GOVERNMENT RESPONSE TO PUBLIC INQUIRES.pdf

Government Response / SIR 693KA9-18-R-00001- HEADQTRS DC FITNESS CENTER - SIR AMENDMENT # 3

SIR 693KA9-18-R-00001- HEADQTRS DC FITNESS CENTER

SIR AMENDMENT # 3

GOV RESPNSE TO PUBLIC INQUIRIES - FITNESS CTR SITE SURVEY

FAA CONTACTS: Natalie Burgess, Contracting Officer, AAQ-420, phone (202) 267-4039, natalie.burgess@faa.gov

Cassie Cutter, Program Office, APL-11, phone (202) 267-0102, cassandra.cutter@faa.gov

The following represents the projected procurement milestone schedule.

Description Date

Release SIR January 18, 2018

Site Visit (One walkthrough at the FAA Headquarters Fitness Center, Building

10B, 600 Independence Ave., SW, DC 20591, provided for all Offerors). SIR

Amendment #1 provided the instructions needed for Offerors to attend the Site

Visit.

February 1, 2018

Deadline for public to submit questions related to the SIR February 2, 2018

SIR Closing date February 23, 2018 Revised closing date - March 9, 2018

Award Contract April 23, 2018

SIR AMENDMENTS:

SIR Amendment #1 changed the North American Industry Classification System (NAICS) code for this procurement to 713940, Fitness and Recreational Sports Center. The small business size standard as defined by the

Small Business Administration, for NAICS codes based on annual receipts; the annual average receipts for the last three fiscal years cannot exceed $7.5M.

SIR Amendment #2 extended the SIR closing date from Feb 23, 2018 to March 9, 2018.

SIR Amendment #3 provides SIR changes, as referenced in the FAACO announcement; and provides the Government response to Public Inquiries.

The Government response and the public inquiries are listed below:

(1) Public Inquiry:

1. Section C.5. – Contractor Requirements – Contractor must 17. Provide monthly revenue and expense statements and 18 Collect membership dues and locker rental fees. –

What software/collection system is currently used to manage the financial documents and revenue collection for the FAA fitness center?

Government Response: The current software is HealthCalc2000 by InnovaTech. It is used to manage member data. Currently, the contractor makes check deposits into the Fitness Center account and the

Fitness Center Board Treasurer maintains the financial documents.

2. What is the current schedule of classes offered at the fitness center?

Government Response: The current contract requires 12 weekly classes. Examples of these classes include Cardio Blast , Indoor Cycle, X-Treme Tabata , Yoga, High Intensive Interval training.

3. How are the membership dues and other fees collected used in the operation of the FAA Fitness

Center?

Government Response: In accordance with SIR Sections C.1 and C.6; Membership and locker fees are used to purchase gym supplies, new equipment, and repair parts which is arranged by the COR and the

Fitness Center Board.

mailto:natalie.burgess@faa.gov mailto:cassandra.cutter@faa.gov

4. What are the ODCs (other direct costs) that are allowable for reimbursement under this contract?

Government Response: In accordance with SIR Section G.4; ODCs are allowed for reimbursement under this contract are for labor hours only associated with major equipment repair and/or maintenance beyond routine maintenance.

5. Is the contractor responsible for any equipment repair or maintenance costs under this contract?

Government Response: Yes, in accordance with SIR Section C.6, the contractor is responsible for notifying the Government of the need for equipment repair and maintenance. The Government will purchase the parts needed for the repairs. The contractor will schedule the repair and pay for labor hour expenses associated with the repairs. The Government will reimburse the contractor for labor expenses in accordance with the ODC contract line item. ODCs are allowed for reimbursement under this contract for labor hours only associated with major equipment repair and/or maintenance beyond routine maintenance.

6. Is the contractor responsible for any towel costs, ie cleaning or purchase under this contract?

Government Response: No, in accordance with SIR Section C.6; the Fitness Center membership and locker dues pay for supplies, new equipment, and replacement parts. All purchases are approved by the

COR and Fitness Center Board. The Fitness Center Board purchases the supplies and equipment. The members themselves provide shower towels.

7. Is there a page limit on the technical proposal?

Government Response: Per section L.13, the Offeror’s technical proposal must be limited to 50 pages

(no less than 12 point font) including attachments but excluding resumes.

