HE125423R1016P00002 Questions and Answers.pdf

Questions and Answers HE1254-23-R-1016 Fort Stewart Custodial

Q1. If there is a current incumbent, can you provide the incumbent information.

A1. The incumbent is International Service Contractors LLC.

Q2. Can the government provide the current budget for the new contract?

A2. The Government cannot provide budget information for the new contract.

Q3.What are the requirements for insurance?

A3. FAR 52.228-5 applies to this requirement.

Q4. Is there a bond requirement?

A4. No

Q5. Will there be a phase in period? What timeframe does the Government expect for a transition period.

A5. Yes. Refer to sections 2.7 and 2.7.1. of the PWS

Q6. What are the yearly FFP values (annual values) for the incumbent contract? What is the current total monthly contract for this RFP for all items listed on the PWS? If you are having problems with the current contractor, what are your concerns?

A6. The Government cannot provide you with this information.

Q7. Can we roll over the present employees to our company?

A7. The Government does not get involved in the transference of employees.

Q8. May I have an electronic copy of the previously awarded (contract solicitation above) including the current budget and/or previous bid tabulation?

A8. No. Per the Freedom of Information Act (FOIA), you will have to officially request this information.

Q9. What is the current price per square the government is paying the incumbent on this contract?

A9. The Government cannot provide you with that information.

Q10. When does this contract start? What does the Government foresee as a period of performance for the contract?

A10. Refer to pages 16 - 20 of amendment HE125423R10160001.

Q11. Will the government revise the relevancy of past performance to the last 5 years versus 3 years?

Taking in consideration of the pandemic from 2019 to 2021.

A11. No. Relevancy of past performance shall remain three (3) years.

Q12. In lieu of Past Performance Questionnaires, is it acceptable to submit CPARs due to the administrative burden it places on contracting officers and lack of control the Offeror has on the actions of a third party?

A12. Yes. Refer to page 28 of amendment HE125423R10160001.

Q13. Can the government clarify how many coats of Floor wax must be applied in the VCT areas, and if it changes in high traffic areas?

A13. This is a performance based requirement, in which prospective offerors propose their solution to the Government’s requirement.

Q14. Page 26 under the sections g and j regarding Proposal Organization there are two charts with 5 factors listed. The first chart has Factor 4 listed as “Administrative Requirements.” The second chart has Factor 4 listed as “Reps and Certs.” Please clarify what Factor 4 needs to be called in the bid.

A14. Factor 4 shall be identified as Administrative Requirements. This shall include the Representation and Certifications (Reps and Certs) and all administrative requirements provided in the Addendum to FAR 52.212-1 of the solicitation.

Q15.

a. Does the government require a Pricing Volume? Yes

b. May I provide my own pricing sheet and break down? Offerors are to submit their own pricing volume. Any additional pricing information such as pricing assumptions or break down should be part of the pricing volume. Refer to pages 26 and 28 of amendment HE125423R10160001.

c. Is the excel spreadsheet still required for pricing? Or are we able to provide it via our proposal?

Excel spreadsheet required for pricing.

Q16. PWS section 2.2.21 Emergency services are considered additional services and 2.2.23 emergency services /additional services beyond normal hours. Is the government requiring a cost line item for cost related to - emergency hours and emergency hours beyond normal hours “as needed/ additional work”?

A16. Sections 2.2.21 and 2.2.23 of the PWS are cover by CLINs X005 of the solicitation. See pages 5, 7, 10, 12 and 15 of amendment HE125423R10160001.

Q17. PWS section 2.4.5. Can the government clarify if 2-ply toilet paper is the only consumable the contractor shall provide for the schools? Who is responsible (government or contractor) to provide consumables (e.g.: soap, paper towels, toilet paper, cleaning supplies, etc.) and equipment.

A17. Contractor is responsible for all equipment and supplies.

Q18. Is there storage space at each location for equipment?

A18. Yes.

Q19. Do the Contractor have office space/Also Storage area Break area for the Employees?

