Government Respnses to QA Submissions.pdf

Attachment S-1 693KA9-21-R-00016

QUESTIONS AND COMMENTS FORM

OFFEROR’S NAME: NA GOV’T REVIEWER/DATE: C. Fields/ 10/12/2021

Q U

E

ST

IO

N

M

B E

R

SI

SE

C T

PA

G

E N

O

OFFEROR’S QUESTIONS

OFFERORS’

PROPOSED CHANGE

GOV’T

RESPONSE

GOVERNMENT’S COMMENTS TO

PROPOSED CHANGES/COMMENTS

YES NO

1 B.2 B.3

There appears to be a discrepancy between the referenced sections. Paragraph B.2 states that the “This contract utilizes an Indefinite Delivery Requirements contract type to meet the requirements of the Statement of Work (SOW). This contract is not an order for supplies or services. Orders for supplies and services under this contract will be ordered by issuance of separate delivery/task orders.” However, the only executable CLINs in the referenced schedule(X001) are identified as FFP.

Please clarify. X There is no discrepancy and all the CLINs are executable.

Funded task orders will be issued, as necessary, that utilize all the CLINs. Some task orders will address regularly recurring requirements and some task orders will address non-recurring requirements.

2 C.1.1

4 The paragraph states that “Work includes the performance of service calls, recurring maintenance and services, and repair and minor construction, as required.” We do not see any historical service call workload that would be necessary to determine the proper type and quantity of tradesmen in order to successfully accomplish repairs.

Please provide the necessary historical information.

This is not only a new requirement but also a newly acquired facility to be occupied by the FAA; there is no historic data currently available under FAA ownership.

3 C.1.1

Description of Work, Phases I, II and III. In an effort to properly staff and price this opportunity we respectfully request that the Government clarify their Staff coverage expectations as they apply to each of the referenced Phases. The following are based on all timeline actions occurring as written.

a. Phase I. This Phase may last 6 months which would be one half of the Base Period. Will the building be fully occupied by FAA employees during this period? Does the Government expect that the Contractor will have a full complement of tradesmen and custodial staff necessary to support a building that has a full complement of FAA employees (estimated at 230 people)?

a. The building will not be occupied, the FAA anticipates the Contractor to ensure adequate staffing to support management of electrical & mechanical equipment, and grounds maintenance.

b. See above response, with the exception of electrical & mechanical equipment, as these will be part of the renovation process.

U

E

ST

M

B

T

E N

O

OFFEROR’S QUESTIONS

OFFERORS’

PROPOSED CHANGE

YES NO

b. Phase II. What is the staffing expectation for the second six months of the Base Period along with the entire Option Period One (total of 18 months) where only utilities management, lawn care and snow removal will take place?

4 SOW

In reviewing all of the solicitation documents, we do not see a reference to any type of facility/location on-site where the contractor would have office space or where lawn care and/or snow removal equipment would be stored. Do those areas exist?

See Section C.3.2. Janitorial rooms are anticipated on the first and second floor, but no facility manager’s office or place to store large amounts of supplies/heavy equipment will be provided.

Storage will be provided for cleaning materials, all other equipment must be stored off site at the Contractor’s expense.

5 C.3.3.2 10

Is the Work Reception Center staffed by contractor or FAA/Government personnel?

Is the Work Reception Area currently located within this building?

See Section C.3.3.2. The Work Reception Center is staffed by Contractor personnel, at the Contractor’s facility. Presently there is not a location within the facility for the Work Reception Center.

6 C.3.3 (c)

Does the Government have a list of recommended commercial off-the-shelf materials that the contractor should maintain? Are these materials covered under CLIN X003 Equipment and Materials or is this at the contractor’s expense?

No, see Section C.3.3(c).

7 C.3.4.2 (e)

What is the frequency for which the total direct cost of materials required to complete identified repairs exceeds $2,000.00?

That information is currently unknown, please see response to question 2.

U

E

ST

M

B

T

E N

O

OFFEROR’S QUESTIONS

OFFERORS’

PROPOSED CHANGE

YES NO

8 Att A4

For purposes of accurate price development, should offerors use the quantities of restrooms provided in Attachment A1 when determining the product quantities?

How will product procurement and storage be dealt with during the Phase II period where it appears the building will be occupied by construction personnel only?

Yes, use the information provided with the SIR. See Section C.1.1(b) for products and storage during Phase II.

9 C.3.3.5 11

The language in this paragraph is unclear.

Please clarify:

Which services under this paragraph are reimbursable?

Does reimbursement include both labor and materials?

