2_FA3020-19-R-A002_RFP_Question_replies.pdf

QUESTIONS & GOVERNMENT PROVIDED ANSWERS – FA3020-19-R-A002,

Grounds Maintenance Services

Q1: Does a contractor need approval to stage or leave their large equipment overnight at any of the three sites while mowing the airfield or large open areas?

Answer Q1: Yes, please see Performance Work Statement (PWS) paragraph 3.1.1 Exterior Space. Service Provider shall submit a written request and wait for acceptance from CO prior to any storage or staging any equipment on SAFB exterior space. Request shall include dates, locations, and justification.

Q2: Typically, are the airfield mowing requests issued for zones, or mow all at same time?

Answer Q2: The airfield is broken down into 49 different Zones. It is at the Service Provider’s discretion to determine the levels of frequencies to attain a uniform appearance in all areas.

Q3: Are there any expectations to have the airfield mowed within an expected time frame, such as 10 days or less?

Answer Q3: It is at the Service Provider’s discretion to determine the levels of frequencies to attain a uniform appearance in all areas.

Q4: Is there a dedicated area for fueling tractors on site, and/or is there any rules or restrictions on re-fueling tractors on site?

Answer Q4: There is no set area. The Service Provider shall maintain spill control material on hand at all times sufficient to contain a worst-case spill, both volume and hazard level.

Q5: Are there any blackout times for mowing at all 3 sites? Example, no mowing before 7am or after 7pm near dormitories; during or near special meeting and events locations;

weekends?

Answer Q5: Normal working hours are 7:30 a.m. through 4:30 p.m., Monday through Friday, excluding federal holidays. There may be situations that require the Service Provider to work at times other than normal working hours. Do not perform services in residential areas, housing and dormitories, before 7:30 a.m. When the Service Provider’s work schedule conflicts with an Air Force mission requirement, advise the CO and COR in writing and reschedule the work to minimize disruption.

Q6: Does the CBA cover the Frederick and Lake Texoma Recreational Annex location?

Answer Q6: Yes

Q7: The Annex had large brush piles in the unimproved areas. Is it acceptable to add to the brush pile while picking up tree limbs in the maintained areas?

Answer Q7: The Service Provider shall be responsible for removing all debris generated from trimming or pruning operations.

Q8: Do all flower beds use the same mulching media?

Answer Q8: At the Service Provider’s discretion, the mulch can be changed to a different type after a sample of proposed mulch/chips has been submitted to the COR for acceptance prior to use.

Q9: What is the value of the contract?

Answer Q9: The current contract valued at approximately $5.8M. Note: current contract is 4.5 years, frequency based instead of height based.

Q10: What will be the cut length and the cut width at Fredrick Auxiliary Airfield?

Answer Q10: The airfield distant remaining markers are 50’ to 75’ off the pavement. In airfield areas designated as BASH areas grass height shall be between 7 and 14 inches including seed heads. Trim grass around airfield fixed and temporary objects such as runway/taxiway lights, signs, structures, etc. between 4 and 6 inches.

Q11: Who will maintain the walking trials at Lake Texoma?

Answer Q11: The contractor will be responsible for maintaining the walking trails. They are maintained to 2’ to 4’ cut standards.

Q12: Can the Government provide clarification for the quantity and frequency of CLIN A010. Per the Price Exhibit, the quantity and frequency are 1. However, per Appendix A, the quantity and frequency are 3. Is the requirement 3 acres, once annually?

Answer Q12: Lawn Renovations quantity is one lot per year. The frequency is as needed by COR issued work order. Size of work order can vary but will be no more than 3 acres of repairs per year.

Q13: Could the Government provide sizes and species of shrubs for required pruning?

Answer Q13: The base has numerous different species of shrubs native to the local area that vary in size

Q14: Could the Government provide total count of control boxes, irrigation heads, and zones included in the irrigation system?

Answer Q14: The amount of acres per system for each zone is located in appendix F. There is no other data for number of boxes or heads.

Q15: Per the solicitation (pg. 11, A.), “An offeror's proposed prices will be determined by multiplying the offeror's unit price by the annual quantity identified in the Price Exhibit (Attachment 1)”. However, the quantities identified in column C are the total unit quantities per service, not the total annual quantity. Does the Government want the offeror to include the total annual quantity in their cost?

