SJA800-15-Q-0008_Qs As_2nd_Set.pdf

June 15, 2015

Second Set of Questions and Answers

Request for Quotations No. SJA800-15-Q-0008

Janitorial Services for U.S. Embassy Tokyo

Question 1:

“Does the chancery building have working gondolas for outside window cleaning?”

Answer 1:

No. Due to safety requirements for high elevation work, the

Contractor shall ensure these services are done by its licensed window cleaning employees or by a licensed window cleaning subcontractor. See Amendment Number A001.

Question 2:

“On the other floors than 10th in the chancery building, shall the contractor collect trash from each trash basket at each desk or just pick up large garbage bags containing collected trash at elevator hall same as 10th floor?”

Answer 2:

The Contractor shall collect trash from each trash basket at each desk on each floor, except 8 th and 10 th floors of the Chancery building. For 8 th and 10 th floors, the Contractor shall pick up large garbage bags containing collected trash at elevator hall.

Question 3:

“Is there any time frame limitation or request for the works with noise like vacuuming? For example is it possible to vacuum floors at office around 11 AM?”

Answer 3:

Yes, there are specific time frames. Please refer to subsection

1.2.8.1 and Attachment 4 - Scheduled Time and Day of Janitorial

Services of the solicitation.

Question 4:

“Would you tell us area of each floor of the chancery building?”

Answer 4:

Listed below are for Class-1, Class-2, and Class-3 areas:

10F: Class-1 areas - 120 square meters

Class-2 areas - 0 square meter

Class-3 areas - 380 square meters

Embassy of the United States of America

Tokyo, Japan

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9F: Class-1 areas - 920 square meters

Class-2 areas - 30 square meters

Class-3 areas - 150 square meters

7F: Class-1 areas - 460 square meters

Class-2 areas - 370 square meters

Class-3 areas - 270 square meters

6F: Class-1 areas - 300 square meters

Class-2 areas - 530 square meters

5F: Class-1 areas - 400 square meters

Class-2 areas - 500 square meters

Class-3 areas - 200 square meters

4F: Class-1 areas - 280 square meters

Class-2 areas - 590 square meters

Class-3 areas - 230 square meters

3F: Class-1 areas - 240 square meters

Class-2 areas - 590 square meters

2F: Class-1 areas - 20 square meters

Class-2 areas - 1,570 square meters

Class-3 areas - 690 square meters

1F: Class-1 areas - 90 square meters

Class-2 areas - 1,550 square meters

Class-3 areas - 830 square meters

GF: Class-1 areas - 230 square meters

Class-2 areas - 2,370 square meters

Class-3 areas - 700 square meters

BF: Class-1 areas - 60 square meters

Class-2 areas - 1,060 square meters

Class-3 areas - 2,530 square meters

Total: Class-1 areas - 3,120 square meters

Class-2 areas - 9,160 square meters

Class-3 areas - 6,520 square meters

Question 5:

“Some of the specified time frames on Attachment 4 are not along with the ones at 1.2.8.1. Is Attachment 4 prior to 1.2.8.1?”

Answer 5:

The specified time frames on Attachment 4 shall be followed.

Attachment 4 does not cover all the areas and rooms in the

Chancery. Those areas and rooms shall be generally performed during the hours listed in Class-1, Class-2 and Class-3 Areas.

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Question 6:

“Would you tell us area of community center and pool side deck in

Mitsui compound?”

Answer 6:

Community Center – 202 square meters

Pool Side Deck – 233 square meters

Question 7:

“Do you need any additional jobs other than "Scope of Work" at any events like friendship festival open to the public at Mitsui

Compound?”

Answer 7:

If any additional jobs or services which are necessary and out of the scope of the contract awarded, they will be contracted for separately.

Question 8:

“Does the government furnish trash basket linings, large size garbage bags?”

Answer 8:

No. Only plastic bags for pet stations, trash compactors, and shredders (see Attachment 1 - Government-Furnished Property of the solicitation).

Question 9:

“Please advise the cleaning areas of the windows of all the buildings.”

Answer 9:

Chancery: Exterior – about 2,160 square meters

Interior – about 2,160 square meters

Local Guard House: Exterior – 22 square meters

Interior – 22 square meters

Perry/Harris/Grew Towers: Common column of windows – about 1,100 square meters per tower.

There are many different windows and total square meters cannot be provided for Ambassador Residence (EMR) and Deputy Chief of Mission

Residence (DCMR). According to the past record, EMR – 36 man hours or more to complete inside and outside windows, and DCMR – 20 man hours or more to complete inside and outside windows.

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Question 10:

“Please advise the carry-out amount of burnable trash and unburnable trash of the Chancery.”

Answer 10:

One 4-ton truck comes daily (Monday through Friday) for trash collection and disposal.

Question 11:

“Please advise the cleaning areas of the carpets and rugs of each floor in the Chancery.”

Answer 11:

Most corridors and offices are carpeted. Please refer to Attachment

3 - List of Public Areas of the solicitation and the floor areas on

“Answer 4” above.

Question 12:

“Please advise the cleaning areas of the plastic tiles of each floor in the Chancery.”

Answer 12:

10F – about 40 square meters vinyl sheet

GF Corridors – about 170 square meters vinyl sheet

BF Corridors – about 120 square meters vinyl sheet

Note: The Plastic Tiles were replaced to Vinyl Sheet flooring.

Question 13:

“Does the Contractor have an option to terminate the contract, e.g.

termination at end of Base Year while the Embassy can essentially determine tenure of the contract by exercising, or not exercising the option?

Answer 13:

No.

Question 14:

“What would you elaborate on possible compensations for accidental security violations that shall be paid by the Contractor? If it comes up with definite cases, that would be very appreciative.”

Answer 14:

If there is any security violation, such as accessing Class-1 Areas or certain rooms of Class-2 Areas (see subsection 1.2.8.1 Chancery) without an escort and depending on the level of violation, the U.S.

Government will issue a warning letter. If this occurs the second time, then a cure notice letter will be issued officially or that individual may be removed from the premises.

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Question 15:

“Is it correct to understand that the 69 pages of the Request for

Quotations (RFQ) Number SJA800-15-Q-0008 and the Attachment 1-10 constitute all of the documents for the contract? Do any other documents or drafts exist?”

Answer 15:

Yes, that is correct. Request for Quotation SJA800-15-Q-0008 consists of 69 pages and Attachments 1 through 10. There are no other documents or drafts exist.

Question 16:

“As we do not have licenses for the business of collection and disposal of waste, practically we would appoint a waste collection and disposal company and act as a paying agent for the Embassy and the company via entering into an agreement among the 3 parties. We believe that this is fully in compliance with applicable Japanese laws and regulations. Is it an acceptable setup of contracts to the

Embassy?”

Answer 16:

No. The U.S. Government (USG) only deals with and has privity of contract, with the Contractor who was awarded the USG contract.

Question 17:

“Can you please publish names of all companies having joined the site visit yesterday?”

Answer 17:

Firms that attended the pre-quotation conference and site visits are as follows (in alphabetical order):

1. Daiwa Kensosha Co., Ltd.

2. Dusk Management

3. Eight Co., Ltd.

4. Johnson Controls, K.K.

5. Mitsui & Co. Facilities Ltd.

6. Nippon Bldg. Care Ltd.

7. PAE Design & Facility Management

8. Positive Ltd.

9. SP Maintenance Inc.

–End of Second Set of Questions and Answers-