UPDATED_Questions_and_Answer_FA4417-15-R-0007_Custodial.pdf

FA4417-15-R-0007 – Custodial Services - Hurlburt Field, FL

Questions and Answers

UPDATED

1. Contract Line Item Pricing Structure: Will the Government consider adding a CLIN or

CLINs that provide for special cleaning and emergency services based on an estimated number of man-hours at a fixed rate per Man-hour; and a special stripping and waxing

CLIN based on a price per square foot for an estimated number of annual square feet?

No. Contract requirements and standards are stated in the PWS. Services over and above the contract requirements and standards are not requested.

2. Past Performance: Will the government remove the 3-year restriction and replace it with at least a 5-year time period for relevant contracts and “no time” restriction on custodial services contracts.

No. The three year timeframe to define recency has been determined appropriate for this requirement.

3. CLINs X001: Should the Net Amount for each contract period reflected by these five

CLINs show a total of all of the other eighteen CLIN’s Net Amounts for that period? If not, please explain what net amount does the government want reflected in CLINs X001.

CLINs X001 are Informational CLINs only and not separately priced. No amount shall be input for CLINs X001.

4. CLINs X012, X013, X015, X016, X018 & X019: For clarity, should each of these CLINs show the cleaning requirements to which they pertain? For example, the Facility

Cleaning CLINs X011, X014 and X017 identify the facility to which the CLIN applies;

and we assume that CLINs X012 and X013, X015 and X016, and X018 and X019 are for

Level 4, Restroom/Locker Room and Periodic Cleaning for the Fitness Ctr, Youth/Teen and CDC respectively. Is our assumption correct? If not, please explain what the government wants priced under the above referenced CLINs.

This has been clarified in Amendment 01 to the solicitation.

5. PWS 1, Description of Services:

a. After the contractor has completed efforts to “maintain a satisfactory facility condition and present a clean, neat and professional appearance” how soon does the government conduct a Performance Assessment IAW PWS 2.3?

Offerors will be inspected from the start of performance and in accordance with paragraph 2.3 of the PWS.

b. Appendix C, Floor Plans and Maps, was not provided with the solicitation documents. Yet, it is only prudent that the contractor review/compare these plans and maps to ensure accuracy of the proposed CLIN prices and avoid mistakes during contract operations. Will the government provide Appendix C in sufficient time to be used for pricing prior to proposal submission?

Per PWS page 37, Appendix C will only be available to the awardee for scheduling purposes by request to the Contracting Officer or Contracting Officer

Representative. The square footages are provided at Appendix B.

c. If Appendix C is not provided in a timely manner during the proposal process, will it be provided after contract award and in sufficient time to make resulting schedule adjustments?

Yes, Per PWS page 37, Appendix C will be available to the awardee for scheduling purposes by request to the Contracting Officer or Contracting Officer

Representative. Per PWS page 18 paragraph 4.19, The contractor shall be allowed 30 calendar days to adjust work schedules based on inspections, use, traffic, special requirements identified in PWS paragraph 4.1.2.1, minimum frequencies listed in Appendix A and with facility managers as appropriate.

d. Also in this case, will the government allow CLIN pricing adjustments to be submitted that reflect the resultant changes to cleaning requirements?

After contract award, changes to the cleaning requirement shall only be made by the Contracting Officer through a contract modification. No changes to the cleaning requirements are anticipated at this time. If a contract modification is required, the modification will be executed in accordance with PWS page 19 paragraph 4.20, Contract Modifications. CLIN pricing adjustments will not be permitted due to contractor work schedule adjustments as the requirement is

Firm-Fixed priced.

6. PWS 1.1, 1.2, 1.3 & 1.4, Cleaning Services and 2.3 Performance Assessment: Do the government’s periodic surveillance schedules coincide with the contractor’s schedules closely enough to prevent intervening grit, scuff and heel marks, etc. from causing a performance defect from occurring between the time the service was performed and the time the government inspected the work? This question pertains to all performance areas.

The government’s periodic surveillance schedules attempt to coincide with the contractors scheduled cleanings. Discrepancies will be handled on a case by case basis.

