Site_Visit_01Jun17_-_Meeting_Minutes.pdf

DEPARTMENT OF THE AIR FORCE

52D FIGHTER WING (USAFE)

06 Jun 17

MEMORANDUM FOR RECORD

FROM: 52 CONS/LGCC

SUBJECT: Site Visit Meeting Minutes for Hoods & Ducts Cleaning Services Request for Quote # F3W3427013A001_Hoods-DuctsCleaningService

1. Meeting began in 52 CONS, Bldg. 128, conference room at 09:30 am on Thursday, 01 Jun 17.

Attendees:

Tenisha Austin-McKinney, Contracting Officer, 52 CONS/LGCC Karin Sterling, Contract Administrator, 52 CONS/LGCC Axel Epper, Contracting Officer Representative (COR), 52 CES/CEOES Roland Merges, COR, 52 CES/CEOSS Alexander Thiel, Fire Inspector, 52 CES/CEFP 2 Contractors

2. Changes will be made to the solicitation as follows:

a) Solicitation Attachment 1, Performance Work Statement (PWS), paragraph 1.2 Unscheduled Services, is changed to read (changes are underlined):

1.2 Unscheduled Services. The contractor shall perform unscheduled cleanings when notified by the COR. An appointment to perform the cleaning shall be scheduled with the COR as soon as possible. Unscheduled cleanings are considered rare but may occur.

These cleanings will not be part of the scheduled monthly cleaning.

b) Solicitation Attachment 1, PWS, paragraph 9. SERVICES SUMMARY, is changed to read as follows:

Performance Objective PWS Para Performance Threshold Unscheduled Cleaning Services to Ensure Hoods and Ducts are Fully Operational

1.2 0 (zero) findings of applicable NFPA and VDI regulations per facility per occurrence. Inspection violations shall be corrected immediately.

c) Solicitation Attachment 2, Hoods & Ducts Workload including Annual Frequency Chart is changed as follows (all changes in “red” color):

APPENDICE 1

01 Jun 17

Bldg. Description # of systems # of annual cleanings

Cleaning frequency

Service Time

42 Golden Dragon/Peters 2 12 every 30 days 0700 - 1600 42 Golden Dragon Back Kitchen 1 6 every 60 days 0700 - 1600 47 Fire Department 1 1 2 every 180 days 0700 - 1600 58 Golf Course 1 12 every 30 days 0700 - 1600

117 German Canteen 1 12 every 30 days 0700 - 1600 135 Church 1 2 every 180 days 0700 - 1600 147 Mosel Dining Hall 6 12 every 30 days 0700 - 1600 147 Mosel Dining Hall 1 1 every 365 days 0700 - 1600

Dorm - CLOSED:

Do NOT quote prices for this building 2 1 every 365 days 0700 - 1600

300 Bowling Alley 1 12 every 30 days 1600 - 0000 300 Taco Bell 1 12 every 30 days 1600 - 0000 308 Pavilion Grill 1 2 every 180 days 0700 - 1600 427 Youth Center 1 2 every 180 days 0700 - 1600 443 CDC 1 2 every 180 days 0700 - 1600

CDC - CLOSED:

Do NOT quote prices for this building 2 2 every 180 days 0700 - 1600

500 Fine Dining 1 2 every 180 days 1600 - 0000 500 JR - Rockers 1 12 every 30 days 1600 - 0000 500 Pizza Hut 1 6 every 60 days 1600 - 0000 500 Back Kitchen 4 6 every 60 days 1600 - 0000 670 Pax - Terminal 2 4 every 90 days 0700- 1600 690 Fire Department 2 1 1 every 365 days 0700 -1600

AAFES

560 Popeyes 1 24 every 15 days 1600 - 0000

Explanation of changes:

Bldg. 147 – Mosel Dining Hall:

Number of systems is decreased from “8 (eight)” to “6 (six)”.

Bldg. 147 – Mosel Dining Hall – Sink Area:

An additional line item is added with “1 (one)” system and with “1 (one)” annual cleaning.

Cleaning frequency of “every 365 days” was determined by the fire inspector Mr. Thiel.

Bldg. 225 – Dorm:

Dorm 225 is CLOSED—Prices shall not be provided for this building.

Bldg. 427:

Description is changed to read from “CDC” to “Youth Center”.

Bldg. 443 – CDC:

Number of systems is decreased from “2 (two)” to “1 (one)”.

Bldg. 457 – CDC:

CDC – CLOSED—Prices shall not be provided for this building.

