Q A-Set_2-5Dec2013.doc

CONSOLIDATED QUESTIONS FROM PROSPECTIVE OFFERORS AND

700TH CONTRACT SQUADRON’S ANSWERS IN RESPONSE TO THE REQUEST FOR PROPOSAL (RFP) NUMBER FA5613-14-R-0001, PUBLISHED ON FBO 5 NOV 2013

SET # 2, 5 DEC 2013

1. Question: Solicitation, Page 3. Price Schedule. Are the quantities provided based on actual historical ordered quantities and if so, please provide actual quantities. Some quantities are missing.

Response: Historical data has been used as the basis, however, possible future developments and funding constraints have also been considered.

2. Question: Solicitation, Page 3, Pricing Schedule: Request the Government provide an electronic copy of the pricing schedule.

Response: The Government will publish the pricing schedule as a word document.

3. Question: Solicitation, Page 260, Clause 52.211-11 (a) Specifies Liquidated Damages of €168.00 per calendar day of delay. Please clarify whether this applies only to COM and if to other work, what specific work and what performance period will trigger the assessment of liquidated damages.

Response: Liquidated damages apply to COM only (see PWS, paragraph 1.3.5.).

4. Question: Solicitation, Page 295 Volume I: Factor 1 – Technical Capability states that offerors are required to submit a Performance Management Plan (PMP) conforming to the quality management principles of ISO 9001:2000: Please clarify the specific requirements which must be met and how this will be evaluated if the offeror does not possess ISO 9001:2000.

Response: The principles of ISO 9001:2000 are listed in the RFP, Addendum to FAR 52.212-1, paragraph (b)(4), Volume I. ISO 9001:2000 certification is not requested.

5. Question: Solicitation, Page 295 Volume I: Factor 1 – Technical Capability states that offerors are required to submit a Performance Management Plan (PMP) conforming to the quality management principles of ISO 9001:2000: If the offeror possesses ISO certification, will this suffice as adequate proof that their plan conforms to the principles?

Response: No. The offeror is not required to provide proof that the PMP conforms to the ISO principles; however, the plan must address the principles.

6. Question: Solicitation, Page 295, Volume I Factor 1, item (i): Please confirm performance start date is 1 Oct 2014.

Response: This is correct.

7. Question: Solicitation, Page 295, Volume I Factor 1, item (i): Please identify the “critical milestones” and their dates.

Response: Offerors are required to identify critical milestones based on their phase-in approach.

8. Question: Solicitation, Page 297, Table 1.1 Proposal Organization Chart: Please clarify number of electronic copies to be provided.

Response: 1 copy; the RFP will be updated accordingly.

9. Question: Solicitation, Page 299, SCOPE OF CONTRACT: How will decreases in quantities be calculated?

Response: The language in the RFP will be revised to address decreases.

10. Question: Solicitation, Page 299, SCOPE OF CONTRACT: If the actual quantity increases by more than 20%, will the work still be performed as part of this contract?

Response: This is dependent upon the scope determination.

11. Question: PWS, Para 1.0. Description of Services. How will costs for additional appurtenances to be maintained be added to the contract?

Response: This will be handled in accordance with (IAW) “Scope of Contract” listed on page 299 of the solicitation.

12. Question: PWS, Para 1.0. Description of Services: How will cost decreases for appurtenances be adjusted on the contract?

Response: See question 11 above; the language in the RFP will be revised to address decreases.

13. Question: PWS, Para 1.0. Description of Services”: If German Industrial Norms (DIN) or European Norms (EN) are more stringent than the PWS, which will be used?

Response: Standards of the PWS take precedence over DIN and EN – see PWS, paragraph 1.0, last sentence.

14. Question: PWS, Para 1.1. Expectations for Family Housing Maintenance: If the Government requests work to be accomplished with costs over the statutory limit, clarify how this will be handled by the contractor.

Response: The contractor shall not exceed the statutory limit and notify the Government when within 20% of the limitation. Paragraph 1.1. of the PWS will be changed to address this requirement.

15. Question: PWS, Para 1.1. Expectations for Family Housing Maintenance: Please provide the statutory limits

Response: The Government will provide the statutory limits prior to contract start.

16. Question: PWS, Para 1.1. Expectations for Family Housing Maintenance: Since the statutory limits apply to all work, not just work performed under this contract, explain how the service provider is to identify and track these costs.

Response: The contractor shall track all costs per unit associated with this contract only. The Government will track costs outside of this contract.

17. Question: PWS, Para 1.1. Expectations for Family Housing Maintenance: Identify the specific reports required and the reporting frequency.

Response: See PWS, paragraph 1.15.2. and Appendices 13, 13a and 20.

18. Question: PWS, Para 1.1.1. Changes to the Housing Inventory: How will the referenced changes be compensated?

Response: See “Scope of Contract”, last page of the RFP as amended.