7. PWS 1.2, 1.3, 1.4 Cleaning Services/Requirements. In some, but not all cases, cleaning height off the floor is specified. Since heights over 6 feet will probably require the use of a step ladder (and acceptance of an inherent fall risk), will the government please review the PWS and clearly define the height off of the floor in all specified cases? Having to routinely use a step ladder may not be construed as a “reasonable step and precaution” under DFARS 5252.223-9001, Health and Safety on Government Installations.

The cleaning height off of the floor is defined for all areas where the entire height of the wall is not required to be cleaned. If a height is not defined, the entire wall shall be cleaned. The contractor is required to follow all applicable laws, regulations and safety standards in the PWS. Cleaning frequencies and applicability for the listed paragraphs are identified in Appendix A.

8. PWS 1.1, 1.2, 1.3 & 1.4, Cleaning Services/Requirements: There are several instances within the PWS that the contractor is required to clean/remove such things as “scale deposits, scuff marks” etc. Will the new contractor be allowed to jointly survey with the

COR existing conditions upon award; and will the government amend the solicitation to reflect that a new contractor will not be held responsible for pre-existing conditions? For example, during the pre-proposal sight walk, significant water damage was noticed to the carpet in the library’s Cody Avenue entrance.

During the beginning of the Period of Performance, the Government and contractor will coordinate at a high level to ensure any issues are identified, documented, and resolved.

9. PWS 1.1.1, 1.1.2, 1.2.2, 1.3.2, 1.4.5.1.9, etc, Cleaning Services: These specifications require moving and/or tilting objects of unknown weight and/or size. What is the government’s definition of an “easily movable, “movable furniture” or tiltable” object?

a. Will the government identify the “easily movable” objects, specify their size and weight, and put a maximum weight of 40 pounds on objects (without wheels) that are to be moved.

No.

b. Will the government exempt moving and cleaning under and behind all book cases, etc., whose tops are cluttered with personal and/or other items?

No. The PWS does not require personal items to be moved.

c. Will the government remove the “tilt” suggestion? (Tilting may not be construed as a “reasonable step and precaution” under DFARS and AFOSH standards.)

10. PWS 1.2.1, 1.3.1, Clean and Disinfect: PWS 1.2.1 uses the term “other such surfaces.”

a. Will the government amend this paragraph, as well as others that contain similarly worded requirements and define these surfaces so that each bidder knows the nature and size of these other such surfaces?

b. Are ceilings a part of these other surfaces?

Yes; all surfaces are included.

c. Are restroom ceilings to be cleaned daily along with other restroom surfaces?

Yes.

d. Are the tops of personal lockers, when containing personal items such as athletic shoes, a part of other surfaces?

Yes. Tops of lockers are considered other surfaces.

1) Should the contractor move the shoes although they may be contaminated with infectious germs?

No. Personal items shall not be disturbed, moved or cleaned.

2) Should they be dusted under only PWS 1.3.3 where they are specifically called out? Or should they be cleaned daily under PWS 1.2.1?

Service is required under PWS 1.3.3 and 1.2.1. Cleaning frequencies for both paragraphs are defined in Appendix A.

3) Will the PWS be amended to clarify these specifications?

11. PWS 1.2.3, Stock Restroom Supplies: Do all facilities contain a designated storage area for these supplies? If not, will the government’s facility managers identify and designate alternative storage areas for their facilities and provide said information to the contractor prior to contract start date?

Refer to PWS page 13 paragraph 3, Government Furnished Property. All facilities may not have designated storage areas, however, the facility users and COR will attempt to designate areas (i.e. under bathroom sink) where feasible.

12. PWS 1.4.2, Special Clearance Requirements, 1.4.3 Training, and 1.4.4 Documentation:

a. Are employees who work during shifts when the CDCs and Youth Centers are closed required to have special clearances?

Yes, IAW the PWS.

b. Are employees who work during shifts when the CDCs and Youth Centers are closed required to have training IAW AFI 34-248?

Yes, IAW the PWS.

c. Will the government provide existing documentation on current contract employees who are re-hired by the new contractor (if such is the case)?

FAR 52.222-17 Non-displacement of Qualified Workers and FAR 52.222-41

Service Contract Labor Standards, specifically paragraph (n) shall be followed.

d. Who is responsible for paying for a doctor visit to obtain a negative health report?

