GResponse.pdf

21 JULY 2010

MEMORANDUM FOR PROSPECTIVE OFFERORS

FROM: 436 CONS/LGCA (Luz E. Santiago/302 677-5234) 639 Atlantic Street Dover AFB DE 19902-5639

SUBJECT: Response to Questions

The purpose of this memorandum is document the Questions (Q) and Answers (A) resulting from the Pre-proposal Site Visit conducted for Grounds Maintenance Services at Dover AFB, Delaware, Solicitation No. FA4497-10-R-0003 on 30 June 2010, as well as to respond to additional questions received after the Pre-proposal Site Visit. The questions are listed in the manner as they were received.

1st set of questions

Q1: What is the size of the Special Cut areas? (there is no drawing, Appendix B, for special cuts as noted in Section 1.7.4) A1: 39 acres - Please refer to Appendix B-6 and the DV route. The DV route would be the only areas that would receive a special cut. Also so special cuts will be ordered by the QA only

Q2: Is there a listing of trees, shrubs, and vegetation for CLINs 0034, 1034, 2034, 3034, 4034 and CLINS 0033, 1033, 2033, 3033, 4033? If there is none how are we to price these CLINS?

A2: Trees (20 gal): Sugar Maple, Eastern Redbud, Sauer Magnolia, and Lolly Pine. Shrubs(5 gal):

Sergeant Juniper, Rhododendron PJM Hybrid, Spreading English Yew, Burning Brush.

Q3: It appears that CLIN 0033 was omitted from the Base Year?

A3: Added – see Amendment 0003

Q4: In the PWS Section 1.1.3. Trim Improved it states that trimming shall be accomplished around trees, shrubs, buildings, fences, poles, fire hydrants, parking lot bumpers, boulders, and other fixed obstacles either permanent or temporary. In Appendix B-2 “Edging & trimming Dover AFB” shows much less requirements than in the PWS. Which takes precedence?

A4: Appendix B-2 is a map showing walks and buildings and trails that need edging and/or trimming not to be confused with normal trimming/edging to present a professional appearance as stated in the PWS.

Additionally, the PWS always takes precedence over a map.

Q5: In the PWS Section 1.2.2. Trim Semi-Improved it states that trimming shall be accomplished around trees, shrubs, buildings, fences, poles, fire hydrants, parking lot bumpers, boulders, and other fixed obstacles either permanent or temporary. In Appendix B-2 “Edging & trimming Dover AFB” does not show any trimming of the Semi-Improved and BASH areas. Which takes precedence?

A5: Appendix B-2 is a map showing walks and buildings and trails that need edging and/or trimming in semi-area not to be confused with normal trimming/edging to present a professional appearance as stated in the PWS. Additionally, the PWS always takes precedence over a map.

Q6: While driving around Dover we saw vegetation in the expansion joints, curbs, and other hard surfaces, will those areas be cleaned up prior to the start of the contract?

A6: Yes

DEPARTMENT OF THE AIR FORCE

436th Contracting Squadron (AMC)

639 Atlantic Street Dover AFB, Delaware 19902-5639

DEPARTMENT OF THE AIR FORCE

436th Contracting Squadron (AMC)

639 Atlantic Street Dover AFB, Delaware 19902-5639

Q7: What, if anything, has changed from the current contract to the new solicitation?

A7: New Air Force Standards, adding of irrigation, trees, snow removal and ditch maintenance.

Q8: Could you please furnish the page of wage determination, in Modification 2, containing the Health and Welfare rate?

A8: The page of wage determination has been added – see Amendment 0003

2nd set of questions

Q9: If fire hydrants cannot be connected to for manually irrigating turf area, what else is available as a source of water?

A9: Building outlets if available may be used.

Q10: CLIN 0033 appears to have been left out of the Pricing Schedule.

A10: CLIN 0033 has been added – see Amendment 0003

Q11: The Workload Data is showing Debris Removal and Policing being carried out 140 times in the Growing Season. Please confirm delivery quantity.

A11: This is correct.

Q12: The Workload Data is showing Semi-improved non-BASH areas being carried out 243 times in the Growing Season. Please confirm delivery quantity.

A12: This should have be 28 for the growing season. (typing error) This will be corrected in an addendum.

Q13: Could we please get the area sizes for CLINs described as ‘(MED)’ in order to price these areas.

A13: Appendix A states that there is 240 acres of improved cut of which 5 acres belong to Med.

Q14: Please confirm there are no irrigation systems in ‘MED’ areas.

A14: No there is no system in the MED areas.

Q15: What type of automatic irrigation systems is there at Dover AFB and what program is being used to control systems?

A15: Rainbird, Toro, Hunter, and Weathermatic, Program A.

Q16: Snow Removal is priced as ‘Month’ for 6 months per year, which is presenting great problems with staffing, equipment selection and pricing. We could have up to 6 snow events per month or none. There was much discussion at the Site Visit about this and the extreme risk involved for contractors having equipment possibly never seeing any use but still needing to be paid for. We request this be reviewed.

A16: The contractor shall bid for the entire 6 months, regardless of events and shall be paid monthly as stated in Pricing Schedule.

Q17: The Workload Data for Snow/Ice Removal shows ‘8’ in the Non-growing Season. Is that 8 events per season?

A17: Yes its 8 per season.

Q18: Is there going to be any mowing of Un-improved grounds? If so, how are we to price this at the time of such a request, considering we have not factored in equipment for this task up-front with there being no CLIN for it.

A18: No. All Dover AFB Unimproved grounds are wooded; no annual mowing will be required.

Q19: The Workload Data is showing ‘0’ for Pest Control. How are crack weeds in pavements, sidewalks, roads and parking lots kept under control?

