(5) Questions and Answers 7 Sep 2025.pdf

Questions & Answers

Company 1:

1. To design working groups for Staffing Plan, it would be helpful to know which buildings and facilities are adjacent to one another. Would it be possible to obtain a base map or layout for Osan Air Base?

Answer: After the contract is awarded, COR will provide this map/layout upon leadership approval and after a pledge of non-disclosure.

3. Could you share the approximate number of janitor worked for the current and previous contractors, and a list of the major equipments with their specs?

Answer: Historically, there have been 35 – 50 employees working on the Custodial Services over the past contracts. The primary equipment used under the cleaning contract consists of vacuum cleaners, carpet shampoo machines for carpets and deep cleaning machines for hard floor maintenance.

4. Do all facilities or buildings have a janitorial closet/room? If not, could you provide a list of the facilities or buildings where a janitorial closet/room is available?

Answer: Almost every building has a janitor’s closet or janitorial room.

5. If awarded as Contractor, will the Contractor be provided any office?

Answer: While neither the current contractor nor the previous contract expressly guarantees the provision of such facilities, office space and storage space shall nevertheless be provided.

6. What is the maximum number of DECALs available?

Answer: Due to the limited space in the parking area, decals cannot be issued to all individuals, however the current contractor has been issued approximately seven (7) vehicle access passes for company-owned and personal vehicles.

Company 2:

PWS – Part 4: Contractor Furnished Items and Services Paragraph 4.2: Contractor Furnished Restroom Supplies

1) Could you please provide the estimated monthly quantities of restroom supplies (e.g., plastic trash can liners/bags, toilet tissue, paper towels, hand soap)?

Answer: Appendix 2 set forth in detail the restroom sizes, the number of toilets, and the number of sinks; such information and your experience of past performance shall be used as a basis for estimating approximate quantities.

PWS – Part 5: Facility Cleaning Services Paragraph 5.1.2: Carpeted Floors

2) During the site visit, I observed several stains on the carpet that may be difficult to remove and could potentially require carpet replacement. Would it be the responsibility of the new contractor to remove these hard-to-clean stains, or should they be considered existing conditions that remain as-is?

Answer: Discolored or permanently damaged carpet areas that cannot be removed through cleaning, shall not be the responsibility of the contractor.

Company 3:

Here are two questions regarding Volume 2, Factor 2: Past Performance.

Also, I would like to ask a couple questions regarding the solicitation proposal (Please refer to the attached image of Appendix 2 Estimated Square Footage and Cleaning Level Type).

1) For ITEM NO.0007 in the Standard Form 1449 (56,445 SF), the building list provided includes buildings 1238, 1404, 1419, and 1423. According to the breakdown of restrooms, carpet, and flooring areas (5,212 + 1,747 + 48,886), the total comes to 55,845 SF. Could you please confirm if 56445 SF is simply a summation error?

Answer: For your inquiry, refer to the updated appendix 2.

2) For buildings 1452, 1456, and 1452, the total floor area is 87,120 + 200 + 6,574 = 93,894 SF, but we could not locate a solicitation proposal (in the 1449 standard form) covering these buildings.

Could you please confirm whether a separate proposal exists for these, or advise on how this area is being accounted for?

Answer: In accordance with Appendix 1 and Appendix 2, we request that the contractor carry out the cleaning of buildings 1452 and 1456 and submit your price proposal under ITEM NO. 0005 in the Standard Form 1449.

Company 4:

Q2. Is it acceptable to use vacuum cleaners that produce noise?

Answer: Normal noise arising from cleaning activities shall be deemed acceptable.

Q3. We noticed that Dyson Airblade hand dryers (high-cost equipment) are installed in several locations.

Are these considered government-furnished equipment (GFE), or are they part of the assets to be taken over?

Answer: This equipment is the property of the government. However, only a limited number of restrooms are installed.

Q4. May the contractor propose and install hand dryers at the contractor’s own expense as part of a cost-saving plan to reduce consumable usage (e.g., paper towels)?

Answer: Installation may be carried out at the contractor’s expense subject to approval of the building manager and COR. Notwithstanding the foregoing, the provision of paper towels remains mandatory.

Q5. For key personnel, is only one Contract Manager (CM) required?

Answer: According to para 1.4.7 of PWS, the contractor manager and alternate contract manager are key personnel.

Q6. The PWS requires at least two years of past performance within the last five years.

Could you please clarify the exact interpretation of this requirement?

