QAs from Solicitation 2019-11-18.pdf

Grounds Maintenance Questions and Answers

FA2543-20-R-0002

1. The due date for questions is shown as Oct 3, 2019, some 21 days before the solicitation was released.

As stated in the FBO post:

“Request for Information (RFI). Requests for information must be made in writing, and submitted to Ms. Jenny L. Meadlin, Contract Specialist, by email after the scheduled site-visit, but no later than 5:00PM Mountain on Wednesday, 20 November 2019. No RFIs will be accepted after this deadline time/date.”

2. The Price/Cost sheets are not showing CLINs x014, x015 and CLIN x019.

CLINs x014, x015, and x019 are not being utilized in this acquisition and therefore the pricing sheets and Work Order Price list will not include them.

3. Will the Government accept electronic copies of our proposal emailed directly to the

Contracting Officer as we do not know how to use DoD SAFE Drop system?

The government will not accept email copies of the proposal as proposal are expected to be quite large.

4. Is an Excel version of the Price/Cost sheets available?

No there are not Excel versions of the Price/Cost Sheets.

5. What is the acreage for Leaf Removal for CLIN x006?

73.55

6. What quantity of acres is required to be fertilized on each occurrence?

73.55

7. Where do we place our costs for materials for CLIN x007, Fertilization?

The Price Cost Sheet will be updated to add CLIN x007.

8. Attachment 5 CLIN x023, Emergency Tree Pruning. The line items do not relate to the CLIN title.

From what the Contract Specialist and the Contracting Officer can see CLIN x023 in the

Solicitation, Emergency Tree Pruning, matches the Attachment 5 Description, Emergency

Tree Pruning.

9. How many shrubs are there at Buckley AFB? How often will the shrubs need to be pruned annually in CLIN x011?

There are approximately 2000 shrubs on Buckley AFB. Shrubs must be trimmed as directed in the Performance Work Statement, Section 1.1.11.

10. In looking at the PWS page 28 Appendix B – Area Maps or Site Plans it list 10 maps. Only 2 maps were include in the PWS on page 29 and 30. Could you please provide the other maps?

2 of the 10 maps have already been released in the PWS however the requiring agency is working to pull together the remaining maps they will be released as soon as possible.

11. The solicitation workload documents only contain information containing the amount of acreage on Buckley AFB. Will there be information to include how often the Contractor needs to mow?

No, the workload data will not include how many time the Contractor needs to mow in a certain timeframe. The Performance Work Statement includes the maximum limitation on how long the grass can measure. Additionally, the government may dictate certain facilities will need to be mowed more during the growing season.

12. The Performance Work Statement paragraph 3.1.1., references a fenced area of 25,000 sq feet, will this lay down area be considered furnished property?

The area referenced in PWS section 3.1.1 is located near Bldg 1101, just past FamCamp, on

Loveland Street called Contractor Row. This will not be considered government furnish property.

13. Is the base housing area included under this contract?

No, the base housing area is not included under this contract. The restricted area (giant golf balls area) and the flight line are also not included.

14. Is the “Family Camp” area considered an improved or unimproved area?

Yes, the Family Camp area is considered improved. All areas around buildings are considered improved, with exception to the Restricted Area and a few select other areas as shown on Appendix B, the Buckley Site Map.

15. Is the Restricted Area grounds contract in house here at Buckley?

The 460 CONF does not administer the Restricted Area’s grounds contracts.

16. Can you please clarify the last day for solicitation question submittals? Is there a certain time of day questions need to be submitted?

The day that questions may be submitted will 20 November 2019 at 5:00pm Mountain.

17. Will the Government provide an updated unapproved acreage map? Currently, workload states 846 acres.

Yes, the Government will provide Appendix B, the Buckley Site Map. There are 817.51 acres of un-improved acres of Buckley AFB.

18. Schedule breakdown reflects 500 acres unimproved in current contract, yet the current workload states 846 acres. Please clarify.

A revised PWS wuth additional Appendix B maps have been added to FBO to clarify the exact acreage at Buckley AFB. The original PWS listed 817.51

19. When will the Government drop the updated maps?

The Government intends to provide the updated maps within the next week.

20. Regarding trees, the solicitation states the Contractor will have to prune up to 325 trees, yet there appears to be more than 325 trees on base. Will the trees be selected based on the

Government preference or will all trees need to be addressed?

Only the trees in the improved areas, as reflected in Appendix B Buckley Site Map, need to be pruned in accordance with the Performance Work Statement. However, there may be times when the Government requests the Contractor to address specific trees based on 460

CES’s request.

