Solicitation QA -DFAC Support Services.docx

Q1. Will there be a site visit scheduled?

A1. Yes. A site visit is scheduled for 6 December, 2019 at 2:00 MST.

Q2. PWS § 1.3.9 is titled “Equipment Repairs and Replacement;” however, all contractor responsibilities listed in that section pertain only to repairs. Will the government please confirm that the government is responsible for the cost of any equipment that is replaced?

A2. Refer to PWS 1.3.9.8 “If, on the contractor’s recommendation, the Government Dining Facility Manager determines equipment is beyond economical repair, new equipment will be purchased by the Government. The contractor shall include substantiating data to support its recommendation to the Government why the recommended replacement is required.”

Q3. Will the government please revise PWS § 1.3.9.1 to remove the requirement for the contractor to provide the COR with at least three quotes for all repairs? This requirement conflicts with the contractor’s obligation to ensure prompt completion of repairs as provided in § 1.3.9.7. Additionally, the contractor is already incentivized to select repair services that will be the best value through its obligation to pay for those repairs.

A3. Removed from PWS dated 4 Dec 2019.

Q4. Will the government please revise PWS § 1.3.9.1 to permit the contractor to select the quote used for all repairs? The contractor is already incentivized to select repair services that will be effective and present the best value through its obligation to pay for those repairs.

A4. Removed from PWS dated 4 Dec 2019.

Q5. Will the government please provide the five-year repair cost history (parts and labor) for the Aragorn Dining Facility? This information is necessary for offerors to intelligently bid the cost risk involved in undertaking five years of repair service at a fixed price.

A5. Government can provide 2 years worth of repair cost.

Q6. Will the government please confirm that the only equipment the contractor is responsible for repairing is the equipment listed in PWS Appendix A? If additional equipment is intended to be covered, please identify that equipment.

A6. Currently the Government is in the process of installing new equipment to replace outdated equipment. No additional items, just replacements.

Q7. Will the government please provide the age, condition, warranty information, and maintenance history for all equipment that the contractor will be responsible for maintaining? This information is necessary for offerors to intelligently bid the cost risk involved in undertaking five years of repair service at a fixed price.

A7. Government can provide 2 FYs worth of repair data and all warranty contracts.

Q8. Will the government please identify all equipment that the contractor will be responsible for maintaining for which the government knows the equipment is currently in need of repairs, is experiencing problems, or has reached its expected end-of-life? This information is necessary for offerors to intelligently bid the cost risk involved in undertaking five years of repair service at a fixed price.

A8. Yes, Government can provide current status on existing equipment. All equipment may be viewed during the site visit.

Q9. Will the government please permit offerors to inspect all equipment that the contractor will be responsible for maintaining at least ten days prior to the due date for quotations?

A9. Offerors may inspect equipment during the 6 December site visit if necessary to submit their proposal.

Q10.Will the $1,500 allowance for repairs be paid monthly at that fixed price irrespective of the actual cost of repairs that month? For example, if no repairs are needed during a particular month, will the government still pay the $1,500 allowance for that period?

A10. Reference PWS 1.3.9.1.“… the repair CLIN will be paid monthly as a $1,500.00 monthly allowance. Any repair costs above that amount will be paid by the Contractor.” The Government will pay the $1,500.00 monthly repair CLIN regardless of the extent of repairs for each month.

Q11. Will the government please revise the $1,500 monthly allowance for repairs to be a cost-reimbursable line item with no limitation on the reimbursement amount? Such an approach would be consistent with the historical approach to pricing these repairs.

A11. The repair CLIN structure will remain as is.

Q12. There was no SF 1449 or SF 33 included in the solicitation package on beta.SAM.gov. Will the government be issuing a SF 1449 or SF 33 for this procurement?

A12. The award will be made via SF 1449.

Q13. The attachment did not provide any wage rate or fringe benefit information. Will the government please provide a current copy of the CBA to ensure all offerors have wage and fringe benefit information to correctly calculate the cost of labor?

A13. The current CBA has been attached in beta.SAM.gov

Q14. How many Cashier stations are opened for each meal period for weekdays, weekends and Reserve weekends?

A14.

