FA558721R0002 FMSS Questions and Answers.docx

In accordance with the terms outlined in the solicitation, all vendors were given the opportunity to ask questions regarding the nature of this requirement, so long as the questions were submitted electronically to Ms. Brantley or Mr. Ryan Schneider before the suspense date noted.

Furnishings Management Section Services (FA558721R0002) Q&As

Q1:

Is this a new requirement or is already there an incumbent contractor for this requirement?

A1:

This is a new solicitation for an existing requirement. The current contract number is FA558716D0002.

Q2:

If there is an incumbent contractor is the scope of the requirement now larger than it was before?

A2:

The scope of work is the same as the existing requirement, save for an increase in some of the estimated ad-hoc services.

Q3:

Is the question below asking the range of balances held by the Company over the last 12 months? I.e. would a response of “The Average Credit Balances held over the last 12 months ranged from a minimum of £xxx,xxx to a maximum of £zzz,zzz” be suitable?

A3:

Yes, it is suitable to provide the Average Credit Balances held over the last 12 months ranged from a minimum of £xxx,xxx to a maximum of £zzz,zzz.

Q4:

Is this is a price only evaluation source selection with past performance being used as part of a responsibility determination?

A4:

Yes, this is a price only evaluation source selection with each vendor’s past performance being used as part of a responsibility determination.

Q5:

Bed mattresses are not a part of upholstered furniture for cleaning? Or list the items that are classed as upholstered furniture.

A5:

Mattresses are not considered upholstered furnishings and will not be required to be cleaned. The list of upholstered furniture that is required to be cleaned includes, but is not limited to: easy chairs, sofas and dining chairs.

Q6:

0016 Furniture cleaning, The PWS page 31 Upholstered Furniture, States that “Deep clean all parts of upholstered furniture. Ensure complete removal of stains, pet hair, odours etc., from fabric and cushions.

· What happens if the stains do not come out?

· Will the contractor still get paid for that item?

The contractor will not know the state of the furniture until it is collected from FMS. Please let us know the process for stains and odours that are not possible to be removed through cleaning?

A6:

· What happens if the stains do not come out?

Our expectation is for the contractor to make every reasonable attempt to remove all types of stain using necessary commercially available chemicals and equipment

· Will the contractor still get paid for that item?

In the event that every reasonable attempt has been made to remove a stain but the stain remains, the contractor will still receive payment, however we would require full proof that the stain is immovable.

The contractor will not know the state of the furniture until it is collected from FMS.

· Please let us know the process for stains and odours that are not possible to be removed through cleaning?

In the event that a stain or odour cannot be removed following all reasonable attempts by the contractor, the item should be returned to FMS and a COR/QA will assess the item and confirm that the stain is immovable.

Q7:

The solicitation references Addendum 52.212-2, could you please show where this can be found.

A7:

The Evaluations Factors for Award, Addendum to 52.212-2 can be found on page 55 of the solicitation.

Q8:

Does the 2 working days’ notice run from 08:00? I.e. Contractors will be given all Wednesday Jobs by 08:00 on Monday. PWS Reference: 1.3.1.1.

A8:

Yes.

Q9:

Is any gas involved with the Commercial Dryers? PWS Reference: 1.3.4.7

A9:

No. All commercial dryers are electric.

Q10:

What are the make/model/kilo capacity of the commercial dryer and washers? PWS Reference: 1.3.4.7

A10:

At present, our Commercial dryers are the JLA JDEJGAGW303EW1, JLA D30 and a similar Huebsch model. The washers at present are JLA JF3JGASP413EW06. These makes and models may change in the future if we purchase new, but will maintain similar specifications.

Q11:

Can you confirm that training for staff in electrical installation in base houses will be provided? PWS Reference:1.3.4.8/3.1.3.1

A11:

Electrical installation training will not be provided by the government. Contractor employees will be certified by a representative of the base as a “skilled person”. This will involve the representative ensuring the contractor employee has the required skills and qualifications to meet the requirements of JSP375 Volume 3 Chapter 3. Contractor employees will be briefed/trained on base specific electrical procedures and then interviewed and examined to ensure competence and understanding.

Q12:

Is there a limit to the volume of staff that can be trained in electrical installation? PWS Reference: 1.3.4.8

A12:

To our knowledge, there is no limit.

Q13:

What is the max age of the domestic appliances in the off base housing? Do they have extended warranty? If they break under warranty do they get repaired at warehouse or in house? PWS Reference: 1.3.6

A13:

Since we issue both new and used appliances off base, the ages can vary. There is no set max age for an appliance that we can issue. We utilise the manufacturer’s standard warranty on appliances but do not purchase extended warranties from the manufacturers. If an appliance under warranty needs a repair, this is initiated through the manufacturer at our warehouse. In order to get the machine to our warehouse, a direct exchange service is usually required by the contractor.

Q14:

Are fuses a reimbursable cost? PWS Reference: 1.3.6.8

A14:

Fuses are considered to be a part and will be paid for as and when used. The government will only pay for individual fuses used and not a bulk load. This is outlined in PWS 1.3.10.2.

