Questions_&_Answers_01_Sept_2017.pdf

This document contains questions and answers regarding the solicitation. This document does not change the terms in the solicitation unless provided by amendment to the solicitation.

Questions and Answers (#1)

FA4830-17-R-S003

Custodial Services

01 September 2017

Solicitation Questions:

1. Who is the incumbent contractor and how long have they been providing their services?

a. Metro Contracting Services, LLC

b. MCS, LLC began providing services on 01 April 2016.

2. Can you confirm the remaining options of the incumbent contract will not be exercised?

a. It is not the Governments intent to exercise the remaining options of the incumbent contract.

3. Why was a new solicitation required?

a. A drastic change in the scope of the service is needed in order to be in compliance with Air Force requirements which dictated that a new solicitation was required for Custodial Services.

4. What is the current contracted monthly price and yearly price?

a. The total contract value of one (1) base year plus four (4) option years was $3,058,854.00.

Any additional breakdown of pricing of the incumbent contract must be requested via Freedom of Information Act channels. Please note that the new requirement is a drastic change in scope from the incumbent contract.

5. Can you provide us with the bid tab sheet form the last bid opening?

a. A bid opening was not held for the incumbent contract solicitation and bid sheets were not provided.

6. Is it possible to get the current supply usages from the current contractor?

a. Supply usages were not requested of the incumbent contractor. A drastic change in the scope of the service would make the current usage rates unreliable. In addition, the incumbent contractor was not required to track usage rates.

7. Is the scope/size of this bid identical with the current contract? Have there been any changes from the previously awarded contract to current request for bid?

a. The scope/size of this requirement is drastically different than the current contract. The changes were so significant between the new requirement and the current contract that the service had to be recompeted.

8. Are there any significant changes from the last bid?

a. See Questions 7 a.

9. What is the criteria for awarding the contract?

a. There are numerous criteria for award of the contract. Reference the solicitation package, FA4830-17-R-S003. If your request is specific to Instructions to Offerors and Evaluation Criteria, I recommend a detailed review of MDY ADM-1 (Addendum to Provision FAR 52.212-1), FAR 52.212-2 as amended, MDY ADM-2 (Addendum to Provision FAR 52.212- 2), and FAR 52.212-1.

10. Is the pre-bid conference mandatory or optional?

a. The Pre-Proposal Conference was optional for interested parties to attend.

11. Is there Collective Bargain Agreement with the county or current vendor?

a. No, the requirement is not subject to a Collective Bargaining Agreement.

12. Who is responsible for providing day porters' services? How many hours’ day porter services are required per day? What is the time frame for day porter's services?

a. Day Porter services is not a reference used in this solicitation. A description of the services required is identified in the Performance Work Statement attachment of the solicitation which includes instructions and restrictions (to include times of building availability) for the performance of cleaning task.

13. Who is responsible for furnishing floor mats of the campus

a. Each facility provides their own floor mats.

14. Can you provide carpet to tile % per location?

a. Appendix B identifies the restroom, carpet and hard floor square footage for each facility.

15. What was the previous winning bid price?

a. Please reference Question 4 a.

16. I wanted to confirm that solicitation number FA4830-17-R-S003, custodial services at Moody AFB, is a HUBZone set aside? We can see that it’s checked on the SF1449, but there is no mention of it on the FBO page so wanted to be sure.

a. FA4830-17-R-S003 is a 100% HUBZone set-aside.

17. Is a bid bond/performance bond required for the proposal?

a. No, a bid bond/performance bond is not required.

18. Does the solicitation contain requirements similar to a current contract? If possible, please provide the current contract number. Or, is this a new requirement for the government?

a. The current contract number for Custodial services at Moody Air Force Base is FA4830-16-

C-0003, however, the scope/size of this requirement is drastically different than the current contract.

