Q A_6-11_Dec_2014.docx

AUAB Custodial & Grounds Maintenance Solicitation

FA5702-15-T-0001

Questions & Answers Week of (6-11 Dec 2014) *Note to Vendors – Q&A’s will be posted every Friday* Please ensure you review all Q&A’s, some questions may have been answered previously This list is not all inclusive of the week and the remainder of the questions will be posted in the week of 14-20 Dec, 2014.

Q1. I am assuming that is the per year amount. Is that correct? And is it basically the same scope as in the current solicitation...custodial and ground maintenance?

A1 – The current contract period of performance is 1 Sep 2014-30 Apr 2015 with a 1 month option.

Q2 - Please let us know the details of site visit schedule. We could not find it on the posted documents. We would like to register our company representative for this site visit.

A2 - The site visit will be Tuesday, 16 Dec. The Government had posted a Combined Sources Sought Synopsis 23 Sep requesting vendors interested in the site visit to submit passports to our office by 10 October. Due to the badging requirements on Al Udeid Air Base the site visit request needed to be submitted at least 60 days prior for vendor access. Unfortunately I cannot submit any new vendors for attendance. I will be posting the questions and answers from the site visit and pictures of some of the facilities. I say some because not all facilities may be photographed. If a vendor has badged personnel already on base they may submit the name of the individual to our office by 15 Dec.

Q3 - For this contract will Airman remain as escorts or Americans be required?

A3 – See SF 1449 solicitation pg. 13, Para. 8, and Q&A for 1-5 Dec for specifics. The Government will provide escorts, no U.S. Nationals are required for performance of the contract.

Q4 - Under what circumstances can two persons of same come review the sites? During the times I been here I have seen two persons from same company visiting the sites at same time. I am not sure how did they represent the same company. Maybe be it was under different titles or same company but different division of the same company. How was it an advantage?

A4 – We set a limit on the number of company representatives able to attend the site visit (1 person each) due to the interest we received based off of the Combined Sources Sought Synopsis. A limit was set to enable every respondent the availability to attend.

Q5 - Based on your response in Q & A's, we see the value of the award as 967,500 USD. Could you please tell us if this value is based for a one year cost or the total value of the contract and if so how many years was it awarded for. Secondly, if this value inclusive of the Ground Maintenance Contract.

A5 – The current contract period of performance is 1 Sep 2014-30 Apr 2015 with a 1 month option. It does not include grounds maintenance.

Q6 - Is it required the Contractor provide the Defense Base Act insurance, Worker Compensation and War Hazard Insurance Overseas under this contract.

A6 – Yes

Q7 - Please provide the length of contract to White Nile General Trading

A7 – See Q1 Q8 - Please provide the contractor name and contract number for the contract prior to FA570214P0074 bridge contract.

A8 – White Nile General Trading & Contracting, FA5702-14-A-0012 Q9 - Reference: PWS, Paragraph 1.0 states: “The Contractor is encouraged and expected to use innovative approaches to efficiently and effectively accomplish the requirements of this PWS.”

Question: If no innovation is used in performance of this contract, does that mean the Contractor is not performing IAW the PWS?

A9 – No, the contractor is expected to perform the task requirements of the PWS. It is encouraged and expected the contractors use innovative approaches in an effort to give the Government the best value for the services it is paying for.

Q10 - Reference: PWS, Paragraph 1.0 states: “The Contractor shall cooperate with all U.S. Government entities and other Contractors to ensure successful performance of tasks under this contract.”

Question: Will the Government please specify which third party contractors the Contractor has to cooperate with, what it is they are doing that will impact the Contractor’s ability to perform PWS duties, and to what extent the Contractor has to cooperate?

A10 – This reference encompasses many realms but it is there to ensure all personnel on AUAB foster a cooperative environment to accomplish the base mission. Contractors are required to follow base procedures and guidelines that must be followed for security, safety, and mission accomplishment. There are other contractors working on AUAB however, the accomplishment of this contract will be solely the responsibility of the contractor awarded this contract.

