Revised QA for Janitorial Services -the Hague 19-NL-8020-Q-0002.docx
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- Solicitation number
- 19-NL-8020-Q-0002-Questions-Answers
- Issued by
-
Department of State US Embassy The Hague
About this file
This document contains questions and answers regarding a solicitation for janitorial services at the U.S. Embassy in The Hague, Netherlands. The solicitation seeks a contractor to provide janitorial services for an initial base period of twelve months, with four additional one-year option periods. Services include cleaning offices, cubicles, kitchenettes, cafeterias, and emptying approximately 140-150 trash cans across multiple floors. Bidders must demonstrate the ability to provide necessary personnel, equipment, and financial resources to perform the work. Pricing terms require periodic or monthly invoice submissions for services rendered. The document extends the response deadline to June 9, 2020 and clarifies that current COVID-19 measures do not need to be included in pricing, but may be added under a separate order if necessary. Subcontracting is allowed, and the incumbent contractor's personnel do not need to be retained.
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Janitorial Services U.S. Embassy The Hague 19-NL-8020-Q-0002
| Nr. |
| Question & Answers |
| 1. |
| In the cover letter is mentioned that the TECHNICAL PROPOSAL QUALIFICATION should be written on plain paper and not company letter head. Does this mean that the qualification should be completely anonymous (no mention of company names at all)? |
ANSWER: The technical proposal must not be anonymous. The company name must be identifiable. The statement on the cover letter regarding "plain paper and not company letter head" was an error. Please disregard.
| 2. |
| Should we take the current Covid19 measures into the quotation be based on a standard (no crisis) situation? Our recommendation is to account in our quotation, or should base the qualification on a standard situation, so we can offer you a fitting service for the long term. |
ANSWER: No, do not include the current Covid19 measures into your quotation. A separate order will be placed if this becomes necessary. The Scope of Work in Section 1. of the solicitation does not mention any requirement regarding Covid 19.
| 3. |
| The solicitation states: Evidence that the offeror/quoter can provide the necessary personnel, equipment, and financial resources needed to perform the work. Can you specify what kind of evidence you wish to receive? |
ANSWER: Please refer to SECTION 3 – SOLICITATION PROVISIONS, A2 (4) in the solicitation. Documentary statements demonstrating the offeror’s claim of being able to fulfill this requirement including any financial statements, number of assigned workers for this assignment, types of equipment that will be used, etc. Refer also to 5.0. MATERIALS AND EQUIPMENT.
| 4. |
| Are you willing to delay the deadline to submit our quotation to the 9th of June (a one week extension)? This in light of the upcoming Dutch holidays (Ascension Day and Pentecost). |
ANSWER: The Contracting Officer has extended the submission due date to June 9, 2020 at 12noon. SF30 extending the submission deadline has been emailed to prospective offerors and published on beta.sam.gov.
| 5. |
| In practice it often turns out that the answers from the 1st round of questions still raise questions, are you willing to insert a 2nd question round with the deadline e.g. May 26, 2020 at 5pm. |
ANSWER: The Contracting Officer has extended the submission due date to June 9th, 2020 at 12noon. SF30 extending the submission deadline has been emailed to prospective offerors and published on beta.sam.gov.
| Nr. |
| Question & Answers |
| 6. |
| The quotation should contain a list of clients over the past five (5) years, demonstrating prior experience with relevant past performance information and references. How many clients do you wish to see on the list? |
ANSWER: There is no set requirement on the minimum or maximum number of clients to provide. The Government’s intent is to review and perform reference checks on the offeror's past performance history. Please refer to Section 3, paragraph A2 #3.
| 7. |
| What is your protocol regarding Covid-19 and should we include the optional additional work in our offer or mention this separately? We can off course imagine that this would be temporary as the Covid-19 is still active; |
ANSWER: Please see the answer to Question 2.
| 8. |
| Which dispensers are there or do we have to supply these? This with regard to the fillings and the costs; |
ANSWER: The Embassy has towel, soap and toilet paper dispensers in the rest rooms and kitchenettes. Vendors are to provide all materials to fill the dispensers. Please refer to Scope of work 1, paragraph 1.3.1.5.
| 9. |
| Are there parking spaces available for our colleagues and is there a registration process; |
ANSWER: Parking spaces are available under normal situations at no costs. However, there are security protocols for staff entering Embassy grounds.
| 10. |
| How many trash cans are there that we need to empty; |
ANSWER: Every office, every cubical, every kitchenette, the cafeteria and about 4 general trashcans are on each floor. The estimated total at 140-150 trash cans.
**This is an approximate answer on the number of trash cans and does not change the requirements of the solicitation***
| 11. |
| Can we work with (permanent) subcontractors for the specialist work? |
ANSWER: Yes, please refer to clause 652.242-73 3 (b)
| 12. |
| Is there a washing machine available; for example, washing the shower curtains or do we have to organize this ourselves? |
ANSWER: Yes, there is a shared washing machine and a dryer available on the embassy grounds. This can be used anytime.
| Nr. |
| Question & Answers |
| 13. |
| Should the machines we use remain on the premises? How large is the work closet/storage space where we can store cleaning supplies; |
ANSWER: It would be best to store the machines on the premises, which would make it easier for you. There are several storage cabinets for monthly supplies.
Please refer to 5.2.2 Material & Equipment of the solicitation.
| 14. |
| We monitor our quality digitally with a tablet. Does this tablet have to "stay inside" for safety reasons or is it possible that our quality manager takes this with him at the inspections? |
ANSWER: The tablet can be taken in and out of the premises as long as it is registered with the security office and is not used to take photographs. The tablet is subject to review by the RSO at any time and the contractor shall have to follow all security requirements of the Embassy.
| 15. |
| Do we have a safe where our valuables (from us and our staff) can be left behind on the Embassy? |
ANSWER: We do not have lockers at the chancery. Therefore, the contract does not provide a safe for valuables.
| 16. |
| What does the inventory contain (which government property) and with what frequency should it be carried out? (page 24 6.3); |
ANSWER: Please reference ATTACHMENT 1 description/specifications/performance work statement "government furnished property."
All inventories are required at the beginning of the contract and each option year and a final inventory at contract close-out.
| 17. |
| What is the term of payment; |
ANSWER: Please refer to Clause 652.232-70 Payment Schedule and invoice submission (fixed price) (Aug 1999) (a). Invoices will only be processed for performed services. Ideally, the contractor may submit invoices periodically and at a minimum on monthly basis.
| 18. |
| Should we (in view of the Dutch law-CAO) take over personnel from the current contractor? |
ANSWER: Please refer to Section 1, paragraph 8.2 within the solicitation. The contractor has to be incompliance with all local labor laws and regulations.
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