DH-377725 Consolidated Offeror Questions.pdf

RFP DH-377725 - Consolidated Offeror Questions

RFP DH-377725

The Village at Fermilab Housekeeping Services

Consolidated Offeror Questions

Questions have been consolidated and anonymized. Responses are based on the issued solicitation package.

Q1. Is this requirement a recompete of an existing housekeeping contract or a new requirement? If it is a recompete, please provide the incumbent contractor name and prior/current subcontract number. Please also indicate whether a copy of the current housekeeping subcontract will be provided for review.

Answer: This requirement is a recompete of an existing housekeeping services requirement. FFDG will not provide the incumbent subcontractor’s name, prior/current subcontract information, or a copy of the current housekeeping subcontract as part of this solicitation. Offerors shall develop their proposals based on RFP DH-377725 and its attachments.

Q2. Please provide the previous/current annual contract value and, if available, the current or prior hourly rates for the Housekeeper and Supervisor/Linen Room Attendant, period of performance, option-year pricing, and number of offers received under the previous solicitation. Please also provide, if available, actual annual labor hours and historical overtime usage.

Answer: FFDG will not provide historical contract values, incumbent labor rates, option-year pricing, or the number of offers received under the previous solicitation. Offerors shall develop their proposals based on the requirements and pricing structure provided in the RFP and its attachments.

For informational purposes, historical staffing has averaged approximately 280 total labor hours per week across seven subcontractor personnel, excluding approximately 88 hours annually associated with unpaid holidays. Historical overtime usage has averaged approximately 10 hours annually.

This information is provided for reference only and does not modify the staffing requirements or other provisions of the RFP and its attachments.

Q3. Please provide the total cleanable square footage, including a breakdown by building or facility and, if available, by area type such as dormitory rooms, common areas, houses, apartments, offices, bathrooms, hallways, and other areas covered by the Statement of Work. Please also provide floor types, bathroom counts, and the square footage of carpet and areas requiring stripping and waxing by facility, including dorms with and without bathrooms, houses, and apartments.

Answer: The approximate square footage and bathroom configurations for the applicable facilities are provided below:

3-Bedroom Ranch House: 1,092 sq. ft., single-level.

Dorm 2: 5,530 sq. ft., single-level.

The Pad: 2,206 sq. ft., approximately 5.5 shared bathrooms and 3 private bathrooms.

Dorm 4: 2,759 sq. ft., single-level, 4 shared bathrooms.

Dorm 5: 4,368 sq. ft., single-level, 4 shared bathrooms and 1 private bathroom.

Dorm 6: 2,206 sq. ft., single-level, 2 shared bathrooms and 2 private bathrooms.

The approximate combined square footage of the facilities listed above is 18,161 sq. ft.

A detailed breakdown of cleanable square footage by room or area type, floor covering, carpeted areas, and areas requiring stripping and waxing is not available. Offerors shall develop their proposals based on the requirements identified in the RFP and its attachments.

Q4. What are the required workdays, normal daily shift hours, and anticipated start and end times for housekeeping personnel? Are services required Monday through Friday only, or will regular weekend, federal-holiday, Fermilab-closure-day, or other after-hours coverage be required? Please clarify whether “daily” common-area cleaning means five or seven days per week.

Answer: Housekeeping services are normally performed Monday through Friday, from 8:00 AM to 4:30 PM, excluding recognized Fermilab holidays. Staffing consists of one (1) Supervisor and six (6) Housekeeping Personnel.

Regular weekend services are not required. However, emergency call-ins may be requested on Saturdays or Sundays, as needed. References to “daily” common-area cleaning in the Statement of Work mean five (5) days per week, Monday through Friday, excluding recognized Fermilab holidays.

Q5. Would Fermilab permit an alternate cleaning schedule for religious observance, such as moving work otherwise scheduled between Friday sundown and Saturday sundown to Saturday evening or Sunday, provided all required service levels and facility-readiness requirements are maintained?

Answer: Please refer to the Statement of Work for the required service schedule. The Subcontractor will be responsible for staffing and performing the required services in accordance with the Statement of Work and all applicable laws and regulations.

Q6. What is the anticipated subcontract start date, base period, and number and duration of the option periods? Please also identify the anticipated award date and transition period available before the January 1, 2027 start date.

Answer: Please refer to Attachment 3, Sample Subcontract, Section F, Periods of Performance. FFDG anticipates making award prior to the start of the Base Period. The specific award date and transition period have not been established and will depend on completion of the solicitation and award process.

Q7. Are all six housekeepers and the Supervisor/Linen Room Attendant required to remain fully staffed and onsite simultaneously during established working hours regardless of occupancy and workload, or may actual staffing hours be adjusted based on Fermilab Housing workload and authorized work? Please clarify whether all seven positions must be physically present each normal workday regardless of PTO, sick leave, or other absences.

Answer: The Subcontractor shall maintain six (6) Housekeepers and one (1) Supervisor/Linen Room Attendant onsite full-time, Monday through Friday, during established working hours, excluding recognized Fermilab holidays. The required staffing level shall be maintained regardless of occupancy or fluctuations in workload, unless otherwise authorized by FFDG.

