Questions_from_Site_Visit_and_Solicitation-_7_FEB_2013.pdf

Questions from Site Visit and Solicitation:

FA4608-13-R-0002 BAFB Grounds Maintenance

1. Our review of the PWS, item 16 on Attachment 1, as well as Item 1008AA / 2008AA /

3008AA / 4008AA refers to 300 trees to be trimmed, however there is no description of the types of trees (Live Oaks, Red Oaks, Pines, etc. and size). We do see the ANSI standard for large, medium and small, however, can you share any detail associated with this PWS & CLIN as to size and type of tree, or specifically where the 300 trees on site are to be trimmed.

A: The majority of the trees to be trimmed are located on the main portion of the base. Tree sizes are not considered for tree trimming. Most of the trees on the main portion of the base are live oaks. We also have sweet gums, Shumard oaks, elms, pecans, and magnolia trees. Most of the trimming will be to maintain the clearances cited in the PWS for vehicle traffic, pedestrian traffic, utilities, and facility safety.

2. Since we did not see the Medical/BX area, is there any special requirements concerning this area?

A: There are no special requirements in the Medical area. However, for ease of operations it is suggested accomplishing work in BX area on Mondays due to scheduled closure of the adjoining Commissary.

3. Will the Government issue a Purchase Order to clean the perimeter fence line to DOD security standards before the subject contract maintenance begins? What are the civilian home owners “rights” with concern to the maintenance of the fence line by the contractor?

A: The Government will not issue a separate purchase order to clean the perimeter fence prior to the contract start date. The fence line in question is completely within the base boundary. While the Government recognizes the requirement to clean the fence line may involve the use of herbicides, extreme care shall be exercised to minimize damage to ornamental vegetation near the fence line. Adjacent ornamental vegetation growing through the fence will be controlled by trimming only in order to preserve “neighborly relations” with property owners abutting Barksdale AFB.

4. On Fertilization, pH adjustments, Liming and Soil Amendments: Are there copies of historical data, past reports on location, soil test results (to include soil type), types of products used (ie..amount of Nitrogen, slow release etc), amounts of products used per location? Is there a soil nutrient management plan? How does the application of the aforementioned program interact with the Base Water Quality Program?

A: Soil lab results are not available. Fertilization is routinely accomplished in March, on approximately 23 acres. In the most recent fertilization event, 200 pounds per acre of 13-13-13 fertilizer with a broadleaf killer was applied. Due to the limited scope of fertilizer application, fertilizer application is not expected to adversely impact the base storm water quality.

5. In reference to Appx H, what is meant by the term “sustainment?”

A: Sustainment, as it applies to Appendix H is defined in paragraph 1.7.5.

6. Since most of the items requested in Appx H are live plant material, where market prices change with the time of year and availability, Is there any provisions in the contract for fluctuations in the market prices for these items?

A: No there are no provisions.

7. Since no acreage has been identified as irrigated, why is irrigation included in this contract as reserved? What does the term “Reserved” mean? Since no irrigation exists, would installing irrigation be a change order to the contract?

A: In order to maintain paragraph numbering integrity with other grounds maintenance PWS’ throughout the Air Force, any unused portions are considered “Reserved” for potential future use. Any installation of irrigation would be accomplished via task order/job order and priced via modified Appendix H.

8. About herbicide control: I assume improved grounds include herbicide control of unwanted growth in sidewalk and gutter cracks. Please clarify. Will parking lots and airfield operations areas also be included?

A: The assumption is correct. Vegetation control shall occur on the airfield turf, sidewalks, parking lots, uncurbed road shoulders in improved grounds, curb/gutter joints/cracks. Vegetation control is excluded from base streets, roads, and paved areas of the airfield. Vegetation shall also be removed from curb expansion joints, and the front (road edge) of the joint between road pavement and curb gutter.

9. Does the Base have historical data on compliance with EPA Air Quality regulations concerning “Code Red” days as applied to availability of work days permitted per this contract?

A: The base does not have historical data concerning “Code Red” days.

However, over the past two years there is no recollection of “Code Red” action days. Should the base encounter an action day, base Public Affairs will post an alert message on the daily Roll Call explaining the situation and what actions base personnel should take.

10. Paragraph 1.1.2. References removal of vegetation from expansion joints. Does this include roadways?

A: On roadways, vegetation shall be removed from the road shoulder to allow continuous, uninterrupted visibility of the road edge markings. Vegetation shall also be removed from curb expansion joints, and the front (road edge) of the joint between road pavement and curb gutter.

