Attachment_8_Questions_and_Answers.pdf

Custodial Services Questions and Answers:

1. Who is the incumbent contractor?

a. Coqui Disposal Services, LLC

2. What is the current contracts period of performance?

a. 3 February 2018 – 3 November 2018 (9 months)

3. What is the total contract value of the current contract to include base year and options.

a. Current contract is a 9-month base period with no options, the contract total value is

$2,088,620.42.

4. Please provide the provisions, requirements, tasks and frequencies in the current RFP that have been added, deleted or modified from the current contractual requirements.

a. AFCOLS Level remained the same, and square footages and frequencies remained largely the same.

5. Are there any cleaning products requirements; whereby you require specific brands or type of cleaning supplies that must be used other than the basic cleaning products? Are there any

"Mandatory Source" Requirements under the resulting contract?

a. There are no current mandatory source requirements for this new custodial contract.

6. The other floor type column doesn’t add up?

a. The Concrete area is 554 SF

7. The pricing schedule asked for pricing for Periodic Services ie: Strip/Wax, Carpet Shampoo, Floor

Buffing, but the task charts for Prestige and Basic services states the these services will be as required be COR via a work order. Can you confirm frequencies that will be or change the pricing matrix to reflect an per hour cost for these line items?

a. Service will be performed at least once quarterly by work order (5,000 SF)

8. Are previously used PPQ's or CPARS acceptable?

a. Past Performance Questionnaires shall be submitted in accordance with Addendum

52.212-1 section 1.10.6. The Government reserves the right to review all CPARS ratings for the Offerors, previously used or new.

9. Are janitor’s closets located in each building?

a. Yes

10. How many restrooms are in each building?

a. See floor plans

11. How many restroom fixtures are in each building?

12. Can you provide a fully detailed base map to include building numbers?

13. Where is the base provided contractor office space located and what is the building number?

a. Suwanee Bldg 1476

14. Can a washer and dryer be connected in the space?

15. Is the contractor responsible for air freshener refills in the restrooms where dispensers are in place?

a. No

16. Are the incumbent employees part of a collective bargaining organization?

a. The incumbent employees are currently not part of a collective bargaining agreement.

17. Is there a current employee Seniority List? If so, will the Government disclose this information?

a. A list of the current employees will be provided after award.

18. While visiting the Silver Flag compound, there were detailed instructions on a bulletin board in the latrines describing to the users how to clean up after use. The instructions mandate usage of cleaning supplies and chemicals. Does the Government provide the supplies and chemicals on these types of sites?

19. Will roof top access be authorized to clean exterior windows where available?

20. In Bldg. 622, the Atrium (high visibility area) tile floor has been covered with some type of coating which is badly deteriorating. Will the contractor be required to maintain or to rectify this coating?

a. The Contractor will not be required to rectify the coating the contractor will be required to maintain.

21. What is the maximum height contractor employees will be required to clean fixtures, rafters, girders, etc.?

a. 10’ with the use of a ladder

22. “Offeror submits within the plan, details on how the offeror intends to recruit, retain, and replace personnel who have the knowledge, experience, abilities, and skills to perform services as required in the PWS.” Does the government want a list with qualifications of all contract employees or only for the Project Manager and Quality Control candidates?

a. In accordance with Addendum 52.212-2 section 3.3.3, the quoted section is in regards to the Offeror’s Program Management Plan rather than specific positions or employee qualifications.

23. “3.3.5.1 The contract shall ensure that the criminal background checks, required training, immunizations and other areas under 1.4 are clearly addressed.” Is the above a requirement to be addressed in the proposal or after contract award?

a. The requirement under 3.3.5.1 refers to PWS Section 1.4 Special Cleaning Requirements and shall be addressed in the proposal.

24. Are both electronic and paper copies of the proposal needed or just one or the other?

a. Yes, one paper copy and an electronic copy is required.

25. Can you release a list of the site attendees?

a. A list will be provided as a separate document with the posting of these questions.

26. Are CPARS allowed to be submitted in-lieu of PPQ? Seems odd that the contractor would be held liable for a 3rd party’s unwillingness or unresponsiveness to complete a PPQ.

a. Past Performance Questionnaires shall be submitted in accordance with Addendum

52.212-1 section 1.10. In addition, as stated under Addendum 52.212-2 section 4, the Government will evaluate past performance information from Government Databases, which includes the systems that CPARS ratings are documented in.

27. What is the current Contract number?

a. The current contract number for custodial services is FA481918C6005.

28. Ref: Custodial_Services_Questions_and_Answers_19_July #3

The Government response to question to who the incumbent was: Coqui Disposal Services, LLC.