The Subcontractor is responsible for maintaining the required staffing level and providing qualified replacement personnel to cover employee absences, including vacation, PTO, sick leave, or other absences.

Q8. Is there a guaranteed minimum number of billable labor hours per week or per year for either labor category?

Answer: Please refer to Section 7.2, Price Proposal, of the RFP and Attachment 2, RFP Proposal Form. Estimated hours are provided for evaluation purposes only and do not represent a guaranteed workload.

Q9. Please provide historical or estimated labor hours and/or average monthly occupancy for the current or most recent contract years, including information regarding seasonal variation between the May- September peak period and the remainder of the year, if available. Please also provide, if available, monthly checkout/turnover counts, weekly maid-service counts, linen exchanges, seasonal staffing, and overtime for the most recent 12–24 months.

Answer: Please refer to Section 2.0 of the Statement of Work, which states that service needs may vary throughout the year, with peak service requirements generally occurring from May through September due to increased housing occupancy.

Housing occupancy is generally at capacity from May through September. Occupancy from October through April varies depending on Fermilab projects and housing needs.

Historical average monthly checkout activity is as follows:

May–September: Approximately 81 checkouts per month.

October–April: Approximately 59 checkouts per month.

Historical average monthly linen quantities are provided below:

Linen Item May–September October–April

Dish Towels 800 410

Bath Towels 750 399

Hand Towels 570 281

Washcloths 480 241

Bath Mats 770 484

Pillowcases 700 435

Full Sheets 650 364

Queen Sheets 400 228

No additional seasonal staffing is utilized during peak occupancy periods. The required staffing levels remain consistent throughout the year.

The historical information provided is for reference purposes only. Offerors shall develop their proposals based on the staffing requirements, service frequencies, and other provisions of the RFP and its attachments.

Q10. Approximately how many weekly maid services are anticipated for dormitory rooms, houses, and apartments? Please also identify who establishes the weekly maid-service schedule and the typical and peak number of dorm rooms, houses, and apartments receiving weekly service.

Answer: All occupied dormitory rooms receive weekly maid service, while common areas and shared bathrooms are cleaned daily, Monday through Friday, excluding recognized Fermilab holidays.

Unoccupied dormitory rooms are refreshed as needed.

Occupied houses and apartments receive weekly cleaning services, while unoccupied units are refreshed as needed.

The Housekeeping Supervisor establishes the weekly maid-service schedule based on occupancy levels for dormitory rooms, houses, and apartments.

Housing occupancy is generally at capacity from May through September, while occupancy from October through April fluctuates depending on Fermilab projects and housing needs.

Historical average monthly checkouts are approximately 81 from May through September and 59 from October through April.

The actual number of weekly maid services varies based on occupancy and housing turnover. Offerors shall develop their proposals based on the service requirements identified in the RFP and its attachments.

Q11. Approximately how many dormitory, house, and apartment checkout/turnover cleanings were performed during the previous 12 months, including the approximate volume during an average week and during the May-September peak period? Please also provide the largest number of turnovers historically requiring cleaning within a single 24-hour and 48-hour period and the typical advance notice provided for arrivals, departures, and maid-service schedule changes.

Answer: Housing occupancy is generally at capacity from May through September, while occupancy from October through April varies depending on Fermilab projects and housing needs.

Historical average monthly checkouts are as follows:

May–September: Approximately 81 checkouts per month.

October–April: Approximately 59 checkouts per month.

Checkout cleaning is scheduled based on anticipated future occupancy and the need to prepare units for incoming residents. Occupied dormitory rooms, houses, and apartments receive weekly cleaning services, while unoccupied units are refreshed as needed. Dormitory common areas and shared bathrooms are cleaned daily, Monday through Friday, excluding recognized Fermilab holidays.

As an example of peak turnover activity, 14 checkouts occurred on August 7, 2026.

Cleaning schedules and priorities are established based on occupancy, departures, and anticipated arrivals. The timing of checkout cleaning may vary depending on when the unit is scheduled to be occupied again.

Q12. What additional staffing level, labor hours, or temporary employees are typically required during the May-September peak occupancy period? Are authorized temporary or seasonal staffing hours billable at the same applicable hourly rate in addition to the evaluated hours, and is there an established ceiling for such staffing? Please also identify the typical number of FTEs used during October–April versus May– September and the advance notice/approval process for temporary or surge personnel.

Answer: The standard staffing level consists of seven (7) full-time subcontractor personnel, including six (6) Housekeepers and one (1) Supervisor/Linen Room Attendant, throughout all twelve (12) months of the year.

The staffing level remains consistent during both the October–April and May–September periods. No additional temporary or seasonal personnel are routinely utilized during peak occupancy periods.

Offerors shall develop their proposals based on the staffing requirements, labor hours, and pricing structure established in the RFP and its attachments.

Q13. Do temporary or additional employees require Fermilab's prior written approval before performing work onsite?

