Minutes-HE1260-13-R-0001-Oki_Custodial_Pre-Proposal_Conference_and_Site_Visit_Meeting-14_Feb_2013.pdf

DoDEA Pacific and Okinawa District Pre‐Proposal Conference Solicitation HE1260‐13‐R‐0001 Thursday, February 14, 2013

Okinawa District Superintendent’s Office

Meeting Minutes

The meeting was called to order at 0900.

I. Introductions Mr. Michael Easley, Logistics Supervisor, Okinawa DSO (COR) Mr. Ron Sharik, representing Okinawa District Superintendent Mr. Nicholas Peters, Safety/Security Officer, Okinawa DSO Mr. Brian Hyden, Facilities Manager, Okinawa DSO Mr. Masaya Takai, Supply Officer, Okinawa DSO (ACOR) Ms. Sheila Riley, Contracting Officer, DoDEA Pacific Procurement Ms. Jennifer Knutson, Contracting Specialist, DoDEA Pacific Procurement Mr. Eddie Tavares, Chief of Contract Branch, DoDEA Pacific Procurement Mr. Marty Lutrey, Administrative Officer, BHPS/AEIS

Mr. Sharik opened the pre-proposal conference with a welcome to the conference attendees and the importance of having clean schools. Government employees were introduced. See attached attendance sheet for a list of attendees.

Mr. Easley made a few administrative announcements regarding cell phones, bathroom locations, and evacuation procedures if an emergency occurs during the conference.

II. Overview of Solicitation Brief – Ms. Jennifer Knutson and Ms. Sheila Riley

Ms. Knutson briefed the solicitation review with input by Ms. Riley. Pre-proposal conference slides with notes for details of the briefing are posted on Federal Business Opportunities (FedBizOpps). Prospective offerors were advised to thoroughly read the entire solicitation very carefully. The following questions were asked during the solicitation overview brief:

Q1: If the contract is awarded on March 25, how will the contractor be able to start by April 1 since they first must establish base access for 80-100 employees?

A1: The Government is aware of the dilemma, and dates are likely to change.

NOTE: The performance start date has changed to 1 May 2013; reference Amendment 0001.

Q2: Must past performance references be only for work performed in Japan?

A2: No. Any recent, relevant jobs should be included.

Q3: Background checks – in the past contractor hasn’t been able to get background checks from Japanese police. Local police departments would not do background checks for local nationals. How do we do this?

A3: Go to the Naha Police Station – there employees can obtain a certificate saying that employee does not have a criminal background. The employee must go in person to obtain the certificate. The process takes approximately 2-3 weeks.

III. Technical Requirements Brief– Mr. Michael Easley

Mr. Easley briefed the technical requirements by providing an overview of the Performance Work Statement (PWS) and highlighted important aspects of the PWS. Pre-proposal conference slides of the briefing will be posted on FedBizOpps. The following were questions asked during the technical requirements brief:

Q4: Can periodic cleaning be done on the weekends?

A4: Yes. Custodial staff will have access to the buildings after normal work hours and on weekends/holidays. However, all periodic cleaning schedule must be coordinated with the COR and school level facility manager.

Q5: Exterior windows – will contractor have access to 2nd and 3rd floor windows?

A5: Yes, but access and quality control are the responsibility of the contractor (i.e.

with use of scaffold). Site must be properly secured by contractor.

Q6: Is there a limit to the number of employees that can be utilized to clean in an emergency situation?

A6: No, the number of employees utilized is at the discretion of the contractor and must be sufficient to meet emergency cleaning requirements.

Q7: Must there be a site manager present at each facility to enforce quality control?

A7: No, contractors are not required to have a site manager at each facility. Quality control plan proposals are extremely important and are at the discretion of the contractor. However, there must be sufficient oversight at each school or complex of schools to ensure all services and safety requirements of the contract are met.

NOTE: All project managers and site managers/supervisors shall be able to understand, read, write, and speak English. Reference paragraph 5.6.1 .of the performance work statement.

Q8: Is there a specific deadline for monthly deliverables?

A8: No, there is no “blanket” time frame, but a specific time period will be worked out between the COR (Mr. Easley) and the contractor after award.

IV. Open Forum – Additional Questions

Prospective offerors were reminded all communications and questions shall be sent to Ms.

Knutson and Ms. Riley after the pre-proposal conference and site visits.

No additional questions were asked.

*Meeting adjourned for lunch at 11:20 AM and will continue at 12:45 PM at Bob Hope Primary School to begin the school site visits. All attendees were advised not to discuss this requirement during lunch with the Government escort.

V. School Site Visits Q&A Site visits started at Bob Hope Primary School (BHPS) at 12:45 PM. Prospective offerors were taken through BHPS and were specifically shown Library, Preschool Children with

Disabilities (PSCD) and Sure Start (SS) rooms, Cafeteria, Supply Area, Gymnasium, temporary building, and custodial closets.

Following BHPS was Kadena Middle School (KMS). Prospective offerors were taken through KMS and were specifically shown Science classrooms, General Classrooms, Cafeteria, and Gymnasium.

