Questions_and_Answers_FBO_(59-141).docx

502 CONS JBKA FA3047-16-R-0048

JBSA Lackland JBSA Randolph Grounds Maintenance

QUESTIONS & ANSWERS (#59-141)

Question 59: Can the awardee store herbicides on base?

Government Response: Yes. The golf course maintenance superintendent will allow the awardee to store a small amount of herbicides in the hazmat locker at the golf course.

Question 60: While on the site visit, it was mentioned that fuel storage is available on base but not used by current contractor. Is that because the tanks are not currently inspected / permitted? Will they be before the new contract starts? If so, please advise location and capacity of tanks. If not, please advise where we will be allowed to store fuel / diesel on base.

Government Response: Current inspection is not the reason the current contractor does not utilize the fuel storage tank in the yard. The tank will not be inspected prior to the start of the new contract. Once the contract is awarded the COR can begin the inspection process if the contractor wants to use the tank. This tank capacity is 486 gallons.

Question 61: While on the site visit, it was mentioned that the contractor will be provided with government fuel card authorization. Is this correct?

Government Response: This was not mentioned during the site visit, however, the contractor can set up an account through the Defense Finance and Accounting Office (DFAS), and use the government fuel station.

Question 62: What are the typical hours for airfield operations at Randolph and Seguin AF?

Government Response: Typical airfield operating hours for Randolph are Monday – Friday, 0700 -1900. Seguin operating hours are Monday – Friday, 0900 – 1700.

Question 63: Are evening and weekend work hours allowable?

Government Response: Grounds maintenance services should be conducted during normal duty hours 7:00 AM through 4:30 PM, Mondays through Fridays, excluding federal holidays, unless otherwise required in the contract or approved by the CO.

Question 64: Please provide an estimated number of flats for planting of beds.

Government Response: See question 19.

Question 65: For litter / debris removal at Canyon Lake, is this a 7-day/week requirement?

Government Response: No. Litter removal is performed 1x week, on Monday (see PWS paragraph 1.1.3.2.), however the contractor is required to perform litter/debris removal prior to mowing any area (paragraph 1.1.1.).

Question 66: Reference: PWS 1.1.2 Edge/Vegetation Control. PWS states “The contractor shall edge sidewalks, driveways, street edges, curbs, and other hard surfaces……when vegetation extends onto hard surface by more than 2 inches.” And later states “All areas will be edged concurrent with mowing.” Can the government clarify, is Edge/Vegetation Control to be performed each time mowing takes place, or as needed concurrent with a mow?

Government Response: When this service is required/performed it should be scheduled and completed at the same time as mowing.

Question 67: Reference: PWS 1.1.2.2 Grounds Maintenance During Drought Conditions. The PWS states “Any rainfall occurring after the implementation of the drought cut shall temporarily lift the drought standards for 7 days…..The drought cut shall automatically resume without any additional notice from the COR or CO.” What level of rainfall will cause the Drought Conditions to be permanently lifted and not automatically resumed after 7 days?

Government Response: The COR in coordination with the contractor will determine whether the drought conditions should be lifted after a period of rain. Historically, this condition has not been used on Randolph AFB.

Question 68: Reference: PWS 1.1.4.1 Plant and Maintain Annual Beds. The PWS states “The beds should have adequate water as to ensure full coverage of healthy plants at all times” Will there be irrigation, or a centrally located government provided water connection near every plant bed, or is the contractor to provide portable water in sprayers/tanks?

Government Response: The contractor will need a small sprayer/tank to provide water.

Question 69: Are golf carts or similar vehicles allowed on Base Roads? If so, are there special requirements for these vehicles?

Government Response: Yes, these vehicles are authorized for use on the installation. There are no special requirements.

Question 70: Will the government please provide maps indicating the improved and semi-improved areas for CLRA and Seguin Air Field?

Government Response: Maps distinguishing these areas at CLRA and Seguin Air Field are not available.

Question 71: Reference: PWS 1.5.3.2 Planting Trees, Shrubs, and Vegetative Beds. There are varying degrees of renovations/requirements listed in this section. Can the government clarify the size and scope of the work to be performed?

Government Response: This service will be completed under unscheduled requirements, and would typically be used to plant small decorative trees, shrubs, mulch, and/or plants.

