solicitation_questions_and_answers.docx

1. Attachment 6, Deliverables, Item #A030 Water/Wastewater Plan. This states that the Water/Wastewater Plan is due with proposal. Is the Water/Wastewater Plan included in the page count, or should this be an Addendum to the Technical Approach?

Addendum

2. Can you please provide how many yards of solid waste was disposed of from LBL in the last two years?

No, we do not have estimate, solid waste is based on occupancy and will vary

3. Are the only licenses required with proposal Water Operators Level B and D licenses from both states KY and TN? Only one operator license BD per state

4. C.5.6 MINOR REPAIRS – Check during cleaning and repair any of the following items if broken or leaking: light bulbs, flush valves, levers, ballcocks, loose and broken commode seats, HVAC filters changed as needed, these are part of FFP. Mounts, faucets, showers, drains shower valves and heads, piping, water heater, and mop sinks Are Task Order Driven.

QUESTION A: Will Task Orders be issued after the fact for these repairs, or is this work to be estimated in the Fixed Price? If it is to be included in the Fixed Price, is that in Grounds and Cleaning? See above QUESTION B: Should labor be included in the FFP, with invoices submitted for materials/parts? See above

5. It is our understanding that the state does roadside mowing on the Trace. Please confirm. Also, are there any other roads within LBL that the state mows/maintains? State Mows Trace. Roads 101,110,114,117,118,122,133,134,135,165,172

6. Section M Volume II, paragraph 1 states “Technical approach shall not exceed twenty (20) pages per scope of work or one hundred (100) pages total (not including the following items).” Please clarify that Staffing, Non-Key Critical Personnel, Workforce Organization, Quality Control Plan and Health and Safety Plan are not included in the 100 page count?

Not included

7. Is the computer and LIMS software GFP, or is the Contractor required to furnish either/both?

Government Furnished

8. Can Organizational Charts be less than 12 point font, as long as they are legible?

Yes

9. C.20 RECEIPTS – Will the Government provide a Tax Exempt Status Letter for the purchase of supplies and materials for this contract, or will the Government reimburse taxes paid? Government provides yearly tax exempt letter, when necessary government reimburses

10. C.12.1.1 - ON-SITE KEY PERSONNEL REQUIREMENTS – List a Project Manager, a Contract Manager and a Quality Control Officer. The responsibilities of the Project Manager are listed in C.12.1. Please provide the responsibilities of the Contract Manager.

Contractor determines, but, the previous 2 contractors had the Contract Manager manage the Task Order Log, Job Code tracking log, Plan –of-the-day log

11. Solid Waste Collection and Disposal, para C.3.5, states,”8-yard dumpsters are used for such items as fire ring ash, concrete, wood, and metal”. Normally, this is considered construction debris.

Question, Does LBL have a construction debris pit for dumping of construction debris or must this be taken to a local landfill with a construction debris pit? No, Off Property

12. C.3.6 Storage Tank Management, Do any of the underground tanks have a cathodic protection system? Yes

13. Facility Maintenance, para. C.3.8, Building Assessments, requires the contractor to perform an inspection of existing buildings. The inspection must be performed by an inspector who has completed the Forest Service Complex Building Course.

Questions A. Will the contractor have the ability to send an employee to the 3-day Forest Service Complex Building Course at the contractor’s expense? No, Course is no longer offered, Contractor responsible for obtaining a State Building Inspection License B. Who will be responsible for entering the inspection data into I-web, and will that be included in the special response request?

Government employee

14. The consolidated bid sheet has a line item for profit and overhead includes project management, department management and administrative staff.

a. Does this line item include all the profit and overhead for all the other FFP bid items as well or is this line item only the profit and overhead on the management staff? All the FFE

15. Section M does not explain how the price will be evaluated. How will the price be evaluated to determine if the price is reasonable and balanced? In other words, how will be IDIQ rates be evaluated to determine if the rates are reasonable and balanced. Based on CBA rates, equipment costs, GFE, Historical data and regional industry standards

16. General, Grounds Maintenance and Facility Cleaning, page 38, Exhibit 1, Mowing Plan, Area: Hillman Ferry Campground and most of the other areas, with the exception of the Visitors Center, allow the grass to grow to 8” before cutting to 4”. Eight inches seems very high and not what we saw on the sight visit. Is it the intent of the Government to allow the contractor to not mow grass until it reaches a height of 8 inches? Under the new contract, we will be going to 8 inches except at the Golden Pond Visitor Center, which will remain at 3-5 inches.

