633_CONS_List_of_FA4800-13-R-0004_Questions.docx

BOS FA4800-13-R-0004 QUESTIONS and ANSWERS

1) The Solicitation Issue Date is listed as 29-Nov-2012. We assume this is incorrect and a carryover from the Draft documents. Is that assumption correct? The Solicitation issue date has been changed to April 5, 2013.

2) The offer due date is listed as 04:30 PM 31 Dec 2012. We assume this is incorrect and a carryover from the Draft documents. Is that assumption correct? The Solicitation Due date has been changed to May 6, 2013.

3) The FBO announcement is the only location where a site visit is discussed. The Instructions to Offerors and the reference to FAR 52.237-1 contain no further discussion of a site visit. Without an organized site visit complete with an opportunity to view the Government provided operations facilities as well as some of the more critical facilities to be maintained, offerors will be bidding with less than optimal data. The outcome will be significantly reduced quality in the bids offered to the Government. Request a formal site visit be scheduled. A “One Time Only” site visit has been scheduled for April, 17, 2013 10am – 11am. The 4/9/13 solicitation amendment has Site Visit registration and instructions for potential vendors to attend the BOS Site Visit.

4) We are reviewing the solicitation posted on 5 April for Ft. Eustis BOS and noticed that there are references to a past performance questionnaire, but no template was provided. Do you wish for the vendors to use a common template? Please clarify. The 4/9/13 solicitation amendment has a past performance questionnaire.

5) Was the incumbent contract held by Advanced Federal Services Corp. (W911S008C0001) extended? If so, when was the contracted extended? The extended AFSC contract was extended to April 30, 2013.

6) If there could be an Industry Day or Proposal Conference it would be greatly appreciated. That would allow us to identify possible teaming partners. A “One Time Only” site visit has been scheduled for April, 17, 2013 10am – 11am. The 4/9/13 solicitation amendment has Site Visit registration and instructions for potential vendors to attend the BOS Site Visit

7) May we request a site visit regarding FA4800-13-R-0004, Fort Eustis Base Operations Support? An Industry Day was held in August 2012, attached below is a list of attendees - A “One Time Only” site visit has been scheduled for April, 17, 2013 10am – 12pm. The 4/9/13 solicitation amendment has Site Visit registration and instructions for potential vendors to attend the BOS Site Visit

8) Can we arrange to be part of a site visit? Obviously without the proper site visit it would be extremely hard to accurately evaluate the Base Operations. A “One Time Only” site visit has been scheduled for April, 17, 2013 10am – 11am. The 4/9/13 solicitation amendment has Site Visit registration and instructions for potential vendors to attend the BOS Site Visit

9) What is the incumbent’s contract number for the solicitation above? Advanced Federal Services Corp. (W911S008C0001)

List of Industry Day Attendees – Aug 2013 Industry Day Registration

14 A: 1200-1215/A

10) Who will be running the contract after 30 Apr 2013? Is there a bridge to AFSC or to another contractor? If so who? A new short term contract will be in place once the old contract end and the new contract is awarded.

11) could you clarify if there any janitorial work would be included in this reference project above? There is not janitorial work in this requirment.

12. Reference: RFP page 22 – a. Part I – Price Proposal 1) This part is limited to 10 pages Question: Does the 10 page limit encompass the entire Price Proposal or just parts b and c – teaming arrangements and staffing plan? As stated in the RFP Part I – Price Proposal is for your pricing portion of the proposal (BID SCHEDULE).

13. Reference: RFP page 22 – a. Part I – Price Proposal “The offeror shall provide a staffing plan to accurately reflect key personnel with the required experience.”

Reference: PWS 1.2.7.1 Key Personnel. “These are defined as “Key Personnel” and are those persons whose resumes should be submitted for evaluation of the proposal.”

Question #1: Is this the section where resumes shall be placed? Or should they be placed in the Personnel section in the technical response? Resumes are not required in the proposal, once awarded resumes will be reviewed.

Question #2: Are resumes included in the page count? See above

14. Reference: Evaluation Criteria – Factor 1 Technical. “Offeror’s proposal demonstrates a complete plan that demonstrates an understanding through the plan of the technical aspects of the base operations and maintenance work as required at a DOD installation and described in the Performance Work Statement. Offeror must demonstrate a knowledge of working in the customer support business….which includes infrastructure and equipment maintenance, HVAC maintenance, Barracks maintenance, pest management, and appliance repair.” In the bullet points referencing PWS sections, section 5.7 Pest Control was not listed as an “ability to perform.”

Question: Does the Government intend on issuing an amended RFP to add this PWS requirement? All of the above requirements are in the PWS

List of contractors who registered for the site visit.

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1. Reference: Final RFP, Page 22 of 62, PROPOSAL PREPARATION INSTRUCTIONS, Part I - PRICE PROPOSAL, paragraph 2.c, “The offeror shall provide a staffing plan to accurately reflect key personnel with the required experience.”

Questions: Can the government please verify that the “staffing plan” is to be included in the pricing proposal? Yes, the staffing plan should be in the proposal. We want to see how offerors propose to staff since this is fixed price and majority of work should be done in-house by qualified technicians.

2. Reference: Final RFP, Page 22 of 62, PROPOSAL PREPARATION INSTRUCTIONS, Part I - PRICE PROPOSAL, paragraph 2.c. 1), “This part is limited to 10 pages.”

Questions: Does this page limitation apply to the Part I - PRICE PROPOSAL, or just the staffing plan?- Part 1 Price Proposal should only be for your price proposal – staffing plan will be part of Factor 1 SubFactor 2 Personnel Plan.

3. Reference: Final RFP, Page 23 of 62, Part II - Technical, paragraph b.1), “This part is limited to 30 pages.”

Questions: Does this page limitation apply to all sub-factors to include Sub-Factor 2, Personnel Plan and Sub-Factor 3, Quality Control and Quality Assurance Program? – Yes Part II will include all sub-factors with a TOTAL page limit of 30 pages.

4. Reference: Final RFP, Page 23 of 62, Part II - Technical, paragraph b.1), “This part is limited to 30 pages.”

Questions: Does this page limitation apply to the table of contents and tabs?- Yes, table of content will be included in the page count.

5. Reference: Final RFP, Page 23 of 62, Part III - CONTRACTOR'S PAST PERFORMANCE, paragraph b.1), “This part is limited to 10 pages.”

Questions: Does this page limitation apply to the “past performance matrix”? There is a 10 page limit and yes the past performance matrix will be part of the total page count.

6. Reference: Final PWS, page 14, paragraph 1.2.5.4, Other Contractors, “A list of service contracts currently in place is provided in Technical Exhibit 1-004.” TE 1-004 is the CONTRACT DATA REQUIREMENTS LISTS (CDRLs).

Question: Can the Government provide a list of service contracts currently in place? Yes, see updated PWS for List of Service Contracts - Eustis. **Reference in PWS paragraph 1.2.5.4 of TE 1-004 is inaccurate and corrected. New list of services, not the contractor, will be added to the updated PWS/TE amendment.

7. Reference: Final PWS, page 22, paragraph 1.2.9.1. Automation Systems and Workload Data, “The Government’s work management system of record is Maximo. The contractor shall provide workload and cost data to the Government using Maximo.”

Question 1: Is the contractor required to enter data directly in the Government’s Maximo system or is the contractor required to provide their own instance of Maximo and interface into the government’s Maximo. Yes, see PWS paragraph 1.2.9.1 Question 2: Is the contractor responsible for licenses for the Government’s Maximo? No.

8. Reference: Final PWS, page 22, paragraph 1.2.9.1, Automation Systems and Workload Data, “Required data includes, but is not limited to, direct and indirect labor, supplies and subcontracts, utilized in the performance of Unscheduled tasks, SOOs / Scheduled Tasks and Work Orders.”

