Questions and Answers 2.docx

Q. Section 2.3.1 – Line Exchange Distribution and Collection Please confirm whether the daily line exchange distribution and collection services will be carried out at a single location or multiple locations. Additionally, please advise whether these locations will on base, off base, or a combination of both.

A: Daily exchange and distribution services will be conducted at multiple locations on AUAB. However, the main hub for most of these services will be a central, government-provided facility. All laundering and dry-cleaning processes will be executed at a contractor-provided industrial facility, located off-base.

Medical linen will be dropped off at building 10120.

Q. Section 2.3 – Linen Services Quantities This section does not specify approximate daily or monthly quantities for linen items (fitted sheets, flat sheets, pillowcases, blankets, comforters, and pillows). Please provide estimated quantities of the same.

A: Please see updated PWS and Estimated Monthly Workload attachment for estimates.

Q. Section 3.1.2 – On-Base Manpower Requirements The PWS indicates that two employees, including one manager, are to be stationed on base. Please confirm whether the manager is mandated to be a U.S. national, or if a non-U.S. national with strong English proficiency would satisfy the requirement.

A: There is no requirement for a permanent party to stay on base. The Supervisor onsite does not need to be a U.S.N. The manager on shift and employee must be English speaking with comprehension.

Q. Personal Laundry Collection and Delivery Please clarify whether personal laundry is to be collected directly from customer locations or delivered by customers to contractor personnel stationed on base.

A: Personal laundry services will be provided on a customer drop-off basis. Customers shall deliver their items to contractor personnel stationed at the designated government-provided facility on base.

Q. Section 3.1 – On-Base Operations and Equipment The PWS references two employees per shift at AUAB. Please advise whether there is a requirement to establish laundry cleaning operations on base (including washers, dryers, and related equipment). If so, will adequate utilities such as water supply, drainage, and electrical provisions be provided by the Government?

A: The Government clarifies that there is no requirement for the contractor to install or operate laundry equipment (washers, dryers, etc.) on base. All cleaning operations shall be performed exclusively at the contractor's off-site facility. The PWS requirement for at least two employees per shift is for the management of on-base collection and distribution points. Consequently, the Government will not provide utilities for on-base laundry operations.

Q. Retail Laundry Services Please advise whether any retail laundry or cleaning services for personnel are anticipated. If applicable, will such services be billed individually or addressed separately from the contract scope?

A: To clarