Pre-submission_Conference_-_QA.pdf

DEPARTMENT OF THE AIR FORCE

th

FIGHTER WING (USAFE)

18 November 2014

MEMORANDUM FOR RECORD

SUBJECT: Solicitation Number FA5587-15-T-0001, 48 Fighter Wing Custodial Service

Contract Pre-submission Conference/ Site Visit at RAF Lakenheath and RAF Feltwell.

1. A site visit and pre-submission conference for subject solicitation was held on 18 November

2014 at 0830 hours at RAF Lakenheath and RAF Feltwell. The following information will be posted on the Federal Business Opportunities website. The following buildings were visited:

RAF Feltwell

a. Building 94 , Feltwell Community Center and Gym, Level 1 Category Prestige

b. Building 35, Airmen Leadership School, Level 3, Academic Category

RAF Lakenheath

c. Building 439, Child Development Center (West), Level 4 Special Category

(CDC)

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

e. Building 1215, Component Maintenance Squadron , Level 2 Category Basic

(Admin)

f. Building 1230, Flight line Gym, Level 4 Special Category (Fitness Center)

g. Building 977, Contracting Squadron, Level 1 Category Prestige & Level 2

Category Basic (Admin)

RAF Lakenheath – Briefly visited en-route to the exit.

h. Building 659 Child Development Centre (East), Level 4 Special Category

(CDC).

i. Building 250 Youth Center, Level 4 Special Category (Youth Center).

2. The following questions were asked and the answers are provided:

Question: Can the COR’s clarify which buildings require window cleaning?

Response: Window cleaning will only be required at RAF Lakenheath CDCs, Fitness Center &

Youth Center, there is no window cleaning at RAF Feltwell.

Question: Roughly how many personnel are on base?

Response: We do not know exact figures; however an approximate guess would be around

5,000 -6,000 people, including civilians.

Question: RAF Feltwell (Airmen Leadership School, building 35 and Community Center, building 94); are the cleaners cupboards/ lockers shared with other contractors or facility occupants (ALS in particular)?

Response: At ALS there is a closet provided solely for use by the contractor, there is one to store chemicals and one to store equipment. Building 94; there is one closet that the current contractor currently shares.

Question: Are contractors required to label their own products stored in a shared cupboard?

Response: Contractor may label their products, at their discretion.

Question: RAF Lakenheath, CDC West, building 439; what time is the CDC locked?

Response: The CDC is locked at 1800 hours; however the contractor will be provided access to clean after hours.

Question: Does building 439 require window cleaning?

Response: Yes.

Question: How many cleaners does the current contractor have to clean this facility?

Response: This is contractor decision, on how many operatives are required to meet the requirement of the contract. This is the contractors decision.

Question: How does the contractor get access to building 439?

Response: The contractor will be issued keys by Civil Engineering Squadron (CES) and CES will communicate with the contractor regarding the buildings that are difficult to access.

Question: How many children are in the CDC?

Response: There are approximately 190 children in the CDC West (Bldg 439).

Question: Are the diapers in the CDC considered to be special waste?

Response: No, they are disposed of in normal waste.

Question: How often are sanitary bins required to be emptied?

Response: Once a month, twelve times a year.

Question: Fitness Center, building 904; is the glass atrium included within the contract and is this an annual clean?

Response: Yes the atrium is included in the requirement and yes it is an annual clean.

Question: Is there a recommended time of year to clean the atrium and can the contractor gain access to the roof to clean the windows in the atrium?

Response: There is no recommended time of year to clean the atrium, except with a mutually convenient time with the Fitness Center staff. Previous contractors have brought in their own equipment to access the roof, or cleaned using a glass reach wash system.

Question: Can only male operatives clean in the males restrooms?

Response: There is no preference, as restrooms are usually closed for cleaning and signs are displayed.

Question: Who moves the bleachers for cleaning purposes?

Response: The fitness staff push the bleachers in and pull them back out after they are cleaned by the contractor.