19. The contractor must provide consumables. Can you provide a history of use? How many people use the facilities involved each month?

a. The scope/size of this requirement is drastically different than the current contract. A history of use will not be provided, nor was it tracked. An estimated 6,000 personnel will be utilizing facilities.

20. This solicitation was originally released in May, 2017. What has delayed action?

a. A synopsis was posted on 24 May 2017 as a special notice of the government’s intent to issue a formal solicitation. After this date the solicitation and requirement specifics were still being developed. Once complete, the solicitation was posted to FedBizOps.

21. Will the government allow Prime/Sub teaming on this effort?

a. Teaming Agreements such as Joint Ventures are allowed, however the Teaming

Agreement/Joint Venture must meet the definition of a HUBZONE small business concern (FAR 19.1303). In accordance with FAR 19.101(7)(ii)

“HUBZone joint venture. A HUBZone joint venture of two or more HUBZone small business concerns may submit an offer for a HUBZone contract as long as each concern is small under the size standard corresponding to the NAICS code assigned to the contract, provided one of the following conditions apply:

(A) The aggregate total of the joint venture is small under the size standard corresponding to the NAICS code assigned to the contract.

(B) The aggregate total of the joint venture is not small under the size standard corresponding to the NAICS code assigned to the contract and either—

(1) For a revenue-based size standard, the estimated contract value exceeds half the size standard corresponding to the NAICS code assigned to the contract; or

(2) For an employee-based size standard, the estimated contract value exceeds

$10 million.

22. Can you define this requirement is set-aside for competitive Historically Underutilized Business Zones? Does that exclude my firm from being able to bid on this contract? My company is classified as a small disadvantage business.

a. In accordance with FAR 52.219-3, “Offers are solicited only from HUBZone small business concerns. Offers received from concerns that are not HUBZone small business concerns will not be considered.” This requirement is set-aside for competitive HUBZone small business concerns only.

23. I was hoping you could you please assist us in clarifying the requirement for past performance to establish substantial confidence? We currently have a teaming agreement with another company, will their past performance be required to establish substantial confidence?

a. Please reference MDY ADM-2 of the solicitation. The solicitation does not mandate the submission of the teaming agreement partners past performance as a requirement to obtain substantial confidence.

24. If we were to submit a proposal as a team, a HUBZone certified prime, and a WOSB, could we utilize the subcontractor’s past experience as well as our own? Or would the subcontractor status in the agreement not allow their experience to be considered in this procurement?

a. Please reference question 21 above concerning Teaming/Joint Venture agreements. However if this question is in reference to a HUBZone prime offeror with a WOSB subcontractor that meets the requirements of FAR 52.219-3, the offeror could submit the subcontractors past performance as well as the primes past performance. Please note, in accordance with the

MDY ADM-2, the Relevancy definitions for Scope/Complexity and Magnitude differ concerning performance performed as a prime contractor and performance performed as a subcontractor.

25. Will there be a site map available?

a. A site map will be provided to the awarded contractor.

26. If the offeror does not have relevant past performance can a major subcontractor or teaming partners past performance help the offeror meet the relevant past performance evaluation criteria?

a. Yes, reference the relevancy definitions located at MDY ADM-2, Table 2.

27. When is the due date for submitting the performance information; survey form to be completed/accomplished by the respondent and how many respondents will be required to submit survey form?

a. All past performance information, and completed past performance attachments must be submitted by the closing date and time of the solicitation.

b. The solicitation does not require that a specific number of respondents must submit the survey form.

28. Per bid spec., the standard form 1449, #10. this acquisition is for HUBZone small business. We are minority owned firm. Please clarify as to if our firm will qualify to meet the HUBZone small business concern requirement.

a. In accordance with FAR 19.1303 “Status as a HUBZone small business concern is determined by the Small Business Administration (SBA) in accordance with 13 CFR Part 126.” Please contact the Small Business Administration if you have questions concerning your companies HUBZone status.