If the contractor is responsible, will the government provide an estimate of the number of annual visits required?

IAW the PWS, the contractor is responsible for the health report and immunizations. PWS paragraph 1.4.4 state that “Contractor employees shall submit a negative test report from the Health Department or their doctor and current immunization records to the CDC director prior to starting work on an annual basis. The list of immunizations required is located in the PWS at paragraph 1.4.4.1.

13. PWS 3.1, Government Furnished Facilities: Should the word “excepted” be inserted as the last word in the last sentence of this paragraph? Certainly the contractor will not be responsible for fair wear and tear and approved modifications.

No, the sentence is correct. Fair wear and tear and approved modifications are allowed.

14. PWS 4.22.1, PWS page 19: The first sentence appears to be incomplete and the second sentence appears to have an incomplete parenthetical expression.

All information required is provided and the typo was corrected by Amendment 01.

15. PWS 1.6, Miscellaneous Requirements: Do the individual facilities provide “wet floor” signs that can be left behind when needed?

Per PWS paragraph 3.2, the government does not furnish supplies and equipment.

16. PWS 2, Service Summary, Performance Objective, SS-3 Periodic Cleaning Services:

Will the government consider changing the one hundred per cent (100%) objective for periodic cleaning services to one defect per month in lieu of zero defects?

17. PWS 3.1.1, Janitorial Closets: Do the government’s facility managers/custodians use the janitorial closets to store government-owned equipment, materials and/or supplies? If so, how is responsibility for maintaining security and cleaning handled?

Yes. Lockable storage may be used by the contractor but is not provided by the government. Refer to PWS paragraph 3.1.1 for security and cleaning requirements.

18. PWS 4.1, Hours of Operation and 4.3, Base Closures: Does the contractor have to make-up work that was not performed as a result of a holiday or base closure?

PWS paragraph 4.2-4.3, yes.

19. PWS 4.8.1, Hazardous Material and 4.10, Training: Will the government provide training documentation for those current employees who are rehired for this contract?

20. PWS 4.22.1, Reporting Full-Time Equivalent (FTE) Data: Will the government provide an estimate of the number of labor hours needed to satisfy this new requirement?

No. PWS paragraph 4.22.1.3 contains the link to access the CMRA website.

21. Appendix A, Periodic Cleaning:

a. What constitutes an “Emergency Spot Cleaning?” Can the government provide a definition of spot size, density, color, etc. that creates an emergency cleaning requirement?

Emergency Spot Cleaning will be identified by the COR on a case by case basis and will not be further defined.

b. For non-carpeted floors that have non-wax coverings, what are the periodic cleaning requirements?

Refer to PWS paragraph 1.3.1.

22. RFP Page 62 of 105, DELIVERY INFORMATION: Should CLIN 0005 reflect the same information as CLIN 0004?

23. General: Is there a maximum amount of time that the contractor is required to wait to perform services in a facility that’s either secure (needs escort) or in use (showers, etc.)?

Refer to PWS paragraph 4.19; the CFS is coordinated with the facility managers.

24. General: If the contractor will be performing services IAW the PWS in secured and/or

SAR facilities, will a DD254 with the appropriate classification to meet the PWS be required? If so, will the contractor be required to have a facility clearance in order to be approved for the DD254?

No. A DD254 is not required. In accordance with the PWS paragraph 4.19. The CFS is coordinated with the facility manager to ensure that a facility user is able to escort the contractor as needed.

25. Is the pre-bid mandatory?

The pre-bid/pre-proposal conference notice incorporated into this solicitation at

AFFARS 5352.215-9001 was not mandatory.

26. The Solicitation states that offerors plan to joint venturing must submit an approved joint venture agreement by the SBA on the proposal due date. It is my understanding that 8A joint venture agreements must be approved by the SBA before an award is made. Please clarify.

27. Please I am writing to respectfully request, per CFR 51, FAR 8.7, CFR 52.208-9 and

JWOD Act 41 USC 48, you update your solicitation to insert this clause into your current listings to ensure that contractors providing you information for the service will understand that the regulation supports usage of the procurement list products.

