Questions__Answers_24_Nov_15_(2).pdf

FA4830-16-R-0001, Custodial Services

Questions

1. Is teaming authorized in this solicitation and what is the percentage for the

SDVOSB?

a. Yes, 51% has to be completed by a SDVOSB.

2. If awarded this job, do we need a local office and what is the miles radius?

a. No, a local office is not required.

3. Does the Fitness Center get cleaned on Holidays?

a. Reference PWS Para. 4.1 & 4.2., No.

4. What is the current contract price?

a. $2,082,828.00 for a one (1) year base year and four (4) one (1) year options.

5. Who is the current Contractor?

a. CRJ Management Services, Inc.

6. Is the current contract a Service Disable Veteran Contractor? How is this determined for eligibility, by self--‐certifying or certified by the Department of Veteran?

a. Yes, the current contract is a Services Disabled Veteran Contractor

b. To determine eligibility you must be registered in SAM.gov as a SDVOSB and meet the following criteria:

i. The Service Disabled Veteran (SDV) must have a service-connected disability that has been determined by the Department of Veterans Affairs or Department of Defense

ii. The SDVOSBC must be small under the North American Industry Classification System (NAICS) code assigned to the procurement

iii. The SDV must unconditionally own 51% of the SDVOSBC

iv. The SDVO must control the management and daily operations of the

SDVOSBC

v. The SDV must hold the highest officer position in the SDVOSBC

7. Pursuant to FAR 19.501, is this acquisition a SDVOSB set--‐aside will it be conducted in accordance with FAR Part 12 and Part 15? Does the contractor have to be certified by the Department of Veteran as a Service Disable Veteran Contractor?

a. Yes.

b. Please see question 6.

8. Is this a mandatory site visit in order to bid on this solicitation?

a. No.

9. Can the Government provide a copy of the sign in sheet?

a. Please see attached.

10. Are the current employees represented by a Union?

a. No.

11. If so can the Government provided us with the Union contact information?

a. N/A

12. Can the Government provide seniority list?

a. This information will be provided at time of award and /or 10 days prior to current contract completion in accordance with FAR 52.222-41(n).

13. What is the anticipate start date for this contract?

a. 2 January 2016

14. Does the contractor need vehicles to perform duties?

a. Yes

15. Does the Government provide space to store supplies and equipment for this contract?

a. Yes the contractor will have a 281 Square Feet fenced in area in facility 980.

16. Does the Government provide office space for the contractor?

a. Yes, the contractor will have a 382 SF office area in facility 980.

17. Do employees need any special clearance other than noted for working in Child Development Center?

a. No

18. Does the Government have any historical data on paper products and liners usages base wide?

a. No

19. Does the Government have any historical data for paper products and liners in the

CDC?

a. No

20. What is the population of the staff on post?

a. An estimated 6,000 personnel

21. Is the Contractor responsible for replacement of walk--‐off mats?

a. No, the contractor is only responsible for cleaning the mats.

22. Does the Contractor required to use Hepa Vacuum during this contract?

a. Reference section 1.1.2 for type of vacuum cleaners.

23. What is the insurance requirement? Please provide what are the minimum.

a. Please see Amendment 1 and reference the clause MDY 02-26, Required Insurance.

24. Will the contractor be required to empty trash in any Level 1 and Level 2 Facilities except in Restrooms?

a. No, restrooms trash collection only.

25. Will the Contractor have locked designated areas to store restroom supplies in each facility?

a. No, in most facilities the military will share the janitor’s closet with contractor.

26. Restroom Cleaning Frequency in Level 2 Facilities states “Every Other Duty Day” Is that to mean we service Monday, Wednesday, Friday one week then the next week we service Tuesday and Thursday or do we service Monday, Wednesday, Friday of every week?

a. You will be required to service Monday, Wednesday, and Friday every week.