(2) Public Inquiry:

Do the equipment and supplies stay at the facility, or do we have to provide and price it?

Government Response: The equipment and supplies stay at the facility. The Contractor does not provide equipment or supplies.

(3) Public Inquiry:

In accordance with L.10 COMMUNICATIONS WITH OFFERORS, please accept our request for "individual communications" with you. Can we schedule a one one meeting/phone call to clarify particular aspects of the competition and mutual understandings?

Government Response:

The Government may notify Offerors, in the event there are clarifications or individual communications, required in response to this solicitation.

Can you clarify Volume I – Factor 3 Past Performance Experience for me? Volume I – Factor 3

Past Performance Experience states that Past Performance will be evaluated as a standalone

Technical Factor. Offerors must provide past performance information for a minimum of two (2) contracts, of similar size, type, and scope over the past three years for the work required by the

SOW. Offerors may provide a maximum of four Past Performance References.

Question: Regarding the FAA standalone Performance References: Our firm has a substantial amount commercial and municipal contracting experience of the same size and scope? Will "commercial" (non-federal government) contracts of similar size, type, and scope over the past three years be acceptable? We have both federal/and non-federal contracts. But wanted to be sure that our 50+ years of highly technical commercial performance is weighable as a standalone factor.

Government Response: Yes, federal and non-federal contracts will be considered in past performance submissions. Per attachment #5 in Section J (past performance questionnaire), please submit Address, telephone number, e-mail of Contracting Officer (or equivalent) or the

Contracting Officer’s Representative in charge of project.

(4) Public Inquiry:

1.) What is the membership fee associated with the Fitness Center?

Government Response: Currently, membership is $150.00 per fiscal year and the locker rental fee is

$75.00. Membership dues are prorated depending on when a member joins the Fitness Center during the fiscal year.

2.) How are fees currently collected, ie check, cash, money order, credit card.

Government Response: Fees are collected via check or cashiers check only.

3.) How is attendance and utilization currently being tracked?

Government Response: Class attendance is tracked with a sign-in sheet. Gym usage is tracking through sign-in software upon entering the fitness center.

4.) Do you have membership goals/quotas for the fitness center?

Government Response: No. there are not membership goals/quotas for the fitness center

5.) Can you please provide the current group fitness schedule for the site?

Government Response: The current contract requires 12 weekly classes. Examples of these classes include: Cardio Blast , Indoor Cycle, X-Treme Tabata , Yoga, High Intensive Interval training.

6.) Out of 10 classes required, how many classes are required to be taught by the yoga instructor requirement specified in C5 Section 10.

Government Response: Currently, at least 1 yoga class per week. This is subject to change and the final determination is based member feedback and as requested by the COR and Fitness Center Board.

7.) What classes are the most popular?

Government Response: Unknown. This information is not available.

8.) What is the average group fitness attendance?

Government Response: Currently, the average group fitness attendance is ten (10). This number is subject to change.

9.) How many members participate in the following services on a monthly basis?

* Fitness assessments

Government Response: Currently, approximately 20-30 members participate on a monthly basis. This number is subject to change.

* Fitness programming

Government Response: Currently, approximately 20-30 members participate on a monthly basis. This number is subject to change.

10.) What is the eligible population?

Government Response: All Federal Employees that work at Federal Aviation Administration Headquarters are eligible.

11.) What is the average daily attendance?

Government Response: Currently, the average daily attendance is approximately 60-70 members. This number is subject to change.

12.) What is the busiest hour?

Government Response: The Busiest hours are:

6-8am

11:30am-1:30pm

4-6pm

13.) Is the vendor responsible for providing the following items? If so, who is responsible for the associated cost?

* Gym wipes

* Cleaning Supplies

* Body wash

* Shampoo

* Conditioner

* Wet bags

* Towels

* Drinking Water Services

* Shower Curtains

Government Response:

No, in accordance with SIR Section C.5 and C.6; the vendor is not responsible for the procurement of any supplies. The Fitness Center Board purchases gym supplies and members are expected to provide their own personal hygiene supplies.

14.) Please provide the current calendar of events for health promotions and events as well as any other activities that the fitness center staff currently provides.

Government Response: That information is not available.

15.) When does the current contract expire?

Government Response: The current contract will expire 5/31/2018.

16.) Please provide effective date of this contract?

