Amendment 5 - FA254325Q0019 RFI Questions - with answers.pdf

FA254325Q0019 – Solicitation Buckley SFB RFQ Questions and Answers for Grounds Maintenance:

1) Is non-gasoline, battery powered equipment required year-round? Required 1 June – 31 August. See Regulation 29

2) Are outlets available at buildings to charge the required battery powered equipment while working on site? There are outlets outside facilities that can be used. Contractor or COR will let the facility know that power will be used.

3) What are reporting requirements regarding the use of gas powered and the required battery powered equipment? See attached Regulation 29 and CDPHE Lawn and Garden Guidance

4) 1.1.6.3 DIG PERMITS –

a. Who is responsible if irrigation in located areas is damaged? The member digging will be responsible if digging outside the marked areas.

b. What is the expected accuracy of the locates? What parts of the irrigation system need to be located, ie. just the mainline and valves, include laterals, or all aspects of the system? Any aspect if its in the marked area for digging.

c. Are all lines buried with tracer wire? Can’t accurately answer this question at this time.

d. 811 locates typically require excavators to stay 3 feet to either side of a locate and pothole by vac truck or hand digging anything within 3 feet.

e. What is the length of time a request can be submitted prior to beginning construction? 14 day minimum. Is there a limit on the length of time markings, flags, are left in the landscape? Flags and markings can be removed after work has been accomplished. We ask this because having flags scattered about the lawn for long periods creates additional work for mowers and trimmers and adds additional costs for the contractor.

f. Will areas with locate markers present for prolonged periods be exempted from mowing and trimming standards until such markings are removed? Mowing will still need to be accomplished to PWS standards. Mowing can be accomplished around flagged areas.

g. Are requestors required to maintain the locate markings during the period the area is under construction? No. If they fail to maintain the markings, will contractor be reimbursed for an additional request for the same site? No, this is a Firm-Fixed Price Contract

h. Are requestors required to remove all flags and markers once the work on the site has been completed? Depends on situation. If they fail to do so, will contractor be reimbursed for removal? No, this is a Firm-Fixed Price Contract

i. What is the estimated annual workload for this requirement? How much time spent in meetings? How many areas located per year, and approximate square footage located? Dig permit meetings typically last 30 mins. Dig permits are a mix of online and in person at the moment. If a dig permit is online then the map with marked areas will be available online and Contractor will need to mark the areas if irrigation is present.

5) 1.1.10.1 PAVED AREAS - The Contractor shall eliminate all weeds and crack grass from all paved surfaces in or directly adjacent to improved areas. What is meant by “in or directly adjacent”? All the paved areas directly adjacent to improved grounds. This refers to if there is a sidewalk that runs through an improved area then that area will need to be maintained or if there is a sidewalk or parking area directly adjacent to the improved area then that area would need to be maintained.

a. How far from the improved grass or beds does adjacent involve? 1 ft, 2 ft? The distance can vary depending on which facility.

b. If a parking lot has improved grounds on more than one side is the parking lot considered “in” the improved grounds or is there a limit to the distance from the actual improved grounds vegetation? There is not an established limit.

c. Does the pest management shop maintain any of the hard surfaces? Yes, surfaces that are not in the improved areas are maintained by the pest management section.

d. What about paved areas adjacent or in semi-improved grounds? This area will be maintained by base pest management section.

6) There is mention of Snow Removal - 1.6 PERFORM SNOW/ICE REMOVAL (RESERVED), as well as in 4 sections of the workload estimate, is this something that is going to be added in the future? No. Buckley personnel will complete snow removal.

7) Due to the difficulty of hiring and retaining employees in the surrounding metro area, would there be any opportunity for work to maintain those employees during the non-growing season, ie. winter? This refers specifically to Project managers, assistant PM’s, irrigation and pest control techs and other critical employees with required certifications as well as those that reside in HUBZones. This is a performance-based service contract.

Contractor is responsible for adequate staffing to meet PWS requirements.

8) Is the contractor required to demobilize during the non-growing season? This contract will need to be maintained for the full year. The contract does not have a demobilizing season.

