PreProposal_Conf_Site_Visit_Q A-Atch_4-FH-13Dec13.docx

ATTACHMENT 3 SOLICITATION NO. FA5613-14-R-0001

SOLICITATION NO. FA5613-14-R-0001

PRE-PROPOSAL CONFERENCE & SITE VISIT MINUTES

ATTACHMENT 4

ACQUISITION FOR FAMILY HOUSING MAINTENANCE SERVICES

PRE-PROPOSAL SITE VISIT QUESTIONS AND ANSWERS

20-21 NOVEMBER 2013

Housing units are listed in the sequence they were visited, with the associated questions and answers provided at each location.

VOGELWEH HOUSING, 20 NOV 2013

Vogelweh, 2754B (3BR Townhouse) & Nearby Playground

Question 1: What kind of work was done in this apartment?

Answer 1: Ms. Hoffmann replied that maintenance, painting and cleaning was performed.

Question 2: Do any of the units have air conditioning?

Answer 2: Ms. Hoffman answered that no units have air conditioning.

Question 3: How many houses are of the same type?

Answer 3: Ms. Hoffmann referred to Appendix 1 of the PWS where detailed numbers can be found.

Question 4: Do all units have built-in closets?

Answer 4: Ms. Hoffmann stated that all units have built-in closets.

Question 5: What kind of fire safety prevention do the units have?

Answer 5: Ms. Hoffmann stated that the town houses have smoke detectors, and are not connected to the alarm system.

Question 6: Has this house been painted? Does this show the quality required?

Answer 6: Ms. Hoffmann replied that the standards can be found in the PWS. This house was accepted.

Question 7: Do the houses have basements?

Answer 7: Ms. Hoffmann responded that the newly built houses do not have basements. Older houses, duplexes for example, might have basements, some have attic and basement.

Question 8: Do the houses have lightning protection?

Answer 8: Ms. Hoffmann confirmed that all the houses have lightning protection.

Question 9: What kind of heating system is used?

Answer 9: Ms. Hoffmann informed about the district heating supplied by SWK.

Question 10: Do all windows have fly screens?

Answer 10: Ms. Hoffmann confirmed that all windows have fly screens.

Question 11: Is the awardee responsible for the safety of the playground?

Answer 11: Ms. Hoffmann replied that the contractor is responsible for the safety of the playground.

Question 12: Is there still warranty for playground equipment?

Answer 12: Ms. Hoffmann replied that there is no longer a warranty anymore for playground equipment. The PWS shows the special qualifications that are needed to maintain playgrounds.

Question 13: Is it possible to get a list of companies who delivered the playground equipment?

Answer 13: Ms. Hoffmann stated that some names of contractors are available; the older ones are not available anymore.

Question 14: Is there some administrator space which will be provided for the contractor?

Answer 14: Ms. Hoffmann answered that space will be provided on Ramstein AB.

Question 15: As we noticed a hole in the playground floor, is the contractor responsible to fix such a hole?

Answer 15: Ms. Hoffmann confirmed yes, this would be worked as “Direct Scheduled Work”.

Vogelweh, 1470B (4BR Senior Officer Quarters)

General comment: Ms. Hoffmann pointed out that the main difference besides the size of the unit from the townhouse is that a different refrigerator is used with an icemaker.

Question 1: Would the required service include dishwasher salt, etc.?

Answer 1: Ms. Hoffmann confirmed that dishwasher salt is part of the maintenance, depending what is ordered for a COM. She also indicated that a list of items which are stored in the self-help store can be found in the PWS, e.g. salt for dishwasher.

Question 2: Does the wooden fence need to be painted?

Answer 2: Ms. Hoffmann replied that a fence needs to be painted if ordered by COM, or as DWS.

Question 3: Does the contractor get a master key?

Answer 3: Ms. Hoffmann stated that the contractor will get a master key.

Question 4: Are the appliances European or American style?

Answer 4: Ms. Hoffmann explained that a combination of both is existing. In the long run, more European style will be used, other than the refrigerators which will be more American style. Number of refrigerators, including icemakers, can be found on the master appliance list.

Question 5: Are safety covers available for outlets?

Answer 5: Ms. Hoffmann explained that safety covers can be obtained by the residents at the self-help store for both 220 and 110 outlets.

Question 6: Do the doors between the house and the garage close automatically?

Answer 6: Ms. Hoffmann confirmed that doors to the garages close automatically. She also indicated that some garages also have attics.

Question 7: Do the switches for the internet have to be maintained?

Answer 7: Ms. Hoffmann explained that outlets/switches are the responsibility of the contractor, but for the general connection itself the cable contractor is responsible.

Ms. Hoffmann pointed out that PWS Appendix 1 shows the warranty expiration dates of the appliances.

