House_Cleaning_Market_Survey_Questionnaire_to_Local_Ktrs2.pdf

Market Research Questionnaire House Cleaning Services, MFH, Okinawa, Japan

MARKET RESEARCH QUESTIONNAIRE

FOR

HOUSE CLEANING SERVICES, DoD MILITARY FAMILY HOUSING (MFH), OKINAWA, JAPAN

The 18th Contracting Squadron (18 CONS), Kadena AB, is conducting market research. The purpose of this market research is to determine if a Japanese commercial practice exists for U.S.

Government’s requirement of House Cleaning service is available and meets our agency’s needs of the requirement.

Please answer/choose the following questions on pages 2 ~ 10 by marking”YES” or “NO” and appropriate item(s), and provide supporting comments/alternatives if available.

REQUIREMENT: The contractor shall provide all management, tools, supplies, equipment, and labor necessary to perform house cleaning services for all on-base DoD Military Family Housings following the change of occupancy maintenance located on various U.S. military installations, Okinawa, Japan. Performance shall be in accordance with the the standards contained in the Performance-Based Work Statement (PWS).

AREA OF PERFORMANCE: U.S. Military Family Housing (MFH) on Okinawa, Japan

REFERENCES:

1. Attached Draft Performance Work Statement (PWS) dated Mar 2016.

2. Full text of referenced provisions/clauses that are the basis of the following questionnaire are available at websites Federal Acquisition Regulation (FAR), http://farsite.hill.af.mil / or http://farsite.hill.af.mil/vffara.htm, and Department of Defense FAR Supplement (DFARS), http://farsite.hill.af.mil/VFDFARA.HTM.

3, Japan Civil Code

After completing the questions and fill-ins, please return this market research questionnaire by email to the point of contact as follows:

SSgt Darrell Thornburgh Contract Specialist 18th Contracting Squadron (18 CONS/LGCA) Email Address: darrell.thornburgh@us.af.mil

Your attention and cooperation in completing this market research questionnaire are greatly appreciated.

DARRELL A. THORNBURGH, SSgt, USAF Contract Specialist 18th Contracting Squadron (18 CONS/LGCA) Kadena Air Base, Okinawa, Japan http://farsite.hill.af.mil/ http://farsite.hill.af.mil/vffara.htm http://farsite.hill.af.mil/VFDFARA.HTM mailto:darrell.thornburgh@us.af.mil

QUESTIONNAIRE:

Q1. Is this type of service available in commercial market in Japan? If “Yes”, how long have you been providing this type of service in commercial market?

Yes If yes year(s) No

Q2. Do or did you have a contract to perform house cleaning service for a private sector or a Government agency as either a prime or sub-contractor for the house cleaning services?

Yes, Prime Contractor Yes, Sub-contractor

- If yes, what is/was duration of a contract and the magnitude?

Magnitude: ¥____________ Duration: ____________(i.e. month-year thru month-year)

Q3. Where is the majority of your service performed (i.e., residential, commercial industry, government, etc.)?

Q4 Do or did you have a contract to perform house cleaning service for a private sector or a Government agency as either a prime or sub-contractor that included option? (Check all that apply)

6 months extension - (FAR52.217-8) Option periods (Usually 1 year) - (FAR52.217-9)

- If yes, is there a minimum notification time that is required before extending the contract?

Additionally, is this your customer’s unilateral right to extend (e.g., you do not have an option but to extend the period of performance), or, bilateral (e.g., you have the right to extend or not to extend)?

Yes, we have minimum notification time

Unilateral right -Minimum notification ___ days Bilateral right -Minimum notification ___ days

No, we do not

Q5. Can you provide information (name, address, phone number, fax number, e-mail address, etc) of your commercial customers below?

Yes If yes.

Q6. Do you have any comment for the attached draft of Performance Work Statement (PWS)? Is there any recommendation/suggestion for addition or deletion?

Yes No

- If yes, please describe:_________________________________________________

Q7. How are your house cleaning services typically priced? (i.e. by area, by number of rooms, by itemized cleaning, by square foot, by hourly)

Q8. What is your average market cost per unit for the following services in Okinawa, Japan?