27. Can Small vehicles such as Gators or Golf Carts which have appropriate Safety equipment installed be used on Moody Air Force Base for transportation of employees?

a. Yes

28. Can Contractor employees use their personal vehicles to provide these services?

a. Yes

29. Are there any areas cleaned with the exception of the CDC that require Contractor employees to be escorted or badged in addition to base entry requirements?

a. Reference PWS Para. 1.4.2.3, Yes, the command post section of facility 115.

30. Will the Government be ordering any additional services such as Floor Maintenance or Carpet Maintenance in Level 1 and 2 Facilities using a Government Purchase Card?

a. No.

31. Would the Government consider adding CLINS to the contract for pre-pricing of

Floor Maintenance Services in Level 1 and 2 facilities on a price per square foot basis?

a. This is a standardized requirement across the MAJCOM and therefore additional services are prohibited.

32. CLIN 1005 on Section B is missing the unit amount. Should there be 12 for this

CLIN?

a. Yes, see Amendment 1.

33. It appears that the government is not exercising the option of the incumbent contractor or their contract is ending for unknown reasons. Can the government provide the reason?

a. This information is not applicable to the current solicitation.

34. Are there changes to the scope of work in regards to this solicitation vs. the current contract PWS? If so, can you identify those changes?

a. The overall scope of work for this acquisition is comparable to the current contract PWS.

35. Ref RFP Section L, ‘type shall not be less than 12 pitch’ … for tables and graphics, will 10 pitch be acceptable?

a. Reference changes made in Amendment 1.

36. PWS Para 1.4.4.1 states the need to provide a personnel roster. When will this be required to be submitted to the government?

a. This will be required after award at the pre-performance meeting.

37. Can you clarify PWS Section 4 (Hours) and Appendix A Standards. For example, the CDC requires ‘two custodians between the hours of 10a and 3p M-F’ however, they are restricted to "All cleaning requirements will be performed either before or after fitness center operational duty hours, except for any cleaning requirement performed more than one (1) time daily according to appendix A.” The only more than 1x task in Appendix A are to: empty the diaper pail, and wipe down the tables/chairs. What are the expectations between 10a and 3p? The same issue applies to the Fitness Center … two full-time, day-time custodians, but the majority of the work is to be done ‘after hours’.

a. The CDC has 21 rooms that require the eating sections of each room be damp mopped and swept after each meal for kids under two and after breakfast and lunch for kids over two. The tables and chairs in each room have to be cleaned and sanitized once during the day. Soiled diaper containers need to be emptied once during the day. Restroom floors in the classrooms for kids over two needs to be damp mopped and swept once during the day. Reference PWS 4.1.3. and 4.1.4. and Appendix A.

38. Is the contractor required to have a separate Quality Control Manager / Evaluator as well as a Project Manager?

a. Reference PWS section 4.15. The contractor will be required to have a Contract manager or alternate during duty hours.

There is nothing in the PWS that prohibits the contractor from having the Contract Manger or Alternate Contract Manager acting as a quality control manager. This is left to the discretion of the contractor.

39. The government has zero walk-off mats listed under the inventory for the CDC, Youth Center and Fitness Center however has cleaning of walk-off mats listed as a task in Appendix A at each of these locations. Please advise?

a. The CDC has a large built in matt at the main entrance.

b. The Gym has two built in mats and 3 regular mats.

c. The Youth Center/ School Age Programs has 11 regular mats.

40. What is the most recent monthly charge paid out to the incumbent contractor for services rendered? If this is not available, can you provide the annual charges?

a. Please see question 4.

41. Based on the active ‘Statement of Work’ agreement, are there any new (and/or additional) service requirements that are included in this proposed ‘Statement of Work’—dated September 28th, 2015?

a. Please see Question 34.

42. Are there any areas requiring seven (7) days a week daily cleaning, outside of normal facilities hours of operation and/or use? If so, please clarify.

a. The gym is the only facility that requires 7 day cleaning. PWS Section

43. Will the contractor be required to provide paper, chemical, and plastic products?

a. Yes

44. Can you provide the monthly supply cost & usage on the current contract?

a. We have no historical data.

