Attachment 6_Frequently Asked Questions.pdf

Frequently Asked Questions

1. Ref: Memorandum for All Contractors, para 3. Reference states that no site visit or preproposal conference will be held.

Comment: RFP states that storage facility(s) are located within 10 miles of MacDill. A physical visit to observe opera ons would be helpful to determine staffing, material handling equipment requirements, and security / fire protec on availability for liability insurance requirements.

Answer: We will not be holding a site visit, however, we do want to make sure offerors have adequate informa on to submit proposals. Reference a achments 7 (Facility Drawing) and 8 (Warehouse Photos).

Basic Informa on: The address is 5201 N. Boundary Blvd, MacDill AFB 33621 (Building Number 1014).

The building is 4,930 SF. The pallet racks are approximately 55 feet long. The two center racks are each

8’W x 15’H. The two wall racks are 4’W x 15’ H. The space between the racks is approximately 6’W. Some rolling storage for smaller items is available as shown in the photos. There is NO fire suppression, but fire detectors and alarms are present. There is one 10’ x 16’ office with two desks and one restroom. See drawings and photos.

2. Ref: Memorandum for All Contractors, para 4, Applicable Wage Determina ons. Ques on: Are current employees represented by a Collec ve Bargaining Agreement?

Answer: Performance under this effort must comply FAR 52.222-41, Service Contract Labor Standards and provided DOL WD 2015-4571 (Rev. 22). Employees are not represented by a Collec ve Bargaining

Agreement.

3. Ref: Clauses Incorporated by Reference Ques on: What are the property, personal accident and automobile accident liability insurance requirements?

Answer:

1. Commercial General Liability/includes:

-Each Occurrence: $1,000,000

-Damages to Rented Premises: $500,000

-Med Exp: $5,000

-Personal & Adv Injury: $1,000,000

-Gerneral Aggregate: $2,000,000

-Product (COMP/OP AGG): $2,000,000

-Emp Ben: 1,000,000

2. Automobile Liability: $1,000,000

3. Umbrella Liability: $2,000,000

4. Is a contractor currently performing the services outlined in the Performance Work Statement?

Answer: B.E. Scaife Plumbing Company, Inc. (DBA Tamco Services) is the incumbent contractor.

5. If contracted, what is the current annual contract amount for these services?

Answer: B.E. Scaife Plumbing Company, Inc. was issued contract # FA481419CA015. Contract included a base with four op on years and totaled $3,987,781.16.

6. Does the government provide any Material Handling Equipment such as warehouse forkli , pallet jacks?

Answer: No

7. Ref: Performance Work Statement, para 1.2.2, Monthly Inventory. Ques on: Does the Government provide any so ware programs to maintain audit trail and inventory informa on, including Issue, Turn In, DRMO transac ons?

Answer: No

8. Ques on: Does the Government use a bar code system and reader to expedite inventory ac ons?

Answer: No. We do not use bar codes for furniture.

9. Ref para 1.2: Ques on: Are these transac ons recorded within the IssueTrak system?

Answer: No.

10. Ref: Performance Work Statement, Paragraph 1.7, Design Services. This paragraph states that the contractor will provide CAD services, using so ware which is compa ble with Auto CAD. a. APPENDIX A , ESTIMATED WORKLOAD DATA: Ques on: Is there any workload data for Design Services performed?

Answer: No data. The work can be done by one person.

11. Reference: Appendix A, Es mated Workload Data to calculate Ques on: Could you clarify the comment that 600 ECOs require approximately 23,000 man hours a year? How was that calculated?

Answer: This calcula on was extracted from legacy data and is an expected average of ECOs and man hours, including full me furniture management personnel and part me handyman or electrician assistance. (see ques ons 16, 17 and 18 below).

12. Reference: PWS para 1.6.3, et al: Ques on: Will the Government provide computers /printers for the contractor’s use in accessing the IssueTrak program informa on?

