Q and A_Custodial FA301621R0020- 16Jun2021.pdf

Contractor Questions and Government Responses

Custodial Services for JBSA Randolph, Seguin Air Field, and Canyon Lake Recreation

Area

Solicitation FA3016-21-R-0020

*Ensure all correspondences are sent to both the Contracting Officer (Heather Sorensen, heather.sorensen@us.af.mil) and the Contract Specialist (Belinda “Michelle” Spencer, belinda.spencer@us.af.mil).

*As stated in the solicitation Amendment 1, DoD SAFE has been removed. When you submit your proposal, please ensure to acknowledge the amendments posted to ensure that you are proposing IAW the latest version of the proposal solicitation. Proposals will be submitted via email to both belinda.spencer@us.af.mil and heather.sorensen@us.af.mil.

1. QUESTION: Will employees be required to obtained special gate entrance credentials? If so, are these provide at no cost to the contractor?

ANSWER: Refer to PWS paragraph 4.4, CONTRACTOR/EMPLOYEE BASE PASS

AND INDENTIFICATION, SPECIAL CLEARANCES, AND VEHICLE PASSES.

There is no additional cost to the contractor for this requirement.

2. QUESTION: Please provide a copy of the attendance sheets for site visit?

ANSWER: There will be no site visit for this requirement.

3. QUESTION: please provide the following statistics:

1) doors that have entrance/glass in order for bidders to bid entrance glass cleaning:

2) A breakout of all of the buildings stating the following:

a. Number of entrance ways with glass for each building b.The sizes of glass within each building

ANSWER:

1) This is unknown. For estimation purposes, Contractor may assume each facility main entrance has glass.

2) a. See response above

b. This is unknown.

4. QUESTION: Will the contractor/team be required to possess a current ISSA CIMS-GB certification or equivalent at contract’s start date and maintained ISSA CIMS-GB certification or equivalent throughout the contract period?

ANSWER: Not a previous or current requirement.

mailto:heather.sorensen@us.af.mil mailto:belinda.spencer@us.af.mil mailto:belinda.spencer@us.af.mil mailto:heather.sorensen@us.af.mil

5. QUESTION: Will the government require company to provide the employees uniforms?

Will the government require company logos on the uniforms?

ANSWER: Refer to PWS paragraph 4.16.

6. QUESTION: Please provide a count for the number of walk -off matts that are on–site.

ANSWER: 75 % of the Bldgs. at Randolph have interior/exterior walk-off mats

1% of the Bldgs. at Canyon Lake have interior/exterior walk-off mats

0 % of the Bldgs. at Seguin have interior/exterior walk-off mats

-exact number of mats per building cannot be projected

7. QUESTION: What are the total square feet of exterior windows? What is the total square feet of exterior windows on a second story or higher?

ANSWER: IAW PWS Contractor window cleaning is only required in the CDCs, School

Age Program, Youth Center and Air Field Tower. CDC, School Age Program, and Youth

Center are one story buildings; windows are proportionate to rooms in each building.

Airfield Tower is six stories and window square footage is 2,354.

Air Field Tower windows require inside and outside once a month (2,354 sq. ft.). Wash and dry the interior and exterior of windows.

8. QUESTION:

1) For the contractor to project the cost to purchase and maintain an inventory of cleaning supplies adequate to sustain normal facility operation we need to know the historical usage. Since only the incumbent would have the reference information necessary to project this cost without risk.

2) What is the Government expectations of Contract Furnished Facilities?

1) The Government does not obtain inventory data from the contractor pertaining to the supplies used in order to provide custodial services.

2) Refer to PWS paragraph 3.1 and 3.1.1.

9. QUESTION: How many vehicles of what type are currently required?

ANSWER: As this is a performance based contract, the Government does not advise nor direct the Contractor on the type and/or amount of vehicles required to perform services.

Refer to PWS paragraph 1.6.1.

10. QUESTION: What is the population of the current staff and visitors? What is the occupancy of each building?

ANSWER: The base has an estimate of 7,000-9,000 personnel daily. The occupancy of each building is unknown.

11. QUESTION: Will areas be available in facilities to install wall mounted time clocks?

ANSWER: Refer to PWS paragraph 3.1.

12. QUESTION: Is it acceptable for janitorial employees to drive their personal vehicles to their scheduled buildings rather than company service vehicles?

ANSWER: This is at the Contractors discretion.

13. QUESTION: Can invoices be submitted every two weeks? As a small business, under

FAR 52-232.1(b) we are allowed to invoice twice monthly to allow for better cash flow.