Question 72: Mixing of pesticides - Will the government please confirm that as stated on the site visit pesticides will be able to be mixed at the golf course?

Government Response: A catch basin is located at the base golf course for mixing herbicides.

Question 73: Section 1.1.3.2 – Remove Debris / Police Grounds states that the contractor shall perform general litter patrol and removal of debris from areas to include, but not limited to roads, streets, and parking lots. Does the government expect street sweeping to occur or is blowing and collection of the materials identified in the PWS acceptable?

Government Response: No, the government does not expect street sweeping. This is general litter patrol and debris removal only.

Question 74: Section 1.1.3.2 – Remove Debris / Police Grounds states that the contractor shall perform general litter patrol and removal of debris from areas to include, but not limited to drainage ditches. This paragraph is related to a FFP line item however section 1.6.3 – Maintaining Surface Drainage Ditches is only performed through issuance of a work order and cites the same service. Can the government clarify which line item trash and debris removal in drainage ditches belongs under?

Government Response: These are two different services. Maintenance of surface drainage ditches will be completed by issuance of a work order.

Question 75: Section 1.5.3.1 – Special Cuts states a wide variety of services that must be performed which makes it very difficult to accurately propose a price based on an unknown quantity of each different service. Can the government provide more clarity on what will exactly be ordered in each 25 acre increment?

Government Response: The government will only be requesting extra mowing, trimming, and edging under this requirement.

Question 76: Section 1.1.4.1 – Plant and Maintain Annual Beds – Can the government provide a quantity of seasonal flowers that need to be installed?

Government Response: The number of flats can vary depending on the size of the plants and the layout of the beds. The average number of flats per change-out is 80.

Question 77: Section 1.1.5.1 – Herbicides – This section, which is identified as a work order line item is a direct contradiction of section 1.1.2 which states that this service should be performed concurrent with mowing. Please clarify?

Government Response: When edging is performed, it will be completed at the same time as mowing. The contractor is authorized the use of herbicides to perform vegetation control; the government may request additional use of herbicides which will be completed by issuance of a work order.

Question 78: 1.0 Description of Services (p. 146) – What is the definition of “healthy”?

Government Response: “Not sick or injured”

Question 79: 1.1.1. Mow (p. 146) – Typically grass clippings are “visible” after mowing. What instance would require removing or mulching grass?

Government Response: When turf is allowed to get too tall or thick prior to mowing, visible clippings and windrows are left behind, which are not acceptable.

Question 80: 1.1.2.1. Perimeter Fence (p. 146) – When will the trimming or eradicating around perimeter fencing not be applicable?

Government Response: The contractor will not be able to access the entire 18 feet on both sides of the perimeter fence line due to dense trees.

Question 81: 1.1.2.1. Perimeter Fence (p. 146) – Please provide the base security standards.

Government Response: Base Security Standards cannot be released.

Question 82: 1.1.2.2. Grounds Maintenance during Drought Conditions (p. 147) – What is considered extremely dry conditions?

Government Response: Extremely dry conditions are prolonged periods of abnormally low rainfall resulting in a shortage of water.

Question 83: 1.1.3.2. Remove Debris/Police Grounds (p. 147) – Please provide the base solid waste & recycling procedures.

Government Response: There is no written guidance for these procedures, however trash and debris should be placed in the appropriate containers (i.e.: trash/litter in dumpsters/ limbs, brush, and leaves, in yard waste containers/roll offs.)

Question 84: 1.1.3.2. Remove Debris/Police Grounds (p. 147) – Would the requirement of removal of debris by 7:30 AM daily include residential housing, dormitories, the Child Development Center or Youth Center?

Government Response: No, only at the stated locations.

Question 85: 1.1.4.1. Plant and Maintain Annual Beds (p. 147) – Please provide a list of seasonal flowers to include in the rotation.

Government Response: Upon issuance of a work order the contractor will provide a planting list to the COR for approval.

Question 86: 1.1.4.1. Plant and Maintain Annual Beds (p. 147) – What color and type of mulch is required for this project?

Government Response: Red dyed mulch is used on Randolph AFB.

Question 87: 1.1.5.1. Herbicides (p. 148) – Will Government point of contact information be provided for the Base Pest Management Coordinator Environmental Section, the MAJCOM Pest Management Consultant, and the Command Entomologist? Will all three (3) listed points of contact provide Government approval regarding herbicide usage on this project?

