Site Visit Questions w Answers.pdf

Site Visit Questions

1. Is this carpet in a high rise?

A: These are 2-story facilities

2. Would we need to use our portable machine or is it a low building where we can use the truck mount and bring hoses in, or would we need both?

A: You will most likely require a portable units

3. Is this the first-time cleaning?

A: No, these carpets have been cleaned in the past

4. Does it need extra deep cleaning for stains?

A: Per the Statement of Work - any stains will require pretreatment

5. Are any specific security protocols or access requirements we need to follow, kindly provide guidance on the necessary clearances or escort procedures?

A: Per the Statement of Work- These are secured facilities and those who do not maintain a TS clearance will need to be escorted. Escorts will be provided by the Government

6. It says 23,048 square feet in the solicitation but when I add up all the numbers given, I get 32,924 square feet can you clarify which one is right for me?

A: Per the Statement of Work – The calculated 23K sqft. was derived by subtracting 30% from the total sqft. for furniture. This is a standard practice

7. What is the frequency of the requested carpet cleaning?

A: Per the Statement of Work – The requirement currently is annual cleaning

8. We see that the SOW mentions annual cleaning but that daily working hours are also provided. Is the expectation that the cleaning is only needed 1x a year + 2 spot cleans, all inclusive?

A: The requirement is for 1x per year full cleaning of both facilities AND two (2x) times per year emergency spot cleaning. These are Wing HQ facilities;

were we have VIP’s entering often. The emergency spot cleaning will be used to preserve professional appearances and be small in nature i.e. coffee spill.

9. If there is an expectation of more frequent than annual cleanings, does the bid need to include all the requested services (steaming, grooming, etc.) every day?

A: Per the Statement of Work – the requirement is for annual cleaning and two

(2) emergency spot cleanings per year. There is NO daily requirement

10. I wanted to know if there was any room in the budget for a project manager and/or site supervisor?

A: How you bid the contract is up to you.

11. Would you be able to advise if there was a prior incumbent? If so, could you advise the award amount?

A: Previous services were provided by the daily housekeeping team as an “after hours” service. They are no longer able to support. Previous pricing will not be discussed. I suggest bids on this contract be made by reviewing the Statement of Work and/or performing a site visit.

Work Start & End Dates

• Could you confirm the expected start date for services?

• What is the exact deadline for completion?

• Are there any scheduling constraints (e.g., government events, security restrictions) that might impact work execution?

A: (1) Expected start dates will be coordinated after award. This is not a time constrained requirement. (2) Deadline for completion: The period of performance should be no more that 3 days after starting the process.

Previous carpet cleaners were able to complete one and a half floors per evening with a 3-man team working 2-3 hours. (3) Scheduling constraints will be discussed during the scheduling phase after award. It is entirely possible to complete this task in one evening.

12. Invoicing & Payment Timing

• What is the expected timeframe for payment processing once an invoice is submitted via Wide Area WorkFlow (WAWF)?

• Does the government require any additional documentation beyond the invoice and receiving report for payment approval?

• Is invoicing required on a monthly basis, or is it only allowed upon full completion and acceptance of services?

• Are there any milestone payments, or is payment issued in full upon completion and acceptance?

A: Payment will be made within 30 days of an approved invoice.

B: We do not require any additional documentation for this contract

C: This requirement will be one invoice per year after full completion of service

13. Site Access & Coordination

• Is there a mandatory site visit before work begins?

• Who is the on-site government representative for coordination during project execution?

• Are procedures our personnel need to complete prior to starting work?

A: (1) Per the Statement of Work – Site visits are suggested so that the bidder can have an accurate expectation. (2) On site government representatives are: Cristina Post at cristina.post.2@us.af.mil and Robert Tharp at robert.tharp.3@us.af.mil Phone: 210-977-5862. (3) Do not understand question

14. Compliance & Reporting mailto:cristina.post.2@us.af.mil mailto:robert.tharp.3@us.af.mil

• Is there a preferred format or submission method for reporting work completion (e.g., inspection reports, checklists)?

• Will the government conduct on-site inspections during or after the service?

• Are there any specific compliance checks regarding the use of eco-friendly products or other contractual obligations?

A: Your team will be escorted through all areas while performing work, this will be the on-site inspection. However, note that the FINAL inspection will be conducted on the following workday. This will allow for the carpet to dry and reveal any stains that were missed or any damage that was caused during the cleaning process. (3) Eco-friendly. The expectation of Eco-friendly chemicals is outlined in FAR subpart 23.1 and FAR Clause 52.223-23, Sustainable Products and Services

15. Will the contractor be responsible for the removal or moving of any furniture? Or are we cleaning around it ?

A: The contractor will be responsible to move chairs ONLY. Additionally, a message will be sent out prior to service for the tenants to “pick up” any trash bins and other items off the floor.

16. If required, what type of furniture needs to be moved, and how much of it?

A: Per the Statement of Work – No furniture will be moved.

17. What is the protocol if a stain does not come out completely?

How will the government like for the contractor to proceed?

A: Per the Statement of Work – the contractor will pretreat and scrub stains and high traffic areas before the carpet cleaning process. There are no oil-based stains on these carpets therefore all stains should be able to be removed.

18. I was wondering if the "List of Holidays" (of which there are 11 of them) are the times that the carpet has to get clean per listed holiday ( Annual Contract = 11 Carpet cleaning )??

A: This should be no longer that a 3-day process. Coordination around any holidays or other government down days should not be a problem.

19. The expected time period in which the service should be performed

A: After award and coordination, the process should take no longer than 3 working days.

20. If the extended amount is different from the unit price, do you need an explanation on the difference.

A: There should be no difference in price. If you are concerned about “unforeseen circumstances” I suggest, as is written in the Statement of Work, you perform a site-visit.

21. For non-cleared contractors performing the work, who will provide the building escorts since cleaning must take place after normal business hours or on Saturdays?

A: Per the Statement of Work - your non-cleared contractors will be escorted by government representatives.

22. How many Sqft should be considered for (2) emergency spot cleaning? And would there be any furniture that needs to be moved?

A: (1) Emergency spot cleaning should not exceed the size of a normal coffee spill. Our carpet squares are 2sqft each, spot cleaning should not exceed 4 squares of carpet or 8 sqft. (2) Per the Statement or Work – there will be no furniture movement.

23. Since 30% of the total square footage of carpet area is reduced to accommodate for the area taken up by furniture, does this mean that cleaning is expected to be performed around existing furniture or with minimal movement of furniture?

A: Correct. Only chairs will need to be moved

24. I was wondering If you have a specific day you would like the cleaning to start?

A: Coordination of the start times will be made after award of contract.