Q&A 9Jan2020.pdf

Whiteman Air Force Base (AFB) Simplified Acquisition of Base Engineering Requirements (SABER)

Solicitation No. FA462520R0001

Clarification Questions and Answers 30 Dec 19

1. Escort Pool Availabilities

A. Question: We understand the escort pool at Whiteman AFB is available on a first come, first serve basis with a potential for wait times, what is the % of delivery orders that is expected to take place in restricted areas? This dynamic of not knowing when and if escorts will be available can have untold impacts on daily production and a Contractor’s cost of performing work in these areas that require escorts.

Answer: Historically, approximately 50% of projects are in areas requiring escorts. It is extremely rare that escorts are not available as long as coordination is completed in accordance with escort request guidance. Please see the Contractor Escort Guidance 8 Jan 2020 PDF for this guidance.

B. Question: Are materials delivered to base, IE., Concrete Redi-Mix, require escort from the plant to the place of installation, including passing through inspection to get on base, thus relying upon the Escort Pool to support?

Answer: Escorts are not required for material deliveries but for deliveries of materials with limited lifetimes having an escort at the plant, significantly reduces the time for inspection and entry onto Whiteman AFB. The escort inspects the truck at the plant and provides a ticket to the driver to provide to Security Forces (SFS) at the inspection gate to expedite the inspection process. Escorts do not escort trucks/materials to or onto the installation. An escort does not relieve the contractor of appropriate Entry Access List (EAL) responsibility for all personnel entering the installation, including deliveries.

2. Secure Areas

A. Question: Secure Areas - What is the average loss in productivity due to working in these areas?

Answer: The time it takes to access secure areas fluctuates based on many factors.

Historically, flight line access averages 15 minutes to enter and 5 minutes to exit, WSA access averages 45-60 minutes to enter and 45-60 minutes to exit. There are peak entry/exit times that greatly affect timelines. Several times a year access to the secure areas will not be allowed. Historically, there are 2 to 4 instances of access restriction per year typically lasting 10 days. Notification of upcoming access restriction will be given as early as possible and PoPs will be reviewed for effected projects. There could be times when secure areas will be restricted with no prior notice due to mission requirements. All effected projects will be reviewed if this occurs. Proper escorts, EAL documentation, and secure area procedures will be adhered to at all times. It is the contractor’s responsibility to coordinate escorts and EALs. Failure to properly submit, process, and keep up to date access requests will result in denial of entry without a PoP extension.

B. Question: Secure Areas - How long do contractors typically have to wait to get an escort?

Answer: If coordination is completed in accordance with escort request guidance, there will be escorts available at the agreed upon time. Escort Pool duty hours are 0630-1830 on regular duty days. Please see the current Contractor Escort Guidance_8Jan2020 PDF for this guidance. This guidance is subject to change.

C. Question: Secure Areas - Besides waiting for an escort…How is production/productivity affected otherwise when working in these areas?

Answer: Foreign Object Debris (FOD) is of great concern on the flightline. Cleanliness of the job site and securing of materials to reduce the chance of FOD is mandatory.

3. R.S. Means and City Cost Index

A. Question: Was the incumbent using the Bare Cost OR the Overhead and Profit Column of the RSMeans book?

Answer: The incumbent is using R.S. Means Bare Cost.

B. Question: Was the incumbent allowed to use the CCI (City Cost Index) on top of the coefficient, as a multiplier?

Answer: Yes, the incumbent is allowed to use the CCI in addition to the coefficient.

C. Question: How often is the CCI updated in the contract? Does it update quarterly, to match the published updates?

Answer: The CCI is updated annually with the exercise of the option year.

4. Price vs. Past Performance

A. Question: During the pre-proposal meeting it was stated that Past Performance would be given a higher weight than price. However, the way the evaluation criteria is described in Section M seems to contradict this statement (price is going to be evaluated first, and only the three lower will be given further consideration). Please clarify the criteria to be used?

Answer: The three offerors with the lowest total evaluated price will determine which offerors will be evaluated for past performance and technical capability. If none of the low three (3) offerors have acceptable technical capability and a substantial confidence rating, the next lowest priced offeror will be assessed on past performance and technical capability.

