Solicitation_Amendment_2_-_Q A_-_2.docx

Solicitation Questions & Answers – 2 10 October 2013

1. PWS page 6 of 30, 4.13.6. Other Housekeeping Tasks. Who is supplying the bulbs above 10 Feet?

A: The Government.

2. PWS 4.17 Grounds Maintenance. Who is responsible for the grass cutting? Under 4.17.3., what is the number and type of bulbs on the retaining wall?

A: The Government cuts the grass. An example of the bulb is shown at the following link: http://www.lightbulbsurplus.com/index.php?main_page=product_info&products_id=58 22 fixtures X 2 bulbs each = 44 bulbs.

3. PWS 4/18. Minor/Major Maintenance and Repair. It is our understanding that the Government will reimburse the Contractor on all costs, material and labor. Is this a correct statement?

A: That is correct; however, please refer to Not To Exceed amounts in Addendum to 52.212-1, Paragraph J (2).

4. PWS, 4.18.2. Written Cost Estimates. Will the Government reimburse the costs for the three estimates?

A: No, the Government will not reimburse the cost of market research.

5. Amend 01, question 5 about the Deli Bar. We understand that the Government will be making the sandwiches/wraps, but who is preparing the items for the items for the bar?

A: The contractors prep the items for the sandwich bar and the contractors also make the grab & go sandwiches/wraps. Military members make them during the meal period on the line.

6. Who is doing the serving on the lines, the Government or the Contractor?

A: The contractors serve on the lines.

7. Who is supplying the holiday decorations, Government or Contractor?

A: The government supplies the decorations and the contractor decorates.

8. The Paragraph C of General Information, on page 13 of 52, states that “all questions resulting from the site visit must be submitted in writing to TSgt Swanson at the email address no later than 8 October 2013 at 4:30 PM CST.” When is the due date for submitting questions regarding the solicitation and proposal in general?

A: All general questions regarding the solicitation will be due no later than 11 October 2013 at 4:30 PM CST.

9. Volume III – Price Proposal instruction says to complete blocks 12, 17a and 30 a, b, and c of the SF 1449. The signed and completed SF 1449 will be included in Volume I – Executive Summary. Please clarify that for Volume III Price Proposal, we are required to submit the SF 1449 Continuation Sheet (aka Section B) and not the same SF 1449 that Volume I refers to. \

A: You are correct, Volume III – Price Proposal should have stated “SF 1449 Continuation Sheet” as blocks 12, 17a, and 30a, b, and c are required under Volume I – Executive Summary.

10. Volume IV – Past Performance Information instruction states that the PPI is due to the CO no later than ten (10) calendar days prior to the due date set for the receipt of proposals. The PPQ instruction to the customer states that questionnaires are due back to the CO no later than 10 calendar days after receipt. Given the window of time created by these two instructions, will the government consider extending the due date for PPI to reflect that of the date for receipt of proposals?

A: Due to the Government shutdown and subsequent slowing of the passage of information in all contracting offices, the Past Performance Information shall be due on the proposal due date of 21 October 2013.

11. Attachment 2-CBA Supplemental Agreement is effective 10/01/2012, is there an Agreement that is effective 10/01/2013? If not will the contractor be allowed to submit an equitable adjustment to capture the correct rates of pay and benefits after award?

A: An updated CBA was recently received and will be posted with the second amendment to the solicitation. No equitable adjustment will be made on the base year of the contract. An equitable adjustment based on adjusted CBA rates will be utilized upon subsequent option periods.

12. Can we install time clock for the employees when awarded?

A: Yes

13. If time clocks can be installed, confirming they will remain the property of the contractor?

A: Yes, they will remain the property of the contractor

14. Does the contractor have access to internet or Wi-Fi at the location?

A: The contractor needs to provide their own telephone and internet connection for their office work. However, there is Wi-Fi in the facility that is used by employees and customers for their phones.

15. For the Minor/Major Maintenance & Repair items that are covered in Technical Exhibit 4a, is there a fixed amount?

A: Yes, please refer to Addendum to 52.212-1, Paragraph J (2).

