Consolidated and sanitized Questions and Answers 8 Jan 2025.pdf

FA560625Q0002 – Custodial Services Spangdahlem Air Base

Questions and Answers 08 Jan 2025

A) For customers that choose to upgrade basic to prestige cleaning services, how is that handled?

• For example: Security Forces is funding the upgrade for the Visitor Control Center via CLIN

0018/1018/2018/3018/4018. Pricing for those CLINS should only entail the difference between basic and prestige cleaning service.

B) How is the twice a day cleaning of the saunas in the main gym coordinated with the facility manager?

• At the time of contract award, closures of the showers and sauna will have to be coordinated with the POC/facility manager.

C) Are all paper and soap dispenser of the same brand?

• Currently the majority of the paper and soap dispensers are TORK-models. It is intended to have them all uniform by the time of performance start date. The successful offeror is free in the choice of dispensers and correlating materials.

• Currently toilet paper dispensers are part number 68 20 00 (Tork SmartOne Twin Mini Toilet Roll Dispenser – Refill T9).

• Currently hand towel dispensers are part number 55 10 00 (Tork Matic hand towel roll dispenser – Refill H1).

• Currently soap dispensers are part number 56 00 00 (Tork liquid and spray soap dispenser – Refill S1).

D) Do we know how many paper towels, how much soap and other consumables are used for cleaning on average?

• There is no historical data on usage of consumables available as they have always been provided by the contractor. To assist with the estimation, the following data is provided:

Number of active duty personnel, civilians and contract employees approx. 5,000 CDC capacity: approx. 152 children School Age capacity: approx. 120 children/teenagers

E) Are the outside bathrooms which have season-dependent cleaning schedules as mentioned by Mr. Stockemer, part of the PWS? How is the cleaning coordinated?

• They are included in the PWS. However, the cleaning has to be coordinated through the facility managers at Building 580 – Eifel Powerhaus Fitness Center. The CORs/Service Contracts section has to be notified for billing verification and awareness.

F) Which gyms are covered by CLIN 0013/1013/2013/3013/4013?

• Fitness Centers (Gyms) covered under CLIN 0013/1013/2013/3013/4013 are:

o Building 152 – Skelton Memorial Fitness Center o Building 580 – Eifel Powerhaus Fitness Center o Building 90443 – Human Weapon System Fitness Center

G) Why is an uninterrupted cleaning service for the Children Day Care Center (CDC) so important?

• Active-duty members and civilian employees on base depend on the CDC for childcare. If the CSC will have to be closed down due to non-performance of the custodial services, it will have a significant impact on the work force across the base.

H) How are base access times for the cleaners managed?

• Base access times will be determined by the Contracting Officer Representatives (CORs) at the time the Application for Installation Access (AE Form 190-16A) is submitted to Security Forces on a need-to basis.

I) Is there office and storage space available for the future custodial contractor?

• Yes, for further details see PWS page 18 chapter 3.1. Government-Provided Facilities.

J) Who is responsible for the cleaning of the jungle gym in building 441a (building adjoining the

Community Commons)?

• The cleaning of the jungle gym itself is not covered by this custodial services effort.

K) Is the HAWG conference room and the associated restrooms (building 42 - Golden Dragon Building) supposed to be part of the new custodial contract?

• Yes - access will be provided by the facility manager.

L) Within the Self-Scoring Matrix (Appendix D) for Technical Experience and Expertise, can contracts performed in other countries than Germany be referenced?

• If documentation can be provided that the contracts performed in other countries entailed custodial services efforts, those contracts can be used as a basis for the Self-Scoring Matrix as well.

M) When requesting contractor experience, is the prime contractor’s or the sub-contractor's experience deciding?

• The requested experience is tied to the performing company. Either the offeror complies with the requirements if they are performing as the prime w/o a subcontractor/teaming partner OR if a subcontractor/teaming partner provides the service, that subcontractor/teaming partner is required to comply with the requirements.

N) What are important points to remember when submitting the quotes?

• Request a receipt confirmation from the Government POC

• Depending on the size, send files via multiple emails. The current limit for a single email to include any attachments is 20 megabytes.

• In case of multiple emails, please mark them accordingly “Email 1 of 3”, “Email 2 of 3” etc.

O) How should offerors account for future collective wage increases in the offer?

• All future increases to the minimum wage or the collective wages that are currently known should be accounted for in the offer. Unknown future increases beyond currently known will be addressed at the time they are publicized.

P) If a referenced contract displays a larger scope of units serviced and consequently the amount of manpower or FTE utilized exceeds the number of FTE as compared to what would be needed to provide the service at Spangdahlem. Could that contract be referenced?

• If a referenced contract exceeds the scope of 3.2.2.4, 3.2.2.5 or 3.2.2.6, it can be referenced.