If the work is subcontracted to a vendor, does reimbursement include all labor, materials and appropriate charges?

Which CLINs are allocated for reimbursement for services under this paragraph?

As detailed in Section C.3.3.5(c), “Labor associated with work in this section C.3.3.5 is included in the firm fixed-price portion of the contract. Equipment and materials associated with work in this section C.3.3.5 is included in the equipment and materials CLIN.”

Yes, Contractor’s will be reimbursed for supplies delivered and services rendered.

If the work is subcontracted, Contractor’s are responsible for paying any sub-Contractor’s and the government is responsible for paying the prime Contractor.

CLIN X003 is allocated for reimbursement for service.

10 C.3.3.7

This paragraph states service calls must be documented.

Is the contractor expected to provide a system to document/track work orders/service calls, to include computers?

The FAA does not have a system to provide; it is anticipated the Contractor will provide the system.

U

E

ST

M

B

T

E N

O

OFFEROR’S QUESTIONS

OFFERORS’

PROPOSED CHANGE

YES NO

Or is the FAA providing a system and the necessary hardware?

11 SOW

There is no language in the SOW regarding weather and vandalism and whether or not costs associated with such events are reimbursable. There is no way to estimate such costs as they are unforeseen.

Request that costs associated with weather or vandalism be fully reimbursable to the contractor for both parts, labor and materials.

Section C.3.2.8 addresses damages caused by weather and vandalism.

12 C.3.0

The term “plant” is used in this paragraph. We don’t believe the contractor will be providing a “plant” as there is no other language regarding this. Please clarify the meaning of the term as used in this paragraph.

Removed the reference to “plant”.

13 C.3.3 9

This paragraph states all service call work is firm fixed price and the paragraphs in this section reference “minor construction”. There is no way to estimate what minor construction will be necessary.

Request all costs, labor and materials, are fully reimbursed to the contractor for minor construction.

The awardee will be reimbursed for all goods delivered or services rendered (i.e. labor and materials) under this contract.

14 H.15 and H.17

Paragraph H.15 states this is a “nonpersonal services” contract, yet H.17 states the CO and COR will direct the contractor’s Facility Manager. Please clarify, as under a performance-based firm fixed price contract, the government does not direct the contractor’s employees.

This is not a performance based contract because it uses a Statement of Work (SOW) versus a Statement of Objectives (SOO) or a Performance Work Statement (PWS). H.17 will be revised to say technical direction which will align it with H.5.

15 B.3.1 1

CLIN 0001 indicates that the contractor is required to price out services put forth in the SOW sections 3.1, 3.2, 3.3, 3.4, 7.0 and Attachment A4, however the time frame stated in C.1.1 (b) Phase 2 would begin and occur during the timeframe covered by CLIN 0001. The Phase 2

Yes the base period for CLIN 0001 will be 12 months so phase I and phase II must be taken into consideration based on what we currently know. See section C.1.1.

U

E

ST

M

B

T

E N

O

OFFEROR’S QUESTIONS

OFFERORS’

PROPOSED CHANGE

YES NO

Description of Work indicates a much different workload then what is put forth in CLIN 0001. Is the contractor supposed to price according to the requirements stated in CLIN 0001 for the complete timeframe covered by CLIN 0001?

16 B.3.2

CLIN 1001 indicates that the contractor is required to price out services put forth in the SOW sections 3.1, 3.2, 3.3, 3.4, 7.0 and Attachment A4, however the time frame stated in C.1.1 (b) Phase 2 is in effect and continues to occur during the timeframe covered by CLIN 1001. The Phase 2 Description of Work indicates a much different workload then what is put forth in CLIN 1001. Is the contractor supposed to price according to the requirements stated in CLIN 1001 for the complete timeframe covered by CLIN 1001?

Yes the option period for CLIN 1001 will be 12 months so phase II must be taken into consideration based on what we currently know. See section C.1.1.

17 C.1.0 4

This paragraph states that “the FAA intends to fully renovate the FAA Building”. Staffing levels and pricing is calculated by building information provided by the FAA.

If this changes during the contract the government must either provide the new information up front to allow the contractor to calculate accurate staffing and pricing during all periods of the contract or provide a clause in the contract that would allow the contractor to adjust staffing and pricing level to match the

See Section J, Attachment S-5.

U

E

ST

M

B

T

E N

O

OFFEROR’S QUESTIONS

OFFERORS’

PROPOSED CHANGE

YES NO

changes made to the building.

18 C.1.1

This paragraph states that “effective from the date of contract award until the start date of building renovations.