Answer: Yes. Temporary or additional personnel must be approved by Fermilab prior to performing work onsite and must comply with all applicable subcontract, site-access, identification, safety, training, and other requirements contained in the solicitation.

Q14. Should checkout cleaning, annual deep cleaning, emergency response, and other additional services be billed using the proposed hourly rates, or will these services be separately priced and ordered?

Answer: These services will be billed at the same proposed hourly rates.

Q15. Is the Subcontractor required to provide dedicated company vehicles for onsite transportation, or may employees use their personal vehicles if properly licensed and insured? Please also clarify whether a company vehicle may remain parked onsite overnight for emergency response, whether street-legal golf carts are permitted, whether dedicated parking is available, whether vehicles may park adjacent to residences, and whether clean and soiled linen must be segregated during transport.

Answer: Dedicated company vehicles are not required. Subcontractor personnel may use personal vehicles for onsite transportation, provided the vehicles are properly licensed and insured and the Subcontractor maintains the automobile liability coverage required by Attachment 4.

Subcontractor vehicles may be parked overnight in the designated area behind the Linen Building.

Street-legal golf carts provided by the Subcontractor are permitted for onsite transportation and may also be parked at the Linen Building.

Housekeeping personnel may park adjacent to the houses and dormitories while performing services.

Clean and soiled linens shall be transported separately in individual plastic bags to prevent cross-contamination.

Q16. Are paid holidays, sick leave, vacation, health and welfare benefits, and other employee benefits to be incorporated into the proposed hourly billing rates?

Answer: Please refer to Section 7.2, Price Proposal, of the RFP. Non-working employee hours, including holidays, vacation, sick leave, or other paid leave, may not be separately charged to Fermilab. Offerors are responsible for accounting for applicable wages, health and welfare benefits, paid leave, and other required employee benefits when developing their proposed hourly rates in accordance with the solicitation and applicable Wage Determination.

Q17. Should supervision, supplies, equipment, transportation, payroll burden, insurance, and other indirect costs be included in the proposed hourly rates?

Answer: Please refer to Attachment 2, RFP Proposal Form, and the Statement of Work. Proposed hourly rates are to include all labor, materials, tools, equipment, technical support, supplies, and other costs necessary to safely and successfully perform the work, except for items specifically identified as being provided by Fermilab.

Q18. How should the Supervisor/Linen Room Attendant's after-hours availability be priced? Is after-hours availability considered unpaid on-call availability, or are actual after-hours responses separately billable?

May the Subcontractor designate an alternate qualified on-call supervisor when the primary Supervisor/Linen Room Attendant is unavailable? Please also clarify whether the “primary contact at all times” requirement means telephone availability/coordination or physical response after hours, and provide the historical frequency and nature of after-hours calls, if available.

Answer: Please refer to Section 6.1 of the Statement of Work and Section 7.2 of the RFP. The Supervisor/Linen Room Attendant shall serve as Fermilab's primary contact at all times, including outside normal working hours.

The solicitation does not establish a separate on-call rate. Only actual hours worked in response to after-hours service requests may be billed at the applicable hourly rate.

The Subcontractor may designate an alternate qualified contact when the primary Supervisor/Linen Room Attendant is unavailable, provided all applicable response and performance requirements of the Statement of Work continue to be met.

After-hours availability generally involves telephone communication and coordination. Physical onsite response may be required when after-hours cleanup services are necessary.

Historically, after-hours call-ins have been infrequent, with approximately one (1) or two (2) instances requiring the Subcontractor Supervisor to report onsite during the past two years.

Q19. If Fermilab adds facilities or materially increases the workload during the subcontract, will the parties negotiate an equitable adjustment to labor hours or pricing? Please also identify what notice will be provided before reductions that affect staffing or recovery of equipment and other fixed costs.

Answer: Please refer to Section 3.0 of the Statement of Work, which reserves Fermilab's right to add or delete facilities and adjust service requirements based on operational needs, and Attachment 3, Sample Subcontract, for subcontract administration and potential-change requirements. The solicitation does not provide for an automatic equitable adjustment solely because facilities or workload change. Any changes to the subcontract, including applicable notice requirements, will be administered in accordance with the terms and conditions of the subcontract.

Q20. What are the payment terms following submission of a weekly invoice (e.g., Net 15 or Net 30)?

Answer: Please refer to Attachment 2, RFP Proposal Form. The stated term of payment is Net 30 Days unless otherwise specified.

Q21. May the successful Offeror use an FFDG-approved local lower-tier subcontractor to perform some, most, or all of the onsite housekeeping services? Please also identify what evidence regarding a proposed lower-tier subcontractor and FFDG consent must be submitted with the proposal versus after award.

Answer: Yes. Lower-tier subcontractors may be proposed and utilized in accordance with Section 14, Subcontracting, subject to FFDG consent. However, the Technical Proposal requirements identified in Section 7.1 of the RFP must be satisfied by the Offeror. The qualifications, experience, client references, safety program/performance documentation, and proposed site manager qualifications of a lower-tier subcontractor may not be substituted for the Technical Proposal requirements applicable to the Offeror. The Offeror must independently satisfy the Technical Proposal requirements and remains responsible for performance of the subcontract. Offerors shall provide with their proposal any information regarding proposed lower-tier subcontractors required by the RFP. Any additional documentation or consent required after award will be administered in accordance with Section 14 and the resulting subcontract.