Bldg. 500 – Back Kitchen:

Number of systems is increased from “2 (two)” to “4 (four)”. The additional 2 (two) system must be cleaned 6 (six) times annually. Cleaning frequency of “every 60 days” was determined by the fire inspector Mr. Thiel.

“CLOSED” buildings:

Prices for cleanings must not be provided. It is left on the workload table in case the buildings will be used for again in the future. A site visit will be conducted at that time in the future when it is known that the buildings are used again with the contractor who will be awarded this contract to determine a price for cleaning of these buildings.

3. Questions and Answers:

Question 1:

When submitting a quote to the Government, are we only providing the LOT and EA prices as requested in the table on page 1 of the solicitation? We only ask because understandably contractor prices will be calculated per system (as per attachment 2) and not per LOT (as quoted under CLIN 0001). Since each unit most probably has different specifications it would be next to impossible to offer the government a balanced and reasonable price for CLIN 0002 if it wasn’t broken down per unit or system. It may make more sense to ask contractors to price each unit individually and then use that information for determining the cost per unscheduled cleaning activity.

Answer to Question 1 provided by Mr. Epper:

a. CLINs 0001, 1001, 2001, 3001 and 4001: To be quoted as “LOT”. Contractor has to calculate individual prices for all systems according to cleaning frequency. Then add up all amounts and put in 1 (one) amount as “LOT” price. “Unit Price” and “Total Price” is the same for these CLINs.

b. CLINs 0002, 1002, 2002, 3002 and 4002: To be quoted as “Each”. Contractor has to calculate a price which can be used for any system in case unscheduled cleaning services have to be performed. The price for 1 (one) system is the “Unit Price”, that multiplied by 5 (five) is the “Total Price”.

Question 2:

The solicitation states the following under paragraph (a): “… The lowest prices quote will be evaluated first for technical acceptability. …” How can you evaluate “technical acceptability” since there are no evaluation factors for a technical evaluation listed in the solicitation?

Answer to Question 2 provided by Mrs. Sterling:

In this solicitation “technical acceptability” means that the “Deliverable” mentioned under provision FAR 52.212-2 is submitted with the quote. Technically acceptability also means that the contractor agrees to all terms, conditions, item or work performance descriptions as listed in the PWS without changes. This is confirmed by the contractor when he submits a signed quote.

One word is misspelled in the solicitation under paragraph (a): It should read “… The lowest priced quote …”.

Question 3:

Why does the Government not request a detailed breakdown of prices to make sure that the contractors’ employees are not underpaid?

Answer to Question 3 provided by Mrs. Sterling:

We presume that the employees are legally employed and get paid according to applicable laws. According to the FAR, the Government is not required to interview contractor employees about their actual wages. In case it would come to our attention that contractor employees are illegally employed or are not paid according to the minimum wage laws, we would consult with our legal office to determine which steps to take against the contractor.

Question 4:

It was just mentioned even if a building is on the schedule it can happen that it can’t be cleaned that month or for several months due to renovation for example. Since we have to plan our manpower in advance, how long is the notification time in this case?

Answer to Question 4:

Notification will be made as soon as the CORs will be notified and will be put into the next monthly cleaning schedule.

Question 5:

Are there an UV systems?

Answer to Question 5:

There are no UV systems.

Question 6:

Does the fire inspector inspect every systems once the cleaning had been performed?

Answer to Question 6:

Yes, every system will be inspected after cleaning.

Question 7:

Many buildings have several systems. Can the cleaning of the systems be split up onto different days?

Answer to Question 7:

Yes, cleanings can be split up onto different days.

4. Invoicing: Only cleanings that actually have been performed during each month can be invoiced for. Invoices must be put into iRAPT (Invoicing, Acceptance, and Property Transfer), previously known as WAWF (Wide Area Workflow). 1 (one) invoice per month. Attachment 2 can change for various reasons e.g. building closure, renovation, demolition or new buildings are added to the schedule. A site visit will be conducted when buildings are added.

5. Fill in ALL the prices in the solicitation, Basic + 4 Options, then add up a total price for all CLINs.

6. Important: Contractor Responsibility Determination, PWS (a) 3.:

Every contractor to submit a proposal must be deemed “responsible”, therefore CANNOT have any negative entries in the mentioned systems:

SAM, PPIRS, EPLS, FAPIIS

7. Further explanation of the PWS items:

a) 3. Quality All contractors’ work will be evaluated by the fire prevention office. If work was not performed according to the performance standards, cleanings must be re-performed.

b) 4. Period of Performance:

The meaning of option years was discussed. All contractors already knew how options are exercised and that it is the Government’s unilateral right to exercise an option or not to exercise.

