Contractor Questions_ W9123826QA023 Final.pdf

1. CLIN & Pricing Structure

ID Clarification / Question Requested Answer

1 CLIN 0006 / PWS: CLIN 0006 (Maintenance Shop) shows a quantity of 52. However, the PWS states that the Maintenance Shop shall be serviced every Monday, Wednesday, and Friday (approx. 157 visits/year). Which governs, and what does one “Each” represent?

There is a discrepancy. The PWS states service is required Monday, Wednesday, and Friday.

However, the Pricing Schedule for the Base Year CLIN 0006 lists a Quantity of 52. The PWS will be revised to include services every Wednesday rather than Monday, Wednesday and Friday. The 52-service quantity for CLIN 0006 will remain 52.

CLINs 1006, 2006, 3006, and 4006 will also contain quantities of 52.

2 CLIN 0005: For the Headquarters Building (CLIN 0005 with a quantity of 157), please confirm that each “Each” represents one completed cleaning visit.

Confirmed. The PWS requires service on Monday, Wednesday, and Friday, and the Pricing Schedule lists a quantity of 157. This indicates that one "Each" represents a single cleaning visit.

3 CLIN 0010 / PWS: CLIN 0010 (Summer Janitorial Service) lists a quantity of 102. The PWS requires Saturday/Sunday service from May 1 to September 30 across 3 locations (Narrows Waterborne, Joe Miller Waterborne, Narrows CXT), which calculates to ~132 visits.

Please clarify how 102 was derived and define what one “Each” represents.

There is a discrepancy. The Pricing Schedule lists Summer Janitorial Service with a Quantity of 102 services. There are 44 services, from 01MAY- 30SEP. The Pricing schedule should list about 44 services to account for variations between Option Years. One "Each" represents a single weekend service at all three specified locations. Revised CLINs quantity shown in amendment.

4 PWS / CLINs 0001–0003: The PWS states summer service is performed “instead of” baseline services, but CLINs 0001–0003 show a full 52 weeks of service. Please confirm if summer Saturday/Sunday service replaces the regular Friday service at these locations.

Confirmed. The PWS explicitly states that from May 1 to September 30, the summer janitorial service shall be performed "instead of" the baseline services for the Narrows Waterborne, Joe Miller Waterborne, and Narrows CXT locations.

Base services quantity revised to 30 shown in amendment.

5 CLIN 0011 / PWS: CLIN 0011 (Optional Swing Space Cleaning) lists 52 “Each,” while the PWS

There is a discrepancy. The PWS states the optional service is for Monday, Wednesday, and states service is Mon/Wed/Fri when requested.

Please confirm the correct frequency, what one “Each” represents, and if the Government anticipates exercising this for the full year.

Friday. However, the Pricing Schedule lists a Quantity of 52. One "Each" represents a single cleaning visit. This will be exercised for the full year. The PWS will be revised to include services every Wednesday (once a week) rather than Monday, Wednesday and Friday (three times a week). The 52-service quantity for CLIN 0011 will remain 52. CLINs 1011, 2011, 3011, and 4011 will also contain quantities and 52.

6 CLIN 0011 Evaluation: Will optional CLIN 0011 be included in the evaluated total price? Is there a minimum notice period the Government will provide before requiring this service to begin?

Yes the Optional services will be include in the evaluated price. This CLIN will be pre-funded and exercised at time of award, as the services will be done upon the COR’s request. No minimum notice period will apply. Please include a price in your quote for all base and option CLINs. See FAR clause 52.217-7 for details.

37 Historical Financials: What was the previous awarded annual/monthly contract value, and what is the maximum procurement budget allocated for this opportunity?

The previous contract for this requirement was W9123820P0015 and the contract amount was $166,414.00.

42 Required Proposal Docs: Must key-personnel resumes, signed subcontractor acceptance letters, and all base/option year CLIN pricing be submitted with the initial quotation, or are they due post-award?

