47PB0017R0004_Tab_10_Questions_&_Answers_v2.pdf

Questions and Answers v2

April 19, 2018

1. Item 4 under Factor 2 Management Plan asks for “Proposed daily, monthly, and periodic schedules for all tasks identified in the solicitation.” Since only 25 pages have been allotted for the entire Factor 2 section, may we present this data in an Appendix that is not included in the page count? Please advise or suggest an alternative method for communicating this information within the page limitations.

The proposed daily, monthly, and periodic schedules may be presented in an appendix.

Appendixes, resumes, professional licenses, and certifications do not count towards the 25 page limitation.

2. Technical Proposal Factor 2, Management Plan is limited to twenty-five (25) typewritten pages but includes several detailed plans. This includes a staffing plan, task schedule, personnel resumes, quality control plan, preventive maintenance plan, customer service plan, service request plan, NCMMS plan, public realm plan, boat dock management plan, and transition plan. Personnel resumes are the only items in this list that are excluded from the 25-page limit.

Please see the Answer to question 1

3. Section L, Factor 2 Management Plan, #4. requires a task schedule with proposed daily, monthly, and periodic schedules for all tasks identified in the solicitation requirements. As complete and detailed task schedules based on the equipment list may potentially run over 100 pages, will the government exclude this schedule from the page count?

Please see the Answer to question 1.

4. Is it GSA’s intent for offerors to provide all of these detailed plans within the 25-page limit, or may offerors include some or all of these plans as appendices outside of the page limitation. Please clarify.

See Answer to question 1.

5. RFP, FACTOR 2, Management Plan, paragraph 4 and 8. In paragraph 4 and in reference to the question above, if it is the government's requirement to provide a tabular schedule of when all tasks are proposed, paragraph 8 appears to be requiring similar scheduling information concerning the service frequencies for equipment at the site. Can these two sections be combined? Also, would the government consider removing both requirements from the page count as this document will be significant in length?

The Management Plan Item #8 has been combined with item #4. The periodic schedules may be presented in an appendix and is not included in the 25-page limitation.

6. RFP, FACTOR 2, Management Plan, paragraph 4. The requirement to provide daily, monthly and periodic schedules for all tasks in the solicitation, as identified in paragraph 4, is unclear. Is the requirement to provide a narrative approach for how contractors develop their daily, monthly and periodic schedules or does the government require a tabular schedule of when all tasks are proposed to be performed?

Requirement is to provide the actual proposed schedule, not the process for developing it.

7. Factor 2 – Management Plan has extensive requirements starting with a narrative on the three past performance contracts. Additional requirements include a CTA narrative, staffing plan and approach with an organizational chart; schedules for contract requirements; detailed résumés with contract responsibilities; subcontracting plan; QC outline; PM plan outline; customer service plan; transition plan and numerous other requirements. A 25-page limit is not adequate to properly address all of the requirements of the Management Plan. Will the Government please allow up to 50 pages at least for the Management Plan?

The narrative on the three past performance contracts requirement has been moved from Factor 2 to Factor 1 and is not included in the 25-page limitation. Please see the answer to question 1 for other exclusions.

8. Factor 2 – Management Plan, #2 requires an offeror to, among other things, “Describe the staffing approach for handling additional service requests in conjunction with the daily maintenance schedule. Include approach to cover unexpected workload fluctuations and absences such as sick leave, vacations and training.” and #10 repeats the same requirement word-for-word. As this is duplicative and the section has a strict page limit, may we provide the information once only and, if so, would the Government prefer it under #2 or #10? The answer from Amendment 0002 Questions and Answers v1, question #3 is provided. Revised Section L is attached with the revision.

Item 10 has been removed from the Management Plan.

9. RFP, FACTOR 2, Management Plan, paragraph 4 and 8. In paragraph 4 and in reference to the question above, if it is the government's requirement to provide a tabular schedule of when all tasks are proposed, paragraph 8 appears to be requiring similar scheduling information concerning the service frequencies for equipment at the site. Can these two sections be combined? Also, would the government consider removing both requirements from the page count as this document will be significant in length?

10. Submission of Proposals. Will the government accept hand delivered proposals?

Section L, Submission of Proposals has been changed as follows:

FROM: Please mail your proposal on USB Flash drive to the following address:

TO: Please mail or hand deliver your proposal on USB Flash drive to the following address:

NOTE: If your proposal is hand delivered please request a date and time stamp receipt from the front desk personnel when you drop off your proposal.

