Custodial Services Questions and Answers.pdf

Custodial Services Questions and Answers

Q1: You are asking for the prices for 5 years. Should it be a fixed price for the term? We do not consider this to be economical, as the last tariff adjustments were unfortunately difficult to calculate. The current collective agreement runs until the end of 2024. Would it be possible for you to agree a price escalation clause so that only the tariff increases can be passed on? We think it would be the fairest solution for both sides.

A1: Once awarded the proposed prices will be fixed ceiling rates. It is the responsibility of the contractor to incorporate any risk through the life of the contract and incorporate it into any applicable annual escalations.

Q2: The planned start date for the work you have requested is not feasible. There are only a very few days between the submission date of the quotation and the planned start date, and even the planned 30-day period is not sufficient to adequately start such a project. We would like to point out that a number of preparations are necessary for the successful implementation of the project, which cannot be completed within the envisaged timeframe under the circumstances currently requested. In particular, staff will need to be recruited, access passes will need to be applied for (with certificates of good conduct needing to be applied for in advance and taking around 14 days to be delivered), and materials and equipment will need to be sourced and distributed. It is important to emphasize that for a company that has not previously been involved in this mission, there is insufficient time for adequate preparation and organization. The present situation could therefore be interpreted as a form of distortion of competition.

We would like to officially raise this issue and ask for a review of the planned schedule and a possible extension or adjustment of the time frame to ensure a fair and equitable competitive situation.

A2: From start of the task order, the government’s requirement is a 30-day transition in period to take on the taskings.

Q3: After careful review of the Request for Proposal (RFP), Section 1.24 Authorization to Perform Services in Germany, specifically 1.24.3, is it the Government expectation that the Contractor will be registered and authorized to perform business within the Federal Republic of Germany?

A3: Yes, the prime contractor and any subcontractors must have authorization to perform services in Germany.

Q4: Will the Contractor be required to provide proof of authorization?

A4: The contractor will not be required to provide proof of authorization with their proposal; however, the Government reserves the right to request proof. The contractor needs to make sure that it has been duly authorized to operate and to do business in Germany.

Q5: If the answer is no, will the Government include the Status of Forces of Agreement (SOFA) as an amendment to the RFP?

A5: Employees will not be authorized SOFA status as part of this contract.

Q6: If not, will the Government state why it will not be included?

A6: Custodial services do not meet the requirements for SOFA status.

Q7: Will there be negotiations on the legal content of the contract terms? If negotiations are planned, how can bidders submit their proposals for amendments to the contract?

A7: Any concerns with contract terms must be raised during the Q&A period to enable response from the Government. Proposals must be in accordance with the terms and conditions of the RFP at the time of close.

Q8: Is the governance of US law mandatory (e.g. FAR section 52.233-4) or is it possible to negotiate and agree upon a contract under German law?

A8: This contract will be issued under US law.

Q9: As we understand, under US law, the liability of a service provider for breach of contract etc. is basically unlimited, is that correct? If so, is it possible to agree a limitation of liability for breach of contract, tort etc., as is usual for facility services contracts?

A9: This contract will be issued under US law.

Q10: Is it possible to agree a price adjustment option, especially in the event of a change of collective agreements or relevant laws.

A10: It is the responsibility of the contractor to incorporate any risk through the life of the contract and incorporate it into any applicable annual escalations.

Q11: Are floor mats part of the cleaning?

A11: Yes

Q12: Are Administrative Costs included in trying to secure clearances for personnel cleaning in secure areas?

A12: Clearances are not required as part of this contract. The administrative costs to get employees access to base and into the secure facilities should be considered when developing pricing.

Q13: CDC Cleaning Hours of 0900 – 1300, is cleaning required during the entire duration or must be completed between the associated hours?

A13: This is the timeframe available for cleaning, how long it takes does not matter so long as the standards of the contract are met.

Q14: Certifications and Meisters, are the required to be valid during proposal submission or first day of contract?

A14: Required to be valid at time of proposal submission.

Q15: Is there a Special Equipment List required for cleaning or can regular commercial equipment be used?

A15: Industrial strength equipment is required (Deliverable # A.016), see para 4.4 PWS.

The industrial strength equipment used under standard commercial practices is acceptable.

Q16: Are power outlets on the building list EU (220) or US (110) standard?

A16: EU 230 V

Q17: Are there places to store cleaning equipment in each building?

A17: Yes

Q18: Are the Basketball court and Track located in the gym part of the cleaning contract?

A18: No

Q19: For the cleanings in secure areas, are they escorted?