Government Response: The estimated award date for the new contract is mid April 2018, if the acquisition progresses as planned.

17.) How many members participate in the quarterly incentive programs?

Government Response: Currently, approximately 20-30 members participate in the quarterly incentive programs. This number is subject to change.

18.) For the incentive programs is the contractor responsible for the cost of any associated prizes or giveaways?

If so, is the cost reimbursable through the contract?

Government Response: No, the contractor is not responsible for the cost of any associated prizes or giveaways.

19.) What is the current staffing model/schedule?

Government Response: That information is not available. Offerors must independently formulate and propose their individual Technical approach, in accordance with the SIR requirements.

20.) Is there a staffing overlap requirement?

Government Response: A staff member must be present at all times in the Fitness Center and adequate staffing must be provided for oversight and any classes or personal training. This information is now stated in the SIR Amendment Sections B, C.4, L.13, and M.7.

21.) The SOW mentions personal training, is this a for fee service, and if so how is the money collected allocated? E.g. does it go to the vendor or the FAA? Please provide pricing if any.

Government Response: No, there is no fee for personal training. It is included in the membership dues and a requirement in the SOW.

22.) Are there membership agreements and liability waivers currently in place? If so are these forms property of

FAA or the current vendor?

Government Response: Yes, when a member signs up they will sign a membership agreement and liability waiver. The FAA Fitness Center Board provides the forms.

23.) Please provide the amount that the Government is paying for current services under existing contract.

Government Response: The current contract value is approximately $644,000.

24.) The pricing schedule is missing Group Fitness/Yoga Instructor price line. It only has lines for Fitness

Coordinator and Specialist; Yoga Instructor was a requirement in Section C5 Item 10. Can you please specify the yearly quantity in labor hours for Yoga instructor required in the pricing schedule since this price item is different from Coordinator and Specialist labor costs.

Government Response: The yoga instructor will be either a Fitness Coordinator or Fitness Specialist and must meet the qualifications provided in the SIR SOW Sections C.5 item 10 and C.7. The instructor’s hours are included in the total hours for the fitness coordinator and fitness specialist as stated in SIR Section C.7. This information is now provided in the Amended SIR Section C.5.

25.) Are there other nationally approved/accredited certifications acceptable for staff educational requirements.

Government Response: Please refer to SIR Section C.7 and SIR Section L.20 for this information.

26.) On page 5 of 60, Government indicated relationship between certain labor categories and this contract under occupational therapy relationships wages. Do these represent minimum wages for this contract?

Government Response: Yes. The Government has indicated a relationship between the labor categories and wages.

27.) It appears the wages on page 5 of 60 are for health occupational clinic and physical therapy medical clinic.

Since this is not a medical or occupational health clinic would the SCA prevailing minimum wages for recreational & fitness personnel be more appropriate.

Government Response: The Government determined there is a reasonable relationship and comparison between the services required for this SIR; and that relationship has a health and wellness integration. Competent certified fitness professionals are critical to the success of this requirement. The Government has a focus on community wellness with this requirement, however, the Government recognizes there are various standards and approaches utilized in the fitness industry.

For the reasons explained above; the Government determination for the SCA labor relationships, are appropriate and will remain unchanged, as currently stated in the SIR. Those relationships, as stated in

SIR Section B; are repeated below:

For the Fitness Coordinator: 12012 /Certified Occupational Therapist Assistance $27.96 and

For the Fitness Specialist: 12015 / Certified Physical Therapist Assistant $25.93.

Public Inquiry #4 Continued:

In reviewing your solicitation, we noticed that you posted this requirement under 561210 – Facility

Support Services Small Business Size Receipts of 38.5 MIL.SBA has determined in all Federal

Procurements so far that the work described in the Solicitation falls under NAICS: 713940 - Fitness and recreational sports centers with Small Business Size Receipts of 7.5 MIL.

NAICS 713940 was what FAA in Southwest Region HQ and FAA in Chicago IL had on our contracts, and

I believe that was what the FAA HQ in Washington, DC issued last time in 2012.

Was that a mistake maybe? We’re just inquiring because all of fitness management vendors on the market fall under 713940 NAICS code- Fitness and recreational sports centers and we have never seen 561210

NAICS code used for Fitness Center Management work.

Government Response: This information was changed with Amendment #1, for SIR Section L.3. The revised NAICS code is 713940 - Fitness and Recreational Sports Centers.