A19: The contractor will be provided with Herbicide to remove crack grass on sidewalks. Pavement, road and parking lot crack grass will be removed by the government.

Q20: How are weeds in turf controlled?

A20: The government will provide weed control.

Q21: How are weeds on fence-lines controlled?

A21: The government will provide weed control.

Q22: Where are the 39 acres of Leaf Removal located?

A22: Please refer to Appendix B-5.

Q23: The Price Schedule shows Trees, Shrubs and Vegetative beds being priced in the same CLIN and the Workload Data shows ‘100’ ‘Each’. Could we get a breakout of the estimated quantities of how many are trees, shrubs or Vegetative Beds due to the vast difference in price between trees and shrubs?

A23: Trees (20 gal): Sugar Maple, Eastern Redbud, Sauer Magnolia, and Lolly Pine. Shrubs(5 gal):

Sargent Juniper, Rhododendron PJM Hybrid, Spreading English Yew, Burning Brush. Refer to Pricing Schedule, Estimated Quantities, 40ea. Total for O&M and 10ea total for Medical.

Q24: What is involved planting ‘Vegetative Beds’ and what type of plants and quantity?

Q24: Normal flower bed maintenance including weed removal. Refer to Pricing Schedule for quantities.

Shrubs(5 gal): Sargent Juniper, Rhododendron PJM Hybrid, Spreading English Yew, Burning Brush.

Q25: The Workload Data for Flower and Rock Beds shows a total of 54 occurrences per year. Please confirm quantities.

A: Yes these quantities are correct.

Q26: The square footage of Snow Removal around buildings. Is that just for sidewalk snow removal at a 3 foot clearing width?

A26: Yes

Q27: Please provide the area size for ‘Special Cuts’. Could this be revised as a $ per hour pricing as used at Andrews AFB?

A27: No. The quantity is 39 acres, please refer to Appendix B-6, DV route, only the DV route may require special cutting. No it will not be revised.

Q28: What would be the procedure with snow removal if we were to experience storms similar or worse than those of February of this year in this region? Snows which exceed 12” or more transition from routine snow removal to emergency snow removal. In a situation where you move from road plows to using road graders and from 48” width skid buckets to 16’ width frontend loader mounted pushers, soon becomes an extremely expensive operation, far beyond the experience and financial resources of the majority of contractors bidding this project. In storms such as those experienced this year, a bill of $150,000.00 is reached within 2 days of non-stop operations, where sub-contractors have to be brought in (if they are available), with no guarantee of receiving any equitable adjustment from the Government for the extra and unforeseen efforts. This is an area that can put a contractor out of business completely overnight.

A28: Use historical data from previous snow seasons to assist with providing a bid for normal snowfall.

Extreme circumstances will be addressed as they occur. The government will handle all snow/ice events over 8 inches.

Q29: Emergency Tree Pruning. There is a big difference with equipment selection for pruning out a damaged limb in a 48” diameter tree and an 18” diameter tree, which adversely affects the cost to the contractor. Can this CLIN be broken out to size ranges of trees?

A29: No, this pricing is for emergency use only. It will not be broken out. Please review the regular pruning and go from there.

Q30: We are unsure how to price the CLINs for ‘Fertilization’ with a unit of ‘Months’ and a quantity of ‘2’.

A30: This is based off the 240 improve acres being done twice; 1 at the beginning of the growing season and 1 at the end. Please refer to Appendix B-6.

Q31: Lawn Renovation at a Workload estimate of 25 acres and a Price Schedule quantity of ‘12’ comes out at 300 acres per contract year. Are we to renovate all Improved grounds and more every year? Could consideration be given to changing this to a square feet unit and quantity of one (1)?

A31: No. This is an estimated 25 acres per year with an estimated 12 events during each year.

Q32: CLIN 1025 reads ‘Tree and Stump Removal, Medical’. Could we please get clarification?

A32: This is an estimated removal of tree and stumps for Medical Area.

Q33: Can airfield mowing be performed on weekends?

A33: Yes, but must be requested and approved through the Contracting Officer.

Q34: Will the contractor’s Project Manager have escort privileges?

A34: Yes.

Q35: PWS 3.3. What is the purpose of the Government supplying trash receptacle bags?

A35: In order to control and track costs, the government will supply trash bags for bins at the park grounds.

Q36: Are the fuel tanks located at the grounds maintenance facility GFE and maintained by the Government? Are they diesel and gas and what size?

A36: Yes, but contractor is responsible to fill, Diesel tank is 1000 gallons, gas is 500 gallons.

Q37: PWS 1.7.2. How are we to bill the Government for these services? We do see a CLIN for this item.

Could a CLIN be added and priced as an hourly rate and predetermined amount of annual hours for both O & M and MED areas?

A37: Refer to the Pricing Schedule, it shall be invoiced as Each and submitted electronically as monthly invoices. No, an hourly rate is not permitted, this is generally an O&M area and it involves the DV route.

Q38: Appendix B-9. What are the areas colored in red?

A38: These are irrigation systems at the main gate.

Q39: Appendix B-9. The buildings that are identified, are these the only areas where sidewalks are cleared on base?

A39: Yes.

Q40: Appendix B-9 and B-9a. We cannot find the snow accumulation points as states in PWS 1.6.1.

A: At present, the two accumulation points are 1 large parking lot near Bldg 479 and 1 parking lot near Bldg 654.

Q41: When snow has to be moved to snow accumulation points, this turns a routine snow clearing (plowing, pushing, shoveling and salting) into a very expensive operation, requiring a fleet of loaders and dump trucks. How will the contractor be compensated for these costs?

A41: It is the contractors’ responsibility to develop a contingency plan to haul snow from plowed areas to the accumulation points and shall use historical snowfall data to provide their bid.

Q42: The PWS does not show the requirement of applying Potassium Acetate (PA) as discussed at the Site Visit. Can the Government add this requirement into the PWS?

A42: No, this will not be added to the PWS. The government will supply Ice Slice, which is to be used for base roads and parking lots to control snow and ice.

Q43: The use of PA is an extremely expensive method of controlling ice on surfaces. Can the Government give consideration to making this a reimbursable item, much the same as the salt at Andrews AFB?

A43: No, this will not be used. The government will supply Ice Slice, which is to be used for base roads and parking lots to control snow and ice.

Q44: PA applications to roads at Dover AFB will involve some heavy duty equipment. At Andrews AFB the use of road salt is permitted, so we are unsure why this cannot be used at Dover AFB, as the roads at both bases are in close proximity to the flight-line. Road salt usage is much more cost effective than PA and can be applied 4 – 5 times faster.

A44: No, this will not be used. The government will supply Ice Slice, which is to be used for base roads and parking lots to control snow and ice.

Q45: Maintain Irrigation Systems. We see backflow maintenance is not part of the contract. Does this include winterizing and charge up of backflows?

A45: Yes.

Q46: At what point in the irrigation system does the contractor start maintaining systems? Downstream of the backflow devices?

A46: After the backflow device.

Q47: The Workload Data shows ‘2’ for Irrigation during the Non-Growing Season, but the PWS only requires performance during the Growing Season. Please clarify?

A47: The 2 events in the workload data during non-growing season are for winterization and spring start up.

Q48: Planting Trees, Shrubs and Vegetative Beds. The Workload Data shows ‘100’ as a quantity but the Pricing Schedule shows ‘50’. Which is correct and are these guaranteed quantities?

A48: Please use the quantities on the pricing schedule however, these are estimated quantities. There will be an addendum to correct this.

Q49: The latest DOL Wage Determination posted on FBO is missing pages 4 – 7. This has brought our proposal preparations to a standstill. Will there be an extension to the proposal due date?

A49: Pages 4 -7 have been added – see Amendment 0003

Q50: What is the approximate square footage of the area to mow around the Airfield Light Fixtures 1.2.3.3?

Q50: Approximately 75,500 square feet.

Q51: How much area (Sq Ft.) would be required to be cut for a "Special Cut" 1.7.4?

A51: There is no distinction between O&M and Med other than funding. Med is 5 acres of the 240 and has about 15% of the other quantities.

Q52: Where does the SOW indicate the distinction of work loads between O&M and MED?

A52: There is no distinction between O&M and Med other than funding. Med is 5 acres of the 240 and has about 15% of the other quantities.

Q53: Please clarify the estimated work load of 243 times for the semi-improved grounds and 28 for the semi-improved BASH areas?

A53: The estimated workload for the semi-improved should be 28 times not 243 (typing error) and the 28 times for BASH. There will be an addendum to correct this error.

Q54: On appendix B-2 it indicates 143,618 linear feet of sidewalk trimming. Is this the linear feet of sidewalk or is this taking into consideration both sides of the sidewalk?

A54: This is the linear footage of the sidewalk.

Q55: Appendix B-2, please clarify 85,679 sq ft of building trim? Do you mean linear feet or is this the square footage of the building footprints?

A55: This is square feet based off a 1 foot path around the buildings.

3rd set of questions

Q56: 1.1.7 Fertilization: questions: are the grounds currently being maintained at this standard? Will the grounds be in compliance at this standard prior to award?

A56: Yes and Yes

Q57: 1.1.5.1 Dead animals: question: will the government make available protocols for handling dead animals prior to bid so the contractors may determine proper cost for bid?

A57: All dead animals on Dover AFB will be disposed of by the CES entomology section. The contractor will need to notify the Contract QA with information about the dead animal and the QA will then notify Entomology to remove and dispose of it.

Q58: 1.1.4.1. Operations of irrigation systems: Question: will the contractor be allowed to hookup to existing building outlets for the purpose of watering?

A58: Yes

Q59: Please completely explain what is the difference between” delivery order for this special requirement” 1.1.7. And “a separate work order” 1.1.9. And “written work orders” 1.7.2.

A59: They mean the same thing in that the QAE will issue a work order or request for any of the estimated line items; i.e. special cuts, bushes/trees planting and/or removal trimming of trees.

Q60: Will questions be answered in a timely manner so that the contractors may have the information to formulate there cost prior to packing and shipping offer?

A60: Yes

Q61: As stated at the prebid conference will the government provide all herbicide necessary to control joint/crack grass as stated at no cost?

A61: Government will provide (round-up) herbicide for use to control weeds around trees, crack grass in sidewalks and curbs along with wee/grass control in flower/rock beds. No other use of this chemical is authorized for any other control areas.

Q62: In appendix A item 14 states “0” annual work load .however, item 1.3. Maintain un-improved grounds states mow “once per year” question: which one is correct?

A62: Appendix A is correct due to the fact that all Un-improved grounds on Dover AFB are totally wooded.

Q63: 1.4. Maintain beds: will the government provide a list of the types/sizes of the plants used for replacement at Dover so the contractors may determine cost?

A53: (20 gal): Sugar Maple, Eastern Redbud, Sauer Magnolia, and Lolly Pine. Shrubs(5 gal): Sargent Juniper, Rhododendron PJM Hybrid, Spreading English Yew, Burning Brush.

Q64: 1.5. maintain ditches: during the site visit it was noted that not all the ditches to be maintained where in compliance and that some had “trees, silt, and trash” in them. Is this standard currently in effect and will they are in compliance prior to start up?

Q64: NO: this is a new requirement and the successful offeror will be responsible to bring ditches up to standards after award.

Q65: 1.5. Maintain ditches: will the government bear the cost of getting the ditches in compliance?

1.7.1. trees: states that the “contractor shall prune or trim as necessary” “that the contractor shall be responsible” however it also states that “this service is issued as a work order” Question: which is correct? Is the government or the contractor responsible?

A65: Contract is responsible to maintain trees as stated in PWS. The government will issue a work request to the contractor for work above normal pruning/trimming of trees.

Q66: 1.7.4. Special cuts: states provide unit pricing for special cuts as shown in appendix B.question:

appendix B is a list bash maps, edging maps, irrigation maps debris maps, etc. question: which area does the government what a priced to cut? Please quantify/clarify A66: The DV route 39 acres will be the only areas that would receive a special cut. Also so special cuts will be ordered by the QA only.

Q67: 1.7.5. Planting: states removal and disposal of trees, shrubs, and vegative beds provide unit pricing for beds shown in appendixes B & G. appendix G list 5 building, but not type, size or variety of material to be removed or planted. Appendixes B list a group of maps but not type, size or variety of material to be removed or planted. Question: what exactly does the government want a price for? Please quantify/clarify A67: (20 gal): Sugar Maple, Eastern Redbud, Sauer Magnolia, and Lolly Pine. Shrubs(5 gal): Sargent Juniper, Rhododendron PJM Hybrid, Spreading English Yew, Burning Brush. Refer to Pricing Schedule, Estimated Quantities, 40ea. Total for O&M and 10ea total for Medical.

Q68: 3.2. Utilities states the “government will furnish water “however in 1.1.4.1 its states “the contractor will be prohibited from connecting to any hydrant” question: which is correct?

A68: The government will furnish water, but the use of fire hydrants is prohibited.

Q69: Question: are the maps that where handed out at the prebid conference going to be amended to be included in the contract?

A59: NO these are the same maps that are in the PWS.

Q70: Question: On page 138 of the Solicitation states incorporates EXECUTIVE ORDER (NO.) 13495 "7ONDISPLACEMENT OF QUALIFIED WORKERS.” This order will conflict the contractor complying with the HUBZone requirements of the contract, please clarify?

A70: Coordinate with your local Small Business Administration office to see how hiring current workers would affect your HubZone status.

4th set of questions

Q71: PWS 1.1.5.1. What are the protocols associated with handling dead animals, local disease protection, disposal costs, personnel protection requirements against animal diseases and PPE requirements?

A71: All dead animals on Dover AFB will be disposed of by the CES entomology section. The contractor will need to notify the Contract QA with information about the dead animal and the QA will then notify Entomology to remove and dispose of it.

Q72: CLIN xx13 an xx14. How are we to price these CLINs by ‘Months’ x ‘7’ if work is identified by the QAE with a Work Order? The quantity of shrubs to be pruned will vary each time a Work Order is issued.

Can we assume we will only be paid if work is performed? Can consideration be given to changing the pricing unit to ‘Each’ and delivery quantity to ‘1’?

A72: Please refer to Appendix A Estimated workload, the quantity of shrubs is listed is for both O&M and Medical, with medical only carrying about 15% of the estimated quantity. This is a fixed price line item paid throughout the growing season.

Q73: CLIN xx17 an xx18. How are we to price these CLINs by ‘Months’ x ‘8’ if work is identified by the QAE with a Work Order? The volume and type of work to be performed will vary each time a Work Order is issued. Can we assume we will only be paid if work is performed? Can consideration be given to changing the pricing unit to ‘Hours’ and delivery quantity to ‘1’?

A73: Please refer to Appendix A Estimated workload, the quantity of inert beds is listed is for both O&M and Medical, with medical only carrying about 15% of the estimated quantity. This is a fixed price line item paid throughout the growing season.

Q74: PWS 1.6.1. The requirement for Priority 1 snow clearing to start after 1” is exceeded is clear.

However, do snow operation start 1 hour after snow stops falling when 1” has not been exceeded during actual snow fall?

A74: Yes

Q75: PWS 1.6.1. The requirement for Priority 2 snow clearing to start when 3” has fallen is clear.

However, do snow operation start 2 hours after snow stops falling when 3” has not been exceeded during actual snow fall?

A75: Yes

Q76: Who makes the determination concerning snow depths and cessation of snowfall?

A76: CE Snow Control in conjunction with Base Weather forecasting tracks total snowfall per event and approx when the snow will stop.

Q77: After hours, weekends and holidays, who is responsible for initiating contractor snow removal operations?

A77: CES Snow Control or the Contract QAP

Q78: How long do snow removal crews have for reporting to duty when called out?

A78: this is up to the contractor but would recommend 2 hrs or less.

Q79: For extended snow removal operations are there any sleeping quarters on base for contractor breaks?

A79: No

Q80: Can contractors use dining facilities on base during snow removal operations?

A80: Yes

Q81: If the snow removal CLINs remain as a unit of ‘Month’ will we be paid our monthly price for these CLINs even if we do not have to perform any snow removal tasks? We ask the question because we still need to have equipment that we are paying for and 10 personnel on payroll and on site through the winter. On-call rental equipment is not a guarantee, neither is laid off personnel on job attached status – they don’t turn up for work.

A81: If the unit of issue remains the same, then yes, the contractor will be paid monthly for the service regardless of amount of snow events.

5th set of questions

Q82: 1.7.5. Planting trees, shrubs, and vegetative beds. The contractor shall upon notification by the CO or COR through the issuance of a work order, perform planting of trees, shrubs, and vegetative beds to include but not limited to: removal and disposal of trees, shrubs, or vegetative beds being replaced; and performance of maintenance after planting to include watering, pruning, and insect and disease prevention to promote survivability. Provide unit pricing for planting trees, shrubs, and vegetative beds as shown in Appendixes B and G.

A82: Trees (20 gal): Sugar Maple, Eastern Redbud, Sauer Magnolia, and Lolly Pine. Shrubs(5 gal):

Sargent Juniper, Rhododendron PJM Hybrid, Spreading English Yew, Burning Brush. Refer to Pricing Schedule, Estimated Quantities, 40ea. Total for O&M and 10ea total for Medical.

Q83: Question: It is not possible to provide realistic pricing (unit price each) equally for a tree, a shrub, or an undefined quantity of unknown vegetation in a plant bed. The cost of providing, installing and maintaining these items are drastically different.

Q83: (20 gal): Sugar Maple, Eastern Redbud, Sauer Magnolia, and Lolly Pine. Shrubs(5 gal): Sargent Juniper, Rhododendron PJM Hybrid, Spreading English Yew, Burning Brush. Refer to Pricing Schedule, Estimated Quantities, 40ea. Total for O&M and 10ea total for Medical.

Q84: Question: What is the duration of follow on maintenance after planting such?

A84: One year

Q85: 1.6. Perform Snow/Ice Removal Question: Is providing Snow and Ice Removal Services in the current contract?

A85: No

Q86: 1.7.1. Trees.

1.7.1.1. Tree Care.

1.7.1.2. Tree Standards.

1.7.1.3. Emergency Spot Pruning/Trimming.

1.7.1.4. Tree and Stump Removal.

1.7.1.5. Emergency Tree and Stump Removal.

1.7.5. Planting trees, shrubs, and vegetative beds.

Q86: Question: Are any of the Tree Maintenance Items in the current contract?

A86: No

Q87: 1.7.2. Emergency and Special Event Services.

Question: Is providing Emergency and Special Event Services in the current contract?

A87: Yes

6th set of questions

Q88: It was discussed at the site visit that snow removal would not be part of the FFP portion of the contract. Snow/Ice removal would be ordered as required. CLIN X020 – Perform Snow/Ice Removal is listed as FFP. Please clarify.

A88: If the unit of issue remains the same, then yes, the contractor will be paid monthly for the service regardless of amount of snow events.

Q89: REFERENCE: SF 1449, Continuation sheet, Pricing Schedule, ITEM NO. 0003 “Maintain Improved Grounds, Growing Season (MED) (PWS 1.1, 1.1.1.-1.1.3) What does MED stand for?

A89: MED stands for Medical Group area and they have approximately 5 acres of the estimated workload of 240 acres.

Q90: Appendix A, Item 4, “Areas without Irrigation Systems (requires manual watering techniques)states 39 acres, but Appendix B-3 indicates only 4.9 acres of hand irrigation. Please clarify.

A90: Manual irrigation will not be is this contract.

Q91: Appendix A, Item 20, “Plant Trees, shrubs, Vegetative Beds” states 100 each. Please provide size, species and clarify the quantity. Is it 100 trees, 100 shrubs, 100 vegetative beds or 100 total? If 100 total, how many trees, shrubs and vegetative beds? Amendment 0003 changed the quantity to 40.

Same question as above for the 40 quantity.

A91: This is an estimate of 40 total O&M and 10 MED, Trees (20 gal): Sugar Maple, Eastern Redbud, Sauer Magnolia, and Lolly Pine. Shrubs(5 gal): Sargent Juniper, Rhododendron PJM Hybrid, Spreading English Yew, Burning Brush.

8th set of questions

Q92: In looking at Attachment B (Appendix B-1) Bash Area it shows that part of the weapons storage area is part covered under the Bash standard of 7 to 14 inches. On Attachment A (Appendix B-1) it shows the rest of the weapons storage area as Semi-Improved 4 to 10 inches.

Is it the intent of the government to have the weapons storage area fall under two mowing height requirement classifications?

A92: No, it is the intent of the government to ensure the grass height does not exceed BASH requirements (7-14 inches).

Q93: Are any of the perimeter fences to be maintained? If so, to what standard and where?

A93: Yes, the standard is semi-improved. Please refer to map B-1 impervious areas for the location of the semi-improve cutting area

Q94: Under 1.1.2. Edge it states “Edging shall include removal of vegetation for expansion joints and cracks in sidewalks, driveways, curbs and other hard surfaces.” Does “other hard surfaces” include parking lots? What are the other hard surfaces?

A94: No. Parking lots are not included. Base Track and Jogging Path.

Q95: Under 1.1.9 Lawn Renovation it says the work will be issued via a separate work order. In looking at Item 0011 Lawn renovation (O & M) of the bid schedule it listed the Quantity of 12 Months. Should this unit be Each?

A95: Yes, it should be each. The bid schedule will be amended to correct this.

Q96: Under 1.1.6 Leaf Removal, it states that “upon issue of the delivery order for this special requirement” this will be performed. It also states that “at other times remove leaves as a part of the litter patrol to maintain a neat and professional appearance”. In Appendix A under Leaf Removal, it states 6 times per year. Please clarify the requirement for leaf removal.

A96: Normal leave leaf removal will be part of the litter patrol, with the DV route being done an estimated 6 times a year.

Q97: Under 1.1.10 Prune Shrubs, Hedges and Other Plants states that this service shall be issued as a work order by the CO or COR.. Areas beneath shrubs and hedges shall be kept free (clean) of all grass, weeds, vegetation and debris. Is it the government’s intent that the contractor shall keep areas beneath shrubs and hedges free of all grass, weeds, vegetation and debris at all times or is it only under the issuance of a work order?