21. Is this requirement a new contract?

No, there is a current bridge contract for Buckley’s grounds maintenance. The contract number for the one year bridge contract is FA2543-19-C-A010. The incumbent contractor is

Roberts Treescaping, LLC, the effort was funded for $551,820.

22. Has anything changed from the current contract to the solicitation?

The major change is that the land that contains irrigation systems has been changed from semi-improved to improved grounds. This improved land has been added to the acreage count. The CLIN structure has changed to be compliant with the Air Force streamlined CLIN structure.

23. Is there historical data on the irrigation and how many heads / backflows have broken or malfunctioned?

No, we do not have historical data to provide. An estimate since April 2019 is approximately one dozen heads and 3 backflows have broken.

24. CLIN x032. What sort of emergency are we pricing? Tornado? Irrigation mainline break?

Also, what is a Special Event defined as and is there any size that can be applied to this?

The solicitation’s CLIN structure specifically references the Performance Work Statement section 1.7.2, Emergency and Special Events Services. As Colorado resides in tornado country and we experience a varied weather pattern this should be taken into consideration.

Special events usually occur during Distinguished Visitor events or due to other special events. These cuts are usually shrubs and mowing at facilities or occasionally unimproved area mowing.

25. The document listed on beta.sam as Atch_5 when opened is showing as Attachment 4 and has a different Solicitation number to that on the SF1449.

A revised Attachment 5 was uploaded to revise the attachment name. The Contract

Specialist investigated whether the names of the CLINs listed did not coincide with the

SF1449. All of the CLIN titles matched up

26. CLIN x008, Irrigation Repairs, What is the “12 Each”? 12 repairs could be anything from minor to major with very different associated costs per repair.

Given our workload forecasting over the last two years we expect that Buckley AFB may need up to 12 irrigation repairs of various sizes each option year. DFAS no longer allows multiple billings to occur under “1 Lot” and we have been required to assign a number and unit of issue to this CLIN. Section 1.1.5 of the Performance Work Statement discussed the

Irrigation Systems.

27. CLIN x010. What size is the Lawn Renovation “Job”?

Average Lawn: 400ft2

Largest Lawn: 300,000ft2

28. CLIN x017, Maintain Vegetative, Inert Beds, Rock Beds, and Related Areas. How many square feet of beds are there at Buckley AFB?

460 CES doesn’t currently have an accurate square footage count of beds at Buckley AFB, however all vegetative, inert beds, rock beds, and related areas occur along major thoroughfares and at facilities.

29. CLIN x030, Special Cuts. What is the acreage for each Special Cut?

Special Cuts are accomplished at facilities or occasionally unimproved area mowing. The government may dictate certain facilities will need to be mowed more during the growing season. This work will be determined by work order.

30. CLIN x031, Planting Trees, shrubs and vegetative beds. What does the “125 Each” represent? Total plantings? If so, how many each of the different items listed (trees, shrubs and vegetative beds)?

This covers the approximate number of total plants 460 CES expects may need to be planted in the base /option year. The number of tree, shrub, and vegetative bed is variable. This work will be determined by work order.

18 November 2019

31. CLIN 0010 Lawn Renovation (PWS 1.1.10), Unit is 1.0 Job. What is a job, how many acres or sf are to be priced? Additionally, are we to follow City of Aurora requirements of 4 yards per 1000 sf of soil amendment and soil prep (tilling to 6” including vegetation removal?

The price will be determined by the statement of work for the specific work order.

32. CLIN 0008 Not to Exceed CLIN for Irrigation Repairs (PWS 1.1.5.2) a). How many systems are there and how many clocks, BV’s, heads etc…?

50 clocks, 47 BV’s and around 7,600 sprinkler heads.

b). What are the sizes of the backflow prevention device?

They range from ¾ inch to 3 inch c). PWS. 1.1.5.1 OPERATION OF IRRIGATION SYSTEMS - Existing controllers may be retrofitted or complimented with Radio Frequency (RF) controllers capable of communicating with master controller. IS there a master controller, if so what brand and are we required to use a specific brand of clock?

No specific one required d). Should this CLIN also include PWS 1.1.5.4 replacement of sprinkler parts and repairs Sprinkler parts like heads are considered routine maintenance

33. Attachment 4 FINANCIAL INSTITUTION REFERENCE SHEET, Is this due upon award or at time of proposal? It seems invasive to gather such information for a proposal.

Attachment 4 is not required as part of the proposal evaluation however it may be required in accordance with FAR 9.104 Contractor Responsibility. Contractor’s should be prepared to provide Attachment 4 if asked by the Contracting Officer to prove their responsibility.

34. CLIN 0007_Fertilization (2 - 5 times per year, depending on location) (PWS 1.1.8.1) How many acres are to be fertilized at each location?

