Q A-Set_3-17Dec2013.doc

CONSOLIDATED QUESTIONS FROM PROSPECTIVE OFFERORS AND

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

SET # 3, 17 DEC 2013

1. Question: Addendum to FAR 52.212-1, (s): To evaluate or estimate a potential staffing transfer and to determine if Section 613A BGB applies, staffing information concerning the different trades is required. Will the Government provide staffing information from the current contractor?

Response: The Government is not in possession of staffing information from the current contractor.

2. Question: Solicitation, Page 299, NOTE TO FAR 52.232-36. If the Government opts to use the commercial purchase card, how will 1-3% transaction fees from the Credit Card Company and respective banks are reimbursed?

Response: The “NOTE TO FAR 52.232-36” has been removed from the solicitation, and paragraph 1.16.21. “Government Purchase Card GPC” has been removed from the PWS (see Amendment 0001).

3. Question: Solicitation, Page 299, NOTE TO FAR 52.232-36. Does the Government utilize the commercial purchase card for the entire contract or only for certain transactions? If only for certain transactions, please identify the specific transactions, maximum amounts, and any other limitations.

Response: See response to question 2 above.

4. Question: PWS, Paragraph 1.2. Performance Standards and Workmanship: The first sentence runs to 10 lines and is unclear. Because the first sentence of this paragraph runs extremely long, we are having a difficult time clarifying the specific order of standards and references and whether certain standards are even applicable (for example, European Norm). There is additional language referring to “issues” for the fire alarm system which doesn’t appear related to the performance standard, there are several items referenced toward the end of the sentence which are not clear as to what performance standard(s) or document is being referred to (for example, “energy programs”) nor is it clear what the standard(s) are. There are instances where some standards/references have different criteria or requirements based on the type of use (for example, residential versus commercial or industrial) etc.

Response: The sentence does not refer to a specific order of standards, it merely lists a variety of standards that could apply to the various work to be performed under the contract.

5. Question: PWS, Paragraph 1.3.7.9.2. Floor Replacement: Please confirm this performance standard applies only to floors or portions of floors which the service provider replaces and not to any floor area which is not replaced. If this standard is intended to apply to other, non-replaced areas, please clarify the standard, as removal of rides, waves, laps, split seams and other unspecified defects would require extensive work beyond normal maintenance. Please confirm that the 2nd sentence under Paragraph 1.3.7.9.2 only applies to the portion of the flooring that was replaced, not the complete floor.

Response: The second sentence applies to all floors maintained, overlayed, repaired, and replaced by the contractor.

6. Question: PWS, Paragraph 1.16.5.1. Grounds Maintenance in Public Areas.: Clarify areas of Contractor’s responsibility vs. the Base Grounds Maintenance contractor. The reference to paragraph 1.16.5.1 was incorrect, the correct reference is 1.3.7.15. It is not clear what areas are being referred to, as the wording could include a substantial area of the “housing area”. At the site visit, there was additionally some discussion about common outside areas, but the limits of these areas are not clearly defined. This could result in substantial changes in the areas being included under this paragraph and it is requested the Government clarify the limits (boundaries) of areas which would be the service provider’s responsibility versus that of others.

Response: The contractor’s area of responsibility is within the backyard fences area and front/side of units within 50 feet or half way between neighbors.

7. Question: Technical Exhibit 3. Fire Protection System Inventory and Inspection Intervals. Provide actual existing inventory. Actual historical data is required for proper pricing.

Response: Inventory will be posted on FBO with Set # 3 of Q&As.

8. Question: Technical Exhibit 3. Fire Alarm System Inspections. Provide actual existing inventory. Actual historical data is required for proper pricing.

Response: See response to question 7 above. Additionally, all Fire Protection Systems/Fire Alarm Systems are identified in separate columns at Appendix 1.

9. Question: Appendix 3 Separate Bid Items (SBI) Turnaround time. Request the Government identify specific Sub-CLINS on the Bid Schedule for all SBI items to ensure accurate, complete and uniform pricing by all bidders as it is not clear where some of these SBI items are to be priced (not all descriptions match with the bid schedule and there appear to be some items which are not shown on the bid schedule).”