16. If there are items that are not listed in the Technical Exhibit 4a that requires Minor/Major Maintenance & Repair, is the contractor responsible for cost or is it billable back Tyndall AFB?

A: Items not listed in Technical Exhibit 4a, but of a similar type, will be covered by the Government, billable under the Minor/Major Maintenance & Repair CLIN.

17. With regard to the estimated amounts listed in Paragraph J (Volume III- Price Proposal), if the contractor goes over the amount listed, can the overage be billed back to the government?

A: The Government and contractor must track expenditures on those CLINs to avoid such a thing from occurring. The contractor must not incur more costs than money available on those CLINs or risk not being paid for their work. Additionally, the Government shall not direct work that will cause a contractor to exceed those numbers. If additional funds are needed the Government will attempt to secure funding for additional repairs or contingencies, modify the contract and provide the contractor with updated numbers for each respective CLIN affected.

18. Do you require us to submit representation and certifications and if so, which volume do these documents belong to?

A: Reps and certs are identified in the solicitation itself under 52.212-3 beginning on page 27 of the solicitation. This will be in Volume I Tab 5.

19. It is mentioned that either CD or USB electronic copies will be acceptable, but later instructions only include CDs. Is there a preferred medium?

A: USB is not in the solicitation. CDs are the only medium that we are able to use.

20. For electronic copies, should each volume of our submission be on a different CD?

A: There is no need for multiple CDs, unless the documentation is too large for one. They just need to be labeled appropriately for ease of use.

21. Referencing page 16 of the RFP, "Each volume shall be in a different directory on a CD". Does that mean that CD 1 should have Volume 1, utilizing folders with the corresponding parts of that volume? I assume that directory would mean file folders to differentiate each file on the CD. Is this a correct assumption?

A: The CD should be labeled in the same manner as the physical volumes. Volume I with corresponding subfolders, Volume II, etc. Again, just label the files in the same manner as listed in the solicitation.

22. PWS Section 4.10 states contractor will receive orders for box meals. How will the contractor be contacted or notified of the orders?

A: Contractors will be notified of orders by phone or in person.

23. PWS Section 4.5 – Grab and Go. Please provide examples of meal components to be packaged for grab and go.

A: Please see attached word document labeled RQT Menu.

24. PWS 9.2 a (6) – Item states government is responsible for repair of walk-in refrigerators except for components to include the refrigeration unit. Please explain what the government is defining as the refrigeration unit.

A: After conferring with our civil engineering personnel at Tyndall AFB it has been determined that all of the walk-in refrigerators are considered “real property” and PWS 9.2 a(6) has been changed to reflect this (removed from this section and Technical Exhibit 4a). The maintenance and repair for the walk-in refrigerators will be the responsibility of the Government.

25. With the government shutdown, we have had difficulty contacting customers to provide Past Performance information, due on 11 October per the solicitation. Requesting the government consider extension of the proposal due date to allow opportunity to provide the required Past Performance information, impacted by the Government shutdown.

A: Due to the Government shutdown and subsequent slowing of the passage of information in all contracting offices, the Past Performance Information shall be due on the proposal due date of 21 October 2013.

26. Question: Sections 6.1 Identifies 24 hour Ground Support Meal support and government personnel are on call. The hours for the Raptor Quick Turn are listed as 1030-1330 and 1700-1900. Please explain the contractor’s requirements for the Ground Meals and the on-call government personnel. Will the contractor be required to maintain personnel on call to report and prepare the meals?

A: No. If there are after hour meals that the RQT knows about in advance, the contractors will prepare them before leaving and the military will come in to provide them to the crew or whoever picks the meals up. If they don't receive them prior to closing the military members will prepare and provide them.

27. PWS 4.3 - Section Nutrition explains compliance with Healthy Choice nutrition standards. Please explain the contractor’s responsibilities to comply with the requirements.

A: Contractors that prepare food need to follow the recipe cards from the Corporate Food System. Areas that this falls under would be salad prep, grab n go prep, and contract cooking when it applies.

28. Solicitation Page 23 (4) Subfactor 1 - Current Qualified employees. This section explains the bidders staffing plan should include numbers of qualified personnel presently available from contractor’s workforce. With requirements to offer first right of refusal to incumbent employees, please advise of rationale of requirement.

