Q A_Amendment_to_JFK15RFP0023.pdf

Questions for Housekeeping Services RFP# JFK15RFP0023

1. Has the RFP for the John F. Kennedy Center custodial services been released on

FBO? Yes, Released Nov 7, 2014

2. Is there a current contract in place? Yes

3. If so, who is the current incumbent and what is the value of the contract?

The contract award notification was posted in 2009. This is public information and available at https://www.fbo.gov/

4. Is this a union affiliated contract? Yes, Refer to Section J

5. Can you please tell me who the incumbent is on the Housekeeping contract? Are they currently in the 8A program? The contract award notification was posted in

2009. This is public information and available at https://www.fbo.gov/

6. Are they eligible to bid as a prime on this new contract? Federal Acquisition Laws prohibits release

7. What is the current 12 month option period contract price? Federal Acquisition

Laws prohibits release

8. Do you need a 1.5 million square feet contract to bid on this opportunity? Refer to the RFP Section M

9. How about if you have a 1.2 million square feet project on one contract No and two others that have approx 1 million square feet? Refer to the RFP Section M

10. Is there a collective bargaining agreement for the housekeeping staff at the Kennedy

Center? Refer to Section J and this amendment includes copy of wage determinations.

11. Section L.6 dictates the following “Cost Proposal and Technical Proposal (limited to 25 pages).” Can the government please specify if this is 25 pages total, or 25 pages per each proposal? Noted change in the Section L, Proposal Content amended now to read 26 pages to include your firms “8a Certification letter” from the SBA placing you in the program.

12. Are floor plans available or room inventories available? Refer to Section J and this amendment includes copy

13. Who is the incumbent, and what is the current contract number they are working under? The contract award notification was posted in 2009. This is public information and available at https://www.fbo.gov/

14. What is the current contract price? Federal Acquisition Laws prohibits release https://www.fbo.gov/ https://www.fbo.gov/

15. Could you provide CBA-2014-7092 REV 09/24/2014? this amendment has attached copy of the wage determinations referenced in the RFPs’ Section J.

16. Is there a CBA in place with Local 32 BJ? this amendment has attached copy of the

CBA wage determination referenced in the RFPs’ Section J.

17. What is the current monthly invoice amount for standard services? Federal

Acquisition Laws prohibits release

18. As a result, why are resumes of management staff being requested? Refer to

Section M, reads “as necessary to fully communicate” your firm’s staffing qualifications such as the key personnel.

19. Will the contract be awarded to a Prime that does not have experience in a facility of this size and complexity? Refer to Section M

20. Who will be on the evaluation comittee? Federal Acquisition Laws prohibits release

21. Were these individuals on the evaluation committee when the contract was awarded in 2009? Federal Acquisition Laws prohibits release

22. What would be the breakdown of square footage and fixtures per bathroom for public restrooms, KC Café Restrooms, Theatre Restrooms, and Other Restrooms?

this amendment has attached information to the RFP Section J.

23. What is the number of seats in each theatre? This information is publicly available and can find on http://www.kennedy-center.org/index.cfm

24. What is the square footage of each theatre?

Approximate:

Concert Hall 13,562 square feet (sq ft)

Opera House 17,735 sq ft

Eisenhower Theater 10,905 sq ft

Terrace Theater 6,400 sq ft

Hall of Nations 9225 sq ft

Hall of States 9225 sq ft

Grand Foyer 25,420 sq ft

North Gallery 7,700 sq ft

South Gallery 7,700 sq ft

Atrium 5,200

North Atrium 1260

South Atrium 1260

25. What is the breakdown of square footage for the entire JFK Center for the

Performing Arts by area types? For example, how much space is an admin area, http://www.kennedy-center.org/index.cfm entrance areas, hallways, Security Booths, Rehearsal Rooms, etc. this amendment has attached information to the RFP Section J.

26. What is the breakdown of carpet, tile, marble, etc.? This information is publicly available and can find on http://www.kennedy-center.org/index.cfm

27. Why was the Incumbent awarded the previous contract? Federal Acquisition Laws

28. Does the current incumbent utilize any subcontractors? If yes, for what services and what are their names? Federal Acquisition Laws prohibits release

29. Is there a Collective Bargaining Agreement in place? Yes

30. How many Pianos are currently being cleaned? 30

31. How much square footage are the granite entrances that require scrub cleaning?

This information is publicly available and can find on http://www.kennedy-center.org/index.cfm

32. What is the breakdown of number of windows and sizes that need to be serviced?

This information is publicly available and can find on http://www.kennedy-

33. What is the square footage of the perimeter that requires ice/snow removal?

Refer to the RFP’s SOW Section C

34. Does the current incumbent use shovels or gas powered/electric snow removal equipment? This answer is left up to the individual offeror to provide their technical solution for this service.

