SOLICITATION NOTICE FOR JANITORIAL SERVICES AT AMERICAN EMBASSY BELGRADE, SERBIA

Questions & Answers / Clarifications

This document provides responses to vendor questions regarding Solicitation 19RB1026Q0001 for NEC janitorial services at the U.S. Embassy Belgrade, Serbia.

• Consumable Quantities: The Embassy provided approximate monthly usage data for various consumables including toilet paper, paper towels, plastic trash bags, and liquid soap. Specific quantities are detailed in response to Question 1.
• Employee Background Checks: The Embassy requires specific background checks for contractor employees, which should be factored into pricing.
• Joint Offers: Joint offers (consortium/joint venture/teaming) are accepted. The joint venture entity should be listed as the Offeror, with each party's unique entity identifier included. Past performance and responsibility are evaluated based on the combined capabilities of the joint venture.
• Scope of Work: The PWS scope applies to all buildings and areas explicitly listed in Section 3 of the solicitation. There are no excluded or additional areas.
• Initial Deep Cleaning: There is no specific requirement for an "initial deep cleaning" at the start of the contract.
• Periodic Tasks: All cleaning requirements from the Scope of Work, including periodic tasks like carpet cleaning and scrubbing, are part of the fixed monthly price.
• Consumables Responsibility: Refer to Attachment 2 for details on whether the contractor or the Government is responsible for supplying and replenishing consumables.
• Waste Disposal: Waste is disposed of in designated trash rooms. Moving waste between rooms is not within the scope of this contract.
• Pricing: Pricing should include fixed monthly prices for base and option years, DBA, and materials costs. Refer to Section 1, paragraph 1.2 PRICE SCHEDULE for details. VAT should not be charged due to Embassy tax exemption.
• Insurance: For general liability insurance, providing a statement of intent to obtain insurance upon award is acceptable.
• SAM Registration: Offerors can submit an offer while SAM/NCAGE registration is in progress, provided proof of active SAM registration/UEI is available prior to award.

These clarifications provide essential details for bidders to accurately estimate costs, understand scope, and prepare compliant proposals. Key areas addressed include consumable quantities, personnel requirements, evaluation of joint offers, and pricing structure.

Amendment / Modification

This amendment modifies the solicitation by:

• Removing the phrase "temporary additional services" from the following sections:

  • SECTION 1 THE SCHEDULE, 1.PRICES AND PERIOD OF PERFORMANCE
  • 1.2 PRICE SCHEDULE, 1.2.1 BASE YEAR (b)
  • 1.2.2 FIRST OPTION YEAR (b)
  • ATTACHMENT 2 CONTRACTOR FURNISHED MATERIALS.

• Revising Section 5.0 MATERIALS AND EQUIPMENT to state: "The Contractor shall provide all necessary janitorial supplies and equipment (see Attachment 2 - CONTRACTOR FURNISHED MATERIALS), including mops, brooms, dust rags, detergents, cleaners, etc. to perform the work identified in this contract."

• Adding Item 4 to ATTACHMENT 2, CONTRACTOR FURNISHED MATERIALS, which specifies: "Liquid Soap - Commercial liquid soap for hand washing and cleaning.

• SECTION 1 THE SCHEDULE, 1.PRICES AND PERIOD OF PERFORMANCE

• 1.2 PRICE SCHEDULE, 1.2.1 BASE YEAR (b)

• 1.2.2 FIRST OPTION YEAR (b)

• ATTACHMENT 2 CONTRACTOR FURNISHED MATERIALS

• Section 5.0 MATERIALS AND EQUIPMENT

No changes to proposal deadlines or submission requirements are indicated by this amendment. Bidders should review the updated language regarding contractor-provided janitorial supplies and equipment.

Form / Attachment / Pricing Sheet

This document is the "Experience and Past Performance" form, associated with solicitation 19RB1026Q0001. It is part of Section 3, Solicitation Provisions, and is an addendum to FAR 52.212-1, Paragraph A.2 (3).

The form requires offerors to provide detailed information about their past performance, including:

• Customer's name and address
• Telephone numbers of the customer's lead contract and technical personnel
• Contract number
• A brief description of the work performed, including responsibilities
• Information on any litigation currently in process or occurring within the last 5 years

This form is crucial for bidders to document their relevant experience and past performance. The information provided will likely be used by the government to evaluate the offeror's capability to successfully perform the contract requirements.

Solicitation / RFP / RFQ

This document is a Request for Quotations (RFQ) for janitorial services at the U.S. Embassy in Belgrade, Serbia. The U.S. Government intends to award a contract to a responsible company offering an acceptable proposal at the lowest price. Initial quotations will be the basis for award, though discussions may be held if necessary.

• Janitorial services for the U.S. Embassy in Belgrade, Serbia.

• Offerors must complete and submit the SF-1449 form, Section I (Pricing), Section 5 (Representations and Certifications), additional information as required in Section 3, and proof of SAM Registration.

• Defense Base Act (DBA) insurance is required and must be included in the quote price, though it is not to be purchased until after award.

• The contract type, period of performance, and estimated value are not explicitly stated in this cover letter.

• A pre-quotation conference will be held on Friday, February 27, 2026, at 11:00 am local time at the U.S. Embassy Belgrade, Serbia. Contact Sonja Vukojevic at BLG-Procurement@state.gov by February 25, 2026, for information or to arrange entry.