A19. The PM is assigned an office space, currently located at Kessler ES room 196. Yes, there is storage space at each location for equipment. Break areas for employees are as follows:

DES-No assigned break area

KES-D3

MES-1C01

Q20. How many Janitorial Closets in Each Facilities?

A20. Kessler ES-3; Murray ES-3; Diamond ES-6.

Q21. Is there an office space for the Project Manager?

A21. The PM is assigned an office space, currently located at Kessler ES room 196.

Q22. Will the contractor be allowed to have a vehicle parked onsite? This vehicle will be used to transfer equipment to do floors at each location.

A22. Yes.

Q23. Does the government supply stripper and wax for annual stripping and waxing of floors.

A23. No, that is the contractor’s responsibility.

Q24. Do you want a certain amount of cleaners in each building cleaning, or is it up to us depending on building size?

A24. This is performance-based contract, and it is the responsibility of the contractor to make that determination.

Q25. What is the earliest and latest times can cleaners come and leave?

A25 Refer to section 3.1, hours of operation.

Q26. “As part of any event preparation the gym floor shall be cleaned as required. This is part of the fixed price and not chargeable as an additional service.” (Paragraph 2.3.12) There is no workload provided regarding how many events occur annually Will the Government please provide the annual number of events per facility that require additional gym floor preparations?

A26. An annual estimate based on history is five (5) per year. Specific quantity per year may defer based on the Government’s needs.

Q27. Paragraph 2.2.9 of the performance work statement states “The contractor shall sweep, mop, sanitize, and disinfect counters, sinks, floors beneath the refrigerators, stoves, and the outside surface of the overhead exhaust system located over the stoves. Walls behind the refrigerators and stoves shall be cleaned, sanitized, and disinfected up to 10 feet from the floor.”

Please specify how many refrigerators and stoves in each facility must be moved daily to ensure compliance with this requirement? Also please specify if the stoves are electric or gas.

A27. This is performance-based contract, and it is the responsibility of the contractor to make that determination.

Q28. PWS section 2.3 Floor maintenance (Objective 2) this service frequency is noted semiannually - Is the Performance standard the contractor shall complete services daily by 2330 hours as well? – Objective 1 and 2 also mentioned 2330 as the time services shall be complete .although item 3.1 Constrains- 2100 hours is noted as the completion time A28. The PWS will be revised to reflect section 3.1, hours of operation.

Q29. PWS states that the evening shift ends at 9 PM, but the performance standard states, “The Contractor shall complete all daily tasks no later than 2330 each day" on page 2.

A29. The PWS will be revised to reflect section 3.1, hours of operation.

Q29a. What time does the evening shift begin?

A29a. 3:30.

Q29b. Is this applicable to special events cleaning?

A29b. No.

Q29c. Is this a typo that should be referring to the day shift ending at 2:30 PM?

A29c. Yes, it will be revised in the PWS.

Q29d. If so, do the start and end times for the day shift (6:30am to 2:30pm) include lunch break?

A29d. It is the responsibility of the contractor to determine the appropriate times.

Q30. In the PWS sheet vinyl is referenced, is this actually VCT, if not will the sheet vinyl need to be strip/wax performed.

A30. Yes.

Q31. Is the cleaning company responsible for your recycle program and if so to what extent?

A31. No.

Q32. What are the required working days and hours during Week?

A32. Refer to section 3.1, hours of operation.

Q33. How Many Holidays do the School System get?

A33. Refer to section 3.1, hours of operation.

Q34. Do the School supply internet Services?

A34. The PM is only provided internet services with proper approvals and account setup.

Q35. Can you please verify the amount of staff members requested for the community superintendents office, and the hours of operations and if access is allowed during non business hours?

A35. It is the responsibility of the contractor to make the determination of required staff members needed.

Refer to section 3.1 hours of operation. Afterhours access will have to be approved by the COR.

Q36. PWS section 2.2.10 Monitoring and policing – IS the government requiring a Porter during day hours to police all facility and attend emergencies within 5 minutes?

A36. Yes.