11. Section L, Submission of Proposals (RFP p. 242) the government’s response to Question

No. 16 state, “Please mail your proposal on USB Flash drive…” Will GSA accept proposal submissions that are hand-delivered to this location?

Please see the answer to question 10.

12. In the RFP, page 242 under Submission of Proposals, GSA states in bold that “Prices and dollar values shall be stated only in the Price volume.” However, instructions regarding submittal of a Small Business Subcontracting Plan (SBSP) are provided under the Technical

Proposal instruction for Factor 3: Socioeconomic Status. Since the SBSP contains price elements (overall contract values and breakouts), should we submit the SBSP in Volume I Price and Business Proposal?

Subcontracting Plan should be submitted as part of Volume 1.

13. Will there be a separate CLIN for transition costs? If not, where should these costs be included?

The transition costs are not separately identified but rather absorbed into the base year price.

14. C.1.6.1 Startup Phase and FAR Contract Clause 52.237-3 CONTINUITY OF SERVICES

(JAN 1991): Assuming this section is revised to permit a 30 day start-up phase to transition from the incumbent per the prior RFI and according to the FAR Contract Clause “The Contractor shall be reimbursed for all reasonable phase-in, phase-out costs (i.e., costs incurred within the agreed period after contract expiration that result from phase-in, phase-out operations) and a fee (profit) not to exceed a pro rata portion of the fee (profit) under this contract.” However, there is no specific CLIN that provides for the pricing of this period on the line item pricing spreadsheet.

Will the Government add a separate CLIN to cover the cost of the phase-in period or should that be included within the base year cost?

See the answer to question 13.

15. C.1.10 – Phase Out Transition Period – states “When the Contract ends, the Contractor shall cooperate with the incoming Contractor during a phase-out period. For planning purposes, the

Contractor shall assume a phase-out period of 60 days.” Does the Government intend for this period to be inside the contract period or after it ends? If after the contract ends, will the

Government add a separate CLIN to cover the cost of the phase-out period?

The transition phase out period is within the contract period.

16. C.1.6.1 Transition Startup Phase – This paragraph states a 15-day transition period. Will the

Government consider revising that to 30 days? 15 days is an extremely aggressive transition period for a building of this size, complexity, and with a feature such as the Public Realm that most buildings do not have. This is particularly short considering the phase-out period is stated at

60 days.

The SOW C.1.6.1 Transition Startup Phase will be amended to provide a 30-day transition period.

17. Factor 1 – Past Performance indicates we are to submit a CPAR or have our client complete a form and submit. Is a narrative or description for each project required for this section of the proposal or does the Government simply want performance references?

The intent of the CPARs is to provide specific ratings and narrative support for the rating.

18. Will the government consider using existing CPARs in lieu of PPQs or a new CPAR form, or, allow the current PPQ cover page with our proposal? Requiring PPQ submission by government personnel not only strains resources and our relationship with reviewers, it makes submission of a qualified bid reliant upon their timely response. Frequently, government personnel refuse to complete PPQs citing that this is the whole reason that CPARs / PPIRs system was created.

The solicitation will not accept PPQs. The only acceptable evidence of past performance will be formal CPARS or references provided on the form attached to Amendment 0002.

19. May a CPAR form that was previously submitted to the Boston GSA for another Solicitation

(within the past 2 months) be utilized again for this submittal or must our client complete a second duplicate form and re-submit for this Solicitation? Yes, previously submitted CPARS may be utilized but must come from the Customer – not the Offeror.

20. Will the government’s security division be the primary party responsible for managing the program’s security systems and key cards?

Yes, the Government security office will be the primary party.

21. Has the scope of work, under this new solicitation remained the same, decreased or increased compared to the current contract?

The Scope is relatively the same.

22. Will the government be responsible for developing reporting specific to alignment with program KPIs or will that reporting be the responsibility of the contractor?

Reporting requirements if any will specified in individual KPIs.

23. Please provide additional explanation related to Exhibit 10, the unit price agreement. Is this a required submittal for our proposal? There is no specific request for this form, but the Exhibit language suggests it is necessary. If so, what info do we compete? For example, under A1, there is a unit price of $7.25/SF shown, but also an “Estimated Unit Cost per square foot” blank box as well as a Proposed Unit Price blank box. What is the difference between these three unit prices? Please provide an example of completed entries in this form and how this info will ultimately be used during project execution.

