FBO_Custodial_Site_Visit_Minutes_and_Briefing_Slides.pdf

FA5702-15-T-0001 Custodial and Grounds Maintenance Site Visit Minutes:

16 December 14

• Attendance (Government):

o Members of the 379th Expeditionary Contracting Squadron and the 379th

Expeditionary Civil Engineering Squadron

• There were 11 vendors which attended.

1115: N Parking Lot (aka “Lemon Lot”) tour

• Discussed area of responsibility to pick up trash

• Contractor is allowed to utilize the dumpsters in the area (not responsible for dumping bins, that is handled under a different contract)

• Both sides of guard shack are included in the area of responsibility

Questions:

• What is the estimated distance the contractor is responsible for in the lemon lot?

o Approximately 1200 meters square

• What is the exact distance from the wire perimeter that the contractor is responsible for?

o Within 5 meters of the fence line

• Is waste removal separate from this contract?

o Yes, refuse removal is handled under a separate contract o Dumpsters are located in lemon lot for us when cleaning trash

• Can the employees use the cadillacs (aka Porta-John) in the lemon lot?

o Yes

• Is the area inside the base by the US guard shack (DBIDS parking lot) included in the contract o Yes, that is part of the N. Gate and included in the above calculation

1145: Processed through the Entry Control Point

1240: In-Brief

• See the slides provided in this document

• Approximately 110 buildings with restrooms

• Restrooms and showers are referred to as “cadillacs” on base

• Combination of cadillacs with and without showers

• There is 1 custodial tent where consumables and supplies can be stored

• Currently the government is providing all the re-supply producdts/consumables

(ie. Paper towels, toilet paper… etc.) but there is an option ot include

• At least one Site Lead needs to be available 24/7 to respond to emergencies

Questions:

• When does the current contract end?

o 1 May 2015

• Is there a specific type of solution that must be used for hardwood floors?

o No, any solution suitable for hardwood floors.

• Who is responsible for providing shower curtains?

o Contractor

• Layout of base is unknown making it very difficult to address Phase In portion of tech proposals. Is there any type of map that can be given or will the Government consider removing this requirement from the technical proposal?

o Amendment 1 to the solicitation addresses this by removing one of the technical quote requirements.

• Will consumables be part of the total evaluated price?

o Consumables have been removed as a part of the current effort. It will not require a quote and no price will be evaluated.

• One portion of the PWS says “no variations in price” and presents conflicting information regarding price changes

• Is there an estimate for unscheduled cleaning/special service cleaning projects so the contractor knows how to price that portion of the proposal?

o The contractor will just be asked to re-schedule their schedule to accommodate the unscheduled cleaning/special service project. No additional personnel are necessary to meet this requirement. We have included not to exceed numbers to give the contractor a better estimate for these services.

1300: ECES Head Shed

Questions:

• What level of cleaning are ops town cadillacs?

o Level 4 cleaning

1310: Log Town cadillac tour

• The CORs performance objective inspection will follow the cleaning schedule set by the contractor. The COR will not be inspecting facilities several days after the cleaning has been accomplished. Inspections will be accomplished within a reasonable amount of time after servicing occurs.

• 45 Log Town cadillacs

Questions:

• Can we store consumables in facility?

o Yes, outside of walking space and some facilities have lockers for storage

• When crew is cleaning, can the cadillac be shut down?

o Yes, the Government will clear out the people in the cadillac and block door

• Can males clean female cadillacs?

o Yes, there is no gender preference for cleaning cadillacs

1320: Consumables Tent

• Contractor is not responsible for securing the consumables tent

• Contractor is not responsible for the maintenance of the tent

• Consumables are currently Government Furnished Property, the consumables are currently delivered every Monday

Questions:

• Is the tent air conditioned?

o No

• Can flammable cleaning products be stored in the locker in the consumables tent titled “flammable”?

o Yes, please include Material Safety Data Sheets with chemicals to be stored.

• What is the procedure for dropping off/picking up products in the tent?

