Contractor Questions Government Responses.pdf

Questions/Responses Solicitation 36C78626Q50080

Janitorial Services-Riverside National Cemetery

1. Question: Is this a new requirement, or is it a follow-on to an existing contract?

Response: Riverside National Cemetery currently has a contractor providing the services.

2. Question: The name of the current or most recent incumbent contractor, the current or most recent contract number, and total contract price for base and options?

Response: The current contractor is Severson Group, LLC, Contract 36C78621D0054, Total Contract Value $1,456,232.00.

3. Question: Based on site traffic observed, can the Government provide: average daily funeral services, estimated average daily visitor count, and peak season adjustment (Memorial Day, Veterans Days)?

Response: The cemetery averages 30 to 40 burials a day (approximately 150 burials a week). For major Federal holidays, such as Memorial Day, Veterans Day, and Christmas Day, visitation typically ranges between 300 and 700 visitors.

4. Question: For the Old Staging Area restroom (24-hour facility), is re-servicing required more than once per day due to overnight usage?

Response: Yes. According to the Task Frequencies & Standards Table, public restrooms must be cleaned three times per day plus as needed, including weekends and holidays.

The Old Staging Area restroom (Building 1501) specifically remains open 24 hours a day.

◦ PWS Reference: 5.7 Restrooms and 5.12.8 Task Frequencies & Standards Table.

5. Question: The PWS requires: Administration restrooms completed by 8:00 AM and public restrooms completed by 9:00 AM. During peak service days, does the Government anticipate simultaneous servicing of multiple restroom clusters to meet this deadline?

Response: Yes. The contractor is responsible for always maintaining an adequate workforce to ensure the uninterrupted performance of all tasks, including meeting the specific completion deadlines of 8:00 AM for administrative restrooms and 9:00 AM for public restrooms.

◦ PWS Reference: 1.9 Hours of Operation and 5.1.1 Performance Requirements - General.

6. Question: Are contractors permitted to stage multiple technicians in different restroom clusters concurrently to meet the 9:00 AM deadline?

Response: Yes. The Government does not exercise supervision or control over the contractor's service providers; the contractor is solely accountable for managing their staff and methods to meet the PWS performance standards and deadlines.

7. Questions: On Saturdays and Sundays, public restrooms must be cleaned by 11:00 AM and maintained through 2:00 PM. Is continuous monitoring expected during high-visitation windows, or is a single full cleaning cycle acceptable?

Response: The contractor is required to continue maintenance and servicing of those restrooms from 10:00 AM through 2:00 PM on weekends. Additionally, the standards require public restrooms to be cleaned three times per day plus as needed to remain sanitary and fully stocked.

◦ PWS Reference: 5.7 Restrooms.

8. Questions: Breakrooms & Administrative Areas: Phase 4 and Phase 5 both include breakrooms. Are breakrooms required to be: Cleaned daily? Deep cleaned weekly.

Appliances cleaned inside monthly. Are there any restrictions on cleaning breakrooms during working hours?

Response:

• Daily: Wipe down and disinfect all counters, tables, and sinks; sweep and mop floors;

empty trash.

• Weekly: Spot clean appliance interiors.

• Monthly: Deep clean appliance interiors.

• Restrictions: Cleaning for the Administration Employee Lounge must begin at 7:00 AM.

While there are no other specific hourly restrictions listed, work must be scheduled so it does not interfere with funeral services or public visitation.

◦ PWS Reference: 5 Performance Requirements - General and 2.10 Breakrooms and Kitchenettes.

9. Question: Can the Government confirm the type of dispensers installed: Hardwood paper towel vs. multifold? Jumbo roll vs. standard toilet tissue? Bulk soap vs. cartridge soap?

Response: Cemetery has both types of jumbo roll for paper towel dispensers and multifold paper towels. Cartridge soap.

◦ PWS Reference: 4.2 Janitorial Supplies and consumables.

10. Questions: Are there Government-preferred brands for consumables, or is contractor-supplied equivalent acceptable?

Response: Contractor-supplied equivalents are acceptable provided they meet Green Seal, EPA Safer Choice, or equivalent environmentally friendly standards.

◦ PWS Reference: 1.16.3 Use of Environmentally Preferable Products and Janitorial Supplies and consumables.

11. Question: Can Government confirm the frequency of buffing is correct?

Response: The PWS specifies two different frequencies depending on the area:

• Restroom floors must be buffed weekly.

• Other hard-surface floors (strip, seal, wax, and buff) are to be maintained quarterly.

◦ PWS Reference: 5.2 FLOOR, 5.7 Restrooms, and 5.12.8 Task Frequencies & Standards Table.

12. Question: Are there any areas requiring specialty floor finish (e.g., high-gloss ceremonial spaces)?

Response: The PWS requires all hard-surface floors to maintain a "polished appearance" and an "even gloss," but it does not specify a particular specialty brand or "ceremonial" finish.

◦ PWS Reference: 5.2 Floor and 7.1 Attachment 1/Technical Exhibit 1.

13. Question: Total carpeted square footage requiring quarterly extraction?

Response: The total gross square footage (GSF) for all buildings is provided in Attachment 3 (Facility Data Table), but the PWS does not provide a specific breakdown of carpeted versus non-carpeted square footage.

◦ PWS Reference: 7.3 Attachment 3/Technical Exhibit 3 - Facility Data Table.

14. Question: Total square footage of VCT requiring quarterly strip/wax?

Response: Similar to the carpeted areas, the specific square footage for VCT is not detailed separately from the total building GSF listed in Attachment 3.

◦ PWS Reference: 7.3 Attachment 3/Technical Exhibit 3- Facility Data Table.

15. Question: Whether maintenance bay floors are included in quarterly treatment?

Response: Yes. The Maintenance Bay Building (Building 3003) is listed as an area of performance. The PWS requires all hard-surface floors to be stripped, sealed, waxed, and buffed quarterly.

◦ PWS Reference: 1.11 Areas of Performance, 5.2 Floor, and 7.1 Attachment 3/Technical Exhibit 3- Facility Data Table.

16. Question: How often are windows expected to be cleaned?

Response: Interior window and door glass require a daily spot clean. Interior and exterior surfaces of all windows and glass doors must be cleaned as necessary to maintain appearance.

◦ PWS Reference: 5.5 Windows and Glass Doors; 5.12.8 Task Frequencies & Standards Table.

17. Question: What is the maximum height requirement for window Cleaning?

Response: The PWS does not specify a maximum height in feet but requires the contractor to provide step ladders or dusting extenders for high dusting.

◦ PWS Reference: 4.4 Cleaning Equipment.

18. Question: Is evening house or after-house cleaning permitted in the main office?

Response: Yes, within the 7:00 AM – 10:00 PM window. However, the Administration Lobby must begin at 7:00 AM, and administrative restrooms/information booths must be finished by 8:00 AM.

◦ PWS Reference: 1.9 Hours of Operation; 5 Performance Requirements - General.

19. Question: During the site visit, Phase 4 and Phase 5 appeared to have limited public access during late afternoon hours. May the bulk of cleaning in: Phase 4 offices and locker rooms. Phase 5 offices, locker rooms, classroom, and garage be performed during late afternoon or early evening to minimize daytime operational interference?

Response: Yes, starting at 4:30pm so as not to interfere with cemetery operations.

◦ PWS Reference: 1.4 Scope; 1.9 Hours of Operation; 1.14 Physical Security.

20. Question: Has there been any expansion in scope from the prior contract to this solicitation, including: Additional locker rooms? Increased weekend requirements?

Expanded maintenance yard cleaning? Increased restroom frequency?

Response: No.

21. Question: Can the Government confirm the total cleanable square footage per building, as referenced in Attachment 3 (Facility Data Table)?

Response: Yes, it can be confirmed for the Total Gross Square Footage (GSF) for each building is detailed in the facility data table.

◦ PWS Reference: 7.3 Attachment 3/Technical Exhibit 3- Facility Data Table.

22. Question: Can the Government clarify the required cleaning frequency by task and by facility (daily, weekly, monthly, etc.)?