The UPA List is a catalog of all possible activities that may be ordered during the contract. This list is priced with the Government estimate for each activity. You are required to propose an adjustment factor, if any, to be applied to the Government estimate to determine your price to the

Government. For example, if your factor is 115%, then you would receive 115% of the

Government Estimate to perform this activity. You are to propose a single adjustment factor applicable to all tasks listed on the UPA. You should provide a factor for normal work hours tasks (CLIN 0024) and a separate factor for after-hours work (CLIN 0025).

24. One requirement of the Management Plan is related to the Past Performance Contracts to be presented in Factor 1. It is not enumerated like the other requirements and seems out of place in

Factor 2. Would the Government consider moving this narrative requirement to Factor 1 instead of Factor 2 since it is related to Experience? The answer from Amendment 0002 Questions and

Answers v1, question #2 is provided. Revised Section L is attached with the revision.

Remove and added to Factor 1 as follows:

“FACTOR 1: PAST PERFORMANCE AND EXPERIENCE OF THE FIRM(S)

This factor considers how well an offeror has performed in the past. Past performance is a key indicator of future performance.

The Offeror shall provide a minimum of three (3) formal Past Performance Evaluations completed through the Past Performance Information Retrieval System (PPIRS) or a similar

Government evaluation system within the past five (5) years for projects that are similar in magnitude, scope and complexity to that identified in this solicitation.

For each contract provided in the above Evaluation Factor (“Past Performance of the

Firm(s)”), the Offeror shall explain the following in a detailed narrative:

a. how the characteristics of each of the selected contracts above relate to the services required by this solicitation;

b. how these contracts demonstrate the firm’s capability to successfully perform these services.

If the above requirement cannot be completely satisfied through formalized evaluations…..”

25. With regards to Factor 4, Environmental Consideration Plan, it states near the end of the section, “Each offeror must submit the following items in the order and format described below…” However, there are no items to follow this sentence. Can the Government please clarify the items to be included in Factor 4? The answer from Amendment 0002 Questions and

Answers v1, question #6 is provided. Revised Section L is attached with the revision.

Remove the statement from its location at the end of Factor 4 and insert it as follows:

“5. TECHNICAL PROPOSAL

Evaluation of an Offeror’s Technical proposal is an assessment of how the proposal demonstrates:

(1) Offeror’s understanding of Government requirements;

(2) The overall quality of the proposed services; and,

(3) The likelihood of the prospective Offeror successfully providing the proposed level of service and performing the contract.

Each Offeror must submit the following items in the order and format described below.

These items make up the technical factors that will be evaluated for award.

The Technical Proposal shall include the information requested below for the non-price factors:

1. Past Performance and Experience

2. Management Plan

3. Socioeconomic Status

4. Environmental Consideration Plan.”

26. Can the Government provide the Price CLINs in an Excel format?

The CLINs will not be provided or accepted in Excel format. The SF 1449 and Section B.

Description of Services table have been added as separate attachments in Amendment 0002.

27. Can bidders use audited Annual Reports in lieu of the government GSA 527 form?

Offeror may submit the last certified financial statement prepared for the offerors firm along with a copy of any interim reports since the closing date of that statement in lieu of the GSA 527 form.

28. Can the government please provide the Custodial Union Agreement for the contract?

The Custodial Agreement between Maintenance Contractors of New England and Service

Employees International Union Local 32BJ is incorporated into Section J. as Exhibit 32.

29. Please confirm if the custodial employees required for this contract are covered under any

Collective Bargaining Agreement. If so, please provide information.

Please see the answer to question 28.

30. Will GSA be providing a list of fire protection equipment?

The list of fire protection equipment should be contained in the posted equipment inventory.

31. Please provide a list of current deficiencies and pending repairs that are anticipated to be part of the new contract.

Current deficiencies will be resolved by the incumbent contractor. Any deficiencies discovered during the startup inspection will be documented in the initial deficiency list and resolved by the incoming contractor at negotiated prices.

32. Is pressure vessel testing included in this scope?

Yes.

33. Please provide all applicable equipment warranty information.

The equipment warranty information is not available in a format that can be disseminated.

34. Is infrared scanning included in this scope?

All preventive and predictive maintenance of equipment and systems detailed within the scope is included. Contractor is to propose means, methods, and frequencies in compliance with contract requirements.

35. Who owns the maintenance tools & equipment that are currently on site? Will this equipment remain and be available to the oncoming contractor?

The maintenance tools & equipment belong to the incumbent. This is the burden of the offeror to coordinate the transfer of ownership with the incumbent.

