Site Visit Meeting Minutes 12 July 11 Posted.pdf

DEPARTMENT OF THE AIR FORCE

TH

CONTRACTING SQUADRON (USAFE)

MEMORANDUM FOR RECORD 20 July 2011

SUBJECT: Solicitation Number FA5587-11-R-0008, Combined Wings Custodial Service, Site

Visit to RAF Mildenhall, RAF Feltwell and RAF Lakenheath.

1. A site visit for subject solicitation was held on 12 July 2011 at 0800 hours at RAF Mildenhall and

1330 hrs at RAF Lakenheath/Feltwell. The following information will be posted on the Federal

Business Opportunities website on 20 July 2011.

2. The following facilities were visited at RAF Mildenhall with the following questions:

a) Building 680, 100 CES Building, Level 2 Category Basic (Admin)

i. Question: Is window cleaning required in this facility; Response: No, window cleaning is only required at the Fitness Centers, Child Development Centers and 727AMS

Passenger Terminal.

ii. Question: Is trash collection required in this facility? Response: Trash collection is only required in the restrooms for this facility category; office bins are not emptied.

iii. Question: Are desks required to be moved for carpet shampooing? Response: No, desks are not required only items that are small and can be moved by one person such as trash cans, chairs etc.

iv. Question: Are walk-off mats addressed in para 1.1.4 required to be contracted out for cleaning? Response: No, cleaning is required on-site.

v. Question: Are there cleaning cupboards in these facilities? Response: Most main buildings have a cleaning cupboard available; there are some buildings that have lockers.

Cleaning cupboards are not secured and must be stored at contractor’s own risk.

b) Building 598, 727 th

Air Mobility Squadron Passenger Terminal, Special Service Category

i. Question: Where is the central trash collection location? Response: The central trash location is behind the dispatch counter where personnel will place office rubbish.

ii. Question on page 92: What does from 2/week to daily mean? Response: The passenger terminal falls under Prestige level of cleaning plus additional frequencies outlined in para 4.1.2.1.1. which means that a. sweep/mop/vacuum floors would have been twice weekly under Prestige but are now daily under special service. There are some services under Prestige that will still hold for Passenger terminal such as Buff

Floors 1 X Monthly, Maintain/Strip Floors 1 X Year,

iii. Question: The dispenser in the ladies restroom is for toilet covers, is this part of the required contractor furnished consumables? Response: No, this dispenser is not utilized any longer.

iv. Question: Do barrier mats require contracted cleaning removal? Response: No, they require cleaning on-site.

v. Comment: Luggage carrousel was shown which requires daily moping.

vi. Question: Are the trolleys required to be moved for daily floor cleaning? Response:

Yes, trolleys require moving by the contractor.

vii. Question: What is the SF for windows at the Passenger terminal? Response: External window cleaning is not included in required service at the passenger terminal; para

4.1.2.1.1 f. “Add glass (Internal glass on SPE entrance foyer, arrivals exit doors and facilities exit area) clean 2/week.”

SPOE TO MAIN HALL DOORS AND SURROUDING GLASS: 9.5 sq feet

Dispatch windows: 3.6 sq feet

Windows by outbound baggage build up area: 2 sq feet

Partition between main hall and meet and greet: 24 sq feet

SPOE and meet and greet area partition walls and doors: 17.25 sq feet

Arrivals\meet and greet partition wall and arrivals door: 34.4 sq feet

Main staircase: 20 sq feet

Jetway staircase: 8 sq feet

Total sq footage: 118.75 sq feet

viii. Question: Is the SF provided for Windows for both sides of the glass. Response: Yes, Square footage equals internal + external sides (doubled)

ix. Question: How many passengers come through the terminal each year? Response:

2400 passengers.

x. Question: Is the passenger terminal open 7 days each week? Response: Yes, therefore, some cleaning requirements must be accomplished 7 days per week.

xi. Question: Is the operative who cleans the family area required to be CRB checked?

Response: No CRB check is required for cleaners at the passenger Terminal. Although there is a nursery facility the children should never be left unattended by their parents.

xii. Question: How are diapers disposed of in the family room? Response: Diapers are placed in the regular bin.

xiii. Question: Is there any afterhours cleaning required? Response: Passenger Terminal does not require any afterhour’s routine cleaning. The only after hours would be for the period deep carpet clean.

c) Travelled past building 529 which is the building provided to contractor

d) Building 849, South Side Gym, Level 1 Category Prestige

i. Informational: North side gym window square footage (for both internal + external coverage) is approximately 3640sq ft; Southside gym has approx 3972 sq ft (internal + external coverage).

ii. Question: Is there any after-hours cleaning? Response: According to frequency as described and coordinated through CORs.

iii. Gov Description: This is one of two fitness centers on RAF Mildenhall. There are 242 pieces of equipment over both gyms that require wiping down at base of equipment in contact with the floor (page 105 of RFQ)

iv. Question: Is internal/external window cleaning included? Response: Yes, plus mirrors.

