Attachment 17 Addendum One.pdf

SIR/RFO DTFAAC-17-R-00001

Addendum One

May 5, 2017

Attachment 17

Addendum One forms a part of the Contract Documents and modifies the original bid documents. Items in this Addendum take precedence over the original documents. Addendum One consists of the following:

1. Ref: Page 12, Solicitation Section H, Clause 3.8.2-17 Key Personnel and Facilities (May 1997), identified those positions that are considered “Key Personnel”.

Ref: Page 65, Solicitation Paragraph L.6 Technical Proposals, states "The management plan demonstrates full understanding of the requirements of the PWS and provides minimum requirement qualifications of Key Personnel.”

QUESTION: Based on the above references, does the Government require the submission of names and resumes for “Key Personnel” in the Technical Proposal to demonstrate full understanding of the requirements of the PWS and meet the minimum requirement qualifications of Key Personnel?

ANSWER: No. Names and résumés are not required to be submitted with the technical proposal.

QUESTION: Does the Government require completion of Section H, Clause 3.8.2-17 Key Personnel and Facilities (May 1997) by providing the names for proposed individuals for each “Key Personnel” position listed in the referenced clause?

ANSWER: Clause 3.8.2-17 has been completed by the FAA. Key personnel positions have been listed, names are not requested.

2. Ref: Solicitation Attachment 2, Section B – Supplies or Services and Prices/Cost, provides the CLIN structure, Base Year 0001 thru 0012, which corresponds directly to requirements of PWS Sections 4.1 thru 4.12.

Cost items not covered relate to management/administration (Project Manager, APMs, Environmental/Safety Specialist, Quality Control Specialist, etc.) as well as other direct costs (ODCs) to be incurred in support of the contract. Contractor reimbursement for the aforementioned cost items is significantly complicated by the fact that most CLINs have service levels that the Government can initiate at their discretion which decrease service levels and will decrease reimbursement as there are cost items that are fixed and not tied to service levels, i.e. Project Manager, Quality Control Specialist, Environmental/Safety Specialist, some ODCs (such as liability insurance, uniforms, office equipment/supplies, safety equipment, etc.). We have seen other Government services contracts include such a separate CLIN for management/administration and ODCs as noted above.

QUESTION: Will the Government change Section B to add a separate CLIN for management/administration and ODC costs for each contract period?

ANSWER: CLIN 0012 has been added for Key Personnel and Management.

3. Ref: Page 20, Solicitation Section H- Special Contract Requirements, Clause H.1 TRANSITION AND PHASE-IN REQUIREMENTS, states in Paragraph (a) Transition: "(1) Immediately prior to commencement of performance for the contract base year, a 30-day period will be allowed for the transition from one contractor to another to be accomplished in a well-planned, orderly, and efficient manner, which is critical."

QUESTION: Is it the Government’s intent to provide the successful contractor a 30-day period of Transition?

ANSWER: The Transition period will be 45 days not 30 days.

QUESTION: Assuming a 1 June 2017 start of transition, is the incumbent contractor responsible for contract performance during the 30-day period covering the transition?

ANSWER: Yes. Incumbent will continue to perform during transition period. Start date for transition will be determined at contract award.

4. Ref: Page 20, Solicitation Section H- Special Contract Requirements, Clause H.1 TRANSITION AND PHASE-IN REQUIREMENTS, states in Paragraph (b) Phase-In: "(1) The phase-in period is the 30 days immediately following transition; the time between commencement of services and total performance of all requirements.”

QUESTION: During the 30 days of phase-in (immediately following transition), what are the responsibilities of the incumbent contractor? Is the incumbent contractor management team required to be on-site and available to assist the Government's transition team?

ANSWER: The Phase-In period will be 45 days not 30 days. The incumbent is responsible for their contract performance and will be on-site until their contract expires which will be the day before the new contract begins.

QUESTION: Is the incumbent contractor responsible for contract performance during the 30-day period covering phase-in?

ANSWER: The Phase-In period will be 45 days not 30 days. The incumbent is responsible for their contract performance and will be on-site until their contract expires which will be the day before the new contract begins.

5. Ref: Page 8, Solicitation Section F – Deliveries or Performance, Paragraph F.1 TRANSITION PERIOD AND PERIOD OF PERFORMANCE, states “this contract includes a 45-day transition period that will be scheduled at contrast award, followed by the base year of performance period.”

Ref: Page 20, Solicitation Section H- Special Contract Requirements, Clause H.1 TRANSITION AND PHASE- IN REQUIREMENTS, states in Paragraph (a) Transition: "(1) Immediately prior to commencement of performance for the contract base year, a 30-day period will be allowed for the transition from one contractor to another to be accomplished in a well-planned, orderly, and efficient manner, which is critical."

Ref: Page 12, PWS SECTION 4. WORK TASKS, states “The Contractor shall provide in writing a Transition Plan for services that specifies the method of transitional performance, beginning at award for the first 45 calendar days, through contractor Phase-In/Phase-Out periods…”

QUESTION: There appears to be inconsistency in the number of days for a contractor to transition the contract as noted in the references above…is the transition period 30 or 45 days? Please clarify.

ANSWER: 45 days is correct.

6. Ref: The FAA RFO/SIR Posting on 04/17/2017 stated that the Mike Monroney Aeronautical Center (MMAC) is comprised of 130 occupied buildings.

Ref: Page 40, PWS Technical Exhibit 2 - List of Buildings and Antenna Sites at the MMAC, states a listing of all buildings and antenna sites for MMAC is available in the MMAC Archibus database. For the purposes of firm fixed price (FFP) performance-based service contract, the contractor must know the exact number of buildings and antenna sites at MMAC for which they have contract responsibilities. Offerors are signing up to a FFP contract and must be provided such information in order to establish the baseline for the contemplated work requirements and ultimately develop its organization and FFP prices.

