Amendment 2 Q_A Gov Responses Protected.xlsx

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ATC Mobile, AL. BOSS Facilities Maintenance Services
Solicitation number
70Z08425QAA850900
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This file is an Amendment 2 Q&A document for a United States Coast Guard (USCG) Facilities Maintenance Services solicitation for ATC Mobile, AL. The solicitation (70Z08425QAA850900) is a Service-Disabled Veteran Owned Small Business (SDVOSB) Set-Aside for comprehensive facilities maintenance and repair services, covering areas such as electrical systems, HVAC, grounds maintenance, fire protection, and equipment maintenance across various USCG facilities.

Key details include a site visit scheduled for 1 July 2025, with questions due by 2 July 2025, and quotes due by 11 July 2025 at 1:00 PM ET. The incumbent contractor is Stellite Services Inc. The contract requires extensive documentation, including management, technical, security, safety, and contingency plans. Contractors will be responsible for maintaining specific equipment listed in Technical Exhibits, with equipment replacements under $2,000 being contractor-funded. The contract involves maintaining facilities at the USCG Aviation Training Center in Mobile, Alabama, with services to be performed according to national codes, technical manuals, and federal regulations.

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Other files

File Type Posted
AMENDMENT 2 List of Changes.pdf PDF
Amendment 2 70Z08425QAA850900 RFQ ATC Mobile Facilities.pdf PDF
Amendment 2 Site Visit List 70Z08425QAA850900.pdf PDF
Amendment 2 Attachment 3 Performance Assessment Questionnaire.docx DOCX document
Amendment 2 Attachment 2 Statement of Work.pdf PDF
Amendment 2 Attachment 1 Schedule of Services.xlsx XLSX spreadsheet
Amendment 1 change document ATC Mobile BOSS Facilities..pdf PDF
Amend 1 Attachment 3 Performance Assessment Questionnaire ATC Mobile BOSS..pdf PDF
Technical Exhibit 9 EQUIPMENT LIST.pdf PDF
Technical Exhibit 8 Job Plans.pdf PDF
Attachment 2 SOW ATC Mobile Facilities Maintenance Final.pdf PDF
Attachment 5 DBA AL20240092.pdf PDF
Attachment 4 WD 2015_4609 REV 25 5_05_25.pdf PDF
Technical Exhibit 4 Historical.docx DOCX document
Technical Exhibit 1 Blank Reserved.docx DOCX document
Attachment 3 Performance Assessment Questionnaire ATC Mobile BOSS.docx DOCX document
Technical Exhibit 6 Forms.docx DOCX document
Technical Exhibit 3 Facilities and Equipment.docx DOCX document
Attachment 1 Schedule of Services.xlsx XLSX spreadsheet
70Z08425QAA850900 RFQ ATC Mobile Facilities _Final Doc.pdf PDF
Technical Exhibit 7 Map -Dwg.pdf PDF
Technical Exhibit 5 DEFINITIONS.docx DOCX document
Technical Exhibit 2 Gov Property.docx DOCX document
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Sheet1

Amendment 2: Government Responses to industry questions
QuestionQuestionGovt Response
1SOW Para 3.11 Required Plans: “The Contractor shall submit the following plans (with the exception of the Hurricane Plan and Quality Control Plan) with their proposal….3.11.1 Management Plan…3.11.2 Technical Plan…3.11.3 Hurricane Plan…3.11.4 Security Plans…3.11.3 Safety Plan…3.11.4 Contingency Plan…3.11.5 Facilities Maintenance Plan…3.11.6 Quality Control Plan…”

6.0 Deliverables:

3.11.1 Management Plan is due with the proposal.

3.11.2 Technical Plan is due with the proposal.

3.11.4 Security Plans is due fifteen (15) calendar days after award.

3.11.3 Contractor Safety Plan is due fifteen (15) calendar days after award.

3.11.5 Facilities Maintenance Plan is due fifteen (15) calendar days after award.

7.4.5 Comprehensive Contingency Plan is due fifteen (15) calendar days after award.

8.0 Quality Control Plan is due with proposal and final within fifteen (15) calendar days after award.

PWS 7.4.5 “The Contractor shall submit a comprehensive Contingency Plan, outlining the methods the Contractor will use to meet contract requirements in the above cited emergency situations, for Contracting Officer approval with proposal; this shall be updated annually on 15 October.”

