Consol.Questions-Responses-Draft-RFP.pdf

REFERENCE DRAFT SOLICITATION NUMBER FA5613-14-R-0001

PUBLISHED ON FBO ON 9 SEP 2013

CONSOLIDATED QUESTIONS FROM PROSPECTIVE OFFERORS AND 700

CONTRACT SQUADRON’S RESPONSES

Question 1 with reference to Appendix 1, List of Facilities to Maintain: In column Q, what services does the warranty include that the contractor would not then be responsible for? Also, will the Government provide total square meters for each facility?

Response: Paragraph 1.14 through 1.14.2 of the PWS specifies warranty requirements. In regards to total square meters, this information is currently not available to the Government, but every effort will be made to provide the information at the pre-proposal conference.

Question 2 with reference to Appendix 2, Estimated Workload History: Are the numbers of calls listed applicable to all locations? If so, will the Government break these numbers down by location and type of call (e.g., COM, DSW, RWP)?

Response: The number of calls provided applied to all locations. The breakdown by location is currently not available, but every effort will be made to provide it at the pre-proposal conference.

Question 3 with reference to Appendix 8, Heat Areas: Will the Government provide the length of the secondary heat lines by site that are the contractor’s responsibility?

Response: The information regarding the length of the secondary heat lines is not available. However, the sites of the heat lines are specified in Appendix 8. The property borders are identified by locations.

Question 4 with reference to Appendix 9b, Fire Alarm Frequencies: Will the Government provide the quantities and locations for the listed components?

Response: The quantities and locations are identified in Appendix 1 – see column “AA” for quantities.

Question 5 with reference to Appendix 12, UFI Store Items: Under “Filters and Miscellaneous,” will the Government provide details as to what is expected of the contractor regarding Entomology Services?

Response: This was identified in the Performance Work Statement (PWS), paragraph 1.10.2 – 1.10.3

Question 6 with reference to PWS, section 1.3.7: Will the Government clarify how it intends bidders to price SBI work?

Response: Separate Bid Items (SBI) will be identified as separately priced Contract Line Item Numbers (CLINs) with estimated quantities in the pricing schedule of the solicitation.

Question 7 with reference to the PWS, sections 1.15.5, Facility Maintenance Files and 1.15.6, Data Management: Is there a Computerized Maintenance Management System (CMMS) and/or an automated Property Control System (PCS) currently in use on this project? If so, will the Government provide details as to contractor personnel proficiency, input requirements, and special reports? If not, are bidders required to price and provide such systems in their bids?

Response: It is the Contractor’s responsibility to maintain facility maintenance files as described in

1.15.5. and 1.15.6. In accordance with Appendix 22, the Government will furnish all facility records to the Contractor upon performance start.

Question 8 - General: There is no appendix for snow removal. Will the Government provide details and workload data regarding snow removal expectations?

Response: Snow removal is required for vacant units and units scheduled for COM; see PWS, paragraph 1.3.7.16.

Question 9 - General: There is no appendix for grounds maintenance. Will the Government provide details and workload data regarding areas to maintain, frequency of maintenance, number of trees and flower beds?

Response: Ground maintenance is required for units scheduled for COM; see PWS, paragraph 1.3.7.15.

and Technical Exhibit 5, item 5.

Question 10 - General: Will the Government provide workload data for water and sewer lines to be maintained, including the number of valves, backflow preventers, length of lines, and other pertinent information regarding performance of these tasks?

Response: The requested information is not available. However, a site visit will be performed after the pre-proposal conference at all three locations Landstuhl, Ramstein Air Base and Vogelweh.

Question 11 - General: Will the Government provide workload data for storm/rainwater systems, such as length of gutters, number of culverts, number of roof drains, and other pertinent information regarding performance of these tasks?

Response: The requested information is not available. However, a site visit will be performed after the pre-proposal conference at all three locations Landstuhl, Ramstein Air Base and Vogelweh.

Question 12 - General: Will the Government provide workload data for electrical systems, such as length of power lines, number of switches, panels, transformers, lightning arrestor systems, and other pertinent information regarding performance of these tasks?

Response: The requested information is not available. However, a site visit will be performed after the pre-proposal conference at all three locations Landstuhl, Ramstein Air Base and Vogelweh.

Question 13 - General: Will the Government provide workload data for the Outdoor Recreational Area (ORA) Program, such as the number of playgrounds/recreation areas, length of fences, types of grounds, and other pertinent information regarding performance of these tasks?

