Questions_ _Answers_3.docx

Questions & Answers for FA2517-16-R-5000 Question: INSTRUCTIONS TO OFFERORS

2.3 Cover Letter: The cover letter shall stand alone and not be included in its own volume and not be included in Past Performance or Pricing.

Where shall we place the Cover Letter if we are not to place it in any volumes?

Answer: The Cover Letter is a standalone document. It can be submitted along with the proposal. Please do not include inside a volume. It can be placed on top of one of the volumes inside the box. It can be loose in the box the proposal comes in.

Question: 3.4 Do you require a CD for each volume, or is one sufficient to include both volumes and the cover letter?

Answer: Please refer to Para 3.1 Page Limitations table which states the number of disks required per volume (1 Compact Disk per volume).

PERFORMANCE WORK STATEMENT

Question: Appendix A.

We are instructed to refer to Appendix A twelve (12) times throughout the PWS, i.e., “as identified in Appendix A…,” or “see Appendix A…” On the 13th time when we get to Appendix A, it instructs us to call a number to get Appendix A, which covers all of the 12 scope items previously called out in the PWS. Please post Appendix A immediately as it is referenced throughout as part of the solicitation Contracting needed to include publicly. Until it is posted, this RFO is an incomplete package.

Appendix A-Area Maps or Site Plans. In Appendix A, it states, “Due to continuous updates, the most up-to-date maps are available upon request by contacting the COR at 719-556-1479.” We have attempted to acquire maps numerous times for this solicitation per the PWS instructions without success. Would the Government please address the following concerns and give guidance on which information to follow in order to successfully acquire the maps?

Answer: Please refer to FBO, Q&A attachments for map.

Question: What is the reason that Contracting won’t simply post the maps on FBO as is customary to alleviate all of this? We cannot perform a thorough site visit without the base maps that include Improved, Semi-Improved and Un-Improved Grounds (with BASH areas); Areas Requiring Debris Removal and Policing; Areas Requiring Leaf Removal; Areas Requiring Fertilizer and Liming; Mulch Beds/Rock Beds; Surface Drainage Ditches; Snow/Ice Removal Areas (Priority/Non-Priority) and Areas Requiring Irrigation and Areas with Irrigation Systems as stated in PWS p. 40 Appendix A-Area Maps or Site Plans, until all maps are provided to us.

Answer: Due to Peterson Air Force Base security procedures a map for Snow/Ice Removal Areas (Priority/Non-Priority) and Areas Requiring Irrigation and Areas with Irrigation Systems can only be provided to the awardee only however, a map for Improved, semi-improved, unimproved, debris and leaf removal, fertilizing, and mulch/rock beds ditches is available in the Q&A attachments on FBO.

Question: Attachment 6, “Quality Assurance Surveillance Plan” 2.1.4. Is the QAM role to be filled from government personnel or the contractor’s staff?

Answer: The QAM role will be the Contract Officer or Contracting Officer Representative.

1.1.4.1 Question: Please define water conservation measures.

1.2.1 There is mention of “approved scheduled times”. Will mowing in BASH Areas and Airfield Grounds be scheduled during normal duty hours (7:00am-4:00pm), or will they be performed after normal business hours/night time hours? What are the approved scheduled times?

Answer: Scheduled times are during normal duty times. The “approved scheduled times” is to coordinate aircraft movement prior to any work being accomplished.

Question: 52.208-9 CONTRACTOR USE OF MANDATORY SOURCES OF SUPPLY OR SERVICES (MAY 2014)

(c) states that price and delivery information for the mandatory supplies is available from the Contracting Officer for the supplies obtained through the DLA/GSA/VA distribution facilities. For mandatory supplies or services that are not available from DLA/GSA/VA, price and delivery information is available from the appropriate central nonprofit agency.

Please provide the price and delivery information of the list of mandatory supplies we are required to through DLA/GSA/VA distributions facilities prior to proposal submittal.