Q37. Can the government provide total restrooms?

A37. Refer to Attachment 3, Workload Data, Flooring/restroom/glass.

Q38. Can the government provide specifications of bathrooms and kitchen dispensers?

A38. Refer to Attachment 3 Workload Data, Flooring/restroom/glass.

Q39. PWS section 2.2.21 Emergency services are considered additional services and 2.2.23 emergency services /additional services beyond normal hours.

A39. No, not considered additional services.

Q40. PWS section 2.3.10 Can the government provide specifications for Gym Floor daily maintenance to asst estimating labor and material for such effort?

A40. Refer to original manufacturer’s specifications.

Q41. PWS section 2.4.7 Can the government clarify the required height to execute this item of the PWS.

A41. 10ft, the PWS will be revised accordingly.

Q42. PWS section 3.3.6.2 can the government clarify Is the training required and provided by the government occurred during the phase in period or after commencement of the contract performance?

A42. During the performance of the contract

Q43. In the Performance standard the contractor shall complete services daily by 2330 hours. Objective 1 and 2 also mentioned 2330 as the time services shall be complete .although item 3.1 Constrains- 2100 hours is noted as the completion time A43. Section 3.1 of the PWS lists the normal operating hours. Work required to be completed other than normal hours, shall be completed no later than 2330.

Q44. What time does the evening shift begin? Do the start and end times for the day shift (6:30am to 2:30pm) include lunch break?

A44. The Government is not responsible for managing contractor’s staff.

Q45. In the PWS sheet vinyl is referenced, is this actually VCT, if not will the sheet vinyl need to be strip/wax performed.

A45. Yes

Q46. How Many Holidays do the School System get? Please provide a Calendar for the School Year for each of the schools?

A46. Federal Holidays are listed in section 3.1 of the PWS. School calendar can be downloaded from the link below:

https://www.dodea.edu/regional-calendars/calendar/dodea-americas-sy-2023-2024-regional-calendar

Q47. Can the government provide total restrooms and Square Footage for each location? Please provide the quantity of Trash Receptacles of Murray Elem School – PWS 2.2.13.

A47. Refer to Attachment 3 Work Load Data (FlooringRestroomGlass)

Q48. PWS section 2.3.6 Can the government provide frequency for Carpet shampooing?

A48. Semi-Annually

Q49. How will the performance of the janitorial service be evaluated, and what metrics or key performance indicators (KPIs) will be used to measure success?

A49. Refer to the Performance Requirement Summary, pages 32 – 41, of the PWS.

Q50. Will the custodial services for each school be on a daily or weekly basis?

A50. Frequencies associated with each objective are established by the respective tasks. Refer to section

2.2.1 of PWS

Q51. Are there any environmental or sustainability requirements that the janitorial service must adhere to, such as the use of eco-friendly cleaning products?

A51. The contractor shall comply with all Federal, State (Georgia), and local (Fort Stewart) environmental or sustainability requirements. FAR clauses 52.223-10, 52.223-19 and 52.223-20 have also been incorporated into the solicitation through amendment HE125423R10160002.

Q52. May offerors utilize a smaller font size in tables and graphics?

A52. No

Q53. How would you like this proposal submitted?

A53. Refer to the “FAR 52.212-1 Addendum – Instructions To Offerors” for guidelines.

Q54. Is Davis-Bacon and Living Wage applicable to this solicitation?

A54. FAR 52.222-55, FAR 52.222-41 and Attachment 6, Wage Determination (WD 2015-4491, Revision No.: 23) are applicable to this solicitation

Q55. The solicitation says this about the dress code: Contractor personnel (other than Program Manager) shall be furnished with uniforms bearing a company patch or logo, and a badge.

- Does this mean that the agency/CO will supply the uniforms to the awarded contractor?

A55. No. It is the contractor’s responsibility to provide the uniforms to the contractor employees.

https://www.dodea.edu/regional-calendars/calendar/dodea-americas-sy-2023-2024-regional-calendar

Q56. What is the size of the Custodial closet and storage?

