Custodial_Questions.pdf

CUSTODIAL SERVICES QUESTIONS AND ANSWERS FOR SOLICITATION FA302019RA001

QUESTIONS ON INCUMBENT CONTRACT

1) What is the current contract number?

a. FA3020-17-D-0001

2) Who is the incumbent contractor?

a. The Victor Group, Inc.

3) Is the incumbent contractor eligible to bid on the new contract?

a. In accordance with CFR 124.507(d), the Victor Group will be eligible to bid on this solicitation.

4) What is the total value of the current contract?

a. $4,283,467.77

5) Can you give us the current monthly contract amounts or amount per year?

a. No, we can only provide the total contract amount. See question #4

6) Can you provide bid tabs for the current contract period and the prior contract period?

a. No, we cannot provide this information.

7) What is the current contract term?

a. The current contract was awarded as a base year and 2 option years.

8) Current number of vehicles utilized on base by current vendor

a. No, we cannot provide this information

9) Please provide copies of issued mods

a. If needed please submit a FOIA request.

QUESTIONS REGARDING WORKFORCE

1) Can you give us the current number of Employees? The number part time and full time?

a. No, we cannot provide this information it is considered proprietary information.

2) Please provide a seniority list

a. In accordance with FAR 22.1020, a seniority list will be provided to the successful bidder at commencement of the new contract, but it cannot be provided at this time.

3) Please identify any key personnel requirements

a. A contract manager will be provided as discussed in PWS paragraph 4.16. Additional requirements for personnel are discussed in paragraphs 4.17, 1.4.2 – 1.4.5, and 1.3.4.3 but the contract manager is the only key personnel.

4) Is there a CBA for the Frederick Airfield, Oklahoma?

a. No, the employees working at the Frederick Airfield are covered under the same CBA as

Sheppard.

QUESTIONS ABOUT THE PWS

1) Has the scope of work changed in the last five years?

a. The scope of our contract is primarily set by Air Force Common Output Level standards

(AFCOLs) which are not determined by our base. The basic scope has not changed but frequencies have been changed as dictated by AFCOLs.

2) Has the square feet cleaned changed since the last contract such as has any space been added or removed?

a. It is not uncommon to see buildings added and subtracted from service, but historically the quantity of facilities on contract remain relatively stable. Please reference PWS paragraphs 4.20.5 and 4.20.6 for further details on how these changes are handled.

3) Will you be releasing a floor layout or blueprint of the buildings/rooms that need to be serviced?

a. For security reasons, the actual floor plans will not accompany this solicitation; however the successful bidder will receive all floor plans immediately upon notification of award.

4) Can you give us an estimate of the daily population for each facility?

a. The government does not track daily population for each facility. PWS paragraph 1.5.2.2 provides historical data of the base population by quarter. The data provided in the PWS ended with FY17. FY18 data is not currently available.

5) Current annual/monthly paper supply usage

a. The government does not track usage of restroom supplies. Please reference PWS paragraph 1.5.2.2, question 4 above, and Appendices A and B to best estimate the paper supply usage

6) Current annual/monthly chemical usage

a. The government tracks hazardous material usage as deemed necessary based on the chemicals proposed by the contractor. The contractor must submit the chemicals they plan to use per PWS paragraph 4.6.1 and Appendix H. The contractor has flexibility in determining what chemicals and cleaning supplies they will use. Current supplies would be considered proprietary information and will not be released.

7) How many individual desk trash cans are there?

a. The number of individual desk trash cans are not tracked. Please refer to PWS paragraph

1.5.2.2 and question 4 above to best estimate usage.

8) Do you have usage figures for any supplies that may be required in the contract?

a. The government does not track usage of restroom or cleaning supplies. The contractor is allowed flexibility in determining what supplies they will use as mentioned above.

9) Section 1.1.5.1 stipulates that the contractor is responsible for providing individual desk sized trash liners but not for replacing the liners in individual desks. It also stipulates that the liners need to be kept in locations that are easily accessible to all occupants. How is the current contractor controlling these costs?

a. This is correct, the contractor will determine their own best practice for controlling access in close coordination with the facility managers. Current contractor information will not be published. Should a problem arise the contractor should immediately notify the CO and COR of any concerns.

10) Section 1.2.3 states that occupants will have access to supply closets. How is the current contractor controlling these costs?

a. The contractor will determine their own best practice for controlling access in close coordination with the facility managers. Current contractor information will not be published. Should a problem arise the contractor should immediately notify the CO and COR of any concerns.