45. Are we required to provide urinal block/pads?

a. No

46. What is the model of the wall soap dispensers?

a. There are several types and they all require liquid soap to be poured into them.

47. What is the model of the paper towel dispensers?

a. We have Tork roll paper towel dispensers in high use facilities and the standard tri fold in other facilities.

48. What type of toilet paper holder(s) do you have (single or jumbo roll)? If jumbo roll holders, what is the model of the jumbo toilet paper holder?

a. We have Tork double roll toilet paper holders in high use facilities and standard rolls in other facilities.

49. Are all the paper dispensers the TORK type? Will the machines stay or will they be removed?

a. As stated in question 47 we have some Tork dispensers and they will stay unless the contractor wants to change them with another type at the contractor’s expense.

50. What type paper is this that goes in the machines if they stay? This determines the cost of the paper.

a. Tork only products will work.

51. Regular soap in gallon containers that are eventually poured into dispensers is acceptable?

a. As stated in question 46 there are several type of dispensers that all require liquid soap to be poured into them.

52. Are the same type soap and towel dispensers that are in the fitness center in every other of the 151 buildings?

a. There are several types and they all require liquid soap to be poured into them.

53. Are the tissue dispensers proprietary? Does the base own all the tissue soap dispensers and towel dispensers?

a. Yes, some are Tork . Reference questions 48 and 49.

54. The hour sheet has a place for 6 crews. Does the term crew mean you are expecting two people on each truck to services the bathrooms thru out the base?

a. The contractor needs to determine the number of personnel on each crew to complete the work of 151 facilities needing the restroom cleaned according to the PWS.

55. Are there 181 soap dispensers and 162 paper towel dispensers. please confirm?

a. We will post a new facilities inventory list with all the levels of service, numbers of dispensers will be included. (Reference Attachment 7)

56. The entire rafters in the Fitness Center are they to be cleaned or dusted?

a. The rafters over the basketball court only will need to be cleaned.

57. On the windows, is the outside and inside cleaned on all facilities?

a. No, the windows will only be cleaned at Level 4 facilities. The exterior and interior of the windows will need to be cleaned.

58. During the walk through we noticed so large tables in the activity kitchen room. Are they necessary to be moved? If so how often?

a. Section 1.1.1 of the PWS states all chairs, tables, trash receptacles, and other moveable items shall be moved to maintain floors underneath these items and returned to their original and proper position after cleaning. This means each floors are cleaned and maintained.

59. On the air conditioning air intake vent are they required to be cleaned or removed disassemble each and every entire air vent?

a. The vents will need to be cleaned as stated in section 1.4.5.16 but will not need to be removed.

60. The mops is the requirement every 400 square feet, to change each mop, although mop is totally clean and not dirty? We did not want to waste valuable usable materials?

a. The mop water/soap/disinfectant solution shall be changed after completion of each pair of restrooms (male-female) in a facility or after cleaning 400 square feet in a single facility not the mop head.

61. The mop water/soap/disinfectant solution used in restroom cleaning, although not dirty, does it need changing after each building cleaning? If so, we would not like to waste unnecessary water?

a. The contract requires the water to be changed according to section 1.2.2 of the PWS. Saving water is not the priority concern; dirty (used) mop water from one facility being used in another facility is unacceptable for the purpose of this solicitation.

62. Do all facilities have access, janitorial closet area(s) with operational working water sources so access to refill and change out mop water for buckets?

a. Not all facilities have sinks in the janitor’s closets. However, water is available in all facilities.

63. The Contract Manager, is their duties limited?

a. The contract manager needs to fulfill the requirements in section 4.15 of the

PWS.

64. The Quality Control Manager is their duties limited?

a. The contractor needs to meet the requirements in section 2.1 of the PWS.

65. Please provide a complete listing of site visit attendees? If not how do we request a copy?

a. Please see an attached copy with these questions labeled Site Visit

Attendance.

66. When does the government expect to have funding for this effort?

a. In accordance with FAR 52.232-18, funds are not available at this time. The government does not have an expectation of when funds will be available for this requirement.

