Final_Questions__Answers_SQA10017R002_.pdf

Question Answer

Will the US Embassy accept proposal via email instead of courier or hand delivery?

Refer to the Cover letter “Your proposal must be submitted in a sealed envelope marked "Proposal

Enclosed for Janitorial Services for U.S Embassy in Doha, Qatar" to Kathy Hallett – Contracting officer on or before 03:00 p.m. on Thursday May 25, 2017. No proposal will be accepted after this time.”

Who is the current janitorial contractor, and what is the current monthly pricing, and the contract value for Base and all Option years?

“New Image Building Services Gulf States, LLC “ - Old contract rates/ prices will not be distributed

3 When will be the estimated award date? July 01,2017

What is the estimated transition period from the receipt of award/notice to proceed?

The Security clearance process usually takes 45 days from the date of receipt of all the required documents

(filled out completely) in Section H – point H.1.1. SECURITY H.1.1 General

Do you have any preference for the nationalities / Gender of the

Janitors/Janitress deployed at site?

No - refer to Section H - SPECIAL CONTRACT REQUIREMENTS POINT H.1

6 Section C, C.1.4.4 Please advise where is the Post. Post means U.S Embassy Doha.

Section F.4 which products we should submit along with our bid all required documentation in the specific paragraph.

All required documents shall be delivered as per F.4 for this contract.

B.4. Pricing – What is the basis of UNSATISFACTORILY work? How it will be categorized?

Refer to Section E – Point E.2 QUALITY ASSURANCE AND SURVEILLANCE PLAN (QASP)

C.1.4.4. Special events – How often are the special events? At what size? B.3.B. What are the possible additional services?

How often these additional services will take place?

Refer to Section B – Point B.3 (b) The Contractor shall provide Temporary Additional Services when requested by the Contracting Officer's Representative (COR) through a written order…..

How many workers are currently working daily under the existing janitorial contract? Or What are the minimum requirements of workforce needed to cover the premises of the

USA Embassy in Doha?

The Offerors are responsible to independently determine the number of Workforce required performing the service to meet the contract requirements to provide the services identified in Section J, Exhibit A, Locations and Quantities for Janitorial Services.

Please clarify if any work is required after work hours and should we arrange for shifts.

Refer to Section C.1.4.4

12 How many shifts of work per day one shift - 40 hours per week - refer to point C.3.1.3;C.3.1.4 & C.3.1.5

Is the 40 hrs. per week preclude overtime to be price being part of the monthly cost of Standard services?

Refer to Section C – Point C.3 (C.3.1.2, C.3.1.3,C.3.1.4 & C.3.1.5)

C.1.4.5 Approximate minimum – maximum work force needs for temporary additional services?

Contractors are responsible to determine the number of Workforce (Cleaners & Supervises) needed to meet the contract requirements to provide the services identified in Section J, Exhibit A, Locations and Quantities for Janitorial Services.

Questions & Answers - SQA100-17-R-0002 – Janitorial Services

Can we provide female workers along with male workers for the janitorial services which will be convenience for the female staff and customers.

Yes .

C.3.1.3 / C.1.3.1.5 Work commences at 07:00am and 5 days a week is the interpretation of the definition “Daily”. This does not cover 24/7, 365 days of continuous service. Please clarify number of shifts and days of work.

Refer to Section C – Point C.3 (C.3.1.2, C.3.1.3,C.3.1.4 & C.3.1.5)

EXCIBIT B In case where materials of expected % of recovered materials and post-consumer content is not available. Would you approve a variation that you will approve and is available inland?

Refer to Exhibit B J.3 EXHIBIT B

Air freshener dispensers, refill cartridges, batteries as well as hand sanitizer dispensers with refill material will be provided by the Embassy?

Yes - all These materials are provided by the government. The contractor monitors and refills as needed.

J.4 EXHIBIT C

Section K -For SAM registered companies, which part of this section should be submitted?

Per section K and L.2, Representation and Certification is required with the submission of offers; however, SAM register is required before the contract can be awarded.

We have applied for DUNS number and SAM Registration. But the registration number is not yet received. Please confirm if it is mandatory and if there is any alternate options

Yes it’s mandatory before the award- its takes time to be registered but you can include the confirmation registration email in your proposal.

Section J5 - what a Qatari company with an existing labor camp and significant workforce should submit in justification/support of the recruitment and Housing Plan.

Information not available from the US Embassy. All requirement for housing & recruitment plan available in

J.5 EXHIBIT D

Third party insurance is must or not. If its need, what kind of insurance.