A: The rationale behind this is barring unforeseen circumstances, with all current employees refusing to transfer to a new contractor, will the contractor be able to provide adequate personnel to perform the work required under the PWS.

29. Solicitation Page 23 Subfactor 2 Security Requirements - Clearance Requirements. Subfactor 2 discusses ability to ensure qualified personnel with clearances. Please confirm the solicitation does not identify personnel security clearance requirements.

A: Personnel are not required to have security clearances to perform on this contract. This section refers to PWS 11.3 and its requirements.

30. CLIN 0002 Describes FFP Reimbursables for Minor Maintenance & Repair. To better access annual repair cost, requesting maintenance history on all inclusive facility equipment.

A: CLIN 0002 is a prepopulated CLIN, based on Government estimates. Please refer to Addendum to 52.212-1, Paragraph J (2).

31. How do customers enter the DFAC?

A: Customers enter the DFAC through main entrance, but may leave through any of the three exits.

32. Who runs the cash registers?

A: The contractor provides personnel to run the cash registers.

33. How many staff are needed for each facility?

A: The Government will not make that determination. The determination for the amount of staff needed is subjective to each contractor.

34. Where is the grease pit located and does the contractor perform the cleaning?

A: The grease pit is located on the back dock of the DFAC and it is the contractor’s responsibility to clean it.

35. Is the cleaning performed by the contractor in the kitchen accomplished daily or after each meal?

A: Cleaning is done daily and after each meal period and on an as needed basis. A clean kitchen area is a constant requirement.

36. Who is in charge of the Material Safety Data Sheet’s for cleaning chemicals?

A: The contractor is responsible for supplying all cleaning agents for the contract. They will work with the Government for approval through the HAZMAT office for any cleaning agents that are not currently covered. Both the Government and contractor will maintain representatives for the HAZMART program.

37. Plastic ware – Are sporks authorized?

A: Yes.

38. How old is the current clipper in the DFAC?

A: It is 2 years old.

39. How will the bussing process work?

A: Please reference PWS Section 4.6. Bussing (Tray/dish removal will be accomplished by the customers). Cleaning and stocking services are still required by the contractor.

40. How far out from the facilities are the contractors responsible for grounds maintenance?

A: The contractor is responsible for grounds maintenance extending 50 feet from each facility. The Government is responsible for maintaining the grass and shrubs around each facility.

41. What items are recycled and where are they recycled?

A: We recycle all plastic, aluminum, and cardboard. Collection of the plastic and aluminum is inside each facility. Once collected, plastic and aluminum are placed at recycling points outside each facility. Cardboard is collected in those same recycling points labeled outside of the facilities.

42. Is the contractor responsible for maintaining the dumpsters?

A: No.

43. Are the box meals empty or pre-prepared?

A: They box meals are pre-prepared with non-perishable items only. Items that require cooling are placed into the boxes as they are ordered. This is a contractor responsibility.

44. Who is responsible for the hood cleaning?

A: There is a separate contract for hood cleaning at all facilities, which is overseen by the fire department on a monthly basis.

45. Who does the cooking and preparation of hot meals?

A: The Government prepares and cooks all hot meals. The contractor is responsible for serving, sanitizing and cleaning.

46. What is involved in the 10 day turnover period?

A: Cleaning, inventory, and transition of Government Furnished Equipment.

47. What are the contractors using to serve meals? Are paper products authorized?

A: Contractor will use the normal dishes provided. Disposable items will only be utilized during a power outage. Power outages occur 4-5 times a year on average.

48. Are the facilities open on down days?

A: The Berg-Liles DFAC is open 365 days a year. The RQT is closed on all holidays and weekends. The only exception is for contingency events in which the contractor will be provided the notice required in the PWS.

49. Who may eat at each facility?

A: Please reference PWS Section 3. In addition, T-38 contractors are allowed service at the RQT only.

50. What minor/major maintenance will happen at the new RQT facility?

A: As this facility is new, most items are still under warranty. Items for repair will be accomplished through the warranty first and if it is not covered it will then be the responsibility of the contractor to repair.

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