MFH Q A 29-31 Oct 08.doc

Subject: Questions concerning Solicitation FA4613-08-R-0002, Military Family Housing Maintenance & Management at F.E. Warren AFB, Cheyenne, WY.

1. Reference: Part I – Past Performance (pg 25 of 162)

It states that in (2.a.(2)) that the narratives for the past performances be completed on a single sheet of paper. We feel that being limited to one page of paper to provide sections (a) through (f) is not sufficient. In order to provide a proper description of work and an explanation of why we feel the work performed is relevant, more than a page will be required. We ask that the one page limitation be lifted.

RESPONSE: It states one page per project. One page should be sufficient to provide the requested information for one project. Regardles, an amendment will be issued to increase to 2 pages.

2. How many copies of the proposal does the contracting office require?

RESPONSE: One copy is sufficient (SF1449, block 28).

3. Request that during the site visit we are allowed to visit the Maintenance Facility Building, Furniture Management Office (FMO) and the Self-Help Store.

RESPONSE: Facilities to be visited include:

Housing Management Office

Maintenance building

Self Help Store

1 Atlas house

1 Carlin Heights House

1 Capehart House

1 Brick House

1 MCP (Bannock) Unit

The Furninshing Management Office is part of the Housing Management Office. There is a warehouse for storage of furnishings but it is currently full of appliances.

4. Reference Attachment 11:

It states that carpet cleaning supplies and grass seed is a reimbursable item. Are the other items listed (paint, herbicide, and fertilizer) also a reimbursable item? If those items are not reimbursable, can the government better quantify the amounts of we have to purchase.

RESPONSE: All supplies associated with the Self Help Store are either reimbursable or purchased by the government.

5. Of the 831 family housing units, what is the break down by type and square footage of the types of housing provided at Warren AFB. Request that diagrams/floor plans be provided of the types of houses/quarters we will be maintaining?

RESPONSE: Copies were provided to the contractors present at the preproposal conference. A copy of the floor plans will also be scanned in and posted to FedBizOps.

6. Reference 1.2.3.2: It states the contractor shall use a computer system that is compatible with the standard software programs used on base. What software programs is the government using? Since the contractor will be required to be compatible, will the government provide the software needed at no cost? Does the government require the contractor to maintain any particular CMMS (Computer Maintenance Management System) to manage housing maintenance, supply request, invoices, stock, service calls, job orders, etc.

RESPONSE: The government provided computers come with standardized software such as Microsoft Word/Excell 2007, Power Point, and so forth. The majority of the contractor reports, form letters, self help data base, pictures, and so forth are stored on the share drive of these computers. All of the info stored on the share drive is accessible by the government. The government does not require any specific software/programs to manage the functions referenced in the above inquiry. The government may request information and reports from data input by the contractor from this system from time to time.

7. Reference 3.8: What are the locations that the contractor has to provide dumpsters? Is there a size requirement for each location?

RESPONSE: This is actually at the discretion of the contractor. It is recommended, however, that at least one roll-off be located next to the FMO warehouse (Bldg 1336) for the contractor's convenience. There is a fenced-in area provided for this purpose. The incumbant contractor currently uses a 30 cubic yard roll off dumpster.

8. Reference Appendix I: Request that a date extension be given for the submission of Past Performance questionnaires. Since most contractors are relying on individuals that are out of their control, additional time given to them is always needed and appreciated. The current due date for Past Performance questionnaires is currently set for 2 weeks prior to the delivery date of the proposal.

RESPONSE: While the requested due date is 17 Oct PPT information received after this time will be accepted.

9. Paragraph 1.1.1.2. Approved Self Help Work: Is it the intention of the government that all approved occupant “Self Help” work become part of the housing unit and therefore to be maintained by the contractor? What is the QAP acceptance procedure?

RESPONSE: Most “Self Help” work is removed at the time of termination of housing. The exception is ceiling fans. All ceiling fans become part of housing unit and therefore will be maintained by the contractor after acceptance. QAP acceptance is determined at the time of the pre-final inspection. Other types of Self-help projects include shelving, fences, paint and garage door openers.

10. Paragraph 1.2.3.1.1 … contractor shall have a system in place to track occupants in other branches of service not in the base system. Does ACES meet this requirement?

RESPONSE: ACES generally meets this requirement. This usually pertains to Army National Guard, Recruiters, and so forth, all of whom are in the local area.

11. Paragraph 1.2.3.2. Computer system compatibility: To what level must the contractors system be compatible? Certain programs? Accessible by the government? Please clarify.

RESPONSE: The government provided computers come with standard software, such as Microsoft Word/Excel 2007, Power Point, and so forth. The majority of the contractor reports, form letters, pictures, and so forth, are stored on the shared drive of these computers. All of this info is accessible by the government QAPs, and/or housing flight chief, and therefore meets the compatibility requirement.

