Record_Conference_Site_Visit.pdf

DEPARTMENT OF THE AIR FORCE

99TH CONTRACTING SQUADRON (ACC)

NELLIS AIR FORCE BASE, NEVADA

11 April 2013

MEMORANDUM FOR RECORD

SUBJECT: Record of Pre-Proposal Conference / Site Visit conducted 10 March 2015

The purpose of this memorandum is to record the Pre-Proposal Conference and Site Visit conducted on 10 March 2015. See Attachment for attendance record.

The Site Visit begin at the Nellis AFB Main Gate Visitors Center. The attendees were transported by government bus to the Fitness Center, Child Development Center, RED HORSE restroom facility, and Weapons School. Attendees were allowed to ask questions during the visit and take pictures.

The following questions respresent questions asked during the visit and submitted in writing after.

The questions are listed (except for minor edits to achieve non-attribution) exactly as submitted.

Responses do not qualify or change the terms and conditions of the solicitation.

1. What’s the current contract price?

Answer: Please see the Nellis Freedom of Information web page, http://www.nellis.af.mil/library/foia.asp.

2. What’s the breakdown of sq. footage (i.e. carpet, tile, vtc...etc.)?

Answer: The breakdown of the square footage is listed in Appendix B of the PWS.

3. Is there any chance this solicitation will change from 8a to hub zone or just a small business set-aside?

Answer: No. This requirement has been selected for and will remain in the 8a BDP.

4. It is stated that you must have a minimum of 5 past performance match the scope of the above-referenced solicitation. What if you have 1 or more past performances that are equal and up to 5x larger than this solicitation; however, the total number of past performances is less than the required minimum of 5, would the government considered that unacceptable?

Answer: No.

5. Can you tell me the due date for the solicitation?

Answer: The due date is stated in the solicitation. It is March 23, 4:00PM PST.

6. Is this an 8(a) business only bid?

Answer: Yes. See answer to question 3.

7. The solicitation posted to FBO.gov is posted without a 1449. Will one be posted?

Global Power for America http://www.nellis.af.mil/library/foia.asp

Answer: No the combined synopsis and solicitation constitutes the only notice and a separate 1449 will not be issued.

8. A SF 1449 wasn’t found with the solicitation. Has one been uploaded?

Answer: No. See the answer to question 7.

9. What is the due date for questions?

Answer: 16 March 2015. Questions received after this date may still be answered.

10. What is the minimum number of days the offeror is required to hold their prices firm after the proposal submission?

Answer: The contractor is required to hold their bid price for a minimum of 60 days. See Amendment 0002 to the solicitation.

11. How many original versions of each volume of the proposal are we required to submit?

Answer: One

12. How many copies of each volume of the proposal are we required to submit?

Answer: One

13. Is there a page limitation?

Answer: In accordance with the 52.212-1 Addendum, Past Performance, paragraph 2, past performance information is limited to two (2) pages per contract.

14. What is the current contract price?

Answer: See Answer to Question 1.

15. Can you please verify the Wage Determination you provided is the applicable Wage Determination and if you find there is a CBA can you please post the CBA?

Answer: See Amendment 0001 to the solicitation.

16. Pricing Schedule Attachment 1 Item 0001 – This requires a price for Level 1 Facility Cleaning Services. Appendix A, Attachment 3 indicates there is no Level 1 Facility Cleaning Services Required. In addition, Appendix B lists only Restroom Square Footage indicating there is no Facility Cleaning Required in Level 1 Facilities. Please clarify this conflict in data provided.

Answer: Please see Amendment 0002 to the solicitation.

17. Pricing Schedule Attachment 1 Item 0003 - This requires a price for Level 1 Periodic Services. PWS Paragraph 1.3 states Periodic Services are provided in Level 4 Facilities Only.

Please clarify this conflict in data provided.

Answer: Please see Amendment 0002 to the solicitation.

18. Please confirm for the purpose of Scheduling Level 2 Restroom Services that Duty Days are considered Monday through Friday except Federal Holidays.

Answer: Confirmed

19. Are any facilities required to be provided services other than Level 4 Periodical Services on Saturday or Sunday?

Answer: No

20. Can you provide the number of Restrooms in each facility?

Answer: There are 461 restrooms making up the square footage identified in the PWS.

21. Please advise if Collective Bargaining Agreement is in place with the current contract?

Answer: Yes.

22. Please advise dollar value of the current contract and name of the incumbent vendor?

Answer: Please see the answer to question 1.

23. What is the estimated current usage of toilet paper, paper towels, plastic bags, and hand soap?

Answer: That information is not available to the Govt.

24. What is the approximate population of each of the buildings requiring service?

Answer: Not releaseableThe contract is based on square footage.

25. what about the schedule for a pre-bid meeting / site visit and who should be contacted within the government for arrangements?

Answer: The site visit will begin at 9:00AM on March 10. All interested participates should be at the Visitors Center, located by the front gate of Nellis AFB, and ready to begin the site visit at 9AM. RSVPs should be sent to Stephen Colton at stephen.colton@us.af.mil no later than March 6.

See Amendment 0002 to the solicitation.

26. I noticed that the language in your questionnaire document mentions "packing and crating" and NOT janitorial. Can this be adjusted?

Answer: See Amendment 0001 to the solicitation.

27. Would the Government please provide the standard forms SF1449 for the original solicitation and form SF30 for each amendment to allow the necessary amendment recognition and application of signatures for the proposal?

Answer: No. See answer to question 7.

28. Question: CLIN 0001 Level 1 Facility Cleaning shows cleaning for 4,445 SF while the PWS for Level 1 Facility Cleaning shows no maintenance requirement. The only maintenance requirement for Level 1 is for Rest Rooms per the PWS. Please provide Level 1 Facility Cleaning Tasks/Service for the PWS.

Answer: See Amendment 0002 to the solicitation.

29. Regarding the requirement for an offeror to supply a letter from the SBA that verifies the current active status within the SBA 8(a) BDP and through at least 01 June 2015 or contract performance start date, whichever is the latter, the SBA may not provide such a letter to offerors.

After an 8(a) firm’s annual review, the SBA sends the 8(a) firm a letter informing it of its current active status for the next year of participation in the program. An offeror may be able to supply this annual review letter as proof of active status. However, it is also possible that this standard letter will not meet the Solicitation’s requirements. For instance, if an 8(a) firm’s last annual review was May 2014, then the SBA can only make a representation of the 8(a) firm’s status through May 2015 (i.e., when the next annual review is scheduled). The SBA likely will be unable to make any representations of an 8(a) firm’s status beyond its anniversary in the Program. Can an offeror’s status on SAM.gov and/or DSBS be substituted instead of this requirement for a letter from the SBA?

Answer: See Amendment 0001 to the solicitation.

30. Is there a particular Gate/Entry point we should meet for the site visit?

Answer: See Amendment 0002 to the solicitation.

31. In the solicitation, there is no mention of the required proposal format (i.e. - page count, font size, font type (Arial, New Times Roman, etc.), number of volumes required for the Technical proposal and Price proposal, is the Technical proposal volume supposed to be in a separate 3 ring binder from the Price proposal binder?, etc.).

Answer: Referencing the addendum at 52.212-1 electronic or hard copies will be accepted. Also, please see the answers to questions 11, 12 and 13.

32. What are the requirements for the contractor to have for his/her business?

Answer: All requirements for submission and consideration of proposals are listed in the solicitation.

33. Is the equipment that the previous contractor used for sale? If it is for sale: What is the asking price? What equipment is for sale?

Answer: The Govt. doesn’t have knowledge of any equipment for sale.

34. Are there any problems/problem areas with the existing contract or contractor?

Answer: No major problems have been documented by the Govt.

35. How many restrictive workers are with the existing contractor?

Answer: This question is unclear. There are no restrictive workers required under the current contract.

36. What is the square footage of building 1705 the fitness center?

Answer: See Appendix B of the PWS.

37. Will sign in sheets be available?

Answer: Yes for any facilities requiring escort – daily entry into base requires annual pass per person provided after each person clears security background check

38. Are windows included in the requirement at the fitness center?

Answer: The windows at the fitness center will not be covered under this contract.

39. What is the length of the indoor track?

- Answer: The track is a typical oval shape and approximately 170 feet on each straight length

40. What type of floor is in the fitness center? Does it require special cleaning?

Answer: Concrete, hard wood courts, carpet offices, tile restrooms, fiber cord track - auto scrubber

41. Does the contractor maintain the kitchen in CDC #1

42. Are the showers in the restrooms required to be cleaned?

- Answer: Yes. If there is a shower in the restroom it is calculated in the total square footage for each restroom.

43. Can you provide us with a list of all products to be supplied by the contractor?

- Answer: See paragraph 1.2.3 of the PWS.

44. Have there been any changes in this contract from the previous contract for services? If so, Please describe?

Answer: Unlike the previous contract Level I Facility and Periodic Cleaning services will no longer performed on a constant recurring basis.

45. Can you tell us how many personnel are on base, since you cannot provide building totals?

Answer: The latest census shows that there are approximately 8,896 personnel at Nellis AFB. See Appendix B for a building total.

46. Can you provide current usage of paper and plastic supplies? This is a critical number necessary to make an informed bid?

- Answer: This number is unknown to the Govt. since the contractor is responsible for furnishing supplies.

47. If you cannot provide usage, can you give us a formula to determine the proper amount of product for each location?

Answer: As there may be multiple formulas to allow for the calculation of the consumption of supplies under this contract, the Govt. can’t provide a formula. It is up to all offerors to use the information provided in the PWS to devise their own formulas and methods for calculating the rate of consumption of supplies.

48. Are there reps and certs required for this contract?

Answer: See the 52.212-1 Addendum in the solicitation

49. Which buildings require day porter services?

Answer: None

50. Can you provide a schedule for the cleaning times in each building?

Answer: See paragraph 4.1.1 of the PWS.

51. Is the contractor responsible for replacement of broken dispensers?

Answer: The contractor will be responsible for replacing any dispensers that are broken from normal wear and tear.

52. Can you supply us with the manufacturer and case # of current paper towels and toilet paper?

Answer: No. Since the current contractor is responsible for providing the supplies the number of cases used is unknown to the Govt. The current contractor uses Waxie supply and typical dispensers with rolled paper towel and oversized rolled toilet paper were shown during site visit

53. Can the contractor replace the current paper towels and toilet paper?

Answer: Yes.

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

Answer: See Section 3.0 Government Furnished Property And Services of the PWS.

55. If we supply a vehicle, is there a place to park this vehicle?

Answer: Yes, contractor provided with Gov facility with outdoor parking space.

56. Is there any office space provided to the contractor for the supervisors and/or site manager?

Answer: See Section 3.0 Government Furnished Property And Services of the PWS.

57. Will current employee’s vacation and/or paid days off be paid by the outgoing contractor?

Answer: The contractor who receives this award will be required to comply with the Collective Bargaining Agreement posted with this solicitation.

58. Can you provide a seniority list of current employees, as this will impact vacation and other seniority benefit costs?

Answer: That information is unknown to the Govt.

59. Who is the current contractor?

Answer: See Answer to Question #1

60. What is the current contract value?

Answer: See Answer to Question #1

61. Why wasn’t the current contract 5 years?

Answer: At that time the Govt. didn’t have a need for a 5 year contract.

62. Are we required to clean inside lockers?

Answer: No.

63. What are the prevailing wages?

Answer: See the collective bargaining agreement posted with the solicitation.

64. Do you want price and technical separated?

Answer: yes

65. Are windows included in the CDC?

Answer: Yes

66. Where are the janitorial closets?

Answer: There is one in the preschool hallway.

67. What is the frequency in CDC # 1 Answer: Everyday.

68. Are any buildings other than restroom only?

Answer: See Appendix A of the PWS

69. How many restrooms are there per building?

Answer: See answer to question 20.

70. Can you provide the current value of this contract for the past 12 months, or would we need to make a FOIA request for this information?

Answer: See Answer to question # 1.

71. Who is the present contractor and how long have they been in place?

Answer: See Answer to question # 1.

72. Pricing CLINs reflect different square footage totals than what is reflected in the PWS.

Answer: 96,599 and is the correct square footage. See revised pricing schedule (attachment 9).

73. Red horse building, how long is it projected to be in maintenance (Closed) status?

Answer: Facility will be back on line before implementation of new custodial

74. Is there an area of space to store contractor equipment, i.e. buffers, vacuums, etc.?

Answer: See answer to question #52.

75. PWS para 1.4.5.17 Window /interior glass, at the site visit this was expressed windows and glass was cleaned by a separate contractor on a separate contract. Please remove from PWS.

Answer: Referencing Appendix A of the PWS Interior glass remains part of the requirement not exterior windows.

76. For bldg. 47 Fighter Weapons School, is a facility clearance required? If so, at what level?

Answer: No.

77. Request a CD of floor plans when available.

Answer: Floor plans will not be provided during this solicitation.

78. During exercises such as Red flag, Green flag, etc. will there be changes of level of service standards? If so, how will the contractor invoice?

Answer: It is possible that the level of service will change during exercises. However, all invoicing procedures will remain the same.

79. CBA identifies 3 positions Floor Technician/Maintenance, Floor Technician, Janitor. Because this is a CBA and Presidential Proclamation requires "first right of refusal" we need to know the number of positions for each labor category. Unless the scope of work has changed and CBA incumbents are no longer qualified for the positions.

Answer: Reference the CBA and contact the union directly.

80. Has scope of work changed from incumbent contract?

81. Are there buildings that will be full service Level 2?

- Answer: No.

82.. How will we have access to the CD for the Floor plans?

- Answer: Through Contracting Officers representative

83. Number of bathrooms and showers per facility?

Answer: See Answer to question 20.

84. Appendix B Estimated Square Footage and Cleaning Levels, building 202 is listed twice, on page 28 (Cleaning Level 2 Basic) and page 30 it is also listed with a grouping of 18 facilities under a bold column header that says Bathrooms Only. Both showing the same square footage. Is this a typo our is something missing?

- Answer: Typo. See revised PWS (Attachment 10).

85. Bldg. 1705 Fitness Center - On attachment 3 page it shows the fitness has 4,452 Restroom sq.

ft., 1640 sq. ft. Carpet & 90507 sq. ft. of hard floor that adds up to 96,599 but on Attachment 1 under Level 4 Fitness cleaning it has 106,434 sq. ft. Please clarify which one is correct total square footage.

- Answer: 96,599 is correct total

86. Bldg. 1705 Fitness Center - During the facility tour we were able to talk to one of the fitness centers facilities manager. Can you confirm that this large facility was NOT on the contract when previously awarded to the incumbent contractor? Can you confirm that there are four full-time day staff and four full-time night staff currently servicing the fitness center?

- Answer: 1705 was not on the contract when previously awarded to incumbent contractor – 1705 came on line after as new construction. Current contractor controls specific number of personnel due to Performance Based contract

87. Bldg. 1705 Fitness Center – During the site visit it was stated that the cleaning the running track was not part of the initial bid but it is listed the PWS in the table showing the sections to be cleaned.

- Answer: The track has been removed from the requirement. See revised PWS (Attachment 10)

88. Bldg. 1032 – Shows 6221 sq. ft. for restrooms and total sq. ft. 18983. In reviewing a previous building list it shows Bldg. 1032 has 48080 Sq. Ft for this Facility (6221 sq. ft. for Restrooms and Locker Rooms & 41859 sq. ft. for the rest of the bldg.). Please confirm the square footage.

Additionally, please confirm the scope for the additional areas if it is part of the contract. (What service level?)

- Answer The square footage, listed in the PWS, for building 1032 is correct. Building 1032 requires Level 4 service.

89. Bldg 282 Weapon School – During the site visit the incumbent stated that they currently perform level 1 facility cleaning and restroom cleaning for this facility. In PWS it only ask for Level 2 restroom cleaning, please clarify the correct service level?

- Answer: Level 2 service is required on a recurring basis. There is a possibility that Level I service may be requested by the customer for special events or exercises.

- 90. Bldg. 867 & 899 - There is no sq. ft. for facility. Please confirm that these buildings receive no service?

Answer: These facilities do not receive recurring service. There is a possibility that the customer may request Level I service on occasion. Level I restroom sq. ft. 899 = 153/867 =181

91. On Pricing Schedule Attachment 1 item 0001 for Level 1 Facility it shows 4,445 sq. ft. of cleaning but does not say which bldgs. Due to there is no Sq. Ft for any carpet or hard floors on the sheets, please clarify.

- Answer: Attachment 1 is no longer a valid pricing schedule. Please see the amendments to the solicitation.

92. On Pricing Schedule Attachment 1 item 0003 for Level 1 Periodic Facility it shows 3559 sq.

ft. of cleaning but does not say which bldgs. Due to there is no Sq. Ft for any carpet or hard floors on the sheets. please clarify.

- Answer: Please see answer to question # 89.

93. In the PWS it only says there are Periodic services (carpet cleaning, strip & wax etc.) For Level 4 only no other levels, please confirm this is accurate.

Answer: There is no periodic service for Level II.

94. Child Care Buildings – Can you confirm that two out of the three facilities were not on the contract when they were awarded to the incumbent contractor?

- Answer: Correct

95. Can you confirm that these day care centers require an extraordinary level of service greater than most daycare centers? If so can you explain why?

- Answer: The Govt. cannot confirm what other day care centers require…Nellis CDC standard for custodial is in the PWS

96. Is it true that there is a requirement to clean after each meal period including breaks?

- Answer: See paragraph 1.4.5.4

97. Can you confirm that there are 14 fulltime day and evening employees working in the day care facilities not including the youth centers? Are periodic services required in these facilities?

Answer: The Govt. cannot confirm number of contractor assigned employees due to performance based contract. Yes, periodic services are required for these facilities IAW PWS

98. Supplies – Can you verify the current spend on paper and supplies are 27K a month?

- Answer: See answer to question #23

99. Staffing- The union seniority list has a total of almost 40 full time employees, can you confirm this?

- Answer: The Govt. Can’t confirm this information

100. Vehicles – Is the contractor required to provide vehicles to get around the entire base including the remote areas?

- Answer: See paragraph 1.5.1 of the PWS