Answer: This contract clause will be incorporated by full text. It explains what the contractor shall do if a mandatory is used for this contract. For instance, if the contractor decides to use a mandatory source there are pre-established prices under the mandatory source to offer the Government cost effective pricing. The Government does not provide price and delivery information for mandatory supplies/services. This information can be obtained from FAR part 8, which lists all mandatory sources.

Question: Is it only supplies that are Government-reimbursable, or is it supplies the Contractor uses in daily operations as well? If it affects the Contractor’s supplies, this can drastically affect pricing; therefore, it is imperative to see the list of mandatory supplies with prices, delivery information, and any historical data before proposal submittal in order to provide fair and reasonable prices for the lifetime of the contract.

Answer: The Government will not provide reimbursement for supplies used. Please refer to Attachment 1, the price list in FBO. Your company will provide the Government a list of supplies/ services for ground maintenance throughout the term of the contract. If your company decides to use a mandatory source you must use the price list for that mandatory source. All mandatory sources are listed in FAR part 8.

Answer:

PWS 3.1 Facilities.

Question: Bldg. 200 is identified as a government-provided facility with utilities; will the contractor be allowed to have approved bulk fuel storage tanks with containment placed in the exterior storage area?

Answer: Yes, the contractor can provide their own bulk fuel storage tanks. Area will be pointed out on the site visit. Refer to Para 4.2.13 in the PWS for guidance on Storage tanks.

Question: Is Wi-Fi provided in Building 200? If not, are we allowed to use Wi-Fi?

Answer: No, Wi-Fi is not provided, however, the contractor can purchase through a vendor.

Question: 1.1.4.1. Irrigation.

Will the Government burden the cost for any required repairs or parts that are not caused from the contractor’s actions of operation?

Answer: Refer to the PWS para 1.1.4.2 for definition of maintenance. If maintenance is outside of routine maintenance, i.e. pumps, controllers, backflows, the government will burden the cost. Normal routine maintenance for irrigation systems is inclusive under the irrigation CLIN.

Question: Please provide SF of landscaped area requiring manual watering? Provide numbers each of plants, trees, shrubs, and flowers that are to be manually watered.

Answer: There are several tree belts that may require manual watering. The estimated amount of trees is 400 but they are mostly mature. The estimated square footage is 1 acre. There are not any shrubs/flowers currently requiring manual watering.

Question: Where manual watering is required, is there be a nearby water source to perform this requirement?

No, Question: If not, please indicate if the contractor will be required to provide an alternate means such as water wagon/truck?

Answer: The contractor will need an alternate means such as a water wagon/truck.

Question: In the event a water wagon/truck is needed, will the government provide an adequate water supply to fill the water tank?

Answer: Yes, there is a fill stand provided at the contractors provided yard.

Question: Provide a breakdown of the irrigation areas that are automated and those that are manually watered?

Answer: Automated irrigation areas account for 99% or higher of the areas requiring irrigation.

Question: How many automated water/irrigation systems are there on base? How many manual water systems are on base?

Answer: There are 100 backflows that account for the 150 acres of automated irrigation, which include approximately 2,300 zones. There are about 8 various areas that may require manual watering.

Question: How many backflow prevention devices are currently incorporated in the irrigation system? Is there a specific schedule for the annual testing of all of these devices?

Answer: There are 100 Backflow devices. The systems are currently tested prior to seasonal fire-up (March-April), however, the requirement is testing them annually. Refer to PWS Para 1.1.4.5 #(4).

Question: 1.1.5.1. Police Debris In the event that a natural disaster type event occurs that is above and beyond the normal policing debris requirement collection, will the government be responsible for the disposal of it?

Answer: Yes, if there is a natural disaster and it is deemed outside of the “general debris removal” the government will provide assistance for disposing of it.