Q22. Is there a minimum percentage of the work that the successful small-business prime Offeror must self-perform?

Answer: The solicitation does not establish a specific minimum self-performance percentage. The use of lower-tier subcontractors is subject to FFDG consent in accordance with Section 14, Subcontracting, of the RFP. The awarded Offeror remains responsible for performance of the subcontract and compliance with all applicable subcontract terms and conditions.

Q23. If an Offeror proposes a lower-tier subcontractor/team member, may that entity's housekeeping experience, client references, safety program/performance documentation, and proposed site manager qualifications be included and evaluated in satisfaction of the Technical Proposal requirements? Please also clarify whether the required three client references may include past performance of proposed key personnel or a performing lower-tier subcontractor when separately and accurately identified.

Answer: No. The Technical Proposal requirements identified in Section 7.1 of the RFP must be satisfied by the Offeror. The qualifications, experience, client references, safety program/performance documentation, and proposed site manager qualifications of a lower-tier subcontractor may not be substituted for the Technical Proposal requirements applicable to the Offeror. Lower-tier subcontractors may be proposed and utilized in accordance with Section 14, Subcontracting; however, the Offeror must independently satisfy the Technical Proposal requirements and remains responsible for performance of the subcontract.

Q24. May the RFP requirement to demonstrate the ability to provide services at Fermilab within 60 minutes after a request for service be satisfied through the proposed local onsite supervisor and/or approved lower-tier subcontractor?

Answer: The Offeror is responsible for demonstrating its ability to meet the sixty (60)-minute response requirement. An Offeror may describe how its proposed staffing and subcontracting approach will meet this requirement; however, the awarded Offeror remains responsible for performance of the requirement.

Q25. Is an active SAM.gov registration required at the time of proposal submission, at the time of award, or both?

Answer: No. An active SAM.gov registration is not required at the time of proposal submission or award. Please complete Attachment 8, SARC Subcontractor Annual Representations and Certifications, accurately; the form provides for Offerors to identify whether they are or are not registered in SAM.gov.

Q26. Must NAICS 561720 be listed in the Offeror's active SAM.gov registration at the time of proposal submission, award, or both?

Answer: No. NAICS 561720 is the applicable NAICS code for this solicitation; however, it is not required to be listed in an active SAM.gov registration at the time of proposal submission or award.

Offerors shall complete Attachment 8, SARC Subcontractor Annual Representations and Certifications, accurately.

Q27. Are there any additional supplier registrations required before an Offeror can be considered for award?

Answer: No. There are no additional supplier registration requirements that must be completed before an Offeror can be considered for award. However, the successful Offeror will be required to register in FFDG's vendor portal as part of the award process.

Q28. Please confirm any mandatory insurance, bonding, minimum-experience, staffing, or certification requirements that Offerors must meet.

Answer: Please refer to the RFP and its attachments, including Section 7.1 for technical requirements, Section 12 and Attachment 4 for insurance requirements, Attachment 6 for the applicable wage determination, Attachment 7 for safety requirements, and Attachments 8 and 9 for required representations and certifications.

Q29. Please clarify the 60-minute response requirement. Does it measure acknowledgement, arrival of a qualified person, or completed corrective action; what types of service requests normally trigger the requirement; and does it apply after normal working hours, overnight, on weekends, or on holidays?

Please also clarify whether “response” requires personnel to arrive onsite and begin the requested service within 60 minutes.

Answer: The 60-minute response requirement applies to emergency cleanup requests occurring outside normal working hours, including overnight, weekends, and holidays. Examples of emergency cleanup requests include vomit or other illness-related cleanup.

For purposes of this requirement, “response” means that qualified personnel must arrive onsite and begin performing the requested emergency cleanup services within 60 minutes of notification. The requirement does not mean that the cleanup must be completed within 60 minutes.

Q30. Is the stated staffing of six full-time housekeeping employees plus one working supervisor a minimum staffing level, an evaluation assumption, or both? Please also confirm whether the estimated 11,520 annual housekeeper hours represent the combined evaluated hours for the six housekeeper positions and the 1,920 annual hours represent the evaluated hours for the Supervisor/Linen Room Attendant. Please explain the basis for the estimated 1,920 supervisor hours and 11,520 housekeeper hours, including any holiday closures, leave assumptions, or service reductions reflected in those estimates.

Answer: Both. Please refer to Section 4.1, Staffing Requirements, of the Statement of Work, which requires a minimum of six (6) Full-Time Equivalent (FTE) housekeeping employees and one (1) Full- Time Equivalent (FTE) Supervisor/Linen Room Attendant. For pricing evaluation purposes, the estimated 11,520 annual housekeeper hours represent the combined evaluated hours for the six (6) housekeeping positions, and the estimated 1,920 annual hours represent the evaluated hours for the Supervisor/Linen Room Attendant. The estimated hours are based on 1,920 annual hours per FTE. No additional assumptions regarding employee leave or service reductions are provided. These estimated hours are provided for pricing evaluation purposes and do not constitute guaranteed billable hours.

