Request_for_Information._RESPONSES.docx

Request for Information (RESPONSES)

Question 1) Does the current contract for SE Discovery center extend through April 30, 2013, whereas all the other contracts only go through March 31, 2013? So that the new contract for SE Discovery Center starts May 1, 2013? Or is there any lapse between the current contract, and the new one? And if so, would the new contractor be able to temporarily clean that month of April 2013, as a winter month?

The current contract for SE Discovery Center is in place through March 31st. The new contract will begin April 1st 2013. This is in the Winter schedule in Annex (A) SECTION B SCHEDULE OF ITEMS in the solicitation.

Question 2) Under C-description/specifications/statement of work for the Discovery Center and Misty Fiord Ranger District, Annex A, item 1.2,Description of Services, it states the contractor shall provide all equipment, materials and labor. Are we to provide all supplies needed, including toilet paper, towels, and garbage bag liners, that formerly were provided by the government? In item 6.2 it states we should use “bio based products to the maximum extent practicable.” Obviously, if it is more expensive than regular products, it isn’t practicable for the contractor; in which case would it be ok to use non-bio based products?

Contractor will provide “ALL supplies” required to perform the services.

Contractor will use recovered materials and bio based products to the maximum extent “practicable”.

6.3 it gives “a list of products USDA Forest Service requires for custodial purposes”. The items on the bullets are doubled up, meaning some of the items have 2 things that should be separate-they are not used for the same purpose. Is it a requirement to have each item, or can it be at our discretion which items we feel are needed? Also, nowhere does it mention if the toilet paper and towels are to be eco based, and if there is a certain % recycled material that should be in those items, as minimum. And again, if they are more expensive, is it still required?

The contractor will have to determine what is practicable for them in reference to bio based products. Percentages of recycled material is not required.

Please note: The Government can consider the use of bio based products in determining “best value”.

Question 3) Under C-Descriptions for Discovery Center, item 1.14 General Dusting, it states “all horizontal surfaces must be dusted”. Would this be within a certain height requirement reachable while standing on the floor, like 6-9 feet? Because this is a really tall building, and ceiling height is very high, and there are horizontal ducts in the very tops of the ceiling. Under the Weekly Services section, it states “reachable surfaces” to dust. Is this to be understood, by standing, or will we need to reach areas that can only be accessed by ladders, and even man lifts, like ventilation and/or heating ducts?

“Reachable by standing”

Question 4) Under C, Description, for Discovery Center, (and also for Misty Fiord Ranger District later in solicitation), in item 1.19 Strip and wax floors, and item 1.22 shampoo carpets, both state doing this “once annually”. But under “semi-annual services” the descriptions are for shampooing carpets, exterior windows, and floors. Should this be changed to annual, with no semi annual? So, consequently, would there be only “clean outside windows” in semi- annual cleaning? Or should that also go into only annual? If so,then item 8.3, d. should only state annual, not also semi-annual. Or if windows are on semi-annual, then there should also be an “annual services” category.

“Semi-Annually” for each service.

1.19 Strip and wash floors – This is at least annually. 1.22 Shampoo carpets – This is at least annually.

Question 5) Under C, description, for Discovery Center, (and for Misty Fiord Ranger District later in solicitation) item 1.20 and 1.21, for cleaning windows, it doesn’t state how often this is to be done. Although it does state in Monthly Services, for “window glass, inside and outside, to be free of dirt”. “Outside” should be removed from that, as it is addressed under Semi-annual, for “exterior windows”. Our weather is not conducive to washing outside windows once a month. Can the interior overall cleaning of windows be changed to the same time schedule as the exterior, whether it will be finalized to either annual, or semi-annual, with monthly cleaning of the windows as spot cleaning?

Yes. This is only an estimated level of work. Contractor to determine the required frequency of tasks to keep all windows interior and exterior clean.

Question 6) Under C Description for Discovery Center,(and Misty Fiord Ranger District later in solicitation) Item 2. emergency or special event cleaning, it states the contracting officer would order cleaning through a task order, and the contractor would begin work within 1 hour. Does this mean, if a toilet has bad fecal matter on it, or overflows, that the COR could call the janitors, and they would have to come within 1 hour to clean it up? And what if the contractor cannot be reached? But then it says that COR will notify the contractor as soon as a special event requirement is known, no less than 24 hours prior to the event. But in item 8.3, it states Gov may schedule events after normal hours, and contractor will be notified 48 hours ahead, when they need to work outside of normal business hours Which time frame applies to a special event, and what is deemed an emergency? A dirty toilet, or running out of paper towels, for example?

In the case of a cleaning emergency such as the one indicated, emergencies should to taken care of as soon as possible. Within an hour should be reasonable during normal working hours. The contractor will be notified 24 hours in advance of a special event taking place during normal business hours and 48 hours prior to events taking place after normal business hours or on weekends.

Question 7) Under C Description for Discovery Center, item 8.3b cleaning schedule, it states cleaning in summer will be “once a day”, so assuming that means 7 days a week, as that is when they are open, but it doesn’t state how often in winter. In item 8.4 hours of operation, it states in summer the hours are 8-3 pm. Is this correct? And that hours in winter are 10-4 only on Fri and Sat, with employees in the facility from 8-4:30 Mon-Sat. Under Winter Daily minimum Frequency Standards, it states cleaning as only on Monday, which would be once a week. Can this scheduled day of the week be changed with approval from the COR? But in Appendix D, under “Quality Assurance and surveillance Plan”, it states the daily services as three times per week. Which is it, once a week, or three times a week? Does this apply to both summer and winter, so shouldn’t any reference to how many times a week be removed here?

Once a day cleaning in the summer (May-September) is required after staff departs the building. Hours of operation will be 8:00-3:00 PM (7 days per week), with staff in the building from 7:30-4:00 PM on those days. Janitorial work may be performed after 4:00 PM daily.

Question 8) Under Appendix B. item 7, Government furnished property, do you provide a dumpster also? And what about recycled materials? Is there a program for paper, or plastic recycling? And if so, who picks up and disposes of that?

A dumpster is provided at the Misty Fiord Ranger District warehouse parking lot, a key will be given to the contractor to access the gate and have access to the dumpsters.

A dumpster is provided at the Southeast Alaska Discovery Center. Currently, the Discovery Center recycles paper and community connections takes care of removal once per week. We will be putting recycle containers in public areas for aluminum, glass and mixed paper. The contractor would not be responsible for removing the recyclables. The contractor would be expected to place found materials (aluminum, glass and mixed paper including cardboard) into the recycle receptacles. There will be no recycling of plastic. The Discovery Center staff will take care of emptying and removing recyclable materials.

Recycling is not required under this contract.

Question 9) Under Misty Fiord Ranger District Annex B, Item 8.4 hours of operation, it states 8 am to 3 pm. Is this correct? I believe the hours are until 4 or 4:30 there, which would mean we couldn’t clean as early as stated in solicitation.

The correct hours of operations are: 8 AM – 4:30 PM.