19. Question: PWS, Para 1.2. Performance Standards and Workmanship: The PWS states the contractor shall use the most current version of all standards as they become available. Offerors can bid based on the current standards; please confirm that if the standard changes and the standard impacts pricing, the Government will compensate for any changes in cost?

Response: The contractor may be entitled to an equitable adjustment IAW DFARS 252.243-7002, entitled “Requests for Equitable Adjustments”.

20. Question: PWS, Para 1.3.1. Pre-Termination and Termination Inspections: Where should the pricing be included for this task? There is no CLIN.

Response: It is the offeror’s responsibility to include pricing where appropriate.

21. Question: PWS, Para 1.3.1. Pre-Termination and Termination Inspections: What is the notification period from the Government to the Contractor for the referenced inspections Response: The Government will send out 10-day schedules each Friday, subject to changes. Daily schedules will be sent the day prior. The language in this paragraph will be revised accordingly.

22. Question: PWS, Para 1.3.1. Pre-Termination and Termination Inspections: Please provide historical workload for pre-termination and termination inspections.

Response: Appendix 2 will be changed reflecting the pre-termination inspections and termination inspections for FY11-13.

23. Question: PWS, Para 1.3.1. Pre-Termination and Termination Inspections: Who is responsible for determination of resident responsible damage?

Response: The Government is responsible.

24. Question: PWS, Para 1.3.1. Pre-Termination and Termination Inspections: Regarding cost estimate associated with resident damage repairs, clarify if the work will be performed by the Contractor.

Response: IAW PWS, paragraph 1.4.8., the contractor shall complete repairs as a service call after receiving authorization from the COR.

25. Question: PWS, Para 1.3.1. Pre-Termination and Termination Inspections: Who is responsible for verifying the Appendix 4a Worksheet?

Response: The COR is responsible.

26. Question: PWS, Para 1.3.1. Pre-Termination and Termination Inspections: Clarify what is meant by “…..and annotate and additional requirements or changes.”

Response: Changes to the previously identified COM worksheet.

27. Question: PWS, Para 1.3.1. Pre-Termination and Termination Inspections: How many inspections can the Government schedule on a) a daily basis, b) concurrently, c) consecutively at different installations?

Response: The Government mayschedule as many inspections as required. Paragraphs 1.3.1. and 1.3.2. of the PWS will be changed accordingly. Workload history will be provided on Appendix 2 for pre-termination inspections and termination inspections.

28. Question: PWS, Para 1.3.1. Pre-Termination and Termination Inspections: How long will the inspection last?

Response: Pre-termination and termination inspections may each last approx 45-60 minutes.

29. Question: PWS, Para 1.3.2. COM Turnover: Confirm that every termination inspection will result in a COM Response: The majority of termination inspections result in a COM.

30. Question: PWS, Para 1.3.2. COM Turnover: What are the earliest and latest times an inspection may occur?

Response: See PWS, paragraph 1.16.11., identifying the hours of operation.

31. Question: PWS, Para 1.3.2. COM Turnover: Clarify how a no-show inspection or an inspection extending beyond normal duty hours will be compensated.

Response: Inspections beyond normal duty hours are the exception and not the rule and will be handled on a case-by-case basis.

32. Question: PWS, Para 1.3.3. COM Period: If a unit is completed before the 8 day COM period, will the Government inspect earlier?

Response: The Government reserves the right to accept a unit back early if needed for immediate occupancy.

33. Question: PWS, Para 1.3.3. COM Period: Clarify that work specific tasks are included in the COM.

Response: See Appendix 4 to the PWS defining the specific tasks.

34. Question: PWS, Para 1.3.3. COM Period: Reference Appendix 3. Are these times to run concurrently or consecutively to each other and/or to the 8 day COM standard?

Response: See PWS, paragraph 1.3.7.

35. Question: PWS, Para 1.3.3. COM Period: Reference Appendix 3. Are all items contained on this list considered SBI items?

Response: Yes.

36. Question: PWS, Para 1.3.7.2. Painting: Clarify what items are to be included in “not intended to be painted”. For example, does this include baseboards, cabinets, doors, or other items which have been painted in the past but which normally are not painted?

Response: Examples of items not intended to be painted are listed in the PWS, paragraph 1.3.7.3., but this list is not all inclusive.

37. Question: PWS, Para 1.3.7.7. Hazardous Waste Removal: CLIN price is m3. Since these types of materials vary substantially pricing this way is not feasible for all types of hazardous wastes (for example, lead paint). Additionally, the cost for removal of different types of waste varies significantly and may require specialty contractors with specific handling licenses. Separate sub-CLINs are needed to price for different types of material removals.

Response: The unit of issue remains unchanged, separate sub-CLINs will not be created.