Q31. May the working supervisor perform direct housekeeping while managing the Linen Room and serving as the Fermilab point of contact? Please also provide, if available, the approximate portion of the

Supervisor/Linen Room Attendant’s time historically spent on linen administration/distribution, key control, scheduling and other administrative functions versus direct housekeeping duties.

Answer: Yes. Please refer to Section 6.0 of the Statement of Work. The Supervisor/Linen Room Attendant is designated as a Working Supervisor and is expected to perform direct housekeeping duties in addition to managing linen distribution, coordinating schedules, performing administrative responsibilities, and serving as the primary point of contact with Fermilab Housing.

A specific historical breakdown of time spent performing supervisory, administrative, linen management, and direct housekeeping duties is not available. Offerors shall develop their proposals based on the responsibilities and requirements identified in the Statement of Work.

Q32. Which Service Contract Act wage determination labor classifications apply to the housekeepers and the Working Supervisor/Linen Room Attendant? Please identify the applicable labor classifications and wage/fringe requirements or confirm whether a conformance procedure will be required for duties not covered by a listed classification. Please also confirm whether a wage conformance has already been established for the Supervisor/Linen Room Attendant or identify the process and timing for initiating a conformance if required.

Answer: Please refer to Attachment 6, the applicable Service Contract Act Wage Determination.

Offerors are responsible for reviewing the Wage Determination and applying the appropriate labor classification, wage rate, and fringe benefits based on the duties to be performed. Offerors shall use the applicable classifications, wage rates, and fringe benefits identified in Attachment 6 when developing their proposed rates.

Q33. Do the weekly invoice instructions in the Statement of Work control over any monthly or more frequent invoicing language elsewhere in the request?

Answer: Yes. Please refer to Section 10.0, Invoicing, of the Statement of Work. The Subcontractor is required to submit one (1) invoice and one (1) supporting statement each week, with supporting employee timesheets. The General Terms and Conditions permit invoicing at more frequent intervals when approved by FFDG in writing.

Q34. Which cleaning products, paper goods, liners, equipment, carts, and linen room supplies are furnished by Fermilab and which must be furnished by the contractor? Is an approved cleaning-products list or dispenser specification available, and is historical usage or annual cost information available for contractor-furnished consumables? Please also identify required sizes/specifications for contractor-furnished paper products and bar soap; whether Section 8.2 applies to all locations or only houses/apartments; whether the contractor must furnish wire and wood hangers; any chemical restrictions or sustainability/green-cleaning requirements; the number/type of applicable dispensers and battery-operated receptacles and required batteries; and whether onsite secure supply storage, janitor closets, carts, or office space will be available.

Answer: Please refer to Sections 8.1 and 8.2, Materials and Supplies, of the Statement of Work.

Fermilab will furnish the items specifically identified in Section 8.1. The Subcontractor is responsible, at no additional cost to Fermilab, for the equipment, cleaning supplies, PPE, safety equipment, cell phones, and other supplies identified in Section 8.2, as well as any additional supplies necessary to perform the work unless otherwise authorized in writing.

Section 8.2 applies to all locations covered by the Statement of Work, including dormitories, houses, apartments, and common areas.

Additional clarifications are provided below:

Paper Products and Bar Soap: Please refer to Sections 8.1 and 8.2 for the applicable supply responsibilities and product descriptions. Specific dimensions and additional product specifications are not available.

Hangers: Wire and wood hangers are furnished by Fermilab and are not required to be supplied by the Subcontractor.

Cleaning Products and Chemical Restrictions: Please refer to Section 5.0 of the Statement of Work for applicable cleaning product requirements and restrictions.

Dispensers and Receptacles: There are approximately 33 soap dispensers throughout the Fermilab Village. There are no battery-operated receptacles requiring batteries.

Storage and Equipment: Linen closets are available in each dormitory and all houses. Fermilab does not furnish housekeeping carts, and carts are not required.

Office Space: Office space and a common area are available for housekeeping personnel in the Linen Building.

No additional approved cleaning-products list or dispenser specifications are being provided beyond the requirements identified in the solicitation. Historical usage and annual cost information for Subcontractor-furnished consumables will not be provided. Offerors are responsible for estimating these costs and incorporating them into their proposed hourly rates in accordance with the RFP.

Q35. What insurance limits and endorsements apply to the housekeeping services, must the provider's certificate name Fermi Forward Discovery Group, and are any supplemental coverages listed in the insurance attachment not required for this subcontract? Please also clarify whether certificates of insurance and required additional-insured documentation must be submitted with the proposal or only after award.

Answer: Please refer to Section 12 of the RFP and Attachment 4, Insurance Requirements for Onsite Non-Professional Services. The insurance limits, required endorsements, certificate requirements, and applicability of any supplemental coverages shall be in accordance with Attachment 4. Certificates of insurance and required additional-insured documentation are not required to be submitted with the proposal. The successful Offeror will be required to provide the required insurance documentation prior to award. No insurance requirements are waived or modified by this response.

