Vendor Questions from Site Survey 24-Q-0002.pdf

Pre-Award SITE SURVEY

RFQ – SPE5B1-24-Q-0002

29 Aug 2024

Participants of subject site survey at Kleber Kaserne, have raised the following questions:

Section A. QUESTION & ANSWER – SF1449 Document Package

Q1 – Are there any floor plans that can be provided showing the various areas?

A1 – DLA facility data provided in ATTCHM 1 to the SF1449, the Statement of Work (SOW), and in ATTACHM 2, the Performance Requirements Summary (PRS), will apply. No floor plans nor building pictures will be provided.

Q2 – Will the contractor be required to clean any offices? If so, how many will there be, and how many square meters will they be?

A2 – ATTCHM 1 to the SF1449, Appendix II – Facility Summary of the Statement of Work (SOW page 14), identifies the number of rooms and total square meters per building.

ATTCHM 2, the Performance Requirements Summary (PRS) document does provide the individual performance requirements per building as follows:

Performance Requirements for Bldg 3227 – see page 1 through 5 of the PRS Performance Requirements for Bldg 3228 – see page 6 through 9 of the PRS Performance Requirements for Bldg 3229 – see page 10 through 13 of the PRS Performance Requirements for Bldg 3230 – see page 14 through 16 of the PRS Performance Requirements for Bldg 3209 – see page 17 through 19 of the PRS

Section B. Stairwell Square Meter Breakout

Q1 – Are there any stairwells that must be cleaned? If so, what are the square meters in each building, and how may stairwells?

A1 – Cleaning stairwells is included in Routine Cleaning – SOW Paragraph 1.3. (1.3.3 Dry Sweep and 1.3.4 Wet Mop Hard Floors); and also included in Periodic Services (SOW Paragraph 1.4.2 Maintain Floors).

Stairwell square meter data is included in the facility totals for hard floor cleaning, spot cleaning, and floor maintenance – a breakout is provided as follows:

Bldg 3227 – one stairwell – 46 sqm Bldg 3228 - none Bldg 3229 – one stairwell West Wing – 28 sqm / one stairwell East Wing – 27 sqm Bldg 3230 – one stairwell – 6 sqm Bldg 3209 – none

Section C. QUESTIONS & ANSWERS – Cleaning and Restroom Supplies

Q1 – What is the average number of people who visit the buildings each day?

A1 – DLA would suggest considering the need for a total number of 236 DLA employees being present in all buildings when fully staffed.

Section D. QUESTION & ANSWER – Cleaning Conference Table and Glass Top

Q1 – Will this task be scheduled/requested by the government as an ‘on-call service’? If so, is the expectation that all items on the glass top will be removed prior to commencement? If not, what is the estimated frequency of this task?

A1 – Cleaning instructions in paragraph 1.4.3 of the Statement of Work (SOW) and paragraph

4.7.4 Safety Requirements will apply. Subject performance requirement is included in the Periodic Services Tasks for Bldg 3227, to be coordinated in conjunction with the semi-annual window cleaning.

All items on the glass top will be removed by DLA personnel prior to contractor cleaning performance. DLA personnel will be present at all times during the window and table glass top cleaning performance to affirm required safety requirements are met.

Q2 – Due to the fragile nature, if an accident occurs during the process that brings damage to the glass top does the contractor automatically assume responsibility to replace?

A2 – Para 4.7.4 of the Statement of Work (SOW) – Safety Requirements will apply. A minimum number of four (4) contractor employees shall be available to assist in safely lifting the glass top (1m x 2.5m).

Contractor will assume responsibility of any damage that may occur during the cleaning performance when caused by contractor personnel (due to improper handling or by accident).

Business companies registered in Germany are required to have liability insurance coverage in a case like that (Betriebshaftpflicht-Versicherung).

DLA will take responsibility for any damage caused by any type of material weakness or pre-damage or when caused by DLA personnel failure.

Section E. QUESTION & ANSWER – Kitchen Cleaning

Q1 – Does cleaning service for kitchen also include the inside cleaning of any kitchen appliances (i.e., stove, refrigerator, etc.)?

A1 – Routine cleaning tasks in paragraph 1.3.6 of the Statement of Work (SOW Kitchen Cleaning will not include inside cleaning of any kitchen appliances. DLA personnel will be responsible to remove food rests, utensils, and dishes left unattended (clean or soiled).

Q2 – Is the contractor expected to be on call to clean up after events, if so to what extend for each?

A2 – On-call services and/or emergency services are required on rare occasions and is not automatically required after common events, i.e. meetings, ceremonies and/or DLA group gatherings for lunch, etc. However, in individual cases, this service may be required on a weekend or a holiday, or after regular DLA operational/business hours. Contractor cleaning personnel will be escorted during service performance on a weekend or holiday and after regular hours of operation.

For DLA Contracting Officer or COR reporting and for Contractor response, paragraph 1.5 Emergency Services and paragraph 1.6 One-Time/On-Call Services will apply.

Section F. QUESTIONS & ANSWERS – Bldg 3230 – Secured Area

Q1 – Are there any secured locations that the contractor is responsible for cleaning?

A1 – Paragraph 4.3 Cleaning of Secure Areas in the Statement of Work (SOW) will apply.

For service performance in Bldg 3230, the contractor cleaning personnel will have to follow special access requirements as outlined in paragraph 4.3.

DLA escort will be provided during the whole time of cleaning performance within the secured area on the first floor of Bldg 3230 and therefore, a specific time frame for all cleaning services in Bldg 3230 will have to be coordinated between the DLA customer in Bldg 3230 and the contractor cleaning personnel.

NO devices with signal and/or camera (cell phones, smart phones, iphones, tablets, Apple watches, etc.) will be allowed within the secured area of Bldg 3230 and will have to be stored in one of the hallway lockers during the whole time of presence in that area. This will not apply for the time of cleaning performance upstairs on 2nd floor of Bldg 3230.

Section G. QUESTIONS & ANSWERS – Trash Removal

Q1 – Are there items with batteries that must be removed or cleaned?

A1 – Contractor cleaning personnel is not required to clean or remove items with batteries.

DLA personnel will be responsible to remove batteries recycling waste.

Q2 – Will the contractor be responsible to dispose and replace the collection bag for shredding machines throughout? If so, how many units are there and what is the frequency?

A2 – DLA personnel will remove and replace bags from the shredding machines. Full bags ready for disposal will be occasionally placed in the hallways for contractor personnel trash collection purposes. Bags will be disposed of on the same day collected from the facilities during recycle center operation hours.

Section H. QUESTION & ANSWER – Current Contract

Q – What is the current contract number?

A – The current DLA contract number for custodial services is SPE5B1-21-P-0002, due to expire on 30 Sep 2024.

SITE SURVEY was attended by the following interested parties:

Roku Management Consulting, LLC (RMC) Ecolog Deutschland GmbH DSG Service Gesellschaft mbH EVOLK GmbH CRYSTAL Gebaeudereinigung GEG Gebaeudedienste GmbH