38. Question: PWS, Para 1.3.7.7. Hazardous Waste Removal: Please provide historical workload and estimated quantities.

Response: Historical workload is not available as it has not occurred in the past three years. If it occurs and m3 is not a proper basis of measurement, it will be handled on a case-by-case basis.

39. Question: PWS, Para 1.3.7.9. Floor/Surface Maintenance: Clarify which CLIN is to be used to price replacing wood floor with PVC.

Response: The PWS will be revised removing “replace wood floor with PVC”.

40. Question: PWS, Para 1.3.7.9. Floor/Surface Maintenance: Is work to be performed to commercial or residential standards?

Response: The PWS standards shall apply.

41. Question: PWS, Para 1.3.7.9.1 Hard Wood Floor Finish: Existing floors contain sagging, waves, rippling, etc… that cannot be removed by sanding. Therefore, clarify the acceptability standard.

Response: Acceptability standards as described in the PWS.

42. Question: PWS, Para 1.3.7.9.4 Carpet Cleaning: Please clarify the performance standard, as to achieve commercial standards for carpet maintenance requires chemicals that are not “safe for household use”.

Response: The PWS will be changed from commercial standard to “… according to manufacturer’s recommendations (Technical Exhibit 2)”.

43. Question: PWS, Para 1.3.7.9.4 Carpet Cleaning: Confirm the specific commercial carpet standard, as there are standards for different types of commercial use.

Response: The PWS language will be changed – see response to question 42 above.

44. Question: PWS, Para 1.3.7.21. Fire Damage Clean-up: CLIN X18 states average number of hours for each call is 2. What happens if hours exceed 2?

Response: The average number of hours per call in the respective CLIN will be changed from “2” to “6 hours” per call. Any clean-up beyond 6 hours may be reimbursed under the CLIN for “over and above work”. Item 6 of Technical Exhibit (TE) 5 to the PWS will be revised to reflect this change.

45. Question: PWS, Para 1.4.1 Contractor Supplied Materials and/or Parts for DSW: Please provide historical data to allow for accurate pricing for CLIN 0021.

Response: This CLIN is not to be proposed by the offeror. An estimated amount will be provided by the Government for all cost CLINs.

46. Question: PWS, Para 1.4.5. DSW Quality of Life Upgrades - Material Cap of $3000: This paragraph gives the Government the right to order Quality of Life upgrades with no regard to labor hours or subcontracting costs. Since DSW is FFP this impacts the ability to perform other DSW work. Clarify limitations.

Response: This paragraph will be revised. Further, “Quality of Life Upgrades” will be moved as a sub-paragraph (1.16.8.1.) to paragraph 1.16.8., “Over and Above Work”, of the PWS.

47. Question: PWS, Para 1.4.7.1.6. Resident and/or Other Lockouts as DSW Service: Will Contractor be reimbursed for duplicate lock outs (second and subsequent)? If not, then why charge the occupant when the Government does not incur any Liquidated Damages or increased costs?

Response: See response to question 48 of the consolidated questions from prospective offerors and 700 Contracting Squadron’s responses published on FBO on 9 Sep 2013 under draft solicitation number FA5613-14-R-0001.

48. Question: PWS, Para 1.4.7.1.6. Resident and/or Other Lockouts as DSW Service: Provide workload data for lock out service calls performed.

Response: Appendix 2 will be updated to reflect workload data for lock out service calls performed.

49. Question: PWS, Para 1.4.8. Resident Damages Non-Fair Wear and Tear (NFWT)/Vandalism: Please clarify whether contractor provided written cost estimate will be used to solicit work from other companies, or will work be performed by the service provider?

Response: This paragraph will be revised and moved as a sub-paragraph (1.16.8.2.1.) to paragraph 1.16.8, “Over and Above Work”, of the PWS.

50. Question: PWS, Para 1.4.8. Resident Damages Non-Fair Wear and Tear (NFWT)/Vandalism: Will this work be reimbursable as SBI or over and above?

Response: See response to question 49 above.

51. Question: PWS, Para 1.4.8.2. DSW No-Show: How long is the Contractor expected to wait between no show service call and the customer to call back to reschedule? (That is, what happens if the customer does not call back?)

Response: The contractor shall wait 72 hours between no-show service calls and the resident calling back to reschedule the appointment. This paragraph will be revised, and renumbered to read 1.4.8.

52. Question: PWS, Para 1.5 Recurring Work Program (RWP): Provide existing RWP Inventory and Frequency requirements (Similar to list provided in paragraph 1.9.4). Without this information CLIN 0020 cannot be properly priced.

Response: RWP historical data will be made available as Appendix 2c to the PWS. Frequency requirements are listed in Appendix 9 to the PWS.

53. Question: PWS, Para 1.6 Utility Maintenance Program (UMP): Clarify if work performed under this paragraph is to be performed as FFP or as Over and Above.