Question: Will the contractor be authorized to use MAXIMO to manage contract supply needs (acquire, receive, store, issue, etc.)? Yes, see PWS Paragraph 1.2.9.1

9. Reference: Final PWS, page 36, paragraph 1.4.5.1.4, Cross Connection Control, “The Contractor shall test all testable Government owned backflow prevention devices at a minimum of at least annually after installation, cleaning, repair or relocation.”

Question: Can the Government provide a list of all backflow preventer within the requirement of this contract? Yes, see attachment Backflow preventers at Ft Eustis.

10. Reference: Final PWS, page 76, paragraph 3.5.3, STANDBY STOCK, “The Government will provide a standby stock list. The Contractor shall ensure that as standby stock items are used for support of emergencies, they are replenished and readily available.”

Question 1: Is stand by stock to be acquired under the FFP portion of the contract or the negotiated “work order” contract provisions? Yes, by FFP Service Order. Stock levels at the end of the contract must be consistent with the levels of stock provided at the beginning of the contract.

Question 2: If acquired under the FFP portions of the contract, can the Government provide and list of stand by stock so the items can be properly priced in the offeror’s bid? No, the government will provide initial stand by stock currently on hand during the BOS phase in/phase out period.

11. Reference: Final PWS, page 84, paragraph 5.1.1.4.2, Fixed Staffing Requirements, “Asbestos Abatement. The Contractor shall provide on-site staff for asbestos abatement work.”

Question: The workload data (TE 5-002) does not identify historical or projected asbestos removal work, yet referenced paragraph requires on site, qualified staff. Can the Government provide projected annual workload for asbestos removal so that staffing requirements can be determined? Yes, there were 17 asbestos jobs performed by the incumbent in FY12.

12. Reference: Final PWS, page 85, paragraph 5.1.1.4.1, Fixed Staffing Requirements, “The contractor shall provide on-site staff at the Government’s Furnishings Management Office as specified in Technical Exhibit 5-004”; Final RFP, Page 3 of 62, CLIN 003, UNSCHEDULE/SCHEDULE FMO TASKS, “(DEDICATED BARRACK PERSONNEL) Provide a supervisor with vehicle and a support admin person to supervise unschedule/schedule FMO tasks for barracks and other dedicated group of facilities.”; and Technical Exhibit, page 202, TE 5-004 Fixed Staffing Requirements.

Question: Can the Government verify the requirement for dedicated barrack personnel to include a supervisor, and an admin support?

We cannot tell the contractor how to staff. The government has an expectation that the BOS contractor selected will have a dedicated roving “team” for barracks maintenance. Historical Data for Fixed Staffing can be found in TE 5-004.

13. Reference: Final PWS, page 96, paragraph 5.2.3.5, Direct Barracks Building Maintenance, The Contractor will provide qualified dedicated maintenance team support for specified buildings within the 600, 800 and 1000 block barracks that are skilled in their trade in order to alleviate excessive unscheduled task input. And PWS, page 97, paragraph 5.2.3.5.1.2. “Items that are beyond the capabilities of the General Maintenance Worker (GMW) will be submitted to the Facility Manager for issue of SO / Unscheduled Task and scheduled for completion by Dispatch.”

Question: Paragraph 5.2.3.5 requires a dedicated maintenance team that consists of qualified skilled tradesmen, but paragraph 5.2.3.5.1.2 indicates that the work is to be performed by a General Maintenance Worker (GMW). Can the Government please clarify the labor requirements for the dedicated barracks maintenance team?

We cannot tell the contractor how to staff. The government has an expectation that the BOS contractor selected will have a dedicated roving “team” for barracks maintenance.

Not, available at this time. The data is collected by the contractor via a log that they internally maintain. These logs will be collected at the end of the contract so that we can compile the data which will enable us to provide historical data going forward. Again - Historical data for Fixed Staffing can be found in TE 5-004.

14. Reference: Final PWS, page 97, paragraph 5.2.3.5.1.1, Daily Barracks Inspections, “Each day the Barracks Team will inspect all common areas both inside and outside of their assigned facilities.”