29. What was the wage determination when the current contract was awarded? Has the contract price been increased due to federal minimum wage?

a. The Wage Determination was WD 2015-2131 Rev. 2 and was changed to WD 2015-2131 Rev 3. The contract price was not increased due the change in the Wage Determination.

30. Is the current contractor required to provide the minimum man-hours as required by paragraph 4.1.3 (Child Development Center (CDC), Hours of Operation)? Specifically, two (2) custodians present during the hours of 8:00 a.m. - 3:00 p.m. Monday through Friday and also a minimum of two (2) custodians present during the hours of 10:00 a.m. – 4:00 p.m. one Saturday a month for Give Parents a Break.

a. Yes, the incumbent is currently required to provide custodians as discussed above. However, an amendment will be issued to the solicitation to reflect a requirement of three (3) custodians during the hours discussed in the PWS.

31. Is the current contractor required to provide the minimum man-hours as required by paragraph 4.1.4 (Fitness Center, Hours of Operation)? Specifically, two (2) custodians present during the hours of 9:00 a.m. - 3:00 p.m. Monday through Friday and 10:a.m. - 3:00 p.m. Saturday and Sunday.

a. Yes, the incumbent is currently required to provide two (2) custodians as discussed in the

PWS.

32. Paragraph 4.1.4 (Fitness Center, Hours of Operation) requires a minimum staffing level to be provided at the Fitness Center. We service two Fitness Centers (Bldg. 400 and 404). Does the government want this minimum staffing to be provided to both Fitness Centers included in this contract? Alternatively, please identify which Fitness Center is applicable to this requirement.

a. As identified in Section 4.1.2.1 of the PWS, the “Fitness Center” is comprised of buildings 404 and 400. As such, the minimum manning requirements for the “Fitness Center” consist of the two buildings together not separate. As such, if one custodian is in building 404 and another custodian is in building 400, the Fitness Center has two custodians working during that time.

33. Will the government accept past performance of a substantial sub-contractor under a Teaming Agreement?

a. Reference question 24.

34. Will the government accept past performance of all parties of a Status Based joint venture agreement?

a. Please reference question 21 above concerning Teaming/Joint Venture agreements. However if this question is in reference to a HUBZone prime offeror with subcontractor that meets the requirements of FAR 52.219-3, the offeror could submit the subcontractors past performance as well as the primes past performance. Please note, in accordance with the MDY ADM-2, the Relevancy definitions for Scope/Complexity and Magnitude differ concerning performance performed as a prime contractor and performance performed as a subcontractor.

35. Was the incumbent contract FA4830-16-C-0003 awarded without requiring the CDC minimum man-hour requirement? If the contract was modified to include the current RFP man-hour requirement, can you provide us the approximate modification dollar amount along with the period of performance applicable?

a. The incumbent contract required the contractor to provide two (2) custodians as discussed in the PWS. The contract was not modified to include the current RFP requirement. An amendment will be issued to the solicitation to reflect a requirement of three (3) custodians during the hours discussed in the PWS.

36. The incumbent contract was awarded requiring the Fitness Center minimum man-hour requirement.

Which Fitness Center was applicable to this requirement?

a. The “Fitness Center” is comprised of buildings 404 and 400. As such, the minimum manning requirements for the “Fitness Center” consist of the two buildings together not separate.

37. Is there a difference in the PWS from the current contract and this new procurement? If so, please describe.

The scope/size of this requirement is drastically different than the current contract. Some of the changes are included in the table below. This is provided for information purposes only, as the Government did not track all changes between the two different requirements.

Offerors are strongly cautioned to base pricing on the requirements of this solicitation and not the incumbent contract.

Current Service Change New Service Restroom Cleaning 5

Times Per Week Reduction Restroom Cleaning 3 Times Per Week

Addition Sweep and Mop Floors 1 Time Per Week

Addition Vacuum Carpet 1 Time Per Week

Addition Clean Walk Off Mats 1 Time Per Week

Addition Remove Trash 1 Time Per Week

Addition Emergency Floor Maintenance (Buffing/Stripping/Shampooing)

38. Is there a location where we can store large quantities of supplies?

a. The awarded contractor would have a caged area for supply storage of 281 square feet for supplies and a separate area for the one month of emergency supplies required by Section

1.2.4 of the PWS.