Per the updated PWS, Key Personnel Resumes and signed subcontractor acceptance letters (if applicable) must be submitted with the proposal to demonstrate the ability to fulfill contract requirements. The Pricing Schedule includes pricing for the base year and all four option years, which must be completed.

2. Technical & Facility Specifications

10 Physical Dimensions: Please provide the approximate cleanable and total square

This answer is in response to questions 10-17 and 46.

New HQ = ~5,000 Sqft, Swing space = ~500 sqft. The footage for each of the six service locations.

11 Swing Space Details Please provide the approximate square footage, layout, and location of the optional Swing Space (CLIN 0011).

12 Carpet Sq. Footage Please provide the approximate carpeted square footage at the Project Office/HQ, and clarify if furniture moving is expected beyond moving normal office chairs.

13 Window Quantities Please estimate the number, size, and approximate height/dimensions of windows included in the window-cleaning requirement for all facilities.

14 Room & Area Counts For each location, how many rooms or areas are included (e.g., offices, conference rooms, breakrooms, storage, restrooms, stairs)?

15 Restroom Fixtures For each restroom facility, please provide the number of toilets, urinals, sinks, showers, mirrors, drinking fountains, trash cans, dispensers, vault risers, and sanitary receptacles.

16 Floor Surface Types Please identify floor surface types and approximate square footage by type across all locations.

17 Facility Maps Are floor plans, maps, photos, satellite site maps, or facility diagrams available for the six

PWS and Pricing Schedule do not provide specific details on square footage of the other, room/fixture counts, facility maps, or exact travel distances. The PWS lists all six service locations at one main address: 12896 Englebright Dam Road, Smartsville, CA 95977. Offerors are expected to develop estimates based on the task descriptions. Please contact the Project HQ for a site visit.

service locations and the travel routes between them?

46 Site Travel Distances Please provide a location map or the approximate travel distances between the six service locations, highlighting any road limitations or parking restrictions.

3. Operational & Performance Requirements

18 Operating Season: Are the Narrows Waterborne, Joe Miller Waterborne, Narrows CXT, and Rice’s CXT facilities open to the public year-round, seasonally, or only when the recreation areas are open?

The PWS requires year-round "Baseline Services" for all locations, they are operational throughout the year. The contractor will be notified in advance of any closures.

19 Traffic Levels: What is the expected visitor/traffic level by season, especially during May 1 through September 30 and on weekends/holidays? Do you know approximately how many people use the restrooms daily?

Visitor traffic increases from 01APR-30SEP. We have no way of knowing how much use restrooms get.

22 Existing Problems: Are there current problem areas such as heavy mineral buildup, graffiti, odors, spider webs, trash overflow, clogged fixtures, or heavily soiled carpet?

You can expect all these issues due to the heavy use in our recreation areas. This site is open to the public, although there is no “official Site Visit” being held, you are welcome to come out to the site to see the areas. The PWS requires the contractor to address these types of issues (e.g., remove graffiti, unclog drains, clean heavily soiled carpets).

23 Task Performance Freq: For Headquarters and Maintenance Shop Mon/Wed/Fri service, should all listed tasks be completed every

HQ building janitorial services shall be performed for the duration of the period of performance Monday, Wednesday, and Friday of every week. No single visit, or are some tasks periodic/detail tasks?

services are required during the demolition/construction period for the new HQ building from approximately OCT26-OCT27.

There is a discrepancy with the Maintenance Shop.

The PWS will be revised to include services every Wednesday rather than Monday, Wednesday and Friday. The 52-service quantity for CLIN 0006 will remain 52. CLINs 1006, 2006, 3006, and 4006 will also contain quantities and 52. No services are required during the demolition/construction period for the New Maintenance Shop from approximately OCT27-OCT28. The COR will notify the contractor when these areas are closed.

24 Summer Weekend Traffic: Must the contractor service Narrows Waterborne, Joe Miller Waterborne, and Narrows CXT on both Saturday and Sunday from May 1 to September 30, even if visitor traffic is low?