5. Project Magnitudes

A. Question: During the pre-proposal it was stated that the SABER would return to executing smaller, less complex projects and that an upcoming MATOC would execute larger, more complex projects. Does the Government intend to award projects of smaller dollar magnitude on this SABER than on the previous SABER? Are the intended, forecasted projects more focused on renovation and repair projects that are represented by Division 09?

Answer: The purpose of the SABER is to execute projects that require little design effort.

The projects completed by the current SABER contract range from utility replacement to small office renovations. The estimated value of the SABER remains unchanged.

B. Question: Does the government intend to issue more task orders of smaller magnitude to utilize the capacity of the SABER contract? Will the Contractor be required to increase field supervision proportionately to the number of active task orders? Will the Government allow the Contractor a modifier to renegotiate the Coefficient to reflect changes in staffing needs based on task order awards?

Answer: No. The estimated number of task orders remains unchanged. No modifier shall be allowed.

6. Permits

A. Question: Will the Contractor be required to request and secure permits on this SABER contract? More specifically: Outage Permits, Excavation Permits, Hotwork Permits, Confined Space Permits, State MDNR (Mo Dept of Natural Resources), 404 Permits, Airfield Waiver/FAA permits? Please, provide an answer for each permit that the contractor will be responsible to provide? If the Contractor is required to secure permits for all of these, how will this impact the period of performance of a project? Will there be a modifier to allow the contractor to recoup the cost of doing this as it is impossible to account for this effort in a coefficient?

Answer: The contractor will be required to obtain all necessary permits for each permit.

It is the contractor’s responsibility to determine typical timeframes for permit approvals and account for these into their proposed period of performance (PoP) prior to negotiation. Permits costs are to be including in the Contractor’s determined coefficient.

Please see Section B, Paragraph two of the Solicitation for items that are included in the coefficient.

7. Fill-Ins

A. Question: Section L, Page 46, paragraph B states “For Sections C through I, the Offeror shall submit only those pages that require a fill-in.” Beyond these sections, we noticed Section L, pages 50-51 has FAR 52.223-22 which includes space for fill in. Are offerors required to complete this clause and include it in Part I – Price?

Answer: Yes. All fill-ins are to be completed and returned. Section L, Paragraph B, sentence 1 under proposal preparation instructions is hereby changed to read “All sections requiring fill-ins shall be completed and returned.”

8. Signature

A. Question: Section L, Page 47, Part I – Price states “One copy of the SF 1442 must bear an original, authorized signature.” Please confirm that the original, authorized signature will be included on the electronic copies since a paper/hard copy is not required.

Answer: Electronic copies of this form are permitted.

9. Proposal Copies

A. Question: Section L, Page 47, Part I – Price states “Submit original and one (1) copy of this part.” Please confirm the “original” is the unsanitized copy and the” one (1) copy” is the required sanitized copy.

Answer: Yes. One (1) original unsanitized copy and one (1) sanitized copy of the proposal are required.

B. Question: Are we to supply one hard copy of an unsanitized and sanitized proposal copy?

(One copy of the proposal comprising of Part 1, 2 and 3)

Answer: One (1) original unsanitized copy and one (1) sanitized copy of the proposal are required either via hard copy or electronically.

C. Question: If we are going to submit electronically, do we still have to submit a hard copy?

Answer: No. The proposal shall be submitted either as a hard copy or electronically.

D. Question: We are submitting our response via email. Are Parts I, II, and III to be in one

(1) single PDF file or separated into three (3) separate files?

Answer: The Parts I, II, and III shall be submitted as separate files.

E. Question: On page 46, Section L. A. – it says there should be one (1) unsanitized copy and one (1) sanitized copy. However, on page 47 Part II and page 48 Part III it is specifically stated these sections are to be sanitized, but on page 47, Part I it is not specifically mentioned it should be sanitized. Are all three (3) Parts to be sanitized?

Answer: Yes. All parts are to be sanitized in the sanitized copy.

10. Section B and Price Evaluation Worksheet

A. Question: Section L, Page 47 requires offerors to “Insert unit prices in Section B and in Attachment 4…” however, the Attachment 4 provided with the solicitation is the WAFB HVAC Design Guide. Please confirm offerors are to use Attachment 6 – Price Evaluation Worksheet.

Answer: Yes. Offerors are to use Attachment 6 – Price Evaluation Worksheet. Section L, paragraph B under Part I – Price is hereby changed to read, “Insert unit prices in Section B and in Attachment 6…”.