PWS 8.1 QCP: “The Contractor shall develop, maintain, and submit, in accordance with the SOW, a Quality Control Plan….”

Question:

The above-mentioned SOW references contradict each other.

Example 1: Para 3.11 states the Security Plan, Safety Plan, Contingency Plan, and Facilities Maintenance Plan are due with the proposal. However, Para 6.0 states they are all due fifteen (15) calendar days after award.

Example 2: Para 3.11 and 7.4.5 states the Contingency Plan is due with the proposal but 6.0 states it is due within fifteen (15) calendar days after award.

Example 3: Para 8.1 states the QCP is due with the proposal but Para 6.0 states it is due within fifteen (15) calendar days after award and Para 8.0 states the QCP is due with the proposal and final is due within fifteen (15) calendar days after award.

Per Sections L and M, the only plans mentioned above that are due with the proposal are the Management Plan (Management Approach) and Technical Plan (Technical Approach). If any of the other above-mentioned Plans are due with offeror’s proposal, please provide guidance on page limitation and organization (proposal volume and factor).Sections 3.11 has been revised and addressed all of the plans that need to be submitted with the quote. Section 7.4.5 has been revised to what its states on section 6.0. Section 8.1 has been addressed in section 3.11.
2Question:

The above-mentioned SOW references contradict each other.

Example 1: Para 3.11 states the Security Plan, Safety Plan, Contingency Plan, and Facilities Maintenance Plan are due with the proposal. However, Para 6.0 states they are all due fifteen (15) calendar days after award.

Example 2: Para 3.11 and 7.4.5 states the Contingency Plan is due with the proposal but 6.0 states it is due within fifteen (15) calendar days after award.

Example 3: Para 8.1 states the QCP is due with the proposal but Para 6.0 states it is due within fifteen (15) calendar days after award and Para 8.0 states the QCP is due with the proposal and final is due within fifteen (15) calendar days after award.