QUESTION: Will the Government provide a listing of specific buildings and antenna sites at MMAC for which the contractor has contract responsibilities?

ANSWER: Attachments are added with Amendment 1.

QUESTION: Will the Government amend the solicitation and provide all offerors an accurate Technical Exhibit 2 that includes a listing of all buildings and antenna sites at MMAC to be maintained under the contract?

ANSWER: Yes. Attachments are added with Amendment 1.

7. Ref: Page 35, PWS Technical Exhibit 2 - List of Buildings and Antenna Sites at the MMAC, states "Off-site facilities leased to support the Aeronautical Center will be identified by the COTR." For the purposes of firm fixed price (FFP) performance-based service contract, the contractor must know the exact number of all facilities at MMAC for which their contract responsibilities are applicable. The contractor is signing up to a FFP contract and must be provided such information in order to establish the baseline for the contemplated work requirements and ultimately develop its organization and FFP prices.

QUESTION: Will the Government provide a listing of all off-site facilities leased to support MMAC for which the contractor has contract responsibilities?

ANSWER: Yes. Attachments are added with Amendment 1.

QUESTION: Will the Government amend the solicitation and provide all offerors and accurate Technical Exhibit 2 that includes a listing of all off-site facilities leased to support MMAC to be maintained under the contract?

ANSWER: Yes. Attachments are added with Amendment 1.

8. Ref: Page 48, Solicitation Section J – List of Documents, Exhibits and Other Attachments, listed the Attachment List to the solicitation. Standard exhibits included in Government service contracts is a listing of Government-furnished equipment (GFE) to be issued to contractors for their use in performance of the contract.

Under a firm fixed price (FFP) service contract, the contractor must be provided a listing of all Government-furnished equipment in order to assess overall equipment requirements and develop its FFP prices.

QUESTION: Will the Government provide a complete listing of all Government-furnished equipment that the contractor will be provided under the resulting contract?

ANSWER: Yes. Attachments are added with Amendment 1.

9. Ref: Page 28, PWS Paragraph 4.11.1 Snow/Ice/Blizzard Preparedness and Recovery, states “During snow/ice/blizzard events, the Contractor shall remove all snow and ice from sidewalks, walkways, building entrances, handicapped parking spaces, docks, drives, interior intersections, all center entrance/exit gates, parking lots, streets and other designated areas as required for the operation of the Aeronautical Center for each storm event.” This requirement does not specify where the snow and ice removed by the Contractor will be taken.

QUESTION: Will the Government provide a place on the MMAC complex where the contractor can dump the snow and ice removed by the contractor?

ANSWER: Yes. Average accumulation events allow for the snow and ice to be pushed or piled in the nearest grassy area to melt as long as it does not create an unsafe environment. Large accumulation events may require the snow or ice to be removed and piled in a larger remote grassy area located on center away from the main campus.

QUESTION: If the answer to Q.1 is no, where is the contractor to dump the snow and ice removed by the contractor?

ANSWER: N/A See above.

10. Ref: Page 27, PWS Paragraph 4.10 Chemical Treatments, Fertilizing for Weeds, Grass, Crab Grass and Disease Control) (Reimbursable/Fixed Price Per Application) Ref: Page 27 PWS Paragraph 4.10.1 (Pre-emergent/Post-emergent treatment)(Fine Cut/Intermediate Areas) states “The contractor shall perform treatment for broadleaf and narrow leaf (grassy) weed control on fine cut areas as approved by the COR. In the fall, a pre-emergent is to be applied, followed in the early spring with a non-selective non-soil sterilant post-emergent. If weeds appear after verticutting and top dressing, a post emergent is to be applied for broadleaf weeds. The selective post-emergent is to be repeated if necessary.”

QUESTION: Under PWS Paragraph 4.10, it is labeled in the parenthesis “(Reimbursable/Fixed Price Per Application)”. Is it correct to assume that the application of pre-emergent/post-emergent treatments is considered the fixed price portion as it applies to Paragraph 4.10.1?

ANSWER: Yes.

QUESTION: Under PWS Paragraph 4.10, it is labeled in the parenthesis “(Reimbursable/Fixed Price Per Application), is it correct to assume that the purchase of pre-emergent/post-emergent chemicals is reimbursable under CLIN 0011 and subsequent option CLINs?

ANSWER: Yes. Additional Services CLIN will be used to reimburse the contractor for the purchase of chemicals as per Section 4.11 of the revised PWS.

11. Ref: Page 27, PWS Paragraph 4.10 Chemical Treatments, Fertilizing for Weeds, Grass, Crab Grass and Disease Control) (Reimbursable/Fixed Price Per Application) Ref: Page 27 under PWS Paragraph 4.10.2 Fertilizing (Fine cutting/Intermediate) states, “Areas shown as fine cut/Intermediate areas on the drawings shall receive fertilizer as approved by the COR. The Contractor shall provide for application of fertilizer from April through August on all fine cut areas as needed and coordinated with the COR. The Contractor shall use fertilizer applications consistent with industry standards.”

QUESTION: Under PWS Paragraph 4.10, it is labeled in the parenthesis “(Reimbursable/Fixed Price Per Application)”. Is it correct to assume that the application of fertilizer chemicals per PWS Paragraph 4.10.2 is considered the fixed price portion as it applies to Paragraph 4.10.2?

ANSWER: Yes.

