Questions and Answers .pdf

Solicitation: F3G3CE0210AW01 Nellis AFB Custodial Services Vendor Questions

1. Question: While responding to Solicitation F3G3CE0210AW01 I noticed there was no SF1449. Will there be one provided as an amendment or shall we use the one from February that is associated with Solicitation FA486120R0008?

Answer: This is posted as a combo synopsis/solicitation, therefore no SF1449 is required. All requested documentation is listed in the combo synopsis/solicitation, as the solicitation from February was cancelled.

2. Question: In regards to Solicitation# F3G3CE0210AW01 Custodial Services at Nellis AFB, will the government verify whether there will be a virtual site or onsite visit for this opportunity?

Answer: No virtual site or onsite visit will be conducted for this opportunity. All required square footage and fixture amounts are provided within the PWS to allow for proper pricing.

3. Question: In Appendix A of the Statement of Work, please provide Air Force Custodial Standard for Level 1 Cleaning (Prestige).

Answer: See Appendix A on the revised PWS dated 10 Mar 20.

4. Question: Please provide the total USAF (military and civilian) daily population using the facilities included in this project.

Answer: This information is not available.

5. Question: Is there a collective bargain agreement, or is this a Union Base Contract?

Answer: There is a collective bargaining agreement between Industrial, Technical and Professional Employees Union, OPEIU Local 4873, AFL-CIO and the incumbent.

6. Question: Is the gym operational 24/7 access?

Answer: See para 4.1.2 on the revised PWS dated 10 Mar 20.

7. Question: Are there any day porter requirements?

Answer: No, day porter service is not required on Nellis AFB, NV.

8. Question: What is the current amount for the base year and all option years?

Answer: Information cannot be disclosed.

9. Question: Has the scope of work, under the new solicitation remained the same, decreased or increased compared to the current Solicitation contract number?

Answer: The scope of work has remained the same.

10. Question: In the last five years has the scope of work changed?

Answer: The scope of work has remained the same.

11. Question: What is the current contract term (1 base year and 4 option years)?

Answer: See page 1 of the solicitation document.

12. Question: Can you give us the current supply estimated cost, including paper products, supplies, and chemicals?

Answer: This Information is not available.

13. Question: Can you give us the current monthly contract amount?

Answer: Information cannot be disclosed

14. Question: How many personnel the current contractor provide at the present time?

Answer: This Information is not available.

15. Question: Instructions, Conditions and Notice number 8 Offerors shall provide a completed copy of the representations and certifications at FAR 52.212-3. Do we have to send in a completed copy of the Representations and certifications at FAR 52.212-3 if we are up to date in SAM or will our SAM updated certification be enough since those are the same Representations and certifications in SAM? Can we attach the letter stating that we are up to date?

Answer: See revised Combo Synopsis/Solicitation.

16. Question: According to the Wage Determination the janitor is $15.90 per hour and Health and Welfare is $4.54, in total it will be $20.44 per hours, is this information correct for the following year?

Answer: If an option is exercised under this contract, the wage determination will be updated.

At that time, the awardee will be authorized to submit a cost proposal for cost increase/reduction due to change in wage rate.

17. Question: We request you to send us APPENDIX C - Floor Plans and Maps document if any, as this is mentioned in the “Attachment+1+-+PWS+dated+4+Feb+2020” document on page 5 and 22, but we could not find any.

Answer: Due to the numerous amount of buildings requiring custodial service, floor plan requests cannot be accommodated. Appendix C has been removed from the PWS. Please see Appendix B for estimated square footage.

18. Question: Besides the Attachment 1, Attachment 2-Custodial Service Bid Schedule and the Attachment 4, what other documents do I need to include?

Answer: See 52.212-1 of the solicitation.

19. Question: On the excel calculation sheet the Periodic number is not calculating correctly. Please advise. Most periodic service is done quarterly, semi-annual or annual but the number is calculating monthly. For example Level 1 service is for 99,195 sq. ft. Which the final number should be divided by 4, 6 or 12. If total is $8,000 divided by 12. $667 monthly price.