Multiple web sites list Priority Building Services, Inc. as the incumbent under contract FA481912C0016 Award Date: 09/19/2012 and Expiration Date: 09/29/2017.

Can the government please confirm the current incumbent for this effort.

a. The contractor currently performing this effort is Coqui Disposal Services, LLC under contract FA481918C6005.

29. Will past performance of sister subsidiaries of the bidder be considered for the purpose of evaluating the past performance of the bidder?

a. Past performance information shall be submitted IAW Addendum 52.212-1 Section 1.10.

All past performance submissions shall include an explaination of how the scope of the referenced contract meets the relevancy definitions in this solicitation. Past performance information for a third party that is not invovled with the proposed effort may be found not relevant.

30. RFP Section 1.10.1 states that PPQs should be submitted for no more than three (3) of the most recent and relevant contracts, yet Section 1.10.6 states that "there is no limit on the number of PPQ's that will be considered by the government." Please explain if only 3 PPQs will be evaluated or if we can submit more than three.

a. Solicitation Addendum 52.212-1 Section 1.10.1 states that the Offeror shall submit Past Performance Information (PPI) on no more than three (3) of the most recent and relevant contracts… Section 1.10.6 further states that the government requires the offeror to sent out a PPQ to each of the Point of Contacts (POCs) identified in their Past Performance volume. This does not limit the Offeror to having additional PPQs submitted on their behalf IAW Addendum 52.212-1 Section 1.10.6.4.

31. Incumbent Contract, FA4819-12-C-0016, expired 9/29/2017. Who is currently providing custodial services at TAFB? Are they eligible to compete on this solicitation?

a. Coqui Disposal Services, LLC is currently providing custodial services under contract

FA481918C6005.

32. RFP Page 90 of 106 Clause 252.237-7024, PWS Page 18, Para 4.4.1 Mission Essential Services.

Solicitation reference says the Mission Essential Services Plan is submitted with the offer (response). PWS reference states the Mission Essential Services Plan is submitted within 30 days after contract award. Request the government state the date the Mission Essential Services Plan is due.

a. The Offeror is required to submit a Mission Essential Services plan IAW the solicitation requirements as part of their proposal. Within 30 calendar days after contract award, the Mission Essential Services plan shall be updated to include a list of mission essential personnel including the additional details specified in PWS 4.4.1.

33. RFP Page 98 of 106 Par 1.10 Volume IV – Past Performance. The government requires Past Performance Questionnaires for each contract submitted in the Past Performance Volume.

Sending and verifying PPQs were completed and submitted places an undue burden on the Offeror. It has become accepted practice to submit the last available CPAR instead of a PPQ.

PPQs are then required only when a CPAR is not available. Request the government consider and approve providing CPARS instead of PPQs when a CPAR is available.

a. The intent of the PPQ is to give interested parties ample opportunities to provide recent and relevant past performance information. Past Performance Questionnaires shall be submitted in accordance with Addendum 52.212-1 section 1.10. In addition, as stated under Addendum 52.212-2 section 4, the Government will evaluate past performance information from Government Databases, which includes the systems that CPARS ratings are documented in.

34. PWS Page 5, Para 1, Description of Services, Appendix A, Air Force Custodial Standards, Appendix B, Estimated Square Footages and Cleaning Level. Paragraph states all work performed by the contractor shall be performed in accordance with AFCOLS 3 standards.

Appendix A, Air Force Custodial Standards and Appendix B, Estimated Square Footages and Cleaning Level indicate cleaning required at AFCOLS 1 through 4. Request the government clarify the standards to which Offerors are to perform under this contract.

a. AFCOLS 3 standards are specified in Appendix A for the frequency of cleaning at each of the cleaning sublevels (1 through 4) under this solicitation. The various buildings covered under this solicitation are seperately identified under each AFCOLS 3 sublevel in Appendix B. Contractors are to perform the AFCOL 3 standards for each sublevel for the buildings specified within it IAW Appendix B.

35. PWS Page 6, Para 1.1.5, Trash Collection/Removal (Centralized Locations). Para requires offerors to collect and dispose of all trash from centralized locations. Is there a designated location the Offeror is to deposit trash collected from within facilities? Is the location on/off post? If on post, could the government provide a site listing for these receptacles? Is there a cost for using the designated location? Does the government provide vehicles to support moving trash from collection points to the final destination?

a. The majority of buildings have a dumpter within close proximity of the building location in which the contractor may dispose of the collected trash. There is no cost associated with the Contractor’s use of these dumpters for use under this contract. Use of the dumpters to dispose of personal items may incur a fine. PWS section 1.5.1 allows for the use of contractor vehicles necessary to perform the requirements of this contract.