9) The nearby airport, DIA, has been shut down recently for tornado activity. Is there a hardened structure in the contractor area to protect contractors’ equipment and personnel in the event of a tornado? Within the Government provided space, the Contractor may elect to provide an office trailer and/or temporary facility as shelter from inclement weather at the Contractor’s expense.

10) Is there a permanent structure in the contractor laydown area to protect contractor’s equipment from areal flooding? Within the Government provided space, the Contractor may elect to provide an office trailer and/or temporary facility as shelter from inclement weather at the Contractor’s expense.

11) How much fence line needs to be trimmed? What is the distance? Can the fence line be chemically controlled? Contactors will only use pesticides in improved areas. The fence line will be semi improved and there is 365.4 acres of semi-improved areas. We do not have the distance of the fence line.

a. Does this also include fence lines within the base perimeter, ie. airfield and ADF.

How is access granted for the inside of those fence lines? This will include fence outside and inside the base perimeter. Please refer to Appendix B Master Grounds Map.

12) 1.2.3.1 REPAIR PRAIRIE DOG FENCING –

a. There are other areas of this fencing including the CDC’s and flight line. Does this apply to only the perimeter fence line? This does not apply to flightline or CDCs.

b. What is the workload estimate for repairs? This is not a frequent repair and will be repaired as a work order

c. Are repairs to be included in the Fixed Price or will they be accomplished by work order? By work order

d. What is the material used in this fencing? R-Panel roofing material Does Buckley have this material available to assist in making repairs? There may be minimum orders on material if repairs are needed. Buckley does not have materials on hand for repairs. Contractor will include materials in the proposal.

13) How many backflow preventers are there that need to be tested each year? There are 46 backflows needing testing. Are any tested by Buckley or are we required to test them all? Contractor will test them all

14) How many sprinkler heads are there, the As-built does not show this? How many need to be replaced each year? I do not have a number for how many sprinkler heads are on Buckley SFB or replaced annually.

15) 1.1.6.6 BACK-UP IRRIGATION – If the irrigation system is unable to function due to damage by the government or another contractor is this a reimbursable expense. This would be completed as a work order.

16) Is there potable water in the contractor lay down area? Potable water is not available at the laydown yard. There is a fire hydrant that Contractors can use outside of the laydown yard.

17) What is the width required to be maintained along improved and semi-improved roadsides? This will vary depending on location.

18) Are munitions areas accessible or do they require escorts? No escort will be required.

19) Is there asbestos in any of the areas maintained on this contract? Yes, Please see

Appendix E. If so, are there abatement requirements and/or PPE requirements when maintaining those areas? This is separate from digging which is addressed in the PWS.

There are no abatement requirements as long as there is no digging.

20) Refueling of Equipment: Where can it be fueled at? There is a gas station on Buckley where gas can be purchased. Can a set of tanks be placed in the equipment yard for fueling equipment? No

21) Is there water supplied to the equipment yard? Will need it for Eyewash Stations, hand washing, equipment washing, etc. If water isn't available, where can the equipment be washed? There is no water supplied at the laydown yard. There is a fire hydrant available for the contractors to use outside of the compound. The Contractor will be responsible to supply their own safety equipment. Spraying off equipment can be done in area where plants and wildlife will not be harmed. Vehicles will need to be washed at the Buckley SFB car wash or off base. If needed the Contractor can supply a portable water tank.

22) PWS 3.1.1 Mentions 20,000Sq Ft Fenced and Secured space to be provided. Will the government replace the fencing around the equipment yard so that it is secure? The government will not replace the fencing unless there is damage that can’t be repaired.

23) Reading Regulation 29. It pertains to the use of small engines between June and August.

In the Regulation it says the restrictions don't apply to lawn and garden equipment, however, in Section III it says: "III.B. Beginning June 1, 2025, neither the federal government nor any local government can use gasoline-powered push and held-held lawn and garden equipment with an internal combustion engine smaller than 7 kW (10 horsepower) between June 1 and August 31 of each year in the ozone nonattainment area." Can you confirm if small engines can't be used or they can? Small engines under 10 horsepower cannot be used during that timeframe. Items such as edgers, blowers, weed eaters, etc.. will need to be electric or battery.