QUESTION: Under PWS Paragraph 4.10, it is labeled in the parenthesis “(Reimbursable/Fixed Price Per Application), is it correct to assume that the purchase of fertilizer chemicals per PWS Paragraph 4.10.2 is reimbursable under CLIN 0011 and subsequent option CLINs?

ANSWER: Yes. Additional Services CLIN will be used to reimburse the contractor for the purchase of chemicals as per Section 4.11 of the revised PWS.

12. Ref: Page 27, PWS Paragraph 4.10 Chemical Treatments, Fertilizing for Weeds, Grass, Crab Grass and Disease Control) (Reimbursable/Fixed Price Per Application) Ref: PWS Paragraph 4.10.3 Weed and Grass Removal states, “Weeds and grass may need to be removed from certain areas for the protection of Government property. This work will be accomplished when authorized by the COR. This requires application of an approved post-emergent non-selective weed and grass killer that is not conducted by plants and that deactivates on contact with soil.”

QUESTION: Under PWS Paragraph 4.10, it is labeled in the parenthesis “(Reimbursable/Fixed Price Per Application)”. Is it correct to assume that the application of post-emergent non-selective weed and grass killer per PWS Paragraph 4.10.3 is considered the fixed price portion as it applies to Paragraph 4.10.3?

ANSWER: As per Section 4.9.3 of the revised PWS the contractor may need to cut and remove grass and apply killer.

QUESTION: Under PWS Paragraph 4.10, it is labeled in the parenthesis “(Reimbursable/Fixed Price Per Application), is it correct to assume that the purchase of post-emergent non-selective weed and grass killer per PWS Paragraph 4.10.3 is reimbursable under CLIN 0011 and subsequent option CLINs?

13. Ref: Page 28, PWS Paragraph 4.11 Storm Preparedness and Recovery Operations (Reimbursable/Fixed Price) Ref: PWS Paragraph 4.11.1 Snow/Ice/Blizzard Preparedness and Recovery states, “The Contractor shall supply and spread a sufficient amount of calcium chloride or approved equal (Ice Melt) to all areas as required to keep them free of ice and snow. Additional chemical application shall be provided as requested by the COR. De-icing material must not kill grass or harm concrete. No less than 20,000 lbs of Ice Melt shall be kept in inventory at the MMAC at any given time during the winter months.”

QUESTION: Under PWS Paragraph 4.11, it is labeled in the parenthesis “(Reimbursable/Fixed Price Per Application).” Is it correct to assume that the application of calcium chloride or approved equal (Ice Melt) per PWS Paragraph 4.11.1 is considered the fixed price portion as it applies to Paragraph 4.11.1?

ANSWER: Yes.

QUESTION: Under PWS Paragraph 4.11, it is labeled in the parenthesis “(Reimbursable/Fixed Price Per Application).” Is it correct to assume that the purchase of calcium chloride or approved equal (Ice Melt) per PWS Paragraph 4.11.1 is reimbursable under CLIN 0011 and subsequent option CLINs?

ANSWER: Yes. Additional Services CLIN will be used to reimburse the contractor for the purchase of chemicals as per Section 4.11 of the revised PWS.

QUESTION: If the answer above is that the calcium chloride or approved equal (Ice Melt) is not reimbursable, please provide the offeror with a purchase history of the quantity of calcium chloride or approved equal (Ice Melt).

ANSWER: N/A See above.

14. Ref: Page 28, PWS Paragraph 4.11 Storm Preparedness and Recovery Operations (Reimbursable/Fixed Price) Ref: PWS Paragraph 4.11.1 Snow/Ice/Blizzard Preparedness and Recovery states, “The Contractor shall supply and spread masonry sand on the areas that are dangerously slick using a truck mounted sand spreader for even distribution.”

QUESTION: Under PWS Paragraph 4.11, it is labeled in the parenthesis “(Reimbursable/Fixed Price Per Application)”. Is it correct to assume that the application of masonry sand per PWS Paragraph 4.11.1 is considered the fixed price portion as it applies to Paragraph 4.11.1?

ANSWER: Yes.

QUESTION: Under PWS Paragraph 4.11, it is labeled in the parenthesis “(Reimbursable/Fixed Price Per Application).” Is it correct to assume that the purchase of masonry sand per PWS Paragraph 4.11.1 is reimbursable under CLIN 0011 and subsequent option CLINs?

QUESTION: If the answer above is that the masonry sand is not reimbursable, please provide the offeror with a purchase history of the quantity of masonry sand.

ANSWER: N/A See above.

15. Ref: Page 28, PWS Paragraph 4.11 Storm Preparedness and Recovery Operations (Reimbursable/Fixed Price) Ref: PWS Paragraph 4.11.2 Natural Disaster Preparedness and Recovery states, “In the event Government property or equipment is damaged due to a natural disaster the COR may direct the Contractor to perform emergency work to the extent necessary to protect Government property.”

Ref: Ref: PWS 4.11.3 Service Levels Per Event lists Subparagraph 4.11.3.4 Level 1 Event, is assumed to relate to PWS Paragraph 4.11.2 Natural Disaster Preparedness and Recovery. Support of PWS Paragraph 4.11.2 Natural Disaster Preparedness and Recovery may require equipment beyond the capability of existing contract GFP, additional manpower resources beyond existing labor resources and may require the expenditure of overtime from personnel used to meet the work requirements.

QUESTION: Can the Government provide an estimate of the number of occurrences experienced in the past along with the number of hours of support incurred for work under PWS Paragraph 4.11.2 Natural Disaster Preparedness and Recovery?

ANSWER: These types of events shall be a fixed price by each labor hour and performed in accordance with Section 4.11 of the PWS.