A97: It’s the government’s intent that the contractor maintains the shrubs and brushes at all times during the growing season.

Q98: Item number 0013 of the bid schedule lists Prune Shrubs (O & M) with a quantity of 7 months and is a FFP. In the PWS under 1.1.10 it says “This service will be issued as a work order by the CO and COR”. Under Appendix A item 11 Prune Shrubs and other plants, it lists 3 times annually. Will the government order up the work? How many times a year will the work be ordered up? Will we have to prune all 7,595 each time a work order is ordered up or just a part? If the government is going to order up this work, how should we price it under the bid Schedule with a quantity of 7 months?

Under 1.6.1 Perform Snow/Ice removal sub item 1.6.1 Basic Services it talks about the requirement for snow removal for priority 1 and 2 areas. No mention is made about any requirement for priority 3. In looking at Appendix B-9A Snow/Ice removal it shows several areas as priority 3.

Is it a requirement to perform Snow/Ice removal under this contract to priority 3? If so, please provide the requirements in the PWS.

A98: No, government will not order up. You will maintain the shrubs throughout the 7 months. You will price the maintenance for each month of the 7 months.

9th set of questions

Q99: What is the estimated annual volume of mulch the contractor will need to provide? What type of mulch do you require?

A99: Wood chips. It is the contractors’ responsibility to maintain the appearance of the mulch beds in accordance with the PWS and Appendix B.

Q100: Is the awardee expected to provide the red stone which is used in some of the planting beds? If so, what is the estimated annual volume

A100: Red Stone is government supplied material to be coordinated with the QAP.

10th set of questions

Q101: 1.1.2. Edge In this paragraph you stipulate requirements for edging you also require vegetation removal of expansion joints, cracks in sidewalks, driveways, curbs, and other hard surfaces. What is your definition of other hard surfaces please clarify as to what and where these other surfaces are.

A101: Islands, curbs; these are noted in the map with the edging. Base Track and Jogging Path to be included.

Q102: 1.1.4. Irrigation You have stated contractor shall conduct repairs, who is liable/responsible for the cost burden of these repairs, the contractor or the Government?

A102: Ref. 1.1.4.2. PWS - Replacement of pumps, controllers, clocks/timers, or backflow prevention devices is not included in routine maintenance of irrigation systems, replacement will be on a case-by-case, reimbursable basis.

Q103: 1.1.4.1. You state that there is a requirement for manual irrigation, you indicate that the contractor is prohibited from connecting to any hydrant. Could you identify what water source the contractor is to use to support manual irrigation?

A103: If available the building outside outlets (otherwise coordinate with QAP).

Q104: Appendix A & B are conflicting. Appendix A shows on item 4 there are 39 acres requiring manual irrigation and Appendix B- indicates there is 4.9 acres for hand/manual irrigation please clarify.

A104: (1) Building outlets may be used is available. (2) Please use the PWS over the Maps.

Q105: 1.1.4.2. The PWS states the contractor’s maintenance requirements and states that pumps, controllers, clocks/timers, and backflow devices are not included in the routine maintenance, replacement of these items is on a case by case reimbursable basis. The remaining irrigation system components are the property of the Government as well, we believe the burden all repairs other than damages caused by the contractor operations should be the Government’s. The contractor cannot adequately estimate the cost burden of repairing irrigation systems of unknown age or prior maintenance history. Prior contractors may have used inferior or defective parts, or system and components may be improperly installed. It equates to a guessing game for the contractor to budget for these repairs. The commercial side of the market, irrigation repairs are the responsibility of the property owner . We recommend this section of the PWS be revised.

A105: This portion will not be revised as it is a standard being applied throughout the Air Force and directed as such. The contractor shall provide a bid on existing equipment based on the site visit and maps provided.

Q106 1.1.5.1. Dead Animals What are the proper disposals requirements, this info is needed to provide a cost proposal for this requirement.

A106: All dead animals on Dover AFB will be disposed of by the CES entomology section. The contractor will need to notify the Contract QA with information about the dead animal and the QA will then notify Entomology to remove and dispose of it.

Q107: 1.4. Maintain Vegetative Beds Appendix A item 13 shows 16,641 sq ft and is the only related item describing the measurements for beds/flowers/etc, and map Appendix B-7 indicate there is 141,990.68 sq ft please clarify A107: Appendix A shows the actual bed sizes that are to be maintained, while Appendix 7 shows the footprint of the buildings where the beds are located.

Q108: 1.6. Leaf Removal Appendix A you show 39 acres of leaf removal you state that the contractor has two days to complete the work after the work order has been issued. Depending on the weather factors, and other environmental circumstances a week (5 working days )is really more appropriate to complete this task. The map shows roadways not turf areas. This is confusing does the contractor perform leaf removal from streets or turf, please clarify if the contractor must remove leaves from the streets this work would be done with a street sweeper. Does the installation expect the contractor to remove leaves from the streets.

A108: The contractor is not required to clear leaves from the base streets. The leaf removal that is listed in Appendix A is for the area along the DV route. The QAP can adjust work time based on weather and other items.

Q109: 1.2. Semi - Imp Grnds Appendix A shows 243 acres while Appendix B-1 map shows 227 acres please clarify which is the correct amount.

A109: Please refer to the numbers in the PWS instead of the numbers on the map.

Q110: 1.2.3.2. Airfield Tower Communications Contractor needs to know the Frequency prior to costing as there are many different cost variances’ depending on the radio manufactures A110: The government will issue portable radios and chargers to the contractor in writing on a hand receipt. The contractor shall be responsible for any damage to the radios. Replacement cost is $3,500.00.

Q111: 1.5. Maintain Surface Drainage Ditches The PWS states to maintain surface drainage ditches identified them in your Appendix B map which show the BASH measurements of 74,705 ln ft which in turn matches the linear footage on Appendix A. But the Map also has drainage ditches marked throughout the main compound of the base but there is not a measurement for these ditches indicated anywhere else in your Appendix’s please clarify.

A111: The measurement of 74,705 LF includes the Main Base and can be found in Appendix A and Appendix B.

Q112: 1.6. Snow Removal Your requirement to have snow removal complete within one hour after a storm when accumulations exceed one inch is aggressive. Wind and other factors can prolong snow removal operations requiring multiple passes and clean up operations. Large storms may create situations where snow banks must be pushed back, or even snow hauled away. We suggest this section be adjusted You describe the areas where removal activity is to be performed and for sidewalks you state a 3 ft path is to maintained clear of snow and ice. But your Maps do not indicate where sidewalks are, we assume Appendix B-9 maps are intended to show sidewalks but it really just shows building and the main gate.

area that clearly show what you intend for snow removal. Please clarify.

A:112: Please read entire reference, par. 1.6.1. The Snow in Priority 1 areas (Appendix B),shall be removed when accumulation exceeds one (1) inch or within one (1) hour after snowfallstops. For areas identified as Priority 2 (Appendix B), the contractor shall remove snow when accumulation reaches 3 inches or within 2 hours after the snowfall stops. Priority 3 areas are to be cleared upon completion of priority 2. Map 9 & 9A reflect exact locations of sidewalks.

Q113: Please break out the measurements for each of the snow removal priority areas, so the contractor can clearly understand as what is actually in the three remaining area to better cost estimate.

Red priority 1, Green priority 2, and Yellow priority 3 do not have a description regarding a requirement.

Can this be added?

A113: The square footage for the break out is on Appendix 9a. Priority 3 areas are to be cleared upon completion of priority 2.

Q114: Appendix B does not indicate accumulation points anywhere for the contractor to place excessive snow. What is your average snow fall amounts annually and average events annually. We would also like info that provides what your average minim and maximum of snow fall/storm annually to be included along with your averages.

A114: Parking lots at bldgs. 479 and 654. Suggest you conduct historical data search via the Internet for snowfall averages in this area.

Q115: Appendix A totals do not match the Appendix B totals please clarify with correct amount for sidewalks, streets, and parking lots as separate totals. A sidewalk as linear footage, streets with linear footages also the remaining areas as square footage is appropriate.

Q115: Use the Appendix A and Appendix 9a to get these totals.

Q116: 1.7.1. Trees Trimming of trees in the area of power lines is a specialized task requiring specialized training and in cases special certifications. Our experience shows that trimming of trees in and around high power lines is not typically a part of the grounds maintenance contract because of the high risk, specialized nature of the work. We would ask this be amended out of the PWS.

A116: This will remain in the current PWS and bid accordingly.

Q117: 1.7.1.4. Tree and Stump Removal You do not have an annual estimate for how many trees are to be removed. An estimate by size of tree would also be helpful to allow the contractor to determine manpower and equipment for costing.

A117: The annual estimate is in the Pricing schedule. These are estimated quantities.

Q118: 1.7.2. Emergency and Special Event Services The government needs to clarify as to what their intent is classifying just what their work actually is to be performed so as not mix up what special event work is and emergency work is, separating the two will provide clarification. Also needed is an estimate of number of annual events and how you intend for a contractor to price each needed service.

A118: Please refer to Appendix B-6 and the DV route. The DV route 39 acres will be the only areas that would receive a special cut. Also so special cuts will be ordered by the QA only. As for special events they are included in the estimated quality for special cuts.

Q119: 1.7.5. Planting trees, shrubs, and vegetative beds A plant list naming/botanical names indicating the intended/desired varieties along with their sizes is needed. Plants, trees, shrubs vary greatly in prices. Please provide a list of and the anticipated number of each plant, tree, shrub, flowers the governments expects the contractor to provide.

A119: This is an estimate of 40 total O&M and 10 total MED, Trees (20 gal): Sugar Maple, Eastern Redbud, Sauer Magnolia, and Lolly Pine. Shrubs(5 gal): Sargent Juniper, Rhododendron PJM Hybrid, Spreading English Yew, Burning Brush.

Q120: 2. Services Summary Please clarify your meaning/intent SS-1 re-performance within 8 hours is that 8 clock hours or work hours.

Same clarification is needed forSS-4, SS-5, SS-6 4 clock hours versus 4 working hours. If a complaint is issue at the end of a working day or work week re-performance will occur on the following work day.

A120: This would be work hours, thus at the end of the work day or week would be the next work day to be re-performed.

11th set of questions

Q121: Appendix A provides estimated quantities for Improved grounds, edging etc. The RFP, Schedule B (pricing) delineates between, and asks the contractor to separately price O&M and Medical. Can Appendix A be revised to split out the appropriate quantities between O&M and Medical for those CLINs that require pricing for the Medical areas.

A121: No. There is no distinction between O&M and Med other than funding. Med is 5 acres of the 240 and has approximately 15% of the other quantities.

12th set of questions

Q122: Mow un-improved grounds, 143 acres. Is CLIN 0032, special cuts, where this is billed or did you mean to have a CLIN for mowing “Un-Improved Ground)?

A122: Special cuts

13th set of questions

Q123: Who is the current contractor and what was the contract price for the last full year of the contract.

A123: R-CON Construction, $926,434

Q124: Are the Museum grounds part of the contract?

A124: Yes

Q125: Do you intend to provide the Schedule B as a word document? As a PDF file we can’t type our numbers right on the document.