ANSWER: FAR Clause 52.232-1 is not incorporated into this solicitation. Contractor shall submit invoices on a monthly basis for the square footage serviced.

14. QUESTION: Is the contractor required to clean the refrigerators, microwaves and ice machines located in the breakrooms/areas?

ANSWER: No. This is not a requirement within the PWS.

15. QUESTION: Since the Federal Government’s procurement, interests in economy and efficiency are served when the successor contractor hires the predecessor’s employees.

Government studies have shown that a carryover work force reduces disruption to the delivery of services during the period of transition between contractors and provides the

Federal Government the benefits of an experienced and trained work force that is familiar with the Federal Government’s personnel, facilities, and requirements.

Since all Offers will see immediate reductions in the cost of hiring new workers due to this regulation all Offers will need to be provided the same information about the current incumbent force has does the incumbent and those Offers that them may team or collaborate with. They would have an unfair competitive advantage over other Offers without this cost saving information.

1) Please provide all Offers, the number incumbent employees on the list the contractor is required to provide the government upon request and the current position these employees are qualified for.

2) The employee wages and benefits are the major direct cost passed through as a direct cost to the government. If the government will not provide the current seniority list to all bidders, giving the incumbent a significant competitive advantage over all other bidders, since they would be the only one to know actual employee seniorities.

a. Please provide a copy of the current contractor's seniority list to adequately price for accumulation of vacation time in the proposal!

b.What is the average number of year’s seniority does each of the incumbent’s employees have?

c. What is the total number of employees currently employed?

1) Contract is performance based. The number of employees required to perform the services IAW the PWS is solely up to the contractor to determine.

2) The Government does not have this information nor is it tracked.

16. QUESTION: Since the Contractor is required to purchase supplies for the government owned dispensers the government must provide a complete list of government provide equipment including make and model in order for the bidders to price the compatible supplies. Will the government provide a complete list of the government provide dispensing equipment?

ANSWER: No, this information is unknown and not tracked by the Government.

17. QUESTION: Will the contractor be paid the firm fixed price for all facilities that are closed for whatever reason and not made available to any personnel of the Employer?

ANSWER: Government will make payment for square footage serviced only. The government will only pay for services rendered.

18. QUESTION: How many vehicles are the contractor required to have on this contract and is special parking available in the event that there may floor maintenance project work required in a building?

ANSWER: The Government does not advise nor direct the Contractor on the type and/or amount of vehicles required to perform services.

Refer to PWS paragraph 1.6.1.

19. QUESTION: What are the parking requirements for employees?

ANSWER: Contractors are required to follow the rules of the base traffic regulations to include parking. No parking on grass, sidewalks, reserved parking spaces, next to dumpsters or in handicapped spots without proper handicap placard.

20. QUESTION: How many janitors currently working under this contract as full-time? And part-time?

ANSWER: It is the Contractor’s responsibility to estimate the labor mix and hours required to fulfill the requirement. The Government does not provide current contractor’s labor mix.

21. QUESTION: Does contractor have to provide any kind of trash containers, dumpsters and/or roll offs?

ANSWER: Refer to PWS paragraph 1.1.5.

22. QUESTION: Is contractor responsible for cleaning, dumping and maintaining document shredder(s)?

ANSWER: No this is not a requirement IAW PWS.

23. QUESTION: Are trash receptacles conveniently located near all buildings or do we need to haul trash to central bins?

ANSWER: Generally yes, but there are some locations that you will have to haul them to a near dumpster location.

24. QUESTION: It would be helpful to know the specifics of the drug and background-screening requirements as the depth and breadth of the requirements impacts the cost. We did not see the specifics outlined in the material we reviewed.

ANSWER: Refer to PWS paragraph 1.4.2.1.

25. QUESTION: What type of background screening will be needed for cleaning secured areas?

ANSWER: Refer to PWS paragraph 1.4.2, 1.4.2.1. and 1.4.2.2.

26. QUESTION: Are there any scheduling constraints that certain buildings be completed by specific time of day or night?

ANSWER: Yes. Refer to PWS paragraph 4.1.2.1.

27. QUESTION: Accessibility requirements - Are there any specific requirements to enter areas that need special training? If so are there costs associated with this such as inoculations, shots, or special training?

ANSWER: Refer to PWS paragraph 1.4.3 and 1.4.4.

28. QUESTION: Are there any cleaning products requirements; whereby you require specific brands or type of cleaning supplies that must be used other than the basic cleaning products?

