QAs from Solicitation and Site Visit.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.