11. Project Manager

A. Question: Section L, Page 47 identifies 5 minimum key personnel positions to include:

Project Manager, Site Superintendent, Quality Control (QC) Manager, CAD Technician/Draftsman and any alternates to these disciplines. However, Attachment 1, SOW also references the position of Program Manager. Are the positions of Project Manager/Program Manager used interchangeably?

Answer: Yes.

12. Qualifications

A. Question: Section L, Page 48, Sub-Factor 3 – Quality Control Plan, paragraph 2 requires

“The names, duties, responsibilities, and authorities of each person assigned a Quality Control Manager function. Any replacements must have similar qualifications in dealing with projects of similar size and scope.” However, this paragraph varies from Attachment 1, paragraph C 504.2.2., which requires “The name, qualifications (in resume format) or recognized certification, duties, responsibilities, and authorities of each person assigned a CQC function. Any replacements must have similar qualifications.” Should offeror’s follow Section L rather than the SOW requirement?

Answer: Attachment 1, paragraph C 504.2.2. is in reference to the Quality Control Plan that is submitted after award. Please submit documents in accordance with Section L.

13. Submittals

A. Question: SABER SOW – C404 GENERAL requires an offeror’s CQC representative review, stamp/sign and date all submittals. Please confirm that the Government is requiring that all submittals be stamped/signed and dated prior to submission?

Answer: All submittals must be reviewed, signed, and dated by the CQC representative prior to submission. A stamp is not required. This requirement is not requesting a Professional Engineer (PE) stamp on all submittals. This is requiring the QC rep to review, sign, and submit the submittal on an AF3000.

14. Quality Control Manager

A. Question: SABER SOW – C505 Quality Control System Manager requires an offeror to identify a CQC Systems Manager to be responsible for overall management of the all quality control matters for the Contractor. May this individual have other duties assigned to them beyond that of Quality Control?

Answer: Yes; however, QC is taken very seriously at Whiteman AFB and high quality is expected even if the CQC Systems Manager is assigned other duties.

15. Drawings

A. Question: Solicitation P.17, Section H-11 refers to “Blue Drawings”. All other sections reference “Red Drawings or Markups or Redlines”. May the Government define “Blue Drawings” and how they are different than “Red Drawings/Markups/Redlines”?

Answer: Redlines are field edited drawings denoting discoveries and changes made in the field, typically made with red pen and are considered always in “draft” status even though they are to be updated in real time as changes are made/discovered. “Blueline copy” can be used interchangeably with “as built”, which will be a professionally updated “final” set of drawings indicating the details and changes during the project.

16. Utilities

A. Question: Utility Locates – Does the Government hold the Contractor responsible for a 3-ft distance on either side of locates on base or 5-ft?

Answer: 3 ft. on each side of the mark.

17. Personnel

A. Question: Section L page 47 references four key personnel positions (1. Project Manager, 2. Site Superintendent, 3. Quality Control (QC) Manager and 4. CAD Technician/Draftsman). However, these positions are different from the key personnel identified in Attachment 3, Specifications. Attachment 3, Section 01 31 01 Project Management, 1.1 Key Personnel identifies the minimum personnel as Program Manager, Installation Construction Manager, Job Foreman, Quality Control Officer, Environmental Officer and Site Safety and Health Officer (SSHO). Please clarify which positions are correct and should be staffed for the SABER. Additionally, please clarify which positions require resumes to be submitted with Part II - Technical Capability.

Answer: Specification 01 31 01 is hereby removed from Attachment 3, SABER Specifications. Staffed positions should at minimum include those referenced in Section L page 47. Those positions and their alternates will require resumes to be submitted with Part II- Technical Capability.

18. Sanitized Copies

A. Question: Section L, page 46 provide direction for preparing the sanitized copy, specifically “one (1) sanitized copy with Offeror's CAGE code only for identification.”

In accordance with FAR clause 52.215-1, we typically include the information summarized below on the cover/first page of our proposal submissions. Please confirm this information is still acceptable to include on the sanitized copy.

• The name, address, and telephone and facsimile numbers of the offeror (and electronic address if available);

• Names, titles, and telephone and facsimile numbers (and electronic addresses if available) of persons authorized to negotiate on the offeror’s behalf with the Government in connection with this solicitation; and

• Name, title, and signature of person authorized to sign the proposal. Proposals signed by an agent shall be accompanied by evidence of that agent’s authority, unless that evidence has been previously furnished to the issuing office.