ANSWER: Refer to PWS paragraph 4.7.

29. QUESTION: Is there any requirements for Mandatory Sources of Supply or Service IAW

FAR Clause 52.208-9?

ANSWER: No, this solicitation does not require contractors/awardees to procure supplies from Mandatory Sources of Supply; FAR Clause 52.208-9 is not included in this solicitation.

30. QUESTION: Do you require Day Porters at any of the facilities? If so, how many are required?

ANSWER: No, this is not a requirement IAW PWS.

31. QUESTION: Are there any metal polishing requirements? If so, please provide what type of metals and where these metals are located.

ANSWER: Yes. Refer to PWS paragraph 1.2.1, 1.2.4 and 1.4.5.18.

32. QUESTION: Are janitor’s closets located in each building?

ANSWER: 60% of the buildings have janitor’s closets.

33. QUESTION: Will the custodians will be required to provide blood borne pathogen and bodily fluids clean up?

ANSWER: Contractor will be responsible for cleaning facilities IAW PWS.

34. QUESTION: The PWS seems to be missing the Tasks and Frequencies for Level 1

Prestige. Will the government be proving this?

ANSWER: Refer to Appendix A

35. QUESTION: The square foot totals for the building inventory for level 2 cleaning does not add up to the totals provided. Please, provided the corrected inventory/

ANSWER: Provide Level 2 Facility Cleaning (Basic) IAW PWS 1.1, 1.5.2, 1.5.6, 4.6,

6.0 (1,332,895 sq. ft. per month X 7 months) =9,330,265. Schedule B and PWS are correct.

36. QUESTION: CLIN 0127 - Provide Level 3 for Airfield Towers and RSU cleaning is also included in Level 2 Cleaning. Is this an error?

ANSWER: Correction has been made to the CLIN description of the solicitation.

37. QUESTION: CLIN 0126 - Provide Level 3, Canyon Lake Rec Area Restroom/Locker

Room Cleaning also included in Level 1 Cleaning. Is this an error?

ANSWER: Correction has been made to the CLIN description in the solicitation.

38. QUESTION: Most CLIN references in the PWS do not match the bid schedule. Can this be corrected?

ANSWER: Contractor needs to provide reference in PWS and BID SCHEDULE.

Government does not see the concern as sent.

39. QUESTION: Are there any special training and equipment required for cleaning the exterior window of the Air Control Towers

ANSWER: IAW PWS, the contractor must complete government provided airfield training annually. Time spent attending the training shall be at the contractor’s expense.

Airfield Training is required for all contract employees performing services on the airfield to include custodial service in aircraft hangars, on the airfield, and other designated Controlled Areas. In addition, all individuals operating vehicles on the airfield require Airfield Training.

40. QUESTION: Schedule Requirement:

o Confirm the contractor is solely to work Monday-Friday with exception to emergency calls, Building 999 and Recreation Area cleaning.

Advise of any other buildings that my require weekend cleaning

Confirm CBA wage differential if Union employees required to work weekends.

ANSWER: Refer to PWS paragraph 1.5.4 Special Custodial Requirements for JBSA

Canyon Lake Recreation Area.

41. QUESTION: Confirm contractor is ONLY to provide consumables for restrooms as listed in section 1.6.2 of PWS.

ANSWER: Refer to PWS paragraph 1.1.5. Contract requires contractor to provide and replace plastic trash can liners in addition to requirements of 1.6.2.

42. QUESTION: Regarding Levels 1-3 - Buff floors, strip floors, shampoo carpet – the frequency of these services is as required by COR – How frequent are these services currently being requested in each level so we may budget accordingly?

o Carpet Shampooing

Level 1

Level 2

Level 3 o Buffing Floors o Stripping and Waxing Floors

Confirm if there will be a maximum number of times each service will be requested in each level?

ANSWER: As required by the COR via a work order. There is not a maximum nor minimum number of times each service will be requested. It is as needed by the government.

43. QUESTION: Is the contractor responsible for the cost of badges?

o If so, what is the cost?

ANSWER: Contractor obtains BADGES from the Government Visitor Center at no cost to the contractor.

44. QUESTION: Is there a location designated so the contractor may install a washer and dryer to launder cleaning towels and mops?

ANSWER: Yes, office and storage space in building 891 is provided.

45. QUESTION: Is the contractor responsible for the cost of background checks administered by the base?

o If so, what is the cost?

