Questions and Answers- 12405B24R0001- FINAL.pdf

RFP 12405B24R0001 USDA SRRC O&M Solicitation Questions

RFP Document & Para Question Answer

Solicitation Section L.4.1.2 Factor 2 and M.4 Factor 4

CORPORATE EXPERIENCE states “ If an Offeror is utilizing experience of affiliates/subsidiaries/parent/LLC/LTD member companies (name is not exactly as stated on the SF33), the proposal shall clearly demonstrate how the affiliate/subsidiary/parent firm will have meaningful involvement in the performance of the contract.” However, Section M.4. FACTOR 4, PAST PERFORMANCE states “The experience of the Offeror’s principal officers, key employees, related companies, such as a parent company, affiliate or subsidiary, or its various subdivisions will not be considered the past performance of the Offeror.” Can you please clarify which section is correct regarding utilizing past performance from parent/affiliate/subsidiary companies?

Section L is correct.

Solicitation Section L.4.1.2 Factor 2 and M.4 Factor 4

Please advise if the past performance of the Offeror’s SBA approved mentor is allowed for this solicitation. If so, is proof of the approved SBA Mentor Protégé required in the proposal submission?

Past performance of the Offeror’s SBA approved mentor is allowed for this solicitation.

Please provide proof of the approved SBA Mentor Protégé.

Solicitation Section L.4.1.4 Factor 4 Can CPARS be used for past performance evaluation review in lieu of a PPQ? Past performance questionaires are required to evaluate past performance.

PWS Appendix 5 Appendix 5 lists the Historically Subcontracted Work. Building Automation System (BAS) states “continuous – yearly contract”. Can you please clarify the required frequency of their site visits? Once or twice a month? Once a month.

SF-33 Solicitation Section B.10, Technical Ex. 1 Price, & PWS APP 4.

Per the PWS Appendix 4 "Historical Workload Data", historically the facility had a Stock Clerk position. Per SF-33 B.10 SCA Labor Categories chart and Technical Exhibit 1_Price Schedule, it appears that the positions has been changed to a Material Coordinator.

Please advise if it is the intention to change this position classification.

Position should be a Stock Clerk. A Material Coordinator position is not required.

SF-33 Solicitation Section B.10, Technical Ex. 1 Price, & PWS APP 4.

Per the PWS Appendix 4 "Historical Workload Data", historically the facility has not had a Motor Vehicle Mechanic position. Per SF- 33 B.10 SCA Labor Categories chart and Technical Exhibit 1_Price Schedule, it appears that the positions has been add. Please advise if it is the intention to add this position classification.

No, a Motor Vehicle Mechanic position is not required.

PWS Section 2.2 Additional Work Item 10 "Asbestos Abatement" is list as Additional Work except for "other than glove bag abatement which will be considered routine work". Asbestos abatement is not mentioned in the rest of the documents. Please confirm that asbestos abatement is required in the contract routine work? If yes, can you please provide additional information for the requirements of this work?

Asbestos abatement is additional work.

PWS Section 2.2 Additional Work In the event that Additional Work requires subcontractors and/or vendors, are competitive quotes required? 3 quotes are required for all additional work.

Solicitation Section L.4.1.4 Factor 4 Recent past performance is defined as "ongoing for at least 1-year or has been completed within the last 5 years." Can past performance of a current ongoing contract for at least 6-months be considered recent? Past performarce for current ongoing contract will be considered.

PWS Section 6.1.2 (b)

Line Item (b) states “Ensure that the Center has an adequate number of dumpsters. At a minimum, one (1) standard six (6) cubic yard dumpster should be available for everyday use and emptied daily and one (1) cubic yard open-top trash container should be available for construction type debris and emptied as needed.” Please clarify what size cubic yard open-trash container is required for construction type debris.

30 yard

In lieu of PPQs, is it acceptable to submit CPARS due to the administrative burden it places on contracting officers and lack of control the Offeror has on the actions of a third party? Past performance questionaires are required to evaluate past performance.

Has the current solicitation changed significantly from the incumbent contract? If so, will the government please describe the differences? No, it has not changed significantly.

What are the yearly FFP and IDIQ values of the current contract? Available from other sources.

What is the expected value of this contract? Contract value/ Government Estimate will not be provided.

PWS Appendix 6, 7, 8 Will the government provide Appendix 6. Facilities Inventory, Appendix 7. List of PM Equipment, and Appendix 8. Government Furnished Property/Equipment List in an excel spreadsheet? See PWS.