Government Response: The contractor’s point of contact will be the COR. The COR will contact these offices/individuals for the contractor for any approvals or issues.

Question 88: 1.1.6. Prune/Trim/Shear Shrubs, Hedges, and Other Plants (p. 148) – What is the definition of natural mature height and shape or current growth characteristics? What is the definition of seedling?

Government Response: Natural mature height and shape pertains to the individual growth characteristic of each species of plant, tree, or shrub.

In this instance seedlings are unwanted volunteer growth plants (i.e.: sucker shoots/ water sprouts growing in mulch beds or turf areas; volunteer hackberry seedlings)

Question 89: 1.1.6. Prune/Trim/Shear Shrubs, Hedges, and Other Plants (p. 148) – What is the definition of obstructing view of oncoming traffic?

Government Response: Limbs or branches that are allowed to grow and block the view of normal traffic flow or pedestrian traffic.

Question 90: 1.2.2.1. Edge/Vegetation control (p. 149) – when typically do flying operations end? Are there any days contractor will not be allowed access to the airfield? Is there a designated time for contractor to access Base Ops (Bldg. 8) prior to mowing on airfield? How will the Government notify the contractor of approved scheduled times?

Government Response: a.) Typical operating hours for the Randolph airfield are Monday – Friday, 0700 – 1900.

b.) The contractor will access to the airfield daily during non-flying (operating) hours.

c.) The contractor can coordinate a typical meeting with time with the Base Ops. Currently the contractor meets at Base Ops @ 1700.

d.) Approval of scheduled times will be via email, or direct communication with the Airfield Manager.

Question 91: 1.2.3.1. Airfield Mow (p. 149) – What is the mowing height requirement for the RV lots and Boat storage lots?

Government Response: Mowing of boat and RV lots is not required. These areas are maintained by the government organization they belong to.

Question 92: 1.2.3.2. Airfield Drivers Training (p. 149) – When is the training conducted?

Government Response: Training will be coordinated by the contractor with COR, and conducted by the 502 CES Airfield Safety Monitor. Initial (individual) training is required prior to conducting any operations on the airfield and refresher training required annually by all contract employees operating vehicles (trucks, tractors, mowers) on the airfield.

Question 93: 1.5.1. Lawn Renovations (p. 150) – Is the contractor required to water the areas in lawn renovation? If so, will the Government be providing the water?

Government Response: Yes, initial water is required. The government can provide water but will not supply any hoses, tanks, or sprinklers, if needed.

Question 94: 1.5.2. Trees (p. 150) – What is the definition of “trunk that not fully developed”? What instance would require contractor to remove or cut back branches that conflict with normal traffic or safety? What instance would require contractor to remove or cut back branches that pose threats to structure or buildings?

Government Response: a.) A palm trunk that has not fully developed will have bracing applied.

b.) Branches or limbs that intrude on normal traffic or pedestrian flow may need to be cut back.

c.) Tree branches or limbs that rub on structures or roofs, or create clogging problems for a buildings gutters may need to be trimmed back.

This work completed only upon issuance of a work order.

Question 95: 1.5.2.1. Damaged Tree Care (p. 150) – Is contractor required to provide all of the bracing for damaged trees?

Government Response: Yes. This work completed only upon issuance of a work order.

Question 96: 1.5.2.4. Tree, Shrub and Stump Removal (p. 151) – Will locates be provided by the Government prior to any stump removal?

Government Response: The COR will assist the contractor in completing the dig permit process (AF Form 103).

Question 97: 1.5.3.1. Special Cuts (High Visibility Areas) (p. 152) – What is considered “good Xeriscaping practices”?

Government Response: Good xeriscaping practices are methods that are used within the local area that reduces or eliminates the need for supplemental water from irrigation.

Question 98: 1.6. Unscheduled Requirements (p. 152) – Please provide a definition of cycle mowing.

Government Response: Out of cycle mowing occurs outside of the contractor’s routine schedule. Vegetation may be within the established standard for the area, but mowing may be required due to a special event.

Question 99: 1.6.2. Leaf Removal (p. 152) – What is considered a large quantity of leaves?