Response: Work performed under UMP may be DSW, RWP, as well as SBI, as defined in paragraph 1.6. DSW, RWP and SBI are identified as FFP CLINs in the pricing schedule of the RFP.

54. Question: PWS, Para 1.8.5.1. Monaco Systems: Repair parts are no longer available for these systems. Clarify how this maintenance shall be performed.

Response: When repair parts are not available and complete system replacement is necessary, the contractor shall notify the COR for approval. Paragraph 1.8.5.1. will be revised accordingly.

55. Question: PWS, Para 1.12 Contractor Environmental Requirements Executive Order 13423:

· Energy Efficiency: Please provide the FY 2003 baseline.

· Building Performance: Please provide the Base and or Air Force sustainable strategies.

· Vehicles: What percent of the service provider’s fleet will have to be of an alternate fuel and how will the Government measure this?

· Petroleum Conservation: Please provide the FY 2005 baseline.

· Alternate Fuel: Please provide the FY 2005 baseline.

Response: These questions relate to the goals of Agencies addressed in Executive Order 13423. Contractors are required to perform services to ensure these goals can be achieved by Agencies.

As indicated in the PWS, paragraph 1.12., the contractor shall become familiar with the required standards through 86 Civil Engineer Environmental Flights at the start of the contract.

56. Question: PWS, Para 1.12.1. Conformance with Environmental Management Systems: Provide applicable EMS for this contract.

Response: See response to question 55 above.

57. Question: PWS, Para 1.12.7: Material Recycling. Please provide referenced plans.

Response: See response to question 55 above.

58. Question: PWS, Para 1.14.1. Warranty Tracking Program (WTP). Identify items currently under warranty.

Response: Data will be posted on FBO.

59. Question: PWS, Para 1.14.2. Suspected Warranty Reporting: To meet the performance standard and provide the requested reports requires the use of professional experts (Gutachter) and a detailed knowledge of all construction plans and specifications used by the Government during the construction process: How will this work be reimbursed?

Response: This work would be reimbursed as DSW.

60. Question: PWS, Para 1.14.2. Suspected Warranty Reporting. To meet the performance standard and provide the requested reports requires the use of professional experts (Gutachter) and a detailed knowledge of all construction plans and specifications used by the Government during the construction process: Please provide all applicable plans, specifications and other contract documents associated with all items under warranty and identify all items currently under warranty.

Response: Items currently under warranty see response to question 58 above. Applicable plans, specifications and other contract documents will be provided by the Government to the new contractor during the phase-in period.

61. Question: PWS, Para 1.16.8. Over and Above Work: How shall CLINS with unit of “LOT” be priced? Does the Government provide quantities?

Response: Over and Above Work shall not be priced by offerors.

62. Question: PWS, Para 1.16.9. Written Estimates of Work: Will the Government reimburse for additional estimates above 330? Depending on workload data, the PWS would appear to indicate that significantly more estimates than 330 will be required to be prepared.

Response: This will be handled on a case-by-case basis.

63. Question: PWS, Para 1.16.19. Multi-Functional Team (MFT): Clarify who performs the administrative functions required by this paragraph.

Response: This will be a shared effort between the Government and Contractor.

64. Question: PWS, Services Summary Table: Please confirm that meeting the performance threshold is considered “satisfactory performance” and, presuming that it is, explain how the service provider can obtain higher performance ratings when the thresholds essentially demand perfection.

Response: Satisfactory performance occurs when performance thresholds are met. It is the contractor’s responsibility to determine how a higher rating could be achieved.

65. Question: PWS, Services Summary Table: Define and clarify what constitutes an Unsatisfactory Inspection and define defects as they will be applied to all items covered under this paragraph.

Response: An unsatisfactory inspection is when re-performance is required. A defect depends on the type of task performed, e.g. a failed COM (after re-performance) constitutes a defect.

66. Question: PWS, Services Summary Table: Will the 90% completion rate for RWP be adjusted for work that could not be performed due to No Show appointments?

Response: Consideration will be given to no show appointments.

67. Question: PWS, Services Summary Table: Item 12. The Performance Objective is testing however the Performance Threshold is 100% Operational. How will this be measured and how can they contractor be responsible for meeting this threshold when they cannot control the system (for example, if the contractor performs all tests, but a smoke detector becomes damaged or inoperative, the performance threshold is no longer met and the performance would therefore be unsatisfactory)?

Response: The performance objective at item 12 of the Services Summary Table will be changed.

68. Question: PWS, Para 3.4 Government Furnished Records: Provide all available documentation during the bid process.

Response: The Government will furnish all facility records to the Contractor prior to the performance start date (see Appendix 22 to the PWS).

