| 19 | Are any atrium or high window cleaning services included? | Interior windows should be cleaned weekly. |
| 20 | Is there storage onsite for contractor supplies and equipment at each location? | Most locations have a janitor closet. The amount of room for storage and equipment will differ at each location. |
| 21 | The RFP does not specify any page limits for the Technical Proposal. Are there any page limitations for: Past Experience submissions, Quality Control Plan, Overall Technical Proposal? | No |
| 22 | Are there any font type, font size, margin, or other formatting requirements for the Technical Proposal? | No |
| 23 | For the three required contracts, can any be for current ongoing contracts, or must all be completed? | Provide a list of at least three (3) successful contracts that provided similar services within the past five (5) |
| 24 | For the Customer Satisfaction Surveys, must these be for the same contracts referenced in Past Experience Factor 1, or can they be different contracts? | Either CSS is acceptable. As long as similar work and scope to the requirements in this SIR (Janitorial Contracts valued |
at $350K or higher per year) 25 For the Continuity of Services - Mission Critical Plan, the RFP references clause 3.2.1.5-4 which requires submission "within [Number of days to be entered by Contracting Officer] days after award" but also asks for it in the proposal. Should this plan be submitted with the proposal or after award? Continuity of Services - Mission Critical Plan in accordance with clause 3.2.1.5-4 as listed in this solicitation. Within 10 days after award, the contractor must submit a Continuity of Contract Performance Plan to the Contracting Officer (CO) for review and acceptance
| 26 | The RFP requires "1 electronic copy" but also states to submit via email. Are there any file size limitations or preferred file formats for the electronic submission? Should large submissions be split into multiple emails? | Submissions should be split if to large to send. Please ensure the emails are numbered and feel free to follow up to verify receipt. |
| 27 | For the On-site Supervisor resume requirement, are there any minimum years of experience required (similar to the 5-year requirement for the Project Manager)? | None specified. |
| 28 | For Customer Satisfaction Surveys submitted directly by customers, should the offeror notify the CO which customers will be submitting surveys directly? Is there a way to confirm receipt? | It is the responsibility of the Offeror to confirm all CSS have been sent to the CS. |
| 29 | Regarding the requirement to complete "Part I, Section B through Part IV, Section K" - should we include these sections in full with our responses, or only the sections requiring fill-in responses? | Include the entire clauses listed in Section K for all fill-ins. |
| 30 | The Contractor Staffing Access Questionnaire is listed as a requirement but not included in the provided attachments. Can this form be provided? | The CSAQ has been attached to the solicitation. |
| 31 | Should the Technical Proposal and Business Proposal be submitted as separate files/emails or combined into one submission? | Combined in one email. |
| 32 | Please clarify if the contractor is responsible for providing consumable supplies including but not limited to: Toilet Paper, Hand soap, other restroom supplies. If yes, please provide historical usage data or occupancy information to help estimate quantities. | Yes, contractor is responsible for supplies listed in the SOW. We do not track supply quantities for the current contract. |
| 33 | What is the current award amount for the base year and all options for each location for Janitorial Services? (Not including COVID-19 cleaning, please) | Reference question #4 |
| 34 | What is the current monthly contract amount for Janitorial Services for each location? | Reference question #4 |
| 35 | What are the current contract personnel numbers for each location? | The FAA does not have that information. |
| 36 | Can we get the current roster and seniority list for each location? | The awardee will receive contact information to coordinate any potential hiring. |
| 37 | What is the current estimated supply cost, including paper products and chemicals? | The FAA does not have that information. |
| 38 | What is the current contract number? | 697DCK-20-C-00218 |
| 39 | Are all locations under one contract? | Yes |
| 40 | Who is the incumbent contractor? | CLAXTON / LTS JV, LLC |
| 41 | How long has the current contractor had this contract? | 4 Years |
| 42 | Does the government provide waste and recycle containers and services for each location? | Yes |
| 43 | Since the previous contract, has there been an increase or decrease in square footage for any of the locations? | The square footage have been updated on the new frequency charts. Square footage at some facilities has changed slightly. |
| 44 | What is the evaluation criteria? | You can find this information in the solicitation under section: SA56 – EVALUATION FACTORS FOR AWARD – SERVICES |
| 45 | Some of the sites only require an hour or two of work to clean the mentioned sq feet but have 3x daily requirements for windows, stairwells, elevators, etc. Are you requesting to have a staff member on site 24/7 to complete the 3x daily cleanings when the rest of the requirements can be completed in a few hours? | The contractor will determine the best staffing method to meet the FAA requirements. |
| 46 | How many full time and part time personnel are currently providing the service? | The FAA does not have that information. |