A56. Janitors’ closets are sized between 15 to 35 sf

Q57. Does the Government encourage teaming/subcontractor/partnership between vendors.

A57. The Government does not oppose teaming/subcontractor/partnership. Refer to page 27 of amendment

HE125423R10160001.

Q58. Have there been changes in the requirements (PWS)? Is the number of buildings and square footage the same?

A58. Yes. The number of buildings and square footage have not changed.

Q59. How many adults work in these schools? How many students are in the schools?

A59. Refer to Attachment 4, Building Numbers With Approximate Square Footage

Q60. Will the contractor's employees be required to pass a background check?

A60. Yes. Refer to sections 3.7 and 3.71 of the PWS.

Q61. Will the contractor's employees be required to wear a badge?

A61. Yes. Refer to section 3.3.5 of the PWS.

Q62.

a. When do the schools close for students and what are the days no teachers or small number work?

A48a. See Q30 for school calendar.

b. Does the contractor provide daily services during these closed days? Can we provide heavy cleaning, Strip, and wax during these periods?

A48b. We cannot provide a response to your question. They are not clear.

Q63. How is Summer School scheduled? How many schools have summer programs and how many class rooms are usually utilized?

A63. Summer School is scheduled by the school’s administration and number of programs or classes to be utilized is unknown now.

Q64. Can the government clarify PWS section 2.2.9 Clean Classrooms Kitchen Area, if it refers to Kitchen in cafeteria area? Please provide the sqft of classroom kitchen area to be cleaned under Housekeeping Services (Objective 1) – PWS 2.2.9 A64. Section 2.2.9 only refers to the classroom kitchen area. The classroom kitchen area is not part of the cafeteria. The classroom kitchen area is included in classroom square footage.

Q65. PWS Section 2.5- can the government confirm the kitchen area is excluded in all 3 schools.

A65. Kitchen area in the cafeteria is not covered by this requirement. Contractor is not responsible for cleaning that.

Q66. Can the government confirm what is the finish in the administration/reception area in Murray School as appeared to be wood floor with wax finish. And if that is the case are these floors strip and wax as the VCT areas?

A66. The admin area is a vinyl composite and is part of the floor program, to include standard stripping, waxing and buffing tasks

Q67. Please provide the quantity of Chalk, white and interactive boards to be cleaned under Housekeeping Services (Objective 1) – PWS 2.2.7

A67. One of each per classroom. Refer to Attachment 3 Work Load Data (FlooringRestroomGlass)

Q68. Please provide the quantity of children's tables and chairs to be cleaned under Housekeeping Services (Objective 1) – PWS 2.2.8 A68. Specific number of tables and chairs are currently not available. Refer to Attachment 4, Building Numbers With Approximate Square Footage for student and staff population.

Q69. Please provide the sqft of polish metals and wood surfaces area to be cleaned under Housekeeping Services (Objective 1) – PWS 2.2.11 A69. This information is currently not available.

Q70. Please provide the quantity of Cafeteria Tables to be cleaned under Cafeteria Services (Objective 4) -

PWS 2.5.2

A70. Specific quantity of cafeteria tables are currently not available.

Q71. Please provide the quantity of fixtures, entry doors, handles, kick plates, ventilation grates, HVAC units, frames, casings, sills, metal guards to be cleaned under Cafeteria Services (Objective 4) – PWS 2.5.1 A71. Specific quantity of fixtures, entry doors, handles, kick plates, ventilation grates, HVAC units, frames, casings, sills, metal guards are currently not available.

Q72. How much flooring is Vinyl tile requiring buff and wax?

A72. All. Refer to Attachment 3 Work Load Data (FlooringRestroomGlass)

Q73. How much is carpeting?

A73. Refer to Attachment 3 Work Load Data (FlooringRestroomGlass)

Q74. What is the payment structure and frequency of payment?

A74. Refer to the CLIN structure in the solicitation. CLINs X001 – X004 will be paid monthly while CLIN X005 will be paid per job after successful completion of work.