Per Sections L and M, the only plans mentioned above that are due with the proposal are the Management Plan (Management Approach) and Technical Plan (Technical Approach). If any of the other above-mentioned Plans are due with offeror’s proposal, please provide guidance on page limitation and organization (proposal volume and factor).All questions regarding section 3.11 have been addressed on question 1. Section 52.212-2 Factor II has been revised.
31.Technical Exhibit 3, page 27 lists medical equipment that the contractor shall service and repair, and page 17 lists WHE that the contractor shall perform preventive maintenance, but there are no pricing SLINs for medical or WHE equipment. How/where is the contractor to price medical equipment maintenance?See schedule of services for additional line items
42.Attachment 1, SLIN 0001AZ – Deliverables are priced at 12 EA. Does this indicate there will only be 12 reports submitted per year, or should this be priced at 12 MO, a monthly price for submitting deliverable reportsAttachment has been changed to 12 MO vice 12 EA.
53.The inventories provided in Technical Exhibits 3 and 9 do not coincide with each other – one document lists items not listed in the other, and vice versa. Which inventory list is the contractor to use to build their BOE for pricing and work requirements?Utilize Technical Exhibit 3.
64.Does Factor I – Technical Approach on page 37 of the RFQ correspond to 3.11.2 Technical Plan on page 14 of the SOW?
a.If so, does the requirement for an “Excel spreadsheet detailing the time estimates to perform each SOW task” detailed in 3.11.2 count against the page limit for Factor I – Technical Approach?The RFQ was revised to "The Plans that are to be submitted with the quote (listed under deliverables on section 6.0 with exemption of technical plan and management plan) do not count towards the page limit for Factor I and Factor II". Page 37 of the RFQ
75.Will the government allow ten (10) additional pages for Factor I – Technical Approach for a total of 25 pages?See question 6
86.Does Factor II – Management Approach correspond to the 3.11.1 Management Plan on page 13 of the SOW?Yes, See Changes in Amendment 2 RFQ, Factor II Pertains to Management Plan.
97.Will the government allow ten (10) additional pages for Factor II – Management Approach for a total of 25 pages?We have adjust to allow up to 20 pages for Management plan and 20 pages for Staffing plan.
108.On page 37 of the RFQ, Factor II – Management Approach includes a Staffing Plan requirement and requires resumes for four key personnel staff. However, 3.11.2 Technical Plan (page 14 of the SOW) states: “This plan shall address, at a minimum, the Contractor’s: Technical approach to performing SOW tasks, to include work processes and procedures for organizing and controlling work, and any innovations to be used, Key Personnel Resumes, staffing plan and how the offeror developed his basis of estimate for accomplishing each SOW task.” Please confirm that the Staffing Plan and resumes should be included in Factor II – Management Approach and that this factor corresponds to the 3.11.1 Management Plan required by the SOW on page 13.Yes these documents should be included and they do coorispond to to 3.11.1.
119.On page 13 of the SOW, 3.11 REQUIRED PLANS states that “the Contractor shall submit the following plans (with the exception of the Hurricane Plan and Quality Control Plan) with their proposal.” These required plans include 3.11.4 Security Plans and 3.11.3 Safety Plan on page 14 and 3.11.4 Contingency Plan and 3.11.5 Facilities Maintenance Plan on page 15. If these four (4) plans are due with the proposal, can the government add 15 additional pages per plan for a total of 60 additional pages to Volume I?See question 6 and question 1
1210.On pages 78-79 of the SOW, 6.0 DELIVERABLES, Para. #8.0 Quality Control Plan states that the QCP is required “with Proposal and final within Fifteen (15) Calendar days after award.” If a Quality Control Plan is due with the initial proposal, can the government add 15 additional pages for the QCP to Volume I?See question 6 and question 1
1311.On page 85 of the SOW, 7.4 CONTINGENCIES, 7.4.5 states that a comprehensive Contingency Plan shall be submitted “for Contracting Officer approval with proposal; this shall be updated annually on 15 October.” If the Contingency Plan is due with the proposal, can the government add 15 additional pages for this plan to Volume I?See question 6 and question 1
14Please clarify what the intent of paragraphs C and D is. Also please clarify what Attachment 2 Past Performance Experience is as Attachment 2 is the Statement of Work.See amandment 1 to the PPQ document that was posted in SAM.
151.Please advise if there is a page limit for Factor III Past Performance.No page limit. Provide the three references
162.If there is a page limit for Factor III Past Performance, please advise if the PPQs are exempt from the page limit?The PPQ's are excempt from Page count
173.In the RFQ, page 39 of 58, Evaluation Criteria, “Factor I – Technical Approach” the final sentence of the paragraph reads, “In addition, the quoter’s approach will be evaluated whether it demonstrates their understanding of the technical functions to include:” – however, there are no technical functions listed. Please provide the evaluation factors for the Technical Approach.removed last sentece.
184.Will the Government consider accepting CPARS if they are available in lieu of completed Performance Assessment Questionnaire/PPQ?A PPQ must be issued for each past performance reference. The Government might use CPARS to obtain additional information.
