Questions_ _Answers_9_18_Dec_2014.docx

Questions & Answers # 9 (18 December 2014) Solicitation Number: FA2823-15-R-3000 Eglin AFB AFRL LMCA

1. Does the Government intend to conduct a site visit for the referenced solicitation and if so on what date(s)?

Answer: There will not be a site visit as the facility is currently being renovated and under the control of the construction contractor.

2. Will the government clarify the proposal due date, SF 1449 shows 23 Dec, FBO shows 5 Jan 2015?

Answer: 5 Jan 2015 is the proposal due date. Solicitation will be amended to correct.

3. Since this contract falls under the SCA rules, will the incumbent personnel information be provided so that we may contact them to determine their eligibility for continued work on the upcoming contract?

Answer: We cannot release this information until award has been made. The current contract contains FAR Clause 52.222-41, Service Contract Act of 1965 (Nov 2007) and in paragraph (n) of the clause requires the incumbent contractor to provide a Seniority list to the Contracting Officer who in-turn will provide to the successor contractor, 10-days prior to the completion of contract. The clause text is as follows:

(n) Seniority list. Not less than 10 days prior to completion of any contract being performed at a Federal facility where service employees may be retained in the performance of the succeeding contract and subject to a wage determination which contains vacation or other benefit provisions based upon length of service with a Contractor (predecessor) or successor (29 CFR 4.173), the incumbent Prime Contractor shall furnish the Contracting Officer a certified list of the names of all service employees on the Contractor’s or subcontractor’s payroll during the last month of contract performance. Such list shall also contain anniversary dates of employment on the contract either with the current or predecessor Contractors of each such service employee. The Contracting Officer shall turn over such list to the successor Contractor at the commencement of the succeeding contract.

Additionally, the solicitation contains clause 52.222-17, Nondisplacement of Qualified Workers (May 2014) and any successor contract is required to make a good faith effort to hire the employees of the incumbent contractor.

While the Government cannot provide this information at this time, you may contact the incumbent contractor on your own and attempt to obtain this information. The incumbent contractor is:

4. What is the current staffing?

The Government will not provide this information as each offeror is required to determine the number of service employees necessary for efficient performance of this contract and may elect to employ fewer employees than the predecessor Contractor employed in connection with performance of the work. Reference FAR Clause 52.222-17, Nondisplacement of Qualified Workers (May 2014)

5. What is the current contract value?

Answer: The current contract value with all options is $1,536,160.03

6. Has the scope of work changed from the current contract?

Answer: Yes. The scope of work remains relatively the same as the previous contract but with changes. Offerors are cautioned to thoroughly review the Performance Work Statement (PWS) and any referenced regulations, instructions etc. to ensure complete understanding of the scope of the work.

7. Is the statement of equivalent rates labor classifications indicative of the staffing required to perform the services of this contract?

Answer: No. This clause identifies the classes of service employees expected to be employed under the contract and states the wages and fringe benefits payable to each if they were employed by the contracting agency subject to the provisions of 5 U.S.C. 5341 or 5332.

8. The amount of overtime hours drastically reduces after the base period, why are so many overtime hours scheduled in the base year?

Answer: The current facility that houses the LMCA activity is currently under construction and it is anticipated that during the first year a significant amount of overtime hours will be needed in order to effectively perform the contract and to reestablish operations in the primary facility once renovations are complete.

9. The AWD provided appears to be outdated; will the government provide the current AWD?

Answer: The Wage Determination is incorrect. Wage Determination WD 05-3033 (Rev. 14) dated 07/25/2014 is the correct WD. An Amendment to the solicitation will be posted.

10. Is the contractor responsible for providing any supplies, more specifically for the warehouse operations?

Answer: The contractor is to provide all supplies necessary to perform the contract with the exception of those supplies listed in the Government Furnished Property section of the PWS.

11. The response date listed on FBO.gov says Jan 5th, 2015 however the RFP states Dec 23rd, 2014. Can the government clarify which is the correct response date?

Answer: See response to Question 1.

12. If the response date is in fact Dec 23rd, 2014 will the government consider granting an extension until Jan 5th, 2015 to allow industry ample time to prepare responses?

Answer: See response to Question 1.

13. Does this effort present an OCI for the awardee with regards to the pending Eglin Range O&M contract?

Answer: There is no known OCI. These efforts are independent of each other.

14. What is the quantity of supplies issued yearly by the A&J store?

Answer: Supplies issued yearly varies. The A&J Store supports 500+ employees, plus numerous conferences annually.

15. How many deliveries monthly does MHU perform?

Answer: It fluctuates monthly and yearly, but on average nearly 600 receipt/deliveries each month.