A) In appendix 3, where would the costs for sheet floor be calculated in the pricing section?

B) In appendix 3, is the price for sub flooring included in the square meter price for CLIN 0006AC?

Response: Sheet flooring will be deleted from Appendix 3. Sub-flooring is required regardless of floor type. It is the offeror’s responsibility to price sub-flooring under the applicable CLINs.

10. Question: Appendix 4b. COM Cleaning: In block 5 the last sentence appears to be cut off. Confirm.

Response: Appendix 4b was changed with Amendment 0001.

11. Question: Appendix 5. Outdoor Recreation Area (ORA) Inventory. Refers to Appendix 9a for enventory data and Appendix 9a contains no data. Provide data.

Response: Appendix 9a serves as an example only. The actual inventory comprises all facilities identified in Appendix 1, which was changed with Amendment 0001.

12. Question: During the site visit to the Ramstein GOQ (General Officer Quarters) area at Cannon Park it was noted that area is secure and gated. Could the Government please confirm that the gate and the Guard Shack are not maintained under the subject solicitation?

Response: The gate and guard shack are not part of this contract.

13. Question: Follow-up to Question 102 of Question Set 2: It is assumed that the contractor responsibility will be to inspect the Fire Extinguisher Monthly and that inspection will consist of a visual inspection that confirms the condition of the unit and validates that the unit has a charge and is ready to use should the need arise. If during the monthly inspection it is noted that the Fire Extinguisher is low on charge, what is the procedure for having the extinguisher recharged?

Response: They cannot be charged, they must be replaced.

14. Question: If it is determined that a Fire Extinguisher requires replacement, how will the replacement be paid for?

Response: See PWS, paragraph 1.4.1., Contractor Supplied Materials and/or Parts For DSW.

15. Question: General RWP Question: Are there any requirements for RWP on Cathodic Protection or the Marquee?

Response: Yes, the contractor shall maintain these items under emergency service call.

16. Question: Follow-up to Question 89 and 90 of Question Set 2: In the Government’s response to the subject questions, the Government’s answer implies that the awardee will perform Exterior Grounds Maintenance in accordance with PWS Paragraph 1.3.7.15 in occupied or unoccupied units as DSW (included in the fixed price for DSW/RWP) and that when the areas exceed 60 square meters it will then be converted to an SBI item. Without quantitative data on the number of Exterior Grounds Maintenance requests that the contractor is expected to perform as a DSW, this item cannot be adequately priced.

Response: Appendix 2 has been updated reflecting estimated quantities for grounds maintenance (see Amendment 0001).

17. Question: During the site visit the Government stated that they would issue the following with amendment 1: (i) The pre-proposal conference presentations; (ii) the pre-proposal conference attendee roster; (iii) the transcript of the questions asked and the answers given during the site visit.

Response: The pre-proposal conference minutes, including the attendance sheet, the RFP briefing slides, the requirements briefing, and the site visit questions and answers, have been posted on FBO on 13 Dec 2013.

18. Question: Revised PWS Page 14 paragraph 1.3.7.18. and added paragraphs 1.3.7.18.1 and 1.3.7.18.2: With the amended PWS, the Government added paragraphs about funded and non-funded COM Cleaning; we have a question to determine if this change impacts cost. It appears that funded cleaning occurs when a service member has cleared housing and has met the minimum required resident cleaning responsibilities and that the non-funded is when a resident does not clear the quarters in the normal process and presumably the unit does not meet the standards, is this correct? If not, please provide more detail.

Response: Yes, this is correct.

19. Question: RWP Question 1.5.1, 1.5.2 and 1.5.3 RWP Inventory, Schedule and Plan: The RWP Inventory, Schedule and Plan are due 60 calendar days after the contract award. The contract Phase-In Period is 90 Days from Jul 14 – September 14. Shouldn’t these RWP inventory, schedules and plans be due after the start versus the award? If no, please review the addition questions: Does the Government intend to provide an onsite location for successful awardee to manage this effort from during the phase-in? Will the Government provide or ensure that the successful awardee will have access to all areas of the contract for the purposes of conducting the inventory?

Response: Yes, the PWS will be revised to state “after performance start”.