(5) Public Inquiry:

1. Ref pg 43 -45: What is considered adequate financial resources? Is it operating cost projected for one or two months?

Government Response: Please refer to SIR Section L.9 – Responsibility Determination – for information regarding financial resources and the Government’s process and determination of factors used to evaluate the Contractor’s financial capability to perform.

2. Can you provide the current operating budget for HQ location? If so, what is it?

Government Response: The current operating budget for HQ location is not available. The contract value is approximately $644,000.

3. Ref Section B: The chart lists the total as $3050.00. Can you explain what this total is comprised of?

Government Response: The figure represent the Not to Exceed allowable costs for Other Direct Costs

(ODCs). In accordance with SIR Section C.6; ODCs as allowed for reimbursement under this contract are for labor hours only associated with major equipment repair and/or maintenance beyond routine maintenance.

4. FAA has projected a membership of 400 employees. Is 400 the minimum? Is this an estimate or do you anticipate an increase?

Government Response: In accordance with SIR Section C.4; 400 is the average amount of members that sign up per year, it is not the minimum. It is unknown whether there would be a change or increase in the membership.

5. What is the projected membership payment? Does the contractor receive any of this? Is the membership fee monthly, quarterly, or annually? Will payment be disbursed to the vendor directly or through a third party?

Government Response: Currently, membership is $150.00 per fiscal year (October 1, XXXX –

September 30, XXXX) and the locker rental fee is $75.00. Membership dues are prorated depending on when a member joins the Fitness Center during the fiscal year. Contractor is not entitled to spend the member dues or locker fees. Specifically, refer to SIR Section C.5 #18 and #20.

6. What is the total operating costs for staff now? Who is the incumbent?

Government Response: The total operating costs for staff is not available. The current contract value is approximately $644,000. The incumbent is Elite Sports and Fitness Professionals, Inc.

7. Is the cleaning and general maintenance of the facility the responsibility of the contractor? Is there a separate nightly cleaning service? How often is the facility cleaned?

Government Response: Yes. Daily cleanliness of equipment and space is the Contractor’s responsibility during the gym is operating hours. The Government’s facilities contractor provides daily janitorial services for the facility after the gym closes. This information is now provided in the

SIR Amendment SIR Section C.6.

8. Does the contractor have the responsibility for cybersecurity of the membership software?

Government Response: The Government retains responsibility for the cybersecurity. The Contractor personnel are responsible for the appropriate safeguard and usage of the Government software and equipment.

9. Section C.2: Is the contractor responsible for repairing and replacing the equipment. I understand

“cleaning and upkeep of equipment and ensuring that the equipment is operational. However, the solicitation does not reference replacement of broken equipment and repairing of equipment.

Government Response: In accordance with SIR Section C.6, the contractor is responsible for notifying the Government of the need for equipment repair and maintenance. The Government will purchase the parts needed for the repairs. Upon approval by the Government, the contractor must schedule the repair and pay for labor hour expenses associated with the repairs. The contractor may request reimbursement for labor expenses only in accordance with the ODC contract line item.

Section C. 6: Does the contractor pay for these expenses in advance, and later reimbursed through other direct costs?

Government Response: Yes, in accordance with SIR Section C.6; The Government will purchase the necessary parts for repair. The Contractor must pay for only the labor expenses related to repairs and the contractor may request reimbursement from the Government as an ODC expenditure under the contract.

10. Ref Page 10 of 60: Is the coordinator expected / required to teach class and conduct 1 on 1 counseling?

Government Response: The Fitness Coordinator does not provide counseling under the SIR SOW requirements; the question to “conduct 1 on 1 counseling” is not clear. Fitness Coordinators may teach some classes and conduct 1 on 1 fitness/personal training sessions.

(6) Public Inquiry:

1. About how many FAA personnel use the gym monthly?

Government Response: Roughly, 1,200 visits per month, however, the number of FAA personnel that use the gym per month is unknown.

2. And is there any membership fees and if so are there additional fees for specialty classes?

Government Response: Currently, membership is $150.00 per fiscal year (October 1, XXXX – September

30, XXXX) and the locker rental fee is $75.00. Membership dues are prorated depending on when a member joins the Fitness Center during the fiscal year. There are no fees for classes; they are included in the membership fees for gym members.