• Quotations are due by 17:00 local time on March 13, 2026. Late or incomplete proposals will not be accepted.

• Submissions must be in English.

• Quotations must be submitted electronically to BLG-Procurement@state.gov in Adobe Acrobat PDF format.

• Quotes should be compiled as a single document, numbered sequentially. If the document exceeds 2MB, it should be broken into multiple smaller files, named as "(your company name)-Quote 19RB1026Q0001 file x of x files".

• All responsible sources may submit a response.

• Registration in SAM.gov is required. Instructions are available at www.SAM.gov.

• DBA insurance information can be found at http://www.dol.gov/owcp/dlhwc/lscarrier.htm and https://rs.usembassy.gov/important-documents-forms/

Solicitation / RFP / RFQ

This solicitation is for janitorial services for real property owned or managed by the U.S. Government at the U.S. Embassy in Belgrade, Serbia. The contract will be for a one-year period with one additional one-year option.

• Scope of Work: Janitorial services in all designated spaces, including but not limited to halls, offices, restrooms, work areas, entrance ways, lobbies, storage areas, elevators, and stairways.

• Standard Services: Daily, periodic, monthly, and semi-annual cleaning requirements are detailed, including sweeping, dusting, vacuuming, thorough cleaning of restrooms, emptying wastebaskets, cleaning of specific areas like cafeterias and kitchenettes, and window cleaning.

• Special Requirements:

  • Contractor must provide all managerial, administrative, and direct labor personnel.
  • Contractor employees must be on-site only for contractual duties.
  • Contractor must prepare general instructions for the work force, subject to COR review and approval.
  • Certain areas require an escort and can only be entered during scheduled times.
  • Routine cleaning must be scheduled for efficiency and minimal disruption.
  • Periodic cleaning schedules will be determined by the COR.
  • Standard services are to be delivered Monday through Friday, 8:30 am to 5 pm.
  • Contractor must provide all necessary janitorial supplies and equipment.
  • Contractor must comply with safety and health requirements, including specific measures for high-risk activities.
  • Contractor must report all mishaps immediately.
  • Contractor must maintain records of all mishaps.
  • Contractor must comply with the Department of State's Personal Identification Card Policy and Procedures.
  • Contractor must use only commercial grade environmentally preferable chemical cleaning products.
  • Contractor must comply with laws and regulations of the Republic of Serbia.

• Contract Type: Fixed-price contract.

• Period of Performance: One-year base period with one, one-year option to renew.

• Estimated Value: Not explicitly stated, but pricing is based on fixed price per month for standard services and a fixed rate per square meter for temporary additional services.

• Offer Due Date: March 13, 2026, at 17:00.

• Evaluation Factors: The 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: A completed solicitation (SF-1449), DBA insurance premium costs, evidence of ability to perform (Project Manager, business registration, past performance, licenses, strategic plan, SAM registration), and other required representations and certifications.

• Site Visit: Scheduled for February 27, 2026, at 11:00. Registration is required by February 25, 2026.

• The acquisition is unrestricted.

• Value Added Tax (VAT) is not applicable.

• Defense Base Act (DBA) insurance premium costs must be included in the quote but not purchased until after award.

• Offerors must provide proof of SAM registration.

• Specific FAR and DOSAR clauses are incorporated by reference and in full text, covering topics such as contract terms, labor standards, insurance, safety, and representations and certifications.

Form / Attachment / Pricing Sheet

This document is a registration form for a site visit and pre-proposal conference related to Solicitation number 19RB1026Q0001 for "NEC janitorial services for U.S.Embassy Belgrade". Bidders interested in attending must complete and submit this form via email.

• Solicitation Number: 19RB1026Q0001
• Solicitation Title: NEC janitorial services for U.S.Embassy Belgrade
• Email for Submission: BLG-Procurement@state.gov
• Fields to complete include:
  • Company Name
  • Company street address
  • City
  • Name and title of attendees (up to 2)
  • Telephone/Cell phone
  • Fax
  • E-mail
• Site Visit Details:
  • Time & Date: 11:00 on Friday, February 27, 2026
  • Location: Bul. kneza Aleksandra Karadjordjevica 92, Belgrade, Serbia

This form is essential for any bidder who wishes to attend the site visit or pre-proposal conference. Completing and submitting this form by the specified deadline (implied by the site visit date) is required for participation. The form collects necessary contact and attendee information for logistical purposes.

Form / Attachment / Pricing Sheet

This document is a "Question Submission Form" for Solicitation 19RB1026Q0001, related to janitorial services for the U.S. Embassy in Belgrade, Serbia. It provides a structured format for potential bidders to submit questions regarding the solicitation.

• Solicitation Number: 19RB1026Q0001
• Project: NEC janitorial services for U.S. Embassy Belgrade, Serbia
• Submission Method: Email to BLG-Procurement@state.gov
• Deadline: Close of business on March 3, 2026
• Form Fields: Company Name, Reference to Solicitation Section & Paragraph Number, Subject, and Question.

This form is essential for bidders who have questions about the solicitation requirements, specifications, or any other aspect of the opportunity. It outlines the official channel and deadline for submitting inquiries to ensure all bidders receive timely clarification before the stated deadline.