Grounds_Maintenance_Questions_and_Answers_Round_4.docx

1. The area marked for semi-improved on the corner of Butler and Comsat along the slope with the rock terraces. Are the rock walls to be kept clear of vegetation?

A. Yes

2. The area that extends from 25th street along the golf course to Capehart Road has a lot of downed brush, is this to be cleaned up? i.e. limbs removed lower tree branches to be trimmed to allow mowing. The area is listed as “Semi-improved is this fence line part of CLIN 0012? Much of the vegetation has engulfed the fence fabric making it un-removable.

A. The contractor responsible for mowing up to the fenceline as close as permitted due to brush or over hanging branches. The contractor is not responsible to remove brush from the fence within this area.

3. Please provide condition to be expected for pricing tree removal. i.e. Proximity of adjacent buildings, utilities, restriction to access, access and obstacles would impact the cost.

A. The trees are located all around the base in different areas (ranging from near buildings to open area). It’s unknown at this time to provide the exact locations of the tree that need to be removed.

4. CLIN 0012 does not have any timelines established in the PWS; when does the government expect this CLIN to be completed by?

A. This is listed on the SF 1449, page 33.

5. Along the south perimeter fence is reflected and unimproved strip. This appears to be outside the fence line, how wide is this strip to be maintained?

A. 10 ft wide.

6. PWS Section 1.6.1: What areas are included in the leaf removal? Improved grounds on the map reflect 125 acres, but the fence line is a linear measurement – how far away from the fence line will the contractor be required to remove leaves from the fence line surrounding the airfield? A map or listing of leaf removal areas is needed.

A. The leaf removal is measured by the acres per occurrence therefore a map won’t be provided. For the flight line fence, it will be measure from fence line to the curb of the street.

7. Section 1.2.2: Can fence lines be chemically controlled? If so, how much overspray is permitted?

A. The government allows the contractor to use approved chemicals 6” on both side of the fence that do not kill grass.

8. Section 1.2.2: It appears that some fence lines are adjacent to non-government land – will contractor have permission to remove vegetation that originates from non-government land?

A. We do not have permission on private property on the north side. If there is vegetation from private property, the COR will need to acquire permission from the landowner.

9. Sections 1.3 & 1.4 Bash area and Pl areas what is the requirement for trimming these areas? These sections have no specification for trimming.

A. PWS is updated to reflect the trimming for these areas.

10. Sections 1.6 & 1.7 Work orders – what is the lead time for Completion?

A. 1.6: The contractor shall have 7 business days to complete once a work order is issued. The PWS will be updated to reflect this change.

1.7: see section 1.7.3 in the PWS.

11. What allowances will be permitted if multiply work orders are issued is a short time period?

A. At the discretion of the government, the contractor allows to have a minimum of 2 to 3 weeks to complete multiple work orders (more than 5 work orders).

12. Section 4.9 Schedules - specifications requires schedule changes be submitted one day prior to implementation, during periods of inclement weather how will schedule change notification be handled?

A. See updated PWS.

13. Is the contractor responsible for maintaining construction fences?

A. No

14. What is the process for maintenance of areas on this map that are under construction?

A. Construction areas are still under the contractor responsibility. The COR will facilitate the coordination to allow the contractor to maintain the area.

15. PWS states that the COR must approve weather delays over 24 hours – in the event the contractor has stated an area should not be mowed or maintained due to adverse weather conditions but the COR does not authorize the delay, who will be held responsible for damage?

A. If an issue cannot be resolved between the COR and the contractor then the CO will get involved. Ultimately, it’s up to the contractor to provide the means and methods to meet the standards as outlined in the PWS.

16. Section 4.9.1 Notification of Change – In past PWS these types of changes have been at an additional cost to the government (DV Cuts).

a. How many of these changes does the government anticipate throughout each year? How much lead time will be given to contractor for occurrence based (non-permanent) changes?

A. The government anticipated 5 per year. The government will give the contractor 7 days’ notice at minimum.

b. Will this be a one-for-one swap of areas (cut the DV route instead of a field) or will the contractor be required to maintain both regularly scheduled cuts and additional cuts at no cost?

A. yes, a one -for-one swap

17. If damage occurs during the leaf removal season, what timeline replacement will the contractor be held to?

A. The government shall have 48 hours to survey the area for any damages after the completion of the work order(s).

18. PWS section 1.0 DESCRIPTION OF SERVICES states the contractor shall utilize equipment that will not cause rutting in the grounds area during mowing operations but also that the contractor shall maintain all standards identified in this PWS during dry and rainy season. During the rainy season our area can experience days of rain, will rain/weather delays include days to let the ground return to weight bearing status to prevent rutting using normal mowing equipment?

a. Or does the government expect the contractor to utilize manual labor (trimmers, machete, etc.) to maintain grounds when equipment would otherwise cause rutting?

A: It’s up to the contractor to provide the means and methods to meet the standards as outlined in the PWS.