PWS Appendix 9 Appendix 9. Automotive Equipment List lists six vehicles, are these vehicles for contractor use or for the contractor to maintain? The vehicles are to be maintained. The contractor may use them for government business.

Is there an available list of routinely stocked spare parts? If so, will the government provide the list? No list is available.

Understanding that support is required for other contractors onsite, is there a limit to the amount of utility/support hours provided each month as this directly impacts workload and timelines? No.

Given the contractor shall assist in implementing an automated paperless work management system, it is the government’s intent to allow the contractor to deploy their own CMMS/Maximo-type software for use at the site? No. Contractor will use government owned CMMS software. MVPplant currently in use.

PWS Section 2.1 Routine Work Section 2.1 Routine Work includes a reference to repair and maintenance. Will the government elaborate on the types of repairs to be covered under routine maintenance?

All buildings, grounds, and equipment on the facility are covered by the term "repairs and maintenance" in Routine Work.

PWS Section 1.1.1 Will additional work be subject to the limit of liability per Section 1.1.1? Yes, this is correct for the repair and replacement parts.

PWS Section 2.5. General Work Management Duties

Section 2.5. General Work Management Duties, (j) requires the contractor to perform an inventory of the Center’s hurricane supplies and an inspection of the Center in preparation for hurricane season. Is hurricane supply replenishment the responsibility of the contractor?

It is the contractor's responsibility to maintain an up to date inventory. The government pays for restocking items.

PWS Appendix 4 1. In Appendix 4. Historical Workload Data, key personnel are listed as the Utilities Manager, Facilities Manager, and Project Manager. Are these (3) employees required to be onsite during work hours and what is the requirement for each position?

Yes, they are required to be on site during work hours. Duties include management of its discipline.

PWS Appendix 4

1. Appendix 4 is referenced as historical workload, but only lists Department of Labor Occupational Codes and Titles. Will the government provide more detail about the number/type of additional work (Section 2.2), receiving operations (Section 3.1.1), meeting room setups (Section 3.3.1) and mail and messenger deliveries (Section 3.4)?

Refer to PWS.

PWS Appendix 4 1. In Appendix 4. Historical Workload Data, are the positions listed considered minimum staffing or recommended staffing for the site?

This is historical data. It is up to the contractor to determine the staff needed to perform the job.

PWS Appendix 5 1. Will the government provide the names of the current vendors/subcontractors utilized for subcontracted work listed in Appendix 5.

Historically Subcontracted Work – Subcontracts that Contractor Will Be Required to Provide under this Contract? Additional information will not be provided.

PWS Appendix 6 Facilities Inventory and Appendix 7 List of PM Equipment

1. What is the requirement difference between Appendix 6 Facilities Inventory and Appendix 7 List of PM Equipment? No requirement difference. Appendix 6 has more detailed information. Appendix 7 has more PM equipment listed.

Will the switchgear and transformer inventory be provided? Main 13,200 volt distribution with 4 breakers. 2-13,200 volt/480 volt transformers. 5- 13,200 volt/208 volt transformers. 4-13,200 volt switches.

Will the contractor be responsible for the preventative maintenance on security inventory, i.e., cameras, CCTVs, card readers, etc.? This equipment is not covered under this contract.

Will the government provide the name of the current elevator subcontractor? The elevators are not covered under this contract.

Will the government provide historical data on chillers (i.e., periodic services such as eddy current testing)? No, this information is not needed for cost proposal.

PWS Section 5.3.1. HVAC and Refrigeration Task

Section 5.3.1. HVAC and Refrigeration Tasks, (k) states that the contractor will need to notify the CO/COR at least one week in advance of the need for a delivery of fuel oil. Will fuel oil be purchased by the government or contractor? Fuel oil is purchased by the government.

Are there any forecasted replacements/updates for the current BAS system, Insight Apogee? Yes, Desigo will be upgraded in 2024.

Will the dumpsters be provided by the government or a contractor’s responsibility? Contractor's responsibility.

Will the contractor or the government be responsible for servicing and emptying the dumpsters? Contractor's responsibility.

Will the government provide the name of the trash contractor? No.

For Housekeeping, are flooring types available by building and office/workspace? There is a combination of carpet, tile, epoxy floors, and marble.

Will the government provide maps and acreage for the grounds? Available online using Google Maps.

Are there any changes from the existing contract to the new solicitation? If so, will the government please describe the differences? Please see SAM.GOV for past soliciation information. Significant differences were not made.