Government Response: Examples of large quantities of leaves are; 1) Leaves that collect on hard surfaces and create safety hazards, 2) Leaves that collect on vegetation that can harm the plant (ings), 3) Leaves that collect in a high visibility area and create an unattractive appearance.

Question 100: 1.6.3. Maintain Surface Drainage Ditches (p. 152) – Are there any mowing requirements involved for drainage ditches?

Government Response: Surface drainage ditches are maintained through the issuance of work order. Mowing and/or trimming may be required.

Question 101: 2. Services Delivery Summary (p. 153) what are the mission essential items?

Government Response: The mission essential items are located in the Service Delivery Summary (SDS) as Performance Objectives (i.e.: Maintain Improved Grounds, Maintain Semi-improved Grounds, etc.)

Question 102: 2. Services Delivery Summary Defect (p. 155) – How is the contractor going to be notified of valid customer complaints?

Government Response: The contractor will be issued a Contract Discrepancy Report (CDR) from the COR.

Question 103: 3.1.1. Floor Space (p. 156) - Will the Government provided floor space at Building 1051 be secured?

Government Response: Yes. Keys will be issued to the contractor for interior and exterior doors.

Question 104: 4.4.2. Herbicides (p. 159) – Will the Government be providing the herbicide base approved list?

Government Response: A copy of the base approved herbicide list can be provided to the awardee, however all herbicides the contractor intends to use on this contract will still need to be approved for the contractor’s use.

Question 105: 4.8.4. Unescorted Entry to Restricted Areas (p. 162) would there be any time that contractor’s unescorted entry would not be allowed?

Government Response: No.

Question 106: 4.8.11. Entry Procedures to Controlled Restricted Areas (p. 162) what are the local base procedures for entry?

Government Response: The Airfield is the only Controlled/Restricted Area the contractor will access to. All workers will receive airfield training and a certificate of competency prior to operating on the airfield.

Question 107: The fuel usage agreement/program, please provide more details on process to include cost, access, distribution, logging, filling equipment, nozzle size, etc.…

Government Response: The contractor can setup an account with through the Defense Finance and Accounting System (DFAS) to utilize the government fuel system. The current cost for fuel is $1.84 for unleaded and $1.81 for diesel fuel (prices will change 2 – 3 times per year). Fuel can be delivered and/or the contractor can be issued fuel keys to access the base fuel pumps. Delivery trucks are equipped with typical nozzles found at local gas stations. Only trained contractor personnel will be allowed to receive bulk fuel delivery.

Question 108: Is the fuel program optional? Please provide the fuel incentive program. Can the Contractor choose to supply their own fuel and store on-site? If so, are there any limitations to the storage capacity? And/or limits to their security.

Government Response: a.) Yes this is optional and the contractor can choose to supply their own fuel.

Question 109: We understand that airfields are only accessible nights and weekends. Please confirm this. We understand that because airfields are closed during maintenance, no radio communications are required. Please confirm.

Government Response: During normal flying hours mowing operations will not be conducted in the approach/departure clear zones and within 1,000 feet of either side of the runway/overrun edge. Areas outside of these parameters may be mowed during the day. Because the contractor will be operating when the airfield is closed, or outside of the controlled movement areas, radio communication with the tower(s) is not required.

Question 110: Would the Airfield Controller consider allowing the maintenance group near the airfield during some daylight hours when classes are not underway, in consideration of the safety of the maintenance crew too? Could the contractor access these areas before 8:00 when classes are scheduled to start to safely performing required trimming? In addition, if we are not allowed on the airfields during normal work hours, we are forced to pay $0.75 night pay differential for all hours spent maintaining the airfields, causing additional costs to the Government.

Government Response: a.) The Airfield Manager will not allow the contractor within 1000 feet of the runway during normal flying hours.

b) The Airfield Manager will allow the contractor to trim areas on the airfield prior to normal flying hours on a case by case basis.

Question 111: Will the provided facilities provide and/or allow the use of WIFI as this is helpful in assisting in time tracking and other reporting?

Government Response: Internet and WIFI will not be provided by the government, but the contractor will be allowed to install and provide their own internet and WIFI service.

Question 112: Any Re-performance requirements are stated in hours. Are these business hours or straight hours from the initial notification? For instance, if notification is at 4 PM, are we required to redo before midnight of same day?