• Can extra supplies be returned?

o Yes

• Can escorts bring the contracted employees back to the tent to re-stock if supplies run out?

o Yes

• If the consumables option is exercised, will the contract be responsible for off-loading the consumables from the truck?

o Yes, if the option is exercised contractors will need the appropriate equipment to off-load the consumables into the tent

1340: Hand wash station

• 12 hand washing stations on base

• Only 9 of the 12 locations that need to be re-stocked with consumables, but all 12 stations must be cleaned. There are 3 hand washing stations located at the Manhattan DFAC that are not required to be re-stocked, they are to be cleaned only.

1400: Coalition Compound Cadillac Tour (44100/4701)

• 2 types of cadillacs: metal (aka metallac) and concrete

• How many large cadillacs are there?

o 35 large cadillacs o Only ½ are open, either metallac or concrete cadillacs in one area will be open, not both

• How many gallons can the trash cans hold in the cadillacs?

o Standard 50 Gal bins

• What are the best cleaning hours?

o Operations are 24/7 on base so the hours do not matter in most locations (cleaning times for secured areas that require special escorts will need to be coordinated with the facility manager per the PWS)

• Is re-filling the soap dispensers part of the PWS?

o Yes

• Are male and female cadillacs the same size?

o In some cadillacs the male side is slightly larger

• If a pipe is clogged and the shower or another object cannot be cleaned what is the procedure to fix it?

o Contractor will alert the Government escort and the Government escort will file a work order to have the item fixed

• Does the area outside the dorms need to be cleaned?

o Only if it is within 10 meters of a bunker per the PWS.

1430: Command Forward Headquarters(CFH) facility tour

• The CFH facility manager will escort the employees into this restricted area

• Refer to the PWS for square footage breakdown

• Cleaning time and access to the janitors closet will be coordinated with the facility manager

• All Level 1 cleaning and includes tile and carpeted area

• Annex 3 breaks down hallway cleaning

• CFH has a couple breakroom areas that are included in the custodial cleaning, during the tour we toured the room E150 break room

• No ground maintenance work is required in secure areas

• Are sinks in the hallway included?

o Yes, as defined in Annex 3 to Appendix A

• Is dusting included in contract?

o Only in the Latrines

• What is the difference between tile, vinyl and vinyl tile in the PWS?

o Tile is ceramic, vinyl is a plastic rubber, vinyl tile is plastic rubber made to look ceramic.

• How many toilets are in the building?

o Number of latrines and size are defined in Annex 3 to Appendix A

1500: Blatchford-Preston Complex (BPC) Dining Facility Grounds Maintenance

• BPC “Green Zones” include the BPC DFAC and BPC Mall surrounding greenery

• Currently the contract does not require any irrigation but is in the scope of the contract and if that is modified into the contract after award, the increase in price will be negotiated

• Currently the contract does not require watering/irrigation for any vegetation

• Trimming plants is not part of the contract

• The smoke pits and bench areas need to be cleaned each week

Question:

• How many common smoking/benched areas in the BPC are covered under the contract?

o Approximately 5 at this time.

• Can weed killer be used?

o COR needs to approve the weed killer if used and get be provided a Material Safety Data Sheet (MSDS).

1515: CC Parking Lot Fence Line

• All fencing inside base is included

Questions:

• Is ground raking part of the contract?

o No

• Are fences electric?

o No

• Para. B.1.1.8. discusses air field fence cleaning, is air field work included?

o Airfield work will not be included and has will be removed via

Amendment 1 to the solicitation.

1530: CC Bunker & Gazebo

• Contractor is responsible for emptying trash & cigarette butts in and around the gazebo

• 20 gazebos total on base

• Bunkers are cleaned once/week

• Is the contractor responsible for cleaning the area around the bunkers/in between bunkers?

o Per the PWS, the contractor is responsible for cleaning within 10 meters of bunkers

1545: Memorial Plaza

• Memorial Plaza will be cleaned weekly at a minimum

• The cleaning includes everything inside of the square created by the concrete walking path around the plaza, except for the concrete patio area. This portion is maintained by another contract. Gravel areas only will be policed.

