19AQMM25R0151-Q_A-7-1.pdf

Q&A Document in Response to RFP: 19AQMM25R0151

July 1, 2025

1. Q1. Section states: “The Government contemplates award of a Multiple Award IDIQ [Contracting Officer insert specific type of contract] contract resulting from this solicitation.”

Previous Q&A response to this same section (question #77) indicated: “The Government plans to award up to ten (10) awardees.”

Question: Please advise whether the government intends to any additional specifics as to the type of contract.

A1. The Government anticipates awarding a Multiple Award IDIQ contract for Consolidated Facility Services under the ordering procedures outlined in the solicitation. Specifics about task order types (e.g., firm-fixed-price or time-and-materials) will be provided at the task order level.

2. Q2. Off-Ramping Process: Offeror has graduated from the 8(a) program. Offeror has outgrown the 8(a) program in accordance with SBA guidelines.

Question: Would the government clarify the 8(a) graduation timeline, and impact on Off Ramping in relation to a 10 year IDIQ contract?

A2. The Government will follow SBA guidelines and policies regarding 8(a) graduation.

Contractors that graduate during the performance of the IDIQ may remain on the contract but may be subject to off-ramping procedures based on mission needs and SBA requirements.

3. Q3. Off-Ramping Process: Offeror has graduated from the 8(a) program. Offeror has outgrown the 8(a) program in accordance with SBA guidelines.

Question: At what stage during the 10-year period of performance would the incumbent awardees be required to recertify their business size?

A3. Offerors must recertify their business size status at the time of IDIQ award and at each option period. Additional recertifications may be required in accordance with FAR 52.219-28 when a novation or merger occurs.

4. Q4. Will the Government confirm that past performance references from an Offeror’s predecessor company, sister company, or affiliate are allowed to be used and will count as experience of the prime Offeror?

A4. Yes. As stated in FAR 15.305(a)(2)(iii), the Government will consider past performance from predecessor companies, key personnel, or subcontractors performing major aspects of the requirement if relevance is clearly demonstrated.

5. Q5. C.2 Scope states, “Properties include but are not limited to the facilities identified in Section J, Attachment 04 - List of Properties.” A review of Attachment 04 – List of Properties indicates properties are sites consisting of multiple buildings. Regarding size and complexity, Section L.4(3)(ii)(3) states, “Offeror must demonstrate providing CFS services (3 or more), at minimum, two (2) separate facilities at the same time.”

Will the Government confirm whether multiple buildings at a single site meets this requirement?

A5. The Prime contractor bidding on the CFS IDIQ shall have and clearly illustrate prior experience as a prime contractor.

The offeror shall provide two (2) examples of past performance which meets the stated requirements and shows their experience as a prime contractor. The prime offeror may use a single subcontract performance that meets qualifications in section L&M:

Qualifying Past Performance (Minimum Threshold): As part of this Go/No-Go determination, the Offeror must demonstrate experience in Consolidated Facilities Support (CFS) meeting the following baseline criteria:

• Annual revenue of $6.5 million or more in CFS contracts;

• Support of 600,000 square feet or more in total facilities space;

• Submission of the Offeror’s largest, and also their most complex past performance within the past 60 months.

The offeror may combine past performance from multiple concurrent task orders within a single contract to show the provision of at least three (3) CFS services to meet past performance requirements. Prime may not use a collective aggregate of separate contracts to meet the minimum Past Performance Threshold.

This section will be assessed on a pass/fail basis to determine whether the Offeror has met the minimum experience threshold to be further considered for award. It does not constitute the full evaluation of past performance, which will occur as part of Volume 2 and will be assessed qualitatively against the solicitation’s evaluation factors.

6. Q6. RFP states, “The scope of work for purposes of comparison is defined in Attachment J-28, Performance Work Statement (PWS).” Attachment J-28 issued is the On-Off Ramp process procedures. Will the Government please correct the Section L.4(3)(ii) instructions to reference Attachment 29 IDIQ Performance Work Statement?

A6. Yes, the Government confirms that Section L.4(3)(ii) should reference Attachment J-29, IDIQ Performance Work Statement. This will be corrected in a forthcoming amendment.

7. Q7. RFP requires Offerors past performance to address: Program Management Oversight (PgMO), Consolidated Facility Services (CFS); Facilities Management Equipment, Facility Operations Services, Preventative Maintenance, System/Equipment Repair Services; Facility

Repair Services; Minor Facility Alteration Services; Environmental & Health Safety; and Specialized Technical Support. Will the Government please define ‘Facilities Management Equipment’ since this is not defined in the PWS?

A7. Facilities Management Equipment refers to equipment directly associated with the operation and management of facilities. This includes but is not limited to HVAC equipment, electrical fixtures and panels, water treatment systems, and other infrastructure equipment necessary for facility operations.