Vogelweh, 1446B (2BR Duplex House)

Question 1: Do all houses have white tiles on the floor?

Answer 1: Ms. Hoffmann advised that different material is used for the floors in different units; might be granite, PVC, wood, carpet, or laminate.

Question 2: Has this unit been accepted?

Answer 2: Ms. Hoffmann stated that this unit has been accepted.

Question 3: What is the average time a family lives in a unit?

Answer 3: Ms. Hoffmann replied that the average time the same family lives in a unit is up to 3 years.

Question 4: What is the COM turn-around time?

Answer 4: Ms. Hoffmann indicated that the COM turn-around time is eight (8) working days per the PWS.

Question 5: What is the usual time between finishing and move-in?

Answer 5: Ms. Hoffmann stated that the family might move in the very next day.

Vogelweh, 1127B-8 (2BR Stairwell Apartment)

General comments: Smoking inside all buildings is prohibited; at least 50 feet in front of the building is where smoking is authorized. The bike room in the basement was the first area visited. This building is connected to the central fire alarm system.

Question 1: Is the bike room open all the time?

Answer 1: Ms. Hoffmann answered that the bike room should be locked all the time. She also mentioned that bikes should not be moved, but cleaned around.

Question 2: Is the door from the bike room to the outside of the building a common area?

Answer 2: Ms. Hoffmann stated that the door to the outside belongs to the common area and needs to be cleaned.

General comments: Ms. Hoffmann stated that this is a two-bedroom apartment with wooden floors, blinds, and radiators, but no rolladens or floor heating. She also pointed to the benches outside, which count as outdoor recreation area and are part of the contract to maintain.

Question 3: Will a storage room for cleaning material be available?

Answer 3: Ms. Hoffmann indicated that a storage room will be available.

Question 4: Was this unit accepted with maintenance/painting/cleaning?

Answer 4: Ms. Hoffmann stated that this unit was accepted.

Question 5: How often does the stairwell have to be painted?

Answer 5: Ms. Hoffmann explained that the contractor might be requested to paint parts of the stairwell, but will not be requested to paint 3 stairwells completely for example.

Question 6: What is the definition of ‘stairwell’? For example, is the outside glass of the door part of the stairwell cleaning?

Answer 6: Ms. Hoffmann stated that the outside glass of the door is part of stairwell cleaning, details to be found in the PWS.

Vogelweh, 1011G (3BR Stairwell Apartment)

Question 1: Is this apartment cleaned and accepted?

Answer 1: Ms. Hoffmann indicated that this apartment is accepted and apologized for the bad smell, but the apartment was vacant for a while. She also pointed out that this is a different type of flooring (PVC), furniture and design.

General comments: Ms. Hoffmann pointed to a fitness station outside which is part of outdoor recreation area to be maintained. Snow & ice removal only has to be done for non-occupied units; and for stairwell buildings only if completely vacant.

RAMSTEIN HOUSING, 21 NOV 2013

Ramstein, 840A-5 (4BR Stairwell Apartment)

General comment: Prospective offerors were shown the building basement first, to include the bike room, storage rooms, electrical room, heating room, and sprinkler room for this building.

Question 1: Did the apartment go through COM?

Answer 1: Ms. Hoffmann replied that this apartment has not been cleaned yet.

Question 2: Is this the average condition of an apartment?

Answer 2: Ms. Hoffmann replied that this is about the average condition after a resident has vacated. She pointed out that in this apartment the appliances are on a podium, and it is a mixture of American and European appliances.

Question 3: Is this the only house with a sprinkler system?

Answer 3: Ms. Hoffmann referred to Appendix 1 of the PWS, which lists houses with sprinkler systems. Building 840 is not on the central fire alarm system.

Question 4: For what reasons are boards put in front of the storage rooms in the basement?

Answer 4: Ms. Hoffmann advised that there was an issue with flooding in the past for this building in the basement which is why the boards were protecting the storage rooms.

Question 5: Are handicapped units available?

Answer 5: Ms. Hoffmann confirmed that handicapped units are available, but we will not be able to see one since no unit is empty.

Question 6: When will contractors get the meeting minutes?

Answer 6: Ms. Binder replied that meeting minutes will be provided as soon as possible. The closing date of 10 Dec 2013 will most likely be extended.

Question 7: Why are fire alarm and sprinkler systems mixed?

Answer 7: Ms. Hoffmann could not explain why the systems are mixed from when the buildings were constructed.

Question 8: Is pest control required?

Answer 8: Ms. Hoffmann stated that pest control is only required to assist the occupants within the facility. Please refer to the PWS.

Ramstein, 840B-1 (2BR Stairwell Apartment)

Question 1: Is it always required to sand and seal the wooden floor?

Answer 1: Ms. Hoffmann stated that it is not always necessary to sand and seal the wooden floor.

General comment: Ms. Hoffmann pointed to some outside playgrounds, fitness centers, pads and benches which also have to be maintained as part of the contract.

Question 2: When is snow and ice removal required? Between 0700 – 0900 even if the unit is turned over already?

Answer 2: Ms. Hoffmann indicated that if the unit is still vacant snow and ice removal has to be done. The contractor will get a list of the vacancies.

Ramstein, 840C-1 (3BR Stairwell Apartment)

General comments: Ms. Hoffmann indicated that the washer and dryer in this apartment are on a podium next to the master bedroom. Appliance locations and floor plans might be different in the different units.

Question 1: Are the steps in front of the building also part of the contract?

Answer 1: Ms. Hoffmann confirmed that the steps in front of the building belong to the building and are part of the contract.

Ramstein, 710B (4BR Townhouse)

General comment: Ms. Hoffmann pointed out that the mechanical rooms are sometimes accessible from the inside for the residents, and sometimes only from the outside where occupants have no access.

Question 1: How does the wooden floor need to be cleaned?

Answer 1: Ms. Hoffmann referred to the PWS where all the details about how to clean wooden floors can be found.

Question 2: Are light fixtures, yard lights, street lights also part of the facility?

Answer 2: Ms. Hoffmann explained that the big street lights are not part of the contract, but the yard lights are.

Ramstein, 1070B (3BR Townhouse)

General comments: Ms. Hoffmann mentioned that Unit A (next door) is a handicapped apartment, only one floor, no stairs at the entrance. It cannot be looked at because it is not vacant.

Question 1: Does a handicapped house have more special fixtures?

Answer 1: Ms. Hoffmann replied that the only difference for a handicapped house is that it just consists of one floor with wider door openings, but no emergency call or special handles, etc.

Question 2: Did this unit go through COM and was accepted?

Answer 2: Ms. Hoffmann confirmed that this unit went through COM inspection and was accepted.

Question 3: Who performs the grass cutting?

Answer 3: Ms. Hoffmann and Ms. Keener explained that the residents are responsible to cut their own grass. If the unit is vacant, a separate call will be placed. Areas outside the yard are base maintenance, not part of this contract. The occupant is responsible for 50 feet around the house, or halfway to the neighbor, or up to the fence.

Question 4: How will the fact be handled that around the dryer outlet the paint peeled off?

Answer 4: Ms. Hoffmann mentioned that in the new contract this will be a SBI.

Question 5: Is it possible to offer additional garden service to the occupants?

Answer 5: Ms. Binder stated that this item will be researched. Current answer: Contractors should not solicit the residents while performing maintenance services for this contract.

Question 6: Whom does the occupant call if they have an issue?

Answer 6: Ms. Keener explained that the occupants call housing maintenance and a work order is categorized.

Question 7: Are the tennis courts close to the Generals’ houses part of the contract?

Answer 7: Ms. Hoffmann answered that this tennis court is not part of the contract.

Ramstein, Self-Help Store and Storage Facility and Office/Administration Areas of Current Contractor

General comments: Mr. Howell showed all areas of the building(s) to the prospective offerors. Ms. Hoffmann pointed out that what contractors see now in the storage area might not be what is in there when the new contract is in place. Occupants can go to the self-help store, get registered with their building number, etc. and will be able to take what they need (what is on the list).

Question 1: Does the Government intend to demolish more buildings?

Answer 1: Ms. Hoffmann stated that it is currently not intended to demolish more buildings.

LANDSTUHL HOUSING, 21 NOV 2013

Landstuhl, 3627A (4BR Townhouse)

Question 1: Do damages happen to the units that are above the normal wear and tear?

Answer 1: Ms. Hoffmann and Ms. Keener stated that damages might happen above the normal wear and tear, for example damage of garage door, dog damages. The resident has three possibilities: repair themselves, hire somebody themselves, or pass on to maintenance contractor and be charged for the damage.

Landstuhl, 3846N (3BR Stairwell Apartment)

General comment: Ms. Hoffmann pointed out that the grill hut behind the building also belongs to the contract.

Question 1: Is it possible to forward the RFP via WORD to the contractors.

Answer 1: Ms. Binder agreed that the RFP will be forwarded to contractors via WORD as part of an amendment.

Question 2: Is the contractor responsible to remove dog excrements outside of the building?

Answer 2: Ms. Hoffmann referred to the PWS, explaining that the contractor is responsible to clean the pet relief stations.

Question 3: Is the attic in the building used?

Answer 3: Ms. Hoffmann explained that the attic in the building is locked. Only the storage rooms in the basement are used for occupants.