Facility maintenance support must consist of managing:

utilities; electrical and mechanical equipment; grounds maintenance (lawn care, snow removal);” and goes on to say “Phase I may be effective for a period of 6-months”.

The FAA does not provide a concrete time frame for the start of the renovation. Without a concrete timeline the contractor will not be able to provide accurate pricing.

Please provide a timeline which will allow for accurate pricing.

See Section C.1.1.

19 C.1.1(b

This paragraph states that “effective from the date building renovations begin through completion of building renovations. Facility maintenance support must consist of managing utilities and grounds maintenance (lawn care, snow removal). Phase II may be effective for a period of 18-months.” There is no starting date nor ending date provided by the FAA which to allow the contractor to develop accurate staffing levels and develop correct pricing.

Please provide these dates so that the contractor my provide an accurate proposal.

See Section C.1.1 (b).

20 C.3.0

This paragraph states that “The Contractor must furnish the necessary personnel, plant, equipment, facilities, materials, and other resources to deliver the services described in this SOW and Attachment A4.” Will the FAA be providing office space, maintenance work rooms, material storage space, break areas, janitorial closets, and grounds maintenance facilities so that the contractor may accomplish the directives provided by the FAA or is the expectation that the contractor obtain these items or areas as indicated by C.3.0? Please clarify.

See response to Question 4.

21 C.3.1.1 5 This paragraph requires the contractor to provide a Property Management Plan within 15 days from the

Yes.

U

E

ST

M

B

T

E N

O

OFFEROR’S QUESTIONS

OFFERORS’

PROPOSED CHANGE

YES NO

contract award. The requirements of the Plan as requested by the FAA will change during the renovations.

Will the contractor be able to amend the Plan after the renovations are complete?

22 C.3.2.2 (a)

This states “The Contractor must accomplish the requirements of this SOW in conformance with the standards in the contract; equipment manufacturer’s recommendations; all local, state, and federal regulations;

and all applicable building and safety codes.” Does the FAA plan on requiring industry standard building testing such as 3-year Electrical, Infrared testing, fire and life safety testing, 3rd part elevator testing, and fired & unfired pressure vessel testing?

If so, please provide a complete building inventory list for these systems post renovation so that the cost of these test can be incorporated in to the provide pricing proposal.

A complete building inventory list for the systems in question will not be available until the completion of Phase II.

23 C.3.2.2 (d)

Is the contractor required to provide waste disposal and recycle service for both contractor generated waste as well as the everyday waste created by the occupants of the building?

If so, please provide the anticipated amount of waste and recycling materials on a monthly basis to be processed by the contractor so that costs may be obtained and included it the pricing proposal.

Please see response to question 2.

24 C.3.3.1 9

This section provides percentage classification of service calls occurring at the facility. Can the FAA provide the number of service calls these percentages are based on?

Will the renovation affect equipment that have historically been associated with these service calls? If so, what percentage of equipment will be affected?

If the equipment is considered major building systems please provide a detailed list of these systems.

Please see response to question

U

E

ST

M

B

T

E N

O

OFFEROR’S QUESTIONS

OFFERORS’

PROPOSED CHANGE

YES NO

25 C.3.3.2 .1

Will the contractor be required to provide personnel to man the Work Reception Center during normal business hours? If so, will there be facilities provided by the FAA for this task?

See response to Question 5.

26 C.3.4 12

Please provide a historical list of parts that have been required to accomplish recurring work so that the contractor can ensure that the parts will be stocked accordingly and that their cost can be factored into the pricing proposal.

There is no historic list of parts.

Please see response to question

27 C.3.4.1

In order to meet the requirements of this section the Government must supply the contractor with the size of the areas and the type of materials post renovation that the contractor will encounter so that correct staffing, tools, materials, and supplies may be determined and calculated. For example, areas with carpeting require different treatments then areas with hard surfaces. This affects labor, tools, supplies and materials.

This information will be made available during Phase II.

28 C.3.4.2 (b)

13 Preventive Maintenance takes up a large amount of labor resources. This section states that the contractor “must include any additional items identified during the site visit.”

Is it the intention of the FAA that the building facilities encountered during the site visit will remain the same post renovation? If not, will the FAA allow the contractor to revaluated the facilities post renovation in order to correct any labor imbalances which may affect the service level provided to the FAA?

Is it the intention of the FAA that the building facilities encountered during the site visit will remain the same post renovation? No.

If not, will the FAA allow the contractor to revaluated the facilities post renovation in order to correct any labor imbalances which may affect the service level provided to the FAA? Yes.