It was pointed out that the Basic Year only has 11 month, as listed in the PWS.

c) 5. Contract Management important factors:

Contractor employees must wear badges displaying company name.

Winning contractor must identify primary and alternator point of contact (POC) who has full authority on behalf of the company and contractor must provide company personnel roster after award listing all employees assigned to work on this contract.

d) 6.2 Base Access Passes:

Base access passes shall be requested promptly upon award through the CORs.

e) 7. COR Responsibilities:

CORs for this contract will be Axel Epper and Roland Merges. CORs will monitor all technical aspects of the contract and will assist in contract administration. CORs are NOT authorized to change any terms and conditions of the contract.

f) 11. Performance during Crisis:

A crisis situation can be increased security measures for base access. In this case contractors must be picked up at the gate and escorted at all times. The installation cannot be accessed anymore with the issued base passes. For this contract only 1 (one) building is affected, building 147 – Dining Facility. Within 30 days of contract award, the winning contractor must provide a contingency plan which clearly describes how compliance will be achieved in a crisis situation.

8. A site visit was conducted following the discussions at building 128:

Only 1 (one) contractor went on the site visit with the other attendees as listed above. The other contractor was the incumbent and it was not necessary that he went along.

The table below lists which buildings were visited and which buildings were not visited. The contractor did not visit some buildings since those buildings have straight upward exhaust channels. For these buildings the fire inspector gave approximate measurements of the hood sizes and channels lengths. The contractor knows that the given measurements are only estimates and that the Government cannot be held liable in case of length variations.

Bldg. Description # of systems

# of annual cleanings

Cleaning frequency

Service Time

Visited during Site

Visit

42 Golden Dragon/Peters 2 12 every 30 days 0700 - 1600 Yes

Golden Dragon Back Kitchen 1 6 every 60 days 0700 - 1600 Yes

47 Fire Department 1 1 2 every 180 days 0700 - 1600 No

58 Golf Course 1 12 every 30 days 0700 - 1600 Yes, from outside

117 German Canteen 1 12 every 30 days 0700 - 1600 No 135 Church 1 2 every 180 days 0700 - 1600 Yes 147 Mosel Dining Hall 6 12 every 30 days 0700 - 1600 Yes 147 Mosel Dining Hall 1 1 every 365 days 0700 - 1600 Yes

Dorm - CLOSED:

Do NOT quote prices for this building 2 1 every 365 days 0700 - 1600 No

300 Bowling Alley 1 12 every 30 days 1600 - 0000 Yes 300 Taco Bell 1 12 every 30 days 1600 - 0000 Yes 308 Pavilion Grill 1 2 every 180 days 0700 - 1600 Yes 427 Youth Center 1 2 every 180 days 0700 - 1600 Yes 443 CDC 1 2 every 180 days 0700 - 1600 Driven by

CDC - CLOSED:

Do NOT quote prices for this building 2 2 every 180 days 0700 - 1600 No

500 Fine Dining 1 2 every 180 days 1600 - 0000 Yes 500 JR - Rockers 1 12 every 30 days 1600 - 0000 Yes 500 Pizza Hut 1 6 every 60 days 1600 - 0000 Yes

500 Back Kitchen 4 6 every 60 days 1600 - 0000 Yes 670 Pax - Terminal 2 4 every 90 days 0700- 1600 Yes 690 Fire Department 2 1 1 every 365 days 0700 -1600 No

AAFES

560 Popeyes 1 24 every 15 days 1600 - 0000 No

Bldg. 560 – Popeyes:

Contractor stated that he has visited the building a few years ago. Mr. Thiel confirmed that there were no changes since then.

9. No further questions were asked.

10. The site visit ended at 13.00 hrs., Thursday, 01 Jun 17.

11. Questions that came up after the site visit has ended or during quote preparation must be submitted per e-mailed to both POCs; the Contacting Officer, Tenisha Austin-McKinney at tenisha.austinmckinney@us.af.mil, and the Contract Specialist, Karin Sterling at karin.sterling.1.de@us.af.mil until Friday, 09 June 2017, 14.00 hrs., Central European Summer Time.

12. Only contractors who attended the site visit can submit a quote for this solicitation since the site visit was declared as mandatory.

13. This document will be posted on FBO and includes revised Attachment 2, Estimated Hoods & Ducts Workload including Annual Frequency Chart. No separate amendment will be issued to the solicitation.

KARIN STERLING

Contract Specialist mailto:tenisha.austin.1@us.af.mil mailto:karin.sterling.1.de@us.af.mil