69. Question: Appendix 15: Indicates there is no parking provided/available for Contractor vehicles. Clarify where contractors can park their service vehicles and other vehicles operated by employees which are required to perform work at these locations.

Response: The Contractor may use any unassigned/undesignated parking available.

70. Question: Are there any materials required under this contract that are Sole Source items? If so, identify and provide information.

Response: There are no sole source items. Brand name items will be identified in Appendix 9b.

71. Question: If existing materials are no longer available on the open commercial market (e.g. color, type, style, make, mode, etc…), how will this be handled?

Response: The contractor shall notify the COR immediately for approval to use other materials (i.e., color, type, style, etc. …).

72. Question: Technical Exhibit 1: Seasonal Heating Facility Startup and Shutdown Procedures. Confirm number of occurrences per year.

Response: Typically one each per year, but more may occur depending on the weather conditions.

73. Question: Technical Exhibit 4. Appliance Standard: Provide quality standard for item 7, Dryers.

Response: Additional language will be added to item 7 of Technical Exhibit 4.

74. Question: Technical Exhibit 4. Appliance Standard: Provide quality standard for item 10, Single Unit Ice Makers.

Response: Additional language will be added to item 10 of Technical Exhibit 4.

75. Question: Technical Exhibit 5. Direct Scheduled Work (DSW): Provide historical data and estimated quantities for all items listed.

Response: A DSW breakout will be added as Appendix 2b to the PWS.

76. Question: Technical Exhibit 6. Monthly Contractor Service Summary. Please clarify purpose and intended use for this form.

Response: This form is intended to provide performance feedback to the contractor.

77. Question: Technical Exhibit 7. Recurring Work Program (RWP) Items: Appears to be intended to list RWP items; however it references only Appendix 9. Appendix 9 addresses only RWP frequencies. Please provide appropriate data.

Response: Technical Exhibit 7 is to be completed by the contractor. Appendix 9 references RWP item description, PWS paragraph reference, and frequencies.

78. Question: Appendix 1. List of Facilities to Maintain: Column heading “Facilities Cleaning Plan”. Clarify the meaning of the numbers listed in this column.

Response: The first number represents the number of stairwells, the second number represents the number of floors within a stairwell facility. The respective column header of Appendix 1 will be changed.

79. Question: Appendix 2. Workload History/Workload Estimates: Provide FY 13 data. Confirm number of Service Calls includes RWP, DSW, SBI and UFI visits, historical data and estimated quantities for all items listed.

Response: Appendix 2 will be revised reflecting FY 13 data.

80. Question: Appendix 2. Workload History/Workload Estimates: Provide breakout of Service Calls by type of service (i.e., RWP, DSW, SBI, UFI visits).

Response: Breakout of service calls will be provided/added as follows: Appendix 2a – COM Breakout; Appendix 2b – DSW Breakout; Appendix 2c – RWP Breakout.

81. Question: Appendix 4b. COM Cleaning: Block 5 states “Cleaning process shall leave surface clean and dry so that it may be walked on immediately.” Clarify intent, as the normal process includes drying time.

Response: The wording “… be walked on immediately” will be removed.

82. Question: Appendix 7. Master Appliance List: Provide current Master Appliance List.

Response: A joint inventory with the incumbent contractor, the new contractor and the Government will be conducted during the phase-in period.

83. Question: Please clarify how the joint inventory will be conducted in occupied housing units during phase-in period.

Response: There will be no joint inventory conducted in occupied housing units.

84. Question: On Bid Schedule are prices for sub-CLINS to be summed and shown at the CLIN level? (For example CLIN 0008 = Sub-CLIN 0008AA + Sub-CLIN 0008AB) Response: No.

85. Question: Compared to the Draft, the budgets in the solicitation for U-fix-it supplies, material purchase of free standing and build-in appliances and for DSW and RWP material is missing.

Response: See response to question 45 above.

86. Question: There is no square meter indication per house-type mentioned in the PWS or in the Appendix for CLIN XXX2AA - XXX2AG and XXX3 - XXX3AG and XX15 - XX15AC. Please provide information for space per house-type and stairwells.

Response: The square footage will be made available, and Appendix 1a will be added to the PWS.

87. Question: If the material and the appliances should be purchased on a cost-reimbursement basis, please provide information where to find the instructions for the handling-fee within the solicitation.

Response: General and Administrative (G&A) expenses are allowable for all cost reimbursable CLINs. The solicitation will be changed accordingly.

88. Question: Addendum to FAR 52.212-1, Instructions To Offerors -- Commercial Items (Jul 2013), Paragraph (b)(12)(i), Table 1.1.: The page limit for Factor III, Past Performance is 12 pages for up to five contract citations: We do not believe this is an adequate amount of space to thoroughly describe the recency, relevancy, scope, magnitude, complexity, and Quality of Performance for five discrete contracts. Will the Government allow a maximum of five pages per cited contract for total Factor III page limit of 25 pages?