Answer: None of the information listed above shall be included in the sanitized copy.

The CAGE Code should be the only identifier.

19. Management Plan

A. Question: Attachment 3, Section 01 31 01 states “The Contractor shall create and submit, a Management Plan as part of the original solicitation. …The Management Plan shall include a position description for all personnel, required minimum qualifications, required job experience (with examples) and specifies what positions are being accomplished by subcontractors.” These requirements, specifically, position description and minimum qualifications are beyond the requirements outlined in Section L and M, pages 47 and 54, respectively. Please confirm that offerors are only required to comply with Section L and M requirements for the proposal submission.

Answer: Specification 01 31 01 is hereby removed from Attachment 3, SABER Specifications. Please comply with the requirements stated in Sections L and M for proposal submission.

20. R.S. Means Books

A. Question: In regards to the R.S. Means Books, can the Government confirm that the R.S.Means books will be available for purchase through the GSA Schedule?

Answer: No. The contractor is responsible for obtaining and furnishing the Government with all required publications.

B. Question: Please clarify if the SOW or the Specification, referenced below, are to be followed for pricing guides to be provided to the Government? The SOW lists some titles that the Specification does not. The SOW also provides quantities, where the Specification does not. Which is accurate?

Per the SOW:

C 106.2 Publications: The Contractor shall provide the Government with the number of copies indicated below of the latest edition at the time of contract award the following publications and any updates during the contract period, for the life of the contract, including but not limited to annual editions of the R.S.

Means Cost Data and revised editions of all reference publications listed below. They shall be hardcover unless a hardcover version does not exist. If there is a conflict between these codes, regulations, and specifications, the most stringent requirements shall apply at all times at the discretion of the Contract Officer. These publications shall be furnished to the Contracting Officer no later than 30 days after contract award. These are in addition to paragraph C104.5.

Copies Publication 2 International Mechanical Code 2 International Mechanical Code (IMC) BTB Fast Tabs 1 International Mechanical Code Commentary 1 International Plumbing Code 2 International Plumbing Code (IPC) BTB Fast Tabs 1 International Plumbing Code Commentary 1 NFPA 101, Life Safety Code 1 NFPA 70, National Electrical Code 2 Color Coded EZ Tabs for the National Electrical Code 2 NFPA 70, National Electrical Code Handbook 1 International Building Code 1 International Building Code (IBC) BTB Fast Tabs 1 International Building Code Commentary, Volume 1 1 International Building Code Commentary, Volume 2 1 Building Codes Illustrated: A Guide to Understanding the IBC, Ching 1 International Existing Building Code 1 International Fire Code 1 International Fire Code (IFC) BTB Fast Tabs 1 International Fire Code Commentary 1 International Residential Code 1 International Residential Code Commentary, Volume 1 1 International Residential Code Commentary, Volume 2 1 International Energy Conservation Code 1 Uniform Plumbing Code

2 Uniform Mechanical Code 1 ICC A117.1 Accessible and Usable Buildings and Facilities 3 R.S. Means Facilities Construction Cost Data 2 R.S. Means Mechanical Cost Data 2 R.S. Means Plumbing Cost Data 2 R.S. Means Electrical Cost Data 2 R.S. Means Assemblies Cost Data 2 R.S. Means Site Work & Landscape Cost Data 2 R.S. Means Interior Cost Data 2 R.S. Means Concrete & Masonry Cost Data 2 R.S. Means Square Foot Costs

These publications shall remain the property of the government.

Per SABER Specification 01 04 00

1.7 PREPRICED UNIT PRICE BOOK

1.7.1 Unit Price Book: The unit price book shall consist of the most current RSMeans Facilities Cost Data Guide, RSMeans Assemblies, and the RSMeans Master Composite Cost Data Guides – consisting of Building Construction, Electrical, Mechanical, Plumbing, Green Book, Interior, Site Work & Landscape, Concrete & Masonry and Heavy Construction Cost Data. This guide shall be provided in two formats (as described below): bound RSMeans’ hard copy books and electronic software database to be used by the cost estimating software. All costs used from the databases shall be bare costs; the Assemblies guide will be used by the SABER office only.