Regular weekdays – 2 stations Regular weekends – 1 station Reserve (Unit Training Assembly/UTA) weekends – 2 stations

Q15. How many employees are staffed on this contract? (contractor employees) How many are MAs and how many are MA Leads?

A15. Current contractor has 15-18 employees. 1 supervisor for days and 1 supervisor for evenings.

Q16. Materials. The Government will replace materials that are lost due to fair wear and tear. The contractor shall replace inventoried Government furnished equipment, with like items, due to contractor negligence. Any additional items that are needed above the initial inventory will be at the Government’s expense. I could not find a list of these materials. Will the government be providing this list?

A16. These items are identified in PWS, Appendix A. All other equipment is defined as furniture inside of the dining facility. Tables, Chairs, TV’s, workstations, etc.

Q17. Does the current contract subcontract out the requirements for the Preventive Maintenance or Self-Perform? If subcontracted who is the current service provider? If self-performed what is the wage rate? This rate is not provided in the current CBA and no Wage Determination was incorporated into the Solicitation.

A17. The current contractor hires local contractors for repairs and maintenance as needed. It is recommended to obtain quotes from multiple vendors for each repair/maintenance requirement to ensure services are being provided at the lowest cost to the contractor, as the repair CLIN is FFP at a monthly rate.

Q18. How much cash and change are required for each POS drawer? How much Change fund is required to have on hand at all times? Is the contractor provided a safe to protect the change funds and moneys collected? What is the limit of moneys to be held in the dining facility?

A18.

Each cash drawer - $200 Change fund - $2,000 Petty cash fund - $251 Safe is provided

Q19. What supplies and materials are provided by the Government? Will the contractor be provided a facility on base for the ample storage of supplies?

A19. Government provides all items except: Cleaning supplies, mops, brooms, cleaning detergents, buckets, vacuums, dusters, bulbs for light fixtures, soap scrubbers for pots and pans. We can provide you a list based off of the existing contractor.

Q20. Please provide a list of all the light bulbs the contractor is require to purchase and estimated quantities?

A20. We can provide you a list based off of the existing contractor. List will be posted as soon as received from the current contractor.

Q21. Will the government require company logos on the uniforms?

A21. No.

Q22. Is there internet access for the contractor’s use at the office space/s provided? Is wireless internet available at the site or will the contractor be able to install Ethernet for our office/administrative use? Will an area be available in each DFAC to install wall mounted time clocks?

A22. WIFI is provided inside the facility. Contractor manager will have an office. Phone line and hard lined Ethernet internet is at cost to Contractor. All office materials will be provided by the contractor for their management team.

Area for wall mounted time clocks will be provided.

Q23. Expendable Supplies. Does the government provide the paper goods to include Air Force flight meal boxes, Flight Meals service packs, Styrofoam cups, paper ware, plastic ware …etc, for meals served and consumed in or outside the dining facility?

A23. All “to-go” meal supplies will be provided by the Government. All contractor provided consumable supplies are listed in Appendix B of the PWS.

Q24. 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. Can we be provided with a copy of the current contractor's seniority list to adequately price for accumulation of vacation time in the proposal?

A24. Please see the applicable CBA for the Union POC. Additionally, the incumbent is no longer eligible for this award due to graduating from the 8(a) program.

Q25.What is the average number of year’s seniority does each of the incumbent’s employees have?

A25. Please refer to the CBA.

Q26. What is the total number of employees currently employed?

A26. 15

Q27. Are condiments such as bottled Catsup and Mustard on each table? Are the caps required to be cleaned after each meal?

A27. Condiments are provided on side tables for customer usage.

Salt, Pepper, sugar, sweet and low and napkins are to be placed at every table.

Caps are required to be cleaned after each meal. Filled and replaced as well.

Q28. Mission-essential contractor personnel shall perform all contractor-provided services listed in this PWS while the base is under emergency conditions, e.g. Emergent disasters, natural disasters, fires, earthquakes, snow or inclement weather. The anticipated workload changes during emergency situations may include, but are not limited to, changes to established duty hours, extended duty hours, increase in personnel utilizing the dining facility. Mission-essential contractor personnel may receive a short-notice requirement to report to the dining facility as military mission requirements dictate. The contractor shall provide contract-required services within two hours of recall notification. Should there be an extended meal service CLIN price?