8. Q8. Will the Government please clarify what ‘System/Equipment Repair Service’ is considering the PWS indicates in C.5 various types of systems and equipment?

A8. The offeror will be responsible for operating, maintaining and repairing all systems that support the day-to-day operation of the building / campus / facility as defined at the task order level.

9. Q9. Facility Repair Services is not defined in the PWS. Will the Government please define ‘Facility Repair Services’ and differentiate these services from ‘Facility Operations Services’ in the provided definition?

A9. Facility Repair Services involve unplanned or corrective actions to restore building structures, components, or systems. Facility Operations Services cover day-to-day services to keep the building operational, including inspections and routine service activities.

10. Q10. Does each Past Performance citation need to include both PgMO and CFS scope and complexity?

A10. No, each citation does not need to address both PgMO and CFS, but collectively the three citations must demonstrate experience across both areas to show comprehensive capability.

11. Q11. Would the Government please extend the proposal submittal date from not later than June 30, 2025 at 12:00 P.M. (local Washington D.C. time) out 14 days to not later than July 14, 2025 at 12:00 P.M. (local Washington D.C. time)?

A11. The Government will issue an amendment to extend the proposal submittal deadline to July 15, 2025 at 12:00 PM EST.

12. Q12. This appears to be incorrect; would the Government provide an estimated IDIQ award date?

A12: The date listed on the SF33 was a placeholder. The Government anticipates award in Q1 of FY2026, subject to availability of funds.

13. Q13. This section states that two out of the three past performances must come from the prime contractor. Then it goes on to say that two of three performance submissions may be for “The proposed first-tier subcontractor under this effort where a signed letter of commitment is provided under Volume 1.”

These two statements appear to conflict, can the Government please clarify?

A13. The requirement is for at least two (2) past performance submissions from the prime contractor. The additional guidance regarding subcontractor submissions applies only to the third submission.

14. Q14. Would the Government clarify that the Program Management Plan submitted with the proposal should align to Section L, to Attachment 9 or to a combination?

If it is a combination, would the Government please update Section L to identify the final instructions.

A14. Offerors should ensure that their Program Management Plan aligns with both Section L and Attachment 9. Section L will be updated in an amendment for clarity.

15. Q15. (1) Is it correct to assume that each IDIQ TO must have its own on-site PM? (2) Is it safe to assume that additional TO-specific Key Personnel other than the PM will be identified at the TO level?

A15 (1): Yes, each Task Order must have a designated on-site Project Manager.

A15 (2): Yes, additional Key Personnel specific to each Task Order will be identified at the TO level.

16. Q16. To what extent is it expected that the Contractor PGMO will contain an engineering department?

A16. The PGMO is expected to have engineering capability sufficient to meet task order requirements. These personnel must be available onsite at the Task Order level when required.

17. Q17. These lines contain no descriptive entries for all the various disciplines and tasks. Will this information be provided?

A17. QASPs are site specific. Descriptions must be developed by the offeror in conjunction with the COR at the Task Order level.

18. Q18. How can Contractor control the number of emergency calls, and therefore the number of Emergency Hours Worked?

A18. Contractors are expected to develop preventive measures and efficient response

19. Q19. Is it a requirement that corrosion coupon service be performed by this 3rd party or can we self perform?

A19. Corrosion Coupon Service must be performed by an independent certified 3rd party.

Certification credentials must be submitted to and approved by the COR.

20. Q20. Why are there multiple AQL columns?

A20. Multiple AQL columns represent performance expectations for different task categories.

This formatting will be clarified at the Task Order level.

21.

22. Q22. Will the Government please change this delivery time to “prior to start of full Task Order performance” or other more reasonable time?

A22. The Offeror shall submit all required certifications and resumes for Key Personnel in the time allotted in the solicitation. Requirements for task order specific key personnel will be detailed at the task order level and must be submitted with the offerors task order proposal.

23. Q23. Will the Government limit the required training to those HVAC Mechanics and HVAC Controls Technicians who do the OMR on these systems?

A23. Required trainings are discipline specific and must be applicable to the equipment the Technician is maintaining at that site. HVAC Certifications are for HVAC Technician as Electrical Certifications are for Electrical Technicians.

24. Q24. What is the significance of the blue shading on several lines?

A24. Blue and white shading is used to denote which sites will be included in specific task order groupings.

25. Q.25. (1) What are the various Maximo modules/applications that inform the ERPS capabilities? (2) Does DOS provide EZ Max Mobile that is used by technicians in the field to receive work orders, enter data on work in progress, pull up PM checklists, upload photos, etc?

A25. (1) DOS uses Maximo version 7.6.1.3 and relies on personnel to ensure accurate information is obtained and relayed. (2) DOS will migrate to Maximo Mobile to be used by Technicians in the field, current version of Maximo allows for uploads.

26. Q.26. Is an engineering department a requirement for PGMO in general, and do these personnel have to be available and onsite?

A26. Engineering support / capability is required at the PGMO level. These personnel must be available onsite at the Task Order level when required.

27. Q.27. Under what circumstances does the FMS take the lead in Call Center operations vis-à-vis the Contractor?

A27. Call center requirements are site specific and as such will be detailed at the task order level.

28. Q.28. Will the Government please describe how this entity works?

A28. Service Now is an IT service management tool used to log and route customer service requests.

29. Q29. Because of the classified nature of most DOS facilities and the strict control of communication devices and recording devices, what type of camera is permitted to be carried by technicians to provide such pictures of equipment?

A.29. Use of cameras must comply with site security protocols. DOS will provide guidance on approved devices per site.

30. Q.30. If Maximo EZ Max Mobile is in use, does the Government provide wireless iPads for technician use in the field?

A30. Yes, wireless devices will be issued by the Government for contractor use.

31. Q.31. Will wireless iPads be permitted under this clause, as described in the previous question?

A31. Yes, Government issued wireless devices are acceptable communication tool.

32. Q.32. (1) As identified in Section B.2 (page 7 of 81) and B.7 (page 9 of 81), would the Government please issue Service Contract Act Wage Determinations for each location?(2) Would the Government please provide all CBA(s) currently in place or state that there are no CBA(s)?

A32. CLS wage determinations can be found on the U.S. Department of Labor’s SAM Wage Determinations website at: https://sam.gov/content/wage-determinations. Currently there are no CBAs.

33. Q.33. All Site Tabs – SUBCLIN 2002A-I, the formulas in Column M are not calculating the cost.

Please provide a revised document.

A33. A revised J-23 will be issued to correct the formulas.

34. Q.34. All Site Tabs – O&M IDIQ LCAT – CLINs 0009, 1009, 2009, 3009 the total in Row 109, columns not calculating the accurate cost. Please provide a revised document.

A34. A revised J-23 will be issued to correct the totals.

35. Q.35. All Site Tabs – O&M IDIQ LCAT – CLINs 0010, 1010, 2010, 3010 the total in Row 116, columns not calculating the accurate cost. Please provide a revised document.

A35. A revised J-23 will be issued to correct the totals.

36. Q.36. All Site Tabs – O&M IDIQ LCAT – SUBCLIN 3016A-C the total in Row 154 is not calculating the accurate cost. Please provide a revised document.

A36. A revised J-23 will be issued to correct the totals.

37. Q.37. All Site Tabs - O&M IDIQ LCAT – CLIN X017 shows hours with SUBCLINs but does not include Job Titles assigned included in the CLIN totals.

Why are there hours and SubCLIN with no Job Title?

A37. Those lines are placeholders. Job titles were omitted and will be updated in a revised J- 23.

38. Q.38. All Site Tabs – O&M IDIQ LCAT – CLIN X022 the total in Row 202 is not calculating the accurate cost. Please provide a revised document.

A38. A revised J-23 will be issued to correct the totals.

39. Q.39. All Site Tabs, please verify that SUBCLIN numbers are correct. For example X00W should be X001W.

A39. Yes, SUBCLIN numbers will be corrected in the revised J-23.

40. Q.40. (1) Should Offerors be adding the SUBCLIN as well? If so, please provide a revised document with those cells unlocked or prepopulated. (2) What if an Offeror needs to add more than two labor categories to a CLIN? Since the document is locked for adding additional rows how should we approach this?

A40. Offerors are not required to add in CLIN information for additional labor categories they include in Attachment 23 pricing sheet. Any additional labor categories that are added by the Offeror must be added to the appropriate location tab. Attachment 23 has been updated to allow for more line additions as deemed necessary by the offeror.

41. Q.41. Personnel Qualification tab. Should Offerors add additional labor categories to any Site Specific Tab do they also need to add that labor category to the Personnel Qualification tab or is this tab informational only? Info only

A41. Yes, additional labor categories should be added to the pricing sheet. Pricing information should be added to the relevant site-specific tab; offerors are able to add rows to the sheets to accommodate this information. Offerors should also include all relevant position information to include experience, certifications and licenses, this information should be listed on the unlocked Additional Personnel Info tab.

42. Q.42. Please review and provide an updated personnel qualifications tab that matches the labor categories (and clearances) on all Site Tabs.

A42. The Government will review and issue a revised Personnel Qualifications tab to ensure consistency.

