Q-A No. 2.docx

SOLICITATION 19SP5023R0003

JANITORIAL SERVICES FOR THE U.S. EMBASSY MADRID, SPAIN

QUESTIONS AND ANSWERS # 2

Question 1: How many people are right now with sick leave out of the list under Section I.6 – RIGHT OF FIRST REFULSAL of the solicitation?

Answer 1: All personnel that are subject to subrogation is listed under Section I.6 – RIGHT OF FIRST REFUSAL, and none of them are currently on sick leave.

Question 2: What has been the employees’ absenteeism in the workplace (%) in 2022?

Answer 2: The current contractor has informed that this is proprietary internal information that cannot not be disclosed. It is the responsibility of each offeror to make a reasonable estimation when preparing their offer.

Question 3: How many apartments and how many houses require services under Section C.2.3.1 Ready Full Cleaning and C.2.3.2 Get Ready Light Cleaning? Please confirm the average of service actions both full and light that have been rendered in 2022. Please confirm the geographical areas/ neighborhoods where are located both apartments and houses of the solicitation?

Answer 3: The number of GLQs that form part of the Embassy housing pool varies depending on the Embassy’s needs and circumstances. Part (b) of Sections B.5, B.6, B.7, B.8 and B.9 of the solicitation states the quantities that the Embassy has estimated for these services for the base period of the contract and each of the option years. Please refer to Section B.3(d) for the minimum and maximum amounts for these services.

Offerors should submit their price offer for services rendered under C.2.3.1 and C.2.3.2 based on the estimated quantities provided in the solicitation and not on the average of services performed in 2022.

The GLQs are located within Madrid city and western suburbs.

Question 4: What has been the average number of hours for cleaning services under both full and light services in 2022?

Answer 4: As stated in Answer 6 of the Q&A document of September 28, 2023 each Offeror should determine how many employees will deploy to provide these services. The number of employees deployed will determine the hours required to accomplish these services. The average number of hours incurred under the current contract to accomplish these services is irrelevant.

Question 5: How much is the cost of Worker’s Compensation and war-hazard Insurance (Defense Base Act)? Is this cost for every year?

Answer 5: Amendment no. 1 is being issued to change paragraph (d) of Section 4 to delete the sentence “For those Contractor employees assigned to this contract who are either United States citizens or hired in the United States or its possessions, the Contractor shall provide workers' compensation insurance in accordance with FAR 52.228-3”. As FAR Clause 52.228-3 requiring Defense Base Act insurance does not apply to this requirement, only FAR Clause 52.228-4 will apply, so each Offeror should factor all such applicable costs (such as Spanish Social Security System related costs) into their price proposals.

Question 6: Where are we supposed to include within the Base Years Prices any premium pay for services required on holydays and/or for overtime for TLA and GLQ?

Answer 6: Please see Section B.4(b) of the solicitation.

Question 7: What does it mean that The Government will withhold a full 2 % of each payment? I understand that we can deny so? Please clarify.

Answer 7: This refers to the “Zadroga Act”. Please see the note at the beginning of Section B, FAR 52.229-12 in Section I and FAR 52.229-11 in Section K.14 of the solicitation.

Question 8: Paragraph (d) of Exhibit C – Government Furnished Property says that the American Government will provide all tissue paper, paper towels, toilet liquid soup and trash plastic bags. However, Exhibit B – Contractor Furnished Materials includes (a) All-purpose cleaner and (n) Bathroom hand cleaner.

Answer 8: Hand soap is part of the Government Furnished Property as stated in Exhibit C. Amendment no. 1 to the solicitation will be issued to delete (n) Bathroom hand cleaner in Exhibit B – Contractor Furnished Materials.

All purpose cleaner is to be provided by the Contractor in accordance with Exhibit B – Contractor Furnished Material.

Question 9: Does the Contractor must supply, remove, and re-install all the dispensers for paper towels, toilet paper and soup? Who is the owner of all the dispensers? In case that the contractor would be responsible for replacing them, please inform how many of each type are there installed.

Answer 9: No, the contractor is not responsible for the supply, removal and re-installation of paper towels, toilet paper and soup dispensers. These are Government property, and the contractor is not responsible for its replacement except in those cases of property loss or damage covered by paragraph (c) of Section H.4 of the solicitation.

Question 10: Is the contractor responsible for cleaning the inside and outside of the skylight in the cafeteria patio?

Answer 10: No, the contractor is not responsible for the cleaning of the cafeteria patio skylight under this contract.

Question 11: Identity Cards. Are there any costs associated to the display of the identity cards display on the uniforms?

Answer 11: No, there are no costs associated with the requirement to display of the identity cards on the uniforms at all times.

Question 12: Section C.1.3.1 Definitions includes “EMR” as the official residence of the ambassador. Does the contractor need to perform any janitorial services at the EMR under this contract?

Answer 12: No, no janitorial services are to be rendered at the EMR under this contract.

Question 13: Section C.1.3.1 Definitions states that “DCR” meabs the official residence of the Deputy Chief of Mission. However, Sections C.2.1.2 and C.2.1.2.1 makes reference to “DCMR”. Is this the same property?

Answer 13: Yes, it is the same property. Amendment no. 1 will be issued to include “DCMR” in Section C.1.3.1 Definitions.

Question 14: What areas are to be cleaned in the DCR under the contract?

Answer 14: The only area to be serviced is the guard booth as described in Section C.2.1.2 and C.2.1.2.1.

Question 15: What is the height of the window glasses in the DCR guard booth?

Answer 15: 1.60 m approximately.

Question 16: What is the height of the window glasses in the Chancery building?

Answer 16: 2.20 m approximately.

Question 17: Part (b) of Sections B.5, B.6, B.7, B.8 and B.9 states that “The quantities for Items 3, 4, 5 and 6 are estimates only and are not guaranteed by this contract.”, but it does not make any reference to item 7. Please clarify.

Answer 17: Amendment no. 1 is being issued to include item 7 in Part (b) of Sections B.5, B.6, B.7, B.8 and B.9.

October 6, 2023