Final site visit was conducted at Kadena High School (KDHS). Prospective offerors were taken through KDHS and were specifically shown auditorium, administrative office space, cafeteria, gymnasium, library, culinary arts classrooms, science classrooms, and general classrooms.

Site visits concluded at 4:00 PM and prospective offerors were thanked for their attendance.

The following questions were asked during the site visits:

Q9: Does carpet cleaning include area rugs?

A9: Yes.

Q10: Do lights and light fixtures attached to walls/ceilings need to be dusted?

A10: Any exposed area that might collect dust should be dusted.

Q11: Can the contractor be provided with a list of lunch times?

A11: Yes, at the beginning of each school year the contractor will coordinate with the COR and school facility manager for lunch schedules.

Q12: How long do lunch periods last?

A12: Lunch times vary from school to school based on student population. Again, schedules can be provided at the start of the school year.

Q13: Who is responsible for cleaning nap mats in Sure Start and PSCD rooms? There was some conflicting information during the school visit.

A13: Custodial staff will be responsible for cleaning the nap mats twice daily. Staff will coordinate the availability of mats during the day for cleaning. The District Office will assist in clarifying this custodial requirement to school level administrators and educators.

Q14: Is the contractor responsible for cleaning toys?

A14: No. The contractor is responsible for cleaning tables and primary surface areas, but not toys.

Q15: Can the contractor store cleaning supplies in classrooms?

A15: No. Any custodial cleaning supplies should be placed in the janitorial closets located within in each school.

Q16: Are custodians required to wear a uniform?

A16: No. However, students and educators should be able to easily distinguish custodial staff (i.e. apron, or uniform shirt. Badges could also be used if easily distinguishable to students and educators)

Q17: Should contractor pull up tape from gymnasium floors when they clean?

A17: No, floor tape should never be lifted. General guidance will be provided regarding chemical use in cleaning floors.

Q18: How much space outside buildings are contractors responsible for?

A18: Custodial staff must clean all surfaces within 25 meters of the building.

Q19: Does the school supply trash bags?

A19: Yes, and contractor will have access to where trash bags are stored.

Q20: When should custodial staff erase whiteboards/chalkboards?

A20: When “DO NOT ERASE” is written on the boards, custodial staff should not clean.

Educators will also be reminded of this requirement before the new custodial staff begins performance. Otherwise, custodial staff should use common sense and ask the teacher before erasing.

Q21: If students are in a classroom should contractor wait to begin cleaning?

A21: Contractor should first clean all areas where students have already vacated. If it is the end of the day and contractor is waiting to go home, they will not be expected to wait to clean that space. However, that space should be among the first to be cleaned the following morning before school.

Q22: Who is responsible for cleaning air vents in the ceilings?

A22: High dusting includes, but is not limited to, areas over windows and doors, suspended ceiling light fixtures, recessed light fixtures, air conditioning vents, heating ducts, wall fixtures, doors, mirrors, picture frames, exposed structural beams, overhead piping, and all other visible surfaces including soiled areas of upper walls and ceilings and upper surfaces of exposed structural beams and girders.

Q23: How often must gymnasium floors be cleaned and to what detail?

A23: Gym floors will be cleaned daily in accordance with paragraph 3.1.1 of the performance work statement, and shall be swept, damp mopped, buffed and disinfected, to ensure they have a uniform, glossy appearance and are free from dirt, debris, dust, scuff marks, heel marks, other stains and discoloration, and other foreign matter. Baseboards, corners, and wall/floor edges shall also be clean.

Q24: How much is the contractor responsible for cleaning in the high school’s culinary arts room?

A24: Contractor should clean floors, dust and take out trash. Culinary arts students are responsible for cleaning the pots and pans, stove, and other appliances/tools used in cooking.

Q25: Is high school auditorium considered general daily or special event?

A25: Auditorium shall be included in general daily cleaning, but carpets/upholstery is done twice a year.

Additional notes:

Upholstery cleaning in main office must be done 2 times per year. Anything higher than 7 feet is considered high dusting (2 x per year).

Use bleach water when mopping cafeteria floors.

Sure Start and PSCD classrooms require extra attention to detail – these rooms hold the youngest children and those with developmental disabilities who may be more prone to accidents.

Note restrooms and kitchens in all PSCD and kindergarten classrooms require cleaning.

Exercise mats stored in gyms are to be cleaned by contractor.

Document any major stains that cannot be removed from carpets.

Custodial staff break room will depend on each facility, school level capacity and room availability. Not guaranteed.

During summer break, administrative space must be cleaned 2 times per week and trash should be taken out as required

Use common sense in cleaning floors – pull out chairs and small tables to clean thoroughly but do not attempt to move large furniture or disassemble wires.

Contractors should clean sinks in science rooms, but do not disturb any “projects” that may be left on tables.

AAFES cleans the cafeteria kitchens and up to register/food line, awarded contractor will be responsible for cafeteria portion outside of the kitchen/food line area.

Attachments:

1. Pre-proposal Briefing Slides

2. List of Attendees