Please see Amendment 01 to the solicitation. FAR 52.208-9 Contractor Use of

Mandatory Sources of Supply or Services has been incorporated into the solicitation.

The relative supplies required in accordance with the PWS include: Plastic Trash Can

Liners/Bags: Suitable for the type of trash receptacle; Toilet Tissue: Two-ply; Paper

Towels: Brown Roll Dispenser type; Hand Soap: Liquid anti-bacterial non-staining soap for installed liquid soap dispensers, and/or hand size push/pump liquid anti-bacterial non-staining soap when installed dispensers are non-operational; and Recycled

Products: 100 percent of all paper products procured (toilet tissue and paper towels) shall contain recycled materials. The AbilityOne site is located at www.abilityone.com.

The authorized AbilityOne distributors are located at http://www.abilityone.gov/distributors. Mr. David Barrett is the POC for pricing inquires and can be reached at 703-310-0584.

28. The instructions to bidders regarding the Technical volume in Section 3 states: “Offerors shall submit an original and two (2) sanitized copies with only CAGE code and no other markings or logos identifying the company name.” Does this mean that both the original and the copies should only bear the CAGE code of the company or just the copies?

http://www.abilityone.com/ http://www.abilityone.gov/distributors

The two (2) sanitized copies shall be identified only by CAGE code and cannot contain markings or logos identifying the company name. The original documentation shall contain CAGE code and contractor descriptive markings.

29. Is the page limit for the Past Performance volume a total of 6 pages? We would like to acknowledge the Past Performance Questionnaires and include our Subcontractor Letter of Consent.

Please see Amendment 01 to the solicitation. The Past Performance Volume is limited to six (6) pages. If this is a first time joint effort, the Past Performance Volume is limited to twelve (12) pages and each party to the arrangement must provide a list of no more than three (3) contracts each. The Subcontractor Letter of Consent does not count toward the six (6) page limitation.

30. We have reached out to the SBA rep for their approval on teaming arrangement but they are being non-responsive. Can we submit the SBA approval letter after the bid due date by no later than the award date?

31. Is the Preconference held today a requirement in order to bid? And also, will there be a site visit for the location or was this part of the preconference?

No, the Pre-proposal conference is not a requirement to submit a proposal. No additional pre-bid/pre-proposal conferences will be conducted.

32. Please revise Attachment 1, Addendum to FAR 52.212-1 page 3, 1.12.2.1 Joint Venture

Agreement to state “SBA must approve a joint venture prior to the award of an 8(a) contract on behalf of the joint venture”.

33. UPDATE: In the computing of the total Sq. Footage for the APPENDIX B -Estimated

Square Footage and Cleaning Level, the addition of the Restroom, Carpet areas & hard floor surfaces does not equal the total in the Total square Footage. Please Clarify.

The Total Cleaned SF/Facility is associated with the Periodic Cleaning CLINs and

Facility Cleanings CLINs and equals the carpet SF and hard floor SF. The restroom area square footages are totaled separately because they are not included in the facility and periodic cleanings and are only associated with the Restroom/Locker Room

Cleaning CLINs.

34. (Attachment 1) Can proposals be bound or submitted in 3-ring binders? Should volumes be separated within the proposal package?

Proposals may be bound or submitted in 3-ring binders. Volumes are not required to be separated within the proposal package.

35. (Attachment 1, 1.12.1.1.1) Are SBA approvals required for all teaming agreements proposed, including those teams in a Prime/Subcontractor relationship?

36. (Attachment 1, Section 3, Technical Proposals) Should the two sanitized copies with only the CAGE code and no other markings or logos identifying the company name be packaged separately from the original of Volume II for submittal?

The two (2) sanitized copies shall be identified only by CAGE code and cannot contain markings or logos identifying the company name. The original documentation shall contain CAGE code and contractor descriptive markings.

37. (Attachment 1, 3.1 Part 1, Annual Schedule) Item 3.1.1 specifies that the electronic schedule shall be submitted on CD using Excel – are any other formats (such as MS

Project or Primavera) acceptable? Also, is submittal on CD required for any other proposal sections or volumes?

Other formats are not acceptable. CD submittals are only required for the electronic schedule.