ANSWER: No, there is no cost for the Criminal History Background Checks administered by the base.

46. QUESTION: Is the Camp mentioned in section 1.4.6.4 on the base? Please advise of the location.

o Provide sq. footage of bathrooms, Carpeted and hard service areas to be cleaned.

ANSWER: Refer to Appendix A in the PWS. Camp is a 12 week program located in building 585. Square footage is located in Appendix A.

47. QUESTION: Confirm the address of each location listed below: When using a mapping service it reflected JBSA Randolph and Canyon Lake Recreation Area are approximately

40 miles from each other.

ANSWER: JBSA Randolph Air Force Base Auxiliary Field 1023 Aux Airport Rd, Seguin, Texas and JBSA Recreation Park at Canyon Lake, Jacobs Creek Park Rd, Canyon Lake, TX 78133 o Seguin Air Field

Provide sq. footage of bathrooms, Carpeted and hard service areas to be cleaned in flight Towers.

ANSWER: Refer to Appendix B in the PWS.

How many flight towers are there? The PWS is not specific the word Tower is plural.

ANSWER: 2 (two).

Confirm if each of the flight towers has a cat walk for exterior window cleaning?

o Identify which do not if any.

ANSWER: Each tower has a cat walk for cleaning.

How far apart are the flight towers from each other?

ANSWER: Estimated about 6 stories, 7,000 feet apart.

o Canyon Lake Recreation Area

Provide map and/or location of each area within the Recreation area after you enter the site to be cleaned so we can determine mileage.

ANSWER: Refer to Appendix C.

Provide Number of locations (Bathrooms, exercise rooms and laundry rooms) to be cleaned. Per Appendix B, there are several locations with sq. footages listed and it says Restooms no Restroom.

ANSWER: Refer to PWS Appendix B.

Are there storage areas for cleaning products and consumables at Canyon Lake recreation area?

ANSWER: No.

48. QUESTION: Should the Summer Camp cost be reflected in CLINS 0018-0021 with the

CDC services? Or please confirm where this pricing should be reflected.

ANSWER: Confirmed. Cost would be reflected within CLINS 0018-0021.

49. QUESTION: How many building stories high (other than the flight towers) is the contractor expected to clean exterior windows. 2 stories, 3 stories, 4 stories, o How many buildings have 2 stories, 3 stories, 4 stories, ANSWER: Only other buildings that require interior/exterior window cleaning are the

CDC, After School Programs and Youth Center, which are all one (1) story.

50. QUESTION: Please advise how many stories the CDC and Youth center buildings are?

ANSWER: Both buildings are one (1) story buildings.

51. QUESTION: Is the VET Building number 216 – to be clean with Level 3 as listed in the

PWS or Level 4 as in the CLIN description in Solicitation requirements?

o Provide sq. footage of bathrooms, carpeted and hard service areas to be cleaned in building 216.

ANSWER: Level 3 as shown on Appendix B, square footage provided. Correction has been made to the CLIN description in Solicitation.

52. QUESTION: How many breakrooms are to be cleaned within the contract?

o What is the sq. footage of the breakrooms in each building?

ANSWER: Breakrooms are included within the hard floor sq. footage outlined in IAW

PWS in Appendix B.

53. QUESTION: Confirm if the Incumbent contract requires Level 1 cleaning?

ANSWER: Yes, the current contract requires Level 1 cleaning

54. QUESTION: Please provide Incumbent contract value and the terms of contract. I.E. 12 month contract of $10 or Monthly cost of $1.00

ANSWER: Current contract, FA301620D0029, was awarded for a total of $2,412,004.41, with a period of performance of 1 September 2020 - 31 August 2021.

55. QUESTION: Is Past Performance Questionnaire required? If yes, kindly provide the PPQ form as well as the due date of PPQ submission.

ANSWER: Past Performance Questionnaires are not required for this solicitation.

56. QUESTION: What is the current annual value of the contract for each location?

ANSWER: : Current contract, FA301620D0029, was awarded for a total of $2,412,004.41.

Contractors may view the contract and its modifications on the Procurement Integrated

Enterprise Environment website at https://piee.eb.mil/.

57. QUESTION: What is the current amount for the base year and all option years for the three locations?

ANSWER: The current contract was awarded for one year in the amount of $2,412,004.41, including all modifications.

https://piee.eb.mil/

58. QUESTION: Has the scope of work, under the new solicitation remained the same, decreased or increased compared to the current Solicitation contract?

ANSWER: Decreased.

59. QUESTION: In the last five years has the scope of work changed?

ANSWER: Yes, varied dependent upon mission and needs of the Government.

60. QUESTION: Does the previous contractor compete this solicitation contract?

ANSWER: This requirement is open to all 8(a) contractors; no other limitations are placed for this competed requirement.

61. QUESTION: What is the current contract term (1 base year and 4 option years)?

ANSWER: The current contract FA301620D0029 was awarded for one year, with a period of performance of 1 September 2020 - 31 August 2021.

62. QUESTION: Is there a mandatory site visit?

ANSWER: There will be no site visit for this solicitation.

63. QUESTION: Can you give us the current personnel number and Anniversary Dates of

Employment

ANSWER: The Government will provide this information only to the awardee. It is the contractor’s responsibility to determine the labor mix and hours required to implement all the services IAW PWS and relevant appendices.

64. QUESTION: Can you give us the current supply estimated cost, including paper products and chemicals?

ANSWER: The Government does not provide its cost estimations to contractors. It is the contractor’s responsibility to determine the supplies needed to perform the services

IAW the PWS and relevant appendices.

65. QUESTION: Can you give us the current monthly contract amounts for each location?

ANSWER: No. Contractors may view the contract and its modifications on the

Procurement Integrated Enterprise Environment website at https://piee.eb.mil/. A monthly breakdown will not be provided.

66. QUESTION: Can you give us an estimate of the daily population for each facility?

https://piee.eb.mil/

ANSWER: The base has an estimate of 7,000-9,000 personnel daily. Occupancy for each facility is unknown.

67. QUESTION: Who is the incumbent contractor?

ANSWER: Unica Enterprises, LLC

68. QUESTION: What is the current contract number?

ANSWER: FA301620D0029

69. QUESTION: On page 21, Table 2, Facility 734, CDC states "before or after normal duty hours (one restroom/locker room cleaning during duty hours)". In Appendix A it states

"requires cleaning multiple times during duty hours".

-Will the Government please clarify which requirement is correct?

--Page 21 & 32; PWS para 4.1.2.1, Table 2; Appendix A, CDC

ANSWER: Refer to PWS paragraph 1.4.6.2 and Appendix A

70. QUESTION: Section 1 states "a signed copy of SF 1449…in the event of any amendments

(SF 30) to the solicitation are issued, a signed copy of each amendment should be placed before the solicitation in order starting with the most recent amendment issued."

-The Government issued Amendment 0001 on 1 June 2021, this was not issued with a SF

30 but with a SF 1449, will the Government issue a SF 30 or should the newer SF 1449 be used?

-Page 193; 4.1.1; 2, Section 1

ANSWER: A signed copy of each amendment (SF 30) and a signed copy of the latest conformed copy (SF 1449) is required with proposal submissions. Solicitation amendment details this update.

71. QUESTION: Proposal instructions state "Identify mobilization activities (to include a timeline with rationale addressing the start and completion of: staffing, training, and equipment/supplies acquisition)…"

-Does the Government intend upon offering a minimum transition period prior to contract start date? Without a stated contract transition period the mobilization plan required cannot be accurate nor compliant.

-Page 193; 4.2 Vol II – Technical Proposal; (B) Factor #2 (ii)

ANSWER: There is no contract mobilization period. However, contractor shall be ready to start performance on day one of the period of performance.

72. QUESTION: Regarding the Air Control Towers, Section 1.5.3 – It states “as indicated in

Appendix A” however the air towers are not listed in Appendix A. Please provide frequency schedule/level of cleaning expected for each tower.

ANSWER: Refer to PWS Appendix A and B Levels of Service Standards Bldgs. 28 & 55

Air control Towers & Seguin RSUs are Level 2 Cleaning (Basic).

73. In solicitation, page 193, paragraph 4.2(C)(iii), it states, "Include samples of inspection forms, records, reports, and any other internal quality control methods." Immediately following this begins the Addendum to 52.212-1(c) Period for Acceptance of Offerors. Is it the Government's intent for this statement to be placed in the quality section? Or should this statement be included in Volume I, Contracting & Pricing?

ANSWER: The contractor shall provide “sample of inspection forms, records, reports, and any other internal quality control methods” to meet the requirements of Addendum 52.212-

2, Evaluation – Commercial Items” paragraph 1.3.2(C)(iii). The Addendum bullets immediately below 52.212-1 under 4.2(C)(iii) are general instructions for 52.212-1 and the solicitation. Corrections have been made to 52.212-1 to clarify this concern.