A19: Yes, once the individuals are approved, they will meet their escorts at the building security/ sign-in offices.

Q20: For cleaning floors, are there specific chemicals that need to be used or just regular standard chemicals?

A20: Industrial standard chemicals.

Q21: White House cleanings, is it classified as a high use building or regular Administrative?

A21: Regular Admin building

Q22: Water Fountains need to be cleaned how often?

A22: Para 5.2.1.2 PWS, Clean Drinking Fountains: Drinking fountains shall be cleaned at the same frequency as restrooms and will not be a separate item in the contract.

Q23: Toilet paper roll size?

A23: See attachment 2 (Historical workload data) of PWS. Five (5) buildings have jumbo rolls, all the other buildings have normal sized toilet paper.

Q24: Cleaning of commercial offices, such as Community Bank, are classified as high use or Administrative?

A24: High use

Q25: Please indicate for each building how access or key handling is to take place during cleaning, especially if cleaning is to take place outside access times in the evening.

A25: The contract Project Manager will get all necessary keys. He signs the receipt for the keys and is responsible for the key.

Q26: Please indicate for each building whether a separate washing machine can be operated, including the type of supply (cold/hot water). (Fitness center, FCC, etc.)

A26: The contractor will get a supply area on Clay Kaserne, Bldg. 1004, with the possibility to connect washing machines.

Q27: Please indicate the smallest door width per building (cleaning trolley, elevator, etc.)

and indicate if one of the buildings has several floors but no elevator.

A27: The smallest door of USAG Wiesbaden should have a minimum width of 80cm.

According to DIN 18040, barrier-free doors.

Q28: Are we right in assuming that the high-security building has the same floor coverings and sanitary facilities as a normal office building shown (e.g. White House Building)?

A28: Yes.

Q29: Please state the maximum distance from the central warehouse to the furthest building to be cleaned on the site. Are there common rooms for your own employees?

A29: The longest distance from Clay Kaserne to Dagger Complex near Darmstadt is 40 km.

Q30: Is there Storage space, if yes how much and where?

A30: Yes, there is storage space located in the storage area, Bldg.1219, consisting of 1139 sq ft.

Q31: Question to the price list: Example Item A: Does Frequency 3W (3 Times per week), Does the Square M mean per 1 time week which then equals for a year 145 Services?

Calculated

Field Calculated Field

Entry Filed

SquareM*Unit Price Sub-Total*Services

Item Installation Admin. Frequency Square.M Unit

Price Sub-Total Services Total Cost

A Clean, Disinfect & Supply Restrooms/Locker 3W 4.086,00 1 0 145 € -

B Sweep/Vaccum/Wet Mop Floors, Hallways, Stairs, Entrances 2M 66.475,30 0 22 € -

A31: Yes, the square meters are per service. The frequency in item A is 3 times per week. The contract period is 11 months plus one month phase in multiplied by 3, for a total of 145 Services.

Q32. How do you produce the factor for working days, quantity (sample 145 days?)

A32. There are 3 services per week. The base period is 11 months plus one month phase in multiplied by 3, for a total of 145 Services.

Q33. Bldg. 3340 glass cleaning once a week, where do we have to price this?

A33. See price book, High Use Admin/Special Requirements section, Item “O”.

Q34. Supplies, how many rolls of toilet paper and hand paper, how many sheets are on the rolls of toilet paper are in one carton how many sheets are in one pack of hand paper and how many packs are in one carton.

A34. This is up to the manufacturer.

Q35. Kitchen hand towels, any specific size or quality of hand towels

A35. No, just kitchen hand towels.

Q36. Spot cleaning A/R how and where do we have to price this? How can we enter the price in Price chart?

A36. Spot cleaning is in a case where the area is larger than 2 square feet in size and will be priced under emergency charging upon request.

Q37. Storage and Office space for the contractor, are there hook ups for washers and dryers? Are there on each installation hook ups for washer and dryers?

A37. The contractor will get rooms on Clay Kaserne, Bldg. 1004 with office space, and the possibility to connect washing machines and dryers. There is also a storage space located in the storage area, Bldg.1219, consisting of 1139 sq ft.

Q38. Can you provide the size of the storage Area, does it have electricity, water, and a floor drainage?

A38. The storage area in Bldg.1219 consists of 1139 sq ft. It has electricity and water but no floor drainage.

Q39. Can we hook up Office equipment like PC, Printer, Telephone?

A39. There is no internet connection. Telephone only via Smartphone, and PC and Printer without WIFI setup.

Q40. Are Storage rooms in each building? Do we have keys to lock the storage rooms?

A40. Yes