Questions and Answers Fort Buchanan - Published in Amendment 3.pdf

Fort Buchanan Questions:

HQC00826QE005 – Published as a part of Amendment 0003

1. We have noticed that the executive order EO 14026, which stated that the minimum wage for a janitorial employee should be $17.75, is no longer in effect. The current Wage Determination 2015-5707 Rev.28 stated that the minimum wage for a janitorial employee is $9.93; however, the minimum wage in Puerto Rico is $10.50 this was verified with US DOL here in Puerto Rico. Does the government will acknowledge this minimum wage?

The Contractor is responsible for complying with all applicable federal, state, and local laws and regulations for the place of performance. This includes adherence to the prevailing wage determination incorporated into the contract and any applicable local minimum wage laws, whichever is higher. Attachment 3 has been updated to indicate that any field in “blue” is for informational purposes only.

2. During the site visit, the government representative mentioned that the facilities are under major renovation, does the government have available the floor plan that will result in such renovation available?

Offerors are required to base their proposals on the requirements and facility layout as detailed in the current solicitation and Performance Work Statement (PWS). The Government cannot provide information on potential future renovations. Should any changes to the facility occur during the contract period of performance that impact the scope of work, they will be addressed via a formal contract modification by the Contracting Officer.

3. Does the Commissary curtly receive floor care services under the actual contract?

Yes, the services outlined in the PWS, including floor care, are being performed under the current contract.

4. Who is the incumbent contractor?

For information on the current contract, a Freedom of Information Act request should be submitted in accordance with the attached link:

https://corp.commissaries.com/our-agency/FOIA

5. What’s the monthly amount of the current contract?

For information on the current contract, a Freedom of Information Act request should be submitted in accordance with the attached link:

6. Does the government will provide a dedicated area to storage equipment and materials?

Yes. Per PWS Exhibit 2-1, "The Government will provide 85 square feet in which the Contractor may store equipment and operating supplies needed to perform work under this contract. This area will be securable, but the Contractor shall be responsible for maintaining the security of the area."

7. During the custodial hours, the complete store will be available to provide the services, or will we be sharing the space with Commissary’s merchandiser team? If store personnel are conducting overnight shelf-restocking operations, should the maintenance staff wait until those activities are completed before performing the cleaning services, or is the expectation that both tasks be carried out simultaneously?

Other Government or vendor personnel may be present and working in the commissary during the contractor's night custodial shift. PWS Section 1.1.2 states that "the Contractor’s Project Manager (PM) and the Store Director should regularly and routinely discuss matters relating to contract performance." The Contractor's on-site supervisor is expected to coordinate with the Government representative on duty to ensure that all required custodial tasks are completed efficiently without impeding commissary operations.

8. Does the government will provide a dumpster to discard any garbage generated from the night custodial services?

Yes. Per PWS Section 2.2.1.4, "The Government will provide bulk refuse disposal." PWS Section 4.7.8 requires the contractor to empty trash receptacles "at designated waste pick-up stations."

9. Can the Government confirm the current number of Full-Time Equivalents (FTEs) performing janitorial services at Fort Buchanan under the incumbent contract?

As this is a performance-based contract, the Government evaluates the contractor's ability to meet the performance standards in the PWS, not the number of personnel used to achieve those outcomes. Therefore, the Government does not track the incumbent's staffing levels, and this information will not be provided. Offerors are responsible for developing their own staffing plan to meet the requirements of the PWS.

10. Has the scope of work or total square footage serviced changed since the start of the incumbent contract?

The Performance Work Statement (PWS) provided in the solicitation reflects the complete and current requirements for the upcoming contract. Offerors should base their proposals on the PWS as written.

11. Are there seasonal or surge requirements (e.g., inspections, holidays, special events) that historically increase workload?

The Contractor is required to meet all performance standards as defined in the PWS at all times during the contract period of performance. As stated in PWS Section 1.2.5, support required for emergencies and disasters will be requested by the Contracting Officer or an authorized representative and handled in accordance with the Changes clause (FAR 52.243-1). Any other changes to the PWS requirements will be issued via a formal contract modification by the Contracting Officer.

12. Can the Government confirm that all restroom consumables (paper towels, toilet tissue, hand soap, seat covers, etc.) are contractor-furnished?

Yes. In accordance with PWS Section 4.7.4.4, "The Contractor shall furnish and replenish toilet tissue, paper towels, liquid soap, deodorizer, air freshener, toilet seat covers, and diaper change station liners in restrooms."

13. Are there preferred brands, sustainability requirements, or compatibility standards for consumable supplies beyond what is stated in the PWS?