Q11 - Reference: PWS, Paragraph 1.2.1 states: “The site manager or alternate site manager shall be located on site at all times to oversee all contracted operations and each shall read, write, speak, and understand English fluently in order to effectively communicate and use technical manuals and references.”

Question: As the level of English fluency has not been otherwise defined, will the Government please specify which technical manuals and references are being referred to in this paragraph?

A11 – English fluency is included so Government personnel can effectively interact and communicate with the Site Managers for day-today operations and to attend contract performance meetings. Also have the ability to read and understand any technical manuals listed in the PWS. There will be contractual, base access applications, and other documents which are written in English.

Q12 - Reference: PWS, Paragraph 2.1 states: “The Contractor shall develop and maintain a quality assurance program to ensure custodial services are performed in accordance with commonly accepted commercial practices and services identified in this PWS.”

Question: Will the Government please define “commonly accepted commercial practices”?

A12 – “Commonly accepted commercial practices” means, a standard industry practice. Examples would be following a manufacturer’s instruction on how a product should be used or warranty requirements. It is something that is performed regularly by a large segment of an industry. In addition, a practice, method, process or criteria adopted as convention by industry members either through formal agreement or through emulation of best practices established by industry leaders. In this case an example could be mopping a floor with a mop, this is a common commercial practice when performing custodial services.

Q13 - Reference: PWS, Paragraph 3.1, Performance Objective 7 which has a performance threshold of “Not more than five (5) lapsed badges per month.” Question: As it otherwise appears from the PWS that the Contractor will be expected to provide performance outcomes/results, irrespective of the number of employees working at any given time, will the Government please consider removing this Performance Objective from the PWS?

A13 – The ability to maintain a badged workforce is a big factor in quality performance. Most performance issues on any base contract are related to lapse badging. This is the reason this performance objective has been added. This is not to dictate how many employees are utilized to perform the contract but to ensure the contractor has the ability to effectively manage its workforce to accomplish what is required in the PWS.

Q14 - Reference: PWS, Paragraph A.1, which states: “The Contractor shall perform all work in accordance with all applicable laws, regulations, HAF standards, instructions, and commercial practices.”

Question: Will the Government please define “commercial practices”?

A14 – See A12.

Q15 - Reference: PWS, Paragraph A.1.1.2, which states: “The Contractor shall use efficient vacuum cleaners that offer high airflow, high efficiency filtration, and an adjustable rotating brush agitation for more effective soil removal.”

Question: Will the Government please define the terms “efficient vacuum cleaners,” “high airflow,” and “high efficiency filtration”?

A15 – These terms are derived from industry standards. Efficient meaning they accomplish the work required of them in a manner which produces the optimal results. The optimal results in this case are to remove soil, dirt, debris, litter and other foreign matter from carpets. High airflow means strong suction. High efficiency filtration is a standard industry term for a type of filter. I cannot dictate which you choose to utilize in the performance of the contract.

Q16 - Reference: PWS, Paragraph A.1.1.2, which states: “Any spots and/or spills shall be removed by the carpet manufacturer’s approved methods or other commercially accepted practices as soon as noticed.”

Question: As the carpets are all Government-furnished, will the Government please provide a list of carpet manufacturers?

A16 – Many of the carpets have been installed at a date and time unknown. This information is not available to the Government, in this case other commercially accepted practices should be utilized.

Q17 - Reference: PWS, Paragraph A.1.1.2, which states: “Area and throw rugs shall also receive this service. Chairs, trash receptacles, and other easily moveable items shall be moved to maintain floors underneath these items and returned to their original and proper position after cleaning.”

Question: Will the Government please provide a list of area and throw rugs, including location, type, material, size and quantity?

A17 – Most facilities which have rugs have been placed there by the user. They are in various buildings throughout the base. This information is not available as such other commercially accepted practices should be utilized for cleaning.

Q18 - Reference: PWS, Paragraph A.1.1.5, which states: “Contractor shall empty trash from restrooms and centralized areas.”