43. Q.43. “Each offeror will also propose an annual escalation rate for each ceiling rate, effective 12 months from the date of award of the IDIQ contract.” Please confirm that Offerors are to submit a word/PDF document to state the escalation rate rather than just showing the escalated rates in the Attachment 23 Pricing Sheet.

A43. (1): Yes, submit a Word/PDF stating assumptions or deviations in Volume III. (2) Yes, submit escalation rate in a separate Word/PDF file. Offerors shall provide fully burdened rates in Attachment 23 – Pricing sheet.

44. Q.44. Section A. Are the offerors required to fill out the Section A solicitation/contract form and if so, would the Government provide instruction for completion and in which Volume to submit?

A44. Offerors may submit their pricing proposals as a separate, clearly labeled document instead of populating Section A.

45. Q.45. Will the Government please allow the use of 10-point font in graphics, tables, figures, charts, etc.?

A45. The Government confirms that lines should be single-spaced, the Government will accept 12pt font with 1 inch margins. Each page is considered one 8.5 x 11 inch sheet (front side only), pages must be numbered by volume, and foldouts/11x17 pages count as one page. Tables and graphics, headers and footers may use smaller fonts, but not smaller than 10pt.

46. Q.46. (1) Will the Government confirm that CPARs and/or PPQs included within and at the end of the Non-Price Factors Volume are excluded from page count? (2) Please confirm the CPARs and/or PPQs are submitted with the Volume 2 Technical Proposal?

A46. (1) Yes, CPARs and PPQs are excluded from page count. (2) Yes, they must be submitted in Volume II.

47. Q.47. Considering Offerors have past performance contracts that are IDIQ Task Order type contracts for DOD that are issued annually for the same scope of work at one location/site, will the Government consider removing the requirement that TOs must cover different sites and have differing Key Personnel?

A47. The Government will not change this requirement. The Prime contractor bidding on the CFS IDIQ shall have and clearly illustrate prior experience as a prime contractor.

The offeror shall provide two (2) examples of past performance which meets the stated requirements and shows their experience as a prime contractor. The prime offeror may use a single subcontract performance that meets qualifications in section L&M:

Qualifying Past Performance (Minimum Threshold): As part of this Go/No-Go determination, the Offeror must demonstrate experience in Consolidated Facilities Support (CFS) meeting the following baseline criteria:

• Annual revenue of $6.5 million or more in CFS contracts;

• Support of 600,000 square feet or more in total facilities space;

• Submission of the Offeror’s largest, and also their most complex past performance within the past 60 months.

The offeror may combine past performance from multiple concurrent task orders within a single contract to show the provision of at least three (3) CFS services to meet past performance requirements. Prime may not use a collective aggregate of separate contracts to meet the minimum Past Performance Threshold.

48. Q.48. We are a newly formed Joint Venture and do not currently possess a TOP SECRET Facility Security Clearance (FCL). We understand that to obtain a TS FCL, we must be sponsored by a government organization, and the solicitation states that the Department of State will not sponsor offerors. It appears this may limit eligibility to only contractors with an existing TS FCL. Is that correct?

A48. No. As stated in Section H-031; offerors are not required to possess a TS FCL at the time of proposal submission. However, the offeror must obtain a TS FCL prior to contract award.

Offerors must include confirmation of clearance sponsorship or documentation demonstrating their eligibility for a TS FCL with their proposal. The Department of State will not provide sponsorship

49. Q.49. We are eligible to obtain a TS FCL, and we can include a “Path Forward Plan” in our proposal showing how we intend to obtain one. Will this meet the solicitation requirement?

A49. A “Path Forward Plan” alone is not sufficient. Per Section H-031, offerors must either demonstrate they already possess a TS FCL or provide acceptable documentation confirming eligibility and sponsorship prior to contract award. While possession of the clearance is not required at the time of proposal submission, the offeror must clearly demonstrate their ability to obtain it before award without relying on Department of State sponsorship.

50. Q.50. The solicitation states that offerors must include confirmation of clearance sponsorship with the proposal. What documentation will satisfy this requirement?

A50. Acceptable documentation includes official confirmation from a cleared government contractor or agency that is sponsoring the offeror for a TS FCL. This could also include documentation from DCSA acknowledging the sponsorship and initiation of the clearance process. SBA certification letters, SBA DSBS profiles, or SAM.gov registration showing 8(a) status may support eligibility but do not, on their own, satisfy the requirement for TS FCL sponsorship documentation.

51. Q.51. If our Joint Venture does not have a TS FCL at the time of contract award but has the ability and intent to obtain one, will we be eligible for award?

A51. No. As clarified in Section H-031, a TS FCL is required prior to the start of contract award. Offerors that do not possess a TS FCL or cannot provide acceptable documentation confirming active sponsorship and eligibility for a TS FCL by the time of award may be deemed ineligible.