Questions_ _Answers_5.docx

Question & Answer #5

1. What line items does the incumbent contract price include? Were the full amount of services ordered or was this contract incrementally funded.

Answer: All the line items are included on the incumbent contract. CLINs 0001, 1001, 2001, 3001, 4001, and 5001: all services were ordered per the estimated amount per issue. However, in one option year only 3 line items were ordered per funding. CLINs 0002, 1002, 2002, 3002, 4002, 5002: Items are ordered as needed and are estimates based on what the contract has historically used. CLINs 0003, 1003, 2003, 3003, 4003, 5003: Landscape projects are only funded if needed. The estimated cost is a historical figure used for these CLINs.

1. The solicitation explains that the government can order CLINs in incremental months. In the case of CLINs 007 – Tree Maintenance, 008 – Prune Shrubs, and 009 – Prune Perennials, if the government orders incrementally, will the contractor be required to service all counts of trees, shrubs, and perennials in those incremental months. In other words, if the government orders one month of tree pruning, what is the expectation of service for the 10,000 trees.

Answer: No, the contractor will only be responsible for the period of performance in which the CLIN is funded. The contractor will be expected to perform maintenance for the period of performance funded. The expectation is not to service 10,000 trees in one month. It is to perform maintenance, as required, for the funded service.

1. What is the historical annual frequency of service for CLIN s001 - Improved Grounds, CLIN 004 – Leaf and Pine Needle Removal, CLINs 007 – Tree Maintenance, 008 – Prune Shrubs, 009 – Prune Perennials, 012 – Maintain Vegetative Beds, 013 – Surface Drainage Ditch annually?

Answer: Refer to Attachment 2, workload estimate, Estimated Annual Amount Issued Column. The annual frequencies identified are the historical annual frequencies.

1. What is the average width and depth of the surface drainage ditches?

Answer: There is one large ditch, estimated to be 50 feet wide, 20 feet deep and 2,000 feet long. The other surface drainage ditches are 3-4 feet wide, 2-3 feet deep.

1. Can chemicals be used to control growth / weeds in the semi-improved grounds?

Answer: Refer to the PWS, para 1.1.8. Pest control is not required in semi-improved grounds. However, as long as the pest applicant regulations are followed, the contractor may use chemicals to control weed growth in semi-improved areas.

1. Can herbicides be used on fence lines?

Answer: Refer to the PWS, para 1.1.8. It is not mandated that the contractor use herbicides on the fence line. However, if the herbicide is approved and the COR approves the area, the contractor may use herbicides on the fence line.

1. Euonymus is listed twice under CLIN 002 – Unscheduled Items (Lines 69 and 70) Answer: Line item #70 was changed to reflect “Euonymus “Emerald “N Gold”

1. Of the CLIN 012 – Vegetative Beds 81 acres, how much is mulched areas and how much are rock beds?

Answer: The mulch beds account for approximately 25 acres and the rock beds account for approximately 56 acres.

1. Can the government provide a list of seniority dates for incumbent grounds personnel?

Answer: Please refer the Site Visit Q&A part 2

1. Is there a location for natural debris to be disposed of on base?

Answer: Refer to the PWS, para 1.1.5.1 for disposal guidance. However, there is enough room in the government provided yard for the contractor to maintain a dumpster at the contractor’s expense. Also, there is currently an area identified on base for the contractor to dump leaves and pine needles, which they must also maintain if they choose to use it. This area is not guaranteed for the contractor, but as long as it is available, they may utilize it.

1. Does CLIN 006 – Pest and Weed Control include weed control of turf grass areas as well as vegetation control of paved areas?

Answer: Yes, pest and weed control includes turf grass, mulch/rock beds, and vegetation control on paved areas.

1. Who is the incumbent contractor?

Answer: Embassy Lawn and Landscaping

1. The PWS references BASH / Airfield requirements however that is not a part of this contract. Please advise.

Answer: The PWS does reference it as it is part of a standard template. However, all the BASH area were recently removed from the contract. There is no pricing information requested for BASH areas.

1. It was mentioned at the site visit that the contractor may use wood chips / base mulch for outlying landscaped areas? Can the government provide an estimate of yards of mulch used in this regard and how much mulch the contractor must purchase each year?

