NCAUR_041015_Requests_for_Clarifications_and_Questions.pdf

AG-32SC-S-14-0010 NCAUR O&M Q&A

Amendment 004 04/09/2015

NCAUR Requests for Clarifications and Questions

1) The RFP states the visit will be on Wednesday March 19, 2015. However the date of

March 19, 2015 is a Thursday. Is the site visit Wednesday March 18, 2015 or Thursday

March 19, 2015?

a. Section L.8 of the solicitation has been corrected to read Thursday March 19,

2) Q—Do you expect to release a new Statement of Work or should we use

NCAUR_Statement_of_Work_3-7-14?

a. This question was addressed in Amendment 001. The documents provided for the

Draft RFP last year are not applicable.

3) Q—Are the “second draft” documents, released June 17, 2014, the supporting and final documents to accompany your latest release?

a. This question was addressed in Amendment 001. The documents provided for the

Draft RFP last year are not applicable.

4) Q—Do you anticipate a Q/A period beyond the site visit?

a. A question cutoff date has not been established yet. This will be addressed in a later amendment.

5) Q—Is a Statement of Work or Performance Work Statement applicable to this solicitation? Please clarify. Reference: In Section C, Paragraphs C 1 and C2, reference is made to a Statement of Work

In the ITO, Paragraph L-5/b)/b states “The volume of the proposal shall consist of the parts in the format outlined below which are limited to directly responding to the information sought by the Government’s Performance Work Statement (PWS). The

Contractor’s proposal shall address the information in the PWS in the order outlined in this clause.”

Also Paragraph G-2 refers to a “Performance Work Statement”

Paragraph H-6 refers to a “Performance Work Statement”

a. This question was addressed in Amendment 001. For purposes of preparing your proposal please consider references to Performance Work Statement (PWS) and

Statement of Work (SOW) as comparable and referring to the same document.

6) Q—Does Section 1.1 Compliance apply for any abatement action or only if the contractor is at fault and causes an accidental release of a hazardous substance?

Reference:

Section 1.1 Compliance states that “The Contractor is solely liable for fines, penalties, and financial obligations associated with enforcement, removal, corrective, and abatement actions” - NCAUR retains the right to initiate abatement and remediation actions for which the Contractor must reimburse all associated expenses.

a. Section 1.1. reads, “The Contractor is solely liable for fines, penalties, and financial obligations associated with enforcement, removal, corrective, and abatement actions when the Contractor is found non-compliant with any Federal laws, State laws, Local statutes, regulations, applicable codes, and standards, Amendment 004 04/09/2015 regardless of intent.” The Government believes the underlined portion provides the limitations to the liability referenced in that section.

7) Q—Would the Government please indicate the amount of abatement that has been performed in the last four years?

a. During the last five years, the Government estimates that approximately the following number of actions have been undertaken:

i. 6 Corrective Measures per year

ii. 2 Additional work orders per year

8) Question: Section i. states that 1 Original and 1 copy of the completed, signed offer

(Sections A through K of the solicitation package) o Is this to be a stand-alone volume?

Answer: Yes, the signed offer should be in a separate volume.

o If so, does it have any page limitations or special requirements?

Answer: There are no special requirements. It should contain as many pages as are in Sections A through K of the solicitation.

o When mentioning required Sections A through K, the only contractor input sections are A (Form 336), SF 30 for Modifications, Section B for pricing and

Section K for Reps and Certs. Does the government wish for the contractor to include section C, D, E, F, G, H, I, and J, in the volume though no real input from the contractor is required?

Answer: Yes, the offer should contain all sections referenced in Section L.5

AGAR 452.215-71.

9) Please clarify where and to whom the proposal sections should be delivered.

Answer:

ATTN Mark Volk

1815 N. University Street

Peoria, IL 61604

10) Section L.5 b) TECHNICAL PROPOSAL INSTRUCTIONS states “the text of the proposal should be typed, double-spaced, using font size 12 and printed in unreduced size on 81/2 inch x 11 inch paper”.

a. Please clarify if this includes the Business Proposal should also be double spaced?

