Questions and Responses - 24-Q-5015 VA002.pdf

Questions and Responses

W15QKN-24-Q-5015 – Custodial Services

Alexandria, VA (VA002)

1. Who is the incumbent, and can you provide the award amount for the contract?

Government Response: The incumbent is: M&WR Cleaning Contractors, Inc., and the award amount was:

$101,195.40.

2. Do we get to choose the exact day of the week to clean or is the COR selecting this day?

Government Response: Reference PWS para. 1.5.14.1. A work schedule for Weekly, Semi Monthly, Monthly, Semi-Annual and Annual type services is to be submitted to the COR/RFOS immediately after contract award but within 3 days of the scheduled start date. Changes to the submitted work schedule shall be submitted to the COR’s/RFOS’s at least three working days prior to performance. NO work shall commence until written approval is received from the COR/RFOS.

3. Can the Government Confirm the period of performance (PoP) start date?

Government Response: There is currently not a definitive PoP start date, however the estimated PoP start date is: 11 December 2023.

4. Can the Government confirm the timeline for the submission of the list of employees for this effort?

Government Response: Reference PWS para. 1.5.6., which states: “…15 Calander days of performance start date”.

5. Can the Government provide a timeline for the vetting of employees through the Provost Marshal’s Office?

How long does this process take?

Government Response: Reference the following PWS paras.:

1.5.6. PERSONNEL. The Contractor shall provide the Contracting Officer, and the Contracting Officer Representative (COR) or Regional Facilities Operational Specialist (RFOS) with a list of the names of employees or alternates to be employed in performance of the work 15 calendar days of performance start date. All contractor employees must be able to communicate clearly in the English Language. The Contractor shall also notify the COR or RFOS with any additions or deletions to the list of employees immediately.

1.5.6.1. Employees of the contractor assigned for performance of this contract shall be capable employees with sufficient experience and training to assure compliance with the contract requirements. The employees shall be required by the Contractor to maintain themselves and their clothing in a neat and clean manner. A fully qualified workforce shall be on board no later than the second week of the contract.

1.5.6.2. CONTRACTOR REPRESENTATIVE. The contractor shall provide an onsite contractor representative who shall be physically present during normal duty hours to conduct overall management coordination and furnish liaison with the government. The contractor representative shall be the point of contact with the government and shall have authority to act or make decisions for the contractor on all matters pertaining to this contract.

1.5.7. IDENTIFICATION OF CONTRACTOR EMPLOYEES. All contract personnel working in situations where their contractor status is not obvious to third parties are required to identify themselves by always wearing clearly written and visible nametags, as such to avoid creating an impression in the minds of members of the public that they are Government officials.

1.5.9. SECURITY REQUIREMENTS. Contractor personnel or any representative of the contractor entering the Reserve Center shall abide by all security regulations and shall be subject to security checks. At the close of each work period, government facilities, equipment, and materials shall be secured.

6. Can the Government confirm that services will be required not be required on a daily basis?

Government Response: Reference PWS para. 5 Specific Tasks, and its sub-para’s for detailed list of required services and frequencies.

7. Can the Government confirm the janitorial closets in the facility will be made accessible for Contractor storage? If so, will the Contractor be able to lock the closets to secure supplies and equipment?

Government Response: Per the Floor Plan document there are two janitor’s closets, one on each floor to be utilized by the custodial service contractor. The facility coordinator will have the keys to the janitor’s closets.

8. Is there usage data for toilet tissue, paper towels for hand drying and hand soap?

Government Response: Reference PWS para. 5.3. WEEKLY SERVICES, sub-para. 5.3.3.5. Servicing Restrooms. Service shall include inspecting, replenishing, and cleaning supply dispensers. Contractor furnished restroom supplies shall include, but are not limited to, paper towels, toilet tissue, and soap. The contractor shall stock restrooms with sufficient supplies to ensure that the supplies will last until the next scheduled service. If dispensers become empty before the next scheduled service, the Contractor shall replenish them at no additional cost to the Government. The contractor shall use the government furnished supplied dispensers unless otherwise specified by the RFOS. The contractor shall provide soap/paper dispensers if no permanent dispensers are available in the restrooms.

9. Is the Contractor responsible for providing bags for disposal of feminine sanitary hygiene products?

Government Response: Reference PWS para. 5.3. WEEKLY SERVICES, sub-para. 5.3.1.2. Emptying waste containers. All waste containers shall be emptied and plastic liners containing anything other than paper products shall be replaced. Boxes, cans, bottles marked “TRASH” shall also be removed and disposed of.