Question: 1.1.5.5. Dead animals States that Contractor shall contact the COR within 10 business days after contract award to get instruction on the protocols for handling dead animals (e.g., Personal Protective Equipment (PPE) and local disease protections).

As this could affect pricing, please provide the protocols prior to proposal submission.

Answer: Standard protocol is to dispose of as debris. However, if there are any concerns with diseases, protocol could change to protect the contractor from protecting themselves as well as spreading any disease, unknowingly.

Question: 1.1.7.1 Aerate Soil Will this requirement be affected by 4.2.4 Land Disturbances of One Acre or Greater?

Answer: No, aerating does not fall under land disturbances.

Question: 1.1.8. Pest and Weed Control The Price Sheet indicates that 363 acres require weed control. Please provide information/map indicating the designated areas that will require this service to be performed.

Answer: Areas include all mulch/rock beds, all hardscape surfaces to include roads, sidewalks and the flight line, as well as all improved turf areas. It does not include semi-improved or unimproved areas.

Question: 1.1.10. Prune Trees, Shrubs, Hedges and Perennials Will the Government require all trees (10,000) and shrubs (35,000) to be pruned/trimmed annually? If not, please indicate how many will be required to be trimmed on a rotating yearly basis?

Answer: Of the approximate 10,000 trees on base, it is estimated that 2,000 - 2,500 trees are trimmed annually or as needed. It changes from year to year but this would be a fair estimate. The main premise is to trim as needed throughout the year.

Of the 35,000 shrubs, annual pruning is typically required for most, but this includes ornamental grasses and pruning as needed. Some species do not typically require it, but most of the shrubs on base do require touch-up maintenance.

Question: The Government estimates 140 various trees to be planted annually. Is this a new requirement? Is this replacing trees that have died? If so, from what? Can you provide historical data of tree replacement and cause?

Answer: It varies from year to year. It is a combination of new trees for new construction as well as replacement trees. Historically, trees have died from drought or disease or bad planting practices. The percentages are about evenly distributed.

Question: What is the approximate linear foot of the hedges on Peterson Blvd, and what is their approximate current height?

Answer: The approximate linear footage is 2,000 along Peterson Blvd and the average height is 40 inches.

Question: 1.2.3.1 Will the “Flight Line drivers’ training” be provided by the government at no charge? When is the training provided?

Answer: Yes, the training is provided by the government. It will be provided as needed after contract award to the individuals needing access to the flight line.

Question: 1.2.3 After Airfield management has approved and scheduled a time to work on the flight line, will communications with Airfield management be required while the contractor is performing services? If so, what form of commination will be used?

Answer: Airfield management will escort the contractor as needed on the flight line.

Question: Will the needed supplies/materials including fertilizer, mulch, bed repair items, plant replacement, seed/erosion material, and rock for beds, stones/pavers, and repair items for red breezeway be reimbursed or supplied by the government?

Answer: Yes, supplies will be purchased by the government under the CLIN 0002 and subsequent years as identified in Attachment 1.

Question: Will the contractor be reimbursed for any resources (trees, plants, etc.) dedicated to a Work Order which introduces a new artifact/site in which Stop Work Order is issued?

Answer: Not sure what this means, but all material will be purchased by the government for the contractor to install as identified in Attachment 1, the price list. A job order will be issued prior to any material being purchased.

Question: 1.6.1. States that “The contractor shall remove snow and ice from all paved areas, sidewalks, steps, stairs, landings, and entrance ramps as shown in Appendix A.”

1.6.2. States that “The contractor shall remove ice to provide secure footing or safe driving conditions by the snow removal operation or by sanding with washed sand or ice melt IAW Appendix A. The contractor will provide all material and shall remove and dispose of excess accumulation.”

Please identify what “paved areas” refers to in 1.6.1 since we do not have the maps. Does this refer only to sidewalks, stairs, landings, and entrance ramps? How many SF total does 1.6.1 entail?