Response: The Past Performance proposal shall consist only of the completed Attachment 3, Past Performance Information Document (PPID). It is not necessary to describe recency, relevancy, scope, etc. in this document. Therefore, the page limitation remains unchanged.

89. Question: PWS Paragraph 1.3.7.15 Exterior Grounds Maintenance: The consolidated Questions and Answers released with the solicitation stated that “Grounds maintenance is required for units scheduled for COM; see PWS, paragraph 1.3.7.15. and Technical Exhibit 5, item 5.” Will the Government please confirm that Paragraph 1.3.7.15 Exterior Grounds Maintenance are only performed in COM units and that this work will be ordered and performed once per each request?

Response: No, grounds maintenance service may not only be performed in COM units, but also in occupied and unoccupied units/facilities. However, the majority of grounds maintenance is being performed in unoccupied units prior to occupancy. Yes, grounds maintenance will be ordered and performed once per each request. Paragraph 1.3.7.15. of the PWS will be revised accordingly.

90. Question: PWS Paragraph 1.3.7.15 Exterior Grounds Maintenance: The consolidated Questions and Answers released with the solicitation stated that “Grounds maintenance is required for units scheduled for COM; see PWS, paragraph 1.3.7.15. and Technical Exhibit 5, item 5.” When requested as a DSW as described in “Technical Exhibit 5, item 5.” we assume that this work will be invoiced as under SBI; is this assumption correct?

Response: Work shall only be invoiced under SBI when the area exceeds 60 square meters per DSW call. Paragraph 1.3.7.15. of the PWS will be changed reflecting the reference to Technical Exhibit 5, item 5.

91. Question: PWS Paragraph 1.3.7.16 Grounds Snow and Ice Removal: The consolidated Questions and Answers released with the solicitation stated that “Snow removal is required for vacant units and units scheduled for COM; see PWS, paragraph 1.3.7.16.” Will the Government please confirm that Paragraph 1.3.16 Grounds Snow and Ice removal is only performance on Vacant and/or COM units and that this work will be ordered and performed once per each request?

Response: Yes, snow and ice removal will only be performed in vacant and/or COM units and will be ordered and performed as required by weather conditions.

92. Question: PWS Paragraph 1.3.7.24 Dust Down Cleaning: Dust Down Cleaning seems to be focused on the interior of the unit saying “The Contractor shall clean the items listed, but the list is not intended to be all inclusive or limited to the following cleaning items:”. However, the statement that it is not intended to be “limited” results in the need for additional clarification. We assume that “stairwells” referred to are those with-in the dwelling unit and not those assigned as common areas; is this assumption correct?

Response: Yes, this is correct.

93. Question: PWS Paragraph 1.3.7.24 Dust Down Cleaning: The subject paragraph says dust down cleaning shall be completed within 24 hours of request from the COR. We assume that this 24 hour requirement does not apply when the following day is a weekend or holiday; is this assumption correct?

Response: Yes, this is correct. Paragraph 1.3.7.24 of the PWS will be revised accordingly.

94. Question: Section SF 1449 - CONTINUATION SHEET Schedule of Services: There are multiple CLINs with the ‘UNIT” being lot. We assume that any item without a quantity and having a unit of “lot” will not be priced by the offerors; is this assumption correct?

Response: Yes, this is correct. An estimated amount will be added by the Government to all cost CLINs.

95. Question: Section SF 1449 - CONTINUATION SHEET Schedule of Services: Item 0022AA and 0023AA have undefined quantities. We assume that any item 0022AA and 0023AA will not be priced by the offerors and will be negotiated with the successful awardee when the requirement is defined; is this assumption correct?

Response: Yes, this is correct. These CLINs are cost CLINs; an estimated amount will be added by the Government.

96. Question: Technical Exhibit 5 Item 26: Some of the wording in this paragraph refers to heat plants and temperatures. It appears that some requirement may have been left off as a result of this. Please review.

Response: Technical Exhibit 5, item 26 will be corrected.

97. Question: Technical Exhibit 5 Item 31: Title is “RWP Air Conditioning and Positive Air Flow Filter Change and Duct Cleaning, Clothes Dryer and Duct Cleaning”. It appears that the Government will require RWP work to be performed as a DSW call. There is no way to quantify what will be requested or how often this will occur. Under what circumstances will the Government order “RWP Air Conditioning and Positive Air Flow Filter Change and Duct Cleaning, Clothes Dryer and Duct Cleaning” as a DSW? How many times should the contractor price these unscheduled events.

Response: When all RWP is completed according to the schedules of the PWS, the Government would request this type of work as an exception, for example: (i) When an empty birds nest is found in the dryer duct (FY13: 8 times); (ii) The air flow filters are dirty due to demolition work in the area; (iii) Seasonal air quality (none for FY13). Technical Exhibit 5, item 31 will be changed, and workload history provided.