12. Paragraph 1.2.3.2.5. Recurring Maintenance: Will a stand-alone application such as MS Excel or MS Access meet this requirement?

RESPONSE: Please see the response above. The contractor may create/provide separate application for non-government computers for such actions as work orders, service calls, and so forth. The government may request information/reports generated from this type of system.

13. Paragraph 1.2.5.6. Provide a projected housing availability package for new personnel. Please clarify the contents of this package?

RESPONSE: Due to modern technology, such as email, and AHRN, there are no set requirements in this area. It is common for the HMO to receive advance housing applications via email, from personnel being assigned to the base. Housing availability as well as other information are forwarded to the applicant in response to the email message. Office support direct personnel to a web page, Military Automated Housing Resource Network which has pictures of FE Warren MFH and downtown availability. They also generate application forms and informed personnel of the availability on base.

14. Paragraph 1.2.5.10 Provide a means for occupants to reorder keys. Will the contractor be reimbursed the cost of duplicate / replacement keys and locks for occupants? Should these costs be budgeted under the basic bid line item?

RESPONSE: Replacement keys and locks should be budgeted in the basic bid line item. These costs will be incurred based on the requirements of COM. The Housing contractor doesn’t provide replacement keys or duplicates to housing residents.

15. Paragraph 1.2.5.12 Grounds Care for units going from Vacant to Occupied. Who will maintain the grounds of vacant units between COM and time of next occupancy?

RESPONSE: The Grounds Maintenance Contractor.

16. Paragraph 1.2.6.1 Housing Referral: The contractor shall have updated hard copies of listing available at all times. AHRN is now the government required means of listing rental units and FSBO units. Property managers may update their listings at any time night or day making it virtually impossible to ensure that hardcopies are correct unless printed at the time requested. Please advise as to the need for hard copies.

RESPONSE: Hard copies are still required. Not all personnel have a computer or access to AHRN due to their transient status. It is understood the listings change without notice. The contractor’s must be able to provide an updated copy at the time it is requested.

17. Paragraph 1.3. 4.5. Dust Down Cleaning: Will the contractor be compensated for these four-hour dust downs? Is there a specific CLIN for this function or should the costs be budgeted under the basic bid line item?

RESPONSE: The contractor is compensated for no more than 4 hours for dust down cleaning. The amount of time required for dust down cleaning depends largely on how long the unit has been vacant. Some houses may only take 1/2 hour, while others may require the full 4 hours. Payment for this service is via the Contingency CLIN of the contract.

18. Paragraph 1.3.5.1. Refrigerators shall include an icemaker. Only certain GOQ and SOQ units are currently authorized icemakers. Is the intention here that all refrigerators include an icemaker?

RESPONSE: All newly procured refrigerators must have an icemaker.

19. Paragraph 1.3.5.9. Disposition of Appliances: Does the government have an estimate of appliances that will need replacement / disposal? Is there any data from previous years?

RESPONSE: Activity in this area should be minimal. During the last few years the government has made several bulk purchases of new refrigerators (approx. 300) and ranges (approx. 200). The old appliances will have been disposed of by the effective date of the new contract. Any historical data in this area would be extremely misleading when referring to the numbers of appliances being replaced and/or disposed of.

20. Paragraph 1.3.6.1 Exterior painting and roof maintenance: Are there statutory limits to these services ie. 100 lf of painting or 200sf of roofing ? At what point would these services fall under the Davis Bacon Act? Specific reference to the size of the recently renovated but already deteriorating historic porches. How will the contractor be reimbursed for quantities above the limit?

RESPONSE: There are no specific limits on painting or roofing such as 100 or 200 lf. Generally, the contractor is required to paint any areas which were repaired or replaced, or window/door frames during COM work. This is part of the basic bid item unless the limits specified in para 1.3.6.1., are exceeded. Whole house exterior painting is not a part of this contract. We are not aware of any “recently renovated but already deteriorating historic porches.”

Davis Bacon applies when over 200 SF is painted and for all roof repairs.

21. Paragraph 1.3.12.2. Responsibility for gas lines: Does the contractors responsibility begin at the “Corporation Stop” or at the connection to the main?

RESPONSE: The requirements are clearly stated. The contractor is responsible for gas lines from the main, through the foundation to include the regulator and all lines within the housing unit. Regulators are not checked regularly and they don’t go out very often.

22. Paragraph 1.4. FMO: Will the contractor be responsible for ordering/procuring all required furnishings?

RESPONSE: The government procures the furnishings. The contractor receives, stores, redistributes, repairs, and turns in furnishings.