Due to the proposal due date occurring on the Friday after the New Years holiday we respectfully requests a 1-2 week bid extension for the Solicitation #12405B24R0001. An extention will not be granted at this time.

Can you confirm the current contract number is 12405B23D0002 for the incumbent contractor RED BISON SERVICES, LLC, Cage Code 96DZ8? Please see FPDS-NG/ SAM.GOV for past and current contract information.

Solicitation The Solicitation requires a limit of 75 pages for the Technical Proposal. Is that limit just for the Management Approach? Please confirm the Safety, Past Performance, Prior Experience, and QCP sections do not count toward the 75-page limit. 75 page limit is to include all Techincal Proposal submissions.

Solicitation Regarding page limitation, may the cover page, cover letter, table of contents and dividers be excluded from the 75 page limitation? Cover pages, table of content, and dividers can be excluded for the 75 page limitiation.

Solicitation Regarding Past Performance, if we have a CPARS on file, is the Past Performance Questionnaire still required or may the CPARs be submitted in lieu of the questionnaire? Past performance questionaires are required to evaluate past performance.

Solicitation If allowed in the proposal, will CPARS copies be excluded from the 75-page limitation? Past performance questionaires are required to evaluate past performance.75 page limitation stands.

Solicitation The Solicitation indicates that the font size limitation is 12 Times New Roman (TNR). For charts and graphs, may the font size be limited to 10 TNR? Charts and graph size may be limited to 10 TNR.

PWS Appendix 4 USDA New Orleans - 12405B24R0001 Appendix 4 is titled Historical Workload Data but contains only a list of Service Contract Act and exempt positions. Will Historical Workload Data be supplied?

Appendix 4 provides historical non-exempt and exempt positions. Additional data will not be provided.

PWS Appendix 3, page 37

Appendix 3, page 37. Identifies all of the Building Descriptions, numbers, and area (Square feet). We toured the Main Building (1.), Textile Building (2), Green house, and Power Plant (Boilers and Chiller’s, etc.). Question: The housekeeping specifications, 6.2.1 Housekeeping Tasks (pages 29 & 31) identify the housekeeping tasks, (a-t), but does not clearly identify which buildings require housekeeping services to be performed. Can USDA identify which buildings require housekeeping services in the Appendix 3, Facilities Listing page 37?

Housekeeping services required in Main Building, Textile Building, Service Building, and Greenhouse.

What are the hours that custodial services can be provided in each building? 6:00 a.m. - 4:00 p.m. Floor services can be provided after hours.

Would you provide the number of windows per building and what buildings window cleaning is required? Main building has 405, including block windows. Textile building has 42. See PWS for cleaning requirements.

What is the approx. square footage of carpeting in each building that requires carpet cleaning services? No data available.

FEMA-It was noted during the walk through that FEMA procures its own Housekeeping Services, can USDA provide the Square Feet occupied by FEMA. Not applicable to the solicitation.

During the Pre-Bid conference, it was noted that we must follow 52-207-3 clause, which is the right of first refusal. Can USDA provide the current staffing levels for housekeeping and O&M services.

No. Contractor to determine staffing levels. See PWS Appendix 4 for historical workload data.

How should the contractor handle discrepancies between lab settings before and after PM work? Discrepancies should be reported to COR.

What IT systems will the operations team need to integrate with, and are there any specific protocols or compliance requirements? None/no.

Is there a pre-defined protocol for submitting work plans and schedules to the designated portal No.

In the case of scope increase due to equipment needs, how will budget adjustments be handled? On a case by case basis, scope increases should be brought to the attention of the Contracting Officer for a possible modification if approved.

How often will asbestos abatement be required, and what precautions are in place for routine and emergency situations? Abatement is required as needed. Contractor is responsible for taking all precautions and complying with all regulations when abatement is required.

Book or documentation of all known asbestos locations? Unavailable.

Are there specific software tools the contractor is expected to use as mentioned in the scope, and what training will be provided? MVPplant and training will be provided.

PWS Section 1.1. Responsibilities Can the government please provide historical data to help the interested contractor determine “alteration and repair cost”? For example, past service reports depicting labor hours and SOW? Available from other sources. Additional data will not be provided.

PWS Section 1.1. Responsibilities Can the government please provide A specific scope of work and or ARS directive per task groups/equipment group? Refer to PWS.

PWS Section 2. Work Management Can the government please provide the historical data gathered in the work management system? No. Additional data will not be provided.

