AMENDMENT 1 - Q&A Janitorial services for FEMA Region 2 at Naval Weapons Station Earle (NWSE)

The Federal Emergency Management Agency (FEMA) is seeking janitorial services needed to accommodate and maintain a safe FEMA workspace environment for staff of Building C-54.

Please send all questions regarding this solicitation to: kendall.feaster@fema.dhs.gov

Please send proposals to kendall.feaster@fema.dhs.gov, coping Gennara Mack at gennara.mack@fema.dhs.gov

Quotes must be valid for a minimum of 90 days. 

Q&A:

1. Q: Over the last 5 years what is the average time per year that the base goes into RRCC mode?  A: Average 5 times a year 7 days duration
2. Q: How long on average does it take for employees to get the federal clearance needed to work on the base? A: Generally about 2 weeks for the FEMA and Navy. Could be more or less, depends on the complexity of the vetting.
3. Q: The 1449 says that this solicitation is set aside as unrestricted, yet on SAM.GOV it says Total Small Business. Please advise.  A: This solicitation is a 100% small business set aside.
4. Q:Do you require staff the entire day of 7am - 4pm?  Or, until tasks are completed? A: Not a full day. Services are to be completed during normal working hours and until tasks are completed
5. Q: Are Site Visits mandatory? A: Site visits are not mandatory
6. Q: The Cost Sheet has various types of services?  Will all of them be required or you are seeking costs in the event the required days and frequency of services change? A: We are seeking costs in the event the required days and frequency of services change
7. Q: Square footage of each facility? (separately) A:  Total is 22,500 sq ft – Office is 21,200 sq ft Mezzanine 1,300 sq ft
8. Q: Number of custodians required/what is the minimum crew size needed? A: Minimum 1
9. Q: Time frame to clean?  A: Between hours 7:00AM – 4:00PM
10. Q: Is glass cleaning part of the mezzanine? A: Yes, just the inside glass (office)
11. Q: Is warehouse included in cleaning? A: No, the warehouse is not included
12. Q: Are supplies provided by FEMA or contractor? A: The contractor is responsible for all supplies and equipment needed.
13. Q: Is there a janitorial office? A: No office
14. Q: Please confirm the Mezzanine upper level is 1/time weekly unless disaster relief is present and staffing is working up there daily.  In this event the service will be 5/times weekly? A:Area A3 General and Office Space and Conference room: DURING RRCC ACTIVATIONS ALL TWICE WEEKLY REQUIREMENTS WILL BECOME DAILY REQUIREMENTS INCLUDING HOLIDAYS WHERE APPLICABLE.
15. Q: What kind of data can you provide about consumables like bathroom paper, trash bags, hand soap, etc.; Are we to include a one-year supply in our proposal, or a piece-rate? If a supply, then can we have usage statistics from the last year or so? A: We do not have that data, the previous vendor handled all the supply
16. Q: Is there any preference in regard to manpower to be staffed for the Monday-Friday 7am-4pm shift? A: No preference
17. Q: In which format and/or platform will submissions be accepted on 12/15? Will submissions be accepted via Sam.gov, Bid Prime, Traditional Email or in-person/USPS delivery? A: Submit via email to Kendall Feaster at Kendall.feaster@fema.dhs.gov, copying Gennara Mack at gennara.mack@fema.dhs.gov
18. Q: The Performance Work Statement says that the services should be performed during operating hours. Does this mean that the janitors will serve as day porters, upkeeping the requested areas all day, or do they only have to conduct the specified services for that day at some point during the operating hours?  What about for 24-hour operating days, requiring twice a day cleaning, is it also expected to be available all 24 hours, or only up until services are completed? A: The janitors are not in the building all day, the janitors come in daily perform the daily requirement and create schedule for the other requirements. No janitors would only be expected to come in twice a day, preference would be to come in the morning and again in the afternoon.
19. Q: Please clarify whether or not pricing is expected up front for RRCC activation services alongside the regular weekly services, and what is meant by optional?  A: Pricing is expected up front for RRCC activation. By optional, we mean that this line item is not guaranteed to be funded.
20. Q: Please explain the difference between the schedules labeled as OPTIONAL CLIN and OPTION CLIN (schedules ending in 002 and 003)?  A: Optional CLINs X002 and X003 would be funded as needed.
21. Q: In section 1.4 of the PWS, it states that personnel should be US citizens, while section 6.1 says employees can either be a citizen or a legal permanent resident.  Please clarify the requisites for this? Is there is a requirement for our janitorial staff employees to be citizens or if permanent legal residency is admissible? A: The Naval base only allows US Citizen to come on base.