20. Question: Amendment 1, Appendix 2 workload history: To sufficiently plan for the workload that the successful bidder will be expected, it is important to understand the variations in the workload. Could the Government please explain why the historical data on the number of square meters of Exterior Grounds Maintenance performed each year declines so drastically between the years performed (FY11: 47,684 sqm; FY12 19,518 sqm; FY13 1,898 sqm)?

Response: After verification it was found that the estimates were incorrect. Appendix 2 will be revised to list the corrected square meters. The numbers still decrease, but that is primarily due to units/houses being unoccupied for a shorter period and residents taking better care of grounds maintenance prior to their departure.

21. Question: Reference RFP solicitation document 14-R-0001-Atch1-PWS-Apdx_1-22-10Oct13. Appendix 9a RWP Inventory is missing. Will the Government provide the missing inventory for Appendix 9a?

Response: Appendix 9a serves as an example only. The actual inventory comprises all facilities identified in Appendix 1. Please note that Amendment 0001 to the RFP was issued and published on FBO on 11 Dec 2013, and the 10 Oct 2013 documents (PWS, Appendices 1-22 and Technical Exhibits 1-8) are no longer current, as they were replaced with Amendment 0001.

22. Question: Reference RFP solicitation document 14-R-0001-Atch1-PWS-Apdx_1-22-10Oct13. Appendix 9, item 6, Electrical Dryer and Duct Cleaning states that all dryers listed in appendix 7 have to be maintained by the Contractor. Appendix 7 list one dryer and states “The following serves as an example only. A joint inventory with the incumbent, the new contractor and the Government will be conducted during the phase-in period prior to performance start.” Without quantities offerors are unable to price this requirement. Will the Government provide the missing inventory for Appendix 7?

Response: The quantity of dryers is evident from facilities/units identified in Appendix 1, as each facility/unit has one dryer; therefore, Appendix 7 will remain unchanged.

23. Reference Amendment 0001, Summary of Changes, item D. It is our understanding that all of the CLINs identified in item C are the only “cost reimbursable” CLIN’s. Please confirm.

Response: This is correct.

24. Regarding the identification of certain CLIN’s as “cost reimbursable” please clarify whether these items will be subject to DCAA auditing and require the contractor to obtain certification of cost accounting standards by DCAA. If so, please confirm that any costs associated with this certification and/or auditing will be reimbursed as part of the same cost reimbursable CLIN’s.

Response: Cost reimbursable CLINs may be subject to DCAA auditing, CAS certification is not required for these CLINs.

25. Reference Questions 4 and 5 in the Consolidated Questions and Government answers set #2 published 5 December 2013. These questions relate to the references in the solicitation to ISO standards. The revised solicitation (p295) states, “Offerors are required to submit a Performance Management Plan (PMP) conforming to the quality management principles of ISO 9001:2000 in terms of customer focus, leadership, involvement of people, process approach, system approach to management, and continual improvement.” Solicitation clause 52.212-2 Evaluation – Commercial Items states that “Offerors will be evaluated on written documentation provided in accordance with paragraph (b)(4) of the Addendum to FAR 52.212-1, Instructions to Offerors -- Commercial Items. Technical acceptability is based on successfully meeting this requirement.” This infers that the PMP would be evaluated to determine whether or not it “conforms” to the referenced ISO principles, but the Governments answer to question 5 states that there is no required “proof” that the PMP conforms to ISO principles. Therefore it is not clear how the Government intends to evaluate the PMP to determine its “conformance” to these standards. Please provide the evaluation criteria the Government will use to determine how the offerors proposal conforms to these standards.

Response: For clarification purposes substitute “conforming” with “following the quality management principles…..”. Evaluation will be accomplished as described in FAR 52.212-2 “Evaluation – Commercial Items”.

26. Reference Question 10 in the Consolidated Questions and Government answers set #2 published 5 December 2013: Amendment 0001, Summary of Changes, Item I indicates that the scope of contract is limited to increases and decreases in quantities up to 20% of those in the pricing schedule, and therefore any work outside of this range is outside the scope of the contract. Please confirm.