Answer: Yes

13. Reference Q&A responses about warehouse facility Ques on: Will the contractor have office space on the MacDill AFB?

Answer: Yes. One office in warehouse with room for supervisor and an assistant

14. Reference: PWS para 1.2.2, Furnishings Inventory Ques on: Is USSOCOM regulated by AFMAN 23-

110, Air Force Supply and Equipment (Furniture) procedures?

Answer: No. SOCOM has its own Property Book Office which does not report to the AF. Also, furniture is not tracked where installed. There is a furniture standard in place. However, the contractor will need to conduct a monthly inventory in the warehouse to keep track of levels of working stock.

15. Ques on: Does 48 CFR 52.245, Government Property in Hands of Contractor apply to this contract?

Answer: The government warehouse has an office and installed industrial storage racks. The contractor will need to provide an appropriate forkli (required to reach pallet racks in small aisles similar to Home

Depot) and any type of vehicles and material handling equipment for use in transporta on of furniture and boxes as required. A minimum of two box trucks with li gates, pallet jacks for the warehouse and hand trucks and carts for use in office spaces would be recommended to accomplish assigned tasks.

16. Item 1 states there are 50 Engineering Change Orders per month which total 23,000 man hours per year. Based on a 40-hour work week and 50 work weeks per year, that means 11.5 workers per day are u lized to complete the work. Which of the tasks men oned in Appendix A are covered by those hours?

Answer: 23,000 man hours includes all ac vi es of the contractor to include; moving furniture, moving boxes, installing furniture, removing furniture, rearranging furniture, unpacking new furniture, warehouse cleanup, electrical work associated with moving/installing furniture, patching/pain ng of walls damaged by or previously hidden by cubicles, planning mee ng a endance by supervisor and/or task leads, site surveys, furniture layout drawings, warehouse inventories, furniture cleaning and repair, and miscellaneous moving tasks

17. Approximately how many of the 30 electrical connec ons per month will be completed per trip?

Answer: The Haworth brand cubicle furniture we primarily use has an integral 110V electrical distribu on system. Final connec ons are hard wired into building circuits by a cer fied electrician. The scale of the furniture reconfigura ons changes with every ECO project. Many furniture mods require internal furniture connec ons only, which can be accomplished by cer fied furniture installers. There may be several tasks per month that will require the services of a cer fied electrician to e the furniture circuits into J-boxes in the overhead or wall circuits which may (usually) or may not (rare) already be there. A small electrical subcontractor u lized by SOCOM for non-furniture related tasks may be subcontracted (dependent on availability) by the furniture management contractor for electrical work.

18. Can you provide the specs for the carpet le installa on? What method of installa on is used?

Answer: SOCOM uses standardized 18” square carpet les in the vast majority of its offices and keeps a working stock available for any minor requirements. Most carpet can easily be pulled up by hand and new carpet can be glued directly in place in accordance with manufacturer’s instruc ons. The SOCOM handyman can be sub-contracted for this effort if necessary at the contractor’s expense (dependent on availability). Full scale carpet replacement or repairs not associated with furniture moves are NOT expected of the furniture management contractor.

19. Are there exis ng CAD files with the building floor plans which will be accessible for the design work?

Answer: Yes. However, field verifica on of measurements are highly recommended during the planning stage of any furniture reconfigura on project. The vast majority of the installed furniture at SOCOM is in open office areas where building walls or columns do not necessarily come into play. In those cases, scale drawings do not necessarily need to be based on building drawings.

20. The PWS states “The Contractor shall provide CAD services for all furnishings requirements to include but not limited to: reconfigura on space plans of exis ng office and work areas and new work space floor plans, providing scaled drawings via CAD so ware compa ble with AutoCAD.”

Answer: Correct. Scale drawings are required to verify viable furniture solu ons and to get SOCOM’s internal customers approval on record. Large scale furniture purchases suppor ng major reconfigura ons are drawn by furniture vendors. NOTE: Large scale purchases usually include installa on by the furniture vendor AFTER removal of exis ng furniture by the furniture management contractor, when necessary.