35. Does the Technical Proposal include Evaluation Factors 1-4? Yes, Refer to the RFP

Section L and M

36. Does the page restriction include tabs, table of contents, and employee resumes?

Does not include tabs, toc, labels, SF 33- Refer to the amendment to Section L.6

37. Will the bid be awarded to the lowest price, technically acceptable proposal? Refer to the RFP Section M

38. Who is the SBA representative from the 8(a) program assigned to this contract? NA

39. Will the contractor be required for replacing old mats? NO

40. If so what are the sizes of current mats and the quantities? NA http://www.kennedy-center.org/index.cfm

41. Can you provide the current CBA? If there is no CBA, can you provide the applicable Davis Bacon Wage for this contract? Service Solicitation, Refer Section J

42. Can you provide a drawing of the Kennedy Center showing all of the areas that will require cleaning (including the admin areas, theater dressing rooms, etc.)? Can the drawings be to scale and tell us what printing size of paper we need to have in order to get the correct measurements? Refer to amendment to the RFP Section J

43. Can you describe the limitations of work areas of the marble outside requiring cleaning both during snow events as well as surface cleaning (the curb at the marble drive up area or near the street)?Refer to Section C of the RFP SOW, C.10.C

44. What is the square footage (sf) of carpet around the theaters, i.e., not including the grand ballroom, what is the square footage amount of carpet from the stairs at the ballroom up to the theater area and on each balcony level? Refer back to answer to question 24.

45. Can you provide the total number and size of the general offices located on each floor behind the theaters? No

46. How many executive offices are in the JFK Center? Refer to Section C SOW 10B

47. What type of floor covering is in these offices and what is the square footage for each type? Provide detailed floor plan, offerors get what want carpet, tile, office count, square footage, etc. Carpet

48. What is the total square footage of terrazzo flooring in each of the parking areas, i.e., around the escalators, foyer to the garage and bathrooms? NA

49. Which areas have wood-paneled walls and what is the amount of square footage for these areas? NA

50. Which theaters will require floor cleaning after each show? Refer to SOW

51. Are the ceiling lights in each theater part of the periodic cleaning? If so, what is the ceiling height for each theater that has this cleaning requirement?

Answer: Provided detailed floor plan, offerors get what want carpet, tile, office count, square footage, etc. Refer to Section C.10 K

52. Since cleaning the flags is a requirement, is the Kennedy Center responsible for taking them down or do we clean them as stated in the Scope while they are hanging? Up to the individual offeror to determine their technical solution for performing on this service requirement.

53. During the site visit, we noticed some Vinyl Composition Tile (VCT) in the admin areas. What is the square footage amount of VCT flooring (non-terrazzo and non-marble) that will require cleaning? NA

54. Except for the theaters, are there other areas that have wood flooring. YES

55. Is the wood flooring beneath the seats in the theater the only area that requires cleaning? NO

56. What is the square footage amount of theater wood flooring that will require cleaning? Refer to Answer on Question 24

57. When do we have to clean the fabric chairs in the theater other than spot cleaning when needed?

58. How many musician lounges are present and what is the square footage of each? NA

59. How many restrooms are in the admin area? What is the type of flooring and square footage for each? Refer to amendment to RFP Section J

60. How many restrooms are in the executive office area? What is the type of flooring and square footage for each? Refer to amendment to RFP Section J

61. Are we required to clean the eggshell light fixture chrome framing (see ticket booth area of Hall of Nations)? NA

62. Can you provide a description of the existing hand sanitizer, i.e., size, manufacturer, etc.? NA

63. Page C-14, Floor Mats and Runners, the first sentence states: “Whenever feasible, install floor mats . . .” Are we required to provide floor mats? Is so can you provide more information on the mats in order that we may provide the correct mat

(i.e., color, thickness, manufacturer, etc.)? Contractor not required to provide floor mats.