29 C.3.4.2 (b)

14 This paragraph states “The PM Schedule must be submitted to the COR for review and approval, within 15 calendar days of contract award. The schedule must cover the entire term of the contract and include, for each

Please clarify and confirm that the type, manufacturer, and location of all

The FAA cannot confirm the equipment listed in Attachment J.A-3 will remain the same. See response to Question 21.

U

E

ST

M

B

T

E N

O

OFFEROR’S QUESTIONS

OFFERORS’

PROPOSED CHANGE

YES NO

piece of equipment listed in Attachment J.A-3 and as identified during the site visit.”

equipment listed in Attachment J.A-3 and encountered during the site visit will remain the same during the entire term of the contract so that this requirement can be met.

30 Attach A4 Sect 2

2 JANITORIAL SERVICES REQUIREMENTS references inventories and descriptions included in Attachment A2.

Please confirm that this is Attachment A2 which has been provided by the FAA. Also please confirm and clarify that this document is what will be encountered Post Renovation as this will directly affect Janitorial staffing levels and price considerations. If this is not Post Renovation please provide the correct document so that the contractor can provide an accurate proposal.

Reference to Attachment A-2 is correct, the updated information will be provided during Phase II.

31 Attach A1

Please clarify and confirm that the number and type of restrooms indicated on the attachment will remain the same post renovation.

See Section J, Attachment S-5.

32 Please confirm that pest abatement services are not a requirement of this contract.

See Section J, Attachment A-4.

33 Please provide a breakdown of the grounds in square feet or number of items located at the facility which is the responsibility of the contractor. Please include improved and unimproved areas, planters, trees, and any other areas which are the responsibility of the contractor.

Built in 2007 2 levels 173 parking spaces

RSF = 43,600

USF = 39,520

GSF = 47,960

3.43 acres

U

E

ST

M

B

T

E N

O

OFFEROR’S QUESTIONS

OFFERORS’

PROPOSED CHANGE

YES NO

All areas are improved, and the property consists of trees; no planters.

34 Please provide scope and the areas in square feet which will require snow removal.

See Section J, Attachment S-5.

35 C.1.1 4 The second paragraph states “… utility services will be in the FAA’s name. The Contractor must, at the discretion of the FAA, provide a copy of the invoice(s) to the government; once the government provides the payment the Contractor must remit payment to the utility company.”

To be sure that we understand the expectation, we would like to confirm the procedure which is performed only “at the discretion of the FAA”. The building’s utility bill will arrive at the building addressed to the FAA. Someone with the FAA will forward this to the on-site contractor who in turn will forward a copy of the invoice to another FAA/government office for payment. Once payment is provided to the contractor, the contractor is responsible for submitting payment to the utility company. Based on the discretionary reference in the paragraph, this doesn’t appear to be a guaranteed monthly activity. We are also curious as to the level of liability the contractor has if there is a delay in receipt of payment that results in late fees to the FAA. Wouldn’t this system be better executed totally within the FAA financial system?

This activity is also stated as part of Phase II, which leads us to believe that the contractor will have an on-site presence during renovations. Please clarify.

The SIR has been updated to remove the requirement for utility services.

36 C.1.1(a

4 For the requirements of Phase I, please define what is meant by “managing electrical and mechanical equipment.” Is this a requirement to maintain certification

Is this a requirement to maintain certification and preventative maintenance of such items as fire

U

E

ST

M

B

T

E N

O

OFFEROR’S QUESTIONS

OFFERORS’

PROPOSED CHANGE

YES NO

and preventative maintenance of such items as fire alarm, elevators, rooftop package units, etc. If so, is 100% of the equipment in the building fully functional without operational error messages? Please clarify.

alarm, elevators, rooftop package units, etc. Yes.

If so, is 100% of the equipment in the building fully functional without operational error messages? The FAA believes the equipment is fully functional but would anticipate the facility management contractor would inspect and validate upon contract award.

37 C.3.4.1 C.3.4.2 and C.3.4.3

11 The first sentence of each of these paragraphs state “… be on the job site”. This reads as if the contractor will not have a permanent work location within the building. Please clarify if the contractor will have an office/shop location within the building.

See response to Question 4.

38 n/a n/a Who is the Incumbent? There is no incumbent

39 n/a n/a What is the incumbent contract number? There is no incumbent

40 L.12.1.

79 Due to the nature of the personnel in the facility management industry, will the government accept the substitution of a 4-year college degree for at least four (4) years of additional facility management experience for a total of at least a nine (9) years of facility management experience?

Substitute 4-year college degree for 4 years of additional facility management experience.