16. What is the typical mileage driven for deliveries per month?

Answer: Please see Appendix B MAPS AND WORK AREA LAYOUTS AND DELIVERY MILEAGE, of the PWS.

17. What is the largest weight and volume size of any one item that is to be delivered?

Answer: Largest weight/volume varies. Most items are less than 100 lbs and smaller than a 2 foot square box.

18. What is the average weight and size of items to be delivered?

Answer: See answer to question 16.

19. How far apart are the two warehouses?

Answer: Less than a mile

20. How far away is the admin building from the warehouses?

Answer: We have a warehouse area within Bldg 13 used traditionally for our A&J materials and temporary holding while we make deliveries (Bldg 13 is our main building…see PWS Appendix B) and another warehouse less than a mile away (on Base) for longer term storage.

21. Reference PWS Paragraph 1.1.7.6.1 and PWS Appendix B: Please confirm the 4000 miles referenced includes mileage for pick-up and delivery of items purchased in the local area.

Answer: This was an error; the miles listed should have been roughly 12,000. This accounts for the estimated 11,520 miles in the following estimates and provides additional miles for other pickups/deliveries in the Local area. PWS Appendix B has been revised.

22. Reference PWS Paragraph 1.1.7.6.1 and PWS Appendix B: Please confirm the approximate annual delivery mileage to/from Directorate location points is 11,520 miles.

Answer: See question 21

23. Reference PWS Paragraph 1.1.9.1 and PWS Appendix A: The paragraph states that the core hours are from 0730 to ll30; however, the Appendix states that the A&J Store is to be open and attended for 6 hours a day. Please clarify the hours of operation for this requirement.

Answer: The A&J store core hours are 0730 to 1130; there is some flexibility as stated in the same paragraph. There is also time spent in the store stocking bins etc. outside the time it’s open to customers.

24. Reference PWS Paragraph 3.2.13 and PWS Appendix C: The paragraph states that the Government will provide printing and duplicating services as required. Please confirm the Service Provider will not have to provide any printing and duplicating equipment or supplies.

Answer: PWS paragraph 3.2.13 is accurate.

25. Reference PWS Paragraph 3.3 and PWS Appendix C: The paragraph states that all vehicles and vehicular equipment are to be provided by the Service Provider. Please confirm that material handling equipment is also the responsibility of the Service Provider.

Answer: Yes. The Government will provide all material handling equipment such as pallet jacks and forklifts (if needed).

26. Reference PWS Appendix B: The appendix references maps of the LMCA office location. These maps were not released with the Solicitation. Please provide the referenced maps.

Answer: Maps have been added to Appendix B. Note: These have been added to the PWS PDF file as attachments.

27. Reference PWS Appendix C: The Government furnished property list does not include a breakout list of ITE equipment. Please confirm that the Government will provide without cost, all ITE equipment needed to perform this contract.

Answer: Yes ITE/ADPE equipment is provided in accordance with PWS Paragraph 3.1.2.1.1.

28. Reference PWS Paragraph 3.1.2.1.3: The paragraph states that the service provider will maintain an equipment pool for directorate wide checkout of Audio-Visual assets on Sub account 463 EP. Please provide the referenced listing.

Answer: There are 4 items in the equipment pool, on this account.

29. Reference Proposal Preparation Instructions, g, Volume III – Past Performance Information: Is there a page limit for the Information Fact Sheets?

Answer: Yes. The number of Past Performance Information Fact Sheets is limited to the maximum number of references allowed to be submitted (five). Reference paragraph g(i) of Volume III on page 57 of the solicitation. Below is the relevant excerpt from the solicitation:

(i) Provide references for at least three (3) and no more than five (5) recent and relevant work performed in the last three (3) years that demonstrates your company’s ability to perform the services listed in the Performance Work Statement (PWS). Contracts in excess of five (5) will not be read or evaluated and will be removed from the proposal.

30. Referencing the Proposal Preparation Instructions on page 55, Paragraph #7) Proposal Preparation Instructions – General Information, the instructions state: “Offerors shall assume that the Government has no prior knowledge of their facilities and experience, and will base its evaluation on the information presented in the offeror’s proposal.” However, under Sub-paragraph (a)(i), the instructions indicate that “…company introductory pages to include marketing information, will not be evaluated and will be removed from the proposal.”

To satisfy the presumption that the Government may not have knowledge of the offeror’s capabilities / experience, will the Government accept the inclusion of an offeror’s executive summary or will this information be considered company introductory pages?

Answer: Under Paragraph 7 subsection (a) (1) found on page #55, an executive summary would be considered excess pages. The intent of this subsection is to limit the proposal submissions to pertinent information pertaining directly to the parties approach to the tasks outlined in the Performance Work Statement.