Response: Cleaning frequencies (daily, weekly, monthly, quarterly, and annually) are detailed for all tasks and buildings.

◦ PWS Reference: 5 Performance Requirements; 5.12.8 Task Frequencies & Standards Table.

23. Question: Are restroom and breakroom consumables (paper products, soap, liners, sanitizers) to be provided by the Contractor or Government?

Response: The contractor is responsible for furnishing all janitorial supplies and consumables.

◦ PWS Reference: 1.3 Janitorial Supplies and consumables.

24. Question: Does the exterior scope include pressure washing, gum removal, graffiti removal, or only litter/debris removal?

Response: The scope includes pressure washing with degreaser chemicals for parking lots and hosing off entrance areas as required.

◦ PWS Reference: 5.12.6 Parking Lots and Sidewalks; 5.12.7 Entrance Area.

25. Question: Is contractor presence required continuously during the full operating window (7:00 AM–10:00 PM weekdays), or may cleaning be scheduled strategically within that timeframe?

Response: The contractor must maintain an adequate workforce for uninterrupted performance during operating hours but may schedule work strategically to avoid disrupting ceremonies.

◦ PWS Reference: 1.9 Hours of Operation; 1.4 Scope.

26. Question: What level of background screening is required for contractor personnel (e.g., standard check, fingerprinting, federal clearance)?

Response: The contractor needs to ensure their staff completes standard background checks for new employees.

◦ PWS Reference:1.16.6 Security Requirements.

27. Question: Will the Government provide secure on-site storage space for janitorial equipment and supplies?

Response: Yes, the Government will provide a storage room for supplies and equipment.

◦ PWS Reference: 3 Government Furnished Items and Services - Facilities.

28. Question: Are there any recurring deep-cleaning requirements such as carpet extraction, floor stripping/waxing, or exterior window cleaning? If so, at what frequency?

Response: Yes, including quarterly floor stripping/waxing, quarterly carpet extraction, and annual deep cleaning of specified buildings.

◦ PWS Reference: 5.2 Floor; 5.4 Carpets and Rugs; 5.12.8 Task Frequencies & Standards Table.

29. Question: Can the Government provide the current contract value and staffing levels for the incumbent contractor?

Response: The current contract value has been answered above. The Government does not have any supervision or responsibility for contractor’s employees.

30. Question: Are there specific performance deduction thresholds under the QASP that would impact payment adjustments?

Response: No, contractor performance will be evaluated in CPARS.

31. Question: What is the current monthly charge of the current contractor?

Response: The current contract is an Indefinite Delivery Indefinite Quantity Contract and Contracting issues task orders based on Riverside National Cemetery needs.

32. Question: What is the term of the current contract?

Response: The current contract (36C78621D0054) was awarded for a base year and four option periods. The expiration date is March 31, 2026.

33. Question: Is there additional locations or scope of work added from the previous contract?

Response: No additional locations or scope of work added.

34. Question: Can the Memorial Honor Detail Office, RNC phase 4, and RNC phase 5 maintenance compounds be cleaned during the daytime hours or must they be cleaned after regular business hours (evening)?

Response: Please see questions 18/19 above.

35. Question: What are the normal office hours for the administrative building?

Response: Cemetery normal working hours are Monday to Friday from 8:00am to 4:30pm.

36. Question: What are the normal working hours for the maintenance compounds and Memorial Honor Detail Office?

Response: Cemetery normal working hours are Monday to Friday from 8:00am to 4:30pm.

37. Question: What is the breakdown of hard flooring versus carpeting throughout the facilities? Additionally, what types of hard flooring are present (e.g., concrete, VCT, ceramic tile, etc.)?

Response: See questions 13,14,21 above.

38. Question: What is the number, size, and fabric type of drapery that requires annual cleaning?

Response: No drapes on site.

39. Question: What is the height of the high windows located in the lobby of the Administration Building?

Response: See question # 16 above.

40. Question: How many janitorial employees are currently staffed throughout the day under the existing contract?

Response: The Government is not responsible for contractors’ employees. The contractor must have the necessary staff to meet all the requirements in the PWS. The current contractor has three shifts and one janitor per shift.