Q A_from_site_visit.docx

DOCX document 30 KB Posted Dec 10, 2014

Attached to: Janitorial Services Federal contract opportunity
Solicitation number: S-IT-550-15-R-0001
Issued by: Department of State US Consulate Naples

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Responses to questions from site visit and emails.

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File	Type	Posted
SF0030_Amendment.pdf	PDF	Dec 10, 2014
Sf0030_Janitorial_Contract_Amendment.far	—	Dec 10, 2014
Final_Naples_Janitorial_Solicitation_2014.doc	DOC document	Nov 21, 2014

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1)	C.1.3.2. […] general instructions for the work force. The contractor shall provide drafts to the	(COR)	for review within thirty days after award […]
	Are these instructions to be submitted in English?
		A.	YES
2)	C.3.1.1. Supervision. […] a project manager who shall be responsible for on-site supervision of	the contractor’s work force at all times.
	What does this mean? Is the project manager required to be on-site for the entire duration of the	daily services provided by the work force? Does he/she have to follow the same schedule as the	workers?
		A.	Yes, the project manager needs to be available to work with COR. Not necessarily following the same schedule as the workers.
3)	Is there an office available on site for the project manager to use?
		A.	Yes

4)	J. 2 Exhibit A, Locations and times for janitorial services.
	Do we have to fill out this exhibit and submit it with the proposal?
		A.	This schedule will be filled out working with the COR after the award of the contract.

5)	L.5 Financial Statement. If asked by the Contracting Officer, the offeror shall provide a current statement of its financial condition, certified by a third party that includes: […]
	Based on M.5. Award without discussions, discussions will not be held. When should the offeror	submit such financial statement? Before award? Or with the proposal?
		A.	The meaning of this clause is: There will be no discussions or negotiation on the final offer after	the submitted bid on 22 December 2014 at 1600 however, IAW FAR 15.306(a)(3), if the Government determines it is necessary to conduct discussion, it may do such..
6)	M. 1.2.(b) technical Acceptability. […] The Government will review Technical Acceptability […] including a review of the offeror’s proposed project manager to ensure s/he is acceptable to the Government.
	What is the level of acceptability of the project manager? What is considered “acceptable”?	Moreover, based on C.3.1.1. Supervision, the project manager shall have sufficient language	skill. Does this mean that also his/her language skill will be part of the review?
		A.	The technical review panel will evaluate all aspects of the proposal including the language skills of the proposed project manager. This could take many forms: a telephone interview, writing sample, personal interview.
7)	M.1.2. (d) Responsibility. […] (3) Satisfactory record of integrity and business ethics.
	What are the required documents to prove integrity and ethics?
		A.	We are asking for the following documents: DURC, Iscrizione alla Camera di	Commercio Anti-Mafia self-certification, Bank statement guarantee, Libro Contributivo (Tax	document), Assicurazione INAIL di Operai (proof of employee health coverage), references	from clients from the past five years.
8)	What currency we should submit our proposal in?
		A.	The proposal can be submitted in Euro or dollars. The exchange rate that will be used to evaluate all proposals is the government rate on December 22, 2014 in accordance with provision M.6 of the solicitation.
9)	What is the number of workers employed under the existing contract? What are their daily hours? What are their current classification levels?
		A.	We have 3 and ½ workers at the moment. 3 full time and one part time. Hours are: FT 1 – 0700 to 1600 Level 5; FT 1 – 0730 to 1630 Level 3; FT 1 – 0800 to 1700 Level 4; PT 1 - 1230 to 1630 Level 3.
10)	Who is the current contractor?
		A.	Itabol Srl.
11)	Is the current Contractor performing under its basic year or option year?
		A.	The current Contractor is on its last option year.
12)	As Mentioned in Section L.4 “proposal Conference” below are our questions:
With reference to the dimensions of the areas to be cleaned stated in Section J.2 and in the Sample Letter to Prospective Offerors, we noticed that in Section J.2 “Location and times for janitorial services” The Total sq. meters for basement, ground floor, first floor and Second floor	sup up to a value of 3250 sq. mt. while the same value of 3250 sq.mt. is afterwards indicated for each of the third and fourth. Since all the floors have the same total surface, we kindly request to confirm:
	The square meters of the footprint of the building
		A.	3170 Sq. Mt. of area to be cleaned
	The square meters of external area
		A.	This is no longer a requirement for the contract.
	The square meters of each floor to be cleaned.
		A.	Basement 465 sq mtrs; Ground Floor 864 sq mtrs; First Floor 367 sq mtrs; Second Floor 554 sq mtrs; Third Floor 520 sq mtrs; Fourth Floor 400 sq mtrs
13)	With reference to the cleaning services and to the statement of section J.2 – Exhibit A ”Restricted	timing – only in the afternoon for cleaning of offices. Bathrooms to be cleaned before 08 am and	after 1 pm” could you kindly specify:
		A.	Only second floor
	At what time the offices open and close
		A.	0730
	Since what time and until what time of the afternoon the janitor can access to the			office area for cleaning purposes.
		A.	2 – 5 pm
14)	Since what time the janitors can access to the site (before 8 am, with special regards to the	bathrooms) for cleaning purposes.
		A.	7am
15)	Could you specify how many bathrooms cleaned? (14 bathrooms are mentioned	In section J.2	against 18 restrooms mentioned in the Sample Letter to	Prospective Offerors).
		A. We confirm 18 bathrooms
16)	With reference to the subsection C.2.1.1.4 could your clarify id the cleaning of the	Chancery, and therefore the residence of the Consul General, shall be included in the offer?	If yes, could you specify where its located and what is its dimension?
		A.	Only windows quarterly
17)	With reference to the section J.2 Exhibit A, could you specify where are located the 12 STL	apartment that shall be cleaned occasionally? How many times in one year maintenance works	are performed or a new tenant arrives in that apartments?
		A.	Exact location of STL’s is not listed in the SOW.
			The turnover is random but the average is around 2 per year.
18)	With reference to the section J.3 Exhibit B, could you provide an estimation of the monthly	consumption of: Environmental friendly….

