Questions_and_Answers_to_solicitation_and_site_visit.pdf

Questions and Answers to solicitation and site visit for FA5000‐16‐R‐0009:

1. Who is the incumbent contractor and what was the total award amount?

The incumbent contractor is Ahtna Facility Services, Inc. The total contract award amount was

$4.8M for a Period of Performance from 1 Oct 15‐ 31 Jan 17.

2. Refer to PWS, page 28, Appendix A, Level 1 Cleaning: “N/A” applies to three Tasks: Buff Floors, Maintain/Strip Floors and Shampoo Carpet. Also refer to Schedule B, CLIN Price Schedule: CLIN

0004 (2,418,504 square/feet) and CLIN 0007 (225,516 square/feet). Please confirm that the mentioned three excluded tasks square/feet amounts are not included in each respective CLIN’s total square/feet for Level 1 Cleaning as shown in Schedule B?

CLIN X004 and CLIN X007 have been removed from the solicitation. Periodic Cleaning will not be required in the Level I and Level II facilities.

3. Are flight line facilities marked?

Yes, a column has been added onto the Tech Exhibit and is part of the amendment to the solicitation.

4. What is the fitness center cleaning schedule?

Fitness Centers are Level IV facilities and require some twice daily cleanings. Please see PWS para. 1.4.6

5. Are janitor closets available?

The PWS para 3.1.1 states, “there may be [janitor closets] available for use by the contractor, without cost, for the purpose of storing materials and equipment…” These closets can be shared. Janitor closets that are available are indicated on the Floor Plans provided.

6. Where are the supplies kept by the current contractor because most closets do not contain any supplies in them?

This is a performance based contract and the Government does not dictate how the contractor stores their supplies.

7. Are there elevators?

There are no elevators available for use, except in building 600. The elevator floors are included in the contract.

8. When does the USO facilities (7076 and 8001) to be cleaned?

The USO facilities will be marked on the tech exhibit as day service only as they need to be serviced between 1300 and 1600.

9. How does the Family Care facility (5091) differ from CDCs?

The Family Care Facility is an administrative office and a Level II facility, whereas the CDCs are

Level IV child care facilities.

10. How long do the background checks take for the CDCs and Youth Service facilities?

Background checks for the CDCs and Youth Service facilities have been taking approximately 6 to

8 months. However, this is just an estimate and an exact time cannot be given.

11. Are there any safety requirements such as hard hats required for the warehouses?

No.

12. How and when are gate codes to the flight line issued?

Per the PWS para. 4.5.3.1.4, gate access codes are provided upon completion of the airfield driving annual training by the Air Field Management Office.

13. For escort facilities, when the contractor calls, what is the process if there is no answer?

The process for these situations will be in the amendment to the solicitation in the PWS para.

1.6.

It will state, “If any condition may interrupt or delay performance under this PWS such as locked offices/facilities, occupied rooms, adverse weather condition, and/or any other conditions, the contractor shall notify the COR immediately and wait up to 15 minutes from the time of the initial reporting to the COR for further guidance or resolution. If the contractor is unable to reach a COR via telephone or email, the contractor shall move on from the facility where the delay occurred. If notification is not made within the required 15 minutes of and interruption/performance delay, the contractor shall assume responsibility for any 714

Customer Complaint issued in relation to the respective delayed/interrupted performance.”

14. Does the contractor have to be escorted the entire time will in an escort only facility?

Yes.

15. Has there been previous issues because an escort has left the contractor where the contractor was held accountable for an escort not staying with them in an escort only facility?

No, this has not been a previous issue.

16. Are the showers in the restrooms of the Level II facilities on the flight line included in the scope of work?

No, shower cleaning is not included in Level II service.

17. Are facility managers given a copy of the schedule?

18. Are there any escort facilities on Fort Richardson?

There are no escort facilities normally on the Fort Richardson side. However, building 765 and

1107 does become an escort facility if there is an exercise. The PWS para 4.5.3.1 dictates escort entry procedures.

19. Training days on the Fort Richardson side, how does this affect janitorial service in those facilities?

Training Days can affect the Elmendorf or the Richardson side of JBER. If a facility becomes unavailable due to a training day please follow PWS para. 1.6.

20. What is included in the pool area of the fitness centers?

The pool area is not included in the contract. Only the bathroom/locker rooms are included.

21. In Cottonwood Park are the toilets serviced?

No, the toilet service for dumping is serviced by another contractor. The janitorial service contractor is only required to stock supplies, take out trash and wipe the seat down.

22. Is the school age facilities open on the weekends?

23. Are the kitchens in the youth services buildings included on the contract?

24. How many military and civilians work on JBER?

Approximately 19,274 military and civilians working on JBER.

25. Why are there two contracts for the same Period of Performance?

There is not two contracts for the same period of performance. The Government did not exercise the option for contract FA5000‐14‐P‐0016.

26. How are new CBA labor rates handled if the rates change after CBA negotiation?

The solicitation is being priced off the current CBA that is attachment 3, 4 & 5 to the solicitation.

If the CBA rates are changed after negotiation a post award modification will be completed to adjust for the new labor rates.

27. Due to staffing concerns, will the government provide the amount of time the cleanings must by completed by after meals ‐ or is there no expectation? (Appendix A, Page 31 pf 40 (CDC), cleaning after meals)

The expectation would be to clean within 30 minutes after meals. The times will be provided at the post award conference.

28. Is there a schedule available for the meal services in all 9 CDC type areas by Activity Room?

Yes, there is a schedule of meal services for all 9 CDC type areas and this will be provided at the post award conference.

The current schedule is as follows:

Breakfast starts 8‐830 (depending on age group) Lunch starts 1045‐1130 (depending on age group) PM Snack starts 1400‐1430 (depending on age group)

29. DFARS 252.222‐7000, Restrictions on Employment of Personnel, This clause requires that employees performing work on the contract in Anchorage, AK, must be residents of Anchorage.

Is this a current requirement? If so, could the Government please clarify what geographical area is considered Anchorage?

This is still a current requirement per DFARS 222.7000(b)(2). The geographical area will include the Municipality of Anchorage and Matanuska‐Susitna Borough.

30. Section B, Part 2 states to submit Original plus four (4) paper copies of the Part II – Price

Proposal. However, Page 75, Part D, Table 1 states to submit Original plus three (3) paper copies of the Part II – Price Proposal. Would the Government prefer to have one original plus three copies or one original plus four copies?

The Government would like One original plus four (4) paper copies for Part II‐ Price Proposal.

This has been corrected on the solicitation amendment 01.

31. PWS 1.4.5.4, Page 9 Clean/Sanitize Tables, Chairs, and Highchairs, How soon after the meals end must cleaning tables, chairs, and highchairs be completed?

The expectation would be to clean within 30 minutes after meals. The times will be provided at the post award conference.

32. PWS 3.1, Page 17 Government Furnished Facilities, Where is the Government –furnished office and storage space located? What is the size of each?

The Government will provide an unfurnished office/storage space (appox 2336 sq ft) in Bldg 700 on the JBER‐Richardson side. There is also janitor closets available for contractor use. These closets are marked on the floor plans provided.

33. If the Government is not providing office and storage space on both sides of the base, will the

Government provide trailer space in a contractor yard? If so, is this space with or without power?

The Government will provide office/storage space on JBER‐Richardson side in Bldg 700. There will be no trailer space provided elsewhere on JBER. There is also janitor closets available for contractor use. These closets are marked on the floor plans provided.

34. This question is in regards to the Pricing Worksheet provided in the JBER Custodial PWS. On Page 6 of the PWS, paragraph 1.3 defines Periodic Cleaning Services as those services performed on a monthly, quarterly, semi‐annual and annual basis as shown here. The PWS goes on to state “Refer to Appendix A for Service Frequencies” as shown here:

1.3 Periodic Cleaning Services. Services performed on a monthly, quarterly, semi‐annual annual basis. Refer to Appendix A for service Frequencies.

On the pricing worksheet for CLIN 0004 Level 1, Periodic Cleaning ‐ calls out 2,418,504 Square Feet of Periodic Cleaning, however, per the Appendix A, the requirements for Level 1 are weekly (except for restrooms). The definition of 1.3 differs from the definition of Appendix A for Level 1.

The same is true for CLIN 0007 ‐ Level 2, Periodic Cleaning and Appendix A. The definition of 1.3 differs from the definition of Appendix A for Level 2.

