3 Attachment QA.pdf

3 Attachment - Questions and Answers Part I

1. May a U.S. registered prime contractor perform the requirement using a Portuguese company as its primary operational subcontractor?

Response 1: Yes. Subcontracting is permitted. However, the prime contractor remains the legally bound party and is solely accountable for contract performance.

2. Is there a required percentage of the work that the prime contractor must perform using its own employees?

Response 2: No. There is no specific percentage of work that the prime contractor must self-perform. However, the prime contractor is fully accountable for the execution of all contract terms, regardless of subcontractor utilization.

3. May the prime rely on the proposed subcontractor’s corporate experience, key personnel, equipment, and past-performance references to satisfy Technical Subfactor A?

Response 3: Yes. If the prime contractor lacks baseline experience, the Government will evaluate the experience of proposed key personnel or subcontractors, provided their roles and commitments are clearly substantiated in the offer.

4. Besides the required letter of commitment, must the proposal include a copy of the teaming agreement or subcontract?

Response 4: No. Only a signed Letter of Intent/Commitment is required for proposed subcontractors not currently employed by the prime contractor. Submission of a full teaming agreement or subcontract is not required.

5. Are there nationality, citizenship, residency, or security restrictions applicable to contractor or subcontractor employees?

Response 5: Yes. Upon award, the contractor is responsible for obtaining base access identification and vehicle passes. All personnel must be submitted for approval by Security Forces. Specific legal restrictions regarding nationality or residency are outside the scope of this solicitation; offerors must seek guidance from appropriate regulatory authorities.

6. Must the prime contractor establish a Portuguese legal entity, branch, tax registration, or permanent establishment, or may all locally required registrations be held by the Portuguese subcontractor?

Response 6: The solicitation does not mandate the establishment of a Portuguese legal entity. However, offerors should seek guidance from the appropriate legal and tax authorities.

7. What minimum Portuguese Civil Liability and other insurance coverage is required? May the subcontractor’s policy satisfy the requirement if the prime is appropriately insured or named as an additional insured?

Response 7: The solicitation requires offerors to have a plan for resolving damages. In accordance with Article V, paragraph 17 of the Technical Agreement between the United States and Portugal, contractors and subcontractors must maintain a policy of insurance valid in Portugal, obtained from a company with representation in Portugal, to cover third-party injuries and property damage resulting from contract performance. Specific minimum coverage amounts are not dictated by the solicitation; offerors must ensure their policies comply with all applicable local requirements.

8. What Portuguese labor, wage, social-security, licensing, and pesticide-application requirements apply to this procurement?

Response 8: The solicitation does not detail these specific Portuguese requirements.

Offerors are responsible for complying with all applicable local laws and regulations and should seek guidance from the appropriate authorities.

9. How does the Portuguese VAT exemption apply when a U.S. prime contractor purchases the operational services from a Portuguese subcontractor?

Response 9: The Government cannot advise on tax relationships or exemptions between prime contractors and subcontractors. Offerors should consult a tax professional.

10. Will the government provide the site maps, acreage by grounds category, and historical on-call quantities before proposals are due?

Response 10: Yes. Further information regarding area maps and workload data depicting the services described in the Performance Work Statement (PWS) are provided within the solicitation's Appendices.

11. Can the Government provide the historical mowing frequency by month for improved and semi-improved grounds under the current or previous contract?

Response 11: The Government does not track historical mowing frequencies or the number of mowing cycles performed. Performance is not based on a prescribed frequency but on the contractor's ability to maintain the required grass height standards as defined in PWS. It is the offeror's responsibility to propose a technical approach that meets these standards.

12. Approximately how many complete mowing cycles were performed on the improved and semi-improved grounds during the most recent 12-month period?

Response 12: See response 11.

13. Appendix B indicates that maps will be provided to the contractor after award. Can the Government provide the grounds-maintenance maps to prospective offerors before proposals are due, or make them available prior to or during the site visit?

Response 13: As stated in PWS Appendix B, maps will be provided to the contractor upon contract award.

14. Can the Government identify which grounds-maintenance zones are located on Lajes Field and which, if any, are off-base support sites? If there are off-base locations, please provide approximate distances from Lajes Field.