22. Q: How many windows there are throughout the building for the twice-a-year window washing. A: . 82 windows, 1 bay window & the front doors have 2 glass panels
23.  Q:  Is the contractor is responsible for providing the following: Hand soap and hand sanitizer, trash can liners (all sizes), toilet seat covers, kitchen paper towels and dish soap? A: Contractor is responsible for all
24. Q: Can the Government confirm whether any rooms or operational spaces within Building C-54 requires escorted access, cleaning outside normal duty hours, or are off limits during certain operations or activation conditions? A: Restricted areas are not cleaned, all cleaning should be done during normal business hours, weekends only when CLIN is activated for RRCC
25. Q: Can FEMA confirm whether the two mezzanine restrooms require daily cleaning, or do they follow the biweekly mezzanine schedule? A: Restrooms in mezzanine would be biweekly, except during RRCC activations then it would become daily
26.  Q: Is the contractor permitted to perform daily cleaning between 11 AM–4 PM, provided it remains within the 7 AM–4 PM operational window?  A: Daily cleaning shall be completed within operational hours of 7am to 4pm
27.  Q: Should vacuuming and other noise-producing tasks occur while personnel are present, or is there a preferred time to minimize disruption? A: Yes, vacuuming, and other noise-producing tasks occur while personnel are present.
28. Q: Should the Evacuation Office (50 desks) be cleaned only during RRCC activation events, or is any cleaning required outside activation? A: This is biweekly
29. Q: How much advance notice is typically provided before an RRCC activation, and what staffing level does FEMA expect during activation? A: Usually a couple days notice, but depends on the situation of the disaster
30. Q: Will FEMA require floor stripping, waxing, or burnishing during the contract, and is subcontracted or rental floor-care equipment acceptable? A: Yes, subcontractor would need to be a US Citizen and would have to be vetted. Rental equipment is acceptable, but contractor will be responsible for the equipment.  
31. Q: Where is the designated dumpster or trash disposal area located, and will the contractor have access to it during daily cleaning hours? A: The dumpster are located in the back of the building to access you would take the driveway after the fire department, go straight through the fenced area. The dumpster are located in the back on the left. 
32. Q: Can FEMA clarify the security vetting requirements for contractor personnel? Specifically:
    • Are SECNAV 5512 forms sufficient for access approval? A: No, the SECNAV 5512 only for base access
    • Is fingerprinting or any additional federal background check required?  A: Yes
    • Are periodic renewals expected? A: Yes
    • What is the process for submitting new employees for clearance? A: Federal vetting forms are provided to the contractors for processing and electronic E-APP entries are completed. An EOD approval will given from FEMA Personal Security.
33. Q: Can FEMA clarify evacuation and activation procedures as they relate to staffing and access? A: We do not evacuate the building unless a fire alarm goes off.
34. Q:  If FEMA requires additional cleaners during RRCC activation, must those extra personnel be fully cleared (SECNAV 5512, background checks, etc.) before activation events? A: Yes, all personnel must be fully cleared before coming on base
35. Q: How far in advance must the contractor submit additional personnel for approval A: At least 2 weeks
36. Q: Is there an indication when the cleaner is not allowed in a certain room to clean? Sign on door, door closed, etc. A: Doors are locked or have an “Authorized Personnel Only” sign.
37. Q: Are we cleaning the employee lockers? If so, how often? A: No, lockers are not part of the contact
38. Q: What is the number of employees previously working in the building at night? A: Zero, only possible of overnight would be during an activation
39. Q: Is this a union contract? A: No
40. Q: Is recycling separated, and if so, what disposal procedures are required? A: Yes, we have separate cans for trash and recycling, we also have two dumpsters in back, one for trash and one for recycling
41. Q: For twice-daily activation cleaning under CLIN 0003, are specific time windows required (e.g., morning and mid-day), or may the contractor propose appropriate timing? A: Morning and mid-day would be preferred, but the contractor may propose appropriate times.
42. Q: Are consumables reimbursable separately, or should all consumable costs be included within the firm fixed price? A: All consumable costs should be included within the firm fixed price
43. Q: For inside/outside window cleaning performed twice per year, please confirm:
    1. The number of window panels requiring service A: 82 plus 1 bay window
    2. The height of the windows – A: 44 height x 46 wide – Bay widow 72 height x 114 width
    3. Whether ladder access is sufficient or if lift equipment is needed A: Ladder should be sufficient