(1) Basic Cleaning Services:

1000 SF ~ 1350 SF: ¥ _______________

1351 SF ~ 1950 SF: ¥ _______________

1951 SF ~ 3450 SF: ¥ _______________

3451 SF ~ 4650 SF: ¥ _______________

(2) Itemized Cleaning Services:

Carpet or Floor Cleaning Services Per House/Unit ¥ Bathroom Cleaning Services Per House/Unit ¥ Kitchen Cleaning Services Per House/Unit ¥ Interior/exterior Windows &/or Blind Cleaning Services Per House/Unit

Balcony Cleaning Services Per House/Unit ¥ Bedroom Cleaning Services Per House/Unit ¥ Exterior Cleaning Services Per House/Unit ¥ Trash Receptacle Area and Trash Cans/Recycle Bins Cleaning Services Per House/Unit

Storage & Utility Room Cleaning Services Per House/Unit

HVAC Ban Blower Units Cleaning Services Per House/Unit

Interior/Exterior Doors Cleaning Services Per House/Unit ¥ Interior Wall & Ceiling Cleaning Services Per House/Unit ¥ Garage Cleaning Services Per House/Unit ¥

<PWS para 1 >

Q9. Applicable Laws, Regulations, License and/or Permission to perform:

(1) What laws and regulations are usually applicable for contractor to perform this type of service?

(2) What business licenses and/or permits are usually applicable to perform this type of service in Japan?

(3) What industry terms and conditions are commonly used?

Q10. Performance Period:

What is the performance period usually and customarily practiced in commercial market in Japan for this type of service? Mark appropriate items below.

a. Less-than-Single or Single Year

b. Multi-Year (without Option Year) - _______ (maximum) Years

c. Multiple-Year (with Option Years) - _______ (maximum) Years

Q11. Quality Control:

(1) Do you have your own quality control plan (QCP) in place for service contracts of same or similar type?

Yes

(2) If yes, what is the important issue you emphasize on your QCP? (Check all that apply.)

Quality of services Safety Compliance with the Laws etc.

Employee Training Establish the Quality Control Management System Flexibility to meet customer request Other. ____________________________

(PWS para 4.1)

(3) What is the method of surveillance for the customers? (Check all that apply.)

Customer Complaint Customer Survey Periodic Inspection Other. ____________________________

(PWS para 4.1)

(4) How do you report or inspect completion of services rendered for acceptance?

(5) Do you have a site manager to inspect services?

(6) Non-Conforming Services: How quickly do you respond to remedies?

Q12. Working hours of house cleaning service at the residences is from 6:30 AM through 21:30 AM, Monday through Saturday. Are these working hours applicable to the regular price/rate or is an additional rate/price applicable to these working hours?

(PWS para 4.5)

Yes, Regular price/rate is applicable No, Additional price/rate is applicable ______%（Additional Charge）

If so, during what time/day?

Q13. How frequently do you invoice your customers and how is the customer billed for services; per month for house cleaning services?

Q14. Are there any common commercial practices missing from the attached draft PWS?

Q15. Order Limitation: Do you set a maximum guaranteed volume of work per day?

(DFARS 252.247-7012 “Ordering Limitation”)

If yes, please state the figure in units minimum（_____units）maximum (_____units)

- Would you submit a proposal if this was written as an IDIQ where services shall be furnished using task orders with set min/max amounts?

Yes

If so, what min and max ordering values (i.e. either qty or cost) would you deem fair?

Q16. SUBCONTRACTOR: Do you require Sub Contractors for this service? If so, what kind of situation/condition do you call Sub Contractors to be engaged in this service and how much workload will be done by them? (DFAS 252.247-7018 – Subcontracting)

Yes Situation/condition _______________________ Approximately _______% No

Q17. If solicited, would your company participate/submit a proposal as stated in the draft PWS?

If not, what other information, would be needed for you to participate/submit a proposal for this type of house cleaning services?

Q18. In order to provide a complete proposal, would a site visit be necessary?

Yes No

Q19. Is the requirement contained in the draft PWS restrictive in your opinion?

If yes, please explain why.