There are no preferred brands. However, the contractor must adhere to the standards outlined in the PWS. Specifically, PWS Section 3.3.1 requires all cleaning/sanitizing agents to be approved by the USDA or FDA and listed in the NSF International White Book. PWS Section 4.7.4.4 requires toilet tissue to be at least two-ply and urinal/toilet bowl deodorizers to contain no paradichlorobenzene.

14. Are dispensers Government-furnished, or is the contractor responsible for providing and replacing dispensers if needed?

Dispensers are considered installed equipment within the Government-furnished facility. The contractor is responsible for replenishing the supplies within the dispensers but is not responsible for providing or replacing the dispenser units themselves.

15. Is a transition period anticipated, and if so, what level of overlap with the incumbent contractor (if any) should Offerors assume?

The solicitation does not specify a transition period or overlap with the incumbent contractor. Offerors should be prepared to begin performance on the contract start date specified at award.

16. With respect to Attachment 3 – Pricing Schedule and Cost Breakout, can the Government confirm whether the labor rates and associated cost factors provided are mandatory or illustrative?

The rates and percentages shown in the pricing schedule are for illustrative purposes only. The Contractor is solely responsible for proposing rates that comply with all applicable federal and local laws and regulations, including the correct and current Wage Determination.

17. Is the $17.75 hourly rate and $4.93 Health & Welfare (H&W) rate for the Janitor labor category mandatory?

The figures provided in “blue” are illustrative. Offerors must propose their own company-specific rates. The contractor is responsible for compliance with all applicable laws and regulations, including the applicable Wage Determination and any pertinent Executive Orders in effect at the time of contract performance.

18. Are the listed percentages for FICA, FUTA, SUTA, and Workers’ Compensation required to be used as provided, or may Offerors propose company-specific actual rates?

The figures provided are illustrative. Offerors must propose their own company-specific rates. The contractor is responsible for compliance with all applicable laws and regulations, including the applicable Wage Determination and any pertinent Executive Orders in effect at the time of contract performance.

19. What is the correct Wage Determination that should be applied to this project?

Attachment 2 would suggest $9.93 for a Janitor (which would amount to the $10.50 minimum wage in PR); nevertheless, the rate listed in Attachment 3 is $17.75 for Janitor.

20. The SUTA rate on the "Custodial" tab is lower than our established rate. Are we able to modify these figures? Are we able to modify any figures in blue?

21. What is the correct H&W Rate? Attachment 3 states $4.93 under the "Custodial" tab on the "Direct Labor Health & Welfare" section. But states $5.09 under the "Holidays, Sick, and Vacations Health & Welfare." It also lists $5.09 on the "Janitor" tab.

The correct Health & Welfare (H&W) rate can be found within the current Wage Determination. This rate is subject to change based on the applicable Wage Determination incorporated at the time of contract award and for each option period.

22. Exhibits 4-2 and 4-3-1 list estimated custodial cleaning frequencies by area and floor type. Please confirm whether these frequencies represent required minimum performance standards, or whether offerors may propose alternative frequencies that still meet the quality standards in Section 4.7.

The frequencies listed are estimates provided for planning purposes. Per PWS Section 4.7.1, "The Contractor shall determine the specific techniques and frequency of performance required to maintain these quality standards." The government will evaluate contractor performance against the quality standards detailed in the PWS, not the estimated frequencies.

23. Section 4.7.3.1.2 requires the Contractor to move non-mobile merchandisers for underneath cleaning. Please clarify whether the Government will remove merchandise from these fixtures prior to movement, or if the Contractor is responsible for handling both merchandise and fixture movement.

The contractor is responsible for both. PWS Section 4.7.3.1.2 states, "The Contractor shall move merchandise, as needed, from and back to the non-mobile merchandisers."

24. Section 4.7.2.3 notes the presence of asbestos-containing or presumed asbestos-containing materials within the facility. Please confirm whether the Government will identify specific affected areas or floor types, and whether any cleaning method restrictions apply beyond standard OSHA housekeeping requirements.

PWS Section 4.7.2.3 identifies that these materials are present in asphalt and vinyl floors. The PWS does not provide for further identification of specific locations. The Contractor is required to perform all housekeeping practices on these floors in accordance with the OSHA standard 29 CFR 1910.1001.

25. Section 2.3.4 references 1,064 square feet of contractor storage space, while Exhibit 2-1 references 85 square feet. Please confirm the correct amount of Government-furnished storage space available for contractor equipment and supplies.

The correct square footage is 85 square feet. This will be updated in the PWS in the same amendment in which these questions and answers are posted.