98. Question: Site Visit, PWS 1.3.1, 1.3.2 and 1.3.4 and Appendix 2: During the site visit the Government mentioned that the Contractor would accompany the COR´s on Termination Inspections. Review of the PWS concluded that the contractor must accompany the COR on a Pre-Termination, Termination and a Turn-Back Inspection. The Government also stated that there were multiple COR´s assigned to this contract. Review of the Workload Data in appendix 2 does not provide any inspection specific work load data. The following questions attempt to quantify that unknown information.

a. We assume that each unit in COM will receive one Pre-Termination, one Termination and a one Turn-Back Inspection. Is that assumption correct?

Response: Yes.

b. Does the Government intend to conduct multiple Pre-Termination, Termination and Turn-Back inspections within the same time frames, within the same day at multiple locations? For example might the Government schedule a Pre-Termination Inspection at 0900 in Landstuhl, a Termination Inspection at 0900 in Ramstein and and Termination Inspection at 0900 in Vogelweh all on the same day?

c. We assume that the government schedules and conducts the Pre-Termination and Termination inspections and the contractor is only there to complete the COM Sheet 4A and receive the keys. Is this assumption correct?

Response: Yes, however, the contractor must meet the requirements set forth in paragraphs 1.3.1., 1.3.2. and 1.3.4. of the PWS, if required.

99. Question: Site Visit and Appendix 1: During the site visit we drove by every GOH Quarters. It appeared that each has a fence and a garage. On review of Appendix 1 it was noted that some of these GOH Quarters in the Appendix did not indicate that there was a fence or a garage. For an example see Building 1027. Will the Government confirm that the offeror should only include those facilities and systems as indicated in Appendix 1 in their pricing?

Response: Appendix 1 will be corrected.

100. Question: Site Visit, PWS 1.3.7.2, 1.3.7.6 and CLIN 0004AA: During the site visit the Government mentioned that the Contractor was required to paint concrete floors in basements and common areas. Review of the PWS concluded that the contractor must paint concrete surfaces, however review of the Workload Data in appendix 2 does not provide in concrete floor specific work load data. The following questions attempt to quantify that unknown information due to the difference in floor coatings and wall coatings costs. Can the Government provide the total annual amount of concrete floor painting ordered on the current contract? If not, could the Government provide an estimate of the percentage of interior painting Square Meters that the Offerors might expect would be used for painting concrete floors?

Response: The estimated quantity for basement/storage room floor paint is approx. 4,800 square meters (sqm) per fiscal year. Appendix 2 will be changed reflecting this change.

101. Question: Site Visit, PWS 1.3.7.26, Appendix 9 and CLIN 0016AE: The reference paragraph, Appendix and the CLIN 0016AE descriptions are confusing. The CLIN says that the Quantity to be performed is 100, the RWP sections says frequency is “as required” and they both reference the same PWS Paragraph. We assume that the RWP is the cleaning of the Pet Relief Stations and the SBI CLIN is utilized when the Government wants the units inspected and the bags replaced. Is this assumption correct?

Response: RWP is for cleaning and bag replacement as defined in Appendix 9. The SBI CLIN is utilized when required under Direct Scheduled Work (DSW) in accordance with paragraph 1.4 of the PWS and Technical Exhibit 5, item 17.

102. Question: Site Visit, PWS 1.8 – 1.8.8.1, Appendix 1 and Appendix 9-d: During the site visit in several units there were questions asked about Fire Alarm Systems and Smoke Detectors. Review of the PWS concluded that the contractor must maintain a variety of systems falling into the FPS category. However there is some confusions as to which items require RWP. Technical Exhibit 3.2 and Appendix 9b clearly indicate that all the Smoke Detectors listed in Appendix 1 require and annual inspection however there is not a clear indication as to if Fire Extinguishers require RWP. The following questions attempts to quantify that unknown information. Is the successful contractor required to perform some form of RWP in the 316 Fire Extinguishers identified in Appendix 1? If yes, will Technical Exhibit 3.2 and Appendix 9b be updated to reflect that.?

Response: The successful contractor is required to perform RWP on fire extinguishers on a monthly basis. Appendix 9b and Technical Exhibit 3.2 will be updated.

103. Question: ADDENDUM TO FAR 52.212-1, INSTRUCTIONS TO OFFERORS: In the Paragraph VOLUME I: FACTOR 1 – TECHNICAL CAPABILITY it states that “Offerors are required to submit a Performance Management Plan (PMP) conforming to the quality management principles of ISO 9001:2000”. To ensure conformance to “ISO 9001:2000” a company must be registered and certified, which includes re-certification audits. Must the successful offeror have a current ISO 9001 certification?