Q20. Is your firm capable of performing a contract of this size and complexity for the time of contract duration of five (5) years?

Q21. Is the clin structure as stated in the below CLIN schedule clear? Yes No

House Cleaning Service, DoD Military Family Housing, Okinawa, Japan Basic Year Period: 1 Oct 2016 – 30 Sep 2017

CLIN Service Description SF Range

Estimated Quantity

Unit Unit Price

Estimated Amount

0001: PCS Basic Cleaning Services A001 Basic Cleaning Services for PCS Move 1000 ~ 1350 SF/Per Unit xxx EA ¥xxx ¥xxx

A002 Basic Cleaning Services for PCS Move

1351 ~ 1950 SF/Per Unit xxx EA ¥xxx ¥xxx

A003 Basic Cleaning Services for PCS Move

1951 ~ 3450 SF/Per Unit xxx EA ¥xxx ¥xxx

A004 Basic Cleaning Services for PCS Move

3451 ~ 4650 SF/Per Unit xxx EA ¥xxx ¥xxx

0002: Non-PCS Basic Cleaning Services A005 Basic Cleaning Services for Non-PCS Move 1000 ~ 1350 SF/Per Unit xxx EA ¥xxx ¥xxx

A006 Basic Cleaning Services for Non-PCS Move

1351 ~ 1950 SF/Per Unit xxx EA ¥xxx ¥xxx

A007 Basic Cleaning Services for Non-PCS Move

1951 ~ 3450 SF/Per Unit xxx EA ¥xxx ¥xxx

A008 Basic Cleaning Services for Non-PCS Move

3451 ~ 4650 SF/Per Unit xxx EA ¥xxx ¥xxx

0003: Non-PCS Itemized Cleaning Services A009 Carpet or Floor Cleaning

Services Per Unit xxx EA ¥xxx ¥xxx

A010 Bathroom Cleaning Services Per Unit xxx EA ¥xxx ¥xxx

A011 Kitchen Cleaning Services Per Unit xxx EA ¥xxx ¥xxx A012 Interior/Exterior Windows

&/or Blind Cleaning Services

Per Unit xxx EA ¥xxx ¥xxx

A013 Balcony Cleaning Services Per Unit xxx EA ¥xxx ¥xxx A014 Bedroom Cleaning Services Per Unit xxx EA ¥xxx ¥xxx A015 Exterior Cleaning Services Per Unit xxx EA ¥xxx ¥xxx A016 Trash Receptacle Area and

Trash Cans/Recycle Bins Cleaning Services

Per Unit xxx

EA

¥xxx

¥xxx

A017 Storage & Utility Room Cleaning Services

Per Unit xxx EA ¥xxx ¥xxx

A018 HVAC Ban Blower Units Cleaning Services

Per Unit xxx EA ¥xxx ¥xxx

A019 Interior/Exterior Doors Cleaning Services

Per Unit xxx EA ¥xxx ¥xxx

A020 Interior Wall & Ceiling Cleaning Services

Per Unit xxx EA ¥xxx ¥xxx

A021 Interior Wall & Ceiling Cleaning Services

Per Unit xxx EA ¥xxx ¥xxx

a. If not, what type of CLIN structuring would you choose (please use continuation if necessary).

b. Is the Unit of “Each” appropriate for this type of work? If not, what unit would you recommend?

Q22. In general, what is a reasonable labor cost for one crew member?

Approximately ¥_______________

Q23. How much time would your firm normally require for a mobilization/phase-in period for this type of service?

Q24. Acquisition Approach:

1. What solicitation method is customarily practiced in commercial market in Japan for this type of service? Mark (encircle) any appropriate item(s).

a. Request for Quotation

b. Sealed Bid

c. Request for Proposal

2. If available, could you provide a blank copy of solicitation template, which customarily practiced in commercial market (in the country of Japan) for this type of service?

