NIHFACMaintServices75N98024R00015_ResponsesToQuestions.v5.pdf

NIH Facilities Maintenance Services 75N98024R00015

Responses to Questions

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Revised May 16, 2024

1. Question - I also noticed that there is a pre-proposal conference scheduled for 18 April 2024.

However, I did not notice any other details regarding the conference. If you could provide any additional information, including time of conference, sign-up procedure, etc. I would greatly appreciate it.

Answer - The program office sponsoring this requirement has only provided the date and time of the event April 24, 2024, 11:00 am, Bldg.13. The room location will be announced very soon before the 24th.

2. Question - Can you please confirm the date of the pre-proposal conference, The PDF Solicitation states April 18th and the Word Document, NIGFacMainteSF1449 states April 24th.

Answer – The correct date for the preproposal conference is the April 24th, 2024. The conference shall be April 24th, 2024, 11:00 am at the National Institutes of Health, Building 13 Rm (TBD).

3. Question - We are bidding on Solicitation # 75N98024R00015. In one document the pre-bid conference is April 18th, and another document is stated April 24, 2024. Can you please tell me the correct date and time for the pre-bid conference?

1. PRE-PROPOSAL CONFERENCE A pre-proposal conference will be held with prospective offerors at National Institutes of Health, Bldg. 13 1E81 on April 18, 2024 .

2. PRE-PROPOSAL CONFERENCE- A pre-proposal conference will be held with prospective offerors on April 24th, 2024 11:00 am at the National Institutes of Health, Building 13 Rm (TBD). The pre-proposal conference will be held for providing information concerning the Government’s requirement which may be helpful in the preparation of proposals and for answering any questions which you have regarding this solicitation.

Answer – The correct date is April 24, 2024.

Question - We are reviewing the RFP, “75N98024R00015 - NIH Facilities Maintenance Services” and have the following questions:

1. Pre-proposal conference: The date for the conference on the document named, “Sol_75N98024R00015” is April 18th, 2024 without any specific time and the conference date on the document named, “NIHFacMaintSF1449FINALv” is April 24t, 2024 at 11 AM. Please confirm which date is accurate?

2. Question Submission Date: The date on the document named, “NIHFacMaintSF1449FINALv” is 05/15/2023. Could you please confirm if the year 2023 is a typo and the date remains 05/15/2024 for the questions submission?

Answer: question 1- see answer 1 above. Question 2. May 15, 2024

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4. Question: there are Sections L and M in the main solicitation (pdf) document. There is also Sections L and M in the word NIHFacMaintSF1449FINALv word document. The two aren’t consistent. Can you indicate which should prevail, or deconflict as appropriate?

Answer: A new contract writing system has been established for mandatory usage which generates the main solicitation. There will be some duplications and some discrepancies between main solicitation (pdf) and the SF1449. You are advised to let the SF1449 be the prevailing document concerning sections L&M.

5. Question: Date, time, place of the pre-proposal conference

Answer: The site visit will be held on April 24, 2024, 11:00

Location: 9000 Rockville Pike, Bethesda, MD 20892 Building 13 Room G903 Room Available 10:30am-12:30pm

Note. There are parking meters at the front of Building 13 which may or may not be available.

There is parking at Building 45 and it is a 10 minute walk to Building 13. We will meet at the front of Building 13 which is located by the green block for visitor parking next to Building 53.

6. Question - You mentioned that there are documents that you have emailed to the vendors. Could you please provide the list name of the attachments. We just want to make sure we receive everything..

Answer-attachments- NIH Facilities Maintenance Schedule of Deliverables, NIH Facilities Maintenance SOW, NIH Facilities Maintenance Leased Additional Services 2023 (Excel format),NIH Facilities Maintenance 2023 Custodial Stats Cleanable Space(Excel format),NIH Facilities Maintenance Off site Facilities Inventory Address Location Description(Excel format), NIH Facilities Maintenance Janitorial Inventory(Excel format) NIH Facilities Maintenance SF1449Final, Solicitation (pdf)

7. Question- Please share with us the current contractor’s name that currently serve the NIH.

What is the current contract price?

Answer- Akima Facilities Operations, LLC (fka: Sunik, LLC)

8. Question- Can we please have a copy of the CBA?

Answer- No. The current CBA has expired. The new one is in the process of completion. However Schedule A of the current CBA has been posted in SAM.gov.

9. Are all employees under this contract are unionized?

Answer - Yes

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10. Question - Please provide instruction on bid submission. Do we mail the hard copy and what would be number of copy? Online submission?