All waste collected shall be disposed of. All waste that is collected that falls on the floor and outside grounds during waste removal shall be picked up and disposed of by the contractor. All plastic liners in tall containers above Gallons should be replaced every time.

10. In response to item 1.5.16.2 of the PWS, will a site visit be conducted prior to the start of work to establish baseline conditions of the facility and to identify potential damages that pre-exist.

Government Response: Reference the Instructions to Offerors section, para. 7a, and 7b within Solicitation.

A Primary and Secondary Site Visit date and time were provided/planned.

11. Will the Contractor be given a monthly drill schedule? If not, will a Point of Contact (POC) be provided to give drill data so the Contractor can effectively plan for service?

Government Response: A Point of Contact will be provided at time of award.

12. Can the Government provide the last date the floors were stripped, waxed, and buffed?

Government Response: April 2022 is when the last Annual services were performed.

13. Can the Government provide the last date the carpets were shampooed?

Government Response: Shampoo carpets service has not been performed.

14. Who is responsible for changing soiled/moldy shower curtains?

Government Response: Reference PWS para. 5.5. MONTHLY SERVICES, sub-para. 5.5.3.1. Cleaning Restrooms. Shower stall rooms and locker/dressing rooms shall be washed inside and outside utilizing a disinfectant and shall be free of stains and odors.

15. Do you require a minimum number of staff to perform this job?

Government Response: 4.1. GENERAL. The Contractor shall furnish all supplies, equipment, facilities, and services required to perform work under this contract that are not listed under Section 3 of this PWS.

Material, equipment, and supplies provided shall be of acceptable commercial grade and quality.

16. Is there storage in the building to store a carpet machine?

Government Response: No carpeting is in this facility, and there is no need to store a carpet machine.

Reference updated Floor Map.

17. Are the entrance mats included to be cleaned and washed including office rugs?

Government Response: Yes, reference PWS para. 5.3.1.1. Cleaning walk-off mats.

18. Can waxing be completed after 4pm when there is no traffic in the building?

Government Response: Reference PWS para. 1.5.3. Hours of Operation which states: “The contractor is responsible for conducting business between the hours of 8:00 AM to 4:30 PM…”

19. Is Vessell Liability and Aircraft public and passenger liability required for this proposal?

Government Response: No, the required insurance needed is Workers Compensation, General Liability, and Automobile Liability. Reference: “Required Insurance”, located under the ACC-NJ LOCAL NARRATIVES section within Solicitation for additional information.

20. If Vessel Liability is required, what insurance does the previous incumbent use?

Government Response: Not Applicable.

21. Do you require the staff to be there during the entire 8am-4pm time frame?

Government Response: Reference PWS para. 1.5.3. Hours of Operation which states: “The contractor is responsible for conducting business between the hours of 8:00 AM to 4:30 PM…”

22. How would you like your proposal to be submitted?

Government Response: Reference the Instructions to Offerors section, para. 9 “Completing a Quote for Submittal” and its sub-para’s for how to properly submit a proposal.

23. The weight room is not listed in the PWS. Will there be any cleaning requirement in the weightroom?

Government Response: Yes, the weight room will need to be serviced. Reference PWS para. 2.15. Flooring.

All areas coded to include but not limited to: VCT, Resilient, Ceramic Tile, stained and polished concrete, epoxy, hardwood, marble, and Carpet are designated as to be serviced on the Custodial Service/Floor Plan.

Additionally, reference PWS para. 2.16. Resilient Flooring. Polymer floors engineered for comfort, flexibility, and design. Common types of resilient floors are, linoleum, asphalt, vinyl (composition and solid), rubber, wood, and cork.

24. We did not locate any carpet in the facility. And Robert (the FM on-site) indicated to me that there is not any carpet. The PWS has carpet services. And the floor plans indicate carpet. Can you please clarify the need for carpet maintenance?

Government Response: No carpet is present in this facility. Reference updated Floor Map.

25. Will we be required to clean the glass and the windows (inside and outside)? PWS does not specify.

Government Response: Not Applicable, windows are not specified in the PWS.

26. Can you please provide the occupancy level so we can estimate the cost of consumable and cleaning supplies?

Government Response: Estimated 20 personnel per day.

27. We were told the facility hadn't been cleaned for a month. The initial cleaning will be somewhat of a "deep cleaning" in some areas. Can this be handled as a separate CLIN?

Government Response: No additional CLINS will be added to this requirement.

28. Are small businesses allowed to bid on this opportunity as well?

Government Response: Reference the Cover Letter page, and the top of the Instructions to Offerors section within Solicitation which states: “Set-Aside 100% for Service Disabled Veteran Owned Small Business”.