Self-Scoring Matrix has been updated to reflect ‘equal or greater’ in column D. Please ensure to provide the substantiating documentation and information via the Cross Reference Matrix (Appendix E) and the Work Sample.

Q) What is meant with appendix F? Does it require another military installation to fill it out and they would send it to you?

• Please refer to the instructions for Appendix F - page 3 - relating to the completion of the form. Part IV – Work Sample Verification - is optional.

R) If an offeror intends to bid as a prime contractor and partners with a subcontractor who holds the necessary certifications and licenses to fulfill the requirements outlined in 3.2.2.1 and 3.2.2.2, would this structure be acceptable to satisfy the evaluation criteria? Requirements

3.2.2.1 and 3.2.2.2 provide for the offeror AND the subcontractor/teaming partner to have the applicable licenses and certifications.

• Self-Scoring Matrix 3.2.2.1 - Required license to operate in Germany

If a prime contractor/offeror can provide proof with their quotation that their subcontractor/teaming partner possesses the necessary license to operate in Germany and can document that they, as the prime contractor, are in the process of obtaining such license; the above-mentioned structure is acceptable to satisfy the evaluation criteria. By contract award date – currently approx. 21 days after offer due date – proof of the obtained license has to be provided by prime contractor or otherwise they will be ineligible for award.

Progress of the application process has to be provided between offer due date and anticipated contract award date.

• Self Scoring Matrix 3.2.2.2 – The prime and the subcontractor need to comply with the certification requirement by either possessing the ISO 9001 and/or RAL-GZ-902 certification.

S) Is it required to hold both the certifications: ISO 9001 and RAL-GZ-902 certifications to be eligible for this solicitation or is just one of them sufficient?

• The Self Scoring Matrix as well as the PWS refer to current ISO 9001 certification and/or

RAL-GZ-902 certification; as a minimum, it is only required to hold one of them.

T) Are the square meters for the glass cleaning accounted for the CLINS 0015 through 0017?

• Yes, the sqm for the glass cleaning in Appendix B (page 5) for the CDC, School Age, Fitness Center, Personnel Registration - VCC, and the Tower are accounted for in the total quantities CLINs 0015-0017/1015-1017/2015-2017/3015-3017/4015-4017.

U) Are CPARS ratings acceptable as a work sample?

• The CPARS rating can be submitted, if the offeror can verify that the CPARS rating covers all aspects of the work sample and refers/reflects the substantiating information in Appendix D

– Self Scoring Matrix – and Appendix E – Cross Reference Matrix. The verification is the responsibility of the offeror.

V) Which CLIN includes the Youth Center?

• In accordance with the Performance Work Statement, the Youth Center is one of the special requirement facilities and is covered under CLIN 0012.

W) Could you please provide sqm for Rugs/Carpets in CDC, School Age, and Youth Center?

• Information is currently not available.

X) Could you please provide sqm for Fitness Centers interior and exterior glass cleaning?

• The overall sqm for glass cleaning for Fitness Center, Eifel Powerhaus, bldg. 580 are listed in the current Appendix B2, page 5.

Y) Would a company that is headquartered outside of Germany but has a German branch office be eligible to bid?

• By having a German branch office licensed to operate in Germany, the requirement of

3.2.2.1 is fulfilled. As long as the headquarter office has an active SAM-registration, the quotation can be submitted by the HQ.

Z) Reference Appendix E – Cross Reference matrix –fields 3.2.2.5. and 3.2.2.6.

Business system printouts or screenshots of personnel cannot be provided since it is subject to privacy act data.

• For 3.2.2.5 and 3.2.2.6, business system print-outs or screenshots are optional in case

"1. Contract Documentation (award document and/or FPDS report and/or Performance Work Statement and/or commercial equivalent etc)" is not available. Information regarding privacy act data can be redacted to the degree that the requirement regarding the FTEs can still be evaluated.

AA) Please let us know on which days the fitness center is cleaned (per building number). Does daily mean Monday through Sunday or Monday through Friday?

• Disclaimer regarding the definition of “Daily” has been added to Appendix A

BB) Please let us know which buildings (we need the building number and not the name) fall under the category of special facilities and how we should present this special work within the price sheet.

• The corresponding building numbers to these special requirement facilities are listed in the

Appendix B (please see pages 4 and 7 of Appendix B)

• Please provide the prices in Appendix G - Bid Schedule CLINs 0011, 0012, 0013, 0014 and corresponding option years.

CC) Is it possible to send the quote and the files all together in one ZIP-file?

• Yes, the file types allowed in the ZIP are .pdf, .docx, and .xlsx

Anja Weber-Sabo Contracting Officer, 52CONS/PKC