31. Referencing the Proposal Preparation Instructions on page 55, Sub-paragraph a) Proposal Format, the instructions indicate that “Text lines shall be spaced a minimum of 1 ½ spaces.”

Does the Government require that all submissions—including the required Attachments 6 and 7, for example—follow the line spacing instruction of 1 ½ spaces?

Answer: Per the cited guidance, the accepted line spacing on all type written submissions should be 1 ½ spacing.

32. Referencing the Proposal Preparation Instructions on page 55, Sub-paragraph b) Proposal Structure, the instructions indicate that “The proposal shall be divided, tabbed, and indexed.” Is it acceptable to the Government that only Volume II – Technical Proposal be divided, tabbed, and indexed?

Answer: No, all submitted volumes must contain dividers, tabs, and indices. Please reference page 55 sub paragraph b, as the purpose of said requirements is to allow for minimal effort when searching through each submission.

33. Referencing the Proposal Preparation Instructions on page 56, f) Volume II - Technical Proposal, the instructions state the following: “…demonstrate that the offeror has a thorough understanding of the requirements for the accomplishment of this effort.” and “…approach shall adequately support the requirements as set forth in the Performance Work Statement (PWS) and evaluation factors…” Is the contractor’s approach in excess of the five, required plans? If so, please provide the page limit for the contractor’s approach that should be included within the Technical Proposal volume.

Answer: The four plans outlined under subparagraph (f)(i) are the components of your technical approach. Think of them as chapters in a book that at its conclusion will tell the complete story of you approach.

34. Referencing the Proposal Preparation Instructions on page 56, g) Volume III – Past Performance Information, is there a total page limitation for this volume in excess of Attachments 6 and 7?

Answer: Attachment 6 is to be used for the submission of performance information in accordance with Paragraph g (ii)(1) of the Instructions to Offerors (pg. 57). The intent is to have up to five (5) separate references submitted. Offerors should be able to fill-out the required information for each reference using Attachment 6 as it is a summary of the reference. If additional information is required regarding the reference such as that which is indicated in paragraphs g (iii- vi)(pages 57-58) that information should be included as an attachment to the specific Performance Information Fact Sheet. For example, if a specific Performance Information Fact Sheet is submitted and it indicates the performance reference is for Key Personnel, then the offeror should attach a letter of consent and preliminary employment agreement as required by paragraph (iv)(pg. 58). Also, reference response to Question 29.

35. Please provide the total number of man-hours worked by current contractor personnel performing on the incumbent contract.

Answer: Please review the Performance Work Statement and formulate a staffing plan accordingly as this will be a competitively awarded contract.

35. Referencing the solicitation’s Attachment 1 – Performance Work Statement, there are several Eglin AFB-specific and AFRL instruction documents referenced that are not available on www.e-publishing.af.mil. Such documents referenced include: AFRLI 23-101; EAFB Plan 31-101; EAFBI 32-1002; EAFB Plan 32-3; EAFB Plan 32-6. Will the Government provide copies of these documents and / or a web link with which to access these documents?

Answer: The cited documents are categorized For Official Use Only and will be made available after award to the awardee.

36. Reference Questions & Answers #4 (10 Dec 2014), Question 34 and RFP Evaluation of Offers, Volume III Past Performance: The answer provided by the Government appears to limit each past performance reference to a single page (Past Performance Information Sheet) which gives only two lines for description of services provided, to include PWS paragraph references. A single page does not allow the depth of information necessary for the Government to complete the relevancy assessment described in the Evaluation Criteria for the RFP. Please confirm that Past Performance Information on Attachment 6, Paragraph 4 can be extended beyond the two lines provided in the Government’s released attachment.

Answer: Attachment 6 can be extended to no more than 2-pages to accommodate any additional narrative for Paragraph 4.

37. Reference PWS 1.1.5.3. Hazardous Materials. The Service Provider shall manage and handle special assets (such as hazardous materials, explosives and munitions) as required. The Service Provider shall develop operational procedures that will comply with the intent and requirements of a Hazardous Material Pharmacy and obtain the appropriate external coordination required to correctly process these items. Please provide a list of hazardous materials, explosives and munitions that there be handled so we can develop operational procedures to comply with the requirements of a Hazardous Material Pharmacy.

Answer: An estimate of the number of Hazardous items and waste turned in per month is listed in the workload estimates. A list of each item handled is not relevant and difficult since the list changes depending on what research is being done.

38. Reference PWS 1.1.7.5. (SS-8) Manage and handle special assets (munitions, explosives, and hazardous materials) as required. What are the volumes of munitions, explosives, and hazardous materials to be managed and handled?

Answer: Per question 37, volume is not necessary. It also varies to some degree but the workload estimates are intended to give the reader an idea of the frequency these items are dealt with monthly.