Answer: See revised Attachment 2 – Custodial Service Bid Schedule

20. Question: Would you please send Appendix C and D.

Answer: Appendix C has been removed. See Appendix D on the revised PWS dated 10 Mar 20.

21. Question: Under 52.208-9 Contractor Use of Mandatory Supplies – can the government further clarify which supplies needs to be purchased through an Ability One Supplier? Paper-products, liners, cleaning chemicals, hand soaps, etc.

Answer: See FAR 8.703

22. Question: FAR 52.212-1 – Can the government decrease the requirement to 3 past performance for each entity?

Answer: See revised Combo Synopsis/Solicitation

23. Question: FAR 52.212-1 – Please further clarify? If a JV is using a subcontractor to bid for this requirement, do the subcontractor also needs to provide 5 past performance? Or only both JV partners?

Answer: See revised Combo Synopsis/Solicitation

24. Question: Is internet provided by the government for contractor usage? If not, can you provide which carrier works at this base?

Answer: Internet is not provided for contractor usage.

25. Question: Please confirm there is no exterior window cleaning required?

Answer: See Appendix A of the revised PWS dated 10 Mar 20.

26. Question: Since there is not site visit schedule can the government provide a list of buildings above 2 stories and any of them have high ceilings?

Answer: Buildings 20 and 2064 (Traffic Control Tower)

27. Question: Can the government provide current contract information such as contract number, contractor name, total cost by each performance year?

Answer: Current contract number is FA486115CB005 and the contractor is D&R Williams.

28. Question: Are there any requirement for Contractor Key Personnel on this contract? Such as Contract Manager, Quality Control Manager and Site Safety Officer?

Answer: See para 4.16 in the revised PWS dated 10 Mar 20.

29. Question: PWS 1.1.5 Trash Collection. Is the contractor responsible for collecting/removing recycling?

Answer: Contractor will not be responsible for collecting recyclable since all trash collected is considered non-recyclable paper waste.

30. Question: PWS 1.1.5 Trash Collection. Is there a specific time frame that trash needs to be out from each building?

Answer: The trash should be removed when the custodian has completed service at the facility.

31. Question: PWS 1.3.1. Are there any specific flooring surfaces that require special cleaning in accordance with manufacturer recommendations (i.e., certain wood floors, marble/shiny VIP floors)?

Answer: No special cleaning solvents are needed to perform cleaning on hard floor surfaces.

32. Question: PWS 4.6, 4.9 How long does approval for chemicals typically take? Can the government provide a list of the chemicals currently approved for use on this program?

Answer: TBD by Haz-mat personnel.

33. Question: PWS 4.10 Are dedicated personnel required to perform HAZMART/HAZWASTE monitor duties, or is this considered a collateral duty?

Answer: This is the at the contractor’s discretion.

34. Question: Are there laundry facilities available on-site for the contractor to wash rags, mop heads, etc.?

Answer: There is a washer and dryer hook up in the facility that the custodial contractor will be using.

35. Question: What types of paper towel dispensers and soap dispensers are present on base?

Answer: Pacific Blue Dispensers/ Kimberly Clark Dispensers Some are battery operated.

36. Question: The PWS states that the fitness center receives cleaning 5x a week except for the office space and massage rooms. Can the government confirm this is correct?

Answer: Yes

37. Question: May the contractor temporarily stage trash at the exterior of the building while awaiting pickup using a company vehicle?

Answer: Yes, but the trash needs to be collected when the custodian has completed the service at the facility.

38. Question: 52.212-1 Instructions to Offerors- Commercial Items (Jun 2020) Addendum The relevancy criteria that requires a contractor to have service 80 separate buildings or 200K square footage seems prohibitive. Will the government consider reducing the number of buildings and/or square footage required to be deemed relevant?

Answer: See revised Combo Synopsis/Solicitation

39. Question: 52.212-2 Other than the past performance section, are there any page limit or formatting requirements (font size/type, page numbering, headers/footers, etc.)?

Answer: There are no page requirements if it is not reflected in the solicitation.

40. Question: The header of Attachment 4 has the solicitation number for the opportunity as FA486120R0008. Will the Government either issue a corrected Attachment 4? Or allow the offeror to correct the Solicitation number in the header to F3G3CE0210AW01?