A28. An extended meal service CLIN will not be added to this requirement.

Q29. 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 costs without risk. Could you please provide a list of the items, the usage and the historic usage for the dining facility? Can you provide a list of expendable and durable supplies and quantities?

A29. Consumable supplies and monthly estimates can be found in Appendix B of the PWS.

Q30. Where is this on-site manager’s office to be? Will there be office space/s provided for contract management in any of the DFAC? Is there internet access for the contractor’s use at the office space/s provided?

A30. Contract manager office is on east wing of facility. Internet and phone lines are at expense to contractor.

Q31. Expendable Supplies. Does the government provide the paper goods to include Styrofoam cups, paper ware, plastic ware …etc, for meals served and consumed in the dining facilities? Please provide a list of all dishwashing supplies specific to the machines and dispensers used in each Dining Facility.

A31. All “to-go” meal supplies will be provided by the Government. All contractor provided consumable supplies are listed in Appendix B of the PWS

Q32. The Contractor shall clean all ventilation, exhaust hoods in the kitchen, all serving lines and the front of the dining area on a weekly basis. Does cleaning include inside beyond the hood filters?

A32. Hood filters are disassembled and cleaned individually along with inside parts of hood.

Q33. Are the Offeror Representations and Certifications, the SF 1449, and any amendments to the solicitation supposed to be a part of the Price Proposal?

A33. Reps & Certs are to be included. Reference any applicable amendments on the cover page to ensure receipt.

Q34. Can a copy of the historical maintenance records be obtained? If so, please provide.

A34. Government can provide 2 years worth of records.

Q35. What are square feet of each floor type?

A35. Please see attached floor plans.

Q36. How many supply fixtures are there in each restroom?

A36. Each restroom has a closet outside of it for mop buckets and cleaning agents and supplies.

Q37. Will the contractor be permitted to perform scheduled cleaning in the evenings after the dinner meal, i.e. from 1930hrs to 2330hrs?

A37. Authorized cleaning hours after dinner meal are 1900 – 2000.

Q38. Is the contractor responsible for routine cleaning and sanitation of kitchen grills, griddles, steamers, ovens and kettles?

A38. Correct, daily cleaning of all kitchen equipment after usage, i.e. grills, tables, ovens. Kettles, serving lines, mopping of floors. On an as needed basis.

Q39. Could we get a copy of the current Preventive Maintenance schedules?

A39. Government will provide.

Q40. Are any of the exterior windows over ten feet?

A40. No.

Q41. Will contractor be required to have a minimum number of personnel in the dining rooms throughout all meals period or will the designated dining room personnel be able to leave the dining room areas in order to perform other duties?

A41. 1 contractor in each dining room for lunch.

Breakfast and Dinner – pots and pans employee may act as floater.

Q42. Who supplies the office furniture? Will the furniture that is presently there stay? Who supplies the safe for government funds?

A42. Government provides safe, 2 Desks, and 2 chairs for the contractor.

Q43. Can invoices be submitted every two weeks? As a small business, under FAR 52-232.1(b) we are allowed to invoice twice monthly to allow for better cash flow.

A43. Bi-weekly invoicing/payments can be set up at time of award if the awardee deems this to be necessary for cash flow.

Q44. Will contractor be required to have a minimum number of personnel of each serving line throughout all meals period or will the designated serving line personnel be able to leave the serving line areas when there no patrons in line in order to perform other duties?

A44. No serving will be done by contractor.

Q45. Is the contractor required to clean the grills on the serving lines?

A45. Correct, contractor cleans all grills (charbroiler) equipment after each meal period.

Q46. Will the contractor be required to provide any vehicles in connection with the work being performed under any service in the PWS?

A46. If vehicle is necessary to perform duties, it must be provided by contractor. Note - once a week, contractor is expected to take recyclables to Civil Engineer recycle yard. Purchase of bulbs at off base store is also required.

Q47. Does Executive Order 13495, the Nondisplacement of Qualified Workers Under Service Contracts apply to this procurement?

Request for relevant information: Nondisplacement of Qualified Workers Under Service Contracts; The regulations require that workers on a federal service contract who would otherwise lose their jobs as a result of the completion or expiration of a contract be given the right of first refusal for employment with the successor contractor.