11. As evidenced on the site visit clover is predominant in improved acreage during the non-growing season. If the government only pays for herbicide during the growing season how is the contractor to be paid for clover eradication?

A: Clover eradication will only be accomplished during the growing season, if ordered.

12. Paragraph 3.1.3 References government owned air compressor unit that Contractor will be responsible for maintenance on. The existing air compressor is so old that it is no longer economically feasible to repair, of which the QAE has been notified. Does the government intend to replace the unit?

A: The Government does not plan to replace the compressor at the present time.

Additionally, no records of maintenance costs have been submitted to substantiate excess of economic repair feasibility.

13. Paragraph 1.1.3. References vegetation growing on perimeter (chain link) fence. What is the size of the Government Fence Easement? 2 Ft, 10 Ft, etc. This paragraph also references temporary obstacles/objects to be trimmed. If there are construction sites that have been fence are these fences to be trimmed or is there an easement?

A: The fence easement varies. In some areas, the fence is situated nearly upon the legal property line. In other areas, the easement is further away. Construction fence installed to delineate construction zones are the responsibility of the construction contractor. Grounds maintenance shall extend to the construction fence.

14. Paragraph 1.1.5.1. References dead animal disposal. Where are the dead animals disposed of? Are there special transport requirements? What are the PPE requirements, as this will affect the price?

A: Dead animals on the main base side and near the REDHORSE and Airmen Leadership School areas are to be disposed of in a trash bag that is tied and thrown into a dumpster not used for recycling. Dead animals found on the east side (going to eastside housing, shoppette, FAM camp, etc...) can be tossed into the woods (where the jogging/riding trail is present, use the woods on the opposite side (wooded areas with orientation northward of Range Road.) If a trash bag is used, it is to be thrown into the nearest dumpster that isn't used for recycling.

Conventional PPE (paper face mask, face shield, apron, rubber gloves, coveralls, over boots, and disinfectants) are anticipated articles needed for safe removal of dead animals, depending upon conditions and the size of the animal.

PPE should have minimal impact on price for this CLIN.

15. Paragraph 1.1.6. References leaf removal. Where are the leaves disposed of? What is the distance from Main Base?

A: Leaves shall be disposed at the wood collection staging area on the eastside of the base. The distance is approximately 7 miles from main base.

16. Paragraph 1.1.10. References Prune Shrubs, Hedges, and Other Plants including Crepe

Myrtles. Does the government intend to have 233 crepe myrtles trimmed every time shrubs are trimmed?

A: No. The Government intends the contractor to trim 233 crepe myrtles per year.

17. Paragraph 1.4. Requires the Contractor to “maintain vegetative beds” but will be issued as a work order. What is the Estimated Quantity?

A: The estimated quantity is identified in Appendix A of the PWS.

18. Paragraph 1.7.1. References Tree Trimming. Where will the debris be disposed of from trimming, removal and stump removal?

A: Per paragraph 3.6.1. all wood waste shall be disposed at wood debris collection point.

19. Paragraph 1.7.2. References Emergency and Special Event Services. Where is the Line

Item Bid for this Item? Should the Emergency Services be Bid on a Labor Hour Figure?

How is the Contractor reimbursed for these services?

A: Emergency services are addressed in the specific CLINs. CLINS are 0010, 1010, 2010, 3010, 4010. Special events are addressed in Appendix H.

20. Paragraph 1.7.3. Requires the Contractor to provide unit pricing for Xeriscaping and

Urban Forest activities as described in Appendix E. This item does not appear to be on the Bid Schedule in Attachment 3. Where is this price provided?

A: Due to our climate, xeriscaping will not be performed at Barksdale. All other activities applicable to Appendix E are addressed in Appendix H.

21. Paragraph 3.6.1 references wood waste. Is it the Contractors responsibility to provide a Tub Grinder to chip Trunks, stumps and large items that exceed the chipper capacity?

A: No. The Environmental Office on base provides a Grinder for wood waste when the wood dump site gets filled.

22. Paragraph 1.7.4. References Special Cuts. Estimated Quantity is 60 each. How many acres of grass, (Improved, Semi Improved, Un Improved) are included in each cut?

Should this be NTE?

A: This should be NTE. The quantity estimates the number of acres. In the CLIN and Bid Schedule structure use the per acre amount from Appendix H. However, the type of service required for the acreage has not been identified. Special cuts are intended for events over and above regularly scheduled services.