Answer: See revised Attachment 4 with correct solicitation number. Offeror may correct the solicitation number on the previous attachment. All PPQ’s received prior to the revision will be accepted as well.

41. Question: In the AF Level 4 Cleaning – Fitness Centers, the 4th item down is “Maintain/Strip Floors.” The frequency is daily (1 x Daily), which doesn’t seem correct. Please ask to have this confirmed.

Answer: See revised PWS dated 10 Mar 20.

42. Question: We do not see under this solicitation a standard form 1449, or standard form 33 and there is no CLINS supplies/Services Cost ex. CLIN 0001 -CLIN 4008, There is no contract price for the base and all option years. We are wondering if the bid schedule is going to be attachment 2 only in excel?

Answer: See answer to question one and 52.212-1 of the solicitation.

43. Question: In calculating the square footage for each of the levels and buildings, there seems to be variances from the totals in the solicitation from what was counted in the actual square footage of the facilities. Levels 1,2 and 4 have variances, however, level 2 has the greater variance. The following is an illustration of our calculations for your review:

Fixtures Restroom

SF

Carpet

SF

Hard Floor

SF

Level 1 Prestige 264 4549 77549 11097

Counted 167 4235 76244 11097

Difference of 97 314 1305 0

SF

Carpet

SF

Hard Floor

SF

Level 2 Basic 1977 67174 565288 207479

Counted 1984 67174 654053 222924

Difference of -7 0 -88765 -15445

SF

Carpet

SF

Hard Floor

SF

Level 3 Academic 204 5854 93005 20348

Counted 204 5854 93005 20348

Difference of 0 0 0 0

SF

Carpet

SF

Hard Floor

SF

Level 4 - Special 369 8365 29677 124598

Counted 369 8649 35132 124598

Difference of 0 -284 -5455 0

Will the government confirm what the correct square footage should be for levels 1,2 and 4?

Answer: See Appendix B in the revised PWS dated 10 Mar 20.

44. Question: Are there any COVID-19 cleaning/disinfecting requirements for this contract?

Answer: No.

45. Question: The period of performance on the Attachment 2 is incorrect. Can the government please provide an update for Attachment 2 this?

Answer: See revised Attachment 2.

46. Question: The CLIN numbers on Attachment 2 are the same across all option years.

Should the CLINS be updated to differentiate between each service year (i.e. 0001, 1001, 2001, etc.)?

Answer: No, the tabs at the bottom identify the periods for each service year.

47. Question: Attachment 2, CLINS 0020 – 0022 have “estimated quantities”. Will the government please update these to the actual quantities?

Answer: No, they are estimated quantities.

48. Question: Attachment 2, CLINS 0006 and 0009 are to be performed quarterly, which would be total of 2 times for the 6-month Base period; however, the “6 MONTH AMOUNT” column is calculating for a total of 6 times. Will the government please update this to the correct quantity?

Answer: See revised Attachment 2.

49. Question: Will the government please consider using CPARs in lieu of

PPQs? Frequently, government personnel been reluctant to complete PPQs citing that they have completed a CPARS evaluation and this is the whole reason that CPARs/PPIRs system was created.

Answer: The Government already has access to CPARs and has listed that in the evaluation in the solicitation 52.212-2.

50. Question: Are the Pricing Schedule and line items 0001-4013 (referenced on page 25 of the RFP) included in Attachment 2, Custodial Service Bid Schedule?

51. Question: There is a page limitation of 2 pages per contract for the past performance section of the proposals, but are there other page limitations for required items such as the

Quality Control Plan?

Answer: See answer to question 39.

52. Question: Are the past performance surveys to be submitted by the references themselves by the proposal due date, or do we attach the responses to our proposal?

Answer: See 52.212-1(b)(10) of the solicitation.

53. Question: When emailing offers, what file formats do you accept (PDF, Word, and

Excel)?

54. Question: How many badged employees does the current contractor have?

tel:0001-4013

Answer: Information is not available.

55. Question: Are there vehicles required for this contract?

56. Question: Has the square feet increase, if so, how much?

Answer: It has not.