Answer – Proposals shall be submitted by email attention John Best bestj@od.nih.gov.

11. Question - Will NIH provide parking for the employees? If there’s parking fee, what would be the monthly price?

Answer- NIH provide contractor parking at no expense to service providers with a badge that are on site daily.

12. Question - During the conference, it was told that we should base on the information provided in the SF1449, we just want to confirm that the maximum page requirement for the technical is 75 pages.

Also, will this 75 pages requirement include or exclude table of contents, forms, resumes, or any supporting exhibits?

Answer - The page limit of 75 shall include forms, resumes, or any supporting exhibits, the table of contents will not be counted.

13. Question - Please provide the current contractor’s name.

Answer – See answer to question 7 above.

14. Question- Please provide the current monthly price for each of the 5 Room Group and other monthly unit price.

Answer – Not available.

15. Question- Please provide the total yearly contract price of the based period year and the latest Renewal Option Year.

Answer – Not available

16. Question - Please provide a copy of the latest invoice.

Answer – Not available.

17. Question - This contract is under CBA, please kindly provide copy of the CBA.

Answer – Yes, it is under a CBA. No, you may not receive a copy. (see answer to question # 8)

18. Question - This contract is under CBA, please kindly provide the name of the union.

Answer - Public Service Employees Local Union 572 LIUNA

19. Question - In order for us to bid this contract accurately and competitively, please provide the list of the unionized employee names, their seniority date, and their work schedule.

Answer – This information is not releasable. Please submit your proposal based on the information provided on SAM.gov.

mailto:bestj@od.nih.gov

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20. Question - Do we submit the proposal in hard copy? If yes, 1 original and how many copies of each

Technical and Business proposal should we submit?

Answer – Submit your proposal via email to John Best Email: bestj@od.nih.gov.

21. Question - If this is hard copy submission, please specify which address should we deliver the proposal and/or FedEx/UPS the proposal?

Answer- See answer above. (#20).

22. Question about page limitation of the Technical proposal: Page 124 of solicitation states “not exceed

30 single sided pages….Appendix shall not exceed 50 single sided pages”. However, SF1449, page 51 states “The Technical should not exceed 75 pages”. Please clarify which one is the correct requirement.

Answer- See answer to question #12

23. Question - SF 1449 #10 Past Performance Information page 54 ,can you please lower the relevant experience of $5,000,000 annually to $1,000,000 - $ 3,000,000 ?

Answer - No

24. Question Provide a CBA if available?

Answer – No. Not available.

25. Question Incumbent and contract amount?

Answer – See answer to question #7

26. Question- Please provide copy of a list of all attendees.

Answer- Not available

27. Question - Will be another site visit scheduled for this solicitation?

Answer - No

28. Question - Are offerors able to submit proposal packages via email?

Answer – See answer to question #20.

29. Question - On page 123 of Sol_75N98024R00015.pdf, in 2. Authorized Official and Submission of Proposal. It mentions an attachment entitled PACKAGING AND DELIVERY OF PROPOSAL, Part III. This attachment is not shown in SAM, can the government provide a copy of this document?

Answer – Please disregard instructions.

30. Question - In attachment NIHFacMainSF1449FINALv, on page 50 in section 11. Collective Bargaining Agreement (CBA). It mentions there is a CBA Contract between the incumbent contractor and the employees. Can the government provide a copy of the Collective Bargaining Agreement contract?

Answer – Please see answer to question #24.

mailto:bestj@od.nih.gov

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31. Question - Does Form on Page 9 of pdf version of the solicitation need to be completed and added to proposal?

Answer – No. This will completed by the Government at time of award.

32. Question - Submission dates issue – Final doc says 4:30 pm if no time is specified. SF 1449 has no time specified. Sam.gov says 5/30/24 at 5:00 pm EDT. Please confirm submission date and time.

Answer – Please use 5/30/24 at 5:00 pm EDT as the official date and time of submission.

33. Question - Can the government please provide the SCA and CBA Wage Determinations covered in Clauses in the solicitation and NIHFACMaintSF1449FINALv.doc referred to on page 49 paragraph 11 entitled Collective Bargaining Agreement (CBA)?

Answer – Yes. It will be attached as DOL Wage Determination & CBA Schedule A

34. The instructions and evaluation criteria in sol_75N98024R00015.pdf and NIHFacMaintSF1449FINALv.doc are different. Please confirm which document we are to use for instructions and evaluation criteria.

Answer: Please use instructions and evaluation criteria from NIHFacMaintSF1449FINALv.doc.