| 47 | What type of dispensers are in all of the facilities? | Different at each location |
| 48 | Can we get a copy of the products currently being supplied? | The FAA does not have that information. |
| 49 | Are there any day porters needed? | See Question #47 |
| 50 | What are the hours of service for each location? | Facility hours for each location is listed on the top of each frequency chart. |
| 51 | Are there janitor closets in all buildings? | The FAA has a closet or dedicated space for the Janitor supplies at most locations. Some locations have limited space for storage. |
| 52 | What is the estimated annual expenditures for supplies furnished? | The FAA does not have that information. |
| 53 | Can 100% a small business owned company bid on this project? | You can find this information in the solicitation under section: Evaluation Factors for Award |
| 54 | Please clarify if the contract value for Past Experience references should align with the value of Past Performance references at $350K or higher per year? | Yes $350K or higher |
| 55 | The Evaluation Standard ratings do not align with the Customer Satisfaction Survey ratings. Can the Government please make clarifications as to which standard they intend to utilize? | The Government will make award to the based off the Customer Satisfaction Survey results. |
| 56 | Based on the Customer Satisfaction Survey a Good Rating would net a score of 3 which would make a Contractor Unacceptable based on the Evaluation Standard. Is this the intent of the Government? | Yes |
| 57 | Can the Contractor provide CPARS in lieu of Customer Satisfaction Surveys? | The submissions need to be in the format provided by the FAA to ensure consistency of evaluation. |
| 58 | There is no explanation for the frequency D3. Please clarify what the D3 requirement frequency means. | 1xDay 3Days/week |
| 59 | Is the Project Manager a dedicated position required to reside on-site? | No |
| 60 | Is the Contract Manager position the same as the Project Manager position referenced in 697DCK-24-R-00419 Paragraph B. Technical Proposal? | The Contract Manager or alternate must have full authority to act for the Contractor on all contract matters relating to daily operation of this contract. The Contract Manager or alternate must be available within 1 calendar day to meet at the facility with Government personnel designated by the CO to discuss situations. |
| 61 | There is no requirement for a supervisor listed in this paragraph. Is the Government requiring the contractor to employ On-site Supervisor(s) for this effort? | The FAA estimates each location should have a minimum of two (2) employees |
assigned to each location. Additionally, provide a resume for the On-site Supervisor. The successful offeror must utilize the personnel submitted for the execution of this contract
| 62 | There is no mention of an On-site Supervisor in the Statement of Work. Is the Supervisor in addition to the two employees or can he/she be a Working Supervisor? | Can be a Working Supervisor. |
| 63 | Is an On-site Supervisor required in addition to the Contract Manager? | A Supervisor must be available to resolve issues at each facility, but is not required to be on-site. The Project Manager can also be a working supervisor at a facility. |
| 64 | Is an On-site Supervisor required for every location? | A Supervisor must be available to resolve issues at each facility, but is not required to be on-site. |
| 65 | Please clarify whether we should be applying the compensation and fringe rates referenced in the SCA WD revised July 14, 2024 under Amendment 0001, or should our pricing reflect the rates going into effect January 1, 2025 under E.O. 14026? | The pricing should be based upon the Wage Rates currently in the Solicitation, from July 2024. The proposed EO rate increase will be addressed once it goes into effect. |
| 66 | How many existing shifts are there? | There was no standard of frequencies among the various locations prior to this new SOW and Frequency Chart. There is no requirement of shifts for the janitors, as staffing is up to the contractor. The FAA Air Traffic Controllers have 3 shifts per day at 24x7 facilities, and 2 shifts at other facilities. |
| 67 | How many employees are on each shift? | The FAA does not have that information. |
| 68 | What is the total number of on-site contractor staff? | The FAA does not have that information. |
| 69 | What is the incumbent contract number and value? | See Question #4 and #38 |
| 70 | Has there been any change in scope of work requirements since the last solicitation? | Yes, this is a new SOW with Frequency Charts for each facility |
| 71 | Can you provide the floor care type of the "UC" uncarpeted areas per site? | It can vary depending on the type of flooring at the facility. For instance, some rooms might have concrete floors, some vinyl, some porcelain, etc. |
| 72 | If the proposed project manager has the experience on a non-federal contract, is it okay to omit a contract number with the resume? | yes. |
| 73 | It is increasingly difficult to find POCs in contracting that have the time to submit past performance surveys on all opportunities we pursue. Can we also submit recent and relevant CPARs in lieu of surveys if we do not receive confirmation that all have been submitted in time? | See Question #57 |
| 74 | Does the business proposal need to be a separate document from the technical proposal? | An Offeror must submit an offer (1 electronic copy) which includes the following items as |
outlined in the Business Proposal and the Technical Proposal.