Answer: Yes.

b. Is there a page limit on the Business Proposal section?

Answer: There is no page limit.

c. Please clarify if the Quality Control Plan can be double spaced?

Answer: The Quality Control Plan can be double spaced.

d. Can the entire Proposal be printed on two sides of each page?

Answer: YES, See also FAR 4.204-4

Amendment 004 04/09/2015

11) NCAUR SOW, Paragraph 3.9, Fleet Management; can Government provide name and location of current certified vehicle mechanic?

Answer: The Government does not maintain a list of current subcontractors.

12) Can the Government provide a list of current subcontractors for specialize service support

(i.e., BAS, Haloguard™ Detection and Monitoring, etc.)

Answer: See response to Question #13

13) Many states require individual state licensing in order to provide security guard services.

Is there a requirement for the individuals to be licensed in the state of IL to provide unarmed security guard services?

Answer: It has been determined that the requirement for licensing of the Guards is not applicable at our site.

14) Reference Attachment 1 Work Order Types and Attachment 3 Work Order Statistics.

Work order statistics includes a substantial number of work orders categorized as “SI” that include such activities as duplicating and binding services, posters, power point slides, and many other activities. While the PWS does address “signs” which is a SI work category, it is silent with respect to all other SI type work, e.g., copier, duplicating, illustration, photography, etc., etc. Please address the contractor’s PWS responsibilities with regard to these SI work order types.

Answer: The work the Contractor is responsible for is as detailed in the PWS, references to “SI” in MP likely was work performed prior to the existing Contract or improperly coded.

15) Reference PWS 7.13. “The majority of housekeeping services must be performed during non-business hours….” “Housekeeping required during normal business hours includes, but is not limited to, autoclave waste pick-up, spot clean, trash removal, non-hazardous spill clean-up, trash removal during conferences and events, and care of floors, floor coverings, stairs, and stair treatments during inclement weather.”

The tasks described for normal business hours appear to constitute the bulk of the custodial services performed for the facility; especially as it relates to daily trash pick up, floor work and other services. Please clarify the custodial work that must be performed after duty hours and during duty hours.

Answer: The Government believes that the PWS adequately described the work required and time period for performance.

16) Reference Attachment 005, Supplies and Services Furnished by the Government. The attachment indicates the government furnishes dry cleaning. Does this service include contractor uniform cleaning? Please clarify what dry cleaning services for the contractor are provided.

Answer: No, this service does not include contractor uniform cleaning.

Amendment 004 04/09/2015

17) Reference PWS 2.3. Paragraph 2.3 states that corrective maintenance becomes an

“additional tasks” (AT) when either one of the labor hour or material thresholds are met.

In PWS 2.2, it states that the majority of AT work is elective construction. In the case of elective construction work orders, is the contractor still responsible for the first 32 labor hours and $3,000 in part or material cost as a part of the FFP? Please clarify.

Answer: Elective Construction does not start as a Corrective maintenance Item therefore the thresholds do not apply.

18) Reference PWS 3.15. Where is the central monitoring station for the closed circuit TV, fire alarm systems, etc. located?

Answer: The central monitoring station is located in the Guard Shack.

19) Reference PWS 3.15. How much time during each of the last three years has the facility been closed for weather or other unforeseen conditions? What is the average duration for these closures? Please clarify.

Answer: The Government estimated 1-3 days per year.

20) Reference Section B. The Conference Agenda references the IQC hours stating they are the estimated quantities and the contract maximum. The only document that we can find that specifies DBA and SCA labor hours to be priced is identified as a draft of Schedule

B dated June 2014. Inasmuch as the contract periods of performance have drastically changed since the original release, 1) are the labor categories and quantities listed in the draft still valid? 2) Is there a recent version of this portion of Section B that shows the categories and hours for each contract period? If so please point us to it.

Answer: The Schedule B referenced was inadvertently left out. Please see Revised

Schedule B uploaded with this Amendment.

21) Reference PWS 2.0. Is the service call desk located in the contractor’s offices behind the

Receptionist? Please clarify.