23. Paragraph 1.4.1. FMO: Will the contractor be responsible for inventories and records for each individual dorm resident? This duty is currently the responsibility of the CDMO and/or Dorm Manager.

RESPONSE: No. The dorm managers will be responsible

24. Paragraph 1.5.2. Will the contractor be reimbursed for labor and material costs of installing “Self Help” fans?

RESPONSE: Labor no, material costs yes. Eight (8) fans have been installed this year.

25. Part Three: Government Furnished Property: Paragraphs 3.1., 3.2. and 3.3 identify an HMO facility and an FMO facility but do not identify a maintenance facility.

RESPONSE: The HMO facility is Bldg 306, FMO/warehouse facility is Bldg 1336, and the maintenance facility is Bldg 330.

General:

26. Does the government plan or foresee the mass replacement of any Dorm furnishings, either by programmed replacement or part of a Dorm renovation?

RESPONSE: Yes. The government has plans for whole dorm furniture replacement for three dorm renovation projects within the next 12 months. We also have plans for mattress and refrigerator change-out as well, within the next 6 months.

27. Will the contractor surrender or turn in universal waste / regulated waste through the base waste management system?

RESPONSE: The contractor is responsible. Requirements are covered in detail in paragraphs 4.1 thru 4.1.2., (page 87) of the PBWS. Minor modifications to this section have been accomplished by amendment.

28. Can the government estimate the annual FMO man-hour expenditure?

RESPONSE: Approximately 1900 hours.

29. Paragraph 1.2.5.12 Inspection of Vacant Units discusses the time frame and procedures for pickling vacant units. Then Paragraph 1.3.4.5 Dust Down Cleaning states that the contractor has up to 4 hours to complete a dust down cleaning to include yard maintenance. Will the contractor be compensated for the time it takes to un-pickle a unit for occupancy? This typically takes a lot longer than the pickling process because seals and gaskets dry out over the winter weeks and need to be replaced. This process must be accomplished by a technician, therefore the rate would be different than that of a cleaner. Also, if we are allowed to charge up to 4 hours including yard maintenance, should that labor charge be divided between cleaner rate and laborer rate? Finally, in some cases 4 hours is not long enough if the grounds are not maintained during the vacancy period.

RESPONSE: MFH units are only pickled during the winter months. The pickling/unpickling process is not a difficult/technical procedure. Who actually accomplishes this work is at the discretion of the contractor. Dust down cleaning allows for a maximum of 4 hours, at the cleaners rate. Grounds are maintained by the Grounds Maintenance Contractor during the vacancy period.

30. Paragraph 4.15. Occupant Abuse

“Any damage that the occupant has readily agreed to have caused or has been proven to have caused…” If the damage was the result of an accident, and is NOT fair wear and tear, will the contractor still be compensated for the damages? For example, if a child is playing ball in the house and breaks the glass on an oven door, will the contractor be compensated?

RESPONSE: In the example as given above, the contractor would be compensated for the repairs.

Attachment 5 – Quantities/Location of Equipment to be Serviced

31. Please clarify the following passage: “ 15 Appropriated Electric Wall Heaters “

RESPONSE: Changed in the PWS “Appropriated” indicates a historical brick unit.

32. It is our understanding that there is not a trash compactor in Quarters 92. Please clarify.

RESPONSE: Changed in the PWS. There is no trash compactor in Quarters 92.

33. It is our understanding that there is an over-the-range microwave in Quarters 92. Please clarify.

RESPONSE: Changed in the PWS. There was an over-the-range microwave installed during the kitchen renovation in Nov 07.

Attachment 8 – Facility Maintenance Checklist

34. Windows – “Replace all window and patio door screens in accordance with seasonal change and store and procure windows and screens in accordance with seasonal requirements”. This definitely requires the use of a lift - will the contractor be compensated for the rental cost of a lift to reach second floor and attic windows? Will there be guidelines for storm window and screen swap-out (i.e. to be completed during the months of May and October or something similar) or will the occupants be allowed to dictate when their houses will be serviced?

RESPONSE: The contractor is not reimbursed for rental cost of a lift. This requirement could be met during the annual PMI inspection each August, thereby limiting the number of times a lift must be rented. Only our 7 restored brick units have screens/storm windows to change out on a seasonal basis.

35. Floors – “repair or replace damaged subfloors and repair or replace non-wooden floor covering such as sheet vinyl and tile.” Will the contractor be compensated for significant subfloor and/or underlayment replacement?

RESPONSE: No, this is part of the basic bid item. In the last year approximately 3,472 SF has been replaced in approximately 25 houses (primarily kitchens and laundry rooms.) If a catastrophic event was to occur then the contractor would be reimbursed.