57. Question: Will there be an extension for the due date of this solicitation due to the current national situation?

Answer: The Government does not intend to extend the solicitation due date.

58. Question: Please provide product descriptions and usage history for all consumable supplies such as toilet paper, hand towels; seat covers, sanitary products, hand soap and trash can liners?

Answer: Information is not available.

59. Question: Will the contractor/team be required to possess a current ISSA CIMS-GB certification or equivalent at contract’s start date and maintain ISSA CIMS-GB certification or equivalent throughout the contract period?

Answer: No, all requirements are listed in the revised PWS dated 10 Mar 20.

60. Question: Can invoices be submitted every two weeks? As a small business, under FAR

52-232.1(b) we can invoice twice monthly to allow for better cash flow.

Answer: Prefer invoicing monthly. Further discussion can be had with awardee if payment is required more often.

61. Question: Should the contractor limit the number of decimal places used for “price per

SF” considering the potential affect when small prices are used in a calculation? If so to how many decimal places should the contractor use for price per SF?

Answer: Review Attachment 2. The instructions are in the document.

62. Question: Do we need to submit Attachment 2 with pricing matrix?

Answer: See 52.212-1 of the solicitation.

63. Question: Can the government clarify if the government will issue a contract modification when a new Collective Bargaining Agreement is negotiated?

Answer: The Government will issue modifications to the contract as necessary.

64. Question: In case of Joint venture, do both the partners needs to submit the past performance reference.

65. Question: If you received PPQs for this solicitation before the solicitation was suspended, will you require new PPQs for the new due date? Do we need to have our clients submit PPQs again for this new due date?

Answer: This is a new solicitation. Offerors should disregard previous solicitations. PPQ’s received prior to this solicitation will not be accepted.

66. Question: Who is the current vendor:

Answer: See answer to question 27.

67. Question: What is the current contract amount

Answer: Information cannot be disclosed.

68. Question: Is the current vendor 8A?

Answer: Yes

69. Question: If the current vendor is 8A, has their 8A expired?

70. Question: What is the number of staff on existing contract?

Answer: Information is not available nor is it collected. The contract does not require a set number of employees to perform custodial services.

71. Question: Is the winning vendor required to continue employee's tenure (i.e. vacation days, benefits) if one if acquired from existing contract?

Answer: This is the contractor’s discretion. Not a requirement of the contract.

72. Question: It appears that the area totals in PWS Appendix B are incorrect to some degree as follows:

Answer: See revised PWS dated 10 Mar 20

73. Question: Does the INTERIOR & EXTERIOR high glass cleaning for LEVEL 4 FITNESS CENTER - does this require a boom lift? how high is the high glass, could you provide a glass count?

Answer: No, the contractor will clean up to 10 ft.

74. Question: Does any window cleaning for the youth centers/school age/ teen centers/ CDC/ require boom lift? size of windows? window count?

Answer: See revised PWS dated 10 Mar 20

75. Question: Will employees be required to obtained special gate entrance credentials? If so, are these provide at no cost to the contractor?

Answer: Yes access to the base is required and as stated in PWS and combo synopsis. The actual access to the base is at no cost to the contractor given all requirements are met.

76. Question: Please provide a copy of the attendance sheets for site visit?

Answer: A site visit will not and was not conducted. This information is not available as a result.

77. Question: Since we were not permitted to see all building during the site visit, please provide the following statistics:

a. Doors that have entrance/glass in order for bidders to bid entrance glass cleaning:

b. A breakout of all of the buildings stating the following:

Number of entrance ways with glass for each building The sizes of glass within each building

Answer: A site visit was not conducted. Information is requested is not available or it is not tracked by the government or may not be required as part of the PWS and combo synopsis.

78. Question: Will the government require company to provide the employees uniforms?

Will the government require company logos on the uniforms?

Answer: Yes, contractor employees need to be able to be identified by uniform/logos

79. Question: What are the current wages and benefits of the union employees

Answer: Information not available.

80. Question: Will the Contractor be required to clean walk-off mats? If yes, Please provide a count for the number of walk -off matts that are on–site.