Response: The requested information is not available. However, a site visit will be performed after the pre-proposal conference at all three locations Landstuhl, Ramstein Air Base and Vogelweh.

Question 14 - General: Will the Government provide a scaled map that details the break points between primary and secondary lines for heating, sewer, water, electrical, and storm/rainwater systems?

Response: See PWS, paragraph 1.6. through 1.6.8. and Appendix 8.

Question 15 with reference to Appendix 21, GFP Inventory: Will the Government provide a more detailed listing of GFP so that bidders may accurately estimate and price their bids?

Response: See PWS, paragraph 3.2 and Appendix 21.

Question 16 with reference to the Bid Schedule: Please confirm whether or not the quantities provided in the bid schedule are based upon action quantities ordered during the previous contract.

Response: The estimated quantities are average figures and were based on actual quantities/services performed during the past three years.

Question 17 with reference to CLIN 0011 of the Bid Schedule: Quantities should be EA?

Response: There is no quantity. The unit of issue was changed from “MO” to “Lot”

Question 18 with reference to the draft solicitation: Under 52.212-2 Factor 1, Technical Capability, we suggest the Government utilize more ratings than simply acceptable or unacceptable in a best value scenario.

Response: The Government gave consideration to all input received during market research, therefore, the evaluation factor 1, Technical Capability, at 52.212-2 remains unchanged.

Question 19 with reference to the draft solicitation: Under 52.212-2 Factor 3, Past Performance, the relevancy criteria should be more defined, as “approximately the same major tasks and similar workload” could lead to confusion among bidders as to what the major tasks are, and, as noted elsewhere, the estimated quantities and historical data provided are not accurate, leading to misinterpretation of the definition of similar workload. This would increase the likelihood of protest.

Response: Factor 3, Past Performance of provision 52.212-2 was changed to be more specific.

Question 20 with reference to the draft solicitation: Under 52.212-2 Factor 3, Past Performance, Not certain what “Sub-elements” are being referred to in Table 1.4

Response: This is the standard definition out of CPARS, sub-elements most likely refer to sub-areas.

Question 21 with reference to Technical Exhibit 3: The list is incomplete.

Response: This list serves as an example of what needs to be completed by the contractor. A complete list will be established during a joint inventory between the Government, the outprocessing and inprocessing contractor.

Question 22 with reference to Technical Exhibit 4, Appliance Quality Standards: Item 4: stating that ceramic surfaces are “preferred” leaves discretion to contractor to select the appliance surface. All other items are more specific, therefore this stands out.

Response: The text was adjusted to be clearer.

Question 23 with reference to Technical Exhibit 4: Item 7: Dryers. No information provided.

Response: A reference to Appendix 7 was added.

Question 24 with reference to Technical Exhibit 4: Item 10: no information provided.

Response: A reference to Appendix 7 was added.

Question 25 with reference to Technical Exhibit 5 DSW: Many of the items here are also identified in the PWS as SBI items, and it is not clear when work would be determined to be DSW vs. SBI. This leaves the Government indiscriminate discretion as to when to order the work as part of the (fixed price) DSW vs. SBI or COM effort which would be reimbursed differently.

Response: DSW includes all labor and material up to € 100.00 and any other work/item not listed as a separate line item. SBI within DSW shall be invoiced as SBI within the specific CLIN. The language was added to the PWS, paragraph 1.4.

Question 26 with reference to Technical Exhibit 5 DSW, Item 7: Appears to indicate that the contractor would be required to open occupied units without Gov’t supervision or prior notification to resident.

Response: No, the contractor is not required to open occupied units without Government supervision.

Item 7a states that when requested by the COR, the Contractor shall support the Government Entomology Shop efforts to control pests in housing facilities. The Contractor shall be responsible to open, close and restore to original condition any portion of a housing facility listed to provide access to the Government Entomology Shop so they may apply pest control devices or manage pests.

Question 27 with reference to Technical Exhibit 5 DSW, Item 11: The term “per call” leaves wide discretion on how to determine scope: if, for example, a storm caused damage to 10 roofs, this could be placed as 10 calls or 1. Likewise, if the damage on 1 roof was in 2 areas, this could also be two calls instead of 1. Suggest changing to “per unit per event” or similar language to definitize requirement.

Response: The second sentence of item 11 indicates that roof replacement and roof repair shall not exceed 10 square meters per call in the contract. The language remains unchanged.

