AA152000 - Q and A.pdf

70Z08421QAA152000

Change of Occupancy Services at Base Cape Cod

Q &A

1. Who is responsible for acquisition of materials, supplies, hardware, fixtures, appliances and appliance parts, lighting, plumbing parts and supplies, faucets, vanities, toilets, and any required part, fastener, filter, bulb, etc, required to complete the scope of work?

Please refer to PWS Section 7.3. Contractor shall be responsible for the acquisition of items such as materials, supplies, hardware, fixtures and etc.

2. Could the USCG provide for an exhaustive list of furnishings and fixtures which are to be supplied by USCG?

Please see Section 7.3 of PWS. The USCG shall provide replacements for all of the following appliances and equipment: refrigerators, microwaves, dishwashers, range ovens, range hoods and vents, furnaces, hot water heaters, smoke detectors, CO detectors, fire extinguishers, and bathroom exhaust fans.

3. What materials, furnishings, fixtures, appliances and supplies is the contractor required to provide?

See Question 1

4. Is there flexibility in the 4 day completion requirement?

Please see edited PWS Appendix 1. Days given for COM will be calculated based on times show for each CLIN.

5. Are the hours and days of work flexible?

Change in hours/days from those specified in the PWS would be on a case by case basis with approval of the COR.

If the contractor requests after hours or weekend work and is approved it would be at no additional cost to the

Government.

6. 7.4.2 Countertops, indicates replacement with granite countertops. Current lead times for granite countertops are 4-8 weeks. Will the POP’s for this portion of the work be extended to allow for long lead time items?

Long lead times would need to be discussed with the COR for approval. The COR may decide not to execute the

CLIN or complete the work in-house if lead times are too long.

7. Will power and water be made available on all unoccupied units?

Yes, power and water will be available

8. 7.3.13 Grounds Maintenance does not mention mowing grass. Please clarify that any lawn mowing is not included in this line item.

Please see edited PWS Section 7.7.1. Mowing of lawn will be required to a height of 2 to 2.5 inches.

9. Tub/ Shower – 7.4.4, is on the pricing sheet however section 7.4.4 of the PWS only indicates that a determination will be made as to whether or not the shower or tub needs to be replaced, refinished. Should that line item (7.4.4) on the pricing sheet be replaced with 7.4.4.1 (remove and replace tub / shower) as there is no CLIN on the pricing sheet for section 7.4.4.1 (Remove and Replace tub / shower).

See revised Attachment 1 - Schedule.

10. There are a number of miscellaneous items that are not captured in the PWS or on the Pricing Schedule or Call

Sheet. Such items include but are not limited to (closet rods and brackets, towel bars, toilet paper holder, lightbulbs, door stops, door closers, man door replacement interior and exterior, storm door replacement, door thresholds, door hinges, cabinet door hardware, door hardware, window screens, total window replacement or replacement of window panes, sink strainers, soap dishes, robe hooks, light fixtures, bathroom mirror, etc. If an item is not identified in D7, Technical Requirements, what is the expectation of the USCG in regard to these miscellaneous items.

See revised PWS Section 7.8 and Schedule. These items will be considered “Minor Repairs” and shall be priced per repair as an average knowing some repairs will be quick while others will take a little longer.

11. Can the government provide any product data sheets or specifications for products and materials that they are currently using on their current COM program.

The government may be able to give the contractor a general but not exhaustive list of their current products, paint colors, etc.

12. Can the USCG provide any historical data on the number of COM’s provided in the last year?

No

13. 7.3 indicates that the USCG will provide replacements for all appliances. Does this include range hoods?

Yes, see question 2

14. There is no CLIN on the pricing schedule for Project Manager, Assistant Project Manager, disposal and dump fees.

Is it the expectation of the USCG that these costs as well as any other general administrative costs, profit and overhead will be included in the unit prices provided for the CLIN’s on the Pricing Schedule?