Q36. Does Fermilab require a specific background screening or citizenship restriction for each housing employee, and when must access documentation be submitted? Please also provide the estimated timeframe for badging, access approval, and required training for new employees.

Answer: All personnel requiring Fermilab access are subject to applicable DOE and FFDG site-access requirements and restrictions. Please refer to the RFP and Attachment 5, General Terms and Conditions, for identification, citizenship, foreign-national, and site-access requirements.

All Subcontractor personnel must possess REAL ID-compliant identification and complete the required badging and access approval process through Fermilab Campus Access before performing work onsite. Required identification and access documentation must be submitted sufficiently in advance to allow for processing and approval.

The badging and access approval process may take approximately four (4) to six (6) weeks to complete. Additional processing time may be required for certain foreign nationals, as specified in Attachment 5.

All personnel must also complete applicable Fermilab-required training before beginning work onsite.

Offerors should account for these requirements and associated processing times when planning staffing and mobilization.

Q37. The cleaning area in the scope lists housing and maid service requirements. Although we do not provide maid services, we would consider it if we were able to clean your corporate offices as well. Is it possible to have one cleaning company do the entire campus?

Answer: No. This solicitation is specifically for The Village at Fermilab Housekeeping Services. Site-wide janitorial services for Fermilab’s other facilities are outside the scope of this RFP and are procured separately.

Q38. Is there an existing incumbent workforce performing these services, and will any employee transition, right-of-first-refusal, continuous-service-date, vacation-entitlement, or other workforce-transition information be provided to the successful Offeror, if applicable? Please also clarify whether incumbent employees are expected to be available for transition and whether the incumbent workforce is covered by a collective bargaining agreement.

Answer: These services are currently being performed under an existing subcontract. FFDG will not provide incumbent workforce information as part of this solicitation. Offerors are responsible for complying with all applicable labor requirements and the terms and conditions of the solicitation. If any workforce-transition information is required to be provided to the successful Offeror under the applicable subcontract requirements, it will be provided at the appropriate time.

Q39. Can FFDG clarify the relative weighting or importance of the Technical Proposal and Price in the Best Value/Tradeoff evaluation?

Answer: Please refer to the Evaluation Factors section of the RFP. A Best Value Tradeoff evaluation methodology will be used. The Technical factor is significantly more important than all other factors combined, and all non-price evaluation factors, when combined, are significantly more important than cost or price. No additional numerical weighting or percentage allocation will be provided.

Q40. Are mandatory employee orientation, badging, Fermilab training, and required safety meetings considered billable hours under the applicable hourly rates?

Answer: Time spent by Subcontractor personnel attending Fermilab-required orientation, training, and safety meetings may be billed at the applicable awarded hourly rate for the employee attending. Only actual hours spent attending required orientation, training, or safety meetings may be billed. No separate training rate or additional training costs will be reimbursed. Time associated solely with administrative badging or access processing is not separately billable.

Q41. How should Offerors account for Fermilab closure days, SCA holidays, and overtime in their proposed rates and billable hours? If an employee performs services on an SCA holiday, are the actual hours worked billable in addition to the employee's required holiday benefit; may substituted paid holidays be used where permitted; and will a separate rate or adjustment apply if Fermilab specifically authorizes overtime? Please also clarify whether bidders should account for potential overtime premium costs within the standard hourly rate and whether a separate preapproved overtime billing rate will be considered.

Answer: Offerors are responsible for developing their proposed hourly rates in compliance with the applicable Service Contract Act (SCA) Wage Determination and all applicable labor requirements, including required holiday benefits and overtime obligations.

Non-working holiday hours and Fermilab closure hours are not separately billable to Fermilab. When services are required and actually performed on a holiday, the actual hours worked may be billed at the applicable awarded hourly rate. Holiday benefits, including substituted paid holidays where permitted, shall be administered by the Subcontractor in accordance with the applicable Wage Determination and labor requirements.

Overtime shall not be performed or billed unless specifically authorized in advance by FFDG. Any authorized overtime hours shall be billed at the same applicable awarded hourly rate. No separate overtime premium billing rate or adjustment will apply. Offerors are responsible for accounting for any anticipated overtime premium costs when developing their proposed hourly rates.

Q42. If a revised Service Contract Act wage determination is incorporated during an option period, will option-year pricing be adjusted in accordance with the applicable subcontract terms and wage-determination requirements, including FAR 52.222-43 if applicable?

Answer: Yes. Please refer to Attachment 5, FFDG General Terms and Conditions for Services, which incorporates FAR 52.222-43, Fair Labor Standards Act and Service Contract Labor Standards – Price Adjustment (Multiple Year and Option Contracts). A revised Service Contract Act Wage Determination generally applies when an option or renewal period is exercised and the revised Wage Determination is incorporated into the subcontract. Any resulting adjustment to the subcontract price or applicable hourly labor rates will be administered in accordance with FAR 52.222-43 and the terms of the subcontract. A Wage Determination revision issued during an existing period of performance does not, by itself, result in an immediate price adjustment.