Question 28 with reference to Technical Exhibit 5 DSW, Item 12: Same concern as item 11.

Response: The second sentence of item 12 indicates that gutter and downspout replacement and repair shall not exceed 6 linear meters per call. The language remains unchanged.

Question 29 with reference to Technical Exhibit 5 DSW, Item 15: Clarify where service ends are.

Response: Item 15 states that the Contractor shall service, inspect, test, repair, replace, install and maintain systems in FH from the point communications vendor service or government COMM Squadron service ends through the user outlet.

Question 30 with reference to Technical Exhibit 5 DSW, Item 18: Moving ORA and playground equipment is not DSW but construction (this was a similar issue in the previous solicitation and taken out).

Response: Paragraph 1.7 of the PWS indicates that the Contractor shall provide DSW, RWP and SBI service for ORA. Playgrounds are part of ORAs. Requirement remains unchanged.

Question 31 with reference to Technical Exhibit 5 DSW, Item 22: Clarify when appliances purchased by the contractor will be reimbursed (in storage or upon installation?).

Response: Appliances will be reimbursed upon purchase. Paragraph 1.9.9 of the PWS was changed accordingly.

Question 32 with reference to Technical Exhibit 5 DSW, Items 29, 30, 32, and 35-38: Appear to be duplicates of other items.

Response: Duplications were removed.

Question 33 with reference to Appendix 1, List of Facilities to Maintain: Warranty Expiration and Warranty Expire columns?

Response: Column O of Appendix 1, entitled “Warranty Expiration” refers to the expiration date of the townhouses. Column Q of Appendix 1, entitled “Warranty Expire” refers to renovations.

Question 34 with reference to Appendix 2: Please confirm the quantities listed in Appendix 2 are actual quantities for the entire fiscal year indicated.

Response: The numbers identified in Appendix 2 are estimates based on actual figures performed during the past years FY 10, FY 11 and FY 12. FY 13 figures are not included.

Question 35 with reference to Appendix 3: Clarify if the SBI items if ordered simultaneously for a unit(s) are concurrent or consecutive time.

Response: This would be considered consecutive time; the language was added to Appendix 3 accordingly.

Question 36 with reference to Appendix 4c: Item “List Total Cost of Com in Euro”. Confirm this is contract pricing, not actual.

Response: This would be considered contract pricing.

Question 37 with reference to Appendix 5: No information provided (Referenced file missing).

Response: Information will be provided with the official solicitation.

Question 38 with reference to Appendix 9a: Data incomplete.

Response: Appendix 9a shall be used as a format and completed by the Contractor IAW paragraph 1.5.1 of the PWS.

Question 39 with reference to Appendix 15: Vogelweh bldg. # appears to be different than what is currently in use.

Response: This is correct. The new Self-Help Store (former U-Fix It Store) at Vogelweh will be Bldg 1070.

Question 40 with reference to PWS, paragraphs 1.01 and 1.1.1: How will units be added or deleted? This appears to indicate adjustments made unilaterally with no adjustment in pricing.

Response: Please see language added to the last page of the solicitation.

Question 41 with reference to PWS, paragraph 1.2: Hard to follow the language.

Response: The comment is noted, but no adjustments will be made.

Question 42 with reference to PWS, paragraph 1.3.1: Resident damage: although contractor prepares estimate, who will do the actual repairs and how will work be reimbursed if done by contractor.

Response: The Contractor shall complete actual repairs as a service call after receiving authorization from the COR within his/her authority IAW paragraph 1.4.8 of the PWS.

Question 43 with reference to PWS, paragraph 1.3.1: “Maintenance problems encountered after a CO turnover” – unsure what is actually meant here, but what is the timeline? Encountered within 2 days, 2 weeks, etc?

Response: The timeline is any time after the COM turnover through the COM period.

Question 44 with reference to PWS, paragraph1.3.7.16: Since snow and ice removal is SBI which requires prior approval from COR/Government, it will be difficult to meet the requirement for completion by 7 am if previous (blanket) approval is not granted. Please confirm how this will be ordered.

Response: IAW paragraph 1.3.7.16 of the PWS, the COR will provide the Contractor a list of facilities or units to be serviced. The services shall be performed according to the requirement set forth in this paragraph, between 0700 and 2200 hours.

Question 45 with reference to PWS, paragraph 1.3.7.25.3: Lock room access requires presence of COR.