11) Referencing Appendix G – No running water at the RSUs. How is the current contractor controlling these costs? Where is the nearest access point of water to the RSUs?

a. The contractor will determine their own best practice, current contractor information will not be published. Water is available at locations on Sheppard near flight line entry and may be available at Frederick if coordinated. However, due to Frederick Auxiliary Airfield’s inconsistent hours of operations contractor may need to have an alternate source for water for Frederick.

12) In building that require 3x week restroom service will paper product have to be available 5 days a week?

a. Yes, the contractor is responsible to ensure that paper will be available as extra/back up supply for in between services. Reference PWS paragraph 1.2.3 for additional detail.

13) Is the 2 hour requirement for additional restroom supplies in effect 24/7?

a. No. The 2 hour requirement applies during normal base hours found in PWS paragraph

4.1.1. The COR will also notify the contractor whenever a 2 hour response is requested.

14) The table in the PWS at 4.1.2.1 identifies several facilities that are open 6 or 7 days a week. Are there any additional task and frequency requirements for these facilities?

a. Some of the buildings in paragraph 4.1.2.1 are for the contractor’s information purposes only. However Bldg 196 – Youth Center and Bldg 384 – Fitness Center are category 4 facilities and require some weekend services as listed in Appendix A. Additionally Appendix F and G are required weekend services.

15) Tasks listed as 1x daily or 2x daily, please clarify that daily is Monday through Friday and would not include Saturday and Sunday.

a. Most facilities are only open Monday through Friday. Any task that is listed as 1x daily or 2x daily is to be cleaned every day that it is open. Please refer to PWS paragraph 4.1.2.1 on Base Wide Facilities, Hours of Operation. Some services are required to be performed on weekends such as window cleanings in Appendices F and G and upon award and with coordination with facility managers and the COR the contractor can schedule additional services on the weekend at no additional cost to the government.

16) Would you please clarify that there are two (2) buildings located at Frederick Auxiliary Airfield in Frederick, Oklahoma, #50402 & 50502.

a. That is correct. They are mentioned in Appendices B (pg 49-50), F and G.

17) Please provided area data and service category for Building 312, Library/Commons

a. Building 312 is not currently on the custodial contract data in this solicitation because it is closed for renovations. Upon completion of renovations Bldg 312 will be added through the contract modification process described in PWS paragraphs 4.20.5 and

4.20.6. Building 312 is mentioned in paragraph 1.1.5.3 in error.

18) Referencing section 1.1.5.3, does the government have any buildings that they are anticipating to add to the exterior trash collection sites?

a. Exterior trash collection sites will only take place at buildings that are currently being serviced on the custodial contract and that are public use/customer-oriented. Bldg 312 will be added back to the contract once renovations are complete as mentioned above and it is possible that buildings can be added or subtracted using the procedures in paragraph 4.20.5 and 4.20.6. Historically the quantity of facilities on this list has not changed much.

19) Are there hookups for washers and dryers on site?

a. The government provided office and storage space in Building 21 mentioned in PWS paragraph 3.1 has washer and dryer hookups but no appliances are provided by the government. The contractor will not be authorized to use washer and dryer hookups at any other location on SAFB.

20) Can we obtain unit pricing for supplies available to purchase from the Ability One store on base?

a. Since the publication of the PWS for this solicitation an error was discovered and the

Ability One Store is located in building 649 not building 540. There is not a published list available but the contractor is welcome to directly contact the Ability One store POC, currently Ms. Heidi Brown at 940-855-7757.

21) What floor type(s) are classified as other?

a. “Other” floor types are any type that is not already listed (not: carpet, vinyl, ceramic/tile, concrete, hardwood). Examples: slotted floors (built in walk off mats) found at entry ways, or rubber material for steps/stairway floor coverings such as those pointed out on site visit in Bldg 2320, bldg 400, or raised flooring, sponge like mats found in weight lifting rooms to protect floors from dropped weights.

22) Are floor mats mentioned in 1.1.4 of the PWS cleaned by an off-site service or by the custodial staff?

a. Floor mat cleaning will be handled by the custodial contractor. The contractor has flexibility to determine the best way to conduct and provide services.