195.Please clarify if PPQ/CPARS are to be submitted within Factor III Past Performance, immediately following the past performance write-upsSee question 18
206.Please confirm that the document “Technical Exhibit 1 Blank Reserved” has been intentionally left blank, and if so, are there any proposal requirements for this document, or does the Government plan to provide a completed exhibit with a subsequent amendment?Technical exhibit is blank. It has been deleted.
217.Please advise on acceptable file types (.docx, .pdf, .xlsx, etc.) for the documents included with the proposal submission.PDF's and excell
228.Please advise if the resumes for the key personnel (Project Manager, Assistant Project Manager, Quality Control Representative, and Production Control Clerk) are excluded from the Factor II page count limitWe incresased staffing plan page limit to 20 pages.
239.Please advise if the resumes have a page limitThe resumes are part of the staffing plan which is limited to 20 page count
2410.Please confirm that the Government will accept as relevant, the past performance/experience of a teamed key subcontractor.Past Performance can be accepted from subcontractors that will be part of the contract.
2511.In the SOW, page 13 of 93, 3.11. Required Plans, states that the security plans and safety plan are due with the proposal. Section 6.0 lists security plans and contractor safety plan as due 15 days post award. Please confirm that the listed plans are to be submitted upon contract award and not with our proposal. Please confirm which plans are required at proposal.See question 6 and question 1
2612.Would the government consider re-evaluating the requirement for the contractor to cover the $2,000 difference between the total job cost and total actual cost for Level III emergency work (per SOW 5.4.e)? Charging the contractor for any difference in wages above the SCA/DBA minimum wage incentivizes the contractor to utilize inexperienced subs, as the experienced, professional organizations will charge more than the minimum wage for their labor. The SCA/DBA is intended to create a minimum requirement for rates, not a maximum or standard rate, and high-quality subcontractors will be priced accordingly.No. Emergency work is classified as arresting the emergency in order to prevent further damage to the facility. Based on the assessed dollar value of repairs, level II or level III follow-on work will be at the decison of the government.
2713.Would the government please provide a guest list from the site visit on July 1st?Will be part of the amendment 2
284.To allow for sufficient time to sufficiently respond to all RFP and SOW requirements, will the Government please consider extending the submission due date by two weeks?RFQ Quotes due have been extended. See RFQ amad
291.PWS Section 7.4.5 states that a Contingency Plan is to be submitted with the proposal. However, this requirement is not outlined in the RFQ proposal instructions. Can you please clarify and modify the page number allowance if a Contingency Plan is required in the Technical ProposalSee question 6 and question 1
302.PWS Section 6.0 – Deliverables. This chart lists the Quality Control Plan as required with the proposal. However, this requirement is not outlined in the RFQ proposal instructions. It also contradicts the statement in Section 3.11. Can you please clarify and modify the page number allowance if a Quality Control Plan is required in the Technical Proposal?See question 6 and question 1
313.PWS Section 3.11 – Required Plans. The PWS states that numerous plans are to be included in the proposal (Security Plan, Safety Plan, etc.), but this information is not clearly outlined in the RFQ instructions, which limits the Technical to only 30 pages (15 for Technical Approach and 15 for Management Approach). Please clarify what is required and modify the page number allowance if additional plans are required in the proposalSee question 6 and question 1
324.Proposal Deadline: Given the short timeframe between the site visit, RFI submittal, and due date, along with a holiday weekend, we respectfully request an additional week to prepare a meaningful proposal. Will you please extend the due date for the proposal?See question 28 response
335.Attachment 4: Past Performance Questionnaire: May we submit the completed Questionnaires in our proposal, or must they be emailed separately from the Client?See amandment 2. The PPQ must be email seperatly from the client
346.Attachment 4: Past Performance Questionnaire: It is very difficult to obtain evaluations from our clients due to the recent layoffs and government cutbacks since January of this year. May we submit copies of CPARS evaluations in lieu of the Questionnaires?See question 18
357.Attachment 4: Past Performance Questionnaire: The Past Performance Questionnaire Item C states, “Did the vendor provide a copy of Attachment 2 Past Performance Experience?” There is no such document in the Solicitation. Can you please clarify or revise the Questionnaire?See amandment 1 and amendment 2 to the PPQ document that was posted in SAM.
368.PWS Section 9.0.C - Implies a janitorial responsibility (disinfecting, high cleaning, etc). Does the contract include interior janitorial services (e.g., restroom cleaning, breakroom trash) required by the successful bidder for all facilities covered under this contract?Section 9.0 refers to Government-Furnished Property and Services. Refer to SOW Section 5.20. Trash cans along sidewalks at facilities. Other janitorial services are performed by separate contract.