Answer: Refer to the PWS, para 1.7.1 for base mulch. It is estimated that the contract uses approximately 100 yards of base mulch each year. This number depends on how many trees are removed and mulched. As for Attachment 2, line item 028, it is estimated that we use 350 cubic yards of mulch each year. However, line item #28 is an unscheduled line item and is only an estimated amount.

1. Can the contractor use ice melt instead of sand for snow and ice removal?

Answer: Refer to the PWS, para 1.6.2. The contractor may use ice melt.

1. CLIN 45-55: Tree Installations – How long is the contractor required to maintain the tree after planting or what is the required establishment timeframe?

Answer: Refer to the PWS, para 1.7.1.5. The tree will become part of the contract after planted. Refer to the PWS, para 1.7.1.9 the tree will have a 1-year warranty.

1. Should the Reps and Certs from sam.gov be included in the price proposal?

Answer: Reps and Certs can be included in the price proposal

1. If barrels are needed for snow chemicals/sand, how will the contractor be reimbursed for the purchase/replacement? Under what CLIN?

Answer: Refer to the PWS 1.6.3. The contractor will provide and place sand barrels. Refer to the PWS para 1.6, the price should be included under CLIN 0001, 1001, 2001, 3001, 4001 and 5001.

1. Please provide separate CLINs for Priority and Non-priority snow removal requirements for Price List.

Answer: There will be only 1 CLIN. The square footage for priority snow removal is 348,237 SF. The Square footage for secondary snow removal is 368,579 SF. Attachment 1, attachment 2, and the PWS have all been revised to reflect the overall square footage of 716,816 SF for snow removal.

1. Please provide breakout of quantities of measurement of snow removal requirements regarding Priority and Nonpriority snow and ice removal.

Answer: The square footage for priority snow removal is 348,237 SF. The Square footage for secondary snow removal is 368,579 SF. Attachment 1, attachment 2, and the PWS have all been revised to reflect the overall square footage of 716,816 SF for snow removal.

1. What is the contact phone number and/ or name of State Fire Department organization to contact for approval of bulk fuel storage tanks?

Answer: Refer to the PWS, para 4.2. The contractor will be responsible for obtaining this information. However, there are points of contact in the PWS that may be able to assist under 4.2..

1. What gate will the contractor be required to use to gain entry of the base?

Answer: The East gate is the main gate for contract and commercial vehicles. Any gate may be used for badged employees working for the contract in their personal vehicles.

1. 1.1.2. Please describe what the other hard surface areas are?

Answer: Other examples of hard surfaces could include asphalt or concrete pads.

1. 1.1.8. Please provide the installation-approved inventory list of approved herbicides/pesticides the contractor will be allowed to use.

Answer: The contractor has to get all chemicals approved which they decide would be best to use. Each contractor is responsible for getting their own chemicals approved. Visit www.afpmb.org for the DoD list of approved chemicals which may be used after approved for the base.

1. 4.2.11.1. and 4.2.11.2. creates some confusion. Herbicides/Pesticides have not been clearly identified as to what the contractor will be able to store on base. Please provide clarification whether storage of approved chemicals for herbicide/pesticide application will or will not be allowed on base?

Answer: 4.2.11.1 and 4.2.11.2 refers to hazardous materials. Refer to the PWS, para 4.2.6.1 for pesticide storage.

1. Please provide a breakout/measurement of materials used in beds for mulch, gravel/rock, red breeze gravel and size of pit?

Answer: Mulch accounts for approximately 25 acres, rock/gravel account for approximately 56 acres, red breeze accounts for approximately 1.5 acres, and sand accounts for approximately .7 acres.

1. How many acres of vegetation beds are irrigated?

Answer: Of the 81 acres of vegetation beds approximately 65 acres have irrigation.

1. How many trees are anticipated to be transplanted annually of the sizes 65-inch spade over 90-inch spade?

Answer: Refer to attachment 2, items 043 and 044 Workload Estimate for the estimated amount.

1. Please provide an estimate and size of trees that will require transplanting annually? Given the various risk, is a tree warranty required on this service?

Answer: Refer to attachment 2, items 042, 043 and 044 Workload Estimate for the estimated amount. No, the government understands the inherent risk with transplanting a tree, and therefore a warranty is not expected.