QUESTION: Under PWS Paragraph 4.11, it is labeled in the parenthesis “(Reimbursable/Fixed Price Per Application).” Is it correct to assume that the rental of supplemental equipment, purchase of materials/supplies and other resources in support of PWS Paragraph 4.11.2 Natural Disaster Preparedness and Recovery is reimbursable under CLIN 0011 and subsequent option CLINs?

ANSWER:

- No. The Government will only provide equipment listed in the GFE. Additional Labor Services required by the contractor to perform the requirements will not be approved as an Additional Services CLIN approved reimbursable. Additional services and equipment shall be the responsibility of the Contractor.

- Yes. Additional Services CLIN will be used to reimburse the contractor for the purchase of

16. Ref: Page 15, PWS Paragraph 4.2.3 Additions, Minor Renovations/Modifications Trouble Calls, states “All Trouble Calls for additions, minor renovations/modifications to buildings, equipment, facilities and systems shall be designated and worked as a P4 trouble call.”

QUESTION: Does the work contemplated by PWS Paragraph 4.2.3 constitute work covered by the Davis Bacon Act?

ANSWER: All, some or none of the work performed under section 4.2.3 of the PWS may be covered in the Davis Bacon Act. It is the responsible of the Contractor to ensure compliance to all Federal, State, Local and FAA rules and regulations.

17. Ref: Page 13, PWS Paragraph 4.1.4 states, “Preventive Maintenance work request must be closed and returned within on one (1) business day after the onsite work is completed.” Based on the volume of PM work requests per Technical Exhibit 4, Historical Workload, it seems that one (1) business day is not sufficient time to completed the paperwork as well as allow adequate time for quality control checks of the PM work to be accomplished by the contractor to ensure quality services are provided MMAC under the contract.

QUESTION: Would the Government change the requirement for the contractor to closeout of PM work requests from one (1) day to three (3) days to allow adequate time for company quality control inspections?

ANSWER: Yes. PWS will be changed to 3 days.

18. Ref: Page 28, PWS Paragraph 4.11 Storm Preparedness and Recovery Operations (Reimbursable/Fixed Price) Ref: PWS Paragraph 4.11.1 Snow/Ice/Blizzard Preparedness and Recovery states, “The Contractor shall make available and operate equipment as necessary to accomplish snow and ice removal.” It is impossible to forecast the number of snow and ice storms that may occur as well as the volume of snow and ice removal requirements in order to make available equipment to perform the contract requirements under PWS Paragraph 4.11.1.

QUESTION: Under PWS Paragraph 4.11, it is labeled in the parenthesis “(Reimbursable/Fixed Price Per Application).” Is it correct to assume that the contractor manpower support to accomplish the work requirements under PWS Paragraph 4.11.1 is considered the fixed price portion as it applies to Paragraph 4.11.1?

ANSWER: The fixed price shall include labor, services and equipment not already listed as Government furnish elsewhere in this PWS.

QUESTION: Under PWS Paragraph 4.11, it is labeled in the parenthesis “(Reimbursable/Fixed Price Per Application).” Based on the uncertainty of snow and ice storm volumes and time periods for support, would the procurement of supplemental equipment and vendor services in support of the snow/ice/blizzard preparedness and recovery requirements per PWS Paragraph 4.11.1 be reimbursable under CLIN 0011 and subsequent option CLINs?

ANSWER:

- No. The Government will only provide equipment listed in the GFE. Additional Labor Services required by the contractor to perform the requirements will not be approved as an Additional Services CLIN approved reimbursable. Additional services and equipment shall be the responsibility of the Contractor.

- Yes. Additional Services CLIN will be used to reimburse the contractor for the purchase of

19. Ref: Page 12, PWS SECTION 4. WORK TASKS, states “The government reserves the right to reduce or increase the service level at any time. Service Levels will be reduced when budget constraints occur or as needed in the government’s best interest.”

Ref: Page 29, PWS Paragraph 4.11.3 Service Levels Per Event, has varied levels of support for snow/ice/blizzard work requirements per subparagraphs 4.11.3.1, 4.11.3.2, and 4.11.3.3. We are very concerned about the activation process for ordering such service levels, especially considering the unknown number of snow and ice storm events per year, impacts as far as volume of snow/ice as well as the length of time support will be required.

QUESTION: When and how will the government order and notify the contactor of the levels of support level requirements under Paragraph 4.11.3 Service Levels Per Event?

ANSWER: The Government will order a level of service based on the perceived weather event. The Government will not change service levels during a storm event.

QUESTION: How can the contractor forecast the number of snow and ice storm events per year?

ANSWER: All Contractors can research weather averages for the Oklahoma City Metropolitan area. The MMAC center may have 2 to 7 events a year. Most events are level 3 and level 2 events.

QUESTION: How can the contractor forecast the length of time support will be required per snow and ice storm events?

ANSWER: All Contractors can research weather averages for the Oklahoma City Metropolitan area. The MMAC center may have 2 to 7 events a year. Most events are level 3 and level 2 events. Most events are a one day or one storm event. Accumulations may occur over several hours but do not typically last multiple days.

QUESTION: Based on PWS SECTION 4. WORK TASKS, the government reserves the right to reduce or increase service levels at any time. Does this mean the government could reduce or increase service levels during a snow and ice storm event?

ANSWER: It is not the intent of the Government to reduce to a lower service level once we order a higher level. The Government may order a higher level of service based on the accumulation or storm event once the impact on the center is determined.