379.General - Is the building inventory up to date and inclusive of all inventory covered under this contract?Yes
3810.General -Can USCG provide the make/model for Chiller(s), Generator(s), Boiler(s), UPS, and CRAC units?Refer to TE-9
3911.General - Can USCG provide the size (gal) of all ASTs and USTs?Refer to TE-8
4012.General - Can USCG provide roof anchor, davit, gantry make/model, and quantitiesRefer to TE-9
4113.General - Is drinking water testing a monthly requirement?No - did not find in TEs or SOW. Testing of drinking water is performed seperately via our environmental manager.
4214.General - Are there any grease traps associated with this contract?Yes, SOW Section 5.15.
4315.General - Are there any 24/7 requirements for this contract?SOW Section 3.1 The Contractor’s Project Manager, or individual(s) designated to act for the Project Manager, shall be available to be reached within 15 minutes, 24 hours per day, 7 days per week, to respond to emergency situations in accordance with Paragraph 5.1.6.g,
4516.General - Are there any areas that require after-hour cleaning?No
4617.General - Can USCG provide the dates for the last major PMs (eddy current, IR, Switchgear, Fire Alarm, Fire Sprinkler, generator)?In April many of the major PMs were completed to include: solar closed loop hot water heater, fire hydrant flow testing, food service equipment, fire alarm panals, Halon fire suppression systems, smoke detectors and pull stations, Hangar 1 and Hangar 2 Doors.
4718.General - Can USCG provide inspection reports for the last major PMs (eddy current, IR, Switchgear, Fire Alarm, Fire Sprinkler, generator, UST, AST)?No
4819.General - Is Fire Alarm monitoring requiredNo
4920.General - Are fire alarm or elevator phones currently using POTS lines?There are no elevator phones. Fire alarm uses copper lines.
5021.General - Can USCG provide details on any irrigation zones, sprinkler heads, etc.?USCG cannot provide further details at this time.
5122.General - Is on-site parking provided for the O&M contractorYes
5223.General - Are USCG-owned aerial/scissor lifts available for contractors' useSee TE-9
5324.General - Are electric panel schedules currently up to dateYes
5425.General - Is the BAS software currently on the latest edition?The Siemens Software is Currently on the Latest Edition. The Automated Logic Software requires updating; however it will be made current prior to contract award.
5526.General - Is the BAS currently up to date with software patches/updates?See answer to 25. The answer includes patches/updates.
5627.General - Will USCG provide an HVAC filter count for each buildingRefer to TE-9
5728.General - Will USCG provide a water filter count for each buildingRefer to TE-9, Equipment Description Drinking Fountain
5829.General - Will USCG provide a UV light count for each building?There are no ultraviolet (UV) lights.
5930.General - Are dynamic air filters being utilized at buildings covered under this solicitation?Refer to TE-9
6031.General - Will USCG please provide the current staffing plan?No, the plan will notbe provided
6132.General - Is the existing NCMMS up to date with equipment, PM schedules, and PM plansYes
6233.General - Are any buildings associated with this contract currently LEED or EnergyStar certified?Flight Training Systems Simulator Building – Location 49610/RPFN S63 (Wilks Hall).
6334.General - Is the roof or any major equipment currently under warranty?No.
6435.General - Can USCG provide a tree countSee Technical Exhibit 3 Section 3I, Trees and Shrubs.
6536.General - Can USCG provide the current dumpster size/counts and pickup schedule?Work does not include collection and disposal of trash from dumpsters, which is provided under a separate contract.
6637.General - Will hurricane prep (e.g., boarding, securing equipment) be reimbursed, or is it part of the fixed price?It is part of the fixed price.
6738.General - How many special events per year require setup/teardown support?See Section 5.22. Average 30.
6839.General - Is the successful bidder responsible for full service and cleaning of kitchen/galley equipment (e.g., grease traps, hoods, fryers, etc.)?Refer to SOW Sections 5.10 and 5.15
6940.General - Are there existing asbestos, lead, or hazardous material surveys for the facility?Yes. Upon request we can provide the reports.
7041.General - Is the successful bidder expected to perform or coordinate hazmat abatement or removal under this contractNo
7142.General - Is periodic testing, calibration, or preventative maintenance of switchgear (including insulation resistance, IR scans, or breaker testing) included in the SOWRefer to TE-8
7243.General - Is load bank testing of standby generators included in the SOW?Refer to TE-8
7344.General - Will the contractor be required to maintain electrical panel schedules, labeling, or perform arc flash studiesNo. Maintaining electrical panel schedules and labeling is required. Arc flash studies are not required.
7445.General - Will there be a formal transition period with the incumbent contractor before the contract starts?Yes
7546.General - Are there defined working hours or blackout periods for scheduled maintenance or PMs?Section 3.1. the Contractor shall accomplish routine inspection, overhaul, maintenance and repair work, during normal working hours, which are 7:00 A.M. to 4:00 P.M., Monday through Friday excluding Federal holidays and any other days specifically designated by the Contracting Officer or COR.
