Contractor Questions - Grounds Mx (003).docx

Contractor Questions

1. Question: Are you able to share what the previous contract was awarded for on this ground maintenance project?

Answer: The previous contract was awarded for $2,593,500 for a five year period. However, the contract was changed several times to add in additional in scope services such as litter pick up and additional acreage. Furthermore, the current requirement calls for different acreages for the different levels of service.

2. Question: In reviewing the PWS Appendix B, it states that items 1 and 7 are "by request". The winter staffing of this project is very minimal and if no guarantee of these tasks being ordered is uncertain, then how are we to be competitive in our bid if we have personnel on payroll for work that may not be ordered?

Answer: It is up to each contractor to determine their staffing and resources required for these services. Appendix B has been updated removing the 3 by request improved grounds.

3. Question: At what time of year does pine needle drop occur?

Answer: All year, mostly in the fall.

4. Question: Who maintains the ditches along the golf course?

Answer: The Contractor proposing on this requirement will be required to maintain.

5. Question: Could you please provide the records of fertilizing?

Answer: Requirements change every event due to weather and other factors. Soil sample must be taken to ensure proper amount and type.

6. Question: Has the incumbent contractor applied fertilizer annually each contract year, and if so at what rates?

Answer: Yes. Requirements change every event due to weather and other factors. Soil sample must be taken to ensure proper amount and type. Varies between 50 to 150 pounds per acre.

7. Question: Is weekend work on the airfield permissible?

Answer: Yes. Must follow PWS Para 1.2.5 and 1.2.6.

8. Question: Can we please get the Price Schedule in Excel format?

Answer: Yes.

9. Question: With regards to BASH mowing. Are the Government wanting just 14 mows annually? How will the contractor be reimbursed for mows in excess of 14 per year?

Answer: See PWS Paragraph 1.2.2. Appendix B is just an estimate only. The Contractor is expected to maintain the heights as mandated in the PWS. It is up to the Contractor to determine the appropriate way to meet this requirement.

10. Question: Are there any areas within the airfield BASH mowing that are uneven, wet or any other condition that will slow mowing operations and/or damage equipment?

Answer: Yes, uneven and rough areas are on airfield. Damage is dependent on operator.

11. Question: Airfield runway and taxiways (CMA). What are the regulations regarding mowing equipment proximity in these areas when aircraft are moving to them or on them, including aircraft on the landing approach?

Answer: PWS paragraphs 1.2.2, 1.2.3, 1.2.4, 1.2.5, 1.2.6.

12. Question: Are there any requirements to mow around specific buildings on specific days of the week? If so, can we please get a schedule of this requirement?

Answer: No. Contractor sets schedule to be approved by COR.

13. Question: Are there any circumstances when mowing has to cease on the airfield or equipment removed from the airfield? If so, what, how many times per week and for how long?

Answer: Rarely happens, estimated 2 time a year. Operator must follow para 1.2.6.

15. Question: 1.1.1 Turf Areas. Contractor shall dispose of collected material in appropriate waste containers designated by the Contracting Officer’s Representative.

Please provide clarification on quantity of waste containers?

Answer: Trash/litter can go in any 8 or 30 cubic yard container on base. Limb, tree, leaves, etc…(natural) waste is currently taken off base (5 miles) to city compost yard for free.

16. Question: Please provide clarification as to the weekly, monthly annual frequencies these containers are to be emptied?

Answer: Containers are not this contract’s responsibility.

17. Question: Please provide clarification as to the intent of the government requirement of the contractor for Un-improved ground’s with volunteer tree growth?

Answer: The Government’s intent is to have this area cleared and stumps removed as to allow a rubber wheeled tractor to be able to bush hog this area after the base period.

18. Question: Is the 54 acres un-mow able due to swampy or wet conditions?

Answer: There are still tall trees and stumps which make this area un-mowable.

19. Question: Do you want the contractor to clear all the volunteer growing in the 54 acres or 38 acres?

Answer: Yes

20. Question: In 2020 during the mowing of the 38 acres where volunteer tree mowed off/over or mowed around?

Answer: Trees were cleared/cut down with an excavator with a cutting attachment.

21. Question: What the average tree trunk diameter of the volunteer tress?

Answer: Para 1.2.7 states approximately 12 years growth. Exact dimensions are unknown.

22. Question: Will the government compensate the contractor for removing the volunteer trees to bring the Un-improved ground into be in compliance for the removal of woody vegetation growth?

Answer: Yes. Provide pricing on CLIN 0005

23. Question: Please provide clarification for the quantity of measurement for vegetation control of sidewalks and parking lots areas required by the contractor to maintain?

Answer: See PWS Appendix A and B.

24. Question: Please provide clarification to the GFP if the areas has a building other than an office space where maintenance of contractor can maintain/repair there equipment inside a facility not out in the weather elements?