Periodic cleaning on CLINs 0013, 0016 and 0019, appear to overstate the Square Footage requirements for periodic cleaning.

Attempting to price these CLIN Unit Prices could result in drastically understated unit prices.

These differences would not necessarily affect total prices submitted but could affect future modifications to the contract.

Can the Government please validate:

‐ The Level of Service requirements and ‐ Provide the exact calculations utilized on the Square Foot calculations found on the Pricing

Worksheet?

The Government has submitted Amendment 01 to the solicitation to remove Periodic Cleaning for Level I and Level II facilities. This will affect CLINs X004 and X007. These CLINs have been removed. Periodic Cleaning on CLINs X013, X016, and X019 have been verified to be correct annual square footage requirement in the Level IV facilities for periodic cleaning.

The pricing worksheet is to have a price per square foot on each of the CLINs in order to accurately modify the contract in the future, if necessary.

35. HOLIDAYS: RFP, page 76 of 76; PWS, page 19 of 48; CBA, Article 13 page 16; Wage

Determination, page 7 of 10, The RFP and PWS state 10 holiday, the CBA and WD state 11 holidays to include Good Friday. Please clarify whether we are to price 10 or 11 holidays.

The CBA takes precedence for the holidays. So there are 10 Federal Holidays that are listed in the PWS, however, the CBA states 11.

The CBA takes priority over the PWS for holiday’s. There are 11 holidays per the CBA.

36. Good Friday Holiday, Is the base open on this holiday?

Yes, the base is open on Good Friday.

37. PWS 1.1.4 Clean Floor (Walk‐Off) Mats, Do the walk‐off mats belong to the Government or are they vendor provided?

The walk‐off mats belong to the Government.

38. PWS 1.1.4 Clean Floor (Walk‐Off) Mats, How many and what types of walk‐off mats need to be cleaned?

Variety of size, type and number of walk‐off mats in full service Level I and all Level IV facilities.

This information can be collected during the 100% post award site visit.

39. PWS 1.4.1 Child Development Centers (CDC), PWS 1.4.1 states, ‘Kitchen areas are not part of the contractor’s responsibility for cleaning.” However, 1.4.5.5 states, “The Contractor shall clean food preparation tables….. Are the food preparation tables in a separate room from the kitchen area?

Yes the food preparation tables are separate from the kitchen area and is referring to the tables in classrooms where food is served and eaten on.

40. PWS 1.4.5.3 Cleaning Equipment/Materials, Is there an area for the mops to be cleaned and dried in the CDC?

There are mop hangars in all CDC facilities.

41. PWS 1.4.5.3 Cleaning Equipment/Materials, Are there washer and dryers for contractor use in the CDC?

No, there are no washer and dryers for contractor use in the CDC.

42. PWS 4.5.3.1.4 Airfield Driving Training, What is the duration of the Airfield Driving Training class?

The Airfield Driving Training is an annual requirement and lasts 30‐ 45 minutes.

43. CBA, page 17 Article 16 Alaska Laborer’ Legal Service Fund, Schedule A is referenced, but there is no designated amount in Schedule A. What is the designated amount?

This response was provided by the Union Representative:

The Alaska Laborers' Legal Service Fund does not have a contribution amount, so there is no contribution required at this point in time. With future increases, the members may opt to allocate a portion of their increase to begin contributing to the fund to receive benefits.

44. CBA, page 17 Article 17 Laborers‐Employers Service Contract Education and Training Trust Fund, Schedule A is referenced, but there is no designated amount in Schedule A. What is the designated amount?

This response was provided by the Union Representative:

The Laborers‐Employers Service Contract Education and Training Trust Fund does not have a contribution amount, so there is no contribution required at this point in time. With future increases, the members may opt to allocate a portion of their increase to begin contributing to the fund to receive benefits.

45. CBA, Addendum 2 to Collective Bargaining Agreement, The dollar amount listed as Total Package does not add up to the dollar amounts listed. What is the definition of Total Package?

This response was provided by the Union Representative:

Addendum 2 (10/1/2014 ‐ 9/30/2015) has expired and has since been updated through Addendum 3

(10/1/2015 ‐ 9/30/2016) and subsequently modified with Addendum 4 to include Material's Expediter classification.

46. Phase‐In, Is the Phase‐In duration 30 days?

There is no Phase‐In period for this contract.