Question: Can the Government please clarify the Daily Barracks Inspection Team requirement? How many and what trades would be required as part of the inspection team?

We cannot tell the contractor how to staff. The government has an expectation that the BOS contractor selected will have a dedicated roving “team” for barracks maintenance. The Daily inspections are to check to ensure facility is not in need of any maintenance or service order work…intent of the dedicated team is to ensure that maintenance is done in a timely manner to avoid impact to soldiers and mission. Historical data for dedicated barracks support capabilities can be found in Para 5.2.3.5.1.3 of the PWS.

15. Reference: Final PWS, page 97, paragraph 5.2.3.5.1.6, Coordination for Self-Help Projects, “The Barracks Team will work closely with the Facility Manager, Unit NCOIC and occupants on the planning and completion of facility self-help projects. It is anticipated that the Barracks Team will supply technical advice, supervision and labor to these projects.”

Question 1: Can the Government provide historical data on the self-help projects?

According to Pam Reeves (UPH Office) Self Help Projects are no longer coordinated with the BOS contractor; therefore, this paragraph should be removed. NOTE: This is not to be confused with Technical Approvals.

Question 2: Can the Government provide the average number of self-help projects per year?

N/A, see response to Q1.

Question 3: Can the Government provide the labor workload for these projects?

N/A, see responses Q1 & Q 2.

16. Reference: Final PWS, page 97, paragraph 5.2.3.5.2.1, Supplies, “A supply station will be maintained in each facility by contractor. Sufficient common supplies will be kept on hand to ensure that all required minor repairs are completed expeditiously.”

Question: Do the supply stations support the Self-Help program?

No, Para 5.2.3.5.2.1 is relative to Barracks Maintenance not self-help projects (see Q15 for self help project guidance).

17. Reference: Final PWS, page 97, paragraph 5.2.3.5.1.3, Dedicated Barracks Support Capabilities, “Items that are expected to be completed by the Barracks Team without SO Requests include, but are not limited to:

· Light Bulb Replacement

· Clogged Sinks

· Toilet Malfunctions

· Inoperative Outlets and Switches

· Missing or Inoperative Bathroom Hardware

· Minor Floor/Stair Covering Repairs

· Ceiling Tile Replacement

· Wall Patching and Painting Touch-Up

· Filter Replacement (Bi-Monthly)

· Door and Window Repairs Question 1: Being that the above referenced paragraph lists tasks performed in the barracks that are completed without the issuance of a service order, can the government provide the workload data for these tasks to include the average quantity per year, labor hours, and material cost?

Not, available at this time. The data is collected by the contractor via a log that they internally maintain. These logs will be collected at the end of the contract so that we can compile the data which will enable us to provide historical data going forward. Again - Historical data for Fixed Staffing can be found in TE 5-004.

Questions 2: Can the Government identify the appropriate CLIN in which the labor and material cast for barracks support apply?

This is a fixed price contract. It is expected that your projected labor and materials are built into your monthly cost for both unscheduled and scheduled maintenance.

18. Reference: Final PWS, page 111, paragraph 5.2.4.8.9, Repair of Government Owned Washing Machines and Dryers, “If washing machines or dryers are determined to be uneconomical to repair in accordance with Air Force Instruction 32-6004 and require replacement of the appliance, the Contractor shall replace via service order.”

Question: Is washer or dryer replacement accomplished from the Government-owned furnishings inventory or is the contractor required to acquire and install new washers and dryers? Please clarify.

According to PWS Paragraph 5.2.4.8.9 : The contractor is responsible for the purchase (when authorized) , delivery of, removal, transportation and proper disposal of old appliances. See updated PWS Paragraph 5.2.4.8.9 for historical data.

19. Reference: Final PWS, Page 124, paragraph 5.3.4.6, Snow and Ice Removal, “The Contractor shall remove and control snow and ice from all roads, parking areas and other areas as identified in Technical Exhibit 5.3-002.”