67. Concerning the checklist on each restroom door, how much door space can the contractor use to post the entire description of work to be accomplished and checklist on each door?

a. No more than a legal size document with the information from Appendix A for level on and level 2 facilities only. No holes are to be made in any doors when posting the checklist.

68. Who is responsible for damage to the restroom door, with posting of restroom checklist?

a. The checklist shall be posted in a manner that will not cause damage to the door. See question 67.

69. Who is responsible for the integrity for checklist remaining on restroom door with employees going in and out on an ever constant basis?

a. Reference PWS Para. 1.2.1. The contractor shall ensure the checklist is posted on each door. The government will work with the contractor to ensure the checklist remains in place on the door.

70. Also, if checklist abuse i.e. torn down, removed, and derogatory comments written etc., this is an extreme and harsh task on the contractor, because they do not control the facility on a day-to-day basis?

a. Reference PWS Para. 1.2.1. The government will work with the contractor to ensure the checklist remains in place on the door and is not damaged. If damaged, the contractor is responsible for replacement. The COR is available for assistance and liaison with facility managers if necessary.

71. To whom is our proposal addressed? The 1449 states Katie Carr in CE, yet Section L. states Allison Lewis.

a. The section of the 1449 referenced is for the delivery of the services and is used for invoicing purposes only, not for the proposal. Follow the instructions given in Section L of the RFP. In accordance with this section, proposals will be accepted electronically, only.

72. Number of Volumes? Page 77, Para Ic. states: "The Offeror's proposal shall consist of three (3) separate volumes: Volume 1a [content undefined / no title]; Volume 1b - Price / Cost; Volume 2a Past Performance Information; and Volume 2b Technical.”

Accordingly, it’s either two volumes or four volumes … not three. May I suggest 4 Volumes, with the latter three being aligned to your evaluation factors: Volume I - Offeror Information; Volume II - Price / Cost; Volume III - Technical Approach;

Volume IV - Past Performance Information.

a. This section has been updated to reflect 2 Volumes.

73. Page Count and Font Size? I thought there was mention of 10-pages max for the

Technical Approach but can’t find the declaration in Section L - please confirm the page limit for the Technical Volume. The font - can we use less than 12 pitch for tables and diagrams? Suggest 12 pitch for the text body is appropriate, while 10 pitch is quite adequate for tables, etc..

a. This section has been updated to indentify font specifics.

74. Evaluation Criteria? I find Section M. more complex and not consistent with a straight-forward LPTA evaluation. Suggest calling what it is … or what it should be: Best Value. Obviously, LPTA didn’t work last time … and you have, rightfully so, inserted various subjective criteria to evaluate the offers. By calling it LPTA with subjective Past Performance and Technical evaluation, I think you’re opening yourselves to protests by any disgruntled losers.

a. In accordance with FAR 15.101 Trade Off and LPTA are both choices under the best value continuum. In addition, in accordance with the solicitation, “While the Government and the Contracting Officer will strive for maximum objectivity, the evaluation process, by its nature, is subjective and therefore, professional judgment is implicit throughout the entire evaluation process.”

75. Can the government provide a quantity of the following areas of the Fitness Center.

It is important to have this information because of the following example. The government has provided the overall SF of hard floors however the frequency of service in the hallway hard floors is different than in the restrooms which are also different than in the admin area. Therefore it is important to have this information broken down by area within the Fitness Center.

a. Please see Level 4 Cleaning Breakdown 20 Nov. 2015 attached.

76. For the same reasons as question 75 regarding the Fitness Center, can the government please provide the following information broken down by area of the Youth Program?

a. Please see Level 4 Cleaning Breakdown 20 Nov. 2015 attached.

77. For the same reasons as question 75 & 76 regarding the Fitness Center, can the government please provide the following information broken down by area of the CDC? For example, the government has provided the overall SF of carpet however breaking it down further in regards to areas under 2 years, over 2 years and admin areas is important as the frequency of service for each is different.

a. Please see Level 4 Cleaning Breakdown 20 Nov. 2015 attached.