Yes, these costs should be factored into the CLINs on the pricing sheet. There is one CLIN “Appliance Disposal” for removal of appliances/equipment considered government furnished equipment, see section 7.3 (question 2)

15. Will the contractor be provided a place on base to store tools and materials?

The Contractor will not be provided a place on base to store tools and materials. The contractor may be provided empty spot of land to place a locked context box or similar for tools/supplies. Would need to be approved by the

COR.

16. Please clarify whether or not any work will be required on the roof and/or gutters.

Please see PWS Section 7.7.12 Exterior Cleaning Service

17. Will the Government allow a reduced font size (10-point) for tables and graphics?

Government does not have a font size requirement.

18. Will the Government allow the use of 11x17 pages for large tables and graphics (to be counted as 2-pages)?

Government does not have a page count requirement.

19. What are the page count limitations for the proposal sections?

20. If there are page counts, are the cover page, cover letter, table of contents, key personnel resumes, compliance matrix, etc. included in the page count?

21. Is there a maximum file size for electronic submissions?

No.

22. Are there any security clearance eligibility or background investigation (i.e. Tier 4, Public Trust...) requirements for program, base, or facility access, for Key Personnel or other contractor staff?

Anyone needing access to Base will need to fill out an access form with driver’s license, name DOB and will go through a background check.

23. Will contractor staff be required to obtain/maintain a government-issued CAC card for base or facility access?

Contractor staff will not need to obtain a CAC for Base access. They will be vetted through security via access request in question 22 and will be given an annual pass.

24. Will government sponsor contractor employees for required clearance/background investigation?

See questions 22 and 23

25. If CAC cards must be obtained, what is the anticipated timeframe from identifying need to issuance?

See questions 22 and 23

26. Attachment 1 – Schedule - Are the estimated quantities typical with regards to past experience?

Yes, this year will be significantly less as we have already started several COMs for the year with in-house staff and we are working around abatement work but anticipate estimate quantities to be fairly accurate + for future years to come

27. Attachment 1 – Schedule - As the Contractor serves as supplemental assistance to base personnel, are these estimates the Governments anticipated work volume for the contract?

Yes, for all except this year, see question 26

28. Attachment 1 – Schedule - In order to provide an accurate staffing plan, can the Government please provide an estimated Full Time Equivalent (FTE) number of personnel required to meet contract needs?

No.

29. Page 11, C.6 52.216-18 Ordering - What is the estimated amount of time required for USCG to evaluate and award this contract? RFP states June 2021, do you feel this is a good timeline?

Anticipated start date shall begin on or about 15 July 2021.

30. Page 15, C.17 HSAR 3052.228-70 Insurance - Are you requiring a letter from the Insurance company be submitted with the bid referencing that a Certificate of Insurance (COI) will be provided upon contract award? If so, does this count towards the page count?

Refer to Section D.8 Deliverables regarding Certificate of Insurance.

31. Page 23, D.5 Additional Information 5.2 - Please explain the circumstances surrounding why the Contractor would have to replace, improve, update, or modernize renovated equipment, fixtures, facilities, components or systems at no additional cost to the Government.

Government may do in-house work in the houses as this is a supplemental contract. The work that the Government does shall not change what the Contractor charges for CLINS. For example, if the Government puts in a kitchen countertop with a different configuration than of the Contractor originally saw, the Contractor can not go back and increase the price for the minor repairs CLIN because there has been a change. The Government will do COM type work, but rarely does significant construction so as to significantly impact the CLIN items as shown.

32. Page 26, COM Call Sheet and 7.1 - Since this form is used to order work to be performed, is a call sheet used on a per home basis or are services combined for more than one home at a time on one call sheet?

See revised PWS. There will be one (1) Worklist (Call Sheet) per home

33. Page 34-37. D.9 Personnel Requirements/Qualifications - RFP states "employees" throughout this section. Based on the intermittent nature of contract performance (May-September) please confirm that all tradesmen can be subcontractors or 1099 independent contractors as opposed to employees.

Yes

34. Page 34-37, D.9 Personnel Requirements/Qualifications - RFP states "employees" throughout this section. Based on the intermittent nature of contract performance (May-September) please confirm that the PM and Assistant PM can be subcontractors or 1099 independent contractors as opposed to employees.