Question: Will the Government please specify the location, size and quantity of the trash receptacles in the restrooms and centralized areas? Also, at what frequency is this service to be provided?

A18 - We estimate that there are approximately 250 55-gal sized trash cans in the Cadillacs. The number and size of trash receptacles in other facilities is unknown. The frequencies are listed in Annex 1 to the PWS and depends on the level of cleaning service required for that facility.

Q19 - Reference: PWS, Paragraph A.1.1.5, which states: “The Contractor is responsible for replacement of the plastic trash bags.”

Question: Will the Government please specify which trash bags are being referred to? Also, what type of trash bags are required and at what frequency is this service to be provided?

A19 – The trash bags being referred to are the trash bags provided by the contractor for performance of the contract. The Government will not specify what type only that it should be the correct size for the bin it is being utilized in. See A18 above for frequency.

Q20 - Reference: PWS, Paragraph A.1.2.1, which states: “The curtains shall be opaque and of a size or quantity in which allows for maximum privacy to the user.”

Question: Will the Government please define “of a size or quantity in which allows for maximum privacy to the user”?

A20 – There are various types of shower stall sizes throughout the base. Example: A shower stall entryway is 4 feet wide but the shower curtain is 3 feet wide. This does not allow for maximum privacy to the user.

Q21 - Reference: PWS, Paragraph A.1.4.3, which states: “The Contractor shall ensure sufficient inventory is kept on base by assisting the CORs with maintaining inventory levels.”

Question: Will the Government please clarify who is responsible for maintaining inventory levels – the Government or the Contractor?

A21 – The Contractor will be responsible for informing the COR when inventories of certain consumables are getting low and the COR will obtain the consumables required.

Q22 - Reference: PWS, Paragraph A.1.4.3, which states: “Contractor personnel shall assist receiving custodial supplies including, but not limited to: assisting supply Contractor in bringing consumables material on base (from the gate), unloading material, and distributing material.”

Question: Will the Government please specify the type, size and quantity of consumables as well as the frequency of this service? Also, is this a service that can be scheduled or, if not, how much prior notice will the Contractor receive? Finally, what is the anticipated duration each time this assistance given to a 3rd party contractor?

A22 – The table at Appendix 4, Annex 4 of the PWS describes the types. Quantities will depend on usage. Orders are placed every month for the month) and weekly deliveries are made every Saturday.

Q23 - Reference: PWS, Paragraph B.1.1.7, states: “Refuse Container Areas. Items found around refuse containers will be placed inside the nearest appropriate (i.e. wood/metal, or trash) dumpster.”

Question: Will the Government please specify how the Contractor’s responsibility to pick up and dispose of refuse around containers differs, if at all, from the same or similar responsibility that we understand to be within the scope of services required of the 3rd party dumpster provider / trash removal contractor? We want to ensure no overlap of contracted responsibilities.

A23 – Items over 5 meters from the bins shall be collected. Items within 5 meters of the bins are the responsibility of the refuse contractor.

Q24 - Reference: PWS Paragraph B.6, which states: “Disposal of Refuse. The Contractor shall dispose of all waste and debris in appropriate refuse containers.”

Question: Will the Government please define “appropriate refuse containers”?

A24 – Appropriate refuse containers are the 7cm refuse bins or the 20cm wood and metal bins located throughout the base.

Q25 - Reference: Part I, The Schedule, which states: “The price list, evaluations and all payments shall be in made in QAR or USD. Any payment made in QAR can only be made to a Qatari Bank. All payment under this contract will be made in either USD or QAR”; and Addendum to 52.212-1 – Instructions to Offerors – Commercial Items, which states: “Prices can be submitted in U.S. Dollars or Qatari Riyal. Quotes will be evaluated in U.S. Dollars utilizing an exchange rate of: 1 USD = 3.55 QAR.”

Question: The ability of offerors to quote and be evaluated in either US Dollars or Qatari Riyals, at their sole discretion, with the Government using an arbitrary 1 USD = 3.55 QAR exchange rate, permits and possibly encourages “gaming” by offerors, especially under a FFP LPTA procurement. Will the Government please instruct offerors to submit quotations in Qatari Riyals only? Or in US Dollars only?

A25 – The exchange rate of 3.55 is set by the U.S. Government and is the standard rate used for fiscal year 2015. FAR Clause 52.225-17 – Evaluation of Foreign Currency Offers permits the submission of offers in more than one currency.

Q26 - How many caddies/latrines are to be serviced daily?

A26 - There are currently 77 cadillacs listed in the PWS, all of which are cleaned 2x daily per the Level 4 requirements. However, the actual number of open Cadillacs will vary as some are closed for repairs from time to time. The CORs will notify the contractor when a Cadillac is closed for repairs so their schedule can adjust accordingly. It is expected that the overall number of Cadillacs will reduce in the future.

Q27 - How many escorts and workers are assigned each shift? (answer for escorts only)

A27 - The number of escorts will be determined by the number of contractor personnel.

Q28 - Is company allowed to restore areas of caddies/latrines for improvements coordinated with CE?

A28 - The contractor shall not make any repairs to the caddies. If the contractor notices any mal-functioning fixture, they are to call in a work order to CE customer service at 437-2154.

Q29 - Are American workers allowed to train and monitor the workers of their company to insurance compliance with SOP?

A29 - USNs may be utilized but are not required.

Q30 - Are American workers still afforded housing for 24 hour on call servicing of project?

A30 - No, the government will not provide lodging for any contractor employee for this contract.

Q31 - Does the Military provide Supplies and Transportation if so what is supplies and what is required of contractor to provided?

A31 - No. See PWS Para. A.1.4.1 for details.

Q32 - Does the Military provide badging for the workers?

A32 - No. See the PWS for details.

Q33 - I understand that even after award of contract on an earlier date the "Custodial and Ground maintenance Services" contract will not come into practice at AUAB until 1st May 2015, Correct?

A33 - Correct Q34 - Will boarding and lodging be permitted for the vendor site supervisor and support staff at AUAB premises?

A34 - No Q35 - Will the onsite supervisor and support staff be allowed to keep mobile/ cell phones for coordination purposes (if media request is submitted)?

A35 - Media passes may be submitted but approval is not guaranteed.

Q36 - Which document is SF 30?

A36 – The Standard Form 30 is used to perform a contract modification or solicitation Amendment Q37 - On page 25 of the RFQ continuation of Basis of Contract Award point (2) the paragraphs reads "Offerors are required to meet all solicitation requirements, such as terms and conditions, representations and certifications, Qatari commercial registration, and technical & past performance requirements, including factors and sub factors"

(i) Please clarify what do you mean by representations and certifications? what kind of representations and certifications are these?

A37 – See page 30 of the SF1449 Solicitation. FAR Clause 52.212-3 Offeror Representations and Certifications—Commercial Items. (Oct 2014) *(Contractor required to Fill-In and Submit with Quote)*

Q38 - What is the expected date of award to the successful vendor?

A38 – The anticipated award date is 4 March 2015 Q39 - Please specify what are HQ AF standards as mentioned in the PWS page 3 para 1.

A39 – The standard are the frequencies listed in the levels of service and task descriptions of those listed in the PWS.

Q40 - Whats the difference between 'hard floor' and 'non carpeted floor'?

A40 - The terms are synonymous.

Q41 - In the PWS ,page 4 (2.0 Quality Assurance), its states that the contractor is required to submit the quality assurance plan along with the proposal, please advise if this requirement is flexible? can it be provided after award of contract?

A41 – No, this date is firm Q42 - In PWS page 9, A.1.2.3. it states that the government will provide tissue paper/ paper towel and liquid hand soap to the contractor, is that correct? What other list of consumables will the government provide?

A42 - Yes, this is correct. No other consumables will be provided by the government.

Q43 - what is the different sizes of trash receptacles present on the base and in what number. This info is required so an estimate of numbers and type of trash can liners can be worked out.

Q43 - We estimate that there are approximately 250 55-gal sized trash cans in the Cadillacs. The number and size of trash receptacles in other facilities is unknown.

Q44 - In Annex 1 Appendix A ,level 1 cleaning, 2 x week means that the area need to be cleaned twice a week correct?

Q44 - Yes.

Q45 - In Annex 1 Appendix A , level 1 cleaning in the table the line items mentioned below RESTROOMS (All tasks/services) are part of the heading correct?

A45 - Yes.

Q46 - Annex 1 Appendix A , level 2 cleaning you have mentioned N/A in front of some line items does that mean that service is not required for the area?

A46 - Yes.

Q47 - I understand there is no Level 3 cleaning?

A47 - Yes.

Q48 - I understand that Yellow badges mean regular work hours (12) access and Red badge means 24/7 access, correct?

A48 - No. Yellow badges are for Qatari access and red badges are for US access.

Q49 - On page 8 of PWS , first paragraph you have clearly explained what Annex 1 & 2 are but you have not explained what Annex 3 is? Since Annex 3 requires Level 1 cleaning then could it be assumed that Annex 3 is part of Annex 2 area which require level 1 cleaning? Hence the total area requiring Level 1 cleaning will be 153778 sqft from Annex-2 and total area requiring level 1 cleaning from Annex 3 i.e. 92213 sqft with a total area of 245991 sqft, is that correct?

A49 - Annex 3 is a detailed plan for a specific group of facilities. Those total area amounts are captured in Annex 2.

Q50 - What are the AUAB normal working hours?

A50 - 0700-1700 hours, Saturday through Friday; however, many agencies on base operate 24/7 so the contractor should expect to work outside of normal operating hours.

Q51 - Will machines be allowed inside the premises for floor cleaning/ moping?

A51 - All machines must be approved by the government.

Q52 - Will there be storage area available inside the facility for storage of cleaning trolleys and immediately usable consumables?

A52 - Yes. Most facilities will have janitor closets or metal lockers available for use.

Q53 - I understand that only the staircase walls and bathroom walls need to be attended to for cleaning and not any other part of the building walls, correct?

A53 - Yes.

Q54 - On page 9 of PWS paragraph 3(A.1.2) it states "The contractor shall establish cleaning routes and schedules to service all required facilities and hand washing stations as listed in Annex 2.1.". Now when i visit Annex 2.1 on page 23 of PWS all the building numbers stated in the table do not exist in Annex 2 unless you are identifying the hand wash station as a building, please advise?

A54 - Not every building on base is listed in Annex 2. Some of the handwash stations are next to facilities that are not included in this contract.

Q55 - On page 9 of PWS at A.1.2.1 it states that "Contractor shall replace shower curtains as needed to keep up with base demand" . Please advise if this is part of the requirement of the contract?

A55 - Yes, it is.

Q56 - I understand dusting of equipment other than on "Special services cleaning" request shall not be required for the contract?

A56 - Correct.

Q57 - I understand window cleaning is not part of this contract?

A57 - Correct.

Q58 - Can pictures be made available for the various areas which can be photographed?

A58 - Yes.

Q59 - On page 29 of PWS B.1.1.4 please advise on distance requiring to be covered for policing on the exterior side of the fence line.

A59 - 1 meter shall be sufficient.

Q60 - I understand that landscaping is not include in the scope of this contract, correct?

A60 - Correct.

Q61 - In Annex 2 ,cleaning level 1 Prestige, please advise if 'Facility no' refers to a whole building or only an office.

A61 - Whole building.

Q62 - Please advise which facilities are double story buildings?

A62 - Details will be provided after award.

Q63 - Can you please provide name or photograph of preferred consumables A63 - No. Product specifications are provided in Annex 4.

Q64 - I have someone already badged for Al-Udeid and could attend the site visit. He has a blue badge and could drive his vehicle if bus space is a problem.

A64 – Contractor personnel attending the site visit may drive their own vehicle if they are already badged too enter Al Udeid and are authorized to drive a vehicle on base.