39. Are there useable and secured janitor closets throughout the base that we’d have keys to?

a. Yes.

40. Doe the base practice centralized trash pickup? Or does the contractor empty out each individual trash can?

a. The updated PWS states in section 1.1.5. Trash Collection/Removal that all trash containers shall be emptied, trash disposed, and containers returned to their original locations.

41. Can the government please confirm that this is a non-union job as there wasn’t a current CBA attached to the procurement package?

a. A Collective Bargaining Agreement does not apply to the solicitation.

42. Can the government please confirm that exterior window cleaning is not part of the PWS, with the exception of the CDC, Youth Center School Age Program and Fitness Center?

a. That is correct, the Level 1 and Level 2 facilities have no window cleaning.

43. The PWS states contractor should adhere to all base recycling programs. Can these programs (if active) be clarified? We are interested in knowing if there are deskside/building/bulk recycling containers? And if so, is the contractor responsible for submitting recycling reports?

a. The recycling program is currently inactive.

44. How many secured buildings (requiring an escort) are there and what are there bldg. #s?

a. Answer: There is only three facilities that require escort, facilities 115, 1520 and 1720.

45. How many bldgs. that require cleaning that are in the areas of the ammunition bldg./820th base defense group?

a. There are no facilities in the ammunition area to be cleaned. The 820th Base Defense Group has several facilities throughout the base.

46. We understand that each bldg. has a janitor’s closet but the closet is shared with the bldg. occupants.

Is that true?

a. Not all facilities have janitor closets, but the ones that have them will be shared with the facility occupants.

47. The rubber flooring in the CDC and else-where: Is it our understanding that it was stated that it has to be buffed? If no wax is to go on the rubber floor why should buffing be required? Can it just be mopped per the contract?

a. The floor needs to be cleaned according to manufactures specifications and dry buffed to maintain floors natural surface luster.

48. Will there be a 30 phase-in period to allow for administrative performances with employees, operational evaluations and to exercise a smooth transition with minimal to no interruptions?

a. In accordance with Section 2 of the PWS “During the first initial 30 days of the contract, two

(2) additional discrepancies/errors on each task shall be allowed in an effort to identify normal phase-in problems, with the exception of any periodic cleaning service, which shall remain unchanged.

49. How was the square foot determined for each building requiring cleaning? Was it done by architectural drawings or did someone physically measure the bldg. footprint floor area that will require cleaning.

a. Each facility was physically measured with an electronic measuring device of the finished walls.

50. Please confirm that there is no Collective Bargaining Agreement (i.e. No Union) that is part of this contract?

a. Reference question 41 on the other document.

51. Trash collection: It is stated “centralized locations”. Is that 1 centralized location on the ground floor of each bldg. or is it a centralized location on each floor of the bldg.? Please clarify.

a. The “centralized location” terminology has been removed from the PWS.

52. What is the frequency for trash collection that the current contractor is performing for Level 1 and

Level 2 bldgs.?

a. The current contractor only cleans restrooms for Level 1 and Level 2.

53. It was mentioned the reception area in the CDC should be cleaned daily. Would the cleaning of the reception and associated adjacent offices would fall under Lobby in the General Task section on page

31 and the frequency being 1X Daily?

a. No, they fall under admin offices and break room which is required to be cleaned 1 time a week.

54. What was the janitorial contract price including amendments for the incumbent contract period since they have only been on the contract for 1 year?

a. The total contract value of one (1) base year plus four (4) option years was $3,058,854.00.

Any additional breakdown of pricing of the incumbent contract must be requested via

Freedom of Information Act channels. Please note that the new requirement is a drastic change in scope from the incumbent contract.