36. In consideration of any GFE, what is the condition of existing equipment?

See answer to question 35.

37. Can the government provide workload history for the cafeteria equipment?

Review service call data provided. All preventive and predictive maintenance of equipment and systems detailed within the scope is included. Contractor is to propose means, methods, and frequencies in compliance with contract requirements.

38. Please provide the historical labor charges (HVAC & Cleaning) associated to the events in the public realm.

There were 37 after hours / 159 regular hours - Public Realm events last year. On average events are 3-4 hours long; after hours events require more preparation than day time events. Support includes: EMCOR/ tech on site, Walden Security/escorts), Gourmet Caterers/food, and

ACP/janitorial.

39. Can the government please provide additional details on any preventative maintenance or service call response requirements related to the floating dock?

Review service call data provided. All preventive and predictive maintenance of equipment and systems detailed within the scope is included. Contractor is to propose means, methods, and frequencies in compliance with contract requirements.

40. Is the boat dock ramp rider part of the current contract? If so, this piece is obsolete and most vendors will not perform preventive maintenance on it. Also, is the contractor responsible for the first $5,000 of work?

Preventive maintenance is for all the equipment in the contract. The contractor is responsible for the first $5000 of each repair, See (SOW C.6.27.3 REIMBURSABLE REPAIRS).

41. During the site tour we saw multiple pieces of janitorial equipment. Will the contractor be permitted to use the heavy equipment (heavy scrubbers) and/or any other janitorial equipment that is in the building to perform the periodic custodial work and event support cleaning?

Existing equipment belongs to the incumbent.

42. Are Boat Dock Management and Operations included in the current contract or is this a new scope of work requirement to the program?

This is included in the current contract.

43. C.5.4.3 Snow and Ice Removal: What areas around the building will the contractor be responsible for providing snow and ice removal?

Snow and Ice Removal is restricted to roofs and conodial glass.

44. In consideration of customer work orders, how many customer work orders should be expected annually and monthly?

This list was provided as Service Call Summary (2014 - 2017) in Amendment 0002

45. Please provide a history of emergency service requests over the past 3 years.

List of all service calls was provided as Service Call Summary (2014 - 2017) in Amendment

0002.

46. Can the government please provide historical workload data on routine, urgent, and emergency service calls?

List of all service calls was provided as Service Call Summary (2014 - 2017) in Amendment

0002.

47. Are there any requirements for the contractor to obtain the environmental and safety permits required by federal, state and local agencies?

The contractor will comply with all federal, state, and local requirements.

48. How many vehicles are currently used for the project and what type (e.g., van, pickup, passenger)?

The Government does not provide any vehicles. The number and type used by the incumbent is unknown.

49. C.6.28.13 ASBESTOS MANAGEMENT and H.14. ASBESTOS AWARENESS

TRAINING both indicate ‘RESERVED’. However, the RFP states the BOP shall include a description on how contain Hazardous materials including asbestos are addressed and the deliverables requires Asbestos Training and Asbestos Awareness Certification.

a. Please provide information regarding if there is any asbestos currently in the building.

There is no known asbestos within the building.

b. Additionally, please confirm contractor will not be responsible for asbestos containment and abatement as part of the firm fixed price.

The contractor will not be responsible for asbestos containment and abatement as part of the firm fixed price.

50. Please provide historical data concerning fuel consumption information regarding C.6.13

CONSUMABLES AND CONSUMABLE MATERIALS which states the Contractor is responsible for any consumables (including fuel) used during day-to-day operation of a generator, i.e., exercising the generator, testing, etc. This paragraph also states the contractor shall not allow the fuel level to drop below 75% and that the contractor shall provide fuel as an additional service.

The historical data for fuel consumption is not available.

51. Can the government please explain how the contract is adequately compensated for fluctuating public realm manpower requirements?

Contractor is provided payment by the event itself for workload fluctuations. The contract compensates for the time and services of the events coordinator.

52. For door hardware, is an electronic strike the responsibility of the FM Contractor or another contractor?

FM Contractor

53. Is the Project Manager required to be on site?

The Project Manager's physical location and availability shall be approved by the CO or designee.

54. Is the government’s NCMMS capable of handling hand-held mobile device usage and synching?

Yes. A list of currently approved devices is provided in Amendment 0002.

55. Is the RPIE information to be provided in the government NCMMS up-to-date?

This is not being documented in the NCMMS at this time

56. Will the contractor be required to perform RPIE validation or inventory services during the transition phase?

The contractor will be required to perform validation and updates to the building asset inventory during the transition phase. Real property activities are performed by the GSA.