Question: Can contractors utilize the laundry room in the Fitness Center for washing mops and mop heads?

Response: Contractors cannot utilize the Laundry room since the washing machines for towels, jerseys and other miscellaneous items that the fitness center requires.

Question: When is the Amazone Room (Parent and Child exercise room) scheduled to move from building 900 into 904?

Response: There is no definite date at this time, if the square footage exceeds the +/- 10% due to the relocation, then a contract modification will be completed. For example, this would decrease the square footage, within the 10% threshold.

Question: Can the atrium be cleaned after hours?

Response: There is no preference.

Question: How are operatives currently transported to the flight line buildings?

Response: The current contractor transports their operatives via mini bus.

Question: Is transportation provided between RAF installations?

Response: No, this is the contractors responsibility.

3. Questions asked during the pre-submission conference:

Question: Is there a preference regarding submission of a hardcopy or electronic copy?

Response: There is no preference; this is up to the vendor.

Question: When does the contract start?

Response: The transition period is 1 February 2015. Period of performance starts 1 March 2015

– 29 February 2016 (this is for 12 months), with a 7 month option period 1 March 2016 – 30

September 2016.

Question: Are consumables required? Is there any historical data for quantities? Is there a minimum quality requirement?

Response: Yes consumables are required. The government cannot provide any historical data for quantities. The quality requirement is contained within the solicitation.

Question: How many people use the base or the base facilities?

Response: Exact figures cannot be provided.

Question: Are any of the current contractor operatives being TUPE over?

Response: The Government does not participate in the TUPE process. Please see solicitation and

POC’s below.

Question: When is contract payment made?

Response: Contractor will be paid on a monthly basis.

Question: Clarify box 26 on page 1 of the SF1449?

Response: The contractor is required to complete this box, although the box states for government use only.

Question: Can the vendor submit more than 50 pages for the quality control plan and transition plan.

Response: As stated in the solicitation, only the first 50 pages submitted will be reviewed and taken into consideration.

Question: Was the last contract scope different to this requirement?

Response: Yes, the previous contract scope included more installations.

Question: What type of security clearance is required for CDC cleaning operatives?

Response: Enhanced DBS security clearance. The cost for security clearance is absorbed by the contractor.

Question: Are there facilities for contract managers to be based on site? Are utilities included?

Response: The government provides a plot of land for a portacabin to be placed. A base phone is provided (external phone is not provided), an outside water tap and electricity to a portacabin.

Currently these are not chargeable to the contractor. There is also a shared toilet block for contractor use – external to the portacabin.

Question: How long does it take to gain base passes? Can contractors gain this prior to the performance period?

Response: Once a security investigation has been initiated, an individual may obtain a temporary pass. The length of time to obtain a permanent pass can vary on a case by case basis.

Question: Do contractors need to be escorted with a temporary pass?

Response: No

Question: When will floor plans be provided?

Response: Due to security reasons, floor plans will only be provided to the awardee upon contract award.

Important information:

Review and follow addendums 52.212-1 and 52.212-2 contained within the solicitation.

Review clauses within the solicitation. These are mandated by the US Law.

We do not accept contractor terms and conditions.

Please see link for DUNS: www.dnb.com or www.dnb.co.uk

Please see link for NCAGE:

https://eportal.nspa.nato.int/AC135Public/scage/CageList.aspx or call UK Ministry of

Defence National Codification Bureau in Glasgow: Telephone: 0141 224 2202

Please see link for SAM registration: https://www.sam.gov/. Any problems? Call the

SAM Help Desk International Desk: 001-334-206-7828

Please see link for iRAPT (Invoice, Receipt, Acceptance and Property Transfer) formally

WAWF (Wide Area Work Flow): https://wawf.eb.mil/index.xhtml.

http://www.dnb.com/ http://www.dnb.co.uk/ https://eportal.nspa.nato.int/AC135Public/scage/CageList.aspx https://www.sam.gov/ https://www.sam.gov/ https://wawf.eb.mil/index.xhtml