21. Are the number provided within the solicita on in Appendix A “not to exceed” numbers? Or is there a possibility there will be more work than the es mated quan es? If so, is there a percentage over the amounts which will not be surpassed?

Answer: The Es mated Workload Data provided in Appendix A represent es mated quan es based on historical informa on. This will be a fixed price contract and offerors should an cipate that some months and/or years may be under the iden fied es mates while others months and/or years the quan es may be exceeded. Based on the historical trends, offeror’s can expect approximately 2% growth per year.

No future equitable adjustments will be permi ed unless growth exceeds 20% of provided Es mated

Workload Data.

22. How is invoicing handled (weekly, monthly, per order, etc.)?

Answer: Monthly

23. Is this going to be a “Not to Exceed” contract?

Answer: We are seeking a Firm Fixed Price contract

24. Ques on: Will the Government provide, at no cost to the contractor:

a. U li es, including gas, electricity, and water? Answer: Yes

b. Garbage and trash collec on and disposal? Answer: Yes

c. Telephone service? Answer: Yes

d. Internet connec vity? Answer: Yes

e. IssuTrak so ware? Answer: Yes

f. Computers, printers for contractor use? Answer: Yes

25. How much pricing detail do you require, i.e. staffing by SCA Job Category, full details of ODC, and all burdened costs by category such as Medicare, FICA, FUIA, SUIA and General/Administra ve and Fee margins?

Answer: No. Offerors are required to be in compliance with SCA labor standards but are only required to submit a achment 3, pricing worksheet for evalua on.

26. Reference: PWS 1.3 Ques on: How o en will new ECOs be issued using the Government’s IssueTrak so ware database?

Answer: Issues are submi ed as required. Some mes weekly, some mes daily. While the contractor will have access to Issuetrack, the SOCOM EN dept. will no fy he contractor of priori es.

27. Reference: PWS 1.3 Ques on: Is the contractor required to officially verify the receipt and viewing of new ECOs when received?

Answer: No. Issuetack is a data-base not an email no fica on system. SOCOM EN dept. will no fy he contractor of priori es.

28. Reference: PWS 1.2.2 Ques on: Does the Government have an automated system in place to support the tracking and repor ng of inventory levels?

Answer: No

29. Reference: PWS 1.2.3 Ques on: Is there a set schedule that the contractor must comply with to recommend the purchase of addi onal inventory to the government?

Answer: Inventories are requested monthly. The methodology is up to the contractor. The reportable inventory should be measured in how many cubicles can be assembled, how many execu ve offices can be furnished and how many chairs of various types are in stock. We do NOT need to know in detail, how many hundreds of screws we have or how many individual 6’ tall panel connectors we have.

30. Reference: PWS 1.2.3 Ques on: Is there a set format that the contractor should use to recommend the purchase of addi onal inventory to the government?

Answer: No. A general email describing the requirement is sufficient.

31. Reference: PWS 1.3.2 Ques on: Will the contractor provide work progress reports and annuals reports using the Governments’s IssueTrak so wae database?

Answer: Each ECO in the Issuetrack database has a “Notes” sec on where progress can be recorded.

Most projects will be small enough that progress notes will not be required. ECO comple on data can be queried by the government through the database so ware.

32. Reference: PWS 1.3.2 Ques on: Are there any addi ons costs related to the contractor’s use of the

Government’s IssueTrak so ware database?

Answer: No.

33. Reference: PWS 1.3.2 Ques on: Is there any limita ons to the number of sites/loca ons can use the

Government’s IssueTrak so ware database?

Answer: Issuetrak is located on a government network. It may be accessed in the government supplied warehouse or in the EN office if necessary. The government is the primary manager of the tasks in

Issuetrak which includes non-furniture related tasks.