39. Reference APPENDIX B: MILEAGE FROM THE LMCA TO DIRECTORATE PICK-UP AND DELIVERY POINTS; ROUGHLY 4000 MILES ANNUALLY and 3.3. Vehicles. The Service Provider shall be required to furnish all vehicles and vehicular equipment and the repair/maintenance of these vehicles as necessary to support the requirements of this PWS.

According to the PWS, since the size and volumes of material to the handled and transport are not provided, it is unclear as to the size and numbers of vehicles and material handling equipment required. We have several questions:

a. Please provide data reflecting the type and quantity of materiel transported by delivery so the contractor can determine the size and type of equipment required.

Answer: See answer to question 17

b. Are contractors transporting munitions or other materiel that requires special handling, equipment, and/or licenses and certifications needed for explosives and munitions?

Answer: Yes. The PWS answers this question in multiple areas.

Regarding delivery locations, are dock facilities available and/or does the contractor’s vehicle(s) require a lift gate.

Answer: There is a dock leading to the main warehouse for most deliveries. A lift gate may be beneficial, but not required.

c. Does the contractor need to provide material handling equipment at delivery points?

Answer: See answer to question 25

d. Is the contractor responsible for offloading the material at destination or is it the recipients’ responsibility?

Answer: All items delivered are to be offloaded by the service provider.

e. If the contractor must provide a forklift, is an electrical forklift acceptable?

Answer: See response to Question 25

40. Reference PWS 4.4. Security Requirements. The Service Provider's Home Office Facility must possess or obtain a facility clearance at the classification level of Secret prior to commencement of work. Please clarify the definition of home office. Are you referring to the corporate office where the human resource function is performed?

Answer: Offerors can find this this information in DOD 5220.22-M, National Industrial Security Program Operating Manual (NISPOM). A copy has been posted for review.

41. Reference Appendix A, Workload: Review Request= 725 reviews per month. Please explain what a Review request is?

Answer: This should read Review purchase requests. See PWS paragraph 1.1.5.1.1.2. Appendix A has been updated.

42. Can you provide a stock listing or as a minimum, disclose the number of line items and dollar value?

Answer: If the question is referring to the A&J Store, then there are approximately 800 line items, but this number also fluctuates based on demand. Dollar value is not relevant.

43. In the answer to question #6, the government stated that there are “minor changes” to the scope of work. Can the government provide more detail on what those changes are, as a review of publicly available information shows substantive changes, including expansion, of work under the PWS?

Answer: The answer to Question # 6 has been revised. The word “minor” has been removed.

44. Reference page 55, para. a) Proposal Format. Will the government consider allowing smaller font (e.g. 10-pitch) for tables/figures/graphs?

Answer: No. The font size of 12-pitch has been established for consistency and ease of evaluation of proposals.

45. Would the government provide the estimated man hours that are associated to the workload data provided, due to the extreme difference in estimated workload data and spending/value of the contract that was provided in the amendment 0004 and 0005. The workload data produced an FTE count. When you take the number of FTE against the reported spending/value data you provided it does not come close to the FTE count produced from the workload data calculations. By providing the man hours associated to the workload data, could explain the extreme differences between the workload data and the spending/value of the contract.

Answer: No changes have been made to the work load estimates as a result of either of the referenced Amendments. Additionally, we have consistently stated that man-hours/staffing estimated will not be provided and that offerors are required to determine for themselves the number of employees required for the performance of this effort. See responses to questions 4 and 35.

46. Section B does not specify a CLIN for the 30 Day Phase-in, and period of performance for the base year is identified as 01-FEB-2015 to 31-JAN-2016. Will the government clarify when the 30 Day Phase-in is to occur?

Answer: The first month of the contract will be the Orientation Period as described in PWS paragraph 4.1. The second month of the contract will be the Transition Period (operational performance start date) as described in PWS paragraph 4.2. The incumbent contractor will be onsite during the Orientation Period and will assist with an orderly change-over as indicated in their contract. The solicitation has been amended to include a CLIN 0008 for the Orientation Period – Phase-In. This CLIN has a period of performance (PoP) date of 1 Feb 2015- 2 Mar 2015 and CLIN 0001 for the base year has been revised to 11-months and the PoP has been revised to 3 Mar 2015 – 31 Jan 2016.

47. Reference Questions & Answers #8, Revision 1 (17 December 2014), Question 46 and Attachment 5 (Revised 17 December 2014): The answer provided by the Government states that the Base Year period of performance is to be an 11-month period. The revised Attachment 5 has the base period as a 12-month period. Request the Government modify the attachment to match the answer or amend the answer.

Answer: Thank you for catching the mistake. Revised Attachment 5 Price Proposal Worksheet (Revision 2, 18 December 2014) has been incorporated and posted to FBO.