Windows North side gym: 3640sq ft (inside & outside)

Windows South side gym: 3972 sq ft (inside & outside)

v. Question: Does the PWS require contractor to pull out the bleachers? Response: The bleachers in this facility are automatic/electric powered with key. The North Side gym has manual bleachers which may take two operatives to pull out.

vi. Question: Hard floor cleaning? Response: According to manufacturer recommendations

vii. Question: What is the maximum weight for the lift? Response: 1000 lbs

viii. Question: Is the indoor running track a norm in Air Force Fitness Centers? Response:

No, RAF Mildenhall South Side Fitness Center has the only indoor running track in the

UK.

ix. Question: What is the average daily use of the Fitness Center? Response: This is hard to estimate. Tournaments and classes are organized. Physical training is required of all active duty personnel. Lockers are only for daily use.

e) Building 293, Youth Center, Level 4 Special Cleaning

i. Question: Is High Dusting required in gym area? Response: No, only in other areas such as activity rooms. Activity rooms have half carpet/half linoleum and require internal external window cleaning. The square footage for Windows School Age - bldg

220, Child Development Center and Youth Center total approx 4102 SF (inside & outside)

ii. Question: Is there trash removal? Response: Yes, once daily with bin sanitization and in the playground when bin is 80% full.

f) Building 404, Bob Hope Community Center, Level 1 Category Prestige (High Use)

i. Question: Is the children’s Fun Zone part of the contract? Response: No, the Fun Zone is not in the PWS. Bathroom trash collection is daily with cleaning around coffee customer areas.

2. The following facilities were visited at RAF Feltwell and RAF Lakenheath with the following questions:

a) Building 35, RAF Feltwell, Airmen Leadership School Level 3, Academic Category

i. Question: Are bin liners to be provided for restrooms only? Response: Yes, daily cleaning for toilets.

ii. Comments: ALS is a high profile and very busy training facility. Classrooms are extensively used and on occasion the cleaner may find that there are classrooms that cannot be accessed due to training in progress. When this occurs we would expect the cleaner to make a reasonable effort to accomplish service if this is not possible we would expect the operative to inform their Manager so that the QA

Office can be made aware that it has not been possible to deliver service.

b) Building 80, Veterinary Clinic, RAF Feltwell, Level 1 Category Prestige (High Use)

i. Comments: The Vet Clinic is a busy Customer Service environment with specific operating hours. There is no cleaning closet in this facility, only a locker.

ii. Question: Is there a clinical level of cleaning required? Response: No clinical level of cleaning is required; please reference PWS for Prestige task & frequency.

c) Building 439, Child Development Center, RAF Lak, Level 4 Special Category (CDC)

i. Question: What are cabinets and millwork? Response: Millwork is the woodwork around doorways, frames, skirting boards, etc.

ii. Question: How many classrooms are there for under 2 year olds? How many classrooms for over two year olds? Response: There are 7 classrooms for the under two year old children. There are 7 classrooms for over two year olds with a total of 14 classrooms. Classroom ratio may vary throughout life of contract.

iii. Informational: Every classroom has toilets and two washing sinks outside of toilet area, etc.

iv. Informational: Window Cleaning SFs are approximates - CDC bldg 439 has approx 3014 SF, CDC bldg 659 has approx 713 SF for windows, CDC bldg 612 has approx 324 SF, Youth Center bldg 900 has approx 1726 SF

d) Building 904, Fitness Center, RAF Lak, Level 4 Special Category (Fitness Center)

i. Question: Is the center closed for Federal Holidays? Response: This center is only closed on Christmas Day.

ii. Question: Are the windows to be cleaned in the atrium entrance? Response:

Yes, there is approx 440 Square Meters (internal and external glass).

iii. Question: How many machines are in the cardio room with blue floor?

Response: 120 machines in cardio room at RAF Lakenheath Fitness Center.

iv. Question: How high up the padded wall in the gym are the pads to be cleaned?

Response: All of the pad is to be cleaned (6 feet tall)

v. Question: Does High Dusting include entry way? Response: High dusting includes aluminum ceiling in entryway.

vi. Informational: In the café area, the chairs and tables are to be moved by the contractor in order for floor to be cleaned.

vii. Question: Are gym bleachers manual or automatic to pull out? Response:

manual

viii. Question: What is the availability for consumable storage on RAF Lakenheath?

Response: There is ground allocated at the contractor’s compound in which contractor can bring in port-o-cabin for admin office/storage facilities.

ix. Question: For scheduled fitness classes, does the contractor work around the schedule? Response: Yes, as much as possible and the schedule is posted.

x. Question: How many AF Fitness Centers have indoor running tracks?