Response 14: Zone 3 to 16 are located at Lajes Field and Zone 17 to 19 are located Off Base. Off Base locations approximate distances from Lajes Field range from 3 to 10 Kms.

15. Are any improved or semi-improved areas too steep, confined, or otherwise unsuitable for normal commercial zero-turn mowing equipment? If so, can the Government identify these areas and approximate slopes?

Response 15: At least 3% of the improved zones are comprised of steep slopes. At least 40% of the semi-improved area located at Zone 18 is comprised of steep slopes.

16. Are any mowing areas located within the active airfield, flightline, controlled movement areas, or other restricted areas where mowing operations are affected by aircraft operations, escorts, radio requirements, security requirements, or limited working hours?

Response 16: PWS doesn’t include zones at the airfield, flightline, controlled movement areas or other restricted areas.

17. Can the Government provide the approximate linear distance of fence lines requiring trimming and vegetation removal?

Response 17: The Government does not provide specific linear measurements or counts of all obstacles. PWS Appendix A provides the total square meters for the areas to be maintained. Offerors are responsible for assessing the details of the work areas to develop their proposal.

18. Can the Government provide the approximate linear distance of sidewalks, curbs, driveways, street edges, and other hard surfaces requiring edging?

Response 18: The Government does not provide specific linear measurements or counts of all obstacles. PWS Appendix A provides the total square meters for the areas to be maintained. Offerors are responsible for assessing the details of the work areas to develop their proposal.

19. Can the Government provide an approximate quantity or description of trees, poles, signs, hydrants, buildings, drainage structures, and other fixed obstacles requiring trimming during mowing operations?

Response 19: The Government does not provide specific linear measurements or counts of all obstacles. PWS Appendix A provides the total square meters for the areas to be maintained. Offerors are responsible for assessing the details of the work areas to develop their proposal.

20. Is mulching of normal grass clippings acceptable when it does not leave visible accumulation, or is collection/removal of clippings routinely required?

Response 20: Per PWS Section 1.1.1, the contractor shall remove or mulch grass clippings when visible after mowing. The acceptability of mulching is dependent on leaving no visible accumulation.

21. Due to Terceira's rainfall and growing conditions, how are mowing delays caused by wet turf handled when mowing could cause rutting or turf damage?

Response 21: The contractor is responsible for managing their work schedule to meet PWS requirements while preventing turf damage. Per PWS Section 4.6, the contractor may coordinate with the Contracting Officer (CO) to reschedule work to minimize disruption or damage.

22. What off-base disposal facility is currently used for grass, limbs, leaves, and other grounds-maintenance debris? Are disposal/tipping fees the contractor's responsibility?

Response 22: Per PWS Section 3.2, the contractor shall use an off-base location to dispose of solid waste in accordance with local regulations. The contractor is responsible for all associated fees.

23. Appendix A identifies plant-bed areas. Can the Government provide additional information regarding the type and extent of plantings and the approximate historical labor required for their maintenance?

Response 23: PWS Appendix A identifies the total area for plant beds. The Government does not provide additional details on plant types, quantities, or historical labor hours.

Offerors are expected to assess the requirement and propose a suitable approach.

24. Can the Government provide an approximate quantity or linear measurement of shrubs and hedges included in routine maintenance?

Response 24: The Government does not provide additional details on plant types, quantities, or historical labor hours. Offerors are expected to assess the requirement and propose a suitable approach. See price Schedule CLIN Breakdown.

25. Please confirm whether tree work identified under Section 1.6 is separately ordered and compensated rather than included in the monthly grounds-maintenance price.

Response 25: Per PWS Section 1.6, tree work is considered a special requirement to be executed via a work order from the CO or Contracting Officer's Representative (COR).

Compensation is based on the firm-fixed-unit prices proposed for the corresponding on-call line items (CLINs). See price Schedule CLIN Breakdown.

26. Please confirm whether fertilization, soil amendments, soil testing, lime, fertilizer, associated materials, labor, and equipment are separately ordered and compensated through work orders.

