Beauty_ _Barber_Services_Q_ _R___3.pdf

Solicitation # DTMA91R1600028 Beauty Shop & Barber Services Questions & Responses # 3

Question #1) Under Section 2 of the SOW it states that barber and beauty services will be for 1000 midshipmen and 240 faculty and staff. Of the 1000 midshipmen how many will require haircuts per month? Of the 240 faculty and staff how many will require haircuts per month?

Response: There is an estimate of 1400 midshipmen haircuts/month and 100 faculties and staff/month.

Question #2) What is the set-aside dollar amount of this contract?

Response: The set-aside dollar amount of this contract is $7.5 million.

Question #3) What was the last award fee for this contract and how long was the award?

Response: The last award (DTMA-91-V-2011-0168) is a fixed price contract and the award was issued for the base year + four (4) option years (2011-2016).

Question #4) How many non-midshipmen (men and women) will the beauty and barber services be provided for on a daily and monthly? In terms of the contract price for non-midshipmen am I able to charge retail price?

Response: There is an estimate of 100 non-midshipmen (men and women). Retail prices can be charged.

Question #5) Will any barber and beauty services be provided for children? If so, how many on a monthly basic?

Response: The barber and beauty services will not be provided for children.

Question #6) How much are the current prices for midshipmen (men and women) for haircuts, shaves, shampoo blow dry curl, relaxer etc.?

Response: Current beauty and barber prices for midshipmen are based yearly which is known as the ‘midshipmen fee’. Please refer to the current contract DTMA-91-V-2011-0168. The midshipmen would not pay out-of-pocket for their haircut. The barber contractor invoices/bills the monthly fee for the contract (not per haircut/hairstyle).

Question #7) Under Section 5 Task Requirements it stated that in a typical academic year, July to the following June it was about 5500 haircuts about 460. How long did it take to complete the haircuts?

Response: Typically, July is the Academy’s indoctrination and arrival of the freshmen class.

There tends to be a special period of 280 haircuts on one day. After the indoctrination, there’s a let-up in the next three weeks because of the small training staff and freshmen class.

Question #8) Based on Section 5 Task Requirements. For beauty and barber services is the Military only paying for haircuts only? Are all other services at the midshipmen and non-midshipmen's expense? Am I able to charge retail prices for services not covered / paid by the Military?

Response: The Government will pay for the beauty and barber services for the main customer – midshipmen (the students). There is an estimate of 30 active duty military faculty and staff positions that could/would use this barber service and pay out-of-pocket per haircut/hairstyle.

All of the midshipmen haircuts are paid for with the budget for the barber contract, meaning the midshipmen would not pay out-of-pocket for their haircut. The barber contractor invoices/bills the monthly fee for the contract (not per haircut).

Question # 9) Under Section 6 Performance Environment it states the contractor shall provide standards and Dress Code for work - Are you stating that we need to provide uniforms for barbers and beauticians? If so, are there any stipulations or suggestions in terms of style, color or preference the Military has?

Response: Meeting the New York State standards and federal standards (i.e. clean smock/shirt nametape optional).

Question #10) Under Section 7 Performance Evaluation Meeting, in this section it states the contractor shall prepare minutes of the meeting and submit as an action memo for review and acceptance by the Military. How often and @ what times will these meetings be scheduled and take place? Will there be advance notice so beauty and barber services can be adjusted to prevent impact to the midshipmen? If I'm unable to attend the meetings can I sent a representative to the meeting on my behalf?

Response: As with all federal contracts there will be a Contracting Officer (CO) (government representative) and a COR – government representative. The contractor will be in close coordination with both persons on any service performance, service issues, and general coordination with the institution. The contractor is graded and feedback is given. Generally, it is expected that the contractor will maintain records of numbers and statistics.

Question #11) Under Section 9 can I add more staff to include barbers and beauticians as necessary to fulfill demand to include Under Section 9 it states that 1 day per year approx. the 1st week in July there will be an induction of the incoming class of 300 personnel and that four barbers and one stylist will be needed. Can I request additional staffing for these types of events i.e. indoctrination of new midshipmen and when the midshipmen return from leave & other events at my discretion?

Response: Yes, the contractor can have additional staff at any time.

Question #12) Under Section 10 you mention establishing a quality assurance program for purchased items. We can provide a receipt for all services rendered. Do you require anything else in terms of a document? Additionally, in that paragraph you mentioned an inspection system please specify what type of system your referring to that we can facilitate?

Response: Receipts for services rendered are not necessary, but it’s important to keep track of any issues reported. Currently, the Contracting Officer Representative (COR) will receive complaints or issues from the midshipmen. Once the information is reported, the contractor has no way of denying the claims because of little documentation of the quantity and quality of haircuts. The general recommendation is for the contractor to have a “survey” and “comments” box for the haircut service.

Question #13) Do you know if the small business set-aside will be 35% of the $7.5 million for this solicitation? Do you know how much is being awarded? Additionally can we also include new services not currently being provided as values add?

Response: Since the requirement will be incrementally funded, the Government is unable to provide a percentage and dollar amount that will be awarded. New services not currently being provided will be under the discretion of the COR and CO.

Question #14) Would you like more than blocks 12, 17, 23, 24, & 30 completed on the SF 1449?

Response: Just the blocks 12, 17, 23, 24 & 30. Nothing else needs to be completed on the SF

Question #15) I wanted to know if you would like to have a separate cost breakdown outside of the pricing annotated (unit and quantity) on the SF 1449?

Response: No other separate cost breakdown is required. The monthly and yearly is all that’s needed.

Question #16) Will the information for the prevailing wage document be annotated from the previous Q&A (June 1, 2016) as an amendment for interested offers?

Response: Based upon the information that you have provided regarding the number of employees and the classification of the workers to be employed on the contract, no wage determination is being issued for this procurement.

Therefore, in accordance with Title 29 C.F.R. Part 4, Section 4.6(d), the contractor is required to pay no less than the Federal minimum wage.

Question #17) How many months are included in the Base Year? We do not know how many months of service are required?

Response: Twelve (12) months are in the base year. The service is required for 12 months or 1 year.

Question # 18) Will the Merchant Marine Academy makes an ID for the barbers and beauticians to pass the front gate?

Response: The COR will provide that information to the contractor issued the award.

Question # 19) There is no price sheet for offerors to fill in.

Response: The SF-1449 Solicitation/Contract/Order for Commercial Items form can be used to record the Base Year and Option Year prices. This document was uploaded to FedBizOpps Sol # DTMA91R1600028 and also attached to this e-mail response.