35. Page 35, D.9 Personnel Requirements/Qualifications - 9.5 Will Contract personnel be able to serve as escorts for any subcontractors used to perform repairs, etc. requiring significant expertise?

The Contractor shall work with the COR to get an access form filled out for Subcontractors for their Base access. If it is a short notice request, the COR may be able to provide Government personnel to escort the Subcontractor to housing.

36. Page 23, Section 5.3 - Will any COM work require local permits to be pulled before performing any work?

Dumpsters require a permit issued by Base Cape Cod. To obtain a permit the Contractor will need to work with the

COR to identify a location for the dumpster and to ensure proper procedures are followed.

37. Page 2, Attachment 1 – Schedule - Would the Government please add a toilet paper holder, towel bar, and soap/toothbrush holders to the Attachment 1?

See revised PWS Section 7.8.

38. Page 1, Attachment 1 – Schedule - The references appear to have typographical errors. We believe that dustout cleaning should be "See 7.4.11.1", complete cleaning s/b "See 7.4.11.2", mold/mildew cleaning s/b "See 7.4.11.3", and pressure washing s/b "See 7.4.11.4"

See revised PWS/Attachment 1 - Schedule

39. Page 2, Attachment 1 – Schedule - Toilet seat and shower rod that appear added at a later date should be - See

7.3.15

40. Page 1, Attachment 1 – Schedule - Should there be a CLIN line for installation of replacement furnaces, water heaters, smoke and CO2 detectors, bathroom vent fans, and fire extinguishers instead of only an inspect CLIN?

41. Page 1, Attachment 1 – Schedule - As per onsite visit there is a total of 167 family units that are included in this contract, so please quantify why an estimated quantity of "15 each" is only listed?

It is estimated that 15 housing units will need COM Services per year.

42. Page 1 & 2, Attachment 3 – Call Sheet - On Attachment 1/Schedule - Beginning with Cracks in Bathtub/Shower

Enclosure Repair - See 7.4.4.2 through Key check - See 7.3.12 and then toilet seat replacement, shower rod, and anti-tipping device on the 2nd page- these 17 services are not listed on Attachment 3 - Call Sheet for ordering these services. Please confirm that these should be added to the Call Sheet.

See revised PWS/Appendix 1

43. Page 1, Attachment 3 – Call Sheet - 018 - Replace Appliance - since USCG is providing replacement appliances

(7.3, page 26 in RFP), please confirm that Contractor is not replacing appliances and this should probably read

"Install Appliance as per 7.4.9.1 or Test and Inspect as per 7.3.10?

Government is providing appliances as per section 7.3 but it will be the Contractors responsibility to install them see section 7.6 Inspection / Preventative Maintenance.

44. Page 34, D.9 Personnel Requirements/Qualifications - "The PM and/or APM shall be available to discuss contract matters and performance issues with the KO and/or the COR within one (1) hour of notification during working hours." As the Project Manager is key personnel, but no CLIN has been provided in order to pay them for the availability and reporting requirements in this contract for recyclables, accidents, lost/stolen keys, property damage

& shortages/lost/damaged/destroyed/ GFP, environmental issues, monthly written report & debriefing, etc. Would the Government please revise the CLIN Schedule to provide a line item for PM costs?

PM costs should be included as needed in the price for each CLIN.

45. Page 34, D.9.2 and 9.2.1 Personnel Requirements/Qualifications - USCG makes mention that "the Contractor shall provide an APM who can act for the Contractor when the PM is absent" and "be available to discuss contrat matters and performance issues with the KO and/or the COR within one (1) hour of notification during working hours".

Therefore, would the Government please revise the CLIN Schedule to provide a line item for APM costs?

APM costs should be included as needed in the price for each CLIN.

46. Page 34, D.9 Personnel Requirements/Qualifications - In the event that the Government requires the Project

Manager and Assistant Project Manager to be company employees, will you please add a CLIN to account for their reporting and contract services?

APM is required when PM is not available. See PWS Section 9.2.

