Q&A__2_Answers_(Ireland).docx

Furnishing Management Questions Solicitation FA480918QF999

1. Please make a specific statement as to which areas/paragraphs of AFI 32-6004 are the responsibility of the service provider.

AFI 32-6004 Paragraph 1.1., 1.9., 1.10.2., 1.11., 2.1., 2.2., 2.4., 2.5., 2.6., 2.7., 2.8., all of chapter 3., all of chapter 4.

2. Who is responsible to inventory and barcode all of the existing, issued furniture in the rooms? The government or the new service provider?

New service provider See AFI32-6004 Paragraph 1.9.13.

3. Who is responsible to RECEIVE furniture destined for rooms in mass quantities and place the items in the room? NOTE: We are not referring to items from the 3% back up stock. The government or the service provider? This service is normally handled by the furniture vendor as part of delivery of new items and is far more cost-effective to the government to handle it this way.

a. If the service provider is responsible, will the service provider be reimbursed per hour of labor?

b. If the service provider will not be reimbursed, there is no reasonable method for offerors to calculate and construct pricing into their monthly Firm Fixed Price CLIN for this service as no data is given to allow us to calculate this HUGE undertaking. Strongly recommend this be handled by the furniture vendors (like all other FMS contracts) or be reimbursed to the service provider.

Large Furniture purchases will normally be delivered and installed by the Contractor that the furniture is purchased from. Service Provider will be responsible for deliveries etc…for non-mass move shipments IAW PWS paragraph 1.3.2 and AFI 32-6004 Paragraph 3.4.3.

The government will coordinate new furniture installs and Mass Move Contractors will move all old furniture to the warehouse to await proper disposition. The Dorm Superintendent or designated representative will accept new furnishings by signing delivery receipts. The FMS Service Provider will ensure the inventory is correct in the government’s computer database by using the barcode scanner and scanning new inventory in and scanning furnishings removed (already in the system) out. The FMS Service Provider will barcode new items that were delivered to the rooms and ensure all assets are scanned into the database to be accounted for in the rooms/warehouse. The FMS Service Provider will supervise the removal and replacement of furnishings in the rooms, but the ADLs will sign for the government purchased furnishings.

4. Who is responsible to REMOVE furniture from rooms in mass quantities? The government or the service provider? This service is normally handled by the furniture vendor as part of delivery of new items and is far more cost-effective to the government to handle it this way.

a. If the service provider is responsible, will the service provider be reimbursed per hour of labor?

b. If the service provider will not be reimbursed, there is no reasonable method for offerors to calculate and construct pricing into their monthly Firm Fixed Price CLIN for this service as no data is given to allow us to calculate this HUGE undertaking. Strongly recommend this be handled by the furniture vendors (like all other FMS contracts) or be reimbursed to the service provider.

See Question 3.

5. Who barcodes and places into eMH, new furniture delivered to room’s tax doesn’t come from the 3% back up stock? The ADLs or the service provider?

New service provider – AFI32-6004 Paragraph 1.9.13.

6. Reference PWS para 1.2.5; Q&A 4; and AFI 32-6004.

a. PWS 1.2.5 calls for a joint inventory of assets.

b. AFI 32-6004, 1.9.10, states, “Conduct annual inventory of 100 percent of the furnishings assets in the warehouse and identify deficiencies.”

c. Q&A 4d, states, “The contractor will be responsible to perform a physical inventory/assessment of 100% of furnishings (stored in the warehouse, during issuances and returns, and at the time of change of occupancy) to assess the condition.

d. Q&A 4f, states, “The contractor will prepare an annual base-wide inventory assessment (includes 722 permanent party dorms rooms, training dorm rooms, fire department sleeping quarters, and lodging assets. The report will be reviewed and certified by the Base Civil Engineer (BCE).”

e. As can be seen above, there are numerous contradictions regarding the annual inventory, Further, it seems highly unlikely that a service provider will be able to access 931 rooms in two weeks of contract start to accomplish a 100% joint inventory. This would be a SUBSTANTIAL INTERRUPTION to the residents when the service provider must enter their quarters during this quick timeframe and during the service provider’s hours of operation.

i. Please make a positive statement as to the specifics of the annual inventory. What is the service provider expected to do?

See AFI 32-6004 Paragraphs 1.9.10. 1.9.13, and 4.4. PWS Paragraph 1.2.5 is changed from 15 days to 120 days.

ii. Seems the ADLs should be handling the in-room inventories and providing paperwork to the service provider like other FMS contracts.

ADL’s inventory each room as Airmen in-process and out-process the dorms. However, not every room is moved into or out of each year. The annual assessment of base-wide furnishings would be on-going; items are assessed at the assignment and termination by Airman Dorm Leaders (ADLs) and the condition would be reported to the FMS Service Provider. The Service Provider would be tracking the condition; therefore, the only rooms that would need to be physically assessed annually would be those rooms that have not been assigned or termed for a year, the fire department’s sleeping areas, and the training dorm rooms (19).

7. Reference PWS 1.2.10. “Mass moves are defined as those moves which involve more than 50% of the residents of a specified building including the removal and replacement of all furniture and appliances within that designated area.”

a. There is no reasonable method for any offeror to construct pricing for mass moves that are not reimbursed by the hourly rate as no data is provided. Please consider removal and replacement of other than the 3% back up stock furniture as fully reimbursable via the hourly rate. This way the government will only pay for the services ordered and received rather than an offeror not knowing how to calculate this cost and loading up their pricing tremendously to cover this unpredictable, and potentially costly action. Seems like a waste of government money if the winner has a lot of money calculated into his FFP and the mass move that are part of the offeror’s fixed pricing don’t occur.

b. An alternative would be to negotiate mass moves at the time of need, so the government only pays for services received. Please consider this as we all know construction and renovation schedules don’t usually happen as scheduled.

c. Please consider making any and all mass moves as reimbursable with a pre-determined and agreed upon hourly rate.

The intent of CLIN 0003 was for Contractor’s to provide a FFP burdened Crew Hour price for Mass Moves. The Government and Contractor will then negotiate the required amount of hours required per Mass Move and fund on the contract if a mass move is needed on the contract.

8. Reference Q & A #1. What is the current total number of pieces (furniture and appliances) in inventory and what percentage of them are not yet barcoded?

Currently there are approximately 300 pieces of backup inventory in the warehouse with a mixture of mattresses, fridges, beds, microwaves, couches, chairs and desks. None of these pieces are bar coded. See the 5 year plan for total pieces of furnishings. It is not known how many items are barcoded.

9. Reference Q & A #4. Is the annual joint inventory of all furniture and appliances a 100% (room by room) physical inventory or is it a validation of the AF Form 228s that the ADLs have the Airmen sign via a random sampling? See AFI 32-6004 4.4.

10. CLIN X002. Please confirm that the hourly rate required for the referenced CLIN is a fully burdened hourly labor rate for a single person only.

Please see question # 3.