Response: Not necessarily, it depends on whether or not an in-scope determination can be accomplished by the Contracting Officer.

27. Reference Question 13 in the Consolidated Questions and Government answers set #2 published 5 December 2013. The answer refers to PWS paragraph 1.0 which states that, “Standards of this Performance Work Statement take precedence over German Industrial Norms (DIN) and European Norms (EN).” However, paragraph 1.2 of the PWS indicates that the PWS does not contain performance standards, as all work is to be performed in accordance with various codes, standards, etc. and in the event of contradiction, “the most stringent standard will apply.” Please clarify the appropriate order of precedence.

Response: The appropriate order of precedence depends on the type of work to be performed.

28. Reference Question 14 and 15 in the Consolidated Questions and Government answers set #2 published 5 December 2013.

a. We ask again for the Government to provide the statutory limits as some of this work must be performed under “fixed price” CLINs and therefore the magnitude of the work must be provided for the purposes of estimating the cost.

Response: The requirement of paragraph 1.1. with respect to statutory limitation refers to tracking costs. The Government will provide the statutory limitation prior to contract start.

b. Please confirm that the reference to “within 20% of the statutory limit” is based solely upon the work performed by the contractor (that is, they are not to account for any work performed by others when monitoring this threshold).

Response: This is correct.

29. Reference Appendices 13, 13a, and 20. These reports will require the contractor to track every DSW on a time and materials basis, including multiple trades and labor rates, although the work is required to be performed as a fixed price. If the Government desires a time and materials level of effort tracking, then all work performed under this contract should be reimbursed on a time and materials basis. We also note that it is not clear how subcontract costs should be tracked. The level of effort required to track and record this effort will greatly increase the administrative burden on the contractor with no apparent benefit to the Government. We request the Government reevaluate the information required to be reported and adjust the reports or the contract method accordingly.

Response: Not all costs to be reported are fixed price (e.g. material, over & above) and subcontractor costs are to be included.

30. Reference Question 18 in the Consolidated Questions and Government answers set #2 published 5 December 2013. We do not see this addressed in the last page of the amendment RFP, as the actual housing inventory is not mentioned in the pricing schedule. Please clarify.

Response: Response to question 18 clearly addresses how changes to the housing inventory will be compensated, even if the actual housing inventory is not mentioned in the pricing schedule.

31. Reference Question 27 in the Consolidated Questions and Government answers set #2 published 5 December 2013. The Government needs to provide a maximum number of Pre-Termination, Termination, and COM inspections for the purposes of allowing contractors to estimate the required workload which must be handled. It is not unreasonable to conclude that the Government could, based on the given language, hold all inspections or COM’s for an extended period (for example, because of funding issues) and then swamp the contractor with several weeks workload and then expect them to perform within the periods required at the costs in the contract. It is not reasonable to expect contractors to have a virtually limitless pool of workers or subcontractors waiting around for work to be ordered by the Government.

Response: The Government is unable to provide a maximum number of Pre-Terminations, Terminations etc.; however, Appendix 2a, COM Breakout, provides the offeror information to reasonably estimate the required workforce.

32. Reference Question 29 in the Consolidated Questions and Government answers set #2 published 5 December 2013. The historical quantities of pre-termination and termination inspections are only 90 to 97% of the COM and COM cleaning. Please explain.

Response: This coincides with the Government’s response provided to question 29 with Government answers Set# 2.

33. Reference Question 34 in the Consolidated Questions and Government answers set #2 published 5 December 2013. The answer refers to PWS paragraph 1.3.7 but this paragraph refers to SBI’s and does not address the question. Please clarify.

Response: The PWS paragraph 1.3.3. language will be changed to clarify this question.

34. Reference Question 37 and 38 in the Consolidated Questions and Government answers set #2 published 5 December 2013. The two answers appear contradictory. Please clarify.

Response: The Government sees no contradiction in these two responses. While the unit of issue remains unchanged, it is clearly recognized that a different measurement is possible and will be handled on a case-by-case basis.