1.7.1.1 All bound volumes, electronic databases, and software licenses shall be provided by the contractor.

Answer: Specification 01 04 00 is hereby removed from Attachment 3, SABER Specifications. The Contractors should abide by the SOW for the number of copies of publications.

21. Past Performance

A. Question: How many reference projects are offerors to provide in the Past Performance section? It does not mention a limit.

Answer: If an Offeror has more than five (5) awarded contracts during the past five (5) year period, then identify only the five (5) most recently awarded contracts. Identify on this list those who were forwarded questionnaires as outlined in paragraph (1) of this part.

B. Question: Will key personnel contract experience be accepted as past performance?

Answer: No

C. Question: We intend to submit a CPARS on a Task Order from a SATOC, is this acceptable?

Answer: No. In accordance with the Solicitation, “The PPET will primarily rely on information provided by Offeror's completed past performance questionnaires and/or from the Contractor Performance Assessment Reporting System (CPARS). However, the Government may use information previously obtained from past performance questionnaires or data independently obtained from other government and commercial sources in the evaluation process. In the event an Offeror submits a Past Performance Questionnaire and it is subsequently determined that the referenced project was formally evaluated in the CPARS, CPARS ratings shall take precedence.” We are looking for information outside of what the Government can gather to be submitted.

D. Question: Are CPARS to be sent prior to proposal closing date or included in the proposal response?

Answer: No. The Government pulls CPARS for all offerors being evaluated. “In the event an Offeror submits a Past Performance Questionnaire and it is subsequently determined that the referenced project was formally evaluated in the CPARS, CPARS ratings shall take precedence.”

22. Submission

A. Question: Can we submit the proposal on DoD SAFE website instead of email? This would prevent multiple emails due to file size restrictions.

Answer: Yes, DoD SAFE is an acceptable submission tool. However, the Government is not responsible for late submissions due to system errors, updates, outages, etc.

23. Extension

A. Question: Would the government consider at least a week extension for proposal submissions? The holiday break has taken away some time we could spend putting together an RFP response.

Answer: No.

B. Question: The holidays have extremely delayed responses on PPQ’s from contract reference sources. Will a proposal due date extension be granted in order to allow contract sources time to respond to PPQ request?

Answer: No.

24. Network License

A. Question: The SOW indicates we are to provide (1) one network license for (10) ten concurrent terminal to operate the RS Means Database estimating program. The mobile workstation that we are to provide is listed as requiring e4Clicks, as well. Is the laptop installation considered to be part of the (10) ten licenses, or is it over and above?

Answer: No. The laptop license is a standalone license.

25. Estimating Systems

A. Question: To provide the Government with all software, updates, books and the specified computer will cost $600,000 over the cost of all option years, over $740,000 to provide Contractor software licenses. Our company has developed a comprehensive estimating system that can be shared with the Government for the review of estimates, similar to e4clicks, while saving the Government considerably. Will the Government consider a contractor to provide their own estimating software solution in lieu of e4clicks?

Answer: Not at this time. Any new software would have to be vetted well in advance of issuance of the solicitation. We may consider the use of other estimating systems for use with SABER in the future, but not for this requirement.

26. Design Fees

A. Question: To design a project to a point where it can be appropriately priced (e.g. 35%) requires significant hours of effort and many times requires diligent field investigation, architect and engineering hours, etc. This effort can add up to thousands of dollars for a project of relatively small magnitude. Will the Government consider allowing the contractor to recover costs of design for projects that are not awarded at the end of the year?

Answer: No. The design fee is intended to compensate the contractor for their design efforts.

27. Amendment Acknowledgements

A. Question: On page 50, K. it states that acknowledgement of amendments should be received “prior to solicitation closing date”. Are Amendments (SF30) to be email prior to the closing date or is including them in our proposal response sufficient?

Answer: Including the amendment acknowledgement with the proposal is sufficient as long as the proposal is received before the closing date and time.

28. Design Costs

A. Question: Do design costs have to be included in our coefficient?

Answer: An offeror’s proposed design fee is to be provided on the Price Evaluation Worksheet, Attachment 6, and in Section B of the solicitation. A value must be entered, however, it is up the offeror to determine that value. The Design Fee or Proposal Development Fee as referenced in the SOW is separate from the coefficient.