Question 1: Can the Government identify the appropriate CLIN for snow and ice removal?

No separate CLIN - this is part of service order or unscheduled tasks.

Question 2: Can the Government provide the historic data for snow and ice removal to include the average occurrence and average labor hours per year?

No separate CLIN - this is part of service order or unscheduled tasks. Historical data provided in TE 5.3-003.

20. Reference: Final PWS, page 130, paragraph 5.4.3.1.2, “The Contractor shall check, operate, and maintain the booster pump facilities at Buildings 589, 2404, and 2506 once a week, in accordance with manufacturer’s instructions; and TE 5.4-002, page 234 “2x week”.

Question: PWS paragraph 5.4.3.1.2 indicates booster pump facilities are inspected and equipment operated weekly, while TE 5.4-002 indicates a frequency of twice per week. Please clarify Reference Description of Task, Maintenance of the Water Pump Facility should be removed from TE 5.4-002 as this service is now provided by ODUS (privatized water distribution contractor). All other maintenance shall be performed IAW Paragraph 5.4.3.1.2.

21. Reference: Final PWS, page 142, paragraphs 5.4.4.7, Energy Monitoring and Control Systems (EMCS), “The Contractor shall be responsible for maintaining the field components of the EMCS.”

Question: When system programing is required a part of the maintenance of the field components, does programing become the responsibility of JCI or the contractor?

Field component programming is the responsibility for the BOS contractor as indicated in Para 5.4.4.7.

22. Reference: Final PWS, page 145, PWS, paragraph 5.4.4.7.6 JBLE-Eustis ESPC DO-1 & DO-2 Decision Tree. “Step 1 CED Receives HVAC Trouble Call from customer”, “Step 2 CED Staff Responds to call and documents problem, Verifies equipment owner…”, “Step 4 CED makes required repairs” Question 1: Is the contractor responsible for performing the repairs identified in Step 4?

Yes, CED (BOS Contractor) is responsible for Step 4 required repairs. See Decision Tree under Para 5.4.4.7.6.

Question 2: Does the CED issue a SO for the Step 4 repair?

Work will be performed on the initial SO; a second service order will not be generated.

23. Reference: TE 5-002, page 197, HISTORICAL DATA TECHNICAL EXHIBIT 5-002, UNSCHEDULED TASK (SO) WORKLOAD SUMMARY Question: Can the Government provide historic data for unscheduled task (SO) to include FY12?

Yes, see updated PWS/TE FY12 Failure Count and unscheduled task by priority.

24. Reference: TE 5-001 pages 156-158, Fan Coil Unit Question: These pages identify fain coil units. The third column from the left normally identifies the manufacturer. However, in the case of the fan coil units, the column identifies a number. Does this number represent the quantity of fan coil units in the particular facility? Can the Government please clarify? Yes, the number listed indicates the number of fan coils in the building. Inventory (if any) is not available for buildings where there is no number listed.

25. Reference: TE 5.2-009, page 223, Street Sweeping.

Question 1: Does the data provided represent only a 9-month sample window or is sweeping only conducted for 9 months during any given year?

Street Sweeping can be found in Para 5.3.3.3 and TE 5.2-009.

No. Sch. Sweeps represents how many times a year sweeping is to occur and Scheduled Frequency represents how often (at a minimum) sweeping is to occur.

Question 2: FAAF Runway sweeping has a weekly year round service requirement but the number of scheduled sweeps only equals 48. Can the Government please clarify?

Number Schedule Sweeps represents how many times a year sweeping is to occur and Scheduled Frequency represents how often (at a minimum) sweeping is to occur.

Question 3: FAAF Taxiway sweeping has a bi-weekly year round service requirement but the number of scheduled sweeps only equals 22. Can the Government please clarify?

Number Schedule Sweeps represents how many times a year sweeping is to occur and Scheduled Frequency represents how often (at a minimum) sweeping is to occur.

Question 4: Mulberry Island Road, Patch Road, and Harrison Road show a monthly sweeping frequency; however, the number of sweeps is only 3. Can the Government please clarify?