Answer: See the revised PWS dated 10 Mar 20 for all cleaning requirements. A mat count is not available.

81. Question: What are the CBA Labor/Job Classifications to be used at their covered sites?

Answer: See Attachment 3 – Wage Determination

82. Question: Which union covers the Nellis custodians?

Answer: See answer to question 5.

83. Question: Are the exterior windows required to be cleaned under the new contract?

What is the total square feet of exterior windows? What is the total square feet of exterior windows on a second story or higher?

Answer: See the revised PWS for all cleaning requirements.

84. Question: Please clarify the requirement for building with Kitchenettes, food service outlets and vending service. Who is responsible for the housekeeping on these areas?

Answer: See the revised PWS for all cleaning requirements.

85. Question: In order for the contractor to project the cost to purchase and maintain an inventory of cleaning supplies adequate to sustain normal facility operation we need to know the historical usage. Since only the incumbent would have the reference information necessary to project these cost without risk, what is the Government expectations of Contract Furnished Facilities?

Answer: The total number of fixtures in in the PWS that require supplies. Historical data is not available to the Government.

86. Question: How many vehicles of what type are currently required?

Answer: Company vehicles are not required.

87. Question: Will areas be available in facilities to install wall mounted time clocks?

Answer: No

88. Question: Is it acceptable for janitorial employees to drive their personal vehicles to their scheduled buildings rather than company service vehicles?

Answer: Yes, as long as the driver and the vehicles meet all the requirements to operate a motor vehicle on Nellis AFB, NV.

89. Question: How often are the employees paid?

Answer: The information is not available as this is a performance based custodial services contract and we don’t track how often a company’s employees are paid. A contractor has their own internal employee salary structures. The only time the government reviews a contractor employee timecard information is if and when conducting a wage adjustment to meet the SCA requirements and Dept of Labor Standards to ensure it matches the contractors request wage adjustment increase.

90. Question: Since the Federal Government’s procurement, interests in economy and efficiency are served when the successor contractor hires the predecessor’s employees.

Government studies have shown that a carryover work force reduces disruption to the delivery of services during the period of transition between contractors and provides the Federal Government the benefits of an experienced and trained work force that is familiar with the Federal Government’s personnel, facilities, and requirements. Please provide all Offers, the number incumbent employees on the list the contractor is required to provide the government upon request and the current position these employees are qualified for.

a. The employee wages and benefits are the major direct cost passed through as a direct cost to the government. If the union will not provide the current seniority list to all bidders, giving the incumbent a significant competitive advantage over all other bidders, since they would be the only one to know actual employee seniorities.

i. Please provide a copy of the current contractor's seniority list to adequately price for accumulation of vacation time in the proposal!

ii. What is the average number of year’s seniority does each of the incumbent’s employees have?

iii. What is the total number of employees currently employed?

Answer: Government does not collect contractor’s employee seniority information nor do we ask for insight into a contractors employees vacation time. If a company wants specific incumbent employees then they must request it from the previous contractor. The number of employees is not a requirement of this contract nor do we require a set number of employees be hired in order to meet the terms and conditions of the PWS and the combo synopsis as posted.

91. Question: Since the Contractor is required to purchase supplies for the government owned dispensers the government must provide a complete list of government provide equipment including make and model in order for the bidders to price the compatible supplies.

Will the government provide a complete list of the government provide dispensing equipment?

Answer: No, each interested vendor is encouraged to provide the best in class solution to providing custodial services at Nellis AFB. The total number of fixtures and stalls are included in the combo synopsis/solicitation and the PWS. A vendor may propose to use what is in their experience the most advantageous to the company and their customer – either use what is available (which is not Government Furnished Equipment) and no inventory data is currently available or each vendor provide their own equipment in order to meet the overall requirements of the PWS.

92. Question: Will the contractor be paid the firm fixed price for all facilities that are closed for whatever reason and not made available to any personnel of the Employer?

Answer: The contractor is paid for services performed in accordance with the contract terms and conditions. If a facility is closed and/or access is not allowed into a particular facility(s) in order for contractor to perform custodial service required by the contract then they should contact the Contracting Officer’s Representative (COR) at 99 Civil Engineering Squadron or they should contact their company manager who in turn would contact 99 CES COR or 99 CONS Contracting Officer.