35. Question - Based upon the information in this section are we required to provide all the contracts we have for the past 5 years that are currently being performed that are similar in scale and complexity?

Answer – Please follow instructions from SF1449 “Past Performance Information

a) Offerors shall submit the following information as part of their BUSINESS proposal.

A list of the last three (3) contracts completed during the past Five (5)years and ALL CONTRACTS currently being performed that are similar in scale and complexity of the solicitation work scope.

36. Question - SF 1449 Solicitation page 128 of 148 Technical Discussions/Instructions are different from that of those in the NIHFacMaintSF1449FINALv.doc page 53 of 64 Section L.12 Technical Proposal Instructions.

Answer- Follow instructions in NIHFacMaintSF1449FINALv.doc page 53 of 64 Section L.12 Technical Proposal Instructions.

37. Question - Proposer’s Annual Financial Report - A copy of the organization’s most recent annual report must be submitted as part of the business proposal. If the offer is being submitted by a JV/Teaming Partnership, will financial reports be required from all partners?

Answer – No. The prime/larger company will need to submit the annual report.

38. Question - Sol_75N98024R00015 SF1447 Section 9 appears to be providing guidance that is incomplete. Will the Government update the section in it's entirety?

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Answer- This document is referred to as SF 1449 not SF 1447. Section to be completed by Government at time of award.

39. Question - Sol_75N98024R00015"SF1447 Page 8 Page 22/23 Page 122" "Section 18 states the PoP is just one year. Section B.3 Prices/Costs shows a PoP of one year, but references Options -Section F, Article F.1 Period of Performance and Article F.2 Clauses Incorporated by Reference shows the one year plus four options years. Section L.e type of contract and number of awards references a 12 month base and 4 12 month options. Please confirm that this contract has a PoP of 5 years, of which 4 are optional. Will the Government please confirm what elements of pricing is applicable to the total evaluated price?"

Answer- As stated in the solicitation pg. 22- SECTION F - Deliveries or Performance -ARTICLE F.1.

PERIOD OF PERFORMANCE- a. The period of performance of this contract shall be from July 1, 2024, through June 30, 2025 and SF1449 ARTICLE 3 Period of Performance- one twelve month base with four successive 12-month options to extend contract performance.

40. Question - Sol_75N98024R00015-Page 100/101 5 Service Contract Labor Standards -The Government's answers to questions May 3, 2024 released an expired WD. Please provide a current

SCLS WD.

Answer- Yes a DOL WD was a attached and expired for references purposes only. As you are aware a new WD is not released until a new CBA is established.

41. Question_ Sol_75N98024R00015-Page 123-145 b. Instruction to Offerors - the numbering in this section appears to have missing items in that the paragraph formats, letters and numbers do not flow correctly. Please review and revise the numbering as appropriate.

Answer- The Government does not see the same issue. No revisions. Vendors will be able to submit firm offers based in the SOW, SF1449 and solicitation.

42. Question Sol_75N98024R00015 Page 124/"III, Business Proposal states ""It is recommended that the business proposal consist of a cover page, a table of contents, and the information requested in the Business Proposal Instructions and as specified in SECTION J, List of Attachments."" Please provide the Business Proposal Instructions, it was not provided or listed in Section J, List of Attachments."

Answer – Please re -read SF1449 on pg. 58 - BUSINESS PROPOSAL INSTRUCTIONS

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43. Question- Sol_75N98024R00015-Page 146-Section M Evaluation Factors for Award - the structure of this section is incomplete. It begins with b Evaluation of Options (missing a), then moves to 16 Technical Evaluation Factors (where are 1-15), then skips to 19 Past Performance Factor (where are 16, 17 & 18)

Answer - Please re -read SF1449 Pg. 63-64 TECHNICAL EVALUATION CRITERIA

44. Question - NIHFacMaintSF1449FINALv Page 61 "(8) Proposer's Annual Financial Report - This document states that Offerors should include their most recent annual report as part of the Business proposal, but in Sol_75N98024R00015 this requirement is not mentioned. Please review and advise on which set of Instructions to Offerors we are to follow; the instructions in Sol_75N98024R00015 or the instructions here in NIHFacMaintSF1449FINALv"

Answer – Please follow instructions prescribed in SF1449.

45. Question - Does this facility use a porter?

Answer - No.

46. Question - What is the square footage for the different types of floors?

Answer - The flooring type varies from building to building and possibly floor to floor as was evident on the site visit. The type of space being serviced is the category and is fixed. However, flooring type can change abruptly.