Number Schedule Sweeps represents how many times a year sweeping is to occur and Scheduled Frequency represents how often (at a minimum) sweeping is to occur.

Question 5: Washington Blvd has a weekly sweeping requirement. If the chart is a 9-month sample, then the actual number of scheduled sweeps should be 39, however, the number of sweeps is shown as 33. Can the Government please clarify?

Number Schedule Sweeps represents how many times a year sweeping is to occur and Scheduled Frequency represents how often (at a minimum) sweeping is to occur.

Question 6: The Post HQ has a monthly sweeping requirement; however, the quantity of sweeps is 17. Can the Government please clarify?

Number Schedule Sweeps represents how many times a year sweeping is to occur and Scheduled Frequency represents how often (at a minimum) sweeping is to occur.

26. Reference: TE 5.2-004, page 214, REQUIRED SCHEDULED TASKS; and TE 5.2-005, LIST OF SWIMMING POOLS.

Question: TE 5.2-004 identifies 3 outdoor pools, but TE 5.2-005 lists only 2 outdoor pools. Can the Government please clarify? Total of 2 outdoor pools.

1) In order to assure our organizational structure is appropriate and to provide day-to-day direct supervision of employees, will the government please provide a breakdown on workload data in the PWS Tables and Technical Exhibits to clarify which data is for Langley AFB versus Ft. Eustis ANSWER: The entire PWS is for Fort Eustis NOT Langley. Historical work data is provided in the technical exhibits of the PWS.

RFP Ref:

5.1.1.3 Work Orders

Work Orders will represent project-oriented work such as modifications, total replacements, and new work that are beyond the Service Order criteria. …

Discussion: The PWS defines work orders as “new work that are beyond the Service Order criteria.” The Davis-Bacon Act generally applies to project-oriented work that exceeds 32 hours and/or $2,000. Thus, “work orders” (as outlined in the PWS) seem to fall under the jurisdiction of the Davis-Bacon Act (DBA) and require the payment of the applicable DBA wage rates. However, our review of the PWS and the RFP did not identify any references to DBA requirements. We also did not find a DBA wage determination in the documents released with the solicitation.

Question:

a. Can the Government please clarify the applicability of DBA requirements (to include DBA wage rates) to the “work order” requirements outlined in PWS paragraph 5.1.1.3?-Service order criteria is workload that is above the average work response time. This is not beyond the scope of the Service Contract Act. All work that is above the scope of the SCA will be referred to another contract. Davis Bacon is not applicable for this effort.

b. Can the Government please clarify if bidders should price the labor associated with “work order” requirements using the appropriate DBA wage rates?- Work orders are still covered under SCA wage rates.

c. If the answer to question b. is “yes”, can the Government please provide the applicable DBA wage determination?

Will the Government please consider excluding the PPQ matrix required on page 23 of the RFP from the Part III page count to allow Offerors more space to address contract relevancy? The Past Performance Questionnaire will not be counted as part of the Past Performance page count.

Are Offerors permitted to include a Table of Contents in each Part of the proposal? If so, will the Table of Contents count toward the page limit? A table of content can be included but it will be counted toward the page limit.

(1) If resumes are to be provided, we assume that the page count associated with resumes will be exempt from the limitations set forth in the Instructions to Offerors-Commercial Items FAR clause included in the RFP. Is this assumption correct? The resumes are not required as part of the staffing plan, once contract has been awarded resumes will be reivewed.

as GFE. A list of computers, laptops and computer peripherals can be found in TE 3-002-1. If the contractor requires additional or different IT or replacement, the Contractor will bare the cost of new equipment.

There is no specific historical data available as this work is accomplished as unscheduled/scheduled work for small tasks

1) “Immediately following contract start, the Contractor shall provide the KO and CED with a roster listing, by functional area, of all key personnel and other personnel identified in this Contract and their job titles.”

Or

2) “At the beginning of Phase-in period, the Contractor shall provide the KO and CED with a roster listing, by functional…