Questions and Answers FA448626R0001 Custodial Services.pdf

FA448626R0001 Custodial Services

Questions & Answers (Q&A)

1. CLIN Quantities & Square Footages: The square footage quantities listed in the Schedule (CLINs 0001-0004) appear to be annual totals (e.g., 918,312 sq. ft. for Level 1 in the base period of 8 months). Appendix B, however, lists the total cleanable area for Level 1 as ~114,789 sq. ft.

o Question: Can you confirm that the CLIN quantities represent the total square footage to be cleaned per service instance multiplied by the annual frequency (e.g., 114,789 sq. ft. cleaned 8 times per year)? Or should offerors propose a single, fixed annual price for each CLIN regardless of calculation method?

Answer: PWS Appendix B lists total Square foot for facilities assigned to each cleaning level. Total square Foot for each CLIN period is obtained with reference to appendix B square foot times the number of months for each period of performance, which is expected to be 8 months for CLINs 0001-0003, while if exercised, it is expected to be 12 months for CLINs 1001-1003, CLIN 2001-2003, CLINs 3001-3003 and CLINs 4001-4003. Page 3 of solicitation references the total Quantities of each CLIN per period. Offerors shall provide the unit price per square foot, and the "amount" shall be the total price of services for each CLIN.

2. Emergency Carpet Cleaning (CLIN 0004): CLIN 0004 is listed as a Firm Fixed Price for 6,884 sq. ft., which matches the carpet square footage for Building T-773 (Fire Dept) in Appendix B.

o Question: Is this CLIN intended to be a standing price per square foot for emergency carpet cleaning anywhere on the installation, with the 6,884 sq. ft. as an estimate? Or is it a pre-paid credit for cleaning only that specific 6,884 sq. ft., with additional work requiring a modification?

o Answer: In accordance with PWS “1.3.3 Emergency Carpet Restorative Cleaning”, this task can be required to the buildings listed at appendix B or others. Task shall be performed when requested not to exceed 6,884 Square foot during each period of performance.

3. Option Year Quantities: The quantities for Option Years (e.g., 1,377,468 sq. ft. for Level 1) are approximately 1.5 times the base period quantities.

o Question: Do these quantities reflect a full 12-month period (confirming the base period is 8 months), or is there an anticipated change in the facilities/schedule for the option years?

o Answer: Total square Foot for each CLIN period is obtained with reference to appendix B square foot. The quantities mentioned in the solicitation for CLINs 0001-0003 correspond to an 8-month performance period, while the quantities for all subsequent CLINs (1001-1003, 2001-2003, 3001-3003, 4001-4003) correspond to a 12-month performance period.

4. Currency & Economic Adjustment: The solicitation requires prices in EURO and is a Firm Fixed-Price contract.

o Question: Are there any economic price adjustment clauses contemplated for the option years, given the multi-year term and potential EURO/USD/ inflation fluctuations, or will the option year prices be fixed as proposed?

o Answer: Offerors are provided with the opportunity to submit unit price/Amount separately for each period of performance. It is up to discretion of offerors to determine what shall be the unit price/Amount increase that enable to accommodate the inflation costs.

5. Portuguese Collective Agreement 32/2018: The solicitation references this agreement.

o Question: Can the Government provide the specific wage rates, benefits, and working condition requirements from this collective agreement that apply to this contract, to ensure full compliance in our cost proposal?

o Answer:

Number of workers Grade Wages Years of service Working Hours per week

1 Cleaning lady 970,00€ plus 1,65€ per day (food subsidy) 10 40 2 Cleaning lady 913,50€ plus 1,65€ per day (food subsidy) 10 40 3 Cleaning lady 913,50€ plus 1,65€ per day (food subsidy) 10 40 4 Cleaning lady 913,50€ plus 1,65€ per day (food subsidy) 10 40 5 Cleaning lady 685,11€ plus 1,65€ per day (food subsidy) 10 30 6 Cleaning lady 685,11€ plus 1,65€ per day (food subsidy) 10 30 7 Cleaning lady 685,11€ plus 1,65€ per day (food subsidy) 10 30 8 Cleaning lady 913,50€ plus 1,65€ per day (food subsidy) 10 40 9 Cleaning lady 913,50€ plus 1,65€ per day (food subsidy) 10 40

