Attachment 3- RFIs 28 July 2020.pdf

Request for Information 28 July 2020

1. Please verify employees will be SCA and that a CBA is not applicable to any of the positions?

Answer: There is no longer a CBA in place, therefore SCA wages rates are applicable and was provided via Attachment 2 WD 2015 4493 Rev 11.

2. Please provide Incumbent, address and contract value:

Incumbent: U.S. Cleaning Service ETC INC Address: 6 Harmony Way, Valdosta Ga, 31601-6100 Total Contract Value: $1,521,816.78

3. Please provide list of employees currently performing on this contract.

Answer: Will not be disclosed by the Government.

4. Please provide Collective Bargaining Agreement currently in place.

Answer: There is no longer a Collective Bargaining Agreement in place.

5. Solicitation 1.1.2., identifies serving as a contingency service while Solicitation 1.3.1.5 identifies Line Server as a Mess Attendant responsibility. Please clarify. (REVISED)

Answer: 1.1.2. Contractor tasks include, but are not limited to the following: cleaning facilities, equipment, dining areas, and utensils, serving meals, replenishing food, and performing cashier services.

Upon initiation of contingency clause operations, perform all required tasks to include cooking, serving, and preparing vegetables and fruits for the salad bar to ensure continued serving. The estimated quantities of work are listed in Appendix B, Estimated Workload Data.

6. Solicitation page 31, Note 3 requires the contractor to provide a midnight meal during contingency operations. There is no CLIN for MESS attendant for midnight meal.

Answer: (PLEASE REFERENCE Appendix B Estimated Workload Data, Note 3; REVISED) ***NOTE 3: Midnight meal operated by contractors during contingency operations only. The contractor will be notified by the contracting officer of the scheduled serving at least three days before any mission change. Upon notification, the contractor will assume midnight cashier, midnight pots and pans, midnight food line server and midnight housekeeping.

7. The CLIN structure in the Pricing Schedule is not consistent and there are two CLINS 3008. Should this be updated.

Answer: Pricing Schedule has been revised, see Attachment 3 Pricing Schedule v2

8. Attachment 3 (Pricing Schedule), CLINS 1002, 3004, 3007, 3008, and the duplicate CLIN 3008 files are hard coded to a value of zero (0) and locked, so we are unable to fix it. Spreadsheet needs updated for submission.

Answer: Pricing Schedule has been revised, see Attachment 3 Pricing Schedule v2

9. Solicitation 1.3.3.1., indicates that the contractor may be required to operate for extended hours. There is not a CLIN for extended hours.

Please clarify.

Answer: 1.3.3.1. Contingency/Emergency Services. Operations may increase workload, to include the “Continuation of Essential Contractor Services During Crisis”. Contractor shall provide service during military exercises (for example, accident and rescue operations, civil disturbances, weather warnings, base alerts), natural disasters, and other contingency operations. The number of operations vary, but can be reasonably predicted from history. The Contractor shall respond to Operational/Readiness Exercises or Inspections (ORE/ORI), military exercises or actual emergencies or natural disasters during an average year. by extending serving hours as directed by the Contracting Officer at the rates shown in the contingency CLINs for extended service hours. Serving hours under this provision may be increased to twenty-four (24) hours per day and may be implemented as directed by the

Contracting Officer at any time as required to meet military mission requirements. to include extended hours.

10. Sections 4.13.2 and 4.13.2.1 added to the PWS are a repeat of PWS

4.12. Identical requirements. Should these sections be removed.

Answer: PWS paragraphs 4.12, 4.13.2 and 4.13.2.1 are now removed from the PWS.

11. There are multiple places throughout the RFP that the former RFP number is still cited.

Answer: The new Solicitation added 01 to the original Solicitation number.

12. What was changed in the RFP that caused the former one to be canceled?

Answer: The biggest change was the removal of the CBA and CBA overtime CLINS for extended hours. Contingency hours listed should be incorporated into CLIN X001 Mess Attendant Service. There was also the removal of Cook II and an addition Weekend Busser.

13. What is the seniority level of employees aboard Moody AFB?

Answer: Will not be disclosed.

14. What is the average number of employees aboard Moody AFB?

Answer: Will not be disclosed

15. As no CBA has been provided, we presume all workers are non-union and all wages are paid based on the “Register of Wage Determination for the State of Georgia, Counties of Brooks, Echols, Lanier, and Lowndes. Is this a safe presumption?

Answer: Yes, the WD 2015 4493 Rev 11 was provided as Attachment 2 and also states in the COMBO.

16. How much per hour does the current contractor spend to cover cost of medical/dental/vision insurance for their workforce?

Answer: Will not be disclosed.

