Questions and Answers.pdf

Solicitation #:36C78626Q50193 – Janitorial Services at Nashville National Cemetery Questions and Answers

1. Building Scope Confirmation We want to make sure we have correctly identified all buildings requiring janitorial services. We have attached a map with the buildings we believe are in scope highlighted. Could you confirm whether our understanding is accurate, or let us know if any corrections are needed?

Answer: The map is correct.

2. Attachment A - Statement of Work for Janitorial Services, Page 2 of 8, Section A.1, Item 6 (Disposable Air Fresheners, Daily) Could you clarify what is intended by "disposable air fresheners daily"? Specifically, whether this requires air fresheners to be replaced each service day, or whether the requirement is to maintain an adequate supply and replace them as needed.

Additionally, are there any specifications regarding type or brand, or is that at the contractor's discretion?

Answer: The requirement is to maintain an adequate supply and to replace as needed. No specifications regarding type or brand but the cemetery would prefer not to use the plug in air fresheners.

3. Attachment A - Statement of Work for Janitorial Services, Page 2 of 8, Section A.1, Item 11 (Designated Supply Storage Area) Could you provide a brief description of the designated storage area for contractor supplies, and whether it will be a secured space accessible only to the contractor?

Answer: There is a space in the public restroom that is secured and can only be accessed with a key, only cemetery administrative staff have access. There is also space in the lodge that is not secure but not accessible to the general public, where the current contractor stores most of their supplies.

4. We would like to know if this is a brand new contract OR if there is (was) an incumbent performing these services. If not brand new, could you please provide the current / previous contract number?

Answer: This is not a brand-new contract. The current contract number is 36C78625P50558

5. We are familiar with the site; is the visit mandatory?

Answer: No, the site visit is not mandatory.

6. Is the government requiring services for the entire 8.5 hours daily or only cleaning during that 8.5-hour window?

Answer: Only for the 8 hour window. Hours are 7:30am-4:00pm CST

Can I get the total square feet of the building in the scope?

Answer: See answer for question 10.

7. How many days per week do you want service?

Answer: Five days a week, Monday through Friday.

8. Will the Government issue site visit minutes, photos, sign-in sheet, or responses to questions after the site visit?

Answer: The Government will only post questions and answers via amendment.

9. Can the Government provide the approximate square footage of the Historic Lodge/Admin Building, including the basement, first floor, second floor, porch, public restrooms, and employee restrooms?

Answer: 1st Floor, approx. 1350 sq ft. 2nd floor approx. 1150 sq ft. Basement, approx.

1000 sq ft. Public Restroom, men’s and women’s restrooms are approximately 221 sq ft.

10. Please confirm the expected monthly cleaning inventory/material requirements, including whether the contractor must provide the following:

Toilet tissue Paper towels

Hand soap Trash liners Disinfectant chemicals Floor cleaner Glass cleaner Wood-safe cleaning products Mop heads, microfiber cloths, and other janitorial consumable

Answer: It is the responsibility of the contractor to determine monthly cleaning inventory/material requirement. The government does not keep track of the current contractor inventory.

11. Are any cleaning materials, restroom supplies, paper products, or consumables Government-furnished?

Answer: No. The Contractor shall furnish all personnel, labor, supervision, transportation, equipment and supplies necessary to perform janitorial services at Nashville National Cemetery

12. Is onsite janitorial storage available for cleaning tools, equipment, chemicals, and monthly inventory materials?

Answer: Yes, all supplies and equipment shall be kept in an organized manner in a designated area within the NNC (Nashville National Cemetery) building.

13. How many onsite janitorial personnel are currently being used by the incumbent or previous contractor to perform the daily cleaning requirement?

Answer: The current incumbent is only using one personnel staff. However, it is the responsibility of the contractor to determine the number of personnel required in accordance with the Statement of Work.

14. What is the current daily onsite labor coverage or estimated cleaning hours used for the existing service?

Answer: Services shall be rendered daily, Monday through Friday, from 7:30am to 4:00pm local time. Hours are based on how long it takes the contractor to complete daily tasks.

15. What are the authorized cleaning hours for routine daily services?

Answer: Monday through Friday, 7:30am to 4:00pm CST

16. Are background checks, badges, keys, escorts, or other access requirements applicable for janitorial personnel?

Answer: The offeror should perform backgrounds checks on the staff they plan to hire to work at the Cemetery. The cemetery will provide key to janitorial closet in public Rest Room.

17. Are any specific cleaning chemicals prohibited or restricted due to the historic nature of the facility?

Answer: No, we do ask that wood floors be mopped with an appropriate wood-safe detergent

18. Is a named janitorial employee required at the time of quotation, or is a post-award staffing and mobilization plan acceptable?