Answer: Yes.

22) Reference PWS 2.0. Are service calls communicated to the contractor via voice or electronic means? Do authorized NCAUR requesters have access to MP2 and are work requests communicated using MP2? Please clarify.

Answer: Service calls are communicated both by voice and electronic means (e.g.

email). However, MP2 weblink is no longer utilized.

23) Reference Attachment 8a. Under instruction codes 126 and 127 it indicates that interior and exterior surfaces of common areas (e.g., conference rooms, bath rooms, lounges, lawn furniture, library, signs, outside lamps, cafeteria, hallways, stairwells, auditorium, maintenance garage and pavement surface markings) must be painted once every 5 years.

Instruction code 127 refers to a “5 Year Paint Plan.” Does a 5-year paint plan exist? Can a painting schedule be provided so contractors can review the workload from year to

Amendment 004 04/09/2015 year? Please clarify.

Answer: No “5 Year Paint Plan” or previous painting schedules exists. See Also

Revised PWS.

24) Reference PWS 2.4 and Attachment 006. Paragraph 2.4 states that the contractor “must furnish all equipment necessary for the performance of the work…” However, Attachment 006 is a list or tools and equipment that presumably will be provided to the contractor for use in contract performance. Please clarify this apparent conflict.

Answer: The Contractor shall provide everything needed to perform the work.

However, The Government is offering Government furnished equipment. If a proposer elects to use GFE, then it must be accounted for in accordance with clause, 52.245-1.

25) Is the Times New Roman, 12 font, double space requirement applicable to tables and graphics?

Answer: No.

26) Reference Paragraph L.5 b) d. Will 11x17 foldouts be acceptable in lieu of 11x14?

Please clarify.

Answer: Yes.

27) Reference PWS 1.7. Have asbestos surveys been completed for all facility spaces covered by this contract?

Answer: A 1989 survey was completed, however it will not be provided since the

Government consider its information to be obsolete.

28) Reference PWS 2.1.2 and Attachment 005. PWS 2.1.2 refers to MP2 as the CMMS.

Attachment 005 refers in the “Supplier” column to “Facility Dude Maintenance

Agreement” with regard to the maintenance management system. Please clarify this apparent conflict.

Answer: The current system is MP2

29) Reference PWS 2.2 7th paragraph. “The Contractor is to price this work using the

Schedule B wage pricing.” The most recent Schedule B we can find is dated February

26, 2015 and it does not identify any labor categories that must be individually priced.

Please clarify this requirement.

Answer: The Schedule B referenced was inadvertently left out. Please see Revised

Schedule B uploaded with this Amendment.

30) Reference PWS 6.12, 3rd paragraph. “The contractor must operate the primary chiller plant continuously….” Does “continuously” mean a staffed operator 24/7? Please clarify.

Amendment 004 04/09/2015

31) Section L.5.a) d. states “Offerors shall submit their proposal(s) in the following format and the quantities specified:

1 Original and 1 copy of the completed, signed offer (Sections A through K of the solicitation package).” While the Price proposal requirements state “The Price

Proposal shall specifically identify prices associated with Routine Work. The Offeror must also submit fully burdened hourly rates for the labor categories cited in Section

B.2.” - Question: Should Section B be provided in both the signed offer volume and the price proposal volume or just in the price proposal volume? Please clarify.

Answer: Please include the section B pricing attachment only in the Price

Proposal.

32) PWS Section 1.3.1 Contractor Employee Clearance – “ARS staff at NCAUR can fingerprint prospective appointees.” Question: Will the ARS staff always fingerprint prospective appointees or will there be occasions that the contractor will have to incur the cost of the fingerprint? Please clarify.

Answer: Currently, NCAUR has the ability to process fingerprints. This may or may not be the case in the future.

33) PWS Section 1.3.2 Certificates and Licenses – “Certificates and licenses must be submitted to the Administrative Contracting Officer (ACO) prior to commencement of services.” Question: What employees are required to be licensed? Please specify.

Answer: The Government relies on the Contractor to comply with all applicable law, regulation, etc. and to furnish copies of necessary licenses and certificates.

34) PWS Section 2.3 Labor and Replacement Parts and Materials Threshold per Work Order

– “There have been approximately 4-8 corrective work orders which exceeded this PWS threshold during the previous five years.” Question: Is it 4-8 corrective work orders per year during the five year term or 4-8 during the entire five year term? Please clarify.

Answer: The information is per year.

35) PWS Section 3.4 Chemical Stockroom – “Monthly Chemical Stockroom Movement

Report” Question: Who runs the report, Government or Contractor? Please clarify.

Answer: The Government runs the report and distributes to the Contractor.

36) PWS Section 3.11 Laundry – “The Contractor must assist the Government service provider transfer and receive lab garments and linens for laundering.” Question: What is the specific assistance to be provided by the Contractor? Please specify.

Answer: The Government service Provider comes in weekly to pick up dirty laundry and drop off clean items. The Contractor logs in clean items and notifies the recipient. The Contractor also maintains the transfer area in a tidy manner.

37) PWS Section 3.16 Shipping – “The Contractor must manage shipping duties of goods

(materials, instruments, equipment, battery and printer cartridge recycling, hazardous and non-hazardous items) continuously during normal business hours.” Clarification: PWS

Amendment 004 04/09/2015

Section 1.0 identifies the normal business hours as from 8:00 a.m. to 4:30 p.m., Monday through Friday. Excluding Federal holidays. PWS Section 3.4 Chemical Stockroom states that the Contractor must manage the Chemical Stockroom duties from 7:30 a.m. – 4:00 p.m. with half hour lunch at noon. Please clarify.

Answer: The Contractor will manage the Storeroom from 0730 to 1600.

38) PWS Section 4.1 Air Quality Emissions – “The Contractor must test boiler emissions and make any adjustments necessary to maximize boiler efficiency based on emissions test results.” Question: What is the test frequency? Please specify.

Answer: The test frequency is annual.

39) PWS Section 6.13 Labeling Piping and Disconnects and Emergency Sources – “All piping and conduit must be clearly and uniformly labeled” Question: Will the

Government perform a one-time Additional Work Task to ensure uniform labeling of pipes and conduits?

40) PWS Section 6.18 Scientific Exhausts – “The Contractor must maintain, repair, and modify all scientific exhaust systems..” Question: Who will pay for the replacement bio-hood filters in the laboratory, Government or Contractor?

Answer: The replacement of filters in the hoods is viewed as a maintenance issue and should be included in the pricing of the proposal.

41) Reference 3.13. What software is being used to manage supply assets and non-expendable property from the acquisition through the issue cycle? Please clarify.

Answer: MP2

42) Reference 2.8.0, 2.8.1 and 2.8.2. Are discretionary hours IDQ (AT) hours or part of the

FFP? Please clarify.

Answer: Discretionary hours are a part of the firm fixed price (FFP) portion.

43) The SOW states: “The Contractor must staff the boiler plant on a continuous basis when high pressure steam is required and when fueled by #2 fuel oil.” … “High pressure steam is required approximately 6 occasions per year, generally during normal occupancy hours, to support of scientific research or vacuum pump maintenance activities.”

Is the intent of the Government to have a boiler technician position assigned continuously on a 24/7 basis with the technicians physically in the boiler plant while high pressure steam is being generated, or is it the intent to have the staffing normally assigned as a single FTE during normal working hours, augmenting/increasing the staffing during those periods while high pressure steam is being generated? Could the Government please clarify the requirement, and if the intent is to augment/increase the staffing, could the Government please provide target workload data to allow competitors to bid to the anticipated needs of the customer and level the competition.

Amendment 004 04/09/2015

Answer: It is not the intent of the Government to have redundant Technicians on station at once.

44) Requests for Proposals often specify a duration for how long a proposal will remain valid, often 120 days. For what duration would the Government wish our proposals to be valid?

Answer: Offers remain firm for 60 calendar days when no other duration is specified. See Section# 12 on SF 33.