Refer to Point B.4 (D) ;H.4 ;H.5 and Point L.1.1.2 for the Insurance requirements.

The DBA insurance required to be obtained thru DOL authorized insurance provider can be substituted by a Local insurance provider As per clause L.1.1.2, we need to include DBA Insurance Premium costs. Please provide the name of authorized Insurance Service Provider in QATAR.

Refere to Section L – Point L.1.1.2. The Offeror shall include Defense Base Act (DBA) insurance premium costs covering employees. The offeror may obtain DBA insurance directly from any Department of Labor approved providers at the DOL website http://www.dol.gov/owcp/dlhwc/lscarrier.htm

Under Section C – point C.2.1.2 Periodic cleaning requirements, there is no mention of frequency of services required under this section. Please clarify how often the listed services are required to be performed…?

Periodic cleaning requirements are as needed.

C.2.1.2.1 - C.2.1.2.7 are as needed, but at least monthly.

C.2.1.2.8 is as needed depending on the weather, but at least twice per week.

C.2.1.2.9 is as needed, but no less frequently than quarterly.

How many balconies and terraces in the chancery & their total sizes…? Refer to Point C.2.1.2.8 The balcony/terrace surrounds the Chancery and is approximately 2313 m

26 what is the total number of offices, and kitchens. Averages from 78 to 86 work surfaces.

27 whast is the approximate size of toilets and showers

Toilets: 30

Showers: 7

Kitchens/kitchenettes: 8

28 How many sinks inside restrooms/toilets Sinks: 42

29 How many Soap dispensers. Soap Dispensers: 38

30 How many sanitizer dispensers Zero

31 how many desks, computer tables, furniture to be cleaned.

Approximately 140

What is the total number and dimensions of windows and how many with brass handle that require polishing?

The windows will be highlighted during the site visit. Currently none are operable and there are no brass handles that will require polishing.

What’s the number and length and width of each driveways and walkways The total asphalt paved area is: 7212 m

The total precast brick paver area is: 5509 m

See J.2 Exhibit A for the breakdown.

Is there a historical data on the total usage of paper towels, toilet papers, toilet covers and hand soap monthly or annually?

Approximate Monthly quantites used: interfold hand towels=30 cartons: Toilet Rolls=30 cartons or 800 rolls; Maxi Roll=10 cartons: Garbage Bags 90x110=7 bundles;Garbage bags 60x85=7 Bundle; Hand soap

Cleaner=2 cartons.

What kind of certification is required for the compliance plan, against trafficking?

Formal letter that the company has read J.6 EXHIBIT E –52.222-50 Combating Trafficking in persons – Full

Text and has implemented a compliance plan to prevent any prohibited activities identified in the clauses.

Is the contractor responsible for emptying trash from the recycling area and dispose it off-site? Where is the recycling/trash holding area located? How far is it from the main facility?

The trash and recycling is to be removed from the compound to a Municipal collection point approximately

200 m from the back gate.

C.3.1.3 What is the daily working hours of the embassy. This section only mentions a start from 7:00 am.

Normal Embassy hours are from 07:30 -16:30. It is expected that the janitorial staff will begin work at 07:00 am to present a clean, professional work environment before visitors arrive.

C.2.1.2.1 How many doors approximately, and how many with brass handle that require polishing?

There are approximately 68 doors, of which only 6 require hand "polishing"

39 C.2.1.3.1 list of major appliances. Refrigerators and microwaves. Eight each.

C.2.1.3.3 What are the quantities & dimensions of window blinds.

Every window has windows blinds. More information to follow the site visit.

C.2.1.4.1 What is the max. height of the outside windows from the ground. Is a crane needed to perform the outside window wash or the provided Man-lifts/Ladders can do the job?

The government-furnished man-lift is adequate to reach all the exterior windows.

42 C.2.1.5.3 How many light fixtures and Chandeliers? 15 main light fixtures and 1 hanging chandelier.

Is the US Embassy responsible to provide centralized Dumpster within the premises as part of government furnishing property?

No, the trash is to be collected and removed at least daily. There is a small holding area at the back of the

Chancery that can be used until there is enough material to make transporting worthwhile.

Is the US Embassy responsible for the disposal of garbage offsite or at the designated disposal facilities authorized by

Qatari Government?

Al Rayyan Municipality collects and disposes of the trash generated by the embassy.

Shall contractor provide cleaning services in the cafeteria? If yes, how many times a day, and how often services are generally need in the cafeteria?