Yes. The PWS states the service "shall be performed... Saturdays and Sundays," with no exceptions mentioned for low visitor traffic.

29 Vault Restroom Water: For adding water to CXT vaults to maintain waste below liquid levels, will the Government provide an accessible water source and hose connection at each site, or must the contractor transport the water?

Yes, USACE will provide a water access point. The contractor must provide their own hoses and nozzles.

30 Access Control: Are keys, gate codes, dispenser keys, or combinations provided to the contractor, and are any locations access-controlled after hours?

We will issue the contractor keys and alarm codes.

Per the PWS, "The Contractor shall be responsible for all keys issued."

31 Staff Security & ID: Will cleaning staff need background checks, badging, vehicle markings, uniforms, or active escorting?

Yes. The PWS requires that contractor vehicles be "clearly marked with the contractor’s logo" and that employees wear a "uniform shirt... that bears a company logo." The contractor must also submit a written list of all personnel names prior to commencement of work. USACE will not require badges and will not conduct background checks on employees.

34 Upcoming Closures: Are there any upcoming closures, construction, repairs, or reduced-use periods expected during the base year that could change the number of active facilities?

Yes. See revised PWS for details.

35 Performance Checklists: What inspection standard or checklist will the COR use to accept/reject work, and how quickly must deficiencies be corrected?

Work will be inspected according to the Quality Assurance Surveillance Plan (QASP). The standard is 100% timeliness and 85% quality. Deficiencies identified by the COR must be corrected "no later than 24 hours prior to the next scheduled service."

45 Prime Site Inspections: PWS Part B requires the Prime Contractor to personally inspect the worksite every 30 days if someone other than the named contractor performs the duties. If subcontractor key personnel are named, does this still apply, and can a designated Prime representative perform it?

Yes this applies to the Prime Contractor. The PWS states, "it shall be the responsibility of the Prime Contractor to personally inspect the worksite."

4. Emergency Services

7 CLIN 0007: Is the base year quantity of 2 for CLIN 0007 (Emergency Janitorial) an estimated/not-to-exceed figure or a hard cap on billable callouts?

The Pricing Schedule lists a Quantity of 2 for CLIN 0007. This is a fixed quantity.

8 Emergency Scope: For Emergency Services, does one “Each” represent one complete response covering all affected areas regardless of the number of locations, or is it priced per single location? Should pricing be submitted per hour, per call-out, or per occurrence?

The Pricing Schedule shows pricing is per call-out ("Price per service"). The PWS will be updated to state, “An Emergency Janitorial Service shall include any of the line item(s) from the Baseline Services.

9 Emergency Tasks: The PWS states emergency call-outs include items from “Basic and/or Superior Janitorial Service,” but those terms do not appear elsewhere. What specific baseline tasks should we assume an emergency call-out covers?

Emergency Janitorial Service work relates to the restrooms at Project Office, Narrows, Joe Miller, and CXTs. The PWS will be updated to remove the terms “basic and superior services.”

25 Emergency History: How many emergency janitorial callouts were requested in the last 12 months, and which locations received the most emergency calls?

Unknown.

26 Emergency Response: Is the 3-hour emergency response requirement measured from phone/email notification, receipt acknowledgement, or arrival onsite? Does this apply 24/7, including weekends and Federal holidays?

The service must be completed within 3 hours of notification. This applies to calls received between 7:00 am and 6:00 pm, any day of the week.

5. Government-Furnished Property & Consumables

20 Historical Consumables: If available, what are the historical annual quantities of consumables used under the prior contract?

Unknown.

21 Consumable Ownership: Please confirm which consumables the contractor must provide, and if there are specific required brands/specifications.

The Contractor must provide all supplies, including paper towels, toilet paper, seat covers, air fresheners, and soap/dispensers. The PWS specifies a "commercial grade, EPA (Environmental Protection Agency) approved, 450 double - ply type toilet paper." MURATIC ACID cleaners are PROHIBITED.