38. (Attachment 1, 3.2 Part 2, Transition Plan) Is a current detailed schedule of activities for custodial services available, including inspections, with labor information (by position and number of personnel)? Also, is a list of equipment and supplies currently being used available? This information would be a great help in development of a realistic 30-day transition plan.

No additional information is available.

39. (Attachment 1, 4.1) This paragraph states: “If this is a first time joint effort, each party to the arrangement must provide a list of no more than three (3) contracts each.” Does this refer only to joint ventures or to other teaming arrangements? If providing three contracts for multiple companies in a joint effort, is the limit of six pages total for Volume III increased, since more than three contract examples of past performance are provided?

This has been clarified in Amendment 01 to the solicitation. The first time joint effort applies to joint ventures, teaming arrangements and subcontractors.

40. (Attachment 1, 4.1) The last sentence of this paragraph states: “Subcontractor past performance may only be disclosed for use by the prime contractor if a letter of consent to release past performance information to the prime is completed by the subcontractor and included with the past performance.” Are letters of consent included in the six-page limit for Volume III? Also, is subcontractor past performance contracts provided in addition to the Prime Contractor’s three contracts?

This has been clarified in Amendment 01 to the solicitation. The first time joint effort applies to joint ventures, teaming arrangements and subcontractors.

41. (Attachment 1, 6.3.1) Is 11” x 17” size paper acceptable for fold-outs? If yes, is the fold-out counted as one page or two pages?

Foldouts printed on one side only will be counted as 2 pages.

42. (Attachment 1, Page 7) Visitor passes must be requested by Thursday 26 March 2015;

can multiple visitor names be submitted, in case the person designated on 26 March is not available to deliver the proposal on the 13 April due date?

Multiple visitor names may be submitted.

43. (Attachment 1, Page 7, final two paragraphs) For Joint Ventures, are the assigned DUNS number and active SAM account for the Joint Venture Entity required for proposal submittal, or are these required prior to award of a contract?

The DUNS number and active SAM account for the Joint Venture is required prior to contract award.

44. Will proposed employees who have been cleared in the last five years, need to be cleared again?

PWS paragraph 1.4.2.2. (d) states that contractor employees who have previously received a background check must provide proof of the check to the security monitor who will determine if and when a new background check is required.

45. 1.1. 5 - Can the government provide the centralized locations for trash? By building, if it applicable.

No. Refer to PWS paragraph 4.19. Coordinate with the Facility Manager when establishing the CFS.

46. 1.2.2 - What is considered a moveable item, that can be tilted?

Per the PWS, items that are movable. See PWS paragraph 1.1.1 and 1.1.2.

47. 1.4.5.1.9 - What is considered movable furniture?

Per the PWS, furniture that is movable. See PWS paragraph 1.1.1 and 1.1.2.

48. What is the distance between CDC east and CDC West?

The Site Visit was held in accordance with the solicitation. The distances can be calculated using online distance tools.

49. What is the distance between Building 90055 and the furthest building?

50. What is the distance from CDC west to 90322, 90517 and 91007? If CDC east is not near

CDC west, what is the distance from CDC east to 90322, 90517, and 91007?

51. Can the government provide list of chemicals that are currently been used by the contractor?

No. It is each contractor’s responsibility to select the appropriate type of chemicals to use to clean in accordance with the PWS.

52. Are dispensing units currently installed/allowed for dispensing chemicals?

The Government does not provide dispensing units. PWS paragraph 3.2 does not include

Government furnished supplies and equipment. PWS paragraph 3.1 addresses facility alteration procedures.

53. Can the government provide some examples of the types of spills that the contractor will be responsible for?

Examples of spills include, but are not limited to spilled food, vomit, and bodily fluids.

54. Is there a union in place at Hurlburt Field AFB? If so, will you be releasing the CBA

(Collective Bargaining Agreement)?

The custodial contract does not have a CBA associated with the requirement.

55. What is the current contract number?

FA4417-12-C-0029.

56. On page 3 of the solicitation, it mentions "non-personal services." What is that referring to?

FAR 37.101 states “Nonpersonal services contract” means a contract under which the personnel rendering the services are not subject, either by the contract’s terms or by the manner of its administration, to the supervision and control usually prevailing in relationships between the Government and its employees.