Response: RAF Mildenhall South side Fitness Center is the only facility in the

UK to have an indoor running track.

e) Building 990, Chapel, RAF Lak Level 1 Category Prestige (High Use)

f) Building 1130, Civil Engineering Operations, RAF Lak Level 2 Category Basic

(Admin)

3. General email questions:

a) Question: External window cleaning is required in CDC’s, Youth Centers & School Age

Programs – Can square meter/foot information be provided for each building and site?

Response: SF for Mildenhall and Lakenheath provided above. Additional information for window SF in facilities at RAF Alconbury:

- GYM = 429SF (All accessible)

- CDC = 761SF (10 Sky light windows only accessible internally by ladder 3F x 5F)

- AYA = 1340SF (1104SF of windows at high level in gymnasium only accessible by high lift, internal & external)

RAF Croughton window SF:

-Bldg 50 Fitness Center has approx 84 sq ft internal/external.

-CDC/School Age Program Combined has approx 3,150 sq ft internal/external.

b) Question: Can you provide average daily (Mon-Fri) site population (numbers) for each unit? Response: Data not available

c) Question: Appendix F – Centralized Trash removal Locations stated are Mildenhall buildings 599 & 598, refers to the removal from site of trash from these centralized locations by the contractor. Can you please provide quantities/frequency information?

Response: Data not available.

d) Question: For the email copy is PDF format acceptable? Response: Yes, please coordinate with contracting as there is a file size restriction of 1 MB through AF email servers.

e) Question: Consumables (paper towels, toilet paper, soap etc) are to be provided by the contractor. Can you provide historic details of the quantities/usage of these items for each unit for the past two years? Response: Data is not available.

f) Question: Will the Lakenheath/Feltwell fitness centers 94/ 904/1230/ require out of hours cleaning? Response: Coordination regarding scheduling and key requirements is accomplished via the COR. Building 904 is closed between 0100-0500. Building 94 &

1230 are 24/7 operational.

g) Question: Will the contractor be allocated a building for their office on the Lakenheath base or will it be a plot on the contractor’s compound? Response: contractor is to provide own accommodation at RAF Lak (Rochester Road) for which utility services, water, electricity and drainage, restrooms will be provided by the government.

h) Question: Area and throw rugs shall receive service? Does this mean we have to clean/shampoo rugs all areas or CDC/YC? Response: All areas for area and throw rugs included for service in PWS 1.1.2.

i) Question: Level 4 Fitness cleaning requires a weekly wall clean in the Racquetball

Courts –what is the standard of cleaning is required? Response: Cleaning includes, removing, or cleaning smudges, fingerprints, marks and streaks. After cleaning surfaces shall have a clean, uniform appearance, free of streaks, spots, and or other evidence of soil.

j) Question: PWS Para 1.2.3 - What is classed as over stocking of the restroom?

Response: Prestige category is restocked daily and Basic category is every other day, Fitness Centers are twice per day; in light of the restocking frequency, one roll on the holder and two extra in each cubicle is the maximum acceptable.

k) Question: PWS para 1.2.5 - Could you confirm that we are to supply trash liners for all restrooms? Grout in walls and floors cleaned? Some of these are really bad some mastic is mouldy and need replacing? Response to questions: Yes, to be coordinated through

COR if needs replacing.

l) Question: PWS para 1.1.3 - Wall cleaning up to 72” is this a maximum height?

Response: Yes, 72 inches from stair tread level is max height

m) Question: What standard of cleaning is required for DCMA at High Wycombe?

Response: An Amendment will be issued specifying special cleaning levels for DCMA to be included in cost for CLINs 0005, 1004, 2004, 3004, & 4004.

n) Question: How is the contractor to provide for RAF Fairford – On Demand/Exercise cleaning requirements? Response: This information is for scope estimates for the

Emergency/Contingency cleaning hours CLIN.

o) Question: PWS para 1.4.5.1, Non brand name chemicals -1.4.5.2 Chemical must be stored in the original labelled containers. Response: PWS Para 1.4.5.2 excludes bleach water solution referred to in para 1.4.5.1

p) Question: The CDC/YC weekly grounds cleaning is not listed in the PWS, is this no longer in the contract? Response: Grounds cleaning is no longer in PWS, but trash should be emptied from grounds bins.

q) Question: Are we permitted to replace restroom paper towel dispensers? Response:

Contractors are not permitted to replace dispensers.

r) Question: The conducted site visits were at RAF Lakenheath and Mildenhall; would it be possible to visit those sites that are serviced by the other providers, including RAF

Alconbury and the other GSU’s? Response: Not at this time. The intent of visiting the variety of facilities on RAF Lakenheath, Feltwell and Mildenhall was to show facilites which will have similar flooring and features to other bases.

s) Informational: Level 4 Fitness Center Basketball/Racquetball Courts and Youth Center gym floors (the highly polished wooden floors) do not require periodic cleaning (para

1.3.1)

4. The site visit was adjourned at 1620 hours at RAF Lakenheath.

ANNA GULEWICH

Contract Specialist

20 July 2011