26. Section 1.2.5 addresses contractor support during emergencies or disaster events. Please confirm whether such support will be performed only upon Contracting Officer authorization and handled in accordance with DFARS 252.243-7002.

Correct. As stated in PWS Section 1.2.5, support during emergencies is performed only upon request from the Contracting Officer or an authorized representative. If the contractor agrees to perform the work, it will be handled by the Contracting Officer in accordance with FAR 52.243-1, Changes—Fixed-Price.

27. During the site visit it was stated that the commissary sales floor and office flooring is going to be replaced. What type flooring will be installed?

Offerors are to bid on the requirements as they are stated in the solicitation and the current PWS. Any potential changes to the facility during the period of performance would be addressed via a contract modification.

28. Please confirm the final count and square footage of facilities included in the custodial scope, broken out by building type (e.g., administrative, industrial, medical, warehouse, special-use). Additionally, please confirm whether any new facilities or planned demolitions are anticipated during the Period of Performance that are not reflected in the current solicitation attachments.

The complete custodial square footage is detailed in PWS Exhibits 4-2 and 4-3-1, totaling 39,273 square feet. The PWS reflects the current requirements; it does not address potential future construction or demolition.

29. Please identify any tenant-controlled, leased, secure, or mission-restricted areas that are excluded from the Contractor’s custodial responsibilities.

PWS Section 4.6.1, "Exclusions," explicitly lists the areas that are excluded from the custodial scope of work. These include:

• Meat Department backup storage area and interior of display cases.

• Produce Department processing, preparation and wrapping area; backup storage area; and interior of display cases.

• Dairy department and frozen/chill food backup storage areas.

• Contracted service operations such as bakery, deli, seafood market, etc.

• Receiving/Storage/Holding Area (RSHA) operations.

30. Please clarify whether surge requirements, including weather events, exercises, or special events, are considered part of the baseline recurring custodial services, or whether such efforts will be treated as non-recurring requirements.

Please see the response to Question 11.

31. Please confirm the Service Contract Act Wage Determination revision that the Government intends to incorporate at award.

The Wage Determination in effect at the time of contract award will be incorporated into the contract.

32. For pricing purposes, should Health & Welfare rates be held constant across option periods or escalated in accordance with anticipated Wage Determination updates?

Offerors are responsible for their own pricing strategy. The government cannot advise on how to price option years.

33. Please identify the recognized holidays during which custodial services are required, and clarify whether services are expected to be performed on those holidays.

Per PWS Section 1.2.2, the commissary is closed on New Year's Day, Thanksgiving Day, and Christmas Day. Custodial services are not required on these three holidays.

34. Please confirm whether a performance-based staffing approach is acceptable—provided all service frequencies and performance standards are met—or whether the Government requires fixed staffing levels, and additionally clarify whether continuous onsite supervision is required for all custodial shifts or if shared supervision across shifts is acceptable.

This is a performance-based contract and the Government does not mandate fixed staffing levels. However, per PWS Section 1.3.2.2., "The PM or alternate shall be in the commissary during all when Contractor-provided services are being performed," which requires continuous on-site supervision during the entire night custodial shift.

35. Please confirm whether the Government will provide any custodial equipment or consumable supplies. If Government-Furnished Property will be provided, please indicate whether an inventory and condition baseline will be made available.

Per PWS Section 3, the Contractor shall furnish all equipment and operating supplies necessary to perform the work, except for the items explicitly listed as Government-Furnished in PWS Section 2.3 and Exhibit 2-1 (e.g., trash receptacles, identification badges, a desk/chair, and 85 sq. ft. of storage). The PWS does not provide for a joint inventory and condition baseline.

36. Please clarify whether routine equipment replacement due to normal wear and tear is expected to be included in the recurring custodial price.

The Contractor is responsible for the maintenance and replacement of its own Contractor-furnished equipment. The Contractor is not responsible for the replacement of Government-furnished property due to normal wear and tear.

37. Please confirm that custodial services will be evaluated on a price reasonableness basis only, with no cost realism evaluation, in accordance with Section M.

There is no Section M in this solicitation. The evaluation factors are detailed in the "Evaluation Factors for Award" section of the solicitation. The Government will conduct its evaluation in accordance with the stated factors and all applicable procurement regulations.

38. Please confirm that pricing for the FAR 52.217-8 extension period should be based on the final option year monthly rate, without escalation or repricing.