23) Can you provide the carpet manufacturer’s approved cleaning methods as mentioned in 1.1.2 of the PWS?

a. Many different carpets exist around the base. The contractor should utilize commercially accepted practices for carpeted floors. If the contractor has concerns or issues about a specific carpet or location before or after service this should be brought to the attention of the COR immediately to be addressed.

24) Can you provide any more details about the window cleaning? Items such as height above the ground, accessibility, number and/or size of windows, lift, stages or repelling gear required, etc?

a. Contractor is responsible to perform window cleaning services in accordance with OSHA safety standards. Please refer to PWS 1.3.4, 1.4.6.17 and 4.22 for additional details. Size data is contained in Appendix F, data previously missing is included below:

Below is informational purposes – ALL windows and glass in Bldg 195 & 196 are to be cleaned per frequency in Appendix A and included in bid price

195 CDC

Interior/Exterior Windows

Per Appendix A, Category 4A

2,694 SF for one side / Grand Total 5,388 SF

195 CDC

Glass window

Per Appendix A, Category 4A

705 SF for one side / Grand Total 1,410 SF for both sides

196 YAC

Interior/Exterior Windows

Per Appendix A, Category 4B

1,346 SF for one side / Grand Total 2,692 SF

195 YAC

Glass window

Per Appendix A, Category 4B

300 SF for one side / Grand Total 600 SF for both sides

25) Is it permissible to store the required contractor-furnished vehicles on the base?

a. The contractor can overnight park operational company vehicles that will be used for this contract only at the assigned facility for the custodial contract, building 21. Please see PWS paragraph 1.5.1 for additional details.

26) Can our staff drive personal cars around the base while working, even on the flight line? Are there any certain automobile insurance requirements?

a. Privately Owned Vehicles (POV) can be used on and about the installation. However for the flight line, POVs require that the driver is flight line certified and maintain radio contact with the control tower. The vehicle must have company logo/name though this can be temporary type signage such as a magnetic sign. See PWS 1.3.4.3 and 1.5.1 for additional details.

27) Building 1902, Control Tower, we understand that the contractor will need an escort to gain access to this tower for cleaning. Will this escort remain with the contractor staff throughout the building?

a. This will be at the discretion of the escort and the current security requirements of their organization. We would anticipate that the custodial employee would be with an escort while performing duties at Bldg 1902. Please see PWS paragraphs 4.23.4 and 4.24.5 for additional details.

PROPOSAL CONTENT QUESTIONS

1) Other than pricing what information is needed with the proposal?

a. Please see attachment 9, Instructions to Offerors, from the FBO post of the solicitation.

There are 4 parts to the proposal.

2) In the FBO posting Attachments 7 and 8 for the Past Performance Cover Letter and Past

Performance Questionnaire have blank titles. Can you provide these documents?

a. We are aware of this issue, however you should be able to access the documents from

FBO in the “All Files” section on the right hand side or within the packages tab. If you are still not able to access them please email ben.brockriede@us.af.mil or michael.cooper.50@us.af.mil and we will sent them to you directly.

3) Is there a mandatory site visit?

a. There was a site visit on 9 January, 2019, it was not mandatory but was highly recommended. The sign in list is being provided.

4) Do you anticipate an extension to the due date of the submission?

a. Due to a delay in getting out our answers to questions we will extend to 11 February 2019, we reserve the right to extend again as needed.

5) Are there any bid or performance bonds for this contract?

a. No

6) Referencing Solicitation page 36 of 49, FAR 52.209-7. Is this clause required at proposal submission or post award?

a. FAR 52.209-7 is a provision and is required at proposal submission. The provision will drop off in the actual award. The information in paragraph (c) is maintained post award in your SAM registration.

mailto:ben.brockriede@us.af.mil mailto:michael.cooper.50@us.af.mil

7) Referencing Solicitation pages 4 and 5, “Supplies or Services and Prices/Costs” (Bid Schedule) and Attachment 9, page 5 table-Part II. Price state PRICE EXHIBIT ONLY which indicates the Excel Pricing spreadsheet. There do not appear to be any instructions concerning the “Supplies or Services and Prices/Costs” and if so where to include it in the proposal. Would the government please clarify if the offeror is to fill in the “Supplies or Services and Prices/Costs” and if so where to include it in the proposal?

a. Solicitation pages 4 and 5 are automatically generated by our contract writing system for CLIN data. As noted in the description for these CLINs as well the Invoicing from these CLINs will reflect pricing from the Price Exhibits. There is no need to fill in the “Supplies or Services and Prices/Costs” table from the solicitation only the Excel spreadsheet.