17. how should Item Numbers 001 Facility Maintenance and Repair, and 003 Roads and Trail Maintenance on the SF336 be priced? Should they include the Minimum Guarantee Plug Number or be left blank? They should reflect what your Company believes it will cost the company to accomplish the task for the base year.

1. What portion of the contract is subject to the union agreement and what portion is under the wage determination shown on the contract?

3 people in the office fall under the SCA

2. What happens if the union contract expires and the new union contract changes the wages to be paid or other material terms?

The union negotiates with the contractor, not the government

3. Which jobs under the contract may the contractor use subcontractors to complete?

Read the CBA

4. Does the government have a work order tracking system that the winning bidder will learn how to use? Or will the winning bidder be providing its own system?

Contractor Provided

5. What bonding requirements apply to this contract?

Annual Performance bonds only apply to nonconstruction contracts. They shall provide a gross penal sum applicable to the total amount of all covered contracts. Though we are asking for Base year only.

1) As the basis of pay rates, please confirm if contractors must use the rate schedule reflected in the existing contractors Collective Bargaining Agreement since it is valid through December 31, 2019. YES Since these rates are above the SCA wage determination, we assume the CBA rate schedule will serve as the minimum pay scale for applicable positions (non-professional/non-management personnel). Administrative personnel not listed in the CBA but must follow the SCA.

2) During the site visit, it was mentioned that the previous contractor had access to an extensive amount of Government Furnished Equipment available for performance on this contract. Is the new contractor going to be responsible for providing all necessary heavy equipment beyond the few pieces listed on Attachment 7 of the RFP? Yes, the new contractor will be responsible for providing all necessary equipment beyond what is listed in Attachment 7. All current GFE equipment will be removed from service due to poor overall equipment conditions.

3) Is the contractor responsible for providing the mulch at the Nature Station location observed during the site visit? GOVT Furnished

3) Is it the expectation that the contractor will have dedicated on-site heavy equipment at the LBL facility to include items listed in the solicitation (motor graders, excavators, pump trucks, dozers, etc.)? YES

4) Is it the expectation that FFP staffing will remain dedicated to FFP requirements and a separate on-site staff would be used for special response, Facility Maintenance, and Roads & Trails work orders? YES

5) During the site visit at Nature Station, it was noted that staff would be expected to be on site during the weekend to support an event being held there.

Is it typical for there to be staff at the facility 7 days per week? If a facility is open, contractor is responsible to complete the PWS tasks

6) Since the CBA in place does not cover management positions (only trades), we assume we will not be able to bill the Forest Service as a direct cost for management personnel on work orders. Because of this, all management and lead positions (Facilities, Roads & Trails, etc.) must be captured as Overhead and not directly billable on the work orders. Is this correct? YES

7) I see no CBA wage rates for office and administrative staff (clerks, work order control, data entry, AP/AR, payroll, etc. ). Are the SCA wages to be used for all of the office personnel that are not management? YES

8) How many COR’s are there on Land Between the Lakes? Do they all have authority to issue work orders?

Numbers vary, 10-14. YES if COR letter allows it

10) The current CBA provides information relative to sick and vacation accrual requirements that exceed the SCA Wage Determination. It also describes minimum pay requirements, unscheduled overtime rules, etc. However, just like the SCA requirements, it is our understanding that the new contractor stepping in to this CBA would immediately be held responsible for any vacation or PTO benefits not already paid out by the previous contract (new contractor picks up the balance and benefit liability). Please confirm if this is accurate as the liability for existing personnel benefits can represent an enormous cost for a new contractor. TRUE, the incoming Contractor assumes the liability

11) Can the contractor utilize past performance from subcontractors or must all past performance be that of the prime contractor?

Prime Contractor or if a JV, from partners listed on JV only

12) If work orders call for more than one labor category per day, does contractor have to pay multiple rates in the same day or just the highest rate between the various categories for all time worked? Multiple rates

13) Do seasonal employees collect unemployment benefits during non-work months in both KY and TN? YES

14) There are no vehicles on the Government Furnished Vehicle list. Is the contractor required to furnish all vehicles for contract duties under the new contract? If so, does this differ from the current contract (i.e., are any government furnished vehicles provided to the current contractor to meet the performance requirements)? Yes, the contractor is required to furnish all vehicles for contract duties. All Government vehicles currently Utilized as GFE will be removed from service due to poor overall vehicle conditions.

15) How many offices are available for contractor administration and management use within the Maintenance Complex Area? 10 office spaces

16) Historically, how many full time Water/Wastewater personnel have been used to complete all duties for the aforementioned PWS section?

Currently, there are five licensed water/wastewater operators and one pump truck operator however it is up to the awardee to determine proper staffing levels for all portions of the contract.

17) The Collective Bargaining Agreement states that only Solid Waste, Backcountry Mowing and Water/Wastewater can be subcontracted by the Prime Contractor. Can you tell us if these three services are currently subcontracted and are there any other subcontracting limitations?

See CBA

18) Is it the intent of the Government to have the R&T and Facilities Manager wages and all other section Overhead (Vehicles, Equipment, PPE, Training etc.) be captured in the overhead burden of the wage classifications in those sections or should they be added to the Overhead CLIN on the consolidated pricing page? Intent is for leads to be incorporated into the hourly rates in their respective section. Since the R&T and Facilities Maintenance requirements are task order driven, the minimum amounts would not provide sufficient volume to cover the costs of the full time Management Leads for these sections (since these people are not directly billable to Work Orders per the CBA, thus completely overhead).

19) Section C.5.7.1: Hillman Ferry, Energy, Piney and Wranglers determines cleaning frequencies for Shelter Buildings, Amphitheaters, Activity Buildings, Tables, Hand Pumps Fountains, Water Hydrants, Trails, Roads, Culverts and Camping Cabins but also states “or as directed by COR”.

Is there a maximum number of cleanings that the COR can request outside of the stated frequencies either weekly or monthly? No

20) The Grounds Maintenance portion includes the cutting and removal of Danger Trees & Limbs from campgrounds. Historically, how many danger trees have been removed annually from all of the campgrounds combined? I read this to be part of the Firm Fixed Portion of the contract, is this correct? FFP, no, we do not have a historical record.

21) Since Water/Wastewater treatment and testing duties are mandated seven per days per week all year to include holidays as per state regulations, should the water/wastewater firm fixed pricing incorporate these holidays or does the USFS issue a work order for Holiday and weekend work for the water/wastewater staff? No, it is mandated by the state

22) Response limitations on level one special response issues state that the contractor needs to be onsite within one hour during normal business hours and two hours after normal business hours. This would indicate the need for all contractor equipment listed in Exhibit 8 to be owned and/or kept on site . Due to the value of that equipment, is the Government Furnished Lay Down Area a secured site that would keep recreational visitors away from the equipment. If not, can the contractor install locks and cameras on gates and doors leading to the lay down area?

Laydown area only, which will require a new fence and gate system

23) Section C.18 states that “Each Work Order shall be considered a not to exceed amount”. Does this imply that all money left on Work Orders that are completed under the original quoted amount be given back to the USFS? Yes

24) Does the US Forest Service pay overtime as a 1.5X of the regular hourly, loaded pay rate? No 1.37X wage hour

25) Please provide copies of the NPDES permits for the wastewater systems. There are numerous locations throughout the LBL facility that will likely need to be monitored or sampled on a daily basis. Knowing the extent of the frequency and extensive drive time to each location will be very important for determining staffing needs, # of service vehicles, fuel consumption, etc. Copies of the permits can be obtained after contract award, and there are 3 locations for these permits, Piney Campground, Hillman Campground and Brandon Spring Group Facility

26) C.4.8 of the Wastewater System PWS notes that hazardous waste response may be required. We assume that all personnel handling hazardous waste response requirements must be properly certified and trained, HAZWOPER, First Aid, etc. Do you require any personnel certifications to be included with the proposal for this work? Contractor responsibility to have certified personnel or Certified Sub Contractors

27) C.4.9 of the Wastewater System PWS notes that a computer-based water and wastewater data program with necessary software and hardware is required. Is this contractor or government furnished? This is contractor furnished

28) Section C.4.12 of the Wastewater System PWS notes that the Grounds Maintenance and the Wastewater contractor must coordinate together to perform chemical and vault toilet cleaning. Wouldn’t these all fall under one contract? No, Pumping is separate from Cleaning the restroom

29) Section C.5.3.1 Method of Measurement, Roads & Trails: Is the contractor allowed a markup on rip rap or material purchases required on a work order or is this expected to be a direct pass through/reimbursement? Pass though

30) Overruns/Underruns on Quote Requests/Responses - When a work order is quoted and accepted, does the contractor invoice this quote on a not to exceed basis? Do we invoice based on actual costs above or below the quote regardless of difference (i.e., if we complete work 20% less than the quote, do we invoice for that amount of the NTE quote value and keep that margin achieved)? NTE Amount, billable actuals

31) Can the key personnel identified in our proposal submittal to the USFS be changed immediately upon award? No, we expect the contractor to Provide those people that they presented in the solicitation response.

32) Does the USFS assume the key personnel (with resume, qualifications, etc.) proposed in our Technical bid submittal to be the actual personnel who will be working full time on site upon award? YES