Response 26: Per PWS Sections 1.1.6.1, fertilization will be issued and compensated via separate work orders. The Price Schedule provides Not-To-Exceed (NTE) quantities for these services.

27. Please confirm whether lawn renovation and repair under Section 1.1.7 is separately ordered and compensated.

Response 27: Per PWS Sections 1.1.7, lawn repair will be issued and compensated via separate work orders. The Price Schedule provides Not-To-Exceed (NTE) quantities for these services.

28. How will special cuts and other additional work be priced and compensated?

Response 28: Special cuts and other additional work will be ordered via work order and compensated based on the firm-fixed-prices proposed for the corresponding on-call CLINs, such as CLIN 0030 for Special Cuts. The Price Schedule provides Not-To-Exceed (NTE) quantities for these services.

29. Does the emergency-response requirement require contractor personnel to remain available on Terceira at all times, including weekends and holidays?

Response 29: Yes.

30. Approximately how many emergency call-outs, special cuts, special events, and emergency tree-work requests occurred during each of the last two contract years?

Response 30: The Government does not provide historical data on the number of call-outs or special requests. The estimated quantities for these on-call services are listed in the Price Schedule.

31. If available, can the Government provide the approximate staffing level historically used to successfully perform this requirement?

Response 31: The Government does not provide information on the incumbent contractor's staffing or equipment mix. Each offeror is responsible for developing its own technical and staffing solution to meet the PWS requirements.

32. If available, can the Government provide the general equipment mix historically used for the requirement, such as number and size of zero-turn mowers, tractors, walk-behind mowers, trimmers, and support vehicles?

Response 32: See response 30.

33. Is there any Government-furnished or Government-authorized secure area at Lajes Field where the contractor may store mowers, trailers, tools, and other grounds-maintenance equipment overnight?

Response 33: It isn’t provided Government-furnished or Government-authorized secure area at Lajes Field for grounds-maintenance equipment.

34. If equipment storage is available, may gasoline or other fuels be stored in approved containers or tanks at that location? What fire/environmental requirements would apply?

Response 34: As stated at response to question 33, Government storage shall not be provided therefore gasoline or other fuels shall be brought by the contractor to the installation on daily basis, with quantities required only for each day of operations.

35. Will Government-furnished water and electricity be available for grounds-maintenance operations? In particular, is water furnished for required plant-bed watering?

Response 35: Government-furnished water and electricity shall not be available for grounds maintenance operations.

36. If the grounds-maintenance acreage is increased or decreased materially during the contract period, will the monthly contract price be adjusted through a contract modification?

Response 36: This is a firm-fixed-price contract. Changes in scope will be handled via contract modification in accordance with the Federal Acquisition Regulation.

37. Appendix A describes quantities in square meters per month. Please confirm that these quantities represent the physical area to be maintained and do not represent an assumed number of mowing cycles.

Response 37: Confirmed. The PWS sets the required grass height standards. The contractor is responsible for determining the appropriate mowing frequency to meet those standards.

38. Zone 18 contains a substantial portion of the semi-improved workload. Can the Government describe whether this area is predominantly open mowing, airfield-related grounds, or fragmented grounds containing obstacles?

Response 38: At least 40% of the semi-improved area located at Zone 18 is comprised of steep slopes. Zone 18 is located Off -Base.

39. Can the Government provide similar information regarding the terrain and accessibility of Zones 17 and 19?

Response 39: Zones 17 and 19 require mainly open mowing without relevant slopes. Zone 17 and 19 are located Off - Base.

40. Please confirm that the contractor determines the mowing frequency necessary to maintain the required 2-4 inch improved-ground and 4-10 inch semi-improved-ground standards, rather than the Government requiring a predetermined number of mowing cycles each month.

Response 40: Confirmed. The PWS sets the required grass height standards. The contractor is responsible for determining the appropriate mowing frequency to meet those standards

41. If available, can the Government provide the previous/current grounds-maintenance contract number and incumbent contractor? Historical contract information would assist us in understanding the requirement and preparing an appropriately staffed proposal.

Response 41: The Government does not release information regarding the incumbent contractor or the previous contract number for this requirement. Offerors are to prepare their proposals based on the requirements set forth in the current solicitation.