Answer Q15: No, if the offeror will input unit cost in to the spreadsheet it is designed to calculate the unit cost times the quantity to determine total unit cost. In turn, the total unit cost will be multiplied by the frequency to determine total cost of the line item.

Example of line item A001 with a unit cost input for $1.00 per acre:

Once all line items are calculated this way the total annual will be calculated and transferred to the price exhibit summary as total annual cost.

Q16: The PWS states pruning of crepe myrtles should be included in the cost for CLIN A025. Could the Government provide the sizes of the crepe myrtles? When were they last pruned/shaped? If overgrown, will the offeror be required to prune/shape them into compliance?

Answer Q16: There are numerous sizes of crepe myrtles. The sizes range from small fresh planted to full grown. They have been pruned/shaped throughout the life of the shrub by removing any new sprouts as they grow. If the shrub is deemed by the COR out of compliance, a work order will be initiated.

Q17: Could the Government provide average size and species of the trees to be pruned under CLIN’s A023 and A024?

Answer Q17: The base has numerous different species of trees. There are oaks, mulberries, arborvitae, pecans and some pines throughout the base. The trees range from saplings to large trees.

Large Trees: Diameter 36” and above

Medium Trees: Diameter 24” to less than 36”

Small Trees: Diameter 3” to less than 24”

TOTAL UNIT OF TOTAL

ITEM # SERVICES/CATEGORY QTY UNIT UNIT COST UNIT COST FREQ ISSUE COST

A001

GROWING SEASON: Maintain Improved / Athletic Grounds BASE PROPER (Mar - Oct)(PWS 1.1.1.1, 1.1.11, 1.7.7 & 1.7.9) 489.41 AC $1.00 $489.41 8 MO $3,915.28

Saplings: Diameter 3” and smaller

Q18: The quantity listed in the Price Exhibit for this CLIN is 2,000. However, the PWS, Appendix B lists 2,573. Which is the correct quantity?

Answer Q18: Appendix A/CLIN A011 is for the trimming of shrubs, hedges and other plants that may be identified by the COR and issued on a work order. Appendix B/CLIN021 is for routine plant Bed and Shrub Maintenance in accordance with PWS 1.4.

Q19: The pricing schedule and PWS both state the quantity for this requirement is 50 acres for 12 months. Could the Government clarify if the contractor is responsible for marking 50 acres once per month or 50 acres over the course of the year?

Answer Q19: The contractor will be responsible for marking up to 50 AC per year as needed for dig permits. This will issued by the COR on a work order.

Q20: The improved grounds height threshold is 2-4 inches and the semi-improved grounds height threshold is 4-10 inches however both have an estimated annual frequency of 26-34 in the growing season and 0-6 in the non-growing season. Please advise if this is accurate as it appears there should be less frequent mowing services in the semi-improved grounds areas.

Answer Q20: The contract is a height based contract. The estimated frequencies for grow and non-grow season are accurate. In PWS section 1.1.1 it states; The Service Provider shall mow all improved grounds to look well-manicured, with a neat and professional appearance at all times.

Maintain grass height between 2 and 4 inches uniform in appearance. In PWS section 1.2.1 it states; The Service Provider shall maintain grass height between 4 and 10 inches in all semi-improved grounds areas except in airfield areas designated as Bird Aircraft Strike Hazard (BASH) areas. This is determined by local weather and grow rate.

Q21: Can the government please provide historical data on frequency of mowing services in the airfield?

Answer Q21: There is no data on frequency. This is determined by local weather and grow rate.

Q22: What is the average width and depth of the drainage ditches?

Answer Q22: Ditches vary in size throughout the installation depending on location and water runoff. The average is estimated to be 10’ to 15’ wide by 5’ to 10’ deep.

Q23: Since the CBA is expiring prior to the potential award and start date of the contract, what wage set should the contractor use? Will the successful awardee of the contract be afforded time to negotiate a new CBA with the union and submit a request for equitable adjustment to the government for compensation prior to the 10/1/19 start date?

Answer Q23: Use current CBA in Atch 03 of the solicitation. Once the government receive the new CBA and request for equitable adjustment from the successful awardee the government will consider modification of the contract.

Q24: Can the government provide mowing maps?

Answer Q24: Yes, maps will be provided as attachments to the solicitation.