7647.General - Is the contractor responsible for maintaining and updating SDS logs for chemicals used on siteThe Contractor shall comply with all Federal, State, and local laws, regulations and standards regarding environmental protection.
7748.General - Are there any environmental compliance tasks required, such as SPCC or fuel tank inspectionsTechnical Exhibit 8 outlines inspection procedures for aboveground storage tanks.
7849.General - Are there any specific deliverables that must be completed in the base yearRefer to deliverables 6.0
7950.General - Is key control inventory up to date?No
8051.General - Are there any elevators, chair lifts, etc., associated with this contract?No.
81Please specify which plans are required to be included in the proposal. The item below from the SOW contradicts Item 6.0 Deliverables on which is due with the proposal, and which is due (15 Days from award).
•3.11. REQUIRED PLANS: The Contractor shall submit the following plans (with the exception of the Hurricane Plan and Quality Control Plan) with their proposal. All plans must include, but are not limited to, the sections indicated below. The Contractor shall update and resubmit these plans annually, or as directed by the COR/Contracting Officer.See question 6 and question 1
82Does the QCP count against the 15-page minimum within the Volumes or can we submit it as a separate enclosure?See question 6 and question 1
83Please provide the incumbent information. It appears that contract
70Z08420DAA852400 ordering period ended on 9/23/2024. Who covered the contract 9/30/2024 – Present. What was the performance period for the contract value of 70Z08420DAA852400The incumbent is Stellite Services INC.
84Is the Contractor responsible for maintaining any equipment or systems not specifically listed in Technical Exhibits 2, 3 or 9? If so, will an updated inventory be provided prior to NTP?No, the equipment required to be maintained is included in the Technical Exhibits provided.
85Can you clarify the Contractor’s responsibilities for fueling operations, spill response, and maintenance for the fuel pumps listed in TE-3HThe contractor is not responsible for fueling operations. Oil and fuel spill response is the responsibility of the USCG Environmental Protection Specialist. However, the contractor is responsible for response to equipment failures that warrant an emergency work order, including those related to fueling operations. Technical Exhibit 8 lists maintenance requirements including those for fuel pumps. For any oil or hazardous materials spills caused by or resulting from the Contractor’s action or inaction, the Contractor shall provide all necessary manpower, equipment and material to respond, contain, cleanup and report as required by Federal, State and local laws, regulations, standards and plans referenced in Paragraph 4.0, Applicable References and Technical Data. The Contractor or a designated representative shall immediately notify the COR, the Aviation Training Center Officer of the Day, or the Contracting Officer should a spill occur.
86Is there a threshold for when equipment replacement becomes Government-funded vs. Contractor-funded under FFP recurring services? It is our understanding the contractor is responsible for replacing any equipment that falls under $2000 (Level II) and making a recommendation for the replacement of any equipment over $2000 (Level III)Your assumption is correct.
87Will we have access to purchasing records and companies who initially did installs or supplied the equipment as a means to pursue warranty work. Will that be supplied by the incumbent as part of the transition plan or by ATC USCG? Reference below:
•Section 5.1.2 The Contractor is responsible for preventive maintenance on new equipment during the warranty period or until it is added to Technical Exhibit 2 &3, but not to exceed one year from date of install.Yes, ATC USCG personnel will provide access to equipment data for warranty work.
88During the site walk or team noticed TVs displayed ATC Mobile bar codes that said, “Need to submit a Facility Work Order?”. Is that a process from the incumbent or a standard we would need to incorporate into our processes? If so, is that reviewed by ATC USCG staff and then issued or will contractor be required to assess and seek approval on maintenance repairs?No, this QR code is how the USCG workforce submits work order requests to the USCG Facilities Engineering Department. The Facilities Engineering Department then formally enters work order requests with assigned priority rankings for contractor completion.
89Is the Contractor responsible for maintaining any equipment or systems not specifically listed in Technical Exhibits 2, 3 or 9? If so, will an updated inventory be provided prior to NTP?See question 84
90Can you clarify the Contractor’s responsibilities for fueling operations, spill response, and maintenance for the fuel pumps listed in TE-3HSee question 85
91Is there a threshold for when equipment replacement becomes Government-funded vs. Contractor-funded under FFP recurring services? It is our understanding the contractor is responsible for replacing any equipment that falls under $2000 (Level II) and making a recommendation for the replacement of any equipment over $2000 (Level III)See question 86
92Can you specify what Trash removal is required at the Unaccompanied Housing, Exchange, and Mess FacilitySOW Section 5.20. Trash cans along sidewalks at facilities.

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