35. Reference Question 39 in the Consolidated Questions and Government answers set #2 published 5 December 2013. Please clarify which CLIN will be used by the Government when one floor type is to be replaced with another as still allowed by PWS 1.3.7.9

Response: The solicitation contains a separate CLIN for replacement of carpet with ceramic tile (e.g. 0006AH). Replacements involving any other two different types of floor/surface will be handled under the “Over and Above Work” CLIN.

36. Reference Question 40 in the Consolidated Questions and Government answers set #2 published 5 December 2013. The PWS does not establish a standard. Please clarify.

Response: “… according to the respective manufacturer’s recommendation” will be added to PWS paragraph 1.3.7.9.

37. Reference Question 41 in the Consolidated Questions and Government answers set #2 published 5 December 2013. The PWS does not clearly establish a standard as it infers a perfectly uniform floor can be created but does not establish an objective method to define how it is to be evaluated. Please provide the standard.

Response: A standard cannot be provided as it depends on the floor. Paragraph 1.3.7.9.1. clearly defines what the end result should be.

38. Reference Question 53 in the Consolidated Questions and Government answers set #2 published 5 December 2013. PWS paragraph 1.6 does not explain how work is to be determined to be DSW, RWP, or SBI. Please clarify.

Response: The respective paragraph, Technical Exhibit, Appendix, covering DSW, RWP, or SBI defines what type of work is to be performed

39. Reference Question 55, 56, and 57 in the Consolidated Questions and Government answers set #2 published 5 December 2013. The Governments answer clearly states that the contractor will be required to provide services to ensure the referenced goals can be achieved. These services may require additional effort or a revised effort, or a change in contractor processes or procedures to be achieved. Since the Government is not providing the requested information, any additional effort or changes in contractor processes or procedures to achieve them must be compensated as a change to the contract. Please confirm.

Response: It is unclear how the offeror anticipates that FY 2003 and FY 2005 Federal baselines would be applicable to this effort. However, work within the general scope of the contract and not covered by a line item for the basic work under the contract, will be handled IAW DFARS 252.217-7028.

40. Reference Question 59 in the Consolidated Questions and Government answers set #2 published 5 December 2013. Please confirm that the Governments answer means that all of the required effort must be included in the fixed price portion of the contract and will not be separately reimbursed.

Response: Performance of all work described in paragraph 1.14.2. will be reimbursed as DSW, which is firm-fixed priced.

41. Reference Question 64 in the Consolidated Questions and Government answers set #2 published 5 December 2013. The Governments answer is confusing in that it infers that the contractor can determine how to achieve a higher rating, and therefore would only need to show the Government that it has done so to achieve a higher rating. Since evaluations are performed by the Government, this appears to be contradictory and does not establish a measurable standard by which the contractor can be judged. As confirmed in the answer to the question, the standards establish “satisfactory” performance as more than 95% success rate on almost all objectives, which would effectively preclude higher ratings. Please clarify how the contractor can achieve higher ratings.

Response: The performance thresholds established in paragraph 2.0, Services Summary (SS), represent what satisfactory performance constitutes. Achieving thresholds better than listed would warrant a higher rating.

42. Reference Question 67 in the Consolidated Questions and Government answers set #2 published 5 December 2013. Although the answer states that the threshold would be changed, it has not. The objective has been redefined, and does not appear to match the threshold.

Response: The answer provided to question 67 in the Government’s answer set #2 does not state that the threshold would be changed, rather the performance objective at item 12 of the Services Summary Table will be changed, and this has occurred. The word “operational” will be deleted from the performance threshold column.

43. Reference Question 70 in the Consolidated Questions and Government answers set #2 published 5 December 2013. The answer indicates that brand names would be provided in appendix 9b; however this appendix is Fire Alarm Frequencies. Please clarify.

Response: This was a typo; the information was added to Appendix 9d.

44. Reference Question 112.b in the Consolidated Questions and Government answers set #2 published 5 December 2013. The referenced PWS paragraph (1.10.1) appears to indicate that items stocked at the UFI store will be reimbursed only after “issued” and therefore that the contractor must purchase and maintain the inventory (with the exception of items intended to be loaned) at their own expense – reimbursement will be made only when actually disbursed to an authorized individual via a UFI service call. Please confirm.

Response: Paragraph 1.10. will be changed to state “… when material is purchased.”