Q25: It was mentioned at the site visit that this is a five-year ordering period and not a base year and four option years. What are the specifics of a five-year ordering period and how is it different than a base year and four option years?

Answer Q25: The contract is for an entire five-year ordering period. The Contracting Officer will not make a determination to exercise the option each year to extend performance.

Q26: Is the contractor responsible for removal of undesirable vegetation in the streets and roads?

Answer Q26: The Service Provider shall remove grass from expansion joints and cracks in sidewalks, driveways, curbs and other hard surfaces

Q27: Will the contractor be compensated for the time spent procuring and installing reimbursable materials like pumps, controllers, clocks/timers, or backflow prevention devices?

Answer Q27: Replacement of pumps, controllers (if applicable), clocks/timers, or backflow prevention devices is not included in routine maintenance of irrigation systems; replacement of these items will be on a case-by-case, reimbursable basis through appropriate contract line (CLIN) item as directed by the CO or COR. Labor is not reimbursable but covered under price exhibit A0007 maintenance and operate irrigation system.

Q28: Who is responsible for blowing out the irrigation system pipes and heads?

Answer Q28: The Base Civil Engineering service provider shall be responsible for winterizing and de-winterizing all systems up to the double check valve. The Service Provider will be responsible for necessary means to winterize systems from the double check to the heads.

Q29: How many acres have to be kept irrigated using portable/manual irrigation systems and how often throughout the year?

Answer Q29: The Service Provider shall be responsible for determining duration and frequency of operating irrigation systems required to maintain the grounds. Appendix F page 40 & 41 shows the zones, automatic/manual or portable along with the acres.

Q30: The PWS states that the contractor should execute a weed control program. Can the government provide more detail on what section of the base this is for? Is this for weeds in the entire improved turf or removing weeds from pavement?

Answer Q30: The Service Provider shall control weeds through execution of a weed control program appropriate for the area to maintain a professional appearance. Maintain grounds made barren where weeds are removed to the level of care of the surrounding area. This is base wide turf not pavement.

Q31: Are these acres included in the semi-improved grounds acreage and can the contractor use herbicide instead of manually trimming the fence lines?

Answer Q31: Yes, these are included in the semi-improved grounds acreage. Spraying herbicides will be on a case by case basis.

Q32: Can the government provide historical mowing frequencies of the airfield as a means to better provide accurate pricing?

Answer Q32: There is no data on frequency. This is determined by local weather and grow rate.

Q33: The table shows acres however we presume that it should be linear feet. Can the government please confirm this?

Answer Q33: It should be linear feet. This will be corrected in the revised PWS

Q34: Is the contractor responsible for supplying the portable irrigation for these areas?

Answer Q34: Yes

Q35: Please confirm SBA must approve a teaming agreement if contemplated for this contract – even if the teaming agreement is not a joint venture.

Answer Q35: The solicitation requires that all teaming arrangements–not just joint venture agreements–be approved by the SBA prior to award

Q36: The pricing spreadsheet appears to be per acre for grass cutting rather than per month and the scope is written such that it is to maintain the grass at certain levels not by work order or task order. Will work be ordered per cutting or will it be ordered at the beginning of the season per month of maintenance?

Answer Q36: It is at the Service Provider’s discretion to determine the levels of frequencies to attain the level of service at the best value. This is a height based contract, with that being said the service provider will submit a yearly schedule of cuts per month. Appendix A page 26 has an estimated work load for annual cuts. Billing will be completed on a monthly basis. Work orders will be issued for out of schedule items.

Q37: Who is the incumbent contractor and what is the contract # for the previous contract? Has the scope of work changed significantly since last award and if so in what ways?

Answer Q37: Maintenance Engineers, Inc. FA3020-15-D-0002. Yes, going from a frequency based contract to a height based contract.

Q38: Will the Government be submitting an updated map with markings that represent the area outside of base perimeter that illustrate the type of mowing, and acreage or square footage.

Answer Q38: Yes, maps will be provided as attachments to the solicitation. All maps are broken down in zones and they have an index that contains color identifying the type of mow. Appendix B pages 28 – 34 mention the acreage for each zone.

Q39: What type of training will be provided or required, and what is the estimated annual training hours per employee? What is renewal time frame per type of training?