Answer: Minor maintenance is allowed. Additional facility is approximately the size of a standard 2 car garage and there is a covered overhang area as well.

25. Question: Will the contractor be allowed to have bulk fuel storage with properly approved containment on the base at the GFP staging yard area?

Answer: Yes

26. Question: Who is the Incumbent contractor?

Answer: Ashley Marie Group

27. Question: What is the value of the previous grounds contract?

Answer: See question # 1

28. Question: It was brought up on the site tour the contractor was responsible for mulching 54 acres of un-improved airfield. It does not show it on the PWS or on any clins. Will this have to be done?

Answer: Yes. See PWS paragraph 1.2.7 and provide pricing on CLIN 0005 for removal etc, and CLIN 1005 and 2005 for mowing.

29. Topic: Improved Trimming Ref: CLIN 0001 Question: Can the government provide total square footage to be trimmed under CLIN 0001?

Answer: See PWS appendix A and B.

30. Topic: Semi-Improved Edging and Trimming Ref: CLIN 0001 Question: Can the government provide total square footage to be trimmed in the semi-improved areas as well as the total count of lights and signs to be edged along the taxiway? Can the government provide historical data regarding the annual frequency of these requirements?

Answer: No data available for # of lights and signs. See PWS appendix A and B.

31. Topic: Grass Species Ref: CLIN 0001 Question: What are the dominant grass species in the improved grounds, semi-improved grounds, BASH, and unimproved?

Answer: Improved, Semi-improved and unimproved has Centipede grass with Bahia grass. BASH is Bahia grass

32. Topic: Unimproved Airfield Ref: CLIN 0005 Question: The price schedule states “2 months” however Appendix B of the PWS states 1 occurrence. Which is correct?

Answer: Will change to 1 Lot. See questions 17 thru 22, & 28.

33. Topic: Ammunition Bunkers Ref: CLIN 0005 Question: Since this area was not able to be viewed during the site visit, can the government provide the number of ammunition bunkers, size (height and width), and acreage.

Answer: 13 storage bunkers are rolling hill type estimated 15 ft tall and 35 ft wide. 2 blast bunkers are 15 ft tall and very steep.

34. Topic: Price Schedule Ref: CLIN 1006 Question: Can the government confirm that all services will be guaranteed to be ordered (Firm Fixed Price) with the exception of Leaf Removal and December through February Improved Grounds mowing?

Answer: Only guaranteed work is the base year CLINs 0001- 0012. All CLIN’s identified as “Option Line Item” may or may not be exercised at the Governments discretion. Appendix B has been revised removing the Improved Grounds Mowing for Dec – Feb.

35. Topic: Shrub Pruning Ref: CLIN 0008 Question: Can the government provide sizes and species of the shrubs to be pruned under CLIN 0008?

Answer: Varying species and sizes.

36. Topic: Weed Control in Turf Ref: CLIN 0010 Question: Is this service currently being performed on the incumbent contract?

Answer: Yes

37. Topic: Non-Turf Areas Ref: PWS Section 1.1.2 Question: What CLIN should the pricing for this service be included under?

Answer: CLIN’s 1011, 2011, 0013, 1013 and 2013.

38. Topic: Leaf Removal Ref: PWS Section 1.1.3 Question: Are pine needles included in leaf removal?

Answer: No.

39. Topic: Ditches Ref: PWS Question: Can the government provide the total linear feet and average width and depth of drainage ditches broken down by improved, semi-improved, airfield, unimproved – non-airfield, and unimproved – airfield?

Answer: See PWS appendix A. (Scaled)

40. Topic: Unimproved Airfield Ref: Section 1.2.7 of the PWS Question: Can the government please confirm that the contractor will be required to grind stumps and vegetation down to ground level of the 38 acres that were cut in July 2020. Additionally, the remaining 16 acres which is comprised of mature 12-year-old trees will need to be removed and stumps ground down to ground level. All of this will need to occur in the base year and should be included in CLIN 0005 pricing?

Answer: See questions 17-22, 28, and 32.

41. Question: Will the contractor be responsible for the cost of the disposal of tree and vegetation material or is there a location on site where debris can be dumped? If debris can be dumped on site, will it need ground to chips or can large logs and tree stumps be placed in the dump site?

Answer: Contractor is ultimately responsible if the free compost yard were to be unavailable. However, see answer 15.

42. Topic: Control Vegetation in Sidewalks and Parking Areas Ref: PWS Section 1.4 Question: What CLIN should the pricing for this service be included under?

Answer: 0011/1011/2011

43. Topic: Quality Control Plan Ref: Solicitation, pg. 92 Question: Is the contractor permitted to submit the Quality Control Plan as a separate document or must it be counted along with the 40-page limit within the technical requirement?