20. Ref: Page 67, Solicitation Section L.1 Instructions to Offerors, Paragraph L.7 SUBCONTRACTING AND/OR TEAMING ARRANGEMENT, Subparagraph (a) states “Where subcontracting and/or teaming arrangements are proposed, the offeror will provide a plan, which identifies the roles, responsibilities, and capabilities of each subcontracting and/or teaming participant. The teaming plan will be limited to 10 pages and will count toward the 100 page limit for the technical proposal.” Nowhere else in Section L of the solicitation was a page limit assigned to the Technical Proposal than in Paragraph L.7.

QUESTION: Please verify that the page limit for the Technical Proposal is 100 pages.

ANSWER: Technical proposal is limited to 100 pages.

QUESTION: Is there any page limits assigned to Volume I – Contract Documentation or Volume III – Cost/Price Information?

ANSWER: No.

21. Ref: Page 29, PWS Paragraph 4.12 TASK 12 ADDITIONAL SERVICES Parts/Materials/Tools/Over and Above, states “All request for Parts, Materials, Over and Above Services and qualified Government Furnished Tools shall be requested and approved in advance by the COR using the material request or a service directive form.” It is impossible to forecast the number of snow and ice storms that may occur in Oklahoma each year, the severity of such storms, the volume of snow and ice removal requirements as well as the length of time such support will be required. Such support seems to be an ideal candidate for Over and Above application under 4.12 TASK 12 ADDITIONAL SERVICES Parts/Materials/Tools/Over and Above for a number of valid and logical reasons. Our research of MMAC contract history produced information that FAA O&M contract has utilized Over and Above provisions under service directives for outside vendor support of snow and ice removal requirements which for one storm totaled over $200,000. It would be unprecedented to place such an unbelievable risk on a small 8(a) contractor to try and estimate costs for such acts of God. In addition, the Government would be paying for a “contingency” cost that a contractor would have to include in their FFP price that may or may not occur based on variable annual weather events. Generally, “contingency” costs are not considered allowable contract costs under governing cost principles.

QUESTION: Will the Government cover procurement of supplemental equipment and vendor services in support of the snow/ice/blizzard preparedness and recovery requirements at MMAC under Paragraph 4.12 TASK 12 ADDITIONAL SERVICES Parts/Materials/Tools/Over and Above?

ANSWER: No. The Contractor is required to provide all labor necessary to accomplish each service level of the task. All approved Government Furnished Equipment (GFE) is included in the attachments.

QUESTION: If the answer to Q.1 is no, will the Government provide the contractor a forecast number of snow and ice storm events per year?

ANSWER: All Contractors can research weather averages for the Oklahoma City Metropolitan area. The MMAC center may have 2 to 7 events a year. Most events are level 3 and level 2 events.

22. QUESTION: Please confirm this solicitation is a Performance Based Fixed Price/Reimbursable Contract.

Throughout the PWS there is a constant reference requiring reviews, notifications, and approvals by appropriate

COR.

ANSWER: This is an Indefinite-Delivery/Requirements contract with Firm-Fixed-Priced and cost reimburseable pricing arrangements. A Performance Work Statement is utilized to describe the Government’s requirements, as well as reviews, notifications and approvals by the Contracting Officer and Contracting Officer’s Representative.

23. QUESTION: How many CORs are responsible for the management and oversite on this contract?

ANSWER: The Government has 1 Primary CORs currently delegated to this acquisition

24. Ref: Page 4 - Statement of Need - Contractor to furnish “routine hand tools”

QUESTION: What types of tools are considered “routine hand tools”?

ANSWER: Routine hand tools are tools not listed in the GFE. The GFE inventory is included in the attachments.

25. Ref: Page 5- Hours of Operation 1.3.1 - States Contractor may perform work tasks 24 HRS a day 7 days a week unless stated elsewhere in PWS, states Core hours….0600 and 1800 Monday through Saturday. Goes on to state any work performed outside core hours has to be approved by the COR.

QUESTION: Based on workload requirements, performance thresholds and interference with FAA training mission and operations, it appears the Contractor will be required to have different established shifts establish to meet contract requirements. Is the Contractor allowed to establish different work shifts and manage work requirements to meet the contract requirements or is all manpower working hours established and approved by the COR?

ANSWER: The Government wants to allow flexibility for the contractor to maintain performance. Any work (T/C and PMs) that is performed outside of core hours shall be coordinated and approved by the COR. The approval is a communication method. The Government wants to be informed when work is performed. This could be a set schedule or a onetime occurrence. It is the intent to approve this work as long as the information is shared and the work is an approved task.

26. Ref: 1.3.2 Central Control and Monitoring System (CCMS Operators) States the CCMS Operators shall…provide all pertinent information to the appropriate COR at all times.

QUESTION: What is considered pertinent information? At all times, does this include the 24 hours and 7 days a week notification?

ANSWER: The Contractor shall notify the Primary COR when major, or life safety, equipment is down or significantly limited. Examples include: Chillers, AHUs, Boilers, Cooling Towers, Simplex System (where a majority of a system is down) and Building Emergency Generators. The Contractor shall provide information when other issues come up that may negatively impact AMP-300 i.e. customer complaints, utility outages and other events as deemed necessary. Pertinent information will be recorded in a daily log as the primary means of documentation.

27. Ref: Page 7 – 1.14.1.7 Hazardous Material Handling and Transportation States the Contractor shall transport hazardous and universal waste to the appropriate site in…etc.

QUESTION: What are the requirements for handling and transporting hazardous waste? Is the Contractor required to have specialized training or equipment? Is Contractor required to purchase a specialized vehicle?

How many pounds of hazardous waste are expected to be transported annually?

ANSWER: The Contractor is not responsible for Center wide hazardous waste. The Contractor is only responsible for handling the waste generated from the normal operation of this contract. Examples are chemical treatment, used oil, paints, lamps, tires and the activities of the water treatment facility. No specialized vehicles are required. Annual Safety Training is required for all contractors on center.