93. Question: What are the parking requirements for employees?

Answer: There are no special parking requirements.

94. Question: How many janitors currently working under this contract as full-time? and part-time?

Answer: The information is not available as this is a performance based custodial services contract. The government does not track how each contractor classifies their employees (janitors, etc.) either as full-time, part-time or other.

95. Question: Does contractor have to provide any kind of trash containers, dumpsters and/or roll offs?

Answer: All supply requirements are listed in the revised PWS dated 10 Mar 20.

96. Question: Is contractor responsible for cleaning, dumping and maintaining document shredder(s)?

Answer: That is not in scope of this current contract at this time.

97. Question: Will you provide us suitable office and storage space/s with access to phone and data lines? If so, is there a charge for this space/s? Are the structures/trailers provided by the Government? Is the contractor responsible for water and electric?

Answer: See Government Furnished Property and Services in the revised PWS dated 10 Mar 20.

98. Question: Are trash receptacles conveniently located near all buildings or do we need to haul trash to central bins?

Answer: Trash receptacles are near buildings listed in the combo synopsis/ solicitation and the

PWS.

99. Question: It would be helpful to know the specifics of the drug and background-screening requirements as the depth and breadth of the requirements impacts the cost. We did not see the specifics outlined in the material we reviewed.

Answer: All requirements are identified in the combo synopsis/solicitation and the PWS.

100. Question: What type of background screening will be needed for cleaning secured areas?

Answer: Secured areas will provide escorts for the custodians.

101. Question: Are there any scheduling constraints that certain buildings be completed by specific time of day or night?

Answer: No. See para 4.1 Hours of Operation in the revised PWS dated 10 Mar 20.

102. Question: Accessibility requirements - Are there any specific requirements to enter areas that need special training? If so are there costs associated with this such as inoculations, shots, or special training?

Answer: See para 1.4.2 in the revised PWS dated 10 Mar 20.

103. Question: Are there any cleaning products requirements; whereby you require specific brands or type of cleaning supplies that must be used other than the basic cleaning products?

Answer: See para 1.4.6.1 in the revised PWS dated 10 Mar 20.

104. Question: Are there any metal polishing requirements? If so, please provide what type of metals and where these metals are located.

Answer: See the revised PWS dated, 10 Mar 20 for all cleaning requirements.

105. Question: Will the custodians be required to provide blood borne pathogen and bodily fluids clean up?

Answer: No. That is not in scope of this current contract at this time.

106. Question: Can a map of the base locations where work is to be performed be provided?

Answer: A map will not be provided at this time. See Appendix B in the revised PWS dated 10 Mar 20 for square footage.

107. Question: Can I get a list of the incumbent employees’ seniority dates to accurately build PTO in to our pricing model in case they will be retained?

Answer: Government does not collect contractor’s employee seniority information nor do we ask for insight into a contractors pricing model information.

108. Question: How many shifts do they have? How many employees are on each shift?

Answer: Information is not available as this is a performance based custodial services contract.

The government does not dictate how many shifts or # of employees to each potential contractor. We leave it to the contactor company to determines how best to offer top quality commercial custodial services.

109. Question: What is the hard floor to carpet ratio?

Answer: See revised PWS dated 10 Mar 20 for carpet and hard floor square footage.

110. Question: Are walkie talkies allowed in the buildings?

Answer: Walkie talkies or handheld transceivers (HTs), is a hand-held, portable, two-way radio transceiver are not currently being used. This is not a requirement of the contract specifically but we do urge that you maintain the capability to communicate with your employees or that employees have a means of contacting emergency services in case of an accident or contact the government contracting officer representative in case there are any issues as related to the contract. Typically emergency numbers are posted in all government building for personnel reference.

111. Question: Are any special vehicles required, ex golf cart?

Answer: No

112. Question: Are there any special insurance requirements as far as vehicle is concern.

Any special decals? If so what is the cost?

Answer: No special insurance requirements for vehicles and no additional decals required.