3. Do your commercial contracts for this type of service contain statement of work or performance-based work statement?

4. If “Yes” at aforementioned, are you able to provide a copy of contract(s) for reference?

5. Does aforementioned statement of work or performance-based work statement containing the following contents? Mark (encircle) any appropriate item(s).

a. Description of Service

b. Service Summary – specifies crucial required performance/work to be accomplished

c. Property Furnished by Ordering Customer – i.e. Contractee

d. General Information – quality control plan, specifies hours of operation, safety requirements, physical security requirements, road laws and insurance, personal injury and/or property damage insurance, invoice/payment instructions etc.

e. Appendices – list of acronyms and abbreviations, cargo movement report, delivery location maps etc.

6. Is/Are aforementioned content item(s) customarily practiced in commercial market in Japan for this type of service?

7. Is fixed-price for Custodial Service customarily practiced in commercial market (in the country of Japan) for this type of service?

8. If “No” at aforementioned, what contract type for pricing is customarily practiced in commercial market in Japan? Specify below.

9. What unit price per is customarily practiced in commercial market in Japan for this type of service? Mark any appropriate item(s)

a. Unit price per month

b. Unit price per service provided

c. Unit price per sq ft

d. Others – specify below

10. What evaluation factors for source selection for contract award, are customarily practiced in commercial market in Japan for this type of service? Mark (encircle) any appropriate item(s).

a. Price

b. Technical Capability – e.g. certified business license, land transportation license, hazardous material handling license etc.

c. Past/Present Performance

d. Other – specify below

11. What basis of award is customarily practiced in commercial market in Japan for this type of service? Mark (encircle) any appropriate item(s).

a. Lowest Price Technically Acceptable

b. Performance-Price Trade-offs where performance is more important than price

c. Performance-Price Trade-offs where performance is less important than price

d. Performance-Price Trade-offs where performance is approximately equal to price

e. Other – specify below

Q25. Competition:

1. Is full and open completion customarily practiced in commercial market in Japan for this type of

2. If “No” at aforementioned, what competition method is customarily practiced in commercial market in Japan for this type of service? Specify method(s).

Q26. Quality Assurance Surveillance:

1. Is use of a quality control plan, which states how the contractor controls and maintains his/her performance to accomplish required work on behalf of ordering customer – i.e. contractee -customarily practiced in commercial market in Japan for this type of service?

2. Do you have a qualified site manager to inspect during contract performance for this type of

3. Is/Are there any official training given to personnel to be certified quality assurance for this type of service?

4. What types of quality assurance surveillance method are customarily practiced in commercial market in Japan for this type of service? Mark (encircle) any appropriate item(s).

a. 100% Inspection

b. Periodic Inspection

c. Customer Complaint

d. Other – specify below

Q27. Key Control by the House Cleaning Contractor:

1. How do you manage key control of the houses you are in charge of cleaning?

2. Is it normal for house cleaning staff to lose master keys of the houses occasionally that need cleaning (example: losing master keys every 3 months)? How should losing keys be avoided?

3. If the master keys are controlled by the Housing office, will your firm have enough cleaning staff to clean a maximum of 30~35 houses daily during the office hours of 7:30 AM ~ 4:30 PM?

4. If a cleaning staff loses a master key for a number of houses or an apartment with several units, what actions are usually taken by the management of the cleaning company in Japan? Is the application of Japan Civil Code, Art 709 and Art 715, para (1) <”person who employs others for a certain business shall be liable for damages inflicted on a third party by his/her employees with respect to the execution of that business…”> customarily practiced in Japan? How are the physical security of the houses and apartments being protected from the risk of lost master keys?

5. Would your company be able to obtain an insuranee for your cleaning staff’s accidental loss of master keys for an estimate of 2000 lock boxes for all military family housings in Okinawa, Japan? How will the insurance affect the pricings of house cleaning services? Do you understand the physical security of the housings and the magnitude of 2000 lock boxes?

Q28. Please provide any additional feedbacks that you think would help us with our new requirement.

COMPANY INFORMATION

Company Name: _____________________________________________________ POC Name/Title: _____________________________________________________ Tel/Fax No.: _________________________________________________________ E-mail Address: ______________________________________________________ Address/Postal Code: __________________________________________________ Date: _______________________________________________________________

THANK YOU VERY MUCH FOR YOUR TIME !

ATTACHMENT: DRAFT PWS dated May 2016