No

41 C.3.1.1 and C.3.3.2 .2

Please confirm that offeror is to staff and operate a 24 hour call center to receive service call requests.

As stated in Section C.3.3.2.2, “The Contractor must ensure service call requests from designated Government representatives are capable of being received after regular

U

E

ST

M

B

T

E N

O

OFFEROR’S QUESTIONS

OFFERORS’

PROPOSED CHANGE

YES NO

business hours, on weekends, and on holidays.”

Will the government provide a baseline for the proposed phases to include the duration of each phase and the tasks that they would like covered in each phase? It was discussed on the site walk that the goal during phase 1 is to ensure that “the building doesn’t catch fire from an outdated unit” please elaborate on what this entails and the duration of this phase.

Government providing a baseline for duration and tasks to be covered in each phase.

See Section C.1.1.

Will the government provide a defined sow for the work that will be required during phase 2 of the contract at which time the building will be under full renovation? It was said on the walk that it will be grounds and snow and “some other small items” please define those additional items and the duration of this phase.

Government provides defined sow for phase 2.

See Section C.1.1 (b) for the anticipated requirements for phase II.

The FAA reserves the right to modify tasking as appropriate at the start of this phase.

Will the government be providing a location on premises for the site engineer and custodial staff for the duration of the contract?

Government Specify office area for contractor staff

See response to Question 4.

Will the government provide a baseline for the minor new work which according to the solicitation is all items under $10,000? There is no historical data on this and without a baseline for submission all contractors bidding this solicitation are not bidding equally thus not providing the gov with a fair playing field for assessment.

Government should provide baseline for minor work.

Please see response to question 2.

It was stated on the site walk that the only aspect of the facility that it being maintained under the renovation is the exterior shell and supporting building structure. Can the government please provide a list of what the finishes will be as the costs associated with their maintenance differ vastly. An example being carpeted flooring versus high luster terrazzo. Additionally, the use of glass and high-

Government provides a list of finishes to be installed during phase 2.

Information is not available but will be provided once Phase II is complete.

U

E

ST

M

B

T

E N

O

OFFEROR’S QUESTIONS

OFFERORS’

PROPOSED CHANGE

YES NO

end wood within the space versus systems furniture will drastically change the costing for this.

Will the government provide the furniture layout for the spaces? An area that is congested with cubicles will be priced differently from one that is open space.

Government provides future furniture layout.

Information is not available but will be provided once Phase II is

What systems will be utilized in the site and what are the BOD for these systems?

Government provide what new systems will be installed.

Information is not available but will be provided once Phase II is

Will there be drop ceiling installed our will the open industrial theme be maintained

Government to specify what type of ceiling will be installed in phase 2.

Information is not available but will be provided once Phase II is

Will there be a UPS system installed in this site and who will be the provider of the equipment, (i.e. Schneider, vertiv, etc) each system has different costs for their maintenance

Government to provide UPS model and intent of including one in new construction.

Information is not available but will be provided once Phase II is

Will the government provide a quantity of service calls that the service providers can use to create a competitive bid?

Government provides base number of services calls for quoters to quote too.

Please see response to question

Is there any information on the status of maintenance on the systems in the building? When creating PM schedules are we to assume that all equipment has been maintained or are we to presume that nothing is maintained and that each item needs an evaluation prior to setting PM schedules. Are any equipment manuals

Government to provide current status of building systems.

Provide equipment manuals to contractor.

See Section C.3.2; there is no information regarding maintenance of the current systems, and equipment manuals are not available.

U

E

ST

M

B

T

E N

O

OFFEROR’S QUESTIONS

OFFERORS’

PROPOSED CHANGE

YES NO

available? If so, we can anticipate what maintenance steps will be required during phase 1. Once the buildout is done, phase 2 can be calculated as well, once all new equipment paperwork is provided.

Updated building and equipment information will be provided to the facility management contractor after Phase II and the program management plan will be updated accordingly; see Section C.3.1.1.

In the case that an evaluation is to be performed on each system, will the cost to bring the units back to optimal operation be on the contractor or will the cost to get the systems running appropriately be passed to the government and then the contractor picks up from there with the PM costing?

Government to pay for costs of getting equipment to functional status where then the contractor takes over.

See Section C.3.2.

Will the government provide a duration for each of the phases so that the pricing can be consistent across all contractors? Without this, one contractor may presume that construction will take 12 months as stated during the walk and begin phase 3 sooner than another contractor who uses the 18 months listed in the sow thereby creating a non equal quote submission.

Provide a duration for each phase.

See Section C.1.1.