Answer: Refer to Attachment 2, Workload Estimate, line item #14 (232,000 SF). It includes all areas addressed in paragraph 1.6.1. It does not include parking lots or roads.

Question: Are we allowed to push snow off onto the grass areas until it becomes too high? What is considered too high? Please identify where we will dispose of excess accumulation. This only refers to our scope of cleaning sidewalks, landings, and entrance ramps, and stairs, correct?

Answer: Yes, the standard operating procedure is too remove from the hardscape surface onto an adjacent area. Refer to the PWS 1.6.1 for historical snow accumulation. The height for normal procedures under normal circumstances does not require removal from the immediate area.

Question: When snow become excessive and piles up too high from clearing, will the government reimburse the contractor for removing the snow piles when and if it becomes required?

Answer: Typically a situation as such is unlikely however, if this event occurs the contractor can submit the Government an Equitable Adjustment.

Question: Are we responsible for clearing piles and ice that the parking lot and road contractor has left behind?

Answer: The government removes snow/ice from the parking lots and roads. The government tries their best not to move the snow/ice from those areas onto the sidewalks. The contractor tries their best not to dump the snow from the sidewalks onto the roads or parking lots. Ultimately, we provide a positive working relationship between the two. However, the contractor is not responsible for piles left behind by someone else.

Question: 1.6.2 Please confirm that contractor is not responsible for providing ice removal for safe driving conditions, other than for small utility maintenance-type equipment. We do not anticipate cars/trucks driving on the sidewalks, etc.

Answer: Yes, it is only for a few small utility trucks on a few loading docks. The majority of snow removal is on sidewalks and concrete pads.

Question: 1.6.3 Please provide an approximate number of sand barrels that will be needed? And any specific sand material that will be required to fill them.

Answer: There are approximately 110 sand barrels needed for the contract. Washed sand is typically used for ice control.

Question: 1.7.1 Please clarify if all 6” clippings need to be mulched? And if this mulch can only be placed in specific areas or used facility wide and combined with other commercially supplied mulch?

Answer: Yes, as long as the tree is showing no signs of disease or other irregular qualities. The mulch will be issued for specific purposes/areas around base, as deemed by the COR. It can be stockpiled in the government provided yard until needed. It is used separately and not mixed with other commercially provided mulch.

Question: 1.7.4 On attachment 1 – pricing sheet, CLIN 0001, 1001, 2001, 3001, 4001 and 5001 Task item 015, please clarify if the 1-hour rate should be for man hour or for a full service (crew) hour? For example: if it was per man hour at $50/hour and a crew of ten worked for 2 hours it would be a cost of $1000.00. If the assumption was that the hourly rate should cover the entire crew it should be priced at $500/hour in this example.

Answer: The intent is for Task Item #15 to be priced as 1-man hour. For example, if 2 personnel were needed for 2 hours each, @ $50 an hour, the total would be $200.

Question: 4.2.3 If the contractor elects to participate in the base recycling program will collection containers be provided to the contractor? And will there be any cost to the contractor for participating in the program?

Answer: Refer to PWS 4.2.3. The contractor shall participate in the base recycling program. However, the containers will be provided to the contractor and there is no additional cost the contractor shall incur.

Question: 4.2.8.6 Please clarify if this is an overall fuel usage amount to be reported, or if usage reports for each vehicle and gasoline machine such as string trimmers, mowers, etc. is required?

Answer: It is intended for overall usage based on each product, not individual pieces of equipment.

Question: 4.2.16.1. Preservation of Archeological and Historical Sites.

States that the contractor shall protect any existing historical, archaeological, and cultural resources within its work areas as identified on project site drawings and shall be responsible for their preservation during the life of the contract.

Please provide the site drawings which details the historical, archaeological, and cultural resources sites prior to proposal submission.

Answer: There is a small area on base around the museum that is considered an archeological site. The area will be identified upon award. The contractor is held to the same standards for preservation of everything on the contract.