Varies depending on the area of improved grounds

35. CLIN 0018 Maintain Surface Drainage Ditches (PWS 1.5), a). Price sheet states 12 months, PWS 1.5 says Work Order which is correct?

This is correct. CLIN 0018, Maintain Surface Drainage Ditches should not have been identified as a monthly CLIN. A revised Solicitation with an updated CLIN will be issued. The Quantity is 50 each.

b). Please clarify requirements as maintenance is much different than (reshaping ditch lines/grades to eliminate ponding; filling rills or gullies with clean soil; seeding and placing sod for bare areas; and restore/renovate grounds. Maintenance tasks may also include restoring the effectiveness of rip rap to properly dissipate energy of runoff flows to minimize erosion, rip rap removal, installation of bedding fabric/blankets, and/or rip rap placement/replacement) Section 1.5 of the PWS, Maintain Drainage Ditches, cannot include an exhaustive list of all potential maintenance tasks that could be required of the contractor during the course of the contract period of performance. However each Task Order will be more specific to each required task to be accomplished.

c). How is this to be priced?

Please use Attachment 5 for pricing CLIN 0018. The CLIN can remain blank only the solicitation or be cross reference to Attachment 5.

36. CLIN 0020, 0021, 0022 PRUNE TREES: Do you want a price for 125 trees or one tree?

Please use Attachment 5 for CLINs 0020, 0021, am 0022. The CLINs can remain blank only the solicitation or be cross reference to Attachment 5.

37. CLIN 0011 Prune Shrubs and Hedges: How many shrubs and hedges grasses are there to be pruned? How many times per years are they required to be pruned?

Approximately 2,000 shrubs and hedges exits on Buckley AFB, and they are pruned as needed and usually a fall pruning as well, but that is a separate work order.

38. PWS. 3.5 SOLID WASTE COLLECTION AND DISPOSAL: The Contractor shall use existing bulk containers to dispose of trash or solid waste generated from accomplishment of services detailed in this PWS (except for the work describes in section 1.8 Special

Requirements). The contractor shall adhere to all base level recycling programs to include disposal of yard/tree waste in specified dumpster collection stations or at the recycling collection center on base. The CO or COR shall identify these specific dumpsters for yard/tree waste.

Where are these dumpsters located?

The container are located just east of the 6th Avenue gate. The location will be identified after award in the Kick-off meeting.

39. CLIN 0005 POLICING/DEBRIS REMOVAL: Is this required daily or just as mowing occurs and is there a specific place do dispose of dead animals?

Just as mowing as needed, and no you would need to find a place to dispose of the carcass off base on your own.

40. CLIN 0005 I notice on the fence line there were many sage brushes are they included in the debris removal?

No, debris removal would be considered trash or fallen limbs

41. Appendix A Workload Estimates lists Noxious Weeds Only however 1.1.9 PEST

CONTROL: includes pests (Voles, prairie dogs, rabbits, wasps, bees, beetles, borers, aphids, ants, fungi, mice, rats, etc.) How are we to price this if required 1 prairie dog 10, 100? Please clarify.

Pest Control is a monthly CLIN. Although the PWS Workload estimate only reflects the Noxious weeds please refer to section 1.1.9 for Pest Control requirements. Small mammal activity fluctuates due to many factors. These factors include drought, amount of available resources, etc. Buckley AFB cannot detail the number of small mammals the contractor would encounter monthly.

42. It was stated at the site visit the requirements have not changed. Looking back at the 2013 archived solicitation Ise the Improved Grounds has increase about 37% and it did not include aeration or pruning. Can you clarify if the requirements have or have not changed?

It was clearly stated at the site visit that the requirement had changed significantly in at least one major way. All areas that were once identified as “semi-improved areas with irrigation” are now considered “improved” acreage in accordance with Air Force Civil Engineering Command regulations.

43. Attachment 5 CLIN structure lists BASE YEAR UNIT PRICE in the following years are prices subject to modification?

Yes. Each Option year will require an updated Attachment 5.

44. CLIN 0031 Planting Trees, Shrubs, Vegetative Beds: should a warranty be included and if so for how long? Also, what type of landscape border should be priced i.e... Metal, plastic or concrete?

A standard warranty will be required for parts and labor.

45. Attachment 5 CLIN 0010 what is Buckley Seed Mix 1 and Buckley Seed Mix 2?

Buckley Seed Mix 1

Buckley Seed Mix 2

46. Is Attachment 5 added to the evaluated price for competition?

Attachment 5 is used to evaluate the price of the proposal.

47. On ATTACHMENT 5 CLIN 0023 Emergency Tree Pruning Description of

Supplies/Services references grasses and mowing, please clarify what is to be priced and how many? Or are we to assume CLIN 0020 through 0022 are to be priced (in quantities of 100) x 125 each which would be 12,500?