1. Please provide a numerical list of incumbent employees with years of service and vacation time.

Answer: Please refer to the Site Visit Q&A part 2

1. What is the frequency a contractor can expect to perform Hydro Seeding, and what is the quantity of measurement annually?

Answer: It varies every year. Refer to Attachment 2, Workload estimate, item number 022 for the government’s annual estimate.

1. Irrigation systems needing repair during the course of an operational season. If there is a rupture in a main water supply line or lateral line of a system because of normal wear and tear, will the Government reimburse the contactor for time and materials to repair any separate incident when not caused by contractor operational functions?

Answer: Refer to the PWS, para, 1.1.4.2. Maintenance includes repairing of ruptured pipes. There are parts that are not considered part of routine maintenance…see same paragraph. Routine parts and labor are inclusive under CLIN 0001, 1001, 2001, 3001, 4001, 5001 line item #002.

1. When fair wear and tear of any parts of a system (heads, risers, wiring, valves, valve boxes, etc.) occurs, will the Government reimburse the contractor of all/any repairs for time and materials? None of these items are listed on the Pricing List. Please confirm that Government pays for any and all repairs and that these repair items will be added to Pricing List for time and materials.

Answer: Refer to the PWS, para, 1.1.4.2. Routine parts and labor are inclusive under CLIN 0001, 1001, 2001, 3001, 4001, 5001 line item #002. Also refer to Attachment 2, CLIN 002 line items 093-099. Additional items can be negotiated if deemed outside of normal routine maintenance.

1. 1.6.3 Please confirm how many sand barrels are to be placed. Confirm whether the Contractor decides where they are placed with COR approval, or if the Government knows, please provide locations. This information is not provided on Appendix A or B.

Answer: There are approximately 110 sand barrels needed for the contract. Refer to the PWS, para 1.6.3. The COR will show the contractor where to place them.

1. Since the contractor is to provide the barrels, if someone or something damages a barrel outside of our maintenance operations, will the Government reimburse the contractor for the replacement of any damaged barrels?

Answer: If the contractor can determine what caused the damage the contractor can try to seek reimbursement. The government will assist with the investigation of what caused the damage. If the government caused the damage the government will be responsible for the damage.

1. Irrigation Maintenance – Please clarify who will burden the cost of ruptured irrigation pipes.

Answer: Refer to the PWS, para, 1.1.4.2. Maintenance includes repairing of ruptured pipes. Routine parts and labor are inclusive under CLIN 0001, 1001, 2001, 3001, 4001, 5001 line item #002.

1. 3.1 Facilities – Please clarify if welding for equipment repair and grounds maintenance services is allowed in the Government provided building. It was mentioned at the site visit that welding is now allowed in Bldg. 200 upon obtaining a permit. Please confirm. If not, is there any designated place on base where welding can be performed?

Answer: refer to the PWS, para, 3.1. The contractor will have to obtain a burn permit from the fire department on base. The government provided facility was recently outfitted with a complete fire suppression system. The fire department has allowed the contractor to weld inside the facility if proper safety procedures are followed. If the fire department does not allow for inside welding, the area outside the facility has been approved for welding.

1. Communications – Please provide a list of any approved communications devices that can be used by the crew to communicate with each other while performing snow removal/grounds maintenance services?

Answer: Cell phones are approved. If the contractor wants to use radios they will have to be FAA approved and obtain a permitted frequency.

1. 4.2.4 Are there any known current or future plans that will require the disturbance of one acre or more on Peterson AFB? If so, please provide the unknown cost burdens associated with the Construction General permit, erosion control fence, reporting, etc. Would such a requirement be issued as a Task Order?

Answer: There are not any plans currently known. The jobs will fall under a task order and CLIN 0003 and all subsequent out years, which is a negotiated Landscape CLIN.

1. The total quantity posted for snow removal of 716,816 SF in Site Visit Q&A appears to have increased 200% from the initial Government estimate. What is the reason for such a drastic increase? Were more sidewalks (scope) added? If so, where? Please detail. Were measurements missed on patios or landing-type areas? If so, where? Please detail buildings and areas.

Answer: The government estimate numbers were simply inputted incorrectly.

The scope of the contract has not changed from the current contract. Once the government realized the oversight, the square footage was changed on all corresponding documents to reflect the correct calculations.