47. Question - Is there a bond required?

Answer - Yes, bond information is included in the solicitation documentation.

48. Question - Are there any pressure washing in this contract?

Answer - Please review the performance work statement for the answer.

49. Question - Please review and advise on which set of Instructions to Offerors we are to follow; the instructions in Sol_75N98024R00015 or the instructions here in NIHFacMaintSF1449FINALv ?

Answer- The NIHFacMaintSF1449FINALv is incorporated in the solicitation. Offerors should follow all applicable clauses in the solicitation and SF1449. In circumstances where duplicative or incomplete information in solicitation appear refer to SF1449 and SOW.

50. Question - NIHFacMaintSF1449FINALv Pages 7, 10, 12 "(4) Fixed Unit Price…in the Base Period this stated ""to be determined by the Government at time of award"" but Option Periods do not have this statement. Should this statement NOT be part of the Base Period?

Answer - The statement pertains to Option Periods also.

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51. Question - NIHFacMaintSF1449FINALv Page 23 *Addendums to Performance Work Statement. This items were not provided in the Scope of Work or as part of the solicitation documents. Please provide.

Answer - Page 23*Addendums to Performance Work Statement – this is an error and doesn’t exist.

52. Questions- General N/A Please confirm that both FAR clauses 52.222-55, Minimum Wages for Contractor Workers Under Executive Order 14026 and 52.222-62, Paid Sick Leave Under Executive Order 13706 are applicable to this effort.

Answer – Yes, both clauses are applicable.

53. 17 Sol_75N98024R00015 Pages 119, 120 This solicitation includes FAR 52.234-2 and 52.234-3 regarding Earned Value Management System. These clauses are associated with major system acquisitions and include certification and audits. These clauses do not appear to apply to this type of work. Will these clauses be in the award document?

Answer – No, they were incorporated by the contract preparation system in error. They are not applicable.

54. Question- Sol_75N98024R00015 Pages 117, 118 This solicitation is described as Fixed Price with an Economic Price Adjustment (EPA). The SF1449 document doesn't have these clauses, but the pdf solicitation does. Should these be considered applicable?

Answer – Pg.49 of the SF1449 as stated – “TYPE OF CONTRACT AND NUMBER OF AWARD(S) It is anticipated that the award from this solicitation will be a multiple-year Fixed-price contracts with economic price adjustment type contract IAW FAR 16.203 with a BASE PERIOD OF PERFORMANCE OF 12 MONTHS with four successive 12-month option periods”.

55. Question - The solicitation file titled “NIHFacMainScheduleofDeliverables” references the Performance of Work Statement (PWS) by paragraph in all the deliverable paragraphs. These references do not coincide with the published SOW provided with the solicitation. Is the government going to provide a separate Performance of Work Statement (PWS) supporting this solicitation?

Answer – No. the SOW takes the place of the PWS as no PWS exists.

56. Question - Are offerors able to submit proposal packages via email?

Answer – Yes. All proposals shall be submitted by May 30, 5:00pm EST to Mr. John Best Email: Bestj@od.nih.gov.

Question On page 123 of Sol_75N98024R00015.pdf, in 2. Authorized Official and Submission of Proposal.

It mentions an attachment entitled PACKAGING AND DELIVERY OF PROPOSAL, Part III. This attachment is not shown in SAM, can the government provide a copy of this document?

Answer – This is a error generated from the software. There are no attachments entitled PACKAGING AND

DELIVERY OF PROPOSAL

mailto:Bestj@od.nih.gov

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57. Question - In the Technical Discussion Instructions, paragraph 12.(1)(c) references Attachment 6. I don’t see anything labeled Attachment 6. Is this referring to the file labeled NIHFacMaint2023CustodialStatsCleanabeSpace_-_Copy.xls?

Answer – Yes.

58. Question- The instructions require resumes for key personnel. Does that include corporate level key personnel?

Answer- resumes for key personnel involved with the contract performance. The Key personnel has been identified as Project Manager. After this position It is up to the offeror to include resumes, they deemed appropriate.

59. Question – The file labeled SF1449 doesn’t appear to include an SF1449. Will the Government be providing that, or are we to use the SF1447 included in the Sol_75N98024R00015.pdf?

Answer – The file labeled “SF1449” is the SF1449 (its title is on pg1. Of the attachment)

60. Question - In paragraph 7 of the General Instructions to offers, it states that we are encouraged to use the metric system. Is this a requirement?

Answer- Familiar with but not mandatory