This was an error. A revised attachment 5 has been replaced on beta.Sam.com

48. Attachment 5 seems to contrast with the CLIN structure, please clarify what you are requiring to be priced?

We are requiring each of the monthly CLINs be priced. The CLINS that are not monthly should be priced on Attachment 5, as these CLINs will be associated with WOs.

49. Will the Government accept electronic copies of our proposal emailed directly to the

Contracting Officer as we do not know how to use DoD SAFE Drop system?

A. The government will not accept email copies of the proposal as proposal are expected to be quite large.

Contractor Response:

It is our understanding that there is a password system on DoD SAFE Drop Off that the Contracting Officer enters in order for contractors to click on that link when provided to them by the Contracting Officer and to access the Drop Off. When will that link be emailed to us?

FYI, we recently proposed on Joint Base Charleston, a very large contract, and our total size for all files was 3.92 MB.

I can email you a link to DoD Safe immediately if you desire. Please email me directly requesting this access. Once the DoD Safe code is sent, it is only available for 14 days.

50. Q. Where do we place our costs for materials for CLIN x007, Fertilization?

A. The Price Cost Sheet will be updated to add CLIN x007.

Contractor Response:

CLINx007 is on the Price Cost Sheet but only requires the price for 1 hour of Labor.

Where do we account for materials associated with this task?

Section 1 of the Performance Work Statement (PWS) specifies “The Contractor shall provide non-personal services, to include all personnel, equipment, tools, supervision, and other items and services necessary to ensure that grounds maintenance is performed at Buckley Air Force Base (AFB) in a manner that will promote the growth of healthy grass, trees, shrubs, and plants and present a clean, neat, and professional appearance.”

Certain Items associated with Work orders are priced uniquely on this contract such as trees, however part for irrigation and fertilization are not priced separately as they are covered by section 1 of the PWS.

51. Q. Attachment 5 CLIN x023, Emergency Tree Pruning. The line items do not relate to the

CLIN title.

A. From what the Contract Specialist and the Contracting Officer can see CLIN x023 in the Solicitation, Emergency Tree Pruning, matches the Attachment 5 Description, Emergency Tree Pruning.

Contractor Response:

Attachment 5 on beta.sam when opened is still showing the title as “Attachment 4” with an incorrect solicitation number and CLIN x023 has the description:

“CLIN 0023 – EMERGENCY TREE PRUNING (IAW PWS para. 1.7.1.3)” And lists the services within this CLIN as:

“Prune, Ornamental Grasses (in quantities of 100) Mow, cut and trim improved lawn area Mow, cut and trim semi‐improved area” We are unsure how grasses and mowing is associated with tree pruning.

This was an error. A revised Attachment 5 will placed on beta.Sam.com this week.

52. Q. CLIN x017, Maintain Vegetative, Inert Beds, Rock Beds, and Related Areas. How many square feet of beds are there at Buckley AFB?

A. 460 CES doesn’t currently have an accurate square footage count of beds at Buckley AFB, however all vegetative, inert beds, rock beds, and related areas occur along major thoroughfares and at facilities.

Contractor Response:

At this point we are at a standstill with allocating labor hours and materials to this task as we do not know if we are going to be maintaining 1 acre or 100 acres over the 12 month period.

Roughly 20 acres

53. Q. CLIN x030, Special Cuts. What is the acreage for each Special Cut?

A. Special Cuts are accomplished at facilities or occasionally unimproved area mowing.

The government may dictate certain facilities will need to be mowed more during the growing season. This work will be determined by work order.

Contractor Response:

Shouldn’t all areas be within the height standard and / or specification at all times? Is this an area of concern on the current contract?

Yes, it would be great if these areas could be kept to this standard, however we understand at times during high rains it may grow faster than a contractor may be able to keep up, so the COR will request for the Contractor to accomplish a certain area as top priority for that day.

54. Can you please explain how the Total Evaluated Price (TEP) will be calculated, specifically the continuation of services?

A TEP for continuation of service will be calculated for each set of CLINs (Base – Option 4) in order to create a more accurate evaluation of the contract. If the continuation of service is awarded at the end of Option 2, then in accordance with FA52.217-8 the Option 2 continuation of service the extension will not exceed six (6) months total and is the most accurate reflection of the price and should be used for evaluation.

55. What is the anticipated start date of the contract?

In order to avoid a lapse in service the period of performance for this contract in 1 February

2020. If a transition period is required it will be brief.

56. Will the continuation of services be in the growing season or the non-growing season?

As all periods of performance end on 31 January the continuation of service extends into the growing season.