Current Contract employees are compliant with all required training.

28. Ref: Page 12 - Section 4 – Work Tasks States government reserves the right to reduce or increase the service level “at any time”. Service levels will be reduced when budget constraints occur or as needed in the government’s best interest.

QUESTION: Define “at any time”? When will the Government notify the Contractor of the change? It notes extra rainfall and weather season changes…would an example of at any time service level change consist of an example in grounds maintenance mowing and general area when rain begins to fall for a day or so?

ANSWER: “At any time” means just that. The AMP-300 division may have to notify the Contractor at any time. The Government’s intent is to give the Contractor a 30 day notification when feasible when a service level is decreased or increased.

29. Ref: 4.1.2 States all work that requires shutdown of buildings, systems, or equipment that may have a major impact on FAA operations shall be performed so that customer’s requirements are met at the highest level possible. Proper environmental conditions must be maintained at all times in all buildings.

QUESTION: Please provide historical workload concerning this type of work for calculation of union benefits and overtime?

ANSWER: The estimated hours are listed in section 4.1 of this PWS. An equipment inventory is included in the attachments and Historical annual # of PMs are listed in Tech Exhibit 4 of the PWS.

30. Ref: Page 13 4.1.4 States work request must be closed and returned within one (1) business day after the onsite work completed.

Page 45 – T5.7 Work Request Completion Information. States work request within 3 workdays after the work is completed.

QUESTION: PM’s and Trouble Call paperwork appear to have same required information and similar requirements. Is the 1 day stated a correct number based on the requirements?

ANSWER: No. PWS will be changed to 3 days.

31. Ref: 4.1.6 Life Safety Equipment

QUESTION: What is the average number of Life Safety PM’s and TC’s each month?

ANSWER: Please see the attachments.

QUESTION: Is there a listing available for all life safety equipment in compliance with NFPA Life Safety Code 101?

ANSWER: Please see the attachments.

32. Ref: 4.1.7 Electrical Equipment

QUESTION: What is the average number of PMs and TCs each month?

ANSWER: Please see Tech Exhibit #4.

QUESTION: Is there a listing available of all Electrical equipment in compliance with NFPA 70E?

ANSWER: Please see the attachments.

33. Ref: Page 14 4.1.7.1 Automated PM System States the Contractor shall provide annual consolidated equipment add or removal report with supporting documents to the CO or COR.

QUESTION: Is this an automated report retrieved from the automated PM System?

ANSWER: Yes. Reports are available.

34. Ref: Page 15 –Task 2 Work Request

4.2.1 Routine Trouble Calls - References work such as, adjustments, additions, minor renovation/modification to buildings. Same language also appears in 4.2.3 Additions, Minor Renovations/Modification Trouble Calls

QUESTION: These descriptive words reflect Davis Bacon type of work. Please provide examples of work requirements involving these descriptions?

ANSWER: Large customer Painting of offices (not maintenance painting), New Electrical installs (not repairs or electrical maintenance), New equipment installs (not replacement or repair).

QUESTION: What is the frequency of this work?

ANSWER: Up to 1000 hours per contract year.

QUESTION: Please provide historical workload.

ANSWER: Up to 1000 hours per contract year.

QUESTION: Is all the work referenced in both sections (4.2.1 and 4.2.3) designated as P4 trouble calls and shall not exceed the 24 hours and 1000 total labor hours per Contract year?

ANSWER: No. Only work referenced in section 4.2.3 will be held to 24 hours per T/C and 1000 hours per contract year.

35. Ref: 4.2.1 – Reference is made to miscellaneous items that do not fall precisely in these categories but are required to keep facilities operational.

QUESTION: Because miscellaneous is a very broad and interpretative word in the overall spectrum of facility operations, please provide examples of what miscellaneous work might involve based on historical workload.

ANSWER: Examples might include but are not limited to the following: cutting of raised floor tiles, hanging of monitors and marker boards, repair of equipment not listed in the automated work request system, pickup of excess inventoried material from completed construction jobs, GSA vehicle cleaning, repair and maintenance coordination, assisting other contractors with tracing of circuits and HVAC and plumbing problems or issues and design drawing reviews.

36. Ref: 4.2.1 - Reference is made to the Contractor may choose to subcontract for services to perform tasks covered under this PWS if their normal staff cannot repair. Subcontracts of this nature shall only be performed at no additional cost to the Government.

QUESTION: Based on historical workload what types of tasks would be covered that normal staff could not repair?

ANSWER: The Government wants the contractor to ensure compliance with the minimum skill sets listed in section T4.2 at all times. Based on personnel changes or issues the contract may have to ensure compliance to the required performance of this contract by subcontracting until skill sets are properly filled.

QUESTION: How many times does the Contractor receive work orders that are not within the skills set requirements of maintenance?

ANSWER: The current PWS and this PWS is different. The Government has added this verbiage to ensure compliance. The Government does not anticipate nor wants this to be normal practice but wants to reduce the risk of this occurring by placing this in this PWS.

37. Ref: Page 16 - 4.2.6 - P-1 States this type of call is emergency based problems where continued operation without correction would cause undue expense or inconvenience to the Government. Also states…items of this nature include (but are not limited

to) etc.… T5.8 Priority Levels P1 and P2 provides examples of work to be assigned a P1 or P2 status. It states the Contractor will assign priority levels with coordination and approval by the appropriate COR. Also states Government reserves the right to change a priority level of an individual work request as required based on organizations’ needs.

QUESTION: What is the historical workload for P-1 Trouble Calls?