36. Schedule B and Attachment 3, Schedule B listed the following CLINs 0003, 0006, 0009, 0012, 0015, & 0018 as “Lot” for Unit; however Bid Schedule CLINs 0003, 0006, 0009, 0012, 0015, & 0018 had “MO” for Unit. Can the government please clarify if the offeror has to price “Lots” in Section B and Monthly in the Bid schedule?

a. The Bid Schedule will be updated to reflect Lot for these CLINs.

37. 252.204-7005 Oral Attestation of Security Responsibilities, Security Clearances, This clause indicates personnel need to be cleared for access to TS/SAP or SCI facilities. Are security clearances required?

a. Security clearance are not required. Contractors will be escorted into any area requiring clearance.

38. Contractor Office Space, 4.16 The Contractor shall establish and maintain an office through which the contract manager or alternate(s) can be contacted during work hours. 3.1 GOVERNMENT FURNISHED FACILITIES. The government will provide office and storage space in building with a minimum of 1500 SF based on 325 CES available space listing (POC: Real Property Office). Does the 1500 SF include office space?

a. Office and storage space is included in the minimum 1500 SF building.

39. Attachment_4_PPQ, Note: If offeror holds or has held other contracts for Mess Attendant Services with your agency/organization in the last three (3) years, please complete separate Past Performance Questionnaire forms for those contracts as well. This PPQ is identified as Mess Attendant Services. Will the Government re-issue a PPQ with “Custodial Services”

a. The PPQ has been updated and will be provided as an attachment within FedBizOpps.

40. 3.3.4. Technical Subfactor 2: Quality Control Plan, The Quality Control Plan is acceptable when the plan provides an effective and complete approach that adequately addresses requirements of PWS paragraph 2.1, and shall include as a minimum. Please clarify where PWS paragraph 2.1 is located.

a. 2.1 Quality Control The contractor shall develop and maintain a quality control program to ensure custodial services are performed in accordance with commonly accepted commercial practices and services identified in this PWS. The contractor shall develop and implement procedures to identify, prevent and ensure non-performance and continual repeat of defective service does not occur. As a minimum, the contractor shall develop quality control procedures addressing the area identified in paragraph 2, Service Summary.

2.2 Quality Assurance. The government shall inspect and evaluate the contractor’s performance to ensure services are received in accordance with requirements set forth in this contract. The COR will use the contractor’s work schedule or modified version thereof, to record validation results. Results of the validation then become the official Air Force record of the Contractor’s performance. When a performance threshold has not been met or contractor performance has not been accomplished, the COR will initiate and provide the CO a Contract Discrepancy Report (CDR) for issuance to the contractor.

The contractor shall respond to the CDR IAW instructions provided and return it to the CO within 10 calendar days of receipt.

41. 1.6.2.2. Proof of Financial Responsibility. The Offeror shall include Proof of Financial Responsibility (letter from the Offeror’s bank on the bank letterhead) as acceptable evidence to the CO that the Offeror has sufficient financial resources to cover startup expenses for this acquisition IAW FAR 9.104-3(a). See Attachment 5 as an example template. We do not have access to our bank’s letterhead, nor do we have the authority to sign for the bank on their letterhead. Will the Government accept Attachment 5 on the Offeror’s letterhead, which can then be forwarded to the bank upon award?

a. Solicitation addendum 52.212-1 section 1.6.2.2 refers to a letter from the Offeror’s bank on the bank letterhead rather than a letter from the Offeror as indicated in the question.

42. Can the government please provide a base map (including outlying areas) with building numbers included so contractors can determine the distance to and from buildings to be cleaned?

a. Base maps will be provided as a separate attachment within FedBizOpps.

43. Approximately how man civilian and military personnel are employed at Tyndall AFB?

a. There are currently roughly 4,400 personnel currently employeed at Tyndall AFB.

44. Attachment 3 – Custodial Services Bid Schedule, For the base year, is the contractor to insert a cost for CLIN 0020 or are we to leave it at the $10,000 inserted in the table?

a. This CLIN is intended to be left at $10,000 to cover transition costs Not To Exceed (NTE) $10,000.

45. Attachment 3 – Custodial Services Bid Schedule, When the government orders against CLIN 0019 will they RFP the contractor and then bill against this line item? If not how will pricing be determined given the unknown duration of performance?

a. Once a Mission Essential Services requirement is identified, the Contractor will be required to provide a proposal based on the details of the Mission Essential Services requirement to which the Government will review and enter negotiations on prior to approving the effort.

46. Should the contractor insert $50,000 as the unit cost on the schedule B?

a. This CLIN is intended to be proposed at $50,000 to cover Mission Essential Services Not

To Exceed $50,000.

47. The PWS requires the contractor to deviate certain tasks such as periodic services from the normal base hours of operation – will using contractor vehicles for these services be prohibited?

a. No, use of contractor vehicles will be permitted outside of normal base hours of operations while in the performance of this contract.