47. Phase‐In, There is no CLIN for Phase‐In costs. Is the cost of Phase‐In to be spread across the

CLINS?

There is no Phase‐In period for this contract.

48. Block 28 of the SF 1449 states that it is to be signed and returned in 2 copies. Page 73 of 76 of the RFP, the Proposal Preparation Instructions for Part I, which includes the SF 1449, requests one electronic copy and one original paper copy. Does the Government require one signed

(original) copy of the SF 1449? Or, does the Government want one original PLUS one COPY of the signed SF 1449? Or, does the Government want one original PLUS TWO copies of the signed

SF 1449? Please clarify.

There should be two (2) signed copies of the 1449 one (1) electronic and one (1) original paper copy. The electronic copy may be a “copy” of the original.

49. Please provide a copy of the attendance sheets for Pre‐proposal conference and site visit.

The attendance sheets for the Pre‐Proposal Conference are for Government tracking purposes only and will not be provided.

50. Please confirm that the PPQs are excluded from the page limits established for Part III – Past

Performance Proposal.

Yes, the PPQs are excluded from the page limits established for Part III‐ Past Performance

Proposal.

51. Page 75 of 76 (Proposal Preparation Instructions, C.4.(e) and (f)), requires 12 pitch font and 1” margins. Government‐prepared and provided documents – such as the SF 1449 and the Past

Performance Questionnaire form – do not meet these formatting requirements. Please confirm that these Government‐generated and Government‐provided documents are excluded from these formatting requirements.

The Government‐prepared and provided documents are excluded from the formatting requirements.

52. Are headers and footers excluded from the requirement for 12 pitch font?

Yes

53. Are any tables or figures excluded from the requirement for 12 pitch font, so long as legibility is maintained?

No, tables and figures are not excluded from the requirement for 12 pitch font.

54. The proposal instructions require “12 pitch font.” Pitch is a printing term that refers to the number of characters in a horizontal inch of type prepared in the fixed‐width pitch setting on typewriters. Pitch is not applicable to word processing software and is not a font option available in word processing software. Word and other modern processing programs employ variable width type and define font size as “point.” Is the Government requiring “12 point font”?

Please clarify.

Yes, the government is requiring a 12 point font. This has been adjusted in the verbiage in

52.212‐1, Addenda of the solicitation.

55. On page 2 of the Past Performance Questionnaire, Part B states “This is a 3‐page questionnaire.”

However, it is 4 pages long. Please clarify.

The Past Performance Questionnaire is a total of five (5) pages, one (1) cover page with four (4) additional pages.

56. The pre‐performance conference slides indicate that the PPQs are due by 13‐Jun‐16. However, the PPQ form and cover letter ask that they be returned by 27‐Jun‐16. Please clarify.

The PPQs are due by 13 Jun 16. The cover letter is stating that the complete proposal is due 27

Jun 16. Please follow the instructions in FAR 52.212‐1, Instructions to offerors, for complete information.

57. Can you provided APPENDIX B – Technical Exhibit (TE‐1) Estimated Square Footages in its original EXCEL format?

No. The Government has provided the Technical Exhibit (TE‐1) Estimated Square Footage in PDF format.

58. Will the contractor/team be required to possess a current ISSA CIMS‐GB certification or equivalent at contract’s start date and maintained ISSA CIMS‐GB certification or equivalent throughout the contract period?

The ISSA CIMS‐GB Certification or equivalent is not required on this contract.

59. Will the government require company logos on the uniforms? Does the contractor have to pay for the safety shoes or is the employee’s responsibility? It is not addressed in the CBA. DOL and OSHO only requires the employer to pay if the shoes/boots have to meet a specific task requirement and are not commonly worn off duty and remains at the job site.

PWS para 4.17 states, “Contractor personnel shall be easily recognizable while on the installation in conjunction with this contract. This shall be accomplished through the wear of distinctive clothing, overcoats, or hats, bearing the company name or logo.”

CBA states in Article 22, Uniforms, “Employee will be responsible for providing black pants and shoes.”

The below response was provided by the Union Representative:

Article 22 addresses uniforms. Specifically, the employee will be responsible for providing their own black pants and shoes. Therefore, if the employer requires specific safety shoes/boots to meet a specific task requirement, OSHA and DOL requirements will be enforced.

