Attachment 9-Consolidated Vendor(QA) Log.pdf

FA449726Q0030-Consolidated Vendor (Q&A Log)

1. We would like to inquire whether the Government intends to conduct a site visit for this requirement? Please confirm that offerors should rely solely on the solicitation documents and attachments for proposal preparation?

Yes. A site visit has been scheduled. Please see Amendment 0003 to the solicitation for details on the date, time, and location.

2. Could a site visit be arranged at your earliest convenience prior to the June 29, 2026, quote deadline?

Refer to Q1

3. Is there any incumbent/recompete or is this a brand-new project? If yes, could you please provide us with their award number or even if the customer bought similar services in the past.

The incumbent contractor is AQUA PRO, INC., under contract FA449722C0005.

4. SITE VISIT — We respectfully request a site visit be arranged at Dover AFB prior to June 29, 2026, quote deadline. Our subcontractor has reviewed the PWS and Quote Schedule and requires a walkthrough to assess hood counts, fan counts, and duct linear footage per building in order to provide accurate pricing.

Refer to Q1

5. SCOPE CLARIFICATION — If a site visit cannot be accommodated, we request the following technical details be provided for each facility identified in the PWS:

• Number of kitchen exhaust hoods per building

• Number of exhaust fans per building

• Linear footage of ductwork per building

Refer to Q1

6. Is it possible to do a site visit?

Refer to Q1

7. Can you provide the kitchen hood inventory, including hood dimensions, filter quantities and sizes, exhaust fan quantities, duct lengths, and any other workload data necessary for accurate quote. Also can we do a site visit next Friday if possible?

No. Contractor needs to bid according to what is stated in PWS. Refer to Q1

8. The Quote Schedule lists option years (Out Yr 1–4), but the synopsis doesn’t specify the base period start date. Can the government confirm the anticipated period of performance start date and confirm that the structure is a base year plus four option years?

The Government confirms the contract structure is a Base Year plus four (4), one-year Option Years. The anticipated Period of Performance for the Base Year is 01 October 2026 to 30 September 2027.

9. Should CLIN 0002 (emergency cleaning) pricing be submitted as a per-event unit price, and is the quantity of 3 a guaranteed minimum or just an estimate? For the 6-month extension evaluation, does the government confirm it will divide the Option Year 4 total by two, or will it use a specific CLIN's final option year price?

Pricing for CLIN 0002 (emergency cleaning) shall be submitted as a per-event unit price. The quantity of three (3) is an estimate for evaluation purposes and is not a guaranteed minimum.

Reference 52.212-2 Addendum for pricing and 52.217-8 pricing.

10. Bldg 515 (Base Supply) and Bldg 638/639 (CE Readiness) appear in the dryer duct cleaning list in the Quote Schedule but are not mentioned in the PWS dryer duct section (1.3) or Appendix C — can the government clarify whether these buildings are in scope and confirm the ductwork quantities? The PWS lists Bldg 430 and 435 for both kitchen hood cleaning (yearly, common area) and dryer duct cleaning — can the government confirm these are separate, independent systems and services? Does "Inspect/Clean" for Bldgs 140, 212, 401, 402 in Appendix C mean a single annual inspection/cleaning event, or does it follow a specific frequency not stated? Are there any existing system deficiencies or known access limitations the incumbent has documented that the government can share?

Bldgs. 515 & 638 will be added to the PWs Dryer sections.

Yes bldgs. 430 & 435 are separate independent systems are correct as listed in the

PWS. Refer to PWS Para. 5.3 line 16 & 17 for Bldgs. 140, 212, 401 & 402 cleaning frequencies.

There are no existing system deficiencies or known access limitations

11. What is the anticipated timeline for Criminal Background Investigation (CBI) approval and contractor badge issuance through 436 SFS Pass and Registration, so we can plan phase-in accordingly? Will the government provide a list of current building managers and contact numbers at contract award, or is this available sooner? The PWS states work shall be scheduled in the first two weeks of each month — is there any flexibility for facilities with limited availability windows (e.g., Dining Hall systems requiring late-night hours) if scheduling conflicts arise?

Criminal Background Investigation (CBI) can take 7 to 10 business days for base access approval. Facility manager info will be provided when award. Contractor will provide a cleaning schedule and yes there is flexibility.

12. Must the IKECA company certificate and CECS individual certificate be submitted with the quote, or only prior to award? The PWS says "prior to award" but the instructions say "with their bid schedule." If the prime contractor holds the IKECA certification but intends to use a subcontractor's CECS on-site, is that acceptable?

Per the solicitation, the IKECA company certificate and the individual CECS certificate are material requirements and must be submitted with the initial quote. It is acceptable for a Prime contractor to hold the IKECA membership and utilize a subcontractor's certified CECS employee, provided that certified individual is on-site during all cleaning operations as required by PWS.

13. Will the government consider a quoter's lack of federal contract past performance as neutral/acceptable if the quoter has substantial commercial past performance of similar scope? If an initial quote is rated technically unacceptable, will the government conduct exchanges to allow correction, or will it proceed to the next lowest-priced quoter without communication?

In accordance with the evaluation criteria, a quoter's lack of relevant Federal Government past performance will be rated as acceptable/neutral. The Government intends to award without discussion but reserves the right to do so.

14. Will the COR be identified at award, and will their contact information be included in the contract? Is WAWF invoicing required for CLIN 0002 emergency calls as well, and is the 10-business-day invoicing window measured from date of service completion?

The Contracting Officer's Representative (COR) will be appointed at time of award. WAWF is the required method for all invoices.

15. The PWS does not identify the number of kitchen exhaust hoods per building. Please provide the total number of kitchen exhaust hoods for each facility identified in the PWS.

Refer to PWS para 6.2.2.3

16. The PWS does not identify the number of exhaust fans per building. Please provide the total number of exhaust fans for each facility identified in the PWS.

Answer: Refer to PWS para 6.2.2.3

17. The PWS does not identify the linear footage of ductwork for kitchen exhaust systems per building. Please provide the linear footage of ductwork for each facility identified in the PWS.

No, it does.

18. Can a site visit be arranged at Dover AFB prior to the June 29, 2026 quote deadline to allow prospective contractors to inspect the facilities and assess the scope of work

Refer to Q1

19. For Buildings 140 and 212 listed in Appendix C of the PWS, no dryer duct quantities are provided. Please provide the linear footage or room counts for dryer duct cleaning at these two facilities.

No Dryer Duct cleaning are required for these facilities only Kitchen Hood & Duct Cleaning.

20. We would appreciate the opportunity to arrange a site visit to ensure we can provide an accurate and competitive price?

Refer to Q1

21. To prepare an offer with a competitive price we respectfully request a site visit?

Refer to Q1

22. As the PWS references the "contractor" and "subcontractor" separately, could you please confirm whether these requirements may be satisfied through an IKECA-certified subcontractor performing the kitchen hood and duct cleaning services, including providing the required CECS-certified on-site personnel? Or must the prime contractor itself hold the IKECA certification and meet the CECS on-site requirement directly?

Yes. The IKECA and CECS certification requirements may be satisfied by a subcontractor performing the services. The prime contractor is not required to hold the IKECA certification directly, provided the performing subcontractor meets all certification and on-site requirements in accordance with PWS Section 1.2.

23. Is there a planned site visit for this RFQ?

Refer to Q1

24. Are there detailed photos of the hood and dryer vents you can share?

There are no Detailed Photos.

25. Are all the systems up to code and not considered complex? Example: Hinge kits, grease trays, safety walk on grade, fall protection where applicable, access panels installed where applicable, proper grade to the hood for affluent, low water pressure, horizontal duct runs greater than 36”

Yes

26. Do any of the locations require a facility escort during cleaning?

Yes, a list will be provided when awarded.

27. Do any of the kitchen hood locations require extraordinary setup? Example: Must park the truck outside of the gate and go thru turnstiles and the hood is 500 feet away (real world example).

No

28. Can you please provide the facility / system specific schedules for monthly, quarterly, semi annual, and annual for the last trailing 365 days grouped by the month the work was completed?

If this data is available in a different format that’s cool too. What I need to understand is the prior years execution based on the facility’s real world operational needs. For instance, the DFAC has facility access hours but, the main hood system can only be serviced on Friday evenings on the third week of the month due to mission and service needs as they can only provide a partial service for maintenance (real world question our troops have to eat!).

Refer to the PWS Para: 5.3

29. Period of performance and option structure. The CLIN table in the Combined Synopsis and the Attachment 4 example reflect a 12-month period (quantity 3 each) with no option years, while Attachment 2 (Quote Schedule) and the Attachment 5 Evaluation Addendum price and evaluate a base year plus four option years and a six-month extension (FAR 52.217-5 and 52.217-8). Please confirm the full period of performance and the exact CLIN / option structure to be priced.