Q15:

How much internal ducting is included in the laundry room dryers? PWS Reference: 1.3.7.2

A15:

The internal ducting varies by laundry room. Laundry rooms may have between approximately 4 metres and approximately 15 metres of internal ducting within them.

Q16:

Can the work order be electronic? (Emailed to the COR)Does a set template have to be used?

The CAP doesn’t seem to cover 1.3.6 Furniture and Appliance Repair and Maintenance Program. Can you confirm if parts and consumables purchased for this element are at the contractors cost? PWS Reference: 1.3.7.3

A16:

No. The work orders must be physically provided to us following the work trade performed. There is no set template, however we can provide the contractor with a rough template of what we require.

The PWS has now been revised to reflect CAP covering 1.3.6.

Q17:

What items and materials are reimbursable to the contractor? PWS Reference: 1.3.10

A17:

Replacement parts used when carrying out repairs, service calls, preventative maintenance are paid for by the government IAW PWS 1.3.10, also vent hoses and cooker cable when completing deliveries will be paid for by the government at a prorated amount for the amount used. Consumable items such as cable ties, tape, cleaning chemicals, equipment and any other items that the contractor requires to fulfil the requirements of the services within the contract will not be paid for by the government.

Q18:

Can you clarify exactly what items and materials will be provided by the government under this contract? PWS Reference: 1.3.10

A18:

This is outlined within 3.1 of PWS

Q19:

Can you provide clarification around how much we need to annotate? PWS Reference: 1.3.14.1.1.4

A19:

Annotations will be required to be accurate and detailed. Full training on form filling can be provided to the contractor as per 1.3.14.6

Q20:

Can base passes be applied for in advance of the contract start? PWS Reference: 3.3.1

A20:

Yes. Upon contract award, we are able to submit security clearance packages. Bases passes, whether they be escorted temporary (clearance in progress) or unescorted (clearance approved), are only able to commence from the start date of the contract.

Q21:

Can you confirm that the Security Clearance and Vetting is completed through the HAC and does not have to be completed externally by the contractor? PWS Reference: 3.3.2

A21:

The security clearance and vetting is initiate by a HAC manager at FMS and is routed through HAC.

Q22:

Can the photo and name badge be in the form of an ID card containing all the relevant information listed? PWS Reference: 4.4.2

A22:

Yes. This should be provided by the contractor for each of their employees.

Q23:

Paragraph 3 is referred to. Where is paragraph 3? PWS Reference: 4.7

A23:

Paragraph 3 begins on page 16.

Q24:

Can contractors use on base refuse bins? PWS Reference: 5.3.3

A24:

No. The government is not providing refuse facilities for the contractor.

Q25:

Are the 7 or 10 laundry rooms at RAF Lakenheath? Reference: Appendix A (p. 28)

A25:

There are 7. This is a typo in the PWS and has now been amended.

Q26:

Are the appliance totals per Laundry or a sum total across all the Laundry's? Reference: Appendix A (p. 28)

A26:

The totals in Appendix A are across all laundry rooms on each base.

Q27:

Are the Sofa's and Easy Chairs Fabric or Leather? Reference: Appendix A (p. 30)

A27:

The sofas and easy chairs that we currently have are fabric cushioned with wooden frames.

Q28:

Are the bedframes solid or folding? Reference: Appendix A (p. 30)

A28:

The bedframes are solid metal framed with detachable legs.

Q29:

Are the numbers detailed in the CLINS actuals or estimates?

A29:

The numbers are estimates based on historical data. During the life of the contract, any ad hoc tasks not used will be de-obligated at the end of each ordering period.

Q30:

Will there be an industry day?

A30:

There will be no industry day associated with this tender.

Q31:

Is there any historical data available?

A31:

The quantities for each level of service are based on historical data.

Q32:

Will TUPE data be provided and if so when?

A32:

In accordance with guidance stated in the Instructions to Offerors, Addendum to FAR 52.212-1 the US Government does not have access to specific TUPE information nor becomes involved with related TUPE processes and associated liabilities that may transpire during pre-award or post-award phases between transferor and transferee. The US Government will only make available listing of the current, incumbent contractor(s). The US Government is not responsible for determination of TUPE applicability; the responsibility lies solely with the transferor.

Q33:

What is the submission date for the final bid response?

A33:

In accordance with the beta.SAM.gov notice, the deadline for the final bid response is May 17, 2021 02:00 pm BST.

Q34:

What is the current contract value?

A34:

Current contract number is FA558716D0002 and specific contract information can be found at https://www.fpds.gov/fpdsng_cms/index.php/en/.

FINAL NOTE: Any vendor interested in competing for award under this solicitation must obtain a SAM (sam.gov) registration prior to award date. Failure to secure registration prior to an award decision may render a vendor’s quote un-responsive and result in removal from consideration for award. Please contact Ms. Brantley or Mr. Ryan Schneider for a SAM registration guide if you do not have an active SAM registration.

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