64. Page C-15, under “Not less than quarterly and . . . (2) Inside ventilation system register . . .” are you stating that we must remove each grille (on the floors and ceilings) and clean the backside of the grille? Are there locations where grilles are delicate (meaning that if you remove them they may damage the existing wallboard or flooring? NO

65. When removing the grilles, registers, etc., are we responsible for unintended damage to the surrounding surfaces? NA

66. On page C-15, C. at the bottom of page, what is meant by "Clean to first membrane"? Typically references to membrane means a section or a joint

67. On page C-16, D (2), what is the square footage amount of resilient flooring that will require cleaning at the stage door entrances to the Concert Hall, Opera House and

Eisenhower Theater? Refer to amendment to RFP Section J

68. On page C-19, G, what are the locations of the telephone booths that will require cleaning? All located in the building’s open to the public areas

69. On page C-20, K: where it speaks of “straightening of chairs”, where are these chairs? Please clarify paragraph at the bottom of page, i.e., “the contractor shall provide for evening cleaning . . . seven (7) days a week.” In addition, can you provide a site diagram for what is considered the lounge kitchen? NO, Millennium

Stage in Grand Foyer

70. On page C-26 M: How many dressing rooms, wardrobe rooms, etc. are in all theaters and levels? What is the square footage amount of resilient tile that has to be stripped and waxed after each show? Refer to amendment to RFP Section J

71. On page C-27: Can you provide the square footage of each Concert Hall Practice

Room? Refer to amendment to RFP Section J

72. On page C-27 - Halls and Corridors: Where are the halls and corridors you reference for the tasks required in this section and what is the square footage for each? Throughout the 1.5 million sq ft building

73. On page C-30 W: For the work described in this section, is the cost on Schedule B.1

Price/Cost Schedule (under Base Period (TAS) an hourly rate fee per person? Please clarify and be specific. We see on page C-30 that there are many areas of potential call up of task. Can we give you a menu list of people at varying hourly rates to perform different tasks based upon what is provided? Refer to

Section B, labor categories and hourly rates

74. On page C-19, I. (2): Which months are considered seasonal for work on the picnic tables located on North Terrace? Weather dictates outside work

75. Where you reference clean wood walls and marble walls, do you require that the walls be cleaned from the ceiling to the floor or up to a specific height? If you have a specific height requirement, please advise what that is. Yes, Ceiling to Floor

76. How many individual shower stalls and curtains will require cleaning? Refer to amendment to RFP Section J

77. How many janitor closets are in the Kennedy Center, and where are they located? Please provide the square footage size of each janitor closet? Refer to amendment to RFP Section J

78. Section J – List of Attachments indicates that a Wage Determination and CBA apply to this contract. Please provide copies of the Wage Determination and if this is a union contract, copies of the CBA. Yes, amendment attaches SCA wages/CBA

79. Snow removal – Page C-16: 40 foot and 109 foot level “Ice and snow, when present:

Remove from around perimeter of building to wall of planter boxes and curb line.

Do not use chemicals. i.e. salt.” During the site visit, the COTR stated that the facilities department was responsible for snow removal and the housekeeping contract was responsible for snow removal maintenance. Please clarify the requirement. Are there any types of chemicals allowed for snow removal other than salt? Refer to Section C SOW

80. Is there a place on-site with access to necessary utilities for the Custodial Contractor to install a clothes washer and dryer? no

81. How many additional storage spaces are available to the Custodial Contractor other than the one storage room near Loading Dock 2 shown during the site visit are there and what are the sq. ft. of these additional storage spaces?

Answer with the size of the storage area government is furnishing. One additional loading dock same size as loading dock 2

82. Please define sq. ft.by floor surface type such as; carpet, terrazzo, wood, vinyl, ceramic, raised floor , rubber, concrete, etc. NA

83. Please define sq. ft. by area such as corridors, lobbies, theaters, restrooms, vending/concession/cafeteria, stairways, garage, exterior etc. Refer to amendment to RFP Section J

84. Please specify the types of coatings on the concrete, ceramic and terrazzo floor surfaces. NA

85. Please provide the current annual contract dollar value. Federal Acquisition Laws

86. If there has there been a change in the level and scope of the current contract, please provide details. Federal Acquisition Laws prohibits release

87. Is it the responsibility of the housekeeping contract for the removal and cleaning of the flags in the Hall of Nations and the Hall of States? If so, are there any special policies, procedures or restrictions for the handling and cleaning of the flags?