Q75. Who owns the Hand towel and soap dispensers? How many dispensers are there in the schools. How many restrooms are in each Building and how many sinks, toilets, and showers?

A75. The Government owns them. Refer to Attachment 3 Work Load Data (FlooringRestroomGlass).

Q76. Can the government please provide a list of the makes and models for each dispenser type (specifications of dispensers)?

A76. Specifications of dispensers are currently not available.

Q77. Gym Floors seem to be rubber? Are there special cleaning instructions?

A77. Refer to original manufacturer’s specifications.

Q78. Some of the Scope of Work does not indicate Monday - Friday. When it does not specify Monday - Friday can these services be performed on a Saturday or Sunday?

A78. We cannot provide a response to your question. They are not clear.

Q79. PWS section 2.2.10 Monitoring and policing – IS the government requiring a Porter during day hours to police all facility and attend emergencies within 5 minutes? Can the government provide with the current staffing Porters and night shift in each school? Can the government clarify if porters should assist serving food during the different meals?

A79. Yes. It is up to prospective offerors to propose their solution to the Government’s requirement as specific in the PWS and PRS. Contractor employees do not assist in serving food.

Q80. Please confirm if the quantity of trash receptacles also includes the Restroom trash receptacles.

A80. Refer to Attachment 3 Work Load Data (FlooringRestroomGlass)

Q81. Please provide the quantity of Plexiglass and Mirror to be cleaned under Housekeeping Services (Objective 1) & Lavatory Services - Objective 3 – PWS 2.2.16 A81. Refer to Attachment 3 Work Load Data (FlooringRestroomGlass)

Q82. As per point 2.2.2 - Clean Interior, Exterior, and Entry Door Windows. (Monday through Friday).

Please confirm if the contractor has to provide the Interior and exterior window cleaning services as well.

– PWS 2.2.2

A82. Yes, the contractor shall provide interior and exterior window cleaning services. Title for section 2.2.2 of PWS has been updated. Refer to the revised PWS dated 20 September 2023.

Q83. Please provide the sqft of main entrance, landing, sidewalks, and the quantity of steps to be cleaned under Housekeeping Services. Please provide the sqft of Nurses station and quantity of lightning, applicances, counters and telephone to be cleaned under Housekeeping Services (Objective 1) – PWS 2.2.1 A83. This information is currently not available. Refer to Attachment 3 Work Load Data (FlooringRestroomGlass) for information about total square footage of locations.

Q84. Floor maintenance (Objective 2) this service frequency is noted semiannually - Is the Performance standard the contractor shall complete services daily by 2330 hours as well?

A84. See “Frequency of Service” under section 7.2 of the PWS for definition of each frequency.

Q85. Can you please verify if access is allowed during non business hours?

A85. We cannot provide a response to your question. It is not clear.

Q86. Can you provide information on any existing contracts or contractors that have previously provided janitorial services for this government agency?

A86. Refer to Q1.

Q87. Interior/Exterior Window was not listed in the PWS. Is this a requirement for the buildings or has it been inadvertently omitted?

A87. Refer to sections 2.2.2 and 2.4.7 of the revised PWS dated 20 September 2023

Q88. Window Cleaning includes inside and out?

A88. Yes. Refer to sections 2.2.2 and 2.4.7 of the revised PWS dated 20 September 2023

Q89. Will there be another site visit date prior to solicitation due date?

A89. No.

Q90. Can you advise if there is an incumbent? If so, who is it and what was the award amount.

A90. The incumbent is International Service Contractors LLC.

Q91. We are performing independent research on the Combined Synopsis/Solicitation (HE125423R1016).

We would like to know if this is a brand-new contract OR if there is (was) an incumbent performing these services. If not brand new, could you please provide the current / previous contract number?

A91. HE1254-19-P-1000

Q92. May I have an electronic copy of the previously awarded (contract solicitation above) including the current budget and/or previous bid tabulation?

A92. A copy of the previously awarded contract will have to be requested via FOIA. The Government does not provide current budget and/or previous bid tabulations.