The Government confirms the contract structure is a Base Year plus four (4), one-year Option Years. The anticipated Period of Performance for the Base Year is 01 October 2026 to 30 September 2027.

30. System count and frequency. Appendix A, PWS Sec. 6.2.2.3, and Attachment 2 give differing counts of kitchen exhaust systems and cleaning frequencies. Please confirm the authoritative count of distinct kitchen exhaust systems to be cleaned and the controlling cleaning frequency for each.

Yes, there are some discrepancies and the PWS will be adjusted accordingly.

Item 1 refers to Bldgs. which should be 12

Item 4 Yearly should be 5, Item 5 Semi-annual should be 9

31. Scope confirmation. The Combined Synopsis Description and PWS Sec. 12 (Manpower Reporting) reference "Water Treatment Services for HVAC System." We understand the actual requirement is Kitchen Hoods and Ducts Cleaning per the PWS title and body; please confirm this is a template carryover and that the kitchen-exhaust scope governs.

The Government confirms the reference to "Water Treatment Services" was a clerical error. This requirement is for Kitchen Hoods and Ducts Cleaning services only.

32. Wage determination. Attachment 6 (WD 2015-4217) did not contain extractable text in our copy. Please confirm the controlling WD revision and the applicable SCA labor category(ies) for kitchen-exhaust cleaning at Dover AFB (Kent County, DE).

The controlling Wage Determination for this requirement is WD 2015-4217, Revision 33, dated 13 May 2026. The applicable Service Contract Act (SCA) labor category for kitchen hood and exhaust cleaning at Dover AFB (Kent County, DE) is 25190 - Ventilation Equipment Tender. A clean, text-readable copy of the most current Wage Determination has been uploaded as part of this amendment. Wage Determination is subject to change if a new revision is released prior to solicitation close.

33. After-hours Fire Department inspection (PWS Sec. 6.4.2). Most cleanings occur late at night (e.g., 10:00 PM-2:00 AM windows). Please confirm Fire Department availability for after-hours pre-reinstallation inspections so crews are not held on standby awaiting Government inspectors, and clarify any cost or schedule relief for Government-caused inspection delays. Contractor will

The FD inspectors are available 24/7 but if they don’t show up the contractor shall reinstall the filter and roof vents as stated in the PWS and move on to additional facilities is scheduled or complete the service. However, this does not relieve the contractor of the inspection requirement.

34. Base access and badging lead time (PWS Sec. 13-14). Given pricing held firm through 1 November 2026, what award-to-start interval should offerors assume, and may badging and Criminal Background Investigation processing for performing personnel begin before the performance start date?

The Government anticipates an award date that allows for a reasonable phase-in period to accommodate base access requirements prior to the 01 October 2026 performance start date.

35. Emergency response (CLIN 0002). For the three annual emergency cleanings, what response time is required, and may emergency cleanings be required on federal holidays or outside the PWS Sec. 5.3 building windows?

CLIN 0002 requires response time will be the next workday and are not required on federal Holidays. There is no set response time, this CLIN is required if all Cleaning were exhausted and is used as a catch all for new requirement.

36. Set-aside. Please confirm this is a small-business set-aside under NAICS 561790 ($9.0M size standard) with no further socioeconomic restriction, such that any small business may compete.

DIAM is an SBA-verified VOSB and small business.

The Government confirms this is a 100% Total Small Business Set-Aside under NAICS 561790.

37. Incumbent. Is there an incumbent contractor for this requirement, and if so, can the Government provide the current or most-recent contract number and award value for market reference?

This is a recurring requirement. The incumbent is Aqua Pro, Inc., performing under FA449722C0005. The initial awarded value was $283,309.32.

38. Can wastewater generated during cleaning be disposed of onsite through an approved mop sink or sanitary drain, or is the contractor required to provide offsite wastewater disposal?

Yes, wastewater can be disposed of through an approve onsite location. Except for Hazardous waste which is stated in Para. 3. of the PWS.

39. Can a site visit be coordinated for a qualified hood-cleaning contractor to confirm equipment, access, and service assumptions before final pricing?

Refer to Q1

40. For emergency service, can you please clarify the expected response requirement, including response time, after-hours/weekend expectations, and whether emergency service is expected to be priced as part of the base recurring service or handled only as ordered/requested?

No, Emergency Service on weekends or federal holidays. The COR will notify the contractor if needed and the contractor will have the next Duty Day to response. Emergency CLIN will be priced separately.