23. Paragraph 1.2.2. References fences in Semi Improved Grounds be vegetation/Vine free.

What is the Government Easement for these fences that border private property? Please provide by Plot Number in both Semi Improved and Improved.

A: The easement varies. See reply to Question 13 above. All improved area fences shall be vegetation/vine-free. In semi-improved areas, Plots 101 through 110, Plots 113 through 116, Plot 118, and Plots 124 through 140.

24. Paragraph 1.7.5. Requires the Contractor to provide unit pricing for planting trees, shrubs, and vegetative beds as shown in Appendix H. Base O & M Bid CLIN 0011 has NTE $ 20,000.00. There is nothing in the Med Gp CLIN 0020. Option Years are Blank as well.

A: The appropriate Med Gp CLINs are not expected to used for planting new trees.

25. Who has the current contract for Herbicide/Fertilization if the incumbent provider does not utilize the current process?

A: The incumbent performs herbicide/fertilize operations.

26. Will all selected offers be verified and listed as legal certified 8a companies.

A: Yes, all 8(a) companies will be verified through the Small Business Administration but not listed to the public.

27. Is there a section in the solicitation describing the format for "submitting the bid" for FA4608 Grounds Maintenance?

A: Please follow the Instructions to Offerors Addendum in Clause 52.212-1.

28. Could we please get the contract value of the last full contract year performed? Will we get a listing of the current contractor and the contract amount per year to review?

A: Contract number is : FA4608-08-C-0003- For 10/1/2008- 3/31/2013 (Base + 4 Options + 6 Month Extension) the overall contract awarded value is 7.8 Million.

29. Will we also get a list of each company that attended the site visit?

A: The Site Visit Attendees list is posted on Fed Biz Ops under the solicitation number FA4608-13-R-0002.

30. If responding with a teaming partner can Volume Relevant Past performance be more than 7 pages to include past performance from the teaming partner and the teaming agreement?

A: No, please refer to Instructions to Offerors and Evaluation Criteria in Clauses 52.212-1 and 52.212-2

31. What is the method and frequency of compensation for work performed?

A: Monthly invoice paid 30 days after invoice is accepted.

32. Are we going to be allowed to utilize spraying of fence lines?

A: Herbicide may be used on the perimeter fence. However, the results of herbicide use/misuse, and/or material drift shall remain solely the contractor’s responsibility and incurred penalties included.

33. Will we be allowed to utilize H2B Workers on this contract?

A: H2B Workers will be allowed to work on this contract as long as the visa is valid and all Department of Labor regulations are followed.

34. With busy runways and flight operations, what are the average allowable hours per week to mow the airfield?

A: If planned properly, it is possible to conduct mowing operations from sunrise to sunset. There may be times due to exercises and real world events when access may be limited or denied. However, these events are either pre-planned or the no-notice occurrences are infrequent. Also, seasonal bird activity may hamper mowing operations, especially during heavy flight operations.

Lastly, due to limited lighting on the airfield and the presence of unlighted obstacles and hazards, mowing operations after dark are not encouraged.

35. Could you please supply us with the amount of linear footage of ditches located in , A)- The Improved Grounds, B)- The Semi-Improved Grounds, and C)- Airfield/Flightline

A: A)- 21,680 LF (Approximate) B)- 19,600 LF (Approximate)

C)- 15,295 LF (Approximate)

36. Will the contractor be able to determine their own mowing schedule – which areas are to be mowed on what day?

A: Yes. However, some areas will require coordination for access. Also, note the reply in Number 2 above.

37. How early in the day can airfield mowing commence and how late can it cease?

A: With pre-approval from Airfield Management, mowing operations may commence as early as the contractor is secure in the ability to safely mow the airfield without damaging Government assets, or hazarding contractor crews/equipment. Mowing operations should commence immediately near the runway, working away from the runway pavements prior to scheduled flying operations, preferably going from westside to eastside of the runway.

Additionally due to mower activities attracting birds, mowing activities may be curtailed during heavy flight operations (normally afternoon into evening hours) to minimize bird aircraft strike hazards. The Air Traffic Control Tower may direct mowers cease mowing operations if mower induced bird activity becomes too severe. Also see the reply to Question Number 34 above.

38. Can mowing of the airfield include working on weekends?

A: Yes, provided the work hours have been pre-approved by Airfield Management per PWS.

39. Is there an anticipated change to the VHF radio types planned? One that would require the contractor to purchase new units during the course of the contract?

A: No.

40. Special Cuts is designated on CLINS throughout the contract, are we to understand that the contractors mowing schedule will not be interrupted to prepare areas for DV route visits?