• Is the contractor responsible for putting plastic bags in the bins?

o No, the plastic bags are replaced and the bins are dumped through a different contract

Additional Questions:

• Is the contractor responsible for maintaining random vegetation around cadillacs?

o Yes

• Can food be picked up from DFAC for employees?

o No, the contractor must provide food for employees

• Can food be purchased at AAFES run restaurants on base (Arby’s, Subway, etc.)

o Yes

• Can food be brought on base for contracted employees?

o Yes

• Are there specific hours for grounds maintenance or can that work be done 24/7?

o Work can be completed 24/7

• Do we have 24/7 escorts?

o Yes

• Can the government consider allowing 3 rotations at 8 hour increments? The PWS currently states the cleaning has to be done at least 12 hours apart. The Government can schedule work as they see fit to accomplish the requirements of the PWS.

• Does this contract support the cleaning of any Qatari buildings?

o No, the Qataris maintain their own facilities except for the N Gate Lemon

Lot area

• How is the contractor notified if there is an “emergency cleanup” required?

o The COR or the Contracting office will notify the contractor.

• How long is the Phase in Period?

o 60 days

• Can the technical factor to provide cleaning routes be provided after contract award? The contractor is not familiar with the layout of the base.

o Routes are due within 10 days after the contract start date as shown in

Amendment 1 to the solicitation.

• How many escorts will the contractor get to run crews?

o It depends on the size of the workforce proposed and will be coordinated upon award

• Can contractor vehicles stay parked on base?

o No

• Are there any holidays considered under this contract or days when service will not need to be provided?

o No

• Does the contractor need to have a designated uniform?

o No uniform is required

• Can food be brought on base for employees?

o Yes

• Can the Government either provide land for the contractor to make a temporary office are for employees or can the Government provide a location?

o The Government will not provide office space for contracted employees, but will work with units on base and ask about designating land for a temporary office area

1600: End of Site Visit

• Processed out of Entry Control Point

Mission Airmen Partners 1

Custodial / Grounds Maintenance Site Visit

379th Expeditionary Contracting Squadron:

Axel Clark, Alexis Edwards, James Carter, & Julie Gill

379th Expeditionary Civil Engineer Squadron:

John Stribling, Corey Lyman, & Travis Nickerson

Al Udeid Air Base, Qatar

16 December, 2014

Mission Airmen Partners 2

Overview

Itinerary Custodial/Grounds Maintenance Contract Line Item Number (CLIN) Structure Consumables Option Quote Submission Evaluation Process Custodial Grounds Maintenance Question & Answer

Consumables: See Amendment 1 to the solicitation, this will no longer be evaluated and a quote will not be required.

Evaluation Process: 2 quote submission requirements have been removed via Amendment 1.

Grounds: Airfield grounds has been removed via Amendment 1. These are not all inclusive, see Amendment 1 for additional changes.

Mission Airmen Partners 3

Itinerary

1200: Pick up at N. Gate Show North Gate Site

1300: Pre-brief (Civil Engineer (ECES) Conference Room)

1330-1500: Custodial Tour ECES Head Shed Log Town caddy tour - 8118 Consumables Tent Hand wash station - Manhattan Coalition Compound (CC) caddy tour – 44100/4701 Command Forward Headquarters facility tour

Mission Airmen Partners 4

Itinerary

1500-1600: Grounds Maintenance Tour Blatchford-Preston Complex Dining Facility CC parking lot fence line CC bunker & gazebo Memorial Plaza

1600: Out-brief (ECES Conference Room)

1700: Drop off at N. Gate

Mission Airmen Partners 5

Custodial / Grounds Maintenance

Base year + 4 option year Firm-Fixed Price Contract

Provide all personnel, supervision, items, and services necessary to perform full custodial and ground maintenance services at Al Udeid AB, Qatar