17. What is the expected contract value for each year?

Answer: Can only provide total contract value: $1,521,816.78

18. In which CLIN shall the bidding contractor place the associated cost for phase-in/phase-out?

Answer: Incorporate the phase-in/phase-out cost into CLIN X001 Mess Attendant Service

19. Are all incumbent shift leaders ServSafe Certified?

Answer: No, ServSafe is not required for contractors. Only the Food Handler’s training that is offered by the 23d MedGroup.

20. What program is used by the Air Force to complete civilian background checks?

Answer: Georgia Crime Information Center (GCIC)

21. What format does the Air Force wish to see on this proposal? What size font, page limits? Do you wish to have separate volumes or all in one volume with sections for technical, pricing, and past performance? Searchable?

Answer: The proposal must be Times New Romans, font size 11. The first page of the proposal must show the RFQ number, time specified for receipt of quotations, name, address, and telephone number of quoter, Name and email address of representative authorized to discuss quote; any discount terms and acknowledgement of all solicitation amendments (if applicable).

Must be separated volumes, price, technical and past performance.

Price must be submitted using the Pricing Schedule at Attachment 3 v2 per COMBO paragraph numbered 1. Technical must be IAW

COMBO paragraph numbered 2 (no limit on pages). Past Performance must be IAW COMBO paragraph numbered 3 (no limit on pages).

22. Do we need to submit any additional Reps and Certs or will those listed on SAM be sufficient?

Answer: FAR 52.204-8 Annual Representation and Certifications must be completed and provided, the government will then verify information provided within SAM website.

23. Is the contractor required to provide Mess Attendant Services for the midnight meal during normal operations (non-contingency)?

Answer: Please refer to Note 3 under Appendix B on page 33:

“Midnight meal operated by contractors during contingency operations only. The contractor will be notified by the contracting officer of the scheduled serving at least three days before any mission change. Upon notification, the contractor shall assume midnight cashier, midnight pots and pans, midnight food line server and midnight housekeeping.”

24. Would the government please define what is required to be included in the equipment plan? (maintenance, operation, or accountability of the equipment)

Answer: Please refer to 3.4.7.2 regarding maintenance. The government will provide repairs, maintenance and replacement to kitchen equipment as necessary. Equipment required to be operated by contractors includes cash registers and dishwasher/clipper. All other equipment used by contractors on a day-to-day basis includes kitchen utensils, cooking equipment, cleaning equipment, and storage equipment. Also please refer to 3.3.2.2 regarding equipment accountability. The contractor shall be liable for loss or damage to government-provided property and shall report all lost or damaged equipment to the contracting officer within 72 hours.

25. Please explain the purpose of Attachment 4 SF LL Disclosure of Lobbying Activities has to be completed?

Answer: The certification is a material representation of fact upon which reliance is placed when this transaction is made or entered into imposed by Title 31 USC 1352.

26. If the offeror has no lobbying activities does Attachment 4 SF LL Disclosure of Lobbying Activities need to be completed?

Answer: Yes, If no lobbying activities exist then the contractor shall state so.

27. If the offeror has no lobbying activities and the form needs to be completed, exactly what on Attachment 4 SF LL Disclosure of Lobbying Activities has to be completed?

Answer: Complete applicable blocks requested on the form.

28. If Attachment 4 SF LL Disclosure of Lobbying Activities does not apply to offerors with no lobbying activities, exactly what needs to be filled out and presented in the proposal?

Answer: The attachment completed stating lobbying or no lobbying activities.

29. The RFP lists a series of FAR and DFARS clauses that are to be completed and submitted by the Government or are instructions, but there is nothing for the offeror to complete. Specifically, FAR 52.212- 2 (Evaluation –Commercial), FAR 52.215-1 (Instructions to Offerors- Competitive Acquisition), FAR 52.233-2 (Service of Protest), FAR 52.252-1 (Solicitation Provisions incorporated by Reference), and FAR 52.252-3 (Alterations in Solicitation) appear to fall into this category. Can the Government confirm that there is nothing in these FAR clauses to be completed by the offeror and clarify if these need to be included in our proposal?

Answer: Yes, the aforementioned are for information purposes as stated below.

FAR 52.212-2 Was stated in the COMBO explaining to potential offerors how the Government will evaluate proposals. Information only.

FAR 52.215-1 Are instructions for offerors IAW what is required per the COMBO and clarified further via question number 20 within this document.

FAR 52.233-2 is provided for information purposes after notification of unsuccessful offeror notice is provided.

FAR 52.252-1 and FAR 52.252-3 is provided within the COMBO for all solicitation provisions incorporated by reference at http://www.acquisition.gov

30. Is staffing of serving lines a primary task or only during contingency?

Reference: 1.1.2 and 1.3.1.2

Answer: It is a primary task.

31. Will military staff have access to and/or consume Contractor- Furnished Equipment/Property such as cleaning products, disposables and other equipment? Reference 3.3.1 and Appendix D

Answer: Yes. Though cleaning products are not utilized by military, the doors to the storage rooms are regularly left open and are not typically closed or locked.