What is the notification period?

Response: The sentence requiring the COR presence was removed.

Question 46 with reference to PWS, paragraph 1.3.7.25.3: No reference to bike/shared storage rooms which have personal items in.

Response: The definition “common areas” at Appendix 11 specifies the following: Any interior or exterior area that is not for the sole use of a unit. Areas included but not limited to are stairwells, hallways, bike rooms, community rooms, landings, stairwell patios, picnic pads, bench pads and grill hut areas.

Question 47 with reference to PWS, paragraph 1.4.5 DSW Quality of Life Upgrade: This should clarified if reimbursement is as SBI type basis (all costs) or as part of DSW as it cannot be estimated or predicted with certainty.

Response: DSW includes all labor and material up to € 100.00 and any other work/item not listed as a separate line item. The language was added to the PWS, paragraph 1.4.

Question 48 with reference to PWS, paragraph 1.4.7.1.6.1 Lockout Service Call: It is not clear if the second lockout service for a resident is reimbursable or not.

Response: Lockout services are covered under DSW and will not be separately reimbursed.

Question 49 with reference to PWS, paragraph 1.4.8 NFWT/Vandalism: Is this to be considered part of DSW fixed pricing or reimbursed for actual time and materials? What are the limits on damages?

(Someone drives their car through the garage for example)

Response: IAW this paragraph, the Contractor shall complete repairs as a DSW after receiving authorization from the COR within his/her authority (or the Contracting Officer). DSW shall be performed IAW paragraph 1.4 of the PWS. Material/parts will be reimbursed IAW paragraph 1.4.1.

Question 50 with reference to PWS, paragraph 1.5.4.3 RWP No-show: How many no-shows before the work order can be cancelled?

Response: Language was added to the PWS; paragraph 1.5.4.3 now clearly describes how to handle no-shows.

Question 51 with reference to PWS, paragraph 1.5.7: Why should the contractor not perform RWP during DSW? Understand not delaying DSW, but this would reduce inconvenience to resident

Response: This paragraph remains unchanged; the Government desires the distinction between RWP and DSW.

Question 52 with reference to PWS, paragraph 1.6: There is no clear differentiation between DSW, RWP, and SBI, meaning the discretion of the Government to determine what is RWP and what is SBI is overly broad. For example see questions 53 and 54:

Response: See responses to questions 53 and 54.

Question 53 with reference to PWS, paragraph 1.6.1: “Contractor shall check any and all utility systems through a service call after any scheduled or unscheduled utility outage.” If the entire base power goes out, would the contractor be required to check every facility and system as DSW or SBI?

Response: The contractor shall perform the service as DSW. Depending on the circumstances, it may be performed as “over and above work”.

Question 54 with reference to PWS, paragraph 1.6.1.1.1 Water: “Contractor shall clean up and repair all damages resulting from water line leaks”. If a main line in a stairwell breaks and floods 4-5 apartments, is the work DSW or SBI?

Response: Depending on the circumstances, it could be performed either as DSW or “over and above work”.

Question 55 with reference to PWS, paragraphs 1.6.5 and 1.6.6: Contractor required to provide bottled water. What is the amount per person?

Response: Language was added the PWS, paragraph 1.6.5.

Question 56 with reference to PWS, paragraph 1.7: There is no clear differentiation between DSW, RWP, and SBI, meaning the discretion of the Government to determine what is RWP and what is SBI is overly broad.

Response: DSW, RWP, and SBI are clearly defined in Appendix 11 to the PWS.

Question 57 with reference to PWS, paragraph 1.8.6: Sentence “requiring FPS within 4 hours regardless if an extension is granted by the COR or not” is not clear.

Response: The language was revised.

Question 58 with reference to PWS, paragraph 1.10: Clarify locations and hours of UFI store. We have encountered discrepancies between the KMC Housing Brochure and the PWS/contract

Response: The locations of the Self Help Stores (former UFI store) are correct. The hours of operation for the Self Help Stores shall be from 0800 – 1800, Monday – Friday, and Saturday from 0800 – 1400;

reference PWS paragraph 1.16.11.

Question 59 with reference to PWS, paragraph1.16.21 GPC: Contractors are charged a fee of around 3.5%on each transaction by Visa/MC; it needs to be clear if the additional cost will be reimbursed or must be included in unit prices, which would result in higher bid prices.

Response: Fees for Visa/MC transactions will not be reimbursed separately.