60. Window blinds: Please provide data for the sizes, number, and type.

There are a variety of size, type, and number of window blinds in all Level IV facilities.

There will be a 100% site visit performed on every building post award and blind information can be collected then by contractor and government.

61. What are the number and sizes of walk‐off mats on the contract? Are all walk‐off mats provided by the Government?

Walk‐off mats are government’s property. There are a variety of size, type, and number of walk‐off mats in full service Levels I and all Level IV facilities. There will be a 100% site visit performed on every building post award and walk off mat information can be collected then by contractor and government.

62. Will the contractor be required to provide any electric/eco‐friendly vehicles in connection with the work being performed under any service in the PWS?

No, electric/eco‐friendly vehicles are not required in connection with work being performed under any services in the PWS.

63. 2.2.1 The Contractor is responsible for management and quality control actions to meet the terms and performance thresholds of the contract. The role of the government is quality assurance or ensuring that the performance standards are achieved.

Where are the performance standards provided the government will be using in it’s role of quality assurance? Please confirm that this is a performance‐based contract and that minimum cleaning frequencies, unless otherwise stated in the Scope of Work, are to be determined by the contractor.

This contract is a performance‐based contract. The contractor is required to follow the PWS for minimum cleaning frequencies as depicted in the PWS. The Government’s oversight of this contract to ensure performance standards are being met are located in the PWS para. 2.

64. 1.4.5.17 Windows/Interior Glass. All windows and interior glass, including glass in doors, partitions, walls, display cases, and directory boards shall show no traces of film, dirt, smudges, water, or other foreign matter.

a. There are windows listed in the APPENDIX A ‐ Air Force Common Levels of Service Standards for Level 1 Cleaning (Prestige) or Level 2 Cleaning (Basic).

b. Please provide the total square footage of windows to be cleaning at all service levels for both the interior and exterior for each facility list in Appendix B.

Total square footage of windows to be cleaned is unknown. Each facilities is structured differently when the building was built. The square footage of the windows can be collected during the 100% site visit post award.

65. 1.4.5.13 Empty Trash Cans and Diaper Pails. Contractor shall empty trash cans and diaper pails twice daily. The contractor shall provide, and replace worn, torn or otherwise soiled plastic trash bags suitable for the type of trash containers within the entire facility. Is the contains of the

Diaper Pails to be considered Bio‐Hazard and handle differently than normal trash?

66. Will the custodians will be required to provide blood borne pathogen and bodily fluids clean up?

67. The Contractor shall furnish all supplies and services to meet performance requirements. In order for the contractor to project the cost to purchase and maintain an inventory of cleaning supplies adequate to sustain normal facility operation we need to know the historical usage.

Since only the incumbent would have the reference information necessary to project these cost without risk. Please provide the Historic usage?

The Government has historically seen approximately $25,000 to $35,000 in monthly material costs.

68. Will we be responsible for providing cleaning supplies that would be used by the government?

69. Will the government be providing their own cleaning supplies they use when cleaning areas not under this contract and off contract frequency levels (day of service)?

70. Will employees be required to obtained RapidGate credentials? If so, are these provide at no cost to the contractor?

JBER currently does not have RapidGate Software. The Base Access procedures and requirements are located in PWS para. 4.6, Contractor/Employee Base Pass and Identification, Special Clearances and Vehicle Passes. Also, flightline access is addressed in PWS para.

4.5.3.1.4.

71. Will areas be available in facilities to install wall mounted time clocks?

Bldg 700, the area that is provided for contractor office/space usage, is the only facility that the contractor can install wall mounted time clock.

72. Is the Emall usage under this contact and their and other contractor’s pricing for separate purchases outside of the contract?

No, Emall usage is not under this contract.

73. Will contractor be required to have a minimum number of personnel in any of the facilities during normal operation hours?

74. Can invoices be submitted every two weeks? As a small business, under FAR 52‐232.1(b) we are allowed to invoice twice monthly to allow for better cash flow.

FAR 52.232‐1 is not included in the solicitation and is not authorized for use for commercial items/services. Therefore only monthly invoices can be submitted.

75. Is the contractor required to clean the refrigerators, microwaves and ice machines located in the breakrooms/areas?

76. 52.222‐17, Nondisplacement of Qualified Workers (May 2014) (E.O. 13495). Flow down required in accordance with paragraph (1) of FAR clause 52.222‐17.