10 Cleaning lady 913,50€ plus 1,65€ per day (food subsidy) 3 40 11 Cleaning lady 913,50€ plus 1,65€ per day (food subsidy) 2.5 40 12 Cleaning lady 913,50€ plus 1,65€ per day (food subsidy) 2.5 40 13 Cleaning lady 913,50€ plus 1,65€ per day (food subsidy) 2.5 40 14 Cleaning lady 913,50€ plus 1,65€ per day (food subsidy) 2 40

6. Cleaning Frequency Schedule (CFS) Development: PWS 4.19 states the contractor must submit a CFS within 10 days after the first contract month, after a 30-day adjustment period.

o Question: For proposal purposes, should we submit a preliminary/draft CFS with our technical proposal, showing our understanding of how we will meet the frequencies in Appendix A across the facilities in Appendix B?

o Answer: The PWS 4.19 Schedules states that “the contractor shall submit an annual schedule for services” and “The contractor shall be allowed 30 days to adjust work schedules” to enable full understanding/managing of task before “second work schedule shall be submitted to the CO for acceptance within 10 days after the first contract month period”.

7. Government-Furnished Items: PWS 3.2 states "Government Furnished Supplies and Equipment: None."

o Question: Does this include trash liners for centralized dumpsters? PWS 1.2.5 states the contractor provides trash can liners for restrooms, but it is unclear for large, centralized collection points.

o Answer: Facilities encompassed by the PWS Appendix B currently don’t have centralized collection points dumpsters.

8. Key Control & Liability: PWS 4.18 outlines significant financial liability for the contractor if master keys are lost.

o Question: Can you clarify the approximate number of master keys and sub-master keys anticipated to be issued, and whether the Government carries insurance that would cover such a loss before deducting from payments?

o Answer: Master keys and sub-master keys shall not be issued to the contractor under current circumstances because performance of tasks is accomplished during time frame that is also the time frame assigned for Government employees at each facility.

9. Base Access & Credentials: PWS 4.5 and Clause 5352.242-9000 discuss base passes.

o Question: What is the typical processing time for base passes for contractor employees, and will there be any Government support or designated POC to facilitate this during the phase-in period?

o Answer: 765 ABS/CONF/PKA will facilitate the Basse access request.

10. Hazardous Materials (HAZMART) Process: The PWS sections 4.7-4.10 detail a rigorous HAZMART approval process.

o Question: Can the Government confirm if a pre-approved list of cleaning chemicals exists for Lajes Field? If so, can it be shared to expedite our SDS submission and approval process?

o Answer: A pre-approved list of cleaning chemicals doesn’t exist for Lajes Field.

Once contract is awarded to inbound contractor, there is a set timeframe to submit cleaning supplies information. In accordance with PWS 4.6 “the contractor shall furnish a listing of all cleaning and restroom supplies utilized during the contract period to the CO not later than pre-performance conference for acceptance by the

CO.”

11. "Zero Defects" Threshold for Periodic Cleaning (SS-3): The Service Summary requires "0 Zero defects per month" for periodic services (e.g., floor stripping, carpet shampooing).

o Question: Is this interpreted as zero tolerance for any deficiency in the completed periodic task, or does it allow for minor, immediately corrected issues that do not affect the final result?

o Answer: In accordance with Remedy set for SS-3 “Re-performance within 1 day of notification” is intended to expedite correction of any identified deficiency, and because these Periodic Cleaning tasks aren’t recurring or performed on weekly basis, contractor shall not move on to other facilities scheduled for the same purpose when there are pending deficiencies to be corrected.

12. Past Performance Questionnaires (PPQ): Section L instructs offerors to have references submit PPQs directly to the Government.

o Question: If a past performance reference is unable or unwilling to complete the PPQ (Attachment 3), will the Government accept Contractor Performance Assessment Reporting System (CPARS) reports that we provide as a substitute, provided they are for the same contract referenced in our PRQ?

o Answer: PPQs shall be submitted directly to the Government. However, if the prior customer is unable or unwilling to complete the PPQ (Attachment 3), prove that request/instructions were submitted to prior customers shall be provided.

13. Page Limitations for Part III (Past Performance): The instructions allow 15 pages for Part

III.

o Question: Does this 15-page limit include the three completed PRQ forms (Attachment 2), or are the PRQs separate attachments? If included, do the PRQ forms count toward the page limit if we reproduce them in our proposal package?

o Answer: PPQs aren’t included in the 15-page limit.

14. Lowest Price Technically Acceptable (LPTA) Process: The evaluation criteria state the lowest-priced proposal will be evaluated first for technical acceptability.

o Question: If the lowest-priced proposal is found technically unacceptable, will the evaluators provide a summary of the deficiencies to that offeror if discussions are opened, or will they simply move to the next lowest-priced proposal without feedback?

o Answer: If the lowest-priced proposal is measured unacceptable the second lowest will be evaluated without feedback. This shall continue until an offeror with an acceptable technical capability and past performance is found.

15. Quality Control Plan (QCP) Detail: The Technical Capability factor requires a QCP with specific components.

o Question: Is there a preferred format or template for the QCP that past successful offerors have used? Are there specific Lajes Field or 65th Air Base Wing reporting formats we should adopt for our proposed "reporting procedures"?

o Answer: There are no preferred format or template for the QCP or specific Lajes Field or 65th Air Base Wing reporting formats.

16. Site Visit/Pre-Proposal Conference Clarification: The solicitation announces a meeting on 10 Dec 2025.

o Question: Will there be an opportunity for a physical site visit to representative buildings (e.g., T-100 Admin, T-333 Fitness Center, T-612 Terminal) during this meeting, or will it be a conference-only format?

o Answer: Not Applicable. Site Visit/Pre-Proposal Conference was already performed.

17. Janitorial Closet Locations & Condition: PWS 3.1 states closets will be provided.

o Question: Can the Government provide a list of the building numbers and approximate sizes of the janitorial closets that will be made available, and confirm they have functional locks, electricity, and water?

o Answer: Janitorial closets are available at most of the listed facilities, its square feet are small but provide enough room to accommodate supplies required for performance during a single week. Most of these rooms don’t have locks or electrical outlets, however most of these rooms have water available.

18. Solid Waste Disposal: PWS 3.6 states the contractor shall use existing bulk containers.

o Question: Are these bulk containers (dumpsters) located at each building, or are there centralized collection points? Is there any cost or tonnage limit associated with their use?

o Answer: Dumpsters and recycling bins are located outside each facility. There aren’t any cost or tonnage limit associated with dumpster use.

19. Utilities for Equipment Charging: PWS 3.3 provides utilities.

o Question: Can we assume we are authorized to recharge battery-powered equipment (vacuums, autoscrubbers) in the provided janitorial closets without additional approval?

o Answer: Contractors shall not assume that it could be authorized to recharge battery-powered equipment in the provided janitorial closets because most of these rooms don’t have electrical outlets. Some facilities have 220V electrical outlets however there are facilities where it is only provided 110V electrical outlets.

20. Vehicle Requirements: PWS 1.4.1 requires contractor vehicles.

o Question: Are gasoline/diesel vehicles readily available for purchase or lease on the island, or should we plan for the importation and registration of specialized equipment (e.g., floor scrubbers)?

o Answer: Gasoline/diesel vehicles readily available for purchase or lease on the island. Local economy has specialized equipment and cleaning supplies.

21. We request, for the purpose of calculating consumables, that you indicate the number of users.

o Answer: The permanent personnel assigned to the listed facilities don’t exceed 650 individuals. There are times when additional 150 individuals are assigned to the installation on temporary duties for several weeks or months.

22. We request the submission of the incumbent workforce, mentioning the work schedule and benefits.

o Answer: Please check answer provided for question five (5).