ANSWER: Approximately 2 to 4% of the annual total of T/Cs.

QUESTION: Contractor only has 30 minutes to respond during Core Hours, what actions by the Contractor are required to respond considering coordination and approval by the appropriate COR is required?

ANSWER: Physically go to the location or site; try to remediate the issue or problem, start communication with the appropriate COR for extended corrective action game plan. The full fix or repair may be delayed based on the severity of the issue.

QUESTION: What action is required if the appropriate COR is not available?

ANSWER: First and foremost ensure safety risks and/ or building damage is removed or reduced. Then find another COR.

QUESTION: P1 and P2 responses could drastically impact workload requirements for staffing during emergency situations. Is historical information available reflecting how many times does the Government change a priority of an individual work request based on organizational needs?

ANSWER: No. The Government does not track these occurrences. This is very rare and is always communicated to the Contractor at the time of the change.

QUESTION: What would examples of organizational needs that would require a change from other priority levels?

ANSWER: Work stoppage, Class room schedules, Risk to Safety and Health.

38. Ref: Page 16 -4.3 Task 3 Building Operations To be performed as called for in the building operation instructions and Technical Exhibit 10…etc.

QUESTION: Technical Exhibit 10 was not included

ANSWER: This is a typo. It has been removed in the revised PWS.

39. Ref: Page 17 4.3.2 CCMS Operators States all T/C actions for issues and problems must be documented on the daily log, notes page or by communications to the appropriate COR.

QUESTION: The recording of actions for T/C issues and problems can be documented by any one of these methods of communications?

ANSWER: No. Different situations determine if the information is documented on the Notes page (Priority Equipment issues or listed here) or if the Point of Contract COR is contacted.

40. Ref: Page 18 4.3.4 Building Monitoring. States all buildings designated by the Government shall be monitored to include all equipment identified on the building Equipment Operating Checklist program.

QUESTION: How many buildings are designated by the Government to be monitored?

ANSWER: All buildings that have the automated building system installed.

41. Ref: Page 19 – 4.3.7 Physical Monitoring, General Operations and Trouble Calls Priority buildings as determined by the Government shall be physically monitored for the proper operations parameters of boiler, chillers, and other priority HVAC equipment.

QUESTION: How many Priority buildings have been determined by the Government to be physically monitored?

ANSWER: 16

42. Ref: SIR/RFO Page 71- M.4 Cost/Price Analysis (a) Cost/price proposals of all offerors and all associated subcontracts over $50,000 will be reviewed, but not numerically scored, for the transition period, base, and option periods.

QUESTION: Are all the levels in each base and option period going to be included in the total evaluated price?

ANSWER: Pricing for all levels will be evaluated for realism and reasonableness. Total Estimated Potential Value (TEPV) for the contract will be based on Level 4 prices.

43. Ref: PWS Page 12- 4.1 Equipment PMs shall be completed in order of the priority, highest priorities first.

Page 39 Services Summary- (1) Performance Level 4 “ALL” PM work request will be completed on a monthly basis.

QUESTION: Based on the above there appears to be a conflict in language. Will the contractor be allowed to complete the PM work in the most efficient way to ensure the 100% is met in Level 4 which would include all priorities assigned as defined in the PM program each month for each piece of equipment?

ANSWER: Yes, However the Government does not want the Contractor to hold several P1 equipment PMs till the last of the month and have to be rushed to complete. The Government wants quality performance at all times.

44. Ref: PWS Page 29 - Service Levels Per Event. Based on the size and timeframe of each storm or natural disaster even the Government may or may not order one or more of the following service levels. In 4.11.1 - When snow/ice/blizzard event timeline and/or conditions allow, all areas shall be cleared and treated no later than 6:00 a.m. Monday through Friday.

QUESTION: Please define an event?

ANSWER: An event is one storm or one occurrence. One storm could last multiple days.

QUESTION: Should the snow and ice continues for several days…day 1- requires all Level XX, day 2 – is considered Level XX and Day 3 is considered Level XX…is this considered an event each day (3 events) ?

ANSWER: When the Government orders a Service Level the Contractor shall perform the requirements of the service level ordered. If the above scenario occurred and the storms were separated by individual days it would be determined to be 3 separate events. In most cases over the past 5 to 10 years the storms have a stopping point and then the service level could be determined.

QUESTION: Because each day an action has to be completed by 6:00 a.m. is each day reimbursed as an event?

ANSWER: In the above scenario, yes, as long as the Government requested the Service Level for each day.

45. Ref: PWS Page 32 - Section 5- Supervisor Requirements. PWS Section 5. Personnel Qualifications/ Training Requirements, Para 5.1.4/5.1.5/5.1.6, these paragraphs requires the Supervisors to hold and maintain a building operator’s certification (BOC) from a nationally recognized organization through the life of the contact.

If a current certification is not held, the Supervisor shall successfully acquire a BOC within 1 calendar year after award of this contract.

QUESTION: We have researched the requirement to get the Building Operator’s Certificate, we have found that the course takes 7-8 months to complete costs $2,000 plus per class, a testing fee, and travel expenses per student along with annual re-certification costs. No courses are available in the Midwest USA in the near term. Will the Government consider extending the timeline to complete the require training or possibly eliminating the BOC requirement in Section 5 in its entirety?

ANSWER: The Government has reviewed the requirement and has decided to remove it from the revised

PWS.

46. Ref: PWS, Page 11, 3.8 TRANSPORTATION states “The Government shall furnish General Services Administration (GSA) leased vehicles required to accomplish specific work.”

QUESTION: To accurately price our proposal we will need the number, make and model of vehicles to provide adequate insurance as outlined in the solicitation.