Q93. Can the government provide the current contract amount and budget for the new contract?

A93. The government cannot provide this information.

Q94. I was just wondering if there is an incumbent contract for the Fort Stewart Custodial Services requirement or if this a new requirement. If there is a current incumbent, can you provide the contract number.

A94. HE1254-19-P-1000

Q95. In lieu of Past Performance Questionnaires, is it acceptable to submit CPARs due to the administrative burden it places on contracting officers and lack of control the Offeror has on the actions of a third party?

A95. Past performance questionnaires will need to be submitted

Q96. What are the yearly FFP values for the incumbent contract?

A96. The government cannot provide that information

Q97. While we're aware there's no scheduled site visit, we believe a brief visit to the CSO would enable us to provide a more accurate estimate. Understanding the layout and specific needs firsthand would be invaluable. Could we discuss the possibility of arranging a short visit at a time that's convenient for you?

A97. Amendment 00001 dated 20 September 2023 provided site visit information

Q98. I missed the site visit information.

A98. Amendment 00001 dated 20 September 2023 provided site visit information

Q99. When does this contract start?

A99. 01 February 2023

Q100. What is the annual value of the existing contract?

A100. The Government cannot provide that information

Q101. Since there is no site visit for this RFP, what is the current total monthly contract for this RFP for all items listed on the PWS?

A101. Amendment 00001 dated 20 September 2023 provided site visit information. We cannot provide information regarding the total monthly contract.

Q102. What is the current price per square the government is paying the incumbent on this contract?

A102. The government cannot provide that information.

Q103. I don’t see in the solicitation there will be a site visit on the above referenced.

A103. Amendment 00001 dated 20 September 2023 provided site visit information

Q104. Can you provide information on any existing contracts or contractors that have previously provided janitorial services for this government agency?

A104. The government cannot provide that information.

Q105. How will the performance of the janitorial service be evaluated, and what metrics or key performance indicators (KPIs) will be used to measure success?

A105. The government cannot provide that information.

Q106. Can the government provide the current contract amount and budget for the new contract?

A106. Award amount is $3,433,728.60. The Government cannot provide the budget for the new contract.

Q107. What day and time is the startup date after bids are done?

A107. 01 February 2023

Q108. Also, are we able to see any questions competitors have asked to see if any of ours have already been answered?

A108. Questions will be posted from all offerors.

Q109. What is the current term on the existing contract?

A109. Base year and four one-year option periods

Q110. May offerors utilize a smaller font size in tables and graphics.

A110. No. You will need to utilize the font size as indicated within the solicitation.

Q111. May offerors use CPARS in lieu of PPQs?

A111. No. Past Performance Questionnaires will be utilized

Q112. How would you like this proposal submitted?

A112. Refer to page 27 of 56 of the conformed modified solicitation, clause 52.212-1 Addendum.

Q113. What are the areas in which the incumbent did not perform adequately?

A113. The government cannot provide information on a contractor’s performance.

Q114. The solicitation says this about the dress code: Contracting Contractor personnel (other than Program Manager) shall be furnished with uniforms bearing a company patch or logo, and a badge. Why does it say this this should be removed and rewritten accordingly.

- Does this mean that the agency/CO will supply the uniforms to the awarded contractor?

A114. No. The PWS will be revised.

Q115. Does the Government encourage teaming/subcontractor/partnership discussions between vendors during the day of the site visit? Appears the solicitation is silent on this subject matter.

A115. The government does not provide information regarding teaming/subcontractor/partnership discussions.

Q116. What timeframe does the Government expect for a transition period from the incumbent to the newly awarded vendor as listed in section 2 of the PWS? When does the government anticipate on the starting of this contract?

A116. Within 30-60 days. Start date of contract is 01 February 2023.

Q117. Have there been any changes to the PWS from the last contract in performance with this same effort?

-Have there been issues or complaints with the current Program Manager, Supervisors, and/or staff that have not been resolved?

A117. Yes. The government cannot provide information regarding a contractors performance.