34. Reference: PWS 1.3.2 Ques on: Is there any addi onal security considera ons that a contractor must have in place to be able to access the Government’s IssueTrak so ware database?

Answer: The contractor lead and assistant will need to pass a background check in order to be given a

CAC card to access the unclassified government network.

35. Reference: PWS 1.4.2 Ques on: Is the Government currently maintaining an inventory of repair parts and supplies that will transferred to the incoming contractor?

Answer: Spare parts are maintained in the government warehouse that will be u lized by the contractor.

The contractor will have access to all the en re inventory.

36. Reference: PWS 1.6.1.1 Ques on: How much advance no ce will a contractor receive prior to a planned surge move?

Answer: Usually at least two months.

37. Reference: PWS 1.6.3 Ques on: What will be the accepted meframe of a contractor to accept

IssueTrak work orders submi ed by the USSOCOM personnel?

Answer: Work orders will be priori zed by the government and scheduled in coordina on with the contractor’s supervisor on a weekly basis. On an infrequent basis, schedule changes may occur due to emergent requirements from senior leadership, lack of associated AV/IT project progress, construc on contractor delays, etc.

38. Reference: PWS 1.4.1 Ques on: Will the warehouse employees be able to drive their personal POV’s on the base to get to work daily?

Answer: Yes

39. Reference: PWS 1.6.1 Ques on: If a fork li is needed to unload trucks, can one be brought in to be used?

Answer: Yes

40. Reference: PWS 1.6.3 Ques on: What is the turn around me on comple ng work orders?

Answer: As scheduled in coordina on between the contractors supervisor and the government’s furniture project manager.

41. Reference: PWS 1.2.1 Ques on: Will a complete turnover be done by the incumbent before the contract end? If there are any short falls how will it be handled?

Answer: No turn over due a gap in contracts. Process/procedure training and orienta on will be provided by the government. Contractor will be expected to provide experience trained personnel capable of assembling Hayworth and Kimball brand systems furniture. Fork li driver training is the responsibility of the contractor.

42. Reference: Pricing sheet (A achment 3)

Ques on:

a. Is the contractor required to have a crew on site daily? Answer: Yes

b. What are the labor categories and hours used each year by the current contract? Answer: Reference

Atch 5, provision 52.222-42

c. Historically how many ECO’s are processed each month? Answer: Reference Atch 1, PWS Appendix A

d. What details should the contractor use to provide a monthly fee? Answer: Reference Atch 1, PWS

Appendix A

43. Ques on: Will the Air Force allow the contractor to apply an energy surcharge for fuel?

Answer: We are seeking a fully burdened monthly price.

44. Ques on: Can the government provide a list of equipment that is currently required and is supplied by the incumbent contractor?

Answer: Due to a gap in the contracts, the previous incumbent is not available to provide exact numbers.

The previous incumbent u lized two box trucks with li gates, a company pickup truck, a fork li and a dozen or more miscellaneous hand trucks, carts to move boxes and furniture components.

45. Ques on: Can the government provide the current incumbent contractor employee count by tle?

Answer: One on site full me supervisor, one full me assistant, two addi onal full me team leaders and between five and seven full me furniture movers/assemblers.

46. Ques on: Based upon the first right of refusal as men oned in FAR clause... can the government provide the length of service per employee under the incumbent.

Answer: The previous supervisor was here for the en re length of two B&M contracts and the Elite contract before that… at least 15 years. Two team leaders were here for close to 10 years each. The assistant was here for three years. Various workers were here from one to ten years each.

47. Ques on: Historically how did the employees travel from loca on to loca on once they arrive on base?

Answer: Workers usually traveled in teams in company vehicles. However, at their discre on they occasionally drove POV’s to project sites for their own convenience. The warehouse is approximately two miles from the HQ’s compound where 95% of the furniture installa on and removal will occur.

Employees would meet at the warehouse each morning for their assignments.