In accordance with FAR 52.217-8, Option to Extend Services identified in the solicitation, the clause states “The Government may require continued performance of any services within the limits and at the rates specified in the contract. These rates may be adjusted only as a result of revisions to prevailing labor rates provided by the Secretary of Labor. The option provision may be exercised more than once, but the total extension of performance hereunder shall not exceed 6 months. The Contracting Officer may exercise the option by written notice to the Contractor within any timeframe prior to expiration of the contract performance period.”

39. Please clarify if the Government will count a Proposal Cover and Table of Contents against the 15 page Technical Volume.

Yes, all pages, including any cover pages or table of contents, are included in the 15-page limit for the Technical Capability proposal.

40. Please clarify if the Government wants the Reps and Certs completed and returned or if it requires a statement that the Offeror's SAM profile is current and accurate. If the Government wants the Reps and Certs returned or a statement, shall this goes in the Volume I?

Representations and Certifications will be retrieved electronically from SAM. If there are changes by the offeror applicable to this solicitation only, they maty be submitted in Volume I.

41. Regarding paragraph 1.2.1: “Store Operational Hours/Contractor Working Schedule.

During the hours indicated below, the Contractor shall have personnel available to perform the work described in SECTION 4. The Contractor shall perform all of the work described in SECTION C-4 for night custodial operations during the “windows of opportunity” indicated as follows.”

Is the contractor required to have a custodian on site during all Commissary Hours?

(11hours per day except Sunday, 9 hours). Which activities (if any) may be performed during the day, and which activities must be performed at night?

Per PWS Section 1.2.1, all custodial work is to be performed during the "Night Custodial" window of opportunity specified in the table. No personnel are required during "Commissary Hours." PWS Section 4.6.2.2 notes an exception that certain tasks may be performed during daylight hours only if mutually agreed upon in advance by the Store Director and the Contractor and provided it does not interfere with commissary operations or add to contract cost.

42. Does the Project Manager or alternate need to be present during the night shift?

Yes. PWS Section 1.3.2.2 requires that the Project Manager or designated alternate "shall be in the commissary during all when Contractor-provided services are being performed."

43. Do you have a set number of personnel / labor hours that are requested to perform custodial services both at the "Commissary Hours" and "Night Custodial" shifts?

No. This is a performance-based contract. The Government does not mandate specific staffing levels or labor hours.

44. Do you require personnel during the day ("Commissary Hours"), or only during the "Night Custodial" shift?

Please see the response to Question 41.

45. Are the 12 days established for HOLIDAYS set in stone? Are we able to modify the # of HOLIDAYS to our company policy?

Please see the response to Question 33. The three Government holidays on which the commissary is closed are set days.

46. Does the Performance Work Statement include Pressure Washing of the exterior entrance? I did not see this in the PWS documents.

No. The PWS does not require pressure washing of the building's exterior. The scope of work is limited to the custodial tasks defined within the PWS.

47. Are the Deli, Butcher and Back of House areas included in the PWS? The documents on the PWS do not seem to reference these areas. Only the Commissary areas and offices.

Please see the response to Question 29. These areas are explicitly excluded in PWS Section 4.6.1.

48. Topic: Direct and Indirect Labor Summary Reference: Cell B18 and B19 of the Direct and Indirect Labor Summary Question: The Direct and Indirect Labor Summary states that the Indirect Labor Requirements “Must match total indirect hours shown on FMP-9D Documents”. Can the government provide the FMP-9D Documents?

An Amended Direct and Indirect Labor Summary will be issued to remove the unnecessary language.

49. Topic: Janitor Wage Reference: Wage Determination and Cost Breakout Question: Does Executive Order 14026 apply, which mandates $17.75 per hour as a minimum wage for federal contractors? The Wage Determination provided with the RFP does not reflect this EO; however, the government-supplied Cost Breakout shows $17.75 pre-loaded.

The rates and percentages shown in the pricing schedule are for illustrative purposes only. The Contractor is solely responsible for proposing rates that comply with all applicable Wage Determination and/or any federal and local laws and regulations, if the minimum rates differ from the Wage Determination.

50. Topic: Outside Areas

Reference: PWS Section 4.6.1 Question: Are outside areas excluded from this PWS and contract?

The PWS is for interior custodial services. The scope does not include exterior grounds maintenance, snow removal, or exterior building washing. The work is limited to the tasks defined in Section 4 of the PWS, which includes cleaning of entry/exit glass and servicing of nearby trash receptacles.

51. Topic: Page Count

Reference: Technical Information Question: Does the 15-page limit for the technical information volume include Cover Pages, Cover Letters, Table of Contents, and Compliance Matrix?

Please see the response to Question 39. Yes, these items count toward the 15-page limit.