A: Per paragraph 4.15.2., the mowing schedule may be adjusted to accommodate DV visits at no additional cost. Special cuts are intended for events over and above regularly scheduled services.

41. Are there any anticipated reductions or increases to the Estimated Workload during the performance period of the contract?

A: Due to current fiscal realities, it is difficult to anticipate any changes in work scope.

42. Did the incumbent contractor perform the full term of this contract, or are the Option

Years not been exercised?

A: Please reference question and answer Number 28.

43. Are there any special security clearances required for any areas of the base?

A: An NCIC background check is conducted for access to main base. All employees working on airfield grounds shall be required to have a current AF Form 483, Certificate of Competency (flightline driver’s license) with them at all times.

44. What kind of fertilization and weed control program is there scheduled for the 2013 mowing season on the turf areas in the improved, non-airfield semi-improved, and airfield semi-improved?

A: Currently, there is no plan.

45. Are we allowed to have a roll off debris dumpster in the yard that gets picked up by an outside contractor on a regular basis?

A: Per paragraph 3.6. the Government will provide a bulk container for trash/rubbish generated from services provided in this PWS. Also note paragraph

3.6.1. designates the manner of disposing of wood and leaf debris. Any additional container(s) must be approved in writing by 2 CONS with coordination through 2

CES.

46. Will all improved, semi-improved, and airfield grounds be in compliance when the new contract is awarded?

A: With the exception of the perimeter fence lines and construction zones, all grounds are expected to be in compliance at the time of award.

47. Who is the incumbent contractor and what is their address and telephone number?

A: Mow Better Lawn & Landscaping, Inc.

5575 Kerr Station Rd

Cabot, AR 72023-9157

48. What was the contract price for the incumbent contractor?

A: Please reference question and answer Number 28.

49. Can you clarify whether both parties of a first time Teaming Arrangement, have to each provide/meet the "Relevant" definition as stated.

A: Only one party in the Teaming Arrangement has to meet the "Relevant" definition as stated in the solicitation.

50. The Contractor prior to the incumbent, fulfilled the contract life. Can you please share his/her contact information?

A: Rushing Technical Services.

7261 Range Rd Barksdale AFB, Louisiana 71110 Tel : (318) 549-3986 Fax : (318) 549-3987

51. How many linear feet is the jogging path fence line?

A: The jogging path fence line is approximately 5,930 linear feet.

52. What procedures are used for invoicing? Are the procedures outlined in the FAR?

A: Wide Area Workflow Procedures will be used for all invoicing for this contract. Instructions will be provided in the contract award document.

53. How is the total contract separated for billing purposes?

A: The contract is billed by CLIN Structure.

54. In the event Barksdale has been invoiced, how long is the period before the invoice is approved?

A: Within 24 – 72 hours of invoice being posted to WAWF the government will get an email notification of this invoice and will approve.

55. By what means is the approval communicated to the contractor? How long is the period before the invoice is paid?

A: The invoice is approved through WAWF and the contractor is notified of the date each time when approval is made. The period before the invoice is paid is Net 30.

56. Is the ground maintenance crew allowed to work on Sundays?

A: Some weekend work is allowed/expected due to weather delays and equipment delays. However, PWS published restrictions on operations in and near billeting and housing areas remain in effect during weekends.

57. Does Barksdale require the use of any specialized equipment in the performance of this contract, including, but not limited to, the maintenance of the bunkers and (ditch) banks?

A: The contractor shall employ the equipment necessary to accomplish the tasks desired without damaging existing ground cover, or low clearance obstacles (i.e.

static display aircraft at the museum).

58. What, if any, restrictions are there on equipment used to mow the ammunition bunkers?

A: In addition to the reply in Question Number 57 above, the maximum weight allowance for vehicles/equipment is 7,500 pounds GVW.

59. Does the contractor have access to the airfield from the gate on the northwest side of the airfield near the firing range?

A: Yes.

60. Please describe, in detail, what work is required to clean the perimeter fences? Does the government anticipate any problems with private property owners whose land adjoins the perimeter fence near the large drainage ditch running along the West border of the Base?

A: This is a performance based contract. Paragraphs 1.1.3. and 1.2.2. identify the expected outcome. The Government does not anticipate any problems with property owners adjoining the base perimeter fence.

61. Can you provide ATTCH-2-BID_SCHEDULE in Microsoft Excel Format?

A: It is the responsibility of the offeror to convert the Attachment 2 Bid Schedule from PDF to Excel format.