Response: No.

104. Question: Painting ordered under DSW: Interior and Exterior Paiting are SBI and can be ordered in and out of the COM period. We assume that any painting performed on a DSW work order will be billed against the SBI Contract Line Item Numbers; is this assumption correct?

105. Question: Technical Exhibit 5 Item 26 Locksmith, Key Duplicating Work including all Mechanical Securing / Closing Devices as a Service Call: Some of the wording in this paragraph refers to heat plants and temperatures. It appears that some requirement may have been left off as a result of this. Please review.

Response: Item 26 of Technical Exhibit 5 will be corrected.

106. Question: Site Visit, Technical Exhibit 5 Item 31: During the site visit the Government stated that there is no air conditioning in the Housing Units. However, Technical Exhibit 5 Item 31 title is “RWP Air Conditioning and Positive Air Flow Filter Change and Duct Cleaning, Clothes Dryer and Duct Cleaning” and there are two AC units listed in Appendix 1; there seems to be a contradiction. Is the successful offeror required to perform RWP in these tow Air Conditioning units in addition to the Positive Air Flow Units?

Response: Yes; see Appendix 1, Buildings 1013 and 1118 at Ramstein Air Base.

107. Question: At the site visit conference, in response to a question from a potential bidder about pricing individual CLIN’s, the Government stated that if an offeror proposed no cost for a CLIN, it would likely raise a question about the offeror’s pricing. Additional comments were made regarding unbalanced pricing and unreasonable prices. However, the Government slides and the evaluation criteria in the solicitation state that evaluation will be made on the total price of all CLIN’s, and not on individual CLIN’s.

a. Please clarify how pricing will be evaluated.

Response: Please see FAR 52.212-2, paragraph (a)(2) FACTOR 2 – PRICE.

b. What is the evaluation methodology and criteria for evaluating whether pricing is either unbalanced and/or unreasonably high or low?

Response: There is no criteria for evaluating unbalanced and/or reasonably high or low prices.

c. If evaluation will be made on individual CLIN’s , please explain how this evaluation will be made and the specific criteria the Government will utilize.

Response: Award will be made based on the total evaluated price.

108. Question: At the site visit conference, the Government stated that the phase in period (CLIN 0001) shall not be priced. However, as this work is to be performed prior to the actual start of full performance, how shall offerors price their mobilization and start up efforts? There is no guarantee of any CLIN being fully funded or the award of minimum quantities which would ensure these one off costs can be reimbursed. Additionally, in relation to the previous questions regarding CLIN pricing and evaluation, placing these costs in other areas may lead to unbalanced pricing. Request the Government allow offerors to place an amount in this CLIN.

Response: Phase-in shall not be separately priced.

109. Question: At the site visit conference, a question was raised regarding material costs and how handling fees were to be handled. The Government answered that “costs” would be allowed, but it is not clear what “costs” are being referred to: For example the administrative effort to order, inventory, invoice, and pay for materials. Please clarify what markups are allowed on actual material costs.

Response: General and Administrative (G&A) expenses will be allowed for the cost CLINs. The solicitation will be changed accordingly.

110. Question: Several of the townhouses showed during the site visit contained mostly ceramic floor tiles, but stairs constructed of wood, including wood handrails. Please clarify where this is to be priced, especially in regards the handrails, which require a totally different method of work than flooring. Request a linear meter CLIN be added for wooden handrails.

Response: A CLIN will not be added for wooden handrails. There is no historical record ever replacing a wooden handrail. Should it be required, the service shall be accomplished as a DSW with cost reimbursable material in excess of €100.00.

111. Question: During the site visit, several different types of flooring were shown; however the maintenance requirements are not fully identified in the PWS. PWS paragraph 1.3.7.9 Floor/Surface Maintenance only provides the standards for hard wood floor finish (1.3.7.9.1) and carpet maintenance (1.3.7.9.4). The remaining paragraphs only discuss replacement performance standards. Please provide the cleaning and maintenance standards/requirements for laminate, PVC, ceramic (tile), and any other floor types not shown on the site visit.

Response: See various paragraphs under 1.3.7 of the PWS and Appendix 4b.

112. Question: At the site visit, it was mentioned that all appliances with the exception of Refrigerators were locally available German/European standards. Nonetheless, this will require some inventory to be immediately available based on the performance standards (response and completion times) for service calls. The inventory for US standard refrigerators must be substantially higher based on the long delivery times, but it is not clear when the Government will pay for materials.

a. Please clarify whether materials, including appliances, which are delivered and stored in the facilities provided by the Government, will be reimbursed at the time of use/installation or upon actual use.

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

b. Please clarify when UFI store materials will be reimbursed – upon delivery to a resident or upon purchase and stocking in the UFI store.

Response: Please see paragraph 1.10.1. of the PWS.