32. Are duties outlined in 1.3.4.1 exclusively performed by Contractor?

1.3.4.1 implies full dishwashing coverage (all soiled pots, pans, utensils each day) by Contractor, but 1.1.2 seems to stop short of listing dishwashing a primary task. What percentage of duties are dishwashing? Reference 1.1.2 and 1.3.4.1

Answer: Duties in 1.3.4.1 are exclusively performed by contractors from breakfast to dinner. Midnight meal dishwashing is performed by military unless during contingency operations.

33. Does 1:3 backfill ratio imply that the Contractor will take on the workload of three military?

Answer: They are not expected to take on the workload of three military (i.e. one contractor is not expected to cook as much as three military would cook); we are only authorized one contractor for every http://www.acquisition.gov/ three military we have deployed or tasked for another assignment, according to Manpower guidelines.

34. Is there an implied reduction of services during Contingency/ Emergency Services? Reference 1.3.3.1.1.(1)

Answer: No, services during contingency must still continue as they did during non-contingency.

35. Can the Government share the total dollar value of the hand receipt (equipment inventory)?

Answer: The total dollar value for the equipment inventory in the facility is estimated at $536,223.33

36. Are there existing access controls in place to safeguard cash (i.e.

cameras, security system, access control badges)? Reference 1.3.1.4.2

Answer: There are currently no cameras within the facility, but there are safes in the office in which the contractor will be assuming, and a safe in the Food Service Officer’s office to safeguard cash and receipts. Entry to the safe in the FSO’s office requires signing a Standard AF Form 702.

37. What is the current amount of the change fund? Reference 1.3.1.4.2

Answer: $500.00

38. During Contingency/Emergency Services will Food Production Logs be provided by the Government? Reference 1.3.3.1.6

Answer: Yes, Food Protection Logs are always provided by the government.

39. Will Contractor be primary manager of Food Management

Information System or passive user? Reference 1.3.4.2

Answer: Contractors maintain the electronic menu boards with up to date menus and prices. The military will provide IT support if the computer system requires.

40. Will receipt and inspection of subsistence be done by military during routine operations? In Contingency/Emergency Services?

Reference 1.3.4.3 and 3.3.2.4

Answer: Yes, military will receive subsistence deliveries, and will also perform inspections on delivery vehicles and subsistence during both routine and contingency/emergency operations. Storeroom personnel are responsible for this task.

41. Will special dishware for VIPs be provided by Government or procured by Contractor? Reference 1.3.4.6

Answer: This is provided by the government. Special dishware is already in storage at the facility for use, when necessary.

42. Please provide Historical Headcount Data for December, FY19 as this is missing from the historical workload estimate document.

Answer: In December FY19, 12,333 meals were served.

43. Under the Food Preparation Section, PWS Section 1.3.3.1.6, states the following:

“The Contractor shall set-up, prepare sandwiches, and serve sandwiches from the sandwich/deli bar. The Contractor shall prepare vegetables, fruit, and food items for use in the salad bar and prepared salads. Ensure that vegetables are properly cleaned, cut, and stored to maintain freshness. Specialty Salads shall be prepared IAW Food Service Production Log (or computer-generated form) and Air Force Automated Recipe Service.”

a.) Is it the requirement that the contractor fulfills these duties at all times or only during contingency/emergency operations?

Answer: Only during contingency.

b.) Is this referenced deli bar factored into the Number of Serving Lines? How many employees are currently staffing this area or is this managed/served by Air Force personnel?

Answer: Currently, our dining facility’s deli bar is not operating. It is not factored into the number of serving lines. If manning allows, Air Force personnel will staff the area. If not, contractors would staff.

c.) Is this bar offered for every meal or just lunch and dinner?

Answer: During Non-COVID times, self-service bars are offered for all meal periods. A cold bar offering sliced fruits, as well as ingredients to build-your-own omelet is available for breakfast. During lunch and dinner, the bar offers salad and specialty salads (potato salads, macaroni salads, cucumber salads, etc.).There was also a hot section attached to the same bar where we’d offer breadsticks, dinner rolls, cornbread and soup. These are all self-serve, and so the items are no longer offered. The facility currently offers grab and go pre-packaged salads.

d.) Does the Air Force currently have any Airmen serve food during normal/non-emergency situations?

Answer: Currently, only Airmen serve food during both normal and contingency situations.

e.) Most specialty salads require cooking and assembling of semi-complex recipes. How many salad makers/cook 1’s are currently utilized by the current contractor?

Answer: During contingency, there is only one salad prep contractor and one Cook 1.

44. What is the annual boxed meal volume? Is this included in the “Historical Workload Estimate” documents released with the solicitation?

Answer: No, it is not included in the Historical Workload Estimate.

But, number of boxed meals served during 2019 was 1,173.

45. PWS Section 1.3.4.3 Subsistence and Material Handling states the following:

“The Contractor shall put away stock in stockroom upon receipt using First-In-First-Out (FIFO); perishables within thirty (30) minutes, and non-perishables within one hour. Put away expendable supplies upon arrival of the delivery when notified by military/civilian representative.”

a.) Is the contractor required to receive, inspect and store all perishable and non-perishable food items or only contractor required items like cleaning supplies/chemicals?

Answer: No, military personnel will handle receiving and inspecting all foods and cleaning supplies. Contractors are responsible for putting away foods and cleaning supplies in proper designated storage (within the facility).

b.) Is the contractor required to “break out” and return unused food and supplies for Air Force personnel and food production?

Answer: The contractor is not required to open boxes to put out ingredients used for AF personnel to prepare meals and they are not responsible for returning unused foods. The contractor may be required to unpack foods from larger packaging to store goods in proper shelves.

c.) Is the subsistence handler required to be available to Air Force Personnel during all hours of operation?

Answer: Hours for individual workers are decided by the contract companies. AF personnel attempts to work with vendors to have their shipments delivered while subsistence handler is on shift.

46. Specifically, how many days of service, weekday and weekend, are run with “Holiday Hours?”

Answer: Holiday hours are the same as weekend hours, so every weekend with the exception of UTA weekends are run on “holiday hours”.

47. How is a contractor, accountable for all, and responsible for safeguarding all, assigned the property when personnel other than their workforce has access to the facility?

Answer: The contractor is only responsible for the government property provided for Contractor use. Although personnel (customers and Air Force personnel) have access to the facility, contractors are still held liable for the property assigned to them (computers, safes, telephones, cleaning equipment, etc.).

48. Is the Government responsible for all small wares, its replenishment, and cost of “To-go” gear for its patrons?

Answer: Yes, the government will pay for all these items.

49. How many meal periods are affected by pest control, i.e does the dining facility shut down for dinner, or does pest control occur after normal business hours? How many times per year and which meals are affected?

Answer: Pest control does not affect meal periods. There are about two (2) hour periods between each operating meal period in which the facility is closed to prepare the following meal. Pest control, if needed, takes place during this period. Pest control is requested twice a year (every 6 months). No meals are directly affected.

50. Where is the contractor to store dishes, smallwares, pans, cooking utensils, etc. while the building is being sprayed for pests?

Answer: Entomology does not practice “spraying” the facility for pests. They only set bait to handle insect problems.

51. In the case of a power outage, or refrigeration/freezer breakdown, does the Government provide the dining facility with portable storage/refrigeration spaces? AND whose responsibility is it to move food stores into a temporary location?

Answer: In the event of a power outage, the dining facility is equipped with a backup generator that activates instantly when the power goes out. If the refrigeration/freezer goes down, the AF personnel handles transporting the perishable foods to another location on base. All coordination and transportation is handled by AF personnel.

52. Does the incumbent utilize shift leaders/supervisors to open/close the

Moody AFB dining facilities?

Answer: Contractors do not have keys to the facility. Military personnel are required to open and close the facility.

53. 4.11.2 of the PWS states that the Contractor must ensure all supervisors receive food handlers training from an individual designated by the Director of Base Medical Services. Does the Base Medical Services acknowledge certified ServSafe trainers as appropriate to provide this training or will it be provided by military personnel?

Answer: The training that is required for the contract is the Food Handler’s training provided by the 23d Medical Group and is offered/available to any members in food service. The training is instructed by military medical personnel.

54. Prior to the actual transition start date is there a location on Moody

AFB where the contractor and subcontractors may use to set up an interview, and for current employees and management staff to complete required forms such as Apllication, I-9, ID cards, W-4s, and obtain uniform sizes and other necessary documents?

Answer: There may be conference room availability for use within the squadron.

55. During the phase-in process is there a base communications/telephone service we are required to process with?

Cost per month?

Answer: The base has its own telephone service. Telephone service is paid for by the government. There are telephones in the office that the contractors will be assuming.

56. Is there a commercial Internet service provided to the contractor?

Answer: Yes.

57. Is the Government satisfied with the incumbents’ ability to staff during surge/emergency weeks/months? What has their fill rate been?

Answer: Yes. We have not had a surge or emergency recently and so we have no recent record of the incumbent’s fill rate.

58. In 1.3.4.4 of the PWS, it states that the Contractor shall provide documentation to the COR that each employee has been medically cleared to work in Food Operations at a minimum of one week prior to starting work (TB tests). Are these medical clearances and TB testing done by independent medical staff of the contractor’s choosing and paid for by Contractor or will the medical staff at Moody AFB be providing these services? If provided for by Moody staff, what is the charge per employee to the contractor?

Answer: The contractor is responsible for providing all services required for medical clearance.