Government Response: Business hours. In the instance provided, re-performance would be required within the specified time the following business day.

Question 113: Will the government supply plants, mulch and other needed shrubs for replacement in plant beds? Or will the cost of these items be on the contractor?

Government Response: The government will not provide plants, mulch, or shrubs for replacement.

Question 114: 1.1.2. You are requiring vegetation control to designated areas. Provide other hard surfaces (base wide) requiring vegetation control?

Government Response: Parking lots, traffic islands and medians.

Question 115: Also provide a measurement of quantity for all area combined that have indicated for which you will require the contractor to perform this task?

Government Response: Measurements are located in Appendix A – Grounds Description/Workload Estimates of the PWS under item number 2 (Edging), for each of the locations.

Question 116: 1.1.4. You require a soil test prior to any fertilization. Testing results take about 10 days to get the info results back, time for this requirement to occur will need to be taken in account.

Government Response: Understood. Proper planning by the COR and the contractor should take this into account.

Question 117: 1.1.5.1 Weed control / herbicides. In your CLINs has it at 310 acres @ cost $$$$ times 8 as quantity, So please provide clarification as to how many time the contractor can estimate cost, schedule or plan frequency, 1 time or 8 times?

Government Response: The schedule is asking for a price per acre in addition to a cost for this service to be performed on 310 acres for 8 months.

Question 118: 1.2.2. You are requiring the contractor to mulch or remove clipping in an area that is field mowing, that is mowed with bat wing type mowers that will almost always leave or provide visible thatch. This will or could drive the cost up, which can be avoided if you would review this or consider it be not a relevant or needed requirement?

Government Response: When maintained at the proper standard (7 – 14”) grass clippings are not highly visible and do not create a safety hazard for flying operations. The contractor will not need to mulch or remove excess clippings if maintained at this level.

Question 119: 1.2.2.1.You are requiring the contractor to perform vegetation control in semi-improved grounds areas. This would drive the costs up considerably. Is this the requirement? Appendix A shows a costing quantity for CLIN 0015 weed control/herbicide for 310 acres improved grounds not semi areas. Please provide a quantity of measurement and frequencies, that you will require the contractor to perform the assigned task?

Government Response: The linear footage of this CLIN is 13,503,600 LF (310 acres), for 8 months.

Question 120: 1.2.3.1. As this is a training facility / base for pilots to fly, it is understandable as to why you have limited/restricted time line when mowing can be performed within your designated restricted zones of your runways.

· Issue one: Can trimming of permanent fix obstacles be trimmed during normal daylight operational hours with hand held equipment within the restricted areas?

Government Response: No

· If not, is there adequate light for a contractor to see the fixed obstacles out in the field areas during night time hours?

Government Response: Additional lighting from headlights or alternate sources may be required.

· Is the Seguin Airfield have the same mowing requirement of after flying operations have stopped, night time or week-ends?

Government Response: Yes

Question 121: 1.3. You state that materials such as river rock, steel edging, rubber or wood edging, plants, flowers, mulch, ground cover, is to be provided by the contractor.

· Please provide estimated quantities of each. Expected frequency of each? Will these be issued per Work Order? If not, how do we price these now with our proposals?

· If the contractor provides these listed items, will the government reimburse the contractor for the cost of the material items?

· If not, please provide an annual quantity so that the contractor can evaluate and form a cost.

· Also as your CLIN structure does not provide a means for inserting said material items you will need to provide a means to insert there cost?

· Also you have listed flowers and shrubs. Provide varieties, size, along with quantity?

Government Response: This work will be completed by issuance of a work order. Additional materials will be reimbursed by the government.

Question 122: 1.5.1. You state the contractor is to repair damaged lawn areas due to scalping or lack of watering. It is understandable that if damage is caused by contractor operational functions, it is done at their expense.

· Irrigation requirements are not in the solicitation. Lack of watering could be reason for damaged lawn. Please clarify that contractor is not held responsible due to lack of water.

Government Response: Irrigation is not the contractor’s responsibility, therefore the contractor will not be held responsible for damaged turf due to insufficient watering.

Question 123: 1.6. Unscheduled Requirements.

· Please provide a completion time line for these tasks?