a. Bathroom tissue

b. Toilet seat covers

c. Paper towels: hand dryers

d. General purpose Industrial wipes

e. Plastic trash bags

		A.	We do not have this information available
19)	With reference to the section H.4 (d) could you specify what the Off Site insurance should	cover and what shall be the limits of the off-site area?
		A.	Listed in Section H.4(d). Please see chart for insurance coverage.
20)	Is there any unfurnished storage provided to the contractor free of charge for purposes (for tools,	machines, toilet papers, consumables, cleaning chemicals, etc)?
		A.	yes
21)	Estimated square meters to be cleaned per floor
		A.	Broken down in J.2
22)	Breakdown of carpeted vs. hard tile/marble areas per floor
		A.	The carpeted areas are 1st floor FBU (Av. 200 sq.mt) 2nd floor Visa (Av. 350 sq mt), 3rd floor Exec office (Av. 75 sq mt.)
23)	Approximate square meters of executive office space which has restricted access time
		A.	Exec office (Av. 75 sq mt.)
24)	Is there a private restroom in the executive office space, if so, is the cleaning frequency			of this restroom also restricted to 3 days per week at 0830 (differing from standard daily	service)
		A.	Yes
25)	Are there cups, glasses and/or a coffee service set in the executive office space, if so, is			the cleaning frequency restricted (differing from standard daily service)
		A.	This is not the responsibility of the janitorial contract.
26)	For the quarterly cleaning requirement “C.2.1.4.1 – exterior window washing” please			clarify if this requirement is for all floors or only for those floors with easy and safe	access (i.e.; ground, fifth and sixth where windows open to the interior to facilitate	cleaning as stated during site visit)
		A.	the requirement is only for the windows accessible safely from the inside. The external windows that are not accessible from the inside have a separate cleaning contract.
27)	In the solicitation document it is stated that services should be scheduled to ensure that			normal operations are minimally impacted, in order to satisfy this request/requirement	can Consulate provide more specific office hours
		A.	Standard working/office hours are 0730-1300 and 1400-1700. Most offices are occupied during these times.
28)	Will proposal be accepted if hand delivered, or should it be sent by courier such as DHL?
		A.	The proposal can be hand delivered, or sent by courier (ensure that it arrives prior to 1600 on the 22nd of December)
29)	Italian law says that the incoming contractor must keep the staff that is working in the existing	contract or at least offer them the positions. Does the USG enforce this?
		A.	As long as the contractor provides a technically compliant proposal at a fair and reasonable price, they can choose to keep existing staff. That would be the vendor’s concern to abide by Italian	law.
30)	Please provide the Table Ministerial of the Ministry of Labor.

A. The table can be found on the Ministry of Labor website at www.lavoro.gov.it

31)	What is the number of people working at the General Consulate Naples and what is the average number of visitors daily? Are there bathrooms open to the general public?
		A. There are approximately 55 employees at the Consulate and an average of 30 visitors a day to the public waiting rooms. 4 restrooms are open to the general public in the waiting rooms.

File details come from the government source that posted it. Updated Nov 14, 2017.