Q43. Please provide the expected volume of linen handled by the Linen Room and the typical pickup/delivery schedule with the separate laundry provider. What inventory-reconciliation process and liability cutoff apply between the housekeeping Subcontractor and the laundry provider for linens that are lost, damaged, or stained during transit or offsite laundering? Please also clarify responsibility for the cost of replacing missing household inventory or linens and whether clean and soiled linens must be physically segregated during transport.

Answer: Please refer to Section 7.0, Linen Room Services, of the Statement of Work for the Subcontractor's linen-handling responsibilities. Historical average monthly linen quantities are provided in the response to Q9.

Laundry pickup and delivery by the separate laundry provider occur weekly on Mondays.

The Housekeeping Subcontractor is responsible for maintaining accurate linen inventory records and coordinating pickup and delivery with the separate laundry provider. Linens are counted and logged weekly to document quantities sent for laundering and quantities returned from the previous week.

Fermilab Housing retains ownership of the linens and is responsible for purchasing replacement linens as needed. When inventory levels are low, the Housekeeping Supervisor shall notify the Housing Office so replacement linens can be ordered.

Damaged linens shall not be sent for laundering. Any linens returned by the laundry provider in damaged condition shall be reported to the Housing Office.

Clean and soiled linens shall be kept separate during handling and transportation to prevent cross-contamination. Linen inventory is maintained onsite in the Linen Building.

Q44. What quality assurance/inspection checklist, performance standards, service-level metrics, or other criteria will Fermilab use to inspect and evaluate housekeeping performance? Please also identify any formal inspection checklist, acceptable quality level, performance score/KPI, deficiency response time, and whether contractor-generated electronic inspection/corrective-action reporting is acceptable. Please clarify how corrective work attributable to a performance deficiency will be distinguished from additional cleaning caused by guest use after completed service.

Answer: Fermilab Housing conducts arrival and departure inspections to evaluate the cleanliness of houses and dormitory rooms and verify that housekeeping services have been performed in accordance with the Statement of Work.

Any identified cleaning deficiencies will be communicated to the Subcontractor for appropriate corrective action. Additional cleaning required due to subsequent guest use will be evaluated separately from deficiencies in the Subcontractor's performance.

Q45. Has the scope of work or required level of service materially changed from the current/incumbent housekeeping requirement? If so, can FFDG identify the significant scope changes that Offerors should consider when developing their proposals?

Answer: Offerors shall develop their proposals based on the requirements contained in RFP DH- 377725 and its attachments. FFDG will not provide a comparison of the current solicitation requirements to the incumbent housekeeping requirement. The RFP and Statement of Work represent the requirements applicable to this solicitation and shall be the basis for Offerors' technical and price proposals.

Q46. Are the current housekeeping employees unionized or otherwise covered by a collective bargaining agreement? If so, will FFDG provide the applicable collective bargaining agreement for proposal pricing purposes?

Answer: FFDG will not provide information regarding the incumbent workforce, including whether incumbent employees are represented by a union or covered by a collective bargaining agreement.

Offerors shall develop their proposals based on the requirements of RFP DH-377725, the applicable Wage Determination, and all other solicitation attachments.

Q47. Please provide a site map or other information sufficient to understand the approximate distances between the dormitories, houses, apartments, Vending Building, and Linen Room. What parking, break-area, office, secure-storage, janitor-closet, computer/recordkeeping, and other onsite resources will be available to the Subcontractor?

Answer: The Village houses and dormitories are located within a short driving distance of one another, generally approximately one-half block between units.

Linen closets are available in the dormitories and houses. The Linen Building provides storage space for cleaning supplies and linen inventory, office space, a common break area, and a kitchen area for housekeeping personnel.

Fermilab Housing provides one (1) washing machine and one (1) dryer for use by housekeeping personnel. The Subcontractor is responsible for furnishing laundry detergent.

Housekeeping personnel may park adjacent to the houses and dormitories while performing services.

Overnight vehicle parking is available behind the Linen Building.

Q48. Please define the required scope, frequency, and applicable square footage for periodic/restorative floor care, including carpet extraction, burnishing/polishing, stripping and refinishing/waxing, or other floor-care activities. Are these activities included in the estimated annual labor hours or will additional hours be authorized?

Answer: The Subcontractor's floor-care responsibilities are limited to routine cleaning, including washing floors and vacuuming carpets and upholstered furniture, in accordance with the Statement of Work.

The approximate sizes of the housing units vary, with three-bedroom houses and apartments ranging from 820 to 1,092 square feet and dormitories ranging from 2,206 to 5,530 square feet.

Professional carpet and furniture cleaning, as well as restorative or specialized floor-care activities beyond routine cleaning, are the responsibility of the Fermilab Housing Office and are not included in the Subcontractor's required scope of services.

Offerors should account for routine floor cleaning and vacuuming within their proposed labor hours and hourly rates. Additional hours for specialized or restorative floor-care activities are not anticipated under the housekeeping scope.