PWS Section 5.1 Electrical Tasks Can the government please provide switch gear maintenance records and maintenance schedule including routine overhauls No, this information is not needed for cost proposal.

PWS Section 5.3. Heating, Ventilation, Air Conditioning (HVAC), and Refrigeration

Can the government please provide maintenance records for the boilers, cooling towers and chillers? No, this information is not needed for cost proposal.

Can the government please provide maintenance schedules for the boilers and chillers? For example, when was the last time the chillers received evaporator Eddy current testing?

When was the last time vibration analysis was performed on the chiller motor?

When did the chiller high voltage starter last receive routine maintenance?

When are the chillers scheduled to be overhauled?

Is the cooling tower media due to be replaced?

Is the refrigerant monitoring system within its life expectancy or scheduled to be replaced?

No. Most within last 5 years. Additional data will not be provided.

Regarding FAR 52.207-3 Right of First Refusal of Employment (May 2006), if the government is requiring the awarded contractor to offer employment to the current workforce staffing the USDA facility within 10 days of award and also provide documentation proving that they did so as per the site visit, wouldn't it be a reasonable request that the government at the very least provide the number of employees, job title and pay range currently employed at the facility?

No. Contractor to determine staffing levels. Refer to PWS Appendix 4 for historical workload data. Additional data will not be provided.

How does the Research Wing of the USDA interact with the facility maintenance team, especially concerning specialized areas like the Sugar Cane/Non Flammability research labs? Work requests are submitted as needed via work order system.

Can you detail the expected level of interaction between the contractor and the USDA, and what roles do each party play in the daily operations? USDA should stay informed of all contractor operations and actions.

What are the high-visibility elements of the site that could impact maintenance operations? See PWS Section 2.3 Work Priorities.

For emergency work that falls outside the contracted scope, what is the process for approval and task order issuance? CO nust approve all emergency work orders.

Regarding the right of first refusal, what are the stipulations for offering current employees a position, and how does this process align with the board's selection criteria?

Except for managers, if the position remains in the new contract, the incumbent must be offered the position.

Can you provide more details on the audit process by the agency, especially concerning random audits? Records should remain current and available at all times.

Given the presence of a FEMA tenant, what specific maintenance considerations are required for the basement area? Janitorial services are with FEMA contracted company. Otherwise, all facility requirements are the same as for rest of building.

What are the performance metrics for the roles of Forklift Operator and Janitor – Lead? The contractor is responsible for the performance of employees under the contract, ensuring that all work is completed on time. Please refer to PWS.

How does the longevity of the faculty director currently working for Red Bison influence the expectations for the new contract? This information is subjective. Contractor will make staffing decisions.

Solicitation Section B.7 What criteria will define the "successful" phase-in period mentioned in B.7? "Successful" is being able to accomplish the requirements of the PWS Section 2.4.

Can you provide examples of tasks that would be considered "additional work" under the IDIQ provision? Adding an electrical outlet, replacing a door, etc. See PWS 2.2 Additional Work.

Solicitation Section B.5 For B.5, are there any specific performance bonds or payment bonds required despite the general exemption? No

How frequently will the Department of Labor Wage Determination adjustments occur, and what is the notification process? Contractor shall monitor the changes in the labor rates and request an equitable adustment modification as needed through the Contracting Officer.

Could you detail the nature of administrative support services expected for USDA ARS SRRC? The contractor determines the administrative support needed based on the PWS.

Solicitation Section B.6.1 Can you specify the minimum requirements for the Base Period Routine Work as per B.6.1? See PWS Section 2.1 for routine work requirement.

How will the Government evaluate the effectiveness of the Quality Management Plan? The contractor shall describe the effectivness of their Quality Management Plan.

Will the USDA provide a template or specific format for invoice submission? All invoices are submitted through on-line (IPP) system.

Are there specific reporting protocols for environmental management and sustainability practices? All should be coordinated with the location's Safety Officer.

Is there an incumbent contractor for this scope of work, and if so, will their performance information be available for review? This information can be researched in FPDS-NG. Historical and current contract information will not be provided.

Can you provide clarification on "other harmful materials" referenced in AGAR 452.236-74 concerning pollution prevention? AGAR 452.236-74 gives list of harmful materials.

What are the specific qualifications or certifications required for the Electronics Technician III as per the labor categories? None, must be able to troubleshoot electronic equipment.