27 Waste Disposal Location: Routine waste disposal: is the Government-provided transfer unit/dumpster available for all routine waste generated under this contract, or must trash be removed entirely from Government property?

Waste shall be removed from Government property.

The PWS States, “All waste material generated in performing of this contract shall be removed from government property and disposed of at an approved waste disposal site. The contractor shall comply with all Federal state and local guidelines as they pertain to the proper excavation, removal, and disposal of waste material generated during the performance of this contract description.”

28 Storage Facilities: PWS Part C.1.A references Government storage. Can you provide the size, location, and accessibility of this area, and confirm if storage is available at each individual restroom/office location?

Storage provided is for small quantities of cleaning supplies. Storage is provided in (2) waterborne restroom “pipe chases” and at the Project HQ.

6. Administrative & Submission Guidelines

32 Site Visit: Is an official site visit or pre-proposal conference being offered? If so, how should interested offerors arrange to attend?

This site is open to the public, although there is no “official Site Visit” being held, you are welcome to come out to the site to see the areas.

33 No Site Visit Clause: Since no site visit is permitted, please confirm that the contractor will not be held responsible for undisclosed physical conditions that could not reasonably be identified from the solicitation documents.

The PWS does not contain a clause. absolving the contractor of responsibility for undisclosed conditions. This site is open to the public, although there is no “official Site Visit” being held, you are welcome to come out to the site to see the areas.

36 Incumbent Contractor: Is contract W9123825PA053 the predecessor to this requirement? Who is the current contractor, and are there material scope differences between the prior contract and the current PWS?

The previous contract for these services at this location is W9123820P0015. The contractor was “Out of Site Cleaning”.

38 Historical Labor Hours: Please provide historical monthly service logs, approximate average weekly labor hours, or the typical headcount used to

This information is not available.

perform this requirement under the previous contract.

39 Pre-Work Attendance: May a designated representative of the Prime Contractor attend the pre-work conference in lieu of the company Principal?

No, The PWS states the "Prime Contractor must attend" the in-person pre-work conference.

40 Submission Method: What is the required method of quotation submission (email or electronic portal like PIEE)?

Please email our quotes to Jessica Padilla at Jessica.Padilla@usace.army.mil and Raymond Greenheck at Raymond.R.Greenheck@usace.army.mil.

41 Submission Guidelines: If submission is via email, please provide the correct address, subject line format, file naming conventions, and page limits. Does the Government prefer the SF-1449 and supporting documents as one combined

PDF?

Please email our quotes to Jessica Padilla at Jessica.Padilla@usace.army.mil and Raymond Greenheck at Raymond.R.Greenheck@usace.army.mil. There is no format required for subject line or file naming convention or page limits. Please include your quote on the provided

SF 1449.

43 Set-Aside Designation: Block 10 of the SF-1449 references a 100% set-aside under NAICS 561720, but the specific category is illegible. Please confirm if this is a total small business set-aside or a specific socioeconomic category (8(a), HUBZone, SDVOSB, WOSB).

This requirement is a total small business set-aside.

44 Subcontracting: Please confirm that using a qualified first-tier small business janitorial subcontractor is permitted under NAICS 561720, provided the Prime remains responsible for quality control and complies with FAR 52.219- 14.

The PWS indicates subcontracting is permitted by requiring subcontractor acceptance letters and holding the Prime Contractor responsible for all work performed.

Confirmed – yes as long as the subcontractor is a small business subcontracting is allowed. Please see FAR 52.219- 14 for details.

47 Staffing Development: If historical labor and supply data are unavailable, please confirm that offerors are expected to develop staffing plans solely from the PWS and the additional facility data provided through these Q&As.

The documents do not provide historical data. Therefore, offerors are expected to develop their staffing and supply plans based on the requirements detailed in the PWS and any clarifications from this Q&A.