Grounds_QA(2).docx

Questions and Answers 13 June 2013

Q1. Reading the answers to questions posted on FBO, which CLINs will be fixed firm price and receive a fixed monthly payment and which CLINs will be performed as a result of work being ordered by CE or the CO?

Answer: In accordance with FAR clause 52.216-1, award will be for a Firm Fixed Price Indefinite Delivery Indefinite Quantity contract resulting from this solicitation. Therefore, all services will be required upon issuance of an order. The order for basic services to be required and incrementally funded at award will be for CLINs/SubCLINs 0002AA – Maintain Improved Grounds, 0002AC – Maintain Irrigation System, 0002AD – Remove Debris/Police Grounds, 0002AE – Leaf Removal, 0003AA – Maintain Semi-Improved Grounds, 0003AC – Maintain Airfield, Semi-Improved Grounds, 0005 – Vegetation Control, and 0006 – Maintain Surface Drainage Ditches. Monthly payments can be estimated by identification of CLIN performance periods and quantity. All other items are identified in the bid schedule to be issued by separate delivery order as funding and requirements are identified.

Q2. Please clarify the following statement:

“Additionally, the current solicitation implements a standardized Air Force Performance Work Statement template and services will be based on delivery orders issued, not on fixed monthly services.”

Answer: The basic services of SubCLINs 0002AA – Maintain Improved Grounds, 0002AC – Maintain Irrigation System, 0002AD – Remove Debris/Police Grounds, 0002AE – Leaf Removal, 0003AA – Maintain Semi-Improved Grounds, 0003AC – Maintain Airfield, Semi-Improved Grounds, 0005 – Vegetation Control, and 0006 – Maintain Surface Drainage Ditches will be incrementally funded at the time of award. All other items will be issued by separate delivery order as funding and requirements are identified.

Q3. 1.1.8. Pest Control. Could we please request how many trees we can expect to treat annually for the pest species listed?

Answer: This paragraph has been revised in Amendment 0005 to identify only those pests specific to grounds maintenance. This solicitation does not include treatment of any trees for pests.

Q4. 1.1.8. Pest Control. “The following types of pests are common on this installation and their abatement should be specifically addressed in the IPM plan and used to determine the workload:” Not being on the base and being able to determine our IPM Plan ahead of being the awardee for the contract, could you please clarify how we are to “determine the workload” (of trees to be treated for pests) and work this into our estimate for CLIN x002AG?

Answer: This paragraph has been revised in Amendment 0005 to identify only those pests specific to grounds maintenance. This solicitation does not include treatment of any trees for pests. Workload is required for improved grounds only and is estimated in Appendix A for acres identified as improved grounds.

Q5. 1.5. Maintain Surface Drainage Ditches. The Workload Data lists these as being 18,116 Linear Feet. One ditch may be 15 feet wide and another 150 feet wide. We request that a workload in Square Feet or Acres be published.

Answer: As stated in the solicitation, this requirement implements a standardized Air Force template for grounds maintenance and deviating from linear feet to square feet or acres is not authorized. However, the surface drainage ditches cover 46.96 acres or 2, 045, 577.6 square feet.

Q6. 1.7.1. Trees. With regards to the pruning of the 100 trees, can we please get a breakout of how many large, medium and small trees there will be that require annual pruning?

Answer: Amendment 0003 corrected the quantity in CLIN 0008AA, Prune Trees, in the bid schedule from 100 to 120 as stated in the workload. The table below is a total estimate of trees, by size, located on Malmstrom AFB. The size of trees of the 120 expected to be pruned, that the government can reasonably estimate, is 48 small, 48 medium and 24 large. This information will also be identified in the workload, Appendix A. Therefore, the requirement to prune 120 trees annually maybe any combination of small, medium and large trees.

Q7. Could you please confirm that all grounds maintenance is within the boundaries of the base and there are no remote sites (missile launch facilities) to maintain?

Answer: There is no workload identified for the missile field complex and there are no specifications identified for the missile field complex. This solicitation is for grounds maintenance services for Malmstrom base grounds only and does not include the missile field complex.

Q8. We note that the instructions for proposal preparations states that the proposal consists of two separate volumes. However, there is a requirement to prepare three volumes, the third being the Technical Capabilities volume. Are we to include this volume within either the Volume I or Volume II?

Answer: Amendment 0004 corrected this information. A proposal consists of three separate volumes; Volume I – Past and Present Performance, Volume II – SF 1449, Bid Schedule, Representations and Certification, Financial Data and any parts of the request for proposal with fill-in blanks and Volume III – Technical Capability.

Q9. Could we please get clarification on how we are to produce an IPM Plan ahead of contract award? We would need to be on base for some considerable amount of days to produce a plan that will help determine Workload.

Answer: A pest control plan should be compiled as it applies to the identified acres of improved grounds and the frequency of application identified in the estimated workload at Appendix A.

Q10. How are we to calculate Labor and Materials costs for this PWS Item if it is to be calculated from “the IPM plan”?

Answer: Based on the identified acres of improved grounds, the frequency of application identified in the estimated workload at Appendix A, the requirements for application as stated in the PWS and industry knowledge, adequate information is available to compile an Integrated Pest Management (IPM) plan.

Q11. How are we to determine a Workload, Staffing and Materials estimate if “This requirement is accomplished by separate delivery order. Orders may be issued orally.”?

Answer: Contractors would need to be prepared to respond to a delivery order when required by the Government. Staffing and materials can be determined based on estimated workload at Appendix A.

Q12. What will be the minimum time period between award and contract start?

PWS Item: 4.11.1 TRANSITION PLAN The contractor shall provide a reasonable and realistic transition plan no later than the pre-performance conference. The plan shall include, but is not limited to a chronological sequence of events from time of award until the start date (i.e. submission of Contractor Entry Authorization List (CEAL)), a staffing plan, equipment placement plan, etc. Contractor shall be fully prepared to perform on start date. The plan shall show how the contractor will keep its materials and equipment separate from the incumbent. The government expects the incumbent and incoming contractor to work together to ensure a smooth transition.

Answer: The Government would like to give notice of award two weeks prior to performance start.

Q13. Will the incumbent contractor (if not awarded this new contract) be out of the facility and have all equipment and materials removed by contract start?

Answer: The incumbent contractor is required to perform up to the day before the newly awarded contract is scheduled to start. The incumbent will relocate all equipment off site to accommodate an incoming contractor to the maximum extent practicable.

Q14. Will the Government consider a ‘zero transition period’? Past experience has shown us that a vacating contractor is of no help or can inhibit the smooth start of a new contract.

Answer: The incumbent contractor has always maintained a professional relationship with the Government and is required to work with other contractors in such a manner as to not cause delays. Any adverse effects caused by the incumbent may negatively affect reporting of contractor performance. At Malmstrom, the Government has been able to maintain a successful working relationship with its contractor community.