48. Is it the Government’s intention that mission essential personnel be capable of temporarily relocating to a base facility in order to be available to carry out the required work in facilities deemed essential, i.e. the Gym, CDC and YC?

a. Yes, the Government intends to provide temporary lodging for those personnel providing the Mission Essential Services at that time.

49. In the event on-base space is not available for the contractor’s office and storage, or if it is necessary to relocate from one facility to another, are the necessary expenses at no cost to the contractor?

50. Please confirm whether this contact falls under Executive Order 13706 requiring sick leave for persons employed on this contract?

a. This contract has been identified as falling under the provided Department of Labor Wage Determination and as such Executive Order 13706 is applicable.

51. Is the contractor responsible for kitchen/eating areas?

a. The contractor is responsible for the eating areas as identified in the solicitation and appendices. The contractor is NOT responsible for the kitchen areas.

52. The Level 1 Prestige - Concrete floor type column doesn’t add up?

a. Concrete area total is 554 SF

53. Appendix B, Estimated Square Footages and Cleaning Level. Appendix B identifies Level 4 requirements, but labels these are “Prestige Service”. Are the services detailed at Level 4 requirements “Prestige Services” as defined in Appendix A: Air Force Custodial Standards; or are they “Special Requirements”?

a. Special Requirements (PWS 1.4.7)

54. Appendix B, Building 9491, Where is this building located?

a. Silver Flag compound

55. 1.1.4 Clean Floor (Walk-Off)/Mats, Is contractor responsible for replacement mats?

a. The contractor is not responsible to provide replacement mats.

56. 1.4.3 Required training, How many hours does training involve during normal duty hours?

a. One time Hazmat training approx. 2 hrs

57. 1.1.3, Stairwells/Elevators/Handicap Lifts; 1.1.4, Clean Floor (Walk-Off Mats), Request the government provide additional workload data, specifically, how many stairwells / elevators / handicap lifts is the Offeror responsible for? How many exterior doors are there that have Walk-off mats?

a. 11 Elevators and 21 stairwells. Assume all exit doors have mats

58. How many restrooms are to be serviced in each of the three service levels?

59. Attachment 2 – Appendix B, Can the government provide the number (quantity) of restrooms to be cleaned in addition to the already provided SF?

a. There are no additional restrooms

60. Is it the Government’s intention that the contractor shall pick up trash throughout all the hallways in every building? If a centralized collection point is the intent of the contract, how many designated centralized locations per building will be permitted? If more than one collection point may be established, can we have a list per building prior to submitting our proposal? Is the contractor responsible for replacing trash bags in the centralized collection point?

a. One centralized trash pick up location per bldg. Yes, the contractor is responsible for replacing trash bags

61. Appendix A lists “Windows (Exterior), Windows (Interior) and Interior Glass/Mirrors/Other” in the level 4 buildings (Gym, CDC, YC); we noticed all three of these buildings had very high glass, mirrors and windows. Is there a height limit as to the contractor’s responsibility for cleaning the windows, mirrors and glass? If there is no height limit, can the Government provide the actual height and square footage of the glass, mirrors and windows to be cleaned?

a. Max cleaning height 10’

62. Appendix A lists emptying of trash cans located on the outdoor playgrounds at the YC and CDC.

Can the Government provide a location and number of these trash cans? For instance, we noticed very large play areas and recreation fields at the Youth Center – are there trash cans located on these fields that the Contractor would be responsible for?

a. The CDC has 4 trash cans within the outside fenced-in play area. The YC has no outside trash cans for custodial servicing

63. Has the Scope of Work, under the new solicitation remained the same, decreased or increased compared to the current contract?

a. Sublevels 1, 2, and 4 have stayed the same as the current contract per AFCOLS. SubLevel

3, Academic has increased restrooms and tile floors from 2x a week to 5x a week. All

SubLevels fall under AFCOLS Level 3.

64. Appendix 4 - CDC only has the carpets shampooed in the classrooms. The halls and administration areas are not denoted for carpet shampooing; however, there is an AF regulation that those areas be shampooed at least yearly - an addendum to the PWS should be introduced before bidding to include this requirement otherwise it will have to be done as a modification immediately after award.

a. The Administration offices fall under Level 2 Services and are identified under Appendix

A: Level 4 Cleaning (Special Requirements) - Child Development Centers. Any periodic shampooing for these areas will be completed via work order.

65. We asked the questions about the high glass cleaning in the level 4 buildings - right now the height limit is 10’ but with the new PWS there is no height limit.

a. The height limit will remain 10’. PWS 1.4.6.17 has been updated to include the height limit.