Janitorial Solicitation Q A.doc

QUESTIONS RECEIVED VIA EMAIL AND RAISED DURING THE PRE-PROPOSAL CONFERENCE AND SITE SURVEY HELD IN MILAN ON APRIL 8, 2011 Q:

Delivery of offers. Can they be delivered by means of a commercial carrier?

A:

Yes, as long as offers are delivered to Consulate Guards by April 18, 2011 – 5:30pm.

Q:

Does the Project Manager have a role in controlling minor Maintenance & Repair works to be performed at residential quarters?

A:

ConGen Maintenance Supervisor (Mr. Fabris) supervises the M&R works.

Instead Project Manager verifies the associated customer’s satisfaction.

Does the current contractor for cleaning services have a Project Manager?

A:

Yes.

Q:

Is Subcontracting allowed?

A:

The contractor is prohibited from providing cleaning and handy-man services through a subcontract.

Q:

Roles and responsibilities of cleaning and handymen staff.

A:

See section 3.1.1 of the solicitation package.

Q:

Why do we have minimum and maximum footage/sq. meters for calculation of additional cleaning services?

A:

The US Government residential quarters are not entitled to receive standard services (except for make-ready works upon arrival and departure of Diplomatic Personnel and small moves) therefore additional services cannot be quantified in advance.

Q:

How far from Consulate headquarters are residential units located?

A:

A max. of 3 km.

Are local moves involved? Are they considered services outside the Standard services package range?

A:

Contractor shall provide labor assistance for movements of small quantities of residential furniture, electrical appliances, etc. If services are rendered within the regular 8 hrs of daily work they are considered as Standard services.

Q:

Cleaning equipment provided by the US Government to include washer and dryer. What for?

A:

The US Government provides one washer and one dryer located inside Consulate quarters which can be used by cleaning personnel to wash dusters /floor cloths, etc.

Q:

How often residential quarters need to be under “make ready” works? And how many apartments?

A:

We have an average turnover of 5 to 10 diplomatic personnel per year.

Q:

Are consumables (i.e. paper towels, toilet paper, soap) provided by the US Government?

A:

Yes.

Q:

Do absent laborers (Annual Leave, Sick Leave) need to be replaced?

A:

Yes, they do.

Q:

Are there any “non wanted” personnel in terms of citizenship, country of origin, etc.?

A:

The Consulate Security Officer will decide on a case by case basis. Security background checks to be conducted to verify personal and police records of the worker in question.

Q:

Could we get the current employment scheme (livello di inquadramento) of workers of current cleaning contractor?

A:

Cleaning service employee 1 – level 2

Cleaning service employee 2 – level 2

Cleaning and moving service employee 1 – level 2

Handyman service employee – Level 3

Handyman service employee – Level 2

Project Manager – Level “quadro” (middle management staff) Q:

Does the Technical documentation package have a limited number of pages?

A:

No.

Q:

Can an ATI-Associazione Temporanea d’Impresa (Temporarily Association of Enterprises) be constituted after the award of contract?

A:

Yes, but the information related the future associated company have to be sent within the offer, BEFORE the award of contract.

Q:

Who is in charge of cleaning and washing the external windows glasses?

A:

It is a landlord’s responsibility.

Q:

Under the Price Proposal Section 1, Temporary Additional Services. The unit price is a firm-fixed-price per square meter with the estimated number of square meter per year at 463. These services are Standard Services but are required at times other than the normal workday. It is possible to indicate approximately how many times (frequencies) these services are required? For example, having 2 personnel clean 463 Square Meters at one frequency or having 1 person clean 100 Square Mt at 4 separate frequencies can affect the actual cost incurred by the contractor.

A:

Total size to be covered under the STANDARD cleaning and handyman services is 8,451 square meters through 6 people and the time frame specified on Section 3.1.1.

We estimated that the TEMPORARY ADDITIONAL SERVICES are proportioned as about 5% of the Standard Services, which equals 423 square meters. Yearly price of the temporary Additional Services should be calculated keeping in mind the proportion between the two type of services and the working situation/condition (i.e. working on Saturday or Sunday).

Q:

Under Para 3.1.1. the number of personnel and hours required to perform the services required under the contract is listed. Are there only 6 persons performing the services presently?

A:

Yes, 6 people, same time frame.

Q:

How do should we submit our Request For Quotation? Via email or regular mail, if so to whom? Please confirm that our response should include: signed SF1449, pricing, representatives and certifications.

A:

RFQ has to be submitted via regular mail, via courier or by hand to the following address:

American Consulate General – GSO Office, Attn. Kevin Friloux

Via Principe Amedeo 2/10 – 20121 Milan, Italy

(via email option is under verification with Washington – we’ll post the answer ASAP)

RFQ package includes:

· Section 1 - prices and SF-1449

· Section 3 - summary of instruction (list of documents to be provided)

· Section 5 - the Offerors shall complete this Section as necessary