For example, if the reference date is 1 August 2025, would past performance of two or more years fully contained between 1 August 2020 and 31 July 2025 satisfy the requirement?

Answer: The offeror shall submit documentation that demonstrates recent and relevant past performance and experience (Government and/or Commercial) in Custodial Service within the last five years from the issuance date of this solicitation.

Q9. The solicitation states that escort authorization will be granted for up to three personnel. Would it be possible to request authorization for additional personnel?

Since escort authorization directly impacts the contractor’s ability to perform tasks— particularly during deep cleaning or staffing shortages, having more authorized escorts would facilitate contract performance.

Answer: According to para 1.5.2 of PWS, Escort privileges will be authorized to only CM and ACM with a limit of three (3) persons. Although this is mentioned in PWS, the QC and Delivery Lead can provide the escort privileges subject to leadership approval.

Company 5:

Question 1

Since English proficiency is required for the CM role, would it be acceptable to set a requirement such as U.S. citizenship or a minimum TOEIC score of 800 to ensure effective contract communication? (As a reference, similar criteria were proposed in the recent DoDEA school custodial services solicitation.) (Attachment 2 / Key Personnel)

Answer: According to para 1.4.7 of PWS, while the above conditions are not required, we request the ability to conversing in and understanding English.

Question 2

Attachment 2 states that “one of key personnel shall have a year of 2024 or 2025 sanitary training certificate provided by organizations/associations permitted by the Minister of Health and Welfare.”

Could you please clarify if “one of key personnel” specifically refers to either the Contract Manager (CM) or the Quality Control Manager (QCM)? In addition, since the QCM position normally requires English proficiency (citizenship, overseas university graduation, or TOEIC score of 800 or higher), please confirm if both CM and QCM must be designated as key personnel.

Answer: According to para 1.4.7 of PWS, the contractor manager and alternate contract manager are key personnel.

Question 4

Please confirm whether services are not required during unexpected Korean temporary holidays.

(PWS 1.10.1 – Holidays)

Answer: According to para1.10.2 of PWS, the contractor is not required to provide service on unexpected Korean temporary holiday. However, The contractor is required to provide service on unexpected Korean national holiday for Fitness Centers (Bldg 1238, 1404, 1419, 1423, 1452, 1456, 1457, 1452), Child dvelopment Centers (Bldg 213) , Youth Center (Bldg 433), Teen Center (Bldg 738), School Age Center (Bldg 213), Navy Federal Credit Union (Bldg 926) and Air Mobility Command Passenger Terminal (Bldg 648).

Question 5

Per PWS 1.10.1.2, if the Facility Manager or end user requires services during holidays or after normal working hours, will overtime (OT) costs be reimbursable?

Answer: Under no circumstances shall the building manager or end user be entitled to request such services.

Question 6

Will the Government provide Spill Response training as referenced in PWS 1.4? If so, how will this training be provided for newly hired employees? (PWS 1.4 – Spill Response)

Answer: Training shall be conducted in coordination with COR

Question 7

PWS 3.1.1 states that a closet will be provided. Will a rest area also be provided in compliance with Korean labor law, which requires employers to provide rest spaces for employees? (PWS 3.1.1– Facilities)

Answer: No break room will be provided; however , if a break room exists within the building, short breaks during cleaning are permitted.

Question 8

While a closet is provided, will there also be a storage space available to receive and stock cleaning supplies?

Answer: According to para 3.1.1 of PWS, Janitorial closets will be available for use and storage for stock cleaning supplies.

Question 9

Will the contractor be provided with a separate office space in addition to the closet?

Answer: While neither the current contractor nor the previous contract expressly guarantees the provision of such facilities, office space and storage space shall nevertheless be provided.

Question 10

Can KC-certified products be used in lieu of UL-certified products? Considering that UL-certified products often require long shipping lead times, this may negatively impact the end user. If KC-certified products are not acceptable, can UL-certified products be purchased as bench stock and reimbursed? Additionally, could you please confirm which UL-certified products the incumbent contractor is currently using? (PWS 4.1.1 – Equipment Certification)

Answer: According to updated 4.1.2 of PWS, All equipment used in the performance of this contract shall be in good operable condition and carry a U/L (Underwriters Laboratories) listing or KC (Korea Certification) certified product.

Question 11

PWS 4.2 specifies product standards. If MSDS approval is obtained, may any brand be used?