A125: Yes

14th Set of Questions

Q126: Can a herbicide be used to control the weeds in sidewalk and curb cracks?

A126: Question previously answered.

Q127: How does the contractor get reimbursed for repairs to the irrigation system?

A127: Invoice 1.1.4.2. Maintenance of irrigation systems. The contractor shall maintain irrigation systems.Maintenance includes but is not limited to draining and charging systems, replacing damaged or broken control devices and sprinkler heads, and repair of ruptured pipes. Maintain equipment and systems to be efficient and in good operational working order. Replacement of pumps, controllers, clocks/timers, or backflow prevention devices is not included in routine maintenance of irrigation systems, replacement will be on a case-by-case, reimbursable basis. The irrigation system to be maintained and related workload data is identified in Appendix A , B-3 and F.

Q128: Is the existing irrigation system completely operable: all zones, heads and controllers working properly.

A128: Yes

Q129: How many acres in the improved areas I are irrigated?

A129: 14 acres.

Q130: Will the government provide a source of water to manually irrigate improved turf?

A120: Question previously answered

Q131: How many irrigation controllers are there: how many zones in each controller?

Q131: The irrigation system to be maintained and related workload data is identified in Appendix A, B-3 and F.

Q132:How old is the irrigation system? Has it been maintained? Does the government have as-built drawings that shows where the mainline pipe and valve wires are located?

A132: Varies from 6 to less than 1 year. Yes and is currently being maintained. The drawings are in Appendix B-3.

Q133: Is it permissible to operate the irrigation system during the daylight hours in order to adjust the heads?

Q133: Yes but only enough time to adjust the heads

Q134: Will the government supply the contractor with a green waste disposal site?

A134: No

Q135: Will the government supply the contractor with a rubbish disposal dumpster?

Q135: Question previously answered

Q136: General litter policing is to be performed how many times per week?

A136: The government will not tell you how many times. Police areas to maintain a neat and professional appearance.

Q137: Where do dead animal carcasses get disposed?

A137: Question previously answered

Q138: Which months will the contractor be expected to remove leaves as part of litter collection?

A138: As long as there are leaves in the DV route or October, November, December.

Q139: Which months will the government issue delivery orders for leaf collection?

A139: This is not a monthly unit of issue it is each and the quantity is 6.

Q140: 1.1.7 refers to fertilization of turf or plant materials and trees?

A140: Turf only

Q141: 1.1.9 refers to lawn renovation; could the government provide a more descriptive procedure as to what specific tasks are expected to be performed? (For instance: mow grass to ½ inch; over seed the lawn using a slit seeded and apply a tall fescue turf grass seed at 4-6 lbs per 1000 sq. ft.; fertilized the turf with started fertilizer; irrigate turf until seed germination.)

A141: It is not the intent of the government to tell how to do your job, lawn renovation is an estimated quantity to be performed by the contractor, and the QAP will issue a work request of each time.

Q142: Who provides flight-line training? Is there a cost to the contractor?

A142: The government will provide at no cost.

Q143: Please provide the specifications for the radio equipment to communicate with the airfield tower?

A143: Question previously answered

Q144: 1.6.1 Basic Snow Removal Services: Does the term remove as used in this paragraph pick up and dispose of or plow or shovel?

A144: The government is not here to tell how to do your job. The term can mean both.

Q145: Can the contractor utilize ice melting chemicals for slippery roads and other paved surfaces?

What products can be used?

A145: Question previously answered

Q146: Does the government require an arborist to select the pruning requirements of the trees?

A146: No

Q147: 1.7.2 How often are emergency and special events services required?

A147: Question previously answered

Q148: Is this a performance based contract?

A148: Yes

Q149: Could the government provide performance objectives for the tasks in the SOW?

A149: This is in Section 2 of the PWS.

Q150: How many trash receptacles are there?

A150: 20

Q151: Who performs the criminal background checks? Is there a cost involved?

A151: Contractor is to submit names of employees to contracting. No cost

Q152: Do all contract employees receive badges?

A152: Yes if they pass background check.

Q153: When the contractor is performing services at night ( watering, snow removal) will he need an additional night badge to gain access to the work areas?

A153: No only clearance from the contracting officer that night work is required.

Q154: 4.6 Hours of Operation is stated as 7:00am- 4:00 pm; What about services that are performed at night ( snow removal, watering); can the government revise this hours to include tasks that are performed outside these stated hours?

A154: No only clearance from the contracting officer that night work is required.

Q155: Please give examples of emergency situations that require the contractor to work on Federal Holidays?

A155: Snow or ice removal.

Q156: Appendix A 17 Snow Removal 5,726,038 sq. ft.; How many square feet represent sidewalks?

Parking lots? Roadways?

A156: Please refer to B-9a for the quantities.

Q157: Are runways includes in the contracted snow removal?

A157: No.

Q158: Who supplies the flowers? What size are the beds? Are they irrigated? What type of annuals are going to be planted?

A158: Question previously answered

Q159: Are there any page limits for the proposals?

A159: There are no page limits for the proposals.

Q160: In the price sheets section, what does (MED) (O&M) stand for?

A160: Question previously answered

Q161: The government is requesting the contractor to provide two FFP numbers for snow and ice removal for 6 months; Does the contractor receive the total amount of this clin whether it snows or not?

Q161: Question previously answered

Q162: Have you considered paying for snow and ice removal by the inch? Most government contracts are written in this manner.

A162: Yes we have, but we are staying with what is written in the pricing schedule.

Q163: How can the contractor provide FFP data for the following: Tree and Stump Removal (What size?) Pruning Trees (What size ?)

A163: Question previously answered

JAMES J. RUSSIAL

Contracting Officer