Janitorial Services for US Embassy Ljubljana, Slovenia

Questions & Answers / Clarifications

This document provides clarifications and answers to vendor questions regarding the Janitorial Services RFQ Number: 19S16026Q0004, dated January 23, 2026.

• Chancery Office Cleaning Hours: "Morning" is defined as 07:00 to 12:00.
• GSO Annex, Marine House, CMR Cleaning Hours: "Afternoon" is defined as 12:00 to 15:00.
• Prešernova Street Staff Presence: Cleaning staff presence at the Chancery is required during specific hours Monday through Friday, with flexibility to deploy staff to other locations if not needed at the Chancery during those times, subject to approval.
• Staffing Requirement: While three persons are mentioned, the projection is that one person can handle services at all locations. Two additional individuals require security clearance for coverage when regular personnel are unavailable and may clean at other locations with COR approval. Staff for temporary make-ready cleaning do not require security clearance.
• Separate Charges: Gardening services (tree pruning, grass mowing), cleaning of awnings, power washing, and cleaning of fences are separate items and will be quoted and charged separately from the "full cleaning" service.
• Work at Height: Work at height (e.g., hard-to-access windows, roofs) will be paid additionally.
• Criminal Record Certificates: Not required with the quotation, but must be provided for all personnel after contract award.
• Employee Identification: A valid work visa with valid identification documents is acceptable for employees who do not hold a Slovenian identity card or passport.

These clarifications refine the understanding of work hours, staffing, scope of services, and required documentation for potential bidders. Bidders should ensure their proposals reflect these clarifications, particularly regarding separate charges for specific services and staffing requirements for security clearance.

Solicitation / RFP / RFQ

This Request for Quotations (RFQ) is for Janitorial Services for the U.S. Embassy in Ljubljana, Slovenia. The U.S. Government intends to award a contract or purchase order to the responsible company submitting the lowest priced, technically acceptable offer.

• Janitorial services for all designated spaces within the U.S. Embassy, including but not limited to halls, offices, restrooms, work areas, entrance ways, lobbies, storage areas, elevators, and stairways.

• Services include general cleaning, periodic cleaning, monthly cleaning, annual cleaning, and make-ready services.

• Specific cleaning schedules and frequencies are detailed for various areas and buildings.

• Contractor must provide all labor, materials, equipment, and services.

• Contractor employees must have appropriate security clearances.

• Contract Type: Fixed-price contract.

• Period of Performance: One-year base period with two one-year options.

• Projected Start Date: April 1, 2026.

• Estimated Value: Not explicitly stated, but minimum order quantity is 100 square meters and maximum is 10,000 square meters for temporary/additional services.

• Quotations are due by 10:00 AM local time on Monday, February 2, 2026.

• Proposals must be in English.

• Submission is electronic to LjubljanaQuotes@state.gov.

• File size must not exceed 30MB; larger submissions must be in separate files.

• Required documents include: SF-1449, Section 1 (Pricing), additional information as required in Section 3, Section 5 (Representations and Certifications or SAM Registration), and Contractor Certification (NDAA Covered Telecommunications Equipment).

• Evaluation will be based on Compliance Review, Technical Acceptability, Price Evaluation, and Responsibility Determination.

• The acquisition is currently set as unrestricted.

• Quoters are encouraged to register in the SAM database.

• A site visit is scheduled for Thursday, January 22, 2026, at 10:00 AM. Prospective quoters must submit names for the site visit by Tuesday, January 20, 2026.

• Defense Base Act (DBA) insurance premium costs must be included.

• Offerors must comply with various FAR and DOSAR clauses, including those related to telecommunications, child labor, and foreign procurements.

Form / Attachment / Pricing Sheet

This document is a "CONTRACTOR CERTIFICATION NDAA COVERED TELECOMMUNICATIONS EQUIPMENT" form. It requires contractors to certify their compliance with Section 889(a)(1)(B) of the National Defense Authorization Act (NDAA), which prohibits the US Embassy from entering into contracts with entities that use certain "covered telecommunications equipment or services" as a substantial or essential component of any system, or as critical technology, unless a waiver is granted.

• Definition of "covered telecommunications equipment or services" (produced by Huawei, ZTE, Hytera, Hangzhou, Dahua, or their subsidiaries/affiliates).
• Questions for the company to answer:
  • Whether the company uses telecom equipment or services from the listed manufacturers (YES/NO).
  • If YES, a description of the equipment in use.
  • The percentage of covered technology used in the company's communications platform.
  • Willingness to provide a plan to remove covered equipment by 2022 (YES/NO).
  • Willingness to provide a detailed list of covered equipment used today (YES/NO).
• Fields for Company Name, Representative Name & Title, Tel, Email, Date, and Signature.

Bidders must complete and submit this form to certify their compliance with NDAA Section 889(a)(1)(B). Failure to provide the requested information or a satisfactory certification may prevent the company from being awarded a contract. This document directly impacts a bidder's eligibility and proposal preparation.