| 75 | Are all exterior patios included? If so, is there periodic pressure washing a part of the required task. Are there smoking areas? | All patios (break areas, smoke areas) are listed on the frequency charts. |
| 76 | Does Hobby have exterior patios or smoking areas? | Yes |
| 77 | Are floor mats included or are they provided by the contractor? | Provided by the contractor |
| 78 | In breakroom areas, are table and appliances included? | Yes |
| 79 | During the site visit, there was quite a bit of maintenance at the site. Are the Operations & Maintenance contractors responsible for cleaning their work area after each task? | The construction you saw during the site visit is a 3rd party contractor, they will clean up their work area. In the mechanical and equipment rooms, the technicians complete maintenance in these areas, dirt and debris end up on the floor. The janitorial staff is responsible for sweeping or vacuuming dirt and debris on the floor (such as crumbs of styrofoam or paper used as stuffing). Boxes and large pieces of styrofoam will be labeled trash and put near the trash can. |
| 80 | Will there be a storage room at each location to store portable trash bins? | Each location has a janitorial closet or area assigned to the janitorial staff. |
| 81 | The general frequency lists the SF of each elevator. However, it does not provide a quantity of elevators at each building at every site. Can that information be provided? | ZHU ARTCC has two elevators. All other facilities have one or none. |
| 82 | Is the contractor responsible for cleaning the dumpster area? | Responsible for policing the dumpster area. |
| 83 | Will there be an area where the contract manager can hold periodic meetings with the cleaning staff? | No |
| 84 | Is there a specific day and/or time that the wellness center should be serviced? | The frequency is listed on each frequency chart. (Wellness Center = gym or work out room) |
| 85 | Does any of the existing VCT flooring contain asbestos? | Yes |
| 86 | How much lead time is required to conduct the “smell test”? | At least one or two days notice when a product needs to be changed (depending on availability of management and the union). For the initial smell test, we need to schedule these in advance. |
| 87 | What is the current contract value? | See Question #4 |
| 88 | Will FAA please provide the sign-in sheets from the site visit? | Sign in sheets will not be provided. |
| 89 | Is there a time scheduled for walkthroughs for each facility? | Future site visits will not be available. |
| 90 | Who are the current vendors supporting these locations? Sole source or multiple? | Reference question #40 |
| 91 | Do you happen to have the bid tabulation from the last RFP? | This information will not be shared. |
| 92 | Will experience, past performance references and key personnel from subcontractors/subcontracting team be considered? | It can be considered, but the requirements remain as stated in the Solicitation. |
| 93 | Are offerors required to submit the CSS w/ their proposals? | Yes |
| 94 | Are the Project Manager and On-site supervisor required to be 2 different people? | No |
| 95 | Please provide the average number of soap, paper towel, and air freshener dispensers per each type of restroom: Single Use; Muli-Use Medium; Multi-Use Large. | The FAA does not have these counts. |
| 96 | Are there any floor plans available? | Floor plans will be given to the vendor once the contract is awarded for floor care scheduling purposes. |
| 97 | Regarding reports (sections 1.4.1.2 & 1.4.2): Expectation for daily reports is clear for daily services. What is expected for checklists and any additional deliverables for non-daily services such as monthly, quarterly, semi-annual & annual? | The FAA has not stated any additional requirements in the Solicitation. |
| 98 | Regarding Quality Control Plan: The solicitation Instructions to Offerors Factor 4 – Quality Control Plan requirements do not line up w/ the requirements for the QCP to be provided by the contractor w/in 10 business days in section 1.4 of the SOW. Please confirm whether any portions of QCP in section 1.4 of the SOW will need to be included in the QCP for the proposal, that are not already explicitly stated in Factor 4 of the Instructions to Offerors. | The Contractor's Quality Control Plan must be provided to the CO for review and approval no later than 10 days after award. An updated copy must be provided to the CO within one business day as changes occur |
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