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

Since all Offers will see immediate reductions in the cost of hiring new workers do to this regulation all Offers will need to be provided the same information about the current incumbent force has does the incumbent and those Offers that them may team or collaborate with. They would have an unfair competitive advantage over other Offers without this cost saving information. 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.

A47. 15. An executive order was issued on 31 Oct 2019 which repealed EO 13495. Although EO 13495 is no longer in effect, successor contractor hiring most or all of the predecessor contractor’s employees is not discouraged.

Q48. Will the contract be required to submit a quality control plan with the proposal?

A48. Quality control plans are not required to be submitted with the proposal. The awardee will be required to furnish a copy of their plan to the Government upon request.

Q49. Is there a time limit on the amount of time the contractor has to clean the areas assigned to the contractor, i.e. Kitchen, serving line, dining room or dishwashing areas between meals other than to say the areas need to be cleaned prior to the start of the next meal period?

A49. Timeliness will be regulated by contractor management. All equipment, kitchenware, utensils and floors need to be ready for next meal period to include the bathroom facilities.

Q50. Sandwich preparation is not identified in PWS. Is there any requirement for sandwich or bag/box lunch preparation?

A50. The contractor will not perform any food preparation under this requirement.

Q51. Will there be a site visit scheduled?

A51. See A1.

Q52. Will the contractor be reimbursed by the Government for cost to repair and maintain equipment, including all parts and labor used plus any related special handling costs?

A52. See PWS 1.3.9 Equipment Repairs and Replacement.

Q53. Will a Phase in/out plan be required to be submitted with the proposal?

A53. Phase in/out plans are not required to be submitted with the proposal.

Q54. How many tables are on the patio? Are these table to be cleaned during the meal? Will an employee have be assigned to the patio throughout each meal period?

A54. Eight tables are on patio. Timeframe is 31 May – 2 Sep – patio is open for meals. Cleaning will take place on an as needed basis.

Q55. The square feet in table 3.1 does not match the square feet in the appendix.

A55. The total Sq Ft of the Aragon Dining Facility is 15,454 sq ft, as listed in the appendix.

Q56. The CBA provided does not have wage and benefit information? Please provide a complete CBA.

A56. See A.13.

Q57. During an emergency: will mission-essential personnel have to relocate to an off-base location to continue to provide services?

A57. For Peterson AFB Food Operations, Mission Essential Personnel are to report only to the Aragon Dining Facility.

Q58. How many times a month does Peterson AFB support Army National Guard, Air National Guard (ANG) and Air Force Reserve (ARC) units performing active duty requirements on weekends? Every weekend? Twice a month?

A58. UTA Air Reserve and Air Guard weekends occur once per month.

Q59. What are the personnel background and security check requirements? Who will conduct/ pay for the checks?

A59. Please refer to paragraphs 4.1.5, 4.1.6, 4.1.7, and 4.1.8 of the PWS.

Q60. What is the dollar value of the last fiscal year for this current contract?

A60. Contract information for FA2517-14-P-6060 can be found online at fpds.gov.

Q61.What is the current monthly billing for this current contract?

A61. Contract information for FA2517-14-P-6060 can be found online at fpds.gov.

Q62.Who is the current contractor?

A62. JR Contract Services, Inc.

Q63..Ref. 1.7.4 Quarterly cleaning of window both inside and outside? How high are these windows?

A63. Windows are up to 8ft from floor. Inside and outside of facility.

Q64. Asking that the government please provide a copy of the Collective Barraging Agreement. The CBA the government posted is just a one page document, no details.

A64. See A13.

Q65.What is the name of the current contractor?

A65. JR Contract Services, Inc.

Q66. Please proved the schedule B CLIN pricing for the current contract.

A66. Contract information for FA2517-14-P-6060 can be found online at fpds.gov.

Q67. Please provide the current contract's annual dollar value.

A67. Contract information for FA2517-14-P-6060 can be found online at fpds.gov.

Q68. Please include the Contract Number, and the time period that the pricing represents.

A68. FA2517-14-P-6060 (1 September 2014 – 29 February 2020)