Individual offeror to determine their technical solution for this requirement.

88. What is the current number of staff? Federal Acquisition Laws prohibits release

89. Is there a bid or performance bond requirement? No

90. What types of sealer/finish are used on the restroom tiles and floors? Individual offeror to determine their technical solution for this requirement.

91. Can you provide an historical usage for consumables for the building (paper towels, toilet paper, seat liners, hand soap etc.) on a monthly or yearly basis? NO

92. Can you provide a square footage of the windows in the Grand Foyer, Hall of States, Hall of Nations. This information is publicly available on site http://www.kennedy-

93. Please provide the restroom fixture count. Refer to Section J amendment to this

RFP

94. Please specify the brand and types of restroom products (hand towels, toilet tissue, seat covers, hand soap) used throughout the facility. Offeror to provide technical solution.

95. Please provide facility floor plans with square footage including the garage and the exterior areas which are the responsibility of the custodial contractor. Refer to

Section J

96. Please clarify Section B- Supplies or Services and Price/Costs. Is the Monthly

Housekeeping Services Price to include during and after event/performance related costs or are these costs to be included in the Temporary Additional Services (TAS)

Price? States Monthly is the fixed price item that you base on your labor categories and hourly rates, TAS is the unpriced item for when necessary, additional services to be determined at the time of need.

If the TAS is to include the event/performance related costs should there be separate pricing for custodians, supervisors, crew leaders, managers? Complete all Section B

97. Are there OSHA approved tie off locations available on the roof for the window cleaning contractors to access the exterior high glass? NO

98. The RFP reads that there is a 25 page limit to the cost and technical proposals. Is this accurate, and if so is the total RFP response limited to 25 pages including supporting documentation (i.e. resumes, quality plan, etc.) If this is not accurate, please provide an accurate page limit. Section L “Content” Total reads 25, amended to 26 pages to include your firms 8a Certification letter from the SBA placing you in the program.

99. Please provide the historical data of the number of events/performances held at the

John F. Kennedy Center over the past twelve month period. NA

100. Page L-2, “a. Complete SF33…as a cover sheet in a separate binder.” Page

L-5, “b. Submit two separate proposals in one binder”. Please clarify if the Cost and the Technical are to be submitted in one binder in 2 separate sections with tab dividers, or each proposal should be bind separately in two separate binders?

Cost and the Technical are to be submitted in one binder in 2 separate sections with tab dividers stated in Section L6

101. Instead of a binder, can we use other binding method such as binding comb?

Your choice

102. Page L-5, “Cost proposal and Technical proposal (limited to 25 pages).

Please clarify if each proposal can have up to 25 pages (Cost: 25 pages; Technical 25 pages)? Or both proposal combined (Technical + Cost) can only have up to 25 pages? Section L “Content” Total reads 25, amended to 26 pages to include your firms 8a Certification letter from the SBA placing you in the program.

103. Will forms such as SF33, Section B: Price/Cost (total of 7 pages) count toward the 25 pages limit? No

104. Will appendices/exhibits, sample forms, brochures of our company, etc.

count toward the 25 pages limit? Yes

105. What is the current 12 month option period contract price? Federal

Acquisition Laws prohibits release

106. Do you need a 1.5 million square feet contract to bid on this opportunity? How about if you have a 1.2 million square feet project on one contract and two others that have approx 1 million square feet? Refer to Section M

107. Is it possible that a detailed breakdown of square footage for the 8 Theaters, 2 Restaurants, Administrative Office and Parking Structure facilities which need servicing be provided to us? Additionally, we are requesting that a supplemental breakdown defining the square footages of various floor types: V.C.T., Carpet, Concrete, Roppe Flooring, Marble, Terrazzo, etc., etc. be provided, per location?

Refer to Question 24 answer and RFP amendment to Section J

108. Section C-2 / Requirements / A. (3): See question number 110

109. Please provide a calendar of events for performances (dates and times) at the

Kennedy Center for all Theaters, Opera Houses and Halls. This information is important when constructing a Job Costs Analysis report (labor driven) for those facilities. Public access for that information is available on www.kennedy-center.org http://www.kennedy-center.org/ http://www.kennedy-center.org/

110. Reference page C -10, i.e., “assigns sufficient personnel to perform all duties.

Sub sections (1), (2), (3) and (4)?