· Please provide an annual frequency that these requirements will be utilized by the Government?

· CLIN 0020 specifies to refer to (DVR) (PWS 1.1.7.) you do not have a DVR requirement or 1.1.7. section/paragraph. Please clarify.

Government Response: Work issued by a work order should be completed within 30 days of the official approval.

Question 124: The maps that were posted did not identify irrigation. The maps did not identity mowing areas for Canyon Lake or Seguin Airfield. Please identify all improved grounds for both and repost maps.

Government Response: Irrigation is not the contractor’s responsibility. Maps containing mowing areas for Canyon Lake and Seguin are not available.

Question 125: Are the fence lines at Sequin Airfield considered improved grounds?

If so, is the entire fence line mowable without obstruction due to terrain, utility boxes, etc.?

Government Response: Yes, the Seguin Airfield fence line is considered improved grounds. Sections of the fence line are not accessible to mowers.

Question 126: Government available fuels;

· What will be the cost of government provided fuel, we assume market cost but will state and federal taxes be applied?

Government Response: The current cost of unleaded fuel is $1.84/ gallon. Diesel fuel is $1.81/ gallon. Prices will change 2 – 3 times per year.

· Will the contractor be allowed to utilize a large supply tank to transport fuel back to staging yard for refueling equipment and vehicles being used during the performance of this contract?

Government Response: A vehicle mounted transfer tank is allowable.

Question 127: There is a bulk storage tank at the contractors staging yard, in looking at we assume it is s 1000-gallon tank please confirm its size? During the visit tour it was indicated it would be available for use by the contractor Please confirm?

Government Response: The capacity of the tank in the staging yard is 486 gallons. Yes, this tank will be available for the contractor’s use.

Question 128: There is a bulk storage tank at the contractors staging yard. We assume it is s 1000-gallon tank. Please confirm its size? During the visit, it was indicated it would be available for use by the contractor Please confirm.

Government Response: The storage tank capacity is 486 gallons. Yes, it can be used by the contractor.

Question 129: Work Statement Section 1.1.3.1 Irrigation is marked RESERVED. What are the contractor’s responsibilities with respect to watering and what watering systems are available?

Government Response: Irrigation is the government’s responsibility. In non-irrigated areas the contractor will be responsible for maintaining plants until they are established. The contractor should select plants that conform to local xeriscaping practices.

Question 130: Is there a requirement for composting?

Government Response: No

Question 131: Is the contractor responsible for providing new and/or replacement plants, shrubs, and trees?

Government Response: The contractor will be responsible for providing new and/or replacement plants in annual beds.

Question 132: Are the special cut areas included in the acreage of each site in the appendix? If not will it be provided?

Government Response: Yes, the special cut areas are included in the acreage provided.

Question 133: Is there a quantity of emergency trimmings that need to be priced.

Government Response: 15

Question 134: Is the linear footage for edging included in the Randolph airfield?

Government Response: Yes, Appendix A - Grounds Description/Workload Estimates, Item #2 (139,332 LF)

Question 135: What size of trees need do we price for removal?

Government Response: PWS paragraph 1.5.2.4. Tree, Shrub, and Stump Removal.

Large Trees: Diameter 36.1” and above Medium Trees: Diameter 24.1” to 36” Small Trees: Diameter 3.1” to 24” Question 136: Some areas along the western perimeter were over grown. Will this need to be priced to be removed?

Government Response: Not clear exactly which area is in question. All areas along the western perimeter were within standards during the site visit.

Question 137: Is there a limit of fuel that is allowed to the contractor?

Government Response: No.

Question 138: Is Diesel available through the fuel card issued to the contractor?

Government Response: Yes. The contractor will need to set up an account through the DFAS in order to utilize the government fuel system.

Question 139: Is the perimeter fence acreage included in the total acres for the improved grounds and the airfield?

Government Response: Yes.

Question 140: What herbicides are currently approved for use at JBSA?

Government Response: A base approved list of herbicides can be provided to the contractor upon award, however the contractor will still need approval of all herbicides intended for use on this contract.

Question 141: Could a sample airfield schedule be provided?

Government Response: A sample airfield schedule is not available. The airfield schedule should contain an area of the airfield and the day intended to provide service, and whether the area will be cut during the day, night, or weekend.