Answer: See revised RFQ.

44. Topic: Price Schedule Ref: Solicitation

a. Question: According to the solicitation price schedule, this contract is only a base year plus two option years. Can the government confirm this?

Answer: Confirmed.

b. Question: Additionally, can the government provide the anticipated base year duration as the CLINs for the base year in the price schedule appear to be shorter than 12 months given the three CLINs that are added to the Option Year CLIN structure.

Answer: The base year and each option year is for 12 months. However each CLIN has its own unique POP.

45. Topic: Incumbent Ref: Incumbent contract Question: What is the incumbent contract annual value of the last option year?

Answer: See question 1 for total dollar amount of the contract. No other breakout will be provided.

46. Topic: Proposal Format and Page Count Ref: RFP Section L, 3.0 - 3.1, and Section M pp 91-92 Comment: As written, the Volume I page-count includes Subfactor 1 (Management/Manpower Plan) and Subfactor 2 (QCP); where Subfactor 3 (Mission Essential Plan) is not included in the count.

Questions: Is Subfactor 3 (Mission Essential Contractor Services Plan) included in the 40-page limit for Volume I ? Can the Plan be provided as a Volume I, non-page-counting Attachment?

Answer: Sub factor 3 is not included in the 40 pages. Yes.

47. Topic: Proposal Format and Page Count Ref: RFP Section L, 3.0 - 3.1, and Section M pp 91-92 Comment: As written, the Volume I page-count includes Subfactor 2 (Quality Control Plan). A QCP is the company’s document for internal use - to be shared with the Government; ours is a comprehensive 34 pages. To stay within the 40-page limit for Volume I, we will only be able to offer excerpts of our QCP.

Questions: Will the Government consider the QCP as a separate deliverable, not part of the Technical Capability Volume I and not part of the 40 page-limit?

Answer: Yes.

If you approve the QCP being provided separately, what is the revised max number of pages for Volume I?

Answer: See Revised RFQ.

48. Topic: Timeline: Contract Award Date, Contract Start Date, Phase-In Period Ref: Delivery Schedule p27;

Comment: There are 5.5 weeks between proposal due dates and contract start, what could be considered a tight timeline depending on the amount of time in source selection and the award process.

Question: What is a reasonable date we can expect notice-to-proceed with our Phase-In-Plan activities? (e.g. 8 Feb for a 21-Day Phase-In, or 15 Feb for a 14-Day Phase-In?

Answer: We are hoping to have a notice to the vendors by 16 Feb 2021. If this is delayed alternative courses will be considered. i.e pushing the start date back etc.

49. Question: At the site it was noted that there are areas that are designated as unimproved that are being planted with trees that are being spaced 10’ apart. This seems to be approximately 137 AC. With this spacing this would not allow one to use a mowing deck larger than 9’ in order not damage these trees. Can you verify this for us? Are these areas going to remain as unimproved?

Answer: Yes.

50. Question: Can you give the total approximate square footage of all the beds that are to be maintained in this requirement?

Answer: See PWS appendix B.

51. Question: How many LFT of fence line are there to be maintained?

Answer: Unknown.

52. Question: It was mentioned that 54 AC of unimproved at the west end of the air field was partially cleared with 18 AC remaining. It was said that the contractor would have 2 years to get this area to a state that it can be maintained. There is no mention of the scope of this work of this requirement in the PWS. Please advise!

Answer: See questions 17-22, 28, 32 and 40.

53. Question: During the site visit, it was mentioned that the project's scope would be divided and completed into "sections".

Answer: This was only in reference to the bunkers in the Ammunitions area. As most of the area is semi-improved and as to prevent erosion on the bunkers, the bunkers are divided into equal quantities and mowed approximately 1 a month. See PWS paragraph 1.2.1.

54. Question: How do you plan to section the work?

Answer: Please see question 53.

55. Question: How frequently should the contractor maintain the Semi-Improved Airfield?

(Reference Section 1.2.2)

Answer: As often as required to maintain grass/weeds/vegetation 7 to 14 inches in height IAW PWS paragraph 1.2.2.

56. Question: Is the contractor expected to maintain the Un-Improved Grounds biannually, as listed in Section 1.3, or as needed?

Answer: Biannually as listed in PWS paragraph 1.3.

57. Question: Appendix B references the Base Grounds Maintenance Estimated quantities.

Assuming the Estimated Workload references the work to be performed in this contract.

Answer: Correct

58. Question: Item #11 seems to require the contractor to maintain 16 acres of special landscaped/flower/rock beds, yet there are only 2 estimated acres.

Answer: 2 acres. Maintained 16 times during growing season.

59. Question: Could you clarify the quantities of the estimated workload for all items?

Answer: Unsure what the question is.