In terms of the phase-in period, what specific deliverables must be completed within the 30-day timeframe?

See PWS Section 2.4.

What is the extent of the Contractor's autonomy in managing and directing subcontractors? Normal extent.

How will the Contractor be evaluated on compliance with FAR 52.223-1, the Biobased Product Certification?

Contractor self certifies that biobased products will be used and reports to http://www.sam.gov, with a copy to the Contracting Officer, on the product types and dollar value of any USDA-designated biobased products purchased by the Contractor during the previous Government fiscal year, between October 1 and September 30.

Could you provide historical data on the frequency and scale of emergency work under the current or past contracts? Not available.

How will the Government measure and track the Contractor's adherence to the FAR 52.223-18, encouraging policies to ban text messaging while driving? The contractor is expected to monitor their employees to ensure compliance.

In regards to FAR 52.222-41, what are the anticipated challenges in complying with the Service Contract Labor Standards? There are no anticipated challenges.

Will there be Government-furnished property or equipment, and if so, what are the responsibilities of the Contractor in managing these assets? The contrator is responsible for proper use and care of all GFE.

Solicitation Section B.6.4 Can you explain the "not to exceed limit" mentioned for CLIN 3002 during the Third Option Period? CLIN 3002 is for additional work task orders. Such orders shall not exceed $25,000 per order.

How does the USDA ARS define "routine services," and could you provide examples? See PWS 2.1 Routine Work.

What are the specific requirements for the Contractor regarding FAR 52.223-9 for estimating the percentage of recovered material content?

See FAR 52.232-9 for details of this requirment which take place on completion of this contract.

Are there any known future modifications to the Performance Work Statement that contractors should anticipate? None anticipated at this time. All clarifications have been addressed in the Questions & Answers document.

What is the current number and disciplines/ labor categories for full time staff associated with the current delivery of O&M services at this Regional Research Center? This information will be important to discern the potential payroll numbers that might be associated with the potential continuation/re-employment of current personnel already on-site and familiar with current operational conditions and expectations for O&M services at the New Orleans Agricultural Research Center. We have typically seen this information provided for similar contracts in order to best relay a level playing field for proposals from all potential vendors. There have obviously been many lessons learned, production efficiencies discovered, and Center expectations/preferences revealed through the multi-year operation of these services that have been passed downed through consecutive contractors that have provided these services throughout the center’s history. This wealth of knowledge can reside in the heads of those contract employees that have remained in service throughout the succession of O&M contractors. Knowing the positions and current compensation of these folks will facilitate our ability to best support the USDA in the potential preservation of this institutional knowledge.

Staffing to be determined by contractor. Refer to PWS Appendix 4 for historical workload data. Additional data will not be provided.

Solicitation Section B.10

Section B.10 of the subject solicitation includes a table of Estimated Hours for Additional Work. Our review of the numbers in the table indicates a clear pattern for anticipated hours for additional work over the option years of the contract. There does appear to be an inconsistency in the calculation of anticipated hours for the fifth option period (six-month period) that we request clarification on.

While the number of hours for most labor categories is halved for this six=month period, the hours for a Carpenter is doubled and the number of hours for the painter remains the same as was presented for the four full year options. Can you clarify if this the right number of hours anticipated for this six month extension period?

The numbers for the Carpenter are in error, and should be adjusted in accordance with the percentage of the other positions. 52.217-8 Option for Carpenter and Painter should read 520 each.

1. We assume that the USDA has existing Preventative Maintenance schedules/ work scopes available and in use for all relevant equipment. Can these be provided as they will influence the management approach for this sector of required performance under this effort?

Additional information will not be provided.

1. Do any preventive maintenance schedules/work scopes call for maintenance activities or service intervals which exceed manufacturer’s recommendations? If so, can any such additional requirements be provided? Additional information will not be provided.

1. Finally, we respectfully request that a week to two-week extension be considered for submittal of proposals due to the complexity of this effort. The potential information residing in responses to our questions will be critical in being able to offer the USDA a reasonable, responsible, and competitive proposal. The holiday season that fills this current abbreviated proposal period makes the collection and creation of proposals for this solicitation pressed for time for all but an incumbent contractor. We intend to deliver a complete, compliant, and compelling proposal of best value for O&M services to the New Orleans USDA Research Center – Any and all additional time for the preparation of this proposal will be of benefit to all proposing contractors, but more importantly, will result in better proposals offering best value services to the USDA.

Extension is not expected at this time.

RFP Q&As