The cafeteria contractor cleans their equipment, the kitchen and the dining tables. The janitorial contract cleans the restrooms, floors, and doors.

46 Does the cafeteria has its own service crew for busing services?

Yes. The cafeteria contractor provides this service already.

How big is the cafeteria? Do we need to provide full time attendants in the cafeteria?

Approximately 28 m . No, only general services are required for the bathrooms, floor, and the doors. The cafeteria staff clean the tables, equipment, and kitchen.

Do you need assigned cleaning personnel who will be working in the cafeteria only?

Floors, doors, and bathrooms only. The kitchen, tables, and equipment are cleaned by the cafeteria contractor.

49 C.2.1.4.6 How high is the security cameras?

The cameras are mounted approximately 5 meters above grade. There are government provided extension ladders that can be used to reach the cameras.

Is the government provided equipment all in functional and operating condition and what their expected life? and these equipments be replaced by contractor if needed.... ?

Embassy will have 10 new vacuum cleaners - replacement should be every 5 years. Embassy has 4 cleaning trolleys - life-cycle will be 3 years (2020).

What is the average quantity of trash generated at the facility daily?

The historical data for trash generation has not been tracked and is not available. With daily visitors - the total would be around 400.

52 C.2.1.4.4 What’s the size of the trash holding area? Small, approximately 10 m

C.2.1.6.2 What is the linear meters of buildings requiring gutter cleaning?

100 meters.

54 What is the number of hand sanitizer’s dispensers?

Hand sanitizers and refills are provided by the government. The contractor monitors and refills as needed.

There are approximately 16 hand sanitizer stations.

Are there currently hand soap dispensers, or the contractor shall provide them? What’s the quantity?

There are currently contracted-proved hand soap dispensers, approximately 38.

56 Are the provided 10 Vacuums portable? They are portable.

Will the contractor Project Manager have an office space from which to supervise the daily employees?

No, there is no dedicated office space. There is a break room for the janitors and numerous janitor closets that will be highlighted on the site visit.

Does the project Manager required to remain at the embassy daily all the time, or can he nominate a site supervisor to replace him during his absence?

We require a designated project manager who will be responsible for on-site supervision and has the choice to nominate a supervisor.

C.2.1.1. Movable Items – what are the movable items? How big or small? Would it need any device?

Movable items are objects that require no specialized equipment or training to move. This includes chairs, trash/garbage baskets, and small boxes.

C.2.1.5. Which type of floors? Any preferred brand of stripper and wax?

C.2.1.5.1 refers to terrazzo, porcelain tiles, and marble. We currently use: Kiehl Veriprop and Kiehl

Profless. C.2.1.5.2 refers to carpeted areas.

Is there any specific cleaning chemical preferences or brand from your side?

Refer to Section J.3: Exhibit B

C.2.1.5 Semi-Annual cleaning requirements shall consist of: -

C.2.1.5.1 & C.2.1.6.1. - Does the Embassy will furnish the stripping machine or contractor will use an alternate method?

The embassy will provide the buffer machine that is used for wax stripping.

Refere to J3.EXHIBIT-B please clarify the following (a)

Paper Towels - What type of paper towel would be required -

Hand towel , Auto cut, C- fold, Maxi Roll ? (b) General

Purpose Industrial Wipes - Wet wipes or just industrial paper

Roll ?

(a) Hand towel, autocut, C-fold, or maxi roll is acceptable. Submit the proposed material, if required the government shall provide and install alternate dispensers. (b) Refer to J.3 EXHIBIT

B

64 How many rooms in each floor? Please refer to section J.2

C.2.1.3 Monthly Cleaning - C.2.1.4.3 - Does the Embassy will furnish the Dry cleaning machine or contractor will use an alternate method?

C.2.1.4.3 Vendor is required to provide equipment - see Section J.3 Exhibit B

66 How many furniture in each office? The average office has a desk and two chairs.

Outside concrete and Interlock floors - Do we need to clean both or Interlock only.

Interlocks only.

68 How many garbage boxes/baskets inside and outside building.

Inside approximately 285 medium size trash cans/ outside 34 large trashcans.

69 How many guard rooms and police booths. There are Six total.

Compound Trees – do we need to clean under the trees

(leaves/other waste) or not.

No.

71 Do we need to do pest control?

No, however, any pest issues noted by the cleaning staff should report the issues to the site manager or supervisor.

72 Do we need to wash curtains and flags? No.

73 What are the total number of cubicles in the toilets? 30 toilet cubicles or “commodes” to be cleaned