57. How many NCMMS seats are provided by the government for contractor use?

There is no specific limit to the number of seats available.

58. Is the contractor required to pay for the NCMMS seat(s)?

No. User access is provided at no cost to the contractor.

59. Can contractor use mobile hand-held devices that sync with the government NCMMS?

See 54.

60. Is the contractor required to pay any fees related to the use of its hand-helds (either contractor or government-owned)?

Contractor is required to pay all fees relating to contractor provided hand-held devices. The government is not providing these at this time.

61. Please clarify the phase-in period (e.g., 30 days, etc.).

See C.1.6.1 Transition Startup phase states 15 days. This will be changed to 30 days with this amendment.

62. Are the automatic fire doors in the elevator lobby by the Judges chambers included in the scope?

Yes.

63. Is parking provided to the Contractor for staff member?

Parking is not provided for contractor staff.

64. Who has the government designated as the responsible party to manage the building as-built drawings?

If this concerns drawing updates, then GSA performs updates. Projects that alter existing drawings will provide project as-builts to GSA for update.

65. C.1.4.6 – Use of the NCMMS – states: “All personnel requiring access to GSA’s NCMMS will be required to obtain Government access account ENT credential and will need to maintain an up to date system profile. At a minimum this will entail logging into the GSA system at least every 90 days to maintain an active profile, as well as completing annual GSA IT Security

Training courses through GSA’s Online University.” Will the Government permit remote access to the NCMMS or must it be done onsite via a Government computer?

The NCMMS is a public web facing system requiring 2 factor authentication services. As such it is accessible remotely from any internet connection.

66. C.1.4.6 and Deliverable Table pg. 149 – According to the deliverable table “The Contractor shall provide all hardware and software to support and maintain an automated database of building maintenance and repair activities using a NCMMS or other Government approved records management/tracking system.” According to the actual paragraph and as was stated at the pre-proposal conference, the Government is providing the NCMMS software. Please confirm what if any hardware and/or software that the contractor must provide and if it must be dedicated to the NCMMS.

Contractor will need to provide any computers, mobile devices, and internet connection(s) used to access the NCMMS. Mobile devices will need to be compliant with the current list of devices provided in Amendment 002.

67. C.6.17: Is there currently a fully comprehensive reference library?

Any building specific reference library materials are the property of the government. The incumbent is currently tasked with maintaining equipment reference materials onsite. Transfer of these materials is to be coordinated between the incumbent and the awardee.

68. Section C.6.23: Is the existing water treatment equipment (Controllers, injection pumps, coupon racks, spill containment, reagent kits) property of the Government and, therefore, to convey to the new contractor?

Any physically installed water treatment systems are the property of the Government and would be conveyed at transition.

69. C.7.3.a.iv – Public Realm Marketing – Is it the Government’s intent that the expenses for marketing the public realm be included in the contractors FFP or would that be considered reimbursable?

These activities are included in the FFP for the Public Realm requirements.

70. C.7.3.a.vii – Public Realm Marketing – Does a website for marketing the public realm exist under the incumbent contractor and, if so, will that be transferred to the contract awardee under this contract or must a new contractor develop their own website?

Yes, one does exist. Any possible transfer is to be coordinated with the incumbent.

71. C.7.3.a.vii – Public Realm Marketing – Is it the Government’s intent that the expenses for developing and maintaining a website for the purposes of marketing the public realm be included in the contractors FFP or would that be considered reimbursable?

These activities are included in the FFP for the Public Realm requirements.

72. Page 141 – Loading Dock Management – Is there currently an electronic delivery scheduling system that exists under the incumbent contractor? If so, will that be transferred to the contract awardee under this contract or must a new contractor develop their own delivery scheduling system?

No electronic delivery scheduling system is used currently.

73. Mechanical Inventory: Is the current inventory provided physically asset tagged? If so, what type of tag (barcode etc.)?

The NCMMS is capable of generating QR code tags for all assets loaded into the system.

74. Will a lift be made available to the contractor for work on any areas in either or both buildings not reachable via ladders?

No. The government does not provide such equipment.

75. Will the Government provide any onsite parking spaces at no cost for contractor personnel on day and/or evening shifts at either site?

See question 63.

76. Who is responsible for vehicle accidents to the overhead doors that involve the FM contractor to repair?

Accidents and their resulting damage will be the responsibility of the damaging party.