Answer: Post award is acceptable.

19. Please confirm whether the required daily service from 7:30 AM to 4:00 PM requires one janitorial employee to remain continuously onsite for the full service window, or whether the contractor may complete the required daily cleaning tasks within that time window based on the scope of work.

Answer: Contractor completes the required daily cleaning tasks within the time window.

20. Please confirm whether the contractor is required to provide one dedicated onsite cleaner daily, or if staffing level is left to the contractor provided all SOW requirements are completed.

Answer: Staffing level is left to the contractor provided all SOW requirements are completed.

21. Please confirm whether a full-time onsite supervisor is required, or whether offsite supervision with periodic quality control inspections is acceptable.

Answer: It is the responsibility of the contractor to determine if a full-time onsite supervisor is required in accordance with the Statement of Work.

22. Please confirm the exact number of Federal holiday restroom-cleaning service days to be priced annually.

Answer: The following is a list of Federal holidays:

23. Please confirm whether the Family Restroom, identified as approximately 97 sq. ft., is fully excluded from the contractor’s scope of work.

Columbus Day/Indigenous People’s Day

Washington’s Birthday

Veterans Day Memorial Day

Thanksgiving Day Juneteenth

Christmas Day Independence Day

New Year’s Day Labor Day

Martin Luther King’s Birthday

Answer: The Family restroom is not included in this requirement.

24. Please confirm whether the contractor may use the Government-provided onsite dumpster for daily bagged waste disposal, or whether the contractor is required to remove trash from the cemetery grounds.

Answer: Contractor will be required to remove trash from the cemetery grounds.

25. Please confirm whether the Government has historical monthly usage data for contractor-furnished consumables, including toilet tissue, paper towels, hand soap, trash liners, and air fresheners.

Answer: Please refer to question 11 answer.

26. Please confirm whether generic commercial-grade consumables are acceptable, provided they are compatible with existing dispensers and approved by the COR.

Answer: Will be approved by the COR

27. Please confirm whether specific product types, chemical restrictions, or COR-approved wood-safe detergent criteria apply to the historic hardwood floors in the Historic Lodge.

Answer: Tiled and concrete floors shall be mopped with a bleach solution and wood floors mopped with an appropriate wood-safe detergent.

28. Please confirm whether bleach solution is required for all tile and concrete floors, and whether any concentration or product standard is required.

Answer: Tiled and concrete floors shall be mopped with a bleach solution and wood floors mopped with an appropriate wood-safe detergent.

29. Please confirm whether daily restroom checklists must be physically posted onsite, submitted to the COR daily, emailed, or retained by the contractor.

Answer: Daily Restroom checklists must be physically posted on site and completed by the contractor daily.

30. Please confirm the required corrective action response time for any cleaning deficiency identified by the COR.

Answer: Immediate corrective actions are required for any deficiency that is not completed to quality standards IAW SOW.

31. Please confirm whether photos are permitted for documenting semi-annual deep cleaning completion, considering National Cemetery photography restrictions.

Answer: NCA Directive 8500: Photography and video recording are prohibited at National Cemeteries. Requests for photography and videos will be evaluated for approval or disapproval by the Cemetery Director.

32. Please confirm the required access, key issuance, background check, badge, escort, or vetting process for contractor personnel, including the expected processing timeline after award.

Answer: A key to the public restroom storage closet will be issued and signed for by the contractor on the period of performance start date.

33. Please confirm whether contractor personnel will be permitted to store cleaning tools, equipment, chemicals, and consumables onsite for the full period of performance.

Answer: Please refer to question 3 answer.

34. Please confirm whether rug shampooing for Memorial Day and Veterans Day deep cleaning requires use of a specific COR-approved extraction device or whether a commercial-grade carpet extractor is acceptable.

Answer: COR approved

35. Please confirm whether the semi-annual Memorial Day and Veterans Day deep cleaning must be completed before the holiday/event date, after the event, or as scheduled by the COR.

Answer: As scheduled by the COR

36. Please confirm whether the Government can provide the current incumbent contractor name, current contract number, and previous contract award value for this requirement, if available and releasable.

Answer: The current incumbent is Hamhed LLC. You can request the dollar amount through a Freedom of Information Act (FOIA).

37. Please confirm whether the Government has an estimated budget range or

Independent Government Estimate for this requirement that may be disclosed to offerors, if available and releasable.

Answer: This information cannot be disclosed.

38. Please confirm whether any amendment will be issued to provide official responses to submitted RFIs and whether offerors must acknowledge such amendment with their quotation.

Answer: Yes, an amendment will be issued addressing all questions. Yes, the offerors must knowledge the amendment with quotation. If not, the offeror(s) would be considered non-responsive.