Q49. What is the current general condition of the housing facilities, and when was the last annual deep cleaning of each dormitory performed?

Answer: Annual deep cleaning is performed for both houses and dormitories. The scheduling of these activities is based on occupancy and unit availability. Specific dates of the most recent deep cleaning for each dormitory are not available.

Q50. What is the expected process when a resident refuses housekeeping service, requests that the cleaner return later, or otherwise prevents access? Does a documented attempted service satisfy the applicable service requirement?

Answer: If a resident refuses housekeeping service, requests that service be rescheduled, or otherwise prevents access, the Subcontractor shall notify the Fermilab Housing Office. The Housing Office will coordinate with the resident and the Subcontractor to determine appropriate follow-up actions or rescheduling.

The Subcontractor should document the attempted service and notify the Housing Office. A documented attempted service does not automatically constitute completion of the required service; any necessary follow-up will be coordinated with the Housing Office.

Q51. Please clarify key-control requirements, including the approximate number of keys under contractor control, whether accountability is manual or electronic, and reporting/liability requirements for a missing key.

Answer: The Fermilab Housing Office provides physical keys for housekeeping personnel.

Approximately 42 keys are maintained for housekeeping use, consisting of five (5) dormitory master keys and 37 house and apartment keys.

Dormitory master keys provide access to all dormitory rooms and exterior doors. House and apartment master keys provide access to the applicable exterior and bedroom doors.

The Housekeeping Supervisor is responsible for maintaining accountability for all keys and assigning them to housekeeping personnel for daily use. Keys shall be secured in the Linen Building when not in use. Electronic keys are not utilized.

Any lost or missing key must be promptly reported to the Housing Office, and a security report must be filed. Any associated liability will be addressed in accordance with the applicable subcontract terms.

Q52. For suspected or confirmed bed bugs, where does the housekeeping Subcontractor’s responsibility end and pest-control responsibility begin? Is post-treatment cleaning and linen handling included in the housekeeping scope?

Answer: Suspected or confirmed bed bug infestations are managed by the Fermilab Housing Office, including coordination of any necessary pest-control treatment. The Housekeeping Subcontractor is not responsible for performing pest-control treatment.

Once treatment has been completed, the Housekeeping Subcontractor is responsible for performing a deep cleaning of the affected unit. Post-treatment cleaning is included in the housekeeping scope of services. Any associated linen handling shall be performed in accordance with the Statement of Work and direction provided by the Housing Office.

Q53. How frequently are crib sheets laundered onsite, and are there specific procedures, products, or chemicals required for that laundering?

Answer: Crib sheets are laundered onsite by housekeeping personnel using the washing machine and dryer provided by Fermilab in the Linen Building. The Subcontractor is responsible for providing and using standard laundry detergent. No specialized laundering products or chemicals are required.

Q54. Does the contractor have any service or supply responsibilities in the Vending Building? If so, please identify those requirements.

Answer: The Housekeeping Subcontractor is responsible for routine cleaning of the Vending Building, including washing floors, vacuuming as needed, cleaning restrooms, and cleaning windows in accordance with the Statement of Work.

The Fermilab Housing Office is responsible for the upkeep and maintenance of the washers, dryers, coin exchange machine, and detergent vending machine. These maintenance activities are not the responsibility of the Housekeeping Subcontractor.

The Subcontractor is responsible for providing the cleaning supplies and equipment necessary to perform its assigned cleaning duties, consistent with Sections 8.1 and 8.2 of the Statement of Work.

Q55. Attachment 5 references FAR 52.222-55/Executive Order 14026. Please clarify the applicability of that requirement to this subcontract and its relationship to the wage rates in the applicable Service Contract Act Wage Determination.

Answer: FAR 52.222-55/Executive Order 14026 is not applicable to this solicitation and may be stricken from Attachment 5. Offerors shall comply with the applicable Service Contract Act Wage Determination included with the solicitation and all other applicable wage and fringe benefit requirements.

Q56. Is use of an aerial lift anticipated for performance of this housekeeping requirement? If so, what work requires an aerial lift, how frequently is it expected to be used, and who is responsible for providing the lift?

Answer: Aerial lifts are not required or anticipated for performance of the housekeeping services described in the Statement of Work. The Subcontractor is not responsible for providing an aerial lift.

Q57. Please clarify which requirements of Attachment 7, FESHM 7020 Exhibit A, are applicable to this housekeeping subcontract.

Answer: The requirements of Attachment 7, FESHM 7020 Exhibit A, apply to the extent applicable to the work being performed under this subcontract. The Subcontractor is responsible for complying with all applicable Fermilab ES&H requirements associated with its work activities.

Q58. Was attendance at the September 22, 2026 Pre-Proposal Meeting/Site Visit mandatory for proposal eligibility, and will FFDG permit an alternate walkthrough for prospective Offerors that did not attend?

Answer: Attendance at the September 22, 2026 Pre-Proposal Meeting/Site Visit was not mandatory and is not a condition of…