36. Baths – “repair or replace fiberglass bathtub and shower units.” Will the contractor be compensated for significant green-board replacement?

RESPONSE:

No. This is a basic bid item. In the last year approximately 30 houses have required 20 SY of replacement per house.

37. Exterior – paint…is there a limit to the amount (SF) of exterior paint the contractor will be responsible for as part of the basic maintenance line item?

RESPONSE: There is no limit specified on exterior painting. Generally speaking, exterior painting is restricted to areas where repairs/maintenance have been made, or such things as window/door frames, or porch decks during COM work. Whole house exterior painting is not a requirement of this contract.

Attachment 9 – Material Specifications

38. Wood Floor Refinishing – Item G states apply 2 coats of wax and polish with an electric polisher. It is our understanding that freshly applied high-gloss polyurethane should never be waxed. Please clarify.

RESPONSE: You’re absolutely correct. Freshly applied polyurethane is not required to be waxed. The PBWS will be clarified. Changed in PWS

39. Shower Stall and Pan – It is our understanding that it is impossible to install a one-piece or two-piece shower pan/stall in any Capehart Housing unit. In fact, in 1900 Senior NCO housing units, two surround kits must be purchased to cover all shower walls. Could you please clarify, elaborate or revise?

RESPONSE: There are 48 senior NCO housing units that would require two surround kits to cover all shower walls. Shower stall and pan replacement are reimbursable items based on SF.

40. Interior Paint/Exterior Paint – Item 7 Federal Spec MILSPEC Number 27886 Satin – It is our understanding that MILSPEC 27886 is used in historic brick houses only and it is semi-gloss as opposed to the indicated satin. Please clarify.

RESPONSE: You are correct. Federal Spec paint is only used in the historic brick houses. It should be semi-gloss. Changed in PWS

41. Paragraph 4.3 Certifications: Please clarify the language “professional licenses”. If the contractor is performing plumbing, heating, electrical, etc. work is the contractor required to have, on staff, a licensed technician for each of these trades and/or must the contractor subcontract to a licensed, professional firm for any work involved with these fields?

RESPONSE: Currently, the State of Wyoming only requires an electrician to be licensed to work in the state. While the other licenses are preferred, they are not a contract requirement. As always, the State of Wyoming requirements are subject to change without notice. The City of Cheyenne requires licensed electrician and plumbers. Laramie County does not require any kind of license i.e. plumber or electrician. Neither applies to work on the base because FE Warren falls under Federal jurisdiction.

42. Paragraph 1.1.1.3 Performance Standards and Workmanship: It has come to our attention that the D.O.L. does not recognize Maintenance Trades Helper as a position in which a person designated as such may work alone. The D.O.L. has further indicated that a Maintenance Trades Helper may only assist a journeyman level trade (plumber, electrician, etc.), which does not include a General Maintenance Worker. Can you provide any comments as to your knowledge of these statements?

RESPONSE: At the DOL website it appears this is true. That an employee can not be classified as a laborer when assisting a journeyman level trade employee. Instead they are to be classified as a maintenance trades helper. This has been referred to the DOL for clarification.

47-3015 Helpers—Pipelayers, Plumbers, Pipefitters, and Steamfitters: Help plumbers, pipefitters, steamfitters, or pipelayers by performing duties of lesser skill. Duties include using, supplying or holding materials or tools, and cleaning work area and equipment 47-3013 Helpers—Electricians: Help electricians by performing duties of lesser skill. Duties include using, supplying or holding materials or tools, and cleaning work area and equipment.

43. Paragraph 1.3.6.1 Reimbursements: Please provide your comments with regard to the $375.00 reimbursement threshold as it would pertain to the following scenario: A boiler end plate must be replaced and its cost is $325.00. Because the boiler malfunctioned, needed replacements also include; seals, gaskets, a controller, etc. The total cost of this job order is $535.50 but each individual part is below $375.00. Is there any reimbursement under this scenario?

RESPONSE: In the example given above, the contractor would be reimbursed in the amount of $160.50. This would only apply if all of the parts identified are on the same work order.

44. Davis-Bacon Wage Determination WY070009: There is no painter wage stated on this determination. Rather, there is an SF 308 28 April 2008 WY00001 included. Is there a bona-fide Davis-Bacon wage determination where this painter rate can be seen?

RESPONSE: No, there is no Davis Bacon Wage Determination with painter rates included.

45. On the Past Performance Questionnaires due on the 17th, the solicitation states that your office would like it returned via fax and hard copy mail. We have been queried by other contracting offices that would be filling out questionnaires for us if email can be used to return the questionnaires. In addition, if email is an acceptable method, will a hard copy still be required?

RESPONSE: Email copies of Past Performance questionnaires are acceptable.