3. Is there any warranties on the equipment.

Government Response: Generally, new equipment may have a manufacturer defect warranty and limited factory warranties. None of the current equipment have extended warranties.

(7) Public Inquiry:

Can you please provide the current contract amount?

Government Response: The current contract value is approximately $644,000.

Can you provide the name of the current vendor?

Government Response: The current vendor is Elite Sports and Fitness Professionals, Inc.

How long has the current vendor held the contract?

Government Response: The current vendor has held the contract for5 years.

How many current employees, management, desk help, trainers, and class instructors?

Government Response: That information is not available.

What is the current class schedule? What is current class participation, per class, day and time?

Government Response: The current contract requires 12 weekly classes. Examples of these classes include

Cardio Blast, Indoor Cycle, X-Treme Tabata, Yoga, High Intensive Interval training.

(8) Public Inquiry:

-How long has your current fitness service provider been with FAA?

Government Response: the current vendor has held the contract for 5 years. Total five years.

-What do you like about your current service provider? And what are some of their short comings?

Government Response: That information is not available.

-Anything specific that you are looking to improve in the new management contract?

Government Response: That information is not available. Please refer to SIR Section C Statement of

Work for contractor requirements.

-What is the length (how many years/months) of the new management contract?

Government Response: The potential length of the new contract will be 1 year base period plus 4 option one year options, which is a five year total period of performance, if all options are exercised.

(9) Public Inquiry:

QUESTION # PAGE

SECTION QUESTIONS BID# RFP 693KA9-18-R-00001 FAA

HEADQUARTERS FITNESS CENTER

Is the incumbent contractor eligible to bid on this requirement, will the Government provide the current contract Number?

Government Response: The Government has determined this requirement shall be a small business set-aside. The incumbent contractor may be eligible to bid if it qualifies as a small business at the time of contract award. The current contract number is DTFAWA-13-C-00099.

Approximately how many Personal training sessions are conducted on a weekly basis, and during what hours are these sessions required to be conducted?

Government Response: the number of personal training sessions conducted per week, is unknown. The contractor must provide staff to conduct the personal training during fitness center hours of operation.

How many Full Time and Part Time Equivelents are there currently working on this contract?

Government Response:

This question is not clear. The offeror must formulate and develop their individual staffing plan in accordance with the SIR requirements.

C.3 The FAA Fitness Center reserves the right to change the Fitness Center hours of operation. Do FAA employees have access to the workout rooms after the Contract stated working hours, if so, Is the Contractor responsible for manning the facility?

Government Response: FAA employees only have access to the gym during the hours of operation.

C.3

The FAA Fitness Center reserves the right to change the Fitness Center hours of operation. How much advance notice will be given, if there is a change in the facility hours of operation?

Government Response:

Generally 2 weeks, unless there are special circumstances (such as a government shutdown, etc).

C.4

A minimum of ten (10) instructor led classes must be offered weekly. What are the current class hours that service the most members, i.e. time of day of largest class participation, would the Government provide a copy of the current class schedule?

Government Response: The current contract requires 12 weekly classes. Examples of these classes include Cardio Blast, Indoor Cycle, X-Treme Tabata, Yoga, High Intensive Interval training.

C.6 The Contractor must ensure Fitness Center Equipment is clean, including all cardiovascular and weight equipment upholstered surfaces. Is the contractor responsible for the janitorial upkeep of the entire facility or just the equipment?

Government Response: The contractor is responsible for the cleanliness of equipment during the gym’s operating hours. The facilities contractor

(janitorial staff) cleans the facility daily after the gym closes. This information is now provided in SIR Amendment, SIR Section C.6.

C.6

The Contractor must ensure all designated supplies are available as needed for facility operation. Is there a storage room for supplies and equipment?

Government Response:

There is adequate storage and space available for all supplies and equipment.

3.14-2 Consistent with FAA Order 1600.72, the FAA Servicing Security Element (SSE) must approve designated risk levels for the positions under the contract. Is there a "Security Clearance" requirement for Contractor Employees?

Government Response: In accordance with SIR Section I, AMS Clause 3.14-2

CONTRACTOR PERSONNEL SUITABILITY REQUIREMENTS

(OCTOBER 2017); All employees under this contract must go through FAA security process including fingerprinting to obtain PIV badge access.