Answer Q39:

Airfield training must be completed prior to operating vehicles or mowers on the airfield. All employees working on airfield grounds shall be required to have an AF Form 483, Certificate of Competency (airfield driver’s license) with them at all times. Vehicles must have a valid Personally Owned Vehicle (POV) pass issued by Airfield Management prior to operating on the airfield. No equipment will be left unattended while working in these areas. Ensure all foreign objects and debris produced by grounds maintenance is cleared off of all taxiways, runways, and aircraft parking aprons before leaving the work area. The airfield training is an annual training.

The time it takes to complete the training depends on the individual.

Only Service Provider supervisory personnel shall complete Air Force-provided initial EMS awareness-level training through The Environmental Awareness Course Hub (TEACH). Service Provider supervisory personnel will provide an awareness briefing to all on-site personnel to ensure every employee is aware of the SAFB ESOHMS requirements. EMS awareness-level training is a onetime training. The time it takes to complete the training is normally 7 minutes.

In an effort to help familiarize you, your employees, and sub-contract providers about antiterrorism, SAFB has an antiterrorism binder with all of the pertinent information for awareness training available for mandatory review at the Pass and Registration Office located at the Visitor Control Center (VCC) at the Sheppard Main Gate (bldg 1127) and/or Missile Road Gate (bldg 1405) of SAFB, Texas. Anti-terrorism training is a onetime training. The time it takes to complete the training depends on the individual.

Q40: Will Training be done at base with each employee, or will contractor be responsible to learn and then do training internally.

Answer Q40: Required training will be completed on base. Auxiliary training such as safety will be internal.

Q41: Do you have an approval and access process for subcontractors to prime contractor?

Answer Q41: All perspective employees (Non-Appropriated Funds, Civilian Services, Appropriated Funds, etc.), including personnel already in possession of an access credential, must be proofed and vetted by SF during in-processing to ensure proper fitness determination prior to allowing access and issuance of employment access credentials. A Defense Biometric Identification System (DBIDS) card is required for employees of contracts over six months in length. To receive a DBIDS card, the employee must provide a Sheppard AFB Form 151 to the 82 CES Security Manager and an unexpired, valid picture identification card or other credential, and accomplish an Installation Access Application with favorable results on the Criminal History Check.

Q42: Are there any restrictions on size of equipment that can drive on golf course cart paths for mowing?

Answer Q42: No hard data is available, it is the service provider’s responsibility to show care as not to damage the paths.

Q43: Since the government is not providing us a building for our use, we will have to lease an off-base location. In looking at what taxes we will be responsible for, we notice that there is a Business Personal Property tax of 1.54% on all equipment and trucks assessed each year. Are we required to pay this tax as we are working on Sheppard Air Force Base?

Answer Q43: Yes

Q44: Under paragraph 1.2.3.3 Airfield Tower Communication, it states that we have to provide our own two-way radios. The cost of each of these radios is approximately $4,500.

Some bases allow us to check out radios daily from Base Op’s. Is this possible at Sheppard Air Force Base?

Answer Q43: No, the service provider shall be responsible for providing radios. The radios must be compatible with Motorola’s trunked Smartnet digital radio system which operates in DoD ultra-high frequency (UHF) 400 megahertz (MHz) range. The radios must be programmed with SAFB radio system key and assigned a radio identification number. Coordination with SAFB Communications Squadron should be made prior to radio purchase to ensure system compatibility.

Q44: In looking at the PWS under Appendix F – Irrigation System Description and System Maintenance Projected Workload Data it list that several of the systems are quick coupler.

Will the government provide us with the stabbed wells/heads that connect to the quick coupler?

Answer Q44: The Service Provider will be responsible for the procurement and cost of the stabbed wells/heads that connect to the quick coupler.

Q45: Is chemical trimming (eradication of grass around obstacles PWS 1.1.3 and 1.2.2) allowed?

Answer Q45: No, according to the PWS all trimming height shall match surrounding area grass height. All areas shall be trimmed concurrent with mowing.

Q46: Are growth regulators for grass allowed on Improved and or Semi Improved Grounds?

Answer Q46: Yes. This process could be used on areas such as the airfield but not on improved grounds areas. If the process would be used and caused damage to established grass areas the area would need to be repaired to exact condition at cost of the service provider.

Q47: Are growth regulators for shrubs allowed?

Answer Q47: No. this could cause damage to the shrub.