Mission Airmen Partners 6

Custodial / Grounds Maintenance CLIN Structure

Base Year (1 May 2015–30 Apr 2016 ):

– 0001: Custodial Services IAW PWS

– 0002: Grounds Maintenance IAW PWS

Option Years 1 - 4 (12 Months each) 1 May 2016- 30 Apr 2020:

The Period of Performance has been changed via Amendment 1 to the Solicitation. Base and all option year will have a start date of 1 June and an end date of 31 May 20XX

Mission Airmen Partners 7

Consumables Option

The Government may require consumables be included at some point during the life of the contract

If Exercised** this option will provide interfold paper towels, paper towel rolls, toilet paper rolls and anti-bacterial soap. Reference PWS para A.1.4.4.

There is a breakout of estimated quantities in Appendix A, Annex

4. The Government is requesting a price for each item listed in the Annex.

THIS HAS BEEN AMENDMED VIA AMENDMENT 1 TO THE SOLICITATION. IT IS

INCORPORATED IN THE PWS BUT WILL NOT REQUIRE QUOTATION SUBMISSIONS

AND WILL NOT BE EVALUATED. DO NOT SUBMIT QUOTES FOR CONSUMABLES.

Mission Airmen Partners 8

Quote Submission Quotes: Valid for 180 days Due: 12 Jan 2015 at 1700 hours AST Quote Volumes

Volume 1: Price

Volume 2: Technical

• Subfactor 1: Technical Narrative

– Custodial and Grounds Maintenance Operations

– Quality Control

– Badging

• Subfactor 2: Management of Employees and Resources

– Staffing Plan

– Organizational Chart

– Equipment List

Volume 3: Past Performance

Mission Airmen Partners 9

Evaluation Process Lowest Price Technically Acceptable

Factor 1 - Price

Total evaluated price Ordered lowest to highest

Factor 2 - Technical Acceptability

Acceptable/Unacceptable

Mission Airmen Partners 10

Evaluation Process Factor 3 - Past Performance

Past performance will be gathered via Government databases such as:

Past Performance Information Retrieval System (PPIRS) Federal Awardee Performance and Integrity Information System

(FAPIIS)

Interviews/questionnaires with Program Managers and Contracting

Officers Contacting commercial customers from information submitted via RFQ

Attachment 4 (limited to 2) Review of local contract files

Submitted past performance must be recent and relevant Recent – within the past 5 years Relevant – past performance effort involved similar scope and magnitude. Scope includes any types of base operation support service type work; e.g., refuse removal, custodial, grounds maintenance, facility operations, etc..

Mission Airmen Partners 11

Custodial Square footage per cleaning level

Level 1 (prestige) –151,778 SF Level 2 (basic) – 14,819 SF Level 4 (Special Requirements) – 98,624 SF Handwash stations – 12 ea.

Not all inclusive. Additional requirements listed in PWS

Growth at under a certain percentage per level of service without contract price increase Cumulative throughout the life of the contract

- Level 1 cleaning 5% (+/- 7589 SF)

- Level 2 cleaning 10% (+/- 1482 SF)

- Level 4 cleaning 5% (+/- 4931 SF)

Mission Airmen Partners 12

Grounds Maintenance Perform grounds maintenance at AUAB in a manner that will present a clean, neat, and professional appearance

Services Policing Roadways (70,840 LM) Bunkers (131) Fence lines (61,000 LM) Passenger processing areas Parking areas (75,000 SM)

Additional requirements contained in the PWS

Mission Airmen Partners 13

Questions & Answers

Eliminate sidebar questions with the Government during visit Only questions that are associated with a physical object that needs to be referenced will be answered during the site visit—hold all other questions until the out-brief Q&A session

There is a dedicated question/note taker (1st Lt Alexis Edwards) All Q&As will be posted to the GPE (FedBizOps) No questions regarding the current contractor’s business practices will be answered (requirement-based questions only)

Mission Airmen Partners 14

Questions?