8) Referencing Solicitation, Attachment 9, Page 5 table – Part I-“Summary Information” Page limit of 2 pages and page 2, Part I –Summary Data: The following information will be required in Part I: (i) The offeror shall provide a concise summary…” Need clarification on whether the 2 pages is in reference to the “concise summary”. Would the government please clarify whether the 2 page limit is in reference to the “concise summary” or to all of the “Summary Data”? If in reference to all of the summary data would the government please increase the page count to accommodate the “non-fill-in” items such as Master Table of Contents and other items that will require additional pages?

a. The intention is that the concise summary is simply the CAGE code, DUNS number and Master Table of Contents and is limited to the 2 pages. Any additional information described in paragraphs (ii) to (vii) will not be counted towards the page limit but should only include the information necessary.

9) Referencing Solicitation page 48 of 49, AFFARS 5352.209-9001, Potential Organizational Conflict of Interest. Please advise which part (I, II, III or IV) of the proposal this information should be included in?

a. Most contractors would not need to submit anything here, but should you know of a potential conflict of interest with your organization it should be included in your proposal within Part I.

10) Referencing Attachment 9, page 1, Proposal Preparation Instructions. Please confirm that Part I is the Summary Data Proposal and Part II is the Price Proposal.

a. Correct, there was an error in paragraph C, section (1) that stated 3 parts, and omitted part I, Summary Data. There are actually 4 parts to the proposal. Price Proposal is Part II.

11) Referencing Attachment 9, page 3, Element 3, paragraph c, “Only references for the prime contractor or subcontractors that will perform major or critical aspects of the requirement will be considered and should be submitted. The following documents will be required in Part III:”

Please confirm that this information should be included in Part IV and not Part III.

a. Correct, there was an error in the attachment, all past performance data is in Part IV

12) Referencing Attachment 9, page 5, Past Performance information. Are letters, metrics, customer surveys, independent surveys, etc. included in the 15-page limit?

a. Any letters, metrics, surveys, etc. submitted by the contractor to us is included as part of the 15 page limit. The Past Performance Questionnaires returned to us from your references or found by the government such as CPARS ratings will not be counted as part of the page limit.

13) Referencing Attachment 9, page 5, paragraph d: “The format for proposals shall be 8 1/2" x 11" paper except for fold-outs used for charts, tables, or diagrams, which may not exceed 11" x 17".

A page is defined as one face of a sheet of paper containing information.” Please clarify whether an 11” x 17” page is counted as one or two pages.

a. Larger sheets of paper are reserved for charts, tables or diagrams that would not otherwise be legible on 8 ½” x 11” paper and should not include anything else. With no other information on them they would only count as 1 page.

QUESTIONS NOT OTHERWISE COVERED

1) I see an interest provision after 30 days in the payment terms. Do you generally pay within 30 days or is it generally longer?

a. Payments for our contracts are made through Defense Finance Accounting Systems (DFAS) and are generally paid quicker than 30 days. Invoices are submitted through Wide Area Work Flow (WAWF) electronic payment system and local personnel certify that we received the services. After we have done that, DFAS will schedule payment.

Invoices submitted incorrectly may delay the payment process.

2) Are there any provisions in the contract for the contractor to cancel the contract?

a. No, there are no provisions in the contract for the contractor to unilaterally cancel, however the government has option periods each fiscal year, should the contractor see a need to cancel the contract they should be in touch with the CO as soon as possible to try to find the best solutions for both parties. The contract could be ended after an option period upon mutual agreement.

3) Is there a provision in the contract to change pricing in the option years once we know the rates in a new CBA?

a. Yes, FAR 52.222-43 allows the contractor to submit claims for equitable adjustments based on the rates in a new CBA. This money will be added to the contract as a separate CLIN billed monthly and will not be based on the number of square feet being cleaned as calculated in the price exhibit.

4) Are there financial penalties associated with this contract?

a. No, there are no financial penalties

5) Who pays for the background checks required in the CDC and Youth buildings?

a. The government will pay for the actual checks and the processing fees of the checks, however the time and effort the contractor spends on paperwork provided to the government will be the responsibility of the contractor.

6) What is the transition period for this contract?

a. The contract is expected to be awarded in May 2019 but the period of performance does not begin until 1 October 2019, the incumbent will perform service through 30 September. Funding for the new contract does not begin until 1 October, there is no transition period.