57. Who is the incumbent?

NSR Solutions, Inc.

58. What was the value of the contract for the last year?

The value of the contract for 2014 was $902,049.90, however, offerors shall base their offer in accordance with the requirements in solicitation FA4417-15-R-0007.

59. UPDATE: The Total Cleaned SF/Facility does not include the Restroom SF, can you please correct this and post on FBO?

See question number 33 and answer.

60. UPDATE: Will the areas where cellphones are not allowed require our staff to be escorted in order to perform the services?

IAW Hurlburt Field Clause (HF043) Use of Personal Electronic Devices (PED), “No

PED, whether government, personal, corporate, or contractor owned/leased is permitted in any AFSOC office or building where classified or CUI is processed, stored or discussed without prior written approval from the respective Wing Information

Protection Office and unit/directorate security manager.” The contractor will develop the CFS in coordination with all facility managers and during this scheduling process the escort schedule can be arranged.

a. If so which buildings require this type of service?

The buildings/areas where this restriction would apply will be provided to the awardee when Appendix C is provided, no later than the date of the pre-performance conference. This information will be provided so the contractor can complete the

CFS. There is not a different level of service specified for these buildings/areas because of the restriction or the fact an escort is being provided by the government.

b. What are the hours that we can clean in these areas?

Cleaning schedules shall be determined by the contractor, in coordination with the individual facility managers, and customer (1 SOCES), and documented in the CFS.

61. UPDATE: The solicitation documentation does not include any inventory list of items to be serviced in each of the itemized tasks. For example; outside trashcans are listed as serviceable. There is not any information about the number of trashcans that must be serviced. Restrooms must be serviced but we are not provided any details on what inside the restrooms must be cleaned. Saunas and athletic facilities must be cleaned but we don’t know how many benches, or what the specific items to be serviced in each area will include.

An itemized list will not be provided.

62. UPDATE: There is no inventory list nor is there a break out of the square footage by service level types / frequency required in order to know how much time will be required to clean the various areas that have different frequencies for cleaning.

See Appendix A and B for square footages by level of service.

63. UPDATE: In order to determine how long it will take to clean the child development center we have been provided square footage for hard floor, Carpeted flooring and restrooms. The area has been divided into several specific cleanable spaces without providing a breakdown for how much of each type of flooring each space requires.

See Appendix A and B for square footages by level of service.

64. UPDATE: There are large areas that do not have any record that we can identify of being identified or incorporated into the square footage information provided. We have requirements to clean them, defect rates but do not know how many we will be responsible for cleaning or how to estimate supplies or man-hours required for servicing. The following is a short list of example items:

Drinking fountains

Interior trash cans

Exterior trash cans

Diaper pails

Stairwells

Racquetball courts

Basketball courts

Bleachers count

Doorknobs

Saunas

Steam Rooms

Whirlpools

Exercise Rooms QTY and SF

Massage Rooms QTY and SF

Inventory of equipment to be cleaned twice daily

Number of tables and chairs to be cleaned in CDC and youth centers

See Appendix A and B for square footages by level of service. An itemized list will not be provided.

65. UPDATE: There is no inventory count for anything in any restroom. We do not know if there are sanitary napkin dispensers how many urinals how many sinks how many mirrors how many fixtures how many soap dispensers how many paper towel dispensers or how many toilet tissue rolls or Seat protectors will be required.

See Appendix A and B for square footages by level of service. An itemized list will not be provided.

66. UPDATE: There has been no data provided on the occupancy rates or utilization rates of any of the facilities in order to try to guesstimate the supply usage or any history of the supply usage provided in the solicitation.

The current number of personnel assigned to or working on Hurlburt Field is

21,000. This number does not indicate how many may be on base on any particular day, nor, how many may be deployed, etc.

67. UPDATE: Areas not broken out to show what services / frequencies will require different service levels: For example Child Development Center restroom cleaning frequency changes for children less than two years versus children over two years. How many restrooms are cleaned for each group? What is the square footage of the over and under two year old rooms?

See Appendix A and B for square footages by level of service.