This question is raised to allow flexibility in cases of supply shortages. (PWS 4.2 – Materials)

Answer: The use of any brand shall be permitted, but will be subject to prior approval.

12 Question

The PWS states “ALL SURFACE FLOOR.” Does this refer only to floors, or does it mean the entire surface area? If it refers to the entire surface area, has this been reflected in Attachment 1-2 calculations for accurate estimation? (PWS 5.1.3 – Floor Cleaning)

Answer: According to para 5.1.3 of PWS, All floor surfaces shall be cleaned with paragraph 5.1.1 or 5.1.2, as appropriate. All floor surfaces has been reflected in appendix 1 and appendix 2.

Question 13

For areas where mats must be removed for waxing, is it acceptable for the end user to return mats to their original positions?

Waxing is normally performed early morning or late evening, and requiring contractor staff to remain until the floor dries would significantly increase labor costs. (PWS 5.1.4 – Waxing)

Answer: According to para 5.3.1 and 5.3.2 of PWS, the contractor is responsible to return to their original location after the floor has dried.

After wax cleaning, returned items shall be returned to their original locations, and as such, the contractor must wait until the floor has dried.

Question 14

If the contractor completes cleaning according to schedule, but the area (e.g., CDC) becomes dirty again due to occupants (e.g., children), is the contractor required to clean again? If so, can OT costs be claimed? (PWS 5.2 – Recleaning)

Answer: For Level 1 and Level 2 buildings, the contractor shall have no responsibility after cleaning until the following cleaning schedule. However, cleaning for CDC is required to clean the based of as needed. Please see the appendix 1. Cost incurred for as needed cleaning shall not be requested to government.

Question 15

The term “FURNITURE” is very broad. Could you please clarify the exact scope of items included?

Given the potential risk of workplace injuries when moving heavy furniture, and the associated costs, clarification is requested. (PWS 5.3.2 – Furniture)

Answer: According to para 5.3.2 of PWS, Chair, trash receptacles and other items shall be moved to clean carpets underneath and returned to their original location after the carpet has dried. Large desks, cabinets, and similar items shall not be moved; carpet cleaning shall be performed in their current positions.

Question 16

If end users request cleaning of areas outside the defined scope, should the contractor perform the work and submit a cost claim? If the contractor refuses such requests, how will the Government ensure that no retaliation occurs? (PWS 5.4 – Out-of-Scope Work)

Answer: Contractor will only be required to adhere to the requirements of the PWS. Any additional work will only be approved by the Contracting Officer in coordination with the COR.

Question 17

If the end user requests equipment or consumables not covered under the contract, may the contractor charge the cost? If so, what is the process for reimbursement? Additionally, if such costs are to be claimed as fixed costs, will the Government establish reasonable ranges (e.g., cost and quantity)? If the contractor refuses such requests, how will the Government protect against retaliation? (PWS 5.4.5.1 – Supplies and Equipment)

Answer: The end user shall not make such requests. Should any such request be received, it must be reported to COR immediately.

Question 18

If COR approval and MSDS approval are obtained, may domestic (Korean) products be substituted?

(PWS 5.4.5.1.2 – Local Products)

Answer: Domestic products will be authorized to use after prior approval is obtained from COR.

Question 19

Since wall cleaning is specified, has wall surface area also been included in the calculations in Attachment 1-2 for accurate estimation? (PWS 5.4.5.8 – Wall Cleaning)

Answer: Wall cleaning shall be performed in accordance with the para 5.4.5.8 of PWS, and the associated costs shall be included in your proposal.

Question 20

If supplies are maximally stocked but not adequately secured and theft occurs, will the Government reimburse the contractor, provide secure dispensers, or allocate secure storage space? (PWS

5.4.5.15 – Supply Security)

Answer: No. According to para 3.1.1 of PWS, Cleaning supplies and tools shall be stored and organized in such a manner as to allow easy access and movement in closet. Closets provided for janitorial service use shall be locked if locks are available. The Government will not be responsible for the contractor’s stored supplies or equipment kept in the building or janitor’s closets. No reports of lost items have been received over the past two years.

Question 21

Could the Government please provide the total number and surface area of windows per building, as this information is required for accurate cost estimation? (PWS 5.4.5.17 – Window Cleaning)

Answer: We do not have this data on all these facilities, but Level 1 and Level 2 buildings do not require window cleaning. However, for Level 4 and Level 6 buildings is required to clean both interior and exterior per appendix 2.