APIA: Renewal of Janitorial Services for Chancery

Questions & Answers / Clarifications

This document provides answers to questions submitted by potential bidders regarding RFQ# 19WS1026Q0361.

• Incumbent Contractor: Futiafu Cleaning Services.
• Local Business Presence: Offerors are directed to Clause 652.242-73 Authorization and Performance and Section 3, Solicitation Provisions, A.2, for requirements regarding an established business presence in Apia, Samoa.
• Labor Laws: The governing labor laws for contractor compensation are detailed in the Schedule of Supplies/Services, Description/Specifications/Work Statement, Section 8.0 Laws and Regulations.
• Staffing Requirements: The necessity for cleaners to remain on-site for the full workday versus scheduled hours is addressed in the Schedule of Supplies/Services, Description/Specifications/Work Statement, Section 2.0 Management and Supervision.

This Q&A document clarifies specific aspects of the solicitation, directing bidders to relevant sections for detailed requirements concerning incumbent information, business presence, labor laws, and staffing. Bidders should review these referenced sections for a complete understanding of the requirements.

Amendment / Modification

• The deadline for the submission of offers has been extended.

• Solicitation due date.

• The deadline for offer submission is extended from April 6, 2026, 2:00 PM (Apia local time) to April 7, 2026, no later than 2:00 p.m. (Apia local time).

• All other terms and conditions remain unchanged.

Solicitation / RFP / RFQ

This solicitation is a Request for Quotation (RFQ) for janitorial services for the U.S. Embassy in Apia, Samoa. The services will be provided for real property owned or managed by the U.S. Government at the ACC Building.

• Scope of Work: Janitorial services including cleaning of all designated spaces (halls, offices, restrooms, work areas, entrance ways, lobbies, storage areas, elevators, stairways).

• Standard Services: Includes sweeping, damp mopping, dusting, vacuuming, thorough cleaning of restrooms, emptying wastepaper baskets, cleaning glasses/cups/coffee services, and removing marks from surfaces. Performed Monday, Wednesday, and Friday.

• Weekly Services: Polishing brass surfaces, dusting tall furniture and picture frames, spot cleaning baseboards and walls, dusting windowsills and blinds, sweeping and washing terraces and balconies.

• Monthly Services: Cleaning major appliances, wiping window blinds, cleaning inside window glass, moving furniture for floor cleaning.

• Quarterly Services: Cleaning both sides of glass windows/doors, cleaning trash holding areas, dusting and wiping light fixtures.

• Management and Supervision: Contractor must designate a supervisor with sufficient English skills. Schedules must consider post operations and security. Quality control and efficient workforce management are required.

• Personnel: Contractor employees must maintain discipline, wear approved uniforms, and adhere to a standard of conduct, including prohibitions on intoxicants, narcotics, and criminal actions.

• Materials and Equipment: Contractor shall provide all necessary janitorial supplies and equipment.

• Government Furnished Property: Water and Electricity will be provided.

• Insurance: Contractor must provide legally necessary insurance, including General Liability.

• Safety: Compliance with EM 385-1-1 and OSHA standards, including specific measures for high-risk activities and a Site Safety and Health Plan (SSHP).

• Contract Type: Fixed-price contract.

• Period of Performance: One-year base period from the Notice to Proceed, with two (2) one-year options to renew.

• Value: Not explicitly stated, but pricing is detailed in WST currency.

• Offer Due Date: April 6, 2026, 2 PM Apia Time.

• Evaluation Factors: Award will be made to the lowest priced, technically acceptable, responsible contractor. Evaluation includes Compliance Review, Technical Acceptability (past performance and experience), Price Evaluation, and Responsibility Determination.

• Submission Requirements: Completed SF 1449, Section 1, Performance Schedule and Business Management/Technical Proposal, proof of SAM registration, list of clients, evidence of business permits/licenses, and financial statements.

• This acquisition is UNRESTRICTED.

• Value Added Tax (VAT) is not included in CLIN rates and will be priced as a separate line item.

• Offers and payments will be in U.S. Dollars for U.S. firms; foreign firms will be paid in local currency (WST).

• A site visit is scheduled for March 27, 2026, at 1:30 PM.

Solicitation / RFP / RFQ

This document is a Request for Quotes (RFQ) for Janitorial Services for the U.S. Embassy in Apia, Samoa. The U.S. Government intends to award a contract/purchase order to the responsible company submitting an acceptable offer at the lowest price, potentially without discussions.

• The solicitation requires completion of specific sections of the attached document, including:

  • SF-1449
  • Section I, Pricing
  • Section 5 Representations and Certifications
  • Additional information as required in Section 3
  • Proof of SAM Registration

• Not explicitly stated, but implied to be a contract/purchase order.

• Pre-Quotation Conference & Site Visit: March 27, 2026, at 1:30 p.m. Apia local time at the U.S. Embassy Apia office.

• Access Clearance: Requests must be submitted by March 24, 2026, at 12:00 p.m. Apia local time to MRSSProcurement@state.gov. Include names of company representatives. Access will not be permitted without prior clearance.

• Quotation Due Date: April 6, 2026, at 2:00 p.m. Apia local time. Late or incomplete quotations will not be accepted.

• Submission Method: Electronically to MRSSProcurement@state.gov.

• Format Requirements: MS-Word 2007/2010, MS-Excel 2007/2010, or Adobe Acrobat (pdf). File size must not exceed 30MB per file; multiple emails may be used for larger submissions.

• Evaluation: Award will be based on acceptable offer at the lowest price.

• Offerors must be registered in the SAM (System for Award Management) database (https://www.sam.gov) prior to proposal submission. Failure to register may result in the proposal being deemed non-responsible.

• Quotations must be in English.

• Enclosure: As stated.