19. What methods of evaluation will be used to determine if areas are within standards (i.e. will an average be taken of an area)? The definition of “Grass height measurements” under Appendix D will not work for mowing of the BASH and Semi-improved areas as the tires of the mowing equipment will bend the vegetation over and the mowing equipment may not lift it to the blades, also tall grass will lean with the winds not allowing for representative grass height.

A. Method of measurement shall follow in Appendix D.

20. Is there a maximum number of mows for grounds or will contractor be required to mow areas twice or three times a week if necessary?

A: It’s up to the contractor to provide the means and methods to meet the standards as outlined in the PWS

21. Is there any documentation that details how contractor work will be assessed by the COR?

A. A QASP will be established after contract award. All areas will be assessed by either random sampling, periodic inspection or customer complaint.

22. Section 5.2: How many restricted areas are there? Is it the contractors responsibility to contact each UAFM to gain entry into restricted areas or will this be coordinated by the COR?

A. There are 5 restricted areas.,( Bldg 500, Milstar (near bldg.542 and 598), Bldg 578, PL area, and Ammo depot) The contractor is responsible for contact the personnel at these restricted areas prior to gaining access. The COR will provide all the POC at time of award.

23. When drainage ditches are full prior to period of performance, is the contractor expected to remove all vegetation or will contractor be permitted to wait until the water recedes?

A. Contractor shall remove all vegetation regardless of standing water present or not.

24. Section 1.9 specifically states that delays are permitted but if they will exceed 24 hours that the COR must approve. Section 1.0 states that no damage can be done (no ruts). If the ground is too wet after weather delays but the COR does not approve additional delays, will contractor be held responsible for the damage to the ground?

A. See Q15

25. Is the contractor required to maintain areas that have been marked with utility flags?

A. Yes

26. Table 1.0, Service Summary Table: The performance threshold lists defects; what is considered a valid defect? If one fire hydrant is missed for all of the improved, is this considered a valid defect?

A. Yes, anytime the standards are not met shall be counted as a defect(s).

27. Appendix D redefines the height to be the length of the blade of grass – how will all other vegetation growth be measured? What about weeds that grow horizontally?

A. All vegetation shall be measured per appendix D.

28. If the government defines height as the length of the blade, are seed heads excluded from this definition?

A. No

29. PWS states that clippings can be removed or mulched when visible, however Appendix D under DV cuts states they must be removed. Which portion of the PWS will be used to evaluate contractor performance?

A. See updated PWS.

30. Will fence lines that are completely surrounded by unimproved areas be held to the same standard of ‘vegetation free’ as those fence lines that are maintained more frequently?

A. The contractor shall be responsible for meeting the standards within those areas as outlined in the PWS.

31. There is a fence line on the map just east of the dorms, but it was not visible during the walk-through and it is not on any commercially available map – is this a new fence?

A. There isn’t any fence in this area. This is a border line from housing complex.

32. There is a semi-improved strip on the map just north of Kenney Gate however this area is clearly wooded. Is there turf in this area or is the contractor expected to clear this area?

A. There are 2 fencelines on the north fence, west end. The innermost fence shall be maintained on both sides.

33. If required to stop on the airfield when adjacent to the L shaped wet area or any other area within the airfield, will the equipment be allowed to mow elsewhere on the airfield or will the contractor have to wait to complete since the PWS requires the contractor to mow from the active runway first?

A. If you are requested to leave the CMA due to aircraft, you will be notified when to resume mowing operations.

a. What is the average number of aircraft that take off per day?

a. The government cannot release this information due to security reasons.

34. Section 5.2 requires that a UAFM provide escorts when necessary – if an escort is not provided in the 20 minute window, is the contractor required to go back to the area for maintenance on the next scheduled visit or will the contractor be required to check in prior to the next scheduled visit?

A. The COR must be notified immediately if escort is not provided within 20 minutes. The contractor is required to go back to the area for maintenance on the next scheduled.

a. Will the contractor be held responsible for excessive growth in areas where they have not been provided an escort A. No

b. Is there a process to document times when contractor is not provided an escort by the UAFM?

A. The contractor shall notify the COR immediately via telephone then follow up with a written Contract Identify Discrepancy (CID).

35. Is there a map or diagram of the storage area set aside for this contract?

a. Is this storage area also usable for equipment/vehicle maintenance?

A. Yes. See prior posted answer for the square footage of the storage area.

b. Is there a location for bulk storage of fuels?

A. This question was addressed in the last round of questions.

36. Section 3.3 states government will provide water services – does the government provide an area to wash contract vehicles and equipment?

A. The government will provide a water spigot. However, No wash bays are provided.

37. 1.3.4 States the contractor shall provide all communications equipment required for this contract. What radio frequencies are utilized so we can determine cost to operate as required?

A. CE supplies the radios on a signed out basis to the contractor. No cost is incurred by the contractor.

38. The maps do not indicate trimming along the fences at the playground and the ball fields, these areas are contained within Unimproved. Who is responsible for trimming these fence lines?

A. Ball field staff maintains the Ball field fence. Playground borders shall be trimmed as per the PWS