24) Can the gov't please provide photos of the HQ bldg bed areas? Yes, Included in amendment

25) Can the gov't please provide photos of the FSS facility bed area? Yes, Included in amendment

26) Can the gov't please provide photos of the Chapel beds? Yes, Included in amendment

27) Can the gov't please provide photos of the Grounds Maintenance equipment yard photos to show fencing and facilities? Contractor will have to provide an office trailer and/or temporary facility as shelter from inclement weather at the Contractor’s expense. Portable restroom and trash will need to provided by the contractor if needed.

28) Can you please provide the current incumbent and contract value? Roberts Treescaping, LLC and the contract value is public information

29) Can you please provide the site visit sign in sheets? Yes, included in the amendment

30) Are fuel tanks allowed, gas and diesel? No

31) Can Pesticides and Herbicides be stored on the base? Pesticide storage and mixing operations will be performed off base

32) From the RFQ Combo Instructions: The Offeror shall submit a reasonable, complete, and balanced cost workbook. The Cost Workbook shall contain elements documenting the cost of performance, including but not limited to: material, labor, overhead, and profit.

The pricing information submitted should fully support the PWS requirements for each major functional element specified in the PWS. The CLIN structure is listed in Attachment 1 - FA254325Q0019 - Solicitation. What is being asked for here? We have not seen this requirement in previous service contracts. For a 5 year contract it is difficult to project costs, particularly labor as the wages are subject to WD changes.

A. Is there a template that you can provide to better illustrate what is required with this or what you are looking for?

B. Are you wanting a separate breakdown for each CLIN of material, labor, overhead, and profit?

C. Are you requiring this for each year?

D. Is a percentage acceptable based on the overall price of each CLIN?

The cost workbook request has been removed and replaced with new instructions in RFQ COMBO - amendment 3

33) What size and type of landscape border is required for Attachment 4? There are several types and sizes available. Steel 4” border that can be staked

34) The cover letter is limited to 3 pages but also states that it should "include the required contractor representations found in the cover solicitation document (Attachment 1 - FA25425Q0019 - Solicitation)". These are more than 3 pages. Please clarify what is desired here. The Reps & Certs will not count towards the page limit

AMENDMENT 5

35) Beginning with Base Year, the growing season mowing CLINS show Apr 1, 2025 - Oct 31, 2025. Are these supposed to read "Aug 1, 2025 - Oct 31, 2025 and Apr 1, 2026 - July 31, 2026"? Also, on the six-month option, beginning with CLIN 5002, should the growing season read as "Aug 1, 2030 - Oct 31, 2030" for 3 months, and the non-growing as 3 months? For both questions, please price only the months that are applicable.

36) Volume 1 says to include the reps and certs with the cover letter, and the RFI answers say this can be separate because of the number of pages. Are these to be extracted from the solicitation document titled "Attachment 1 - FA254325Q0019 - Solicitation" and submitted separately from that document? Please include the entire 1449 with Reps & Certs with Volume 1. This will not count against the number of pages.

37) Volume 2 Price: Is this to be only the CLIN pages from the Solicitation Document titled "Attachment 1 - FA254325Q0019 - Solicitation"? Which volume should include the SF 1449? Can the entire "Attachment 1 - FA254325Q0019 - Solicitation" be submitted, without extracting any of the pages? If so, which volume can that be included with?

Volume 2 can include the CLIN structure priced out from the 1449 and the Price List.

This will not count against the number of pages.

38) How should we acknowledge the amendments? The RFQ instructions state:

8. Acknowledge all solicitation amendments issued. If the solicitation is amended, the offeror is responsible for acknowledging receipt of the amendment prior to the hour and date specified in the amendment. Failure to acknowledge receipt of the amendment may result in rejection of your quote. Instructions on how to acknowledge receipt of the amendment will be contained in the amendment.

Please add a section on the cover letter that confirms receipt and acknowledgement of all of the amendments.