ANSWER: GSA vehicles changes from time to time. We will have approximately 5 to 7 vehicles for use on this contract. GSA vehicles are self-insured however the driver does have liability in case of negligent activities etc.

47. PWS, Page 42, Technical Exhibit 4, Historical Workload, provides an estimated annual work load for Tasks 1, 2, 4, 5 and 6 for a total of 25,100 work requests.

QUESTION: Will the government provide a breakdown in total hours used, broken down by each craft for each Task # identified in Technical Exhibit 4?

ANSWER: No. An equipment inventory is provided in the attachments.

48. International Association of Machinists and Aerospace Collective Bargaining Agreement page 12, paragraph 10.6, Return to Work with Light Duty states “SWFS will work with the IAMAW and complete an MOU after the company has completed the analysis. SWFS will agree to meet to with the IAMAW on or before 31 May 2016.”

QUESTION: We have reviewed the Collective Bargaining Agreement and have not found the MOU. Please provide the MOU as stated in the CBA.

ANSWER: The IAMAW MOU has been added as an attachment.

49. Page 1 of the Site Visit slide show states that Program Background is a follow-on requirement of an 8a set-aside on the current contract with Southwest Facility Support POP July 1, 2012-June 30, 2017.

QUESTION: Please confirm that contract # DTFAAC-12-D-00032 was awarded as an 8a set-aside.

ANSWER: Previous contract was awarded as an 8A set-aside.

50. QUESTION: Will you be releasing the amount of last awarded FM contract?

ANSWER: The Total Estimated Potential Value (base plus four option periods) of contract DTFAAC-12-D-00032 at time of award was $40,950,894.

51. Ref: Solicitation Attachment 2, Section B – Supplies or Services and Prices/Cost, provides the CLIN structure, Base Year 0001 thru 0012, which corresponds directly to requirements of PWS Sections 4.1 thru 4.12.

Ref: Page 20, Solicitation Special Clause H.1 TRANSITION AND PHASE-IN REQUIREMENTS, Subparagraph

(a) Transition, states “a 30-day period will be allowed for transition from one contractor to another to be accomplished in a well-planned, orderly, and efficient manner, which is critical.”

QUESTION: Since Section B does not provide a CLIN for Transition Costs, where are transition costs incurred by the successor contractor to be included in the CLIN structure for the Base Year - CLINs 0001 thru 0012?

ANSWER: The contractor will determine how to include transition costs within the established CLINs.

QUESTION: Will the Government change Section B to add a separate CLIN for Transition Costs?

ANSWER: No. The Government will not add a CLIN for Transition cost.

52. Ref: Page 39, SERVICES SUMMARY, Performance Requirements Summary, Performance Objective 8.

Deliverables, identifies in the Reference column – “PWS 4.9”. PWS 4.9 references Task 9 Grounds Maintenance Clean Up/Irrigation/Sodding/Seeding and does not relate to Performance Objective

8. Deliverables.

QUESTION: Should not the Reference column related to Performance Objective 8. Deliverables be “PWS Paragraph 4.13 Deliverables”?

ANSWER: This is a typo. It has been corrected in the revised PWS.

53. Ref: PWS Section 4 paragraph 3 States “The government reserves the right to reduce or increase the service level at any time.”

QUESTION: Given that the contractor is required to plan its activities way in advance of performing the contract activities, how much notice will the government provide the contractor prior to changing service level?

ANSWER: The Government’s intent is to give the Contractor a 30 day notification when feasible when a service level is decreased or increased.

54. Ref: PWS 4.1.5 Repair Work states “All major repairs in excess of 4 labor hours shall be performed as a Trouble Call with the appropriate priority level assigned.”

QUESTION: It appears that the government wants the contractor to bear the unlimited risk for the cost to repair items resulting from PM services. To mitigate the risk, will the government please provide the annual number of these occurrences and the estimated labor hours involved?

ANSWER: The Government does not track the T/C hours for repairs found during PMs. The cost of parts and material would be reimbursable as described in section 4.11.

55. Ref: PWS 4.9.7 Service Levels.

QUESTION: Should the service levels be “4.9.7.1, etc.” instead of “4.5.1.1, etc.” Please clarify.

ANSWER: Yes. This has been changed in the revised PWS.

56. Ref: PWS 4.10.5 Service levels Per Order.

QUESTION: Should the service levels be “4.10.5.1, etc.” instead of “4.10.4.1, etc.” Please clarify.

ANSWER: Yes. This has been changed in the revised PWS.

57. Ref: PWS 4.11.1 Snow/Ice/Blizzard Preparedness and Recovery states “The Contractor shall make available and operate equipment as necessary to accomplish snow and ice removal.”

QUESTION: Is it the government’s intent that the Contractor provide the equipment required to remove snow and ice as part of its FFP? Please clarify.

ANSWER: Please see the GFE attachment for a complete list of capable equipment. Any equipment that the Contractor deems as needed that is not listed on the GFE will be the responsibility of the Contractor.

58. Ref: PWS 4.11.1 Snow/Ice/Blizzard Preparedness and Recovery states “The Contractor shall supply and spread masonry sand on the areas that are dangerously slick using a truck mounted sand spreader for even distribution.”

QUESTION: Is it the government’s intent that the Contractor provide the masonry sand as part of its FFP? Please clarify.

ANSWER: No. The cost of parts and material would be reimbursable as described in section 4.11.

59. Ref: PWS 4.12 Task 12 Additional Services Parts/Material/Tools/Over and Above states “Task 12 is intended to provide a mechanism by which the Government may order additional services in a manner consistent with and in support of the overall scope of the contract at efforts that are small singularly and minimal aggregately…