47. Page 34, D.9 Personnel Requirements/Qualifications - In the event that the Government requires the Project

Manager and Assistant Project Manager to be company employees, and does not add a CLIN to account for their reporting and contract services, should their full time salaries be included in the cost build up for the Attachment 1 costs?

Yes, these cost should be factored into price for each CLIN

48. Page 36, Section 9.11 - Can tradesmen be licensed in Rhode Island or other surrounding states or only in

Massachusetts? Some states may have reprocity?

Refer to MA guidelines, if reprocity is given for another state the government will accept it

49. Page 27, Section 7.3.8 - This section does not state that a Licensed electrician is required to check all outlets, including GVCIs. Should this require a licensed electrician?

See revised PWS

50. Page 27, Section 7.3.9 - Should bathroom vent fans be checked to ensure proper ventilation to exterior?

51. Page 22, Section 4.3 - Are all tradesmen, PM, and APM required to evidence a 10 Hour OSHA training certificate for safety reasons?

See Section 10.1. The Contractor is solely responsible for compliance with all Federal, State and local laws, including but not limited to OSHA (Public Law 91-596) and the resulting standards, OSHA Standard 29 Code of

Federal Regulations (CFR) 1910 and any USCG Instructions as applicable, and the protection of their employees.

Note: USCG Instructions are annotated because many of the USCG standards exceed the OSHA standard criteria.

If a conflict is noted, the most stringent requirement takes precedence. The Government shall assume no liability or responsibility for the Contractor's compliance or non-compliance with such requirements. In addition, the

Contractor is required to flow down the safety requirements/specifications to all subcontracts/subcontractors.

Safety requirements listed herein that do not concern Contractor’s operations or services shall be considered self-deleting as mutually agreed by the KO and the Contractor.

52. Page 26, Section 7.2.3 - Since it is mandatory for the Contractor to attend the Final COM inspection after services have been rendered, shouldn't this be added to the CLIN schedule so the Contractor is paid for attending?

53. Page 28, Section 7.3.13 - Should driveways also be trimmed along edges, in addition to only walkways?

See revised PWS Section 7.7.1. There is no trim work needed for driveways

54. Page 28, Section 7.4.3.2 - Bathroom Vanity Cabinet Replacement - however the description only discusses the vanity countertop and faucet - please revise to discuss vanity cabinet replacement.

55. Page 27, Section 7.3.5 - Fire Extinguishers - check for proper charge, correct mounting and signage, affix tag with date of inspection. We understand USCG will be providing a replacement fire extinguisher if required, but for the

Contractor to inspect and label, there is no CLIN on Attachment 1 - Schedule to do so.

See fire extinguisher inspection, Section 7.6.5

56. Page 28, Section 7.4.4.1 - Was not located on Attachment 1 - Schedule to be paid for this type of work

See revised PWS/Appendix 1

57. Page 44, Appendix 1, Section 1.3 - Shouldn't the "example" state "completed within four (4) days of their assignment date" instead of 3?

58. Page 30, Section 7.4.9.1 - Will Appliances provided as GFE be delivered by the government to the location of site hook-up by contractor?

59. Please confirm that the current contract is of the same scope and similar magnitude to the instant requirement? Have there been any addition or removal of services identified in provided Schedule?

See revised PWS / Appendix 1

60. Section 7.2.1 What are the circumstances where the contractor will need to accompany the CG and be present for pre- or final termination inspections?

Refer to PWS Section 7.2.1. Contractor is not required for pre-termination inspection.

61. Section 9.4 Where the offeror is proposing use of subcontractors to perform services does the same staffing plan chart apply, or can the offeror provide the name and type of service being performed by that sub in lieu of FTE's?

Staffing Chart applies to Subcontractors.

62. Section E.1 Subfactor 2 Please note the section states offeror shall submit copies of licenses/certification IAW section 8.11 - confirm the government intended IAW Section 9.11

Government intended PWS Section 9.11.

63. Section E.1 Factor II Please identify if there are any restrictions on the length of time for eligible past performance references (must be within how many years)

See E.1, Factor II – Past Performance. “A relevant contract reference is a contract that was held within the past five (5) years…”