111. Section C-5 / Statement “When feasible purchase disposal janitorial paper products and trash bags”. Does that include all consumable, Towels, Tissues, Etc...

112. If we are to include the cost of these items as part of our cost in section B.1

Price/Cost Schedule, please provide us with number of your employees and the historical consumption (usage) reports per building for all toilet goods such as toilet tissue, paper towels, toilet seat cover liners, hand soaps, hand lotions, hand sanitizers, deodorant screens/blocks, etc., etc.. Or how do you want us to price the items? Individual offeror to determine their technical solution for this work.

113. Pages C-12 thru C-29 – Frequency of Services/Tasks:

114. Throughout the pages listed above, the Contracting office prescribes specific frequencies to specific tasks, i.e., how often a service is to be performed as in daily, weekly, monthly, quarterly, semi-annually or annually. Continuing on and included within the statement of frequencies defined, it also states “or as needed as directed by the COTR”. How is the proposer to forecast the costs related to the tasks and frequencies defined when it also states “or as needed and directed by the

COTR”? The language “as needed” has the ability to change a frequency from daily to hourly, from weekly to daily, from monthly to weekly, from quarterly to monthly and so on – all of which said changes have a proportionate effect on labor scheduling and contract cost. Please elaborate in specific detail? Offeror to forecast their costs based on this RFP.

115. General Question:

116. Having provided a “forecasted” rate for the option years, will there be any allowances or open negotiations for pricing adjustments based upon increases of costs of: Labor, Taxes, Health Care Benefit Packages, Operating Expenses, Overhead Expenses, Costs for Toiletries, cost for employee parking which is now defined at $100.00 per month per car but subject to change at any time, etc., etc..

117. How many Chandeliers do you have per location? NA

118. How many housekeeping employees do you have supporting the full housekeeping scope of work, please list number of employees by Labor Category?

Federal Acquisition Laws prohibits release

119. Is the current scope of work the same as the RFP scope of work, or how is it different? Federal Acquisition Laws prohibits release

120. Could you consider extending the response due date? No

121. Are there both union and non-union employees working this contract? See

Section J, and wage determinations affecting this RFP are attached to this

Amendment

122. Are hourly rates fully loaded to include wage/taxes/insurance/overhead and fees? Refer to the RFP’s Section L.6 (e ) 1

123. How many full-time and part-time supervisors are currently in place?

124. Are Theater Crew Leaders union personnel? Refer to the RFP’s Section B page B-5-6, also find in Section J Wage Determinations

125. Is there currently an administrative assistant supporting this contract?

126. Does the contractor provide all chemicals and supplies, including all disposable janitorial paper products (e.g.: toilet tissue, hand towels, sanitary napkins) and plastic bags? Yes

127. Can you provide an estimate for dispensers and type (e.g.: toilet tissue, c-fold paper towel, roll paper towel, soap and sanitizer) No

128. What is the maximum height that lift equipment will need reach?

Amendment to SOW states 60 feet

129. Can you provide a current list of equipment? Refer to SOW

130. Are window cleaning services included in this contract? Refer to SOW

131. What criteria will be used for pre-determined rates for TAS? Refer to

Section B

132. Can you provide current wage determination? Listed in Section J, copy is attached to this Amendment

133. Can you provide a list of all vendors who attended the site visit? Yes attached to this amendment.

134. What is the current count of mats/runners and the size? NA

135. I do not see escalator cleaners on the equipment list, why? Refer to RFP

Section C SOW c.10.F, C.10.K, C.11

136. Can you provide the different floor types in the facility (e.g.: VCT, Terrazzo, Carpet, Marble)?

137. How many FTE/PTE does the contractor supply for the current contract?

138. How many contractors work during the day/night shift. Federal Acquisition

Laws prohibits release

139. Has services requested increased or decreased in this new solicitation?

140. Is cleaning the loading dock the responsibility of contractor?

141. Is cleaning of the underground parking the responsibility of the contractor?

Refer to SOW

142. Will parking be supplied for contractor work vehicles (i.e. Cleaning Van)?

Refer to the RFP Section H

143. Can a lift be used to clean the chandleers and high windows? If so is one on site or will it need to be provided by the contractor? Contractor to provide lift as stated in Section C SOW.