Request for relevant information: Nondisplacement of Qualified Workers Under Service

Contracts; The regulations require that workers on a federal service contract who would otherwise lose their jobs as a result of the completion or expiration of a contract be given the right of first refusal for employment with the successor contractor.

Since the Federal Government’s procurement, interests in economy and efficiency are served when the successor contractor hires the predecessor’s employees. Their studies have shown that a carryover work force reduces disruption to the delivery of services during the period of transition between contractors and provides the Federal Government the benefits of an experienced and trained work force that is familiar with the Federal Government’s personnel, facilities, and requirements.

Since all Offers will see immediate reductions in the cost of hiring new workers do to this regulation all Offers will need to be provided the same information about the current incumbent force has does the incumbent and those Offers that them may team or collaborate with. They would have an unfair competitive advantage over other Offers without this cost saving information.

a. Please provide all Offers, the number incumbent employees on the list the contractor is required to provide the government upon request and the current position these employees are qualified for.

b. The employee wages and benefits are the major direct cost passed through as a direct cost to the government. If the union will not provide the current seniority list to all bidders, giving the incumbent a significant competitive advantage over all other bidders, since they would be the only one to know actual employee seniorities.

i. Can we be provided with a copy of the current contractor's seniority list to adequately price for accumulation of vacation time in the proposal?

ii. What is the average number of year’s seniority does each of the incumbent’s employees have?

iii. What is the total number of employees currently employed?

Per the clause referenced above the Government is not authorized the release of the requested data during solicitation: 52.222‐17(d)(2) “Immediately upon receipt of the certified service employee list but not before contract award, the contracting officer shall provide the certified service employee list to the successor contractor…” Therefore no list of current employees will be provided to the offerors.

77. Key control, what keys will the contractor have access to?

Required keys to access facilities will be assigned to the contractor prior to start of performance date.

78. Does the government own the paper and soap product dispensers? If so, the government must provide a complete list of government provide equipment including make and model in order for the bidders to price the compatible supplies. Will the government provide a complete list of the government provide dispensing equipment?

The Government does provide the dispensers which include: (1) paper towel dispenser, automatic, battery operated, (2) paper towel dispenser, pull‐down or push lever, (3) paper towel dispenser, bi‐ and tri‐fold, (4) soap dispenser, variety of type and size, (5) toilet paper dispenser, variety of type and size (regular and jumbo rolls), (6) toilet seat cover dispenser.

However, these items are not Government provided equipment (GFE) since dispensers are expendable items. The contractor has the option to include not use the current dispensers. The contractor may provide new dispensers in the same quantity as currently provided, which once installed will remain even after contract performance ends.

79. Is there a time limit on the amount of time the contractor has to clean the areas assigned to the contractor?

80. Will the contractor be permitted to perform scheduled cleaning in the evenings after normal operation hours, i.e. from 0001 to 0730 and 1730hrs to 2400hrs?

Yes, if keys are provided to the contractor for those facilities and not listed as daytime service only facilities on the Technical Exhibit.

81. During the walk‐thru I noticed several toilet paper dispensers non‐operational. I know the PWS addressed the soap dispensers but not the toilet paper dispensers. Is the contractor responsible to repair or replace these dispensers?

No, it is not the contractor responsibility to repair or replace any of the dispensers.

82. Since the government presented SCA rates as well as the CBA agreement, is the contractor obligated to continue the CBA agreement under the new contract?

Yes, the contractor is obligated to continue the CBA agreement under the new contract. Please contact Mr. Brandon Calcaterra with the union, local 341 at bcalcaterra@local341.com for any CBA questions.

83. Based on the prior and current subcontractor(s) performance contract amounts there seems to be a large discrepancy when the published contract amounts are equally allocated among the periods of performance. What is the reason for such a large range of price variations among these performance periods? Was there a justifiable change in facilities, contract scope, processes, standards, etc?

There have many factors that have played into the large variances between the contract values.

For example, before 2010 Elmendorf AFB and Ft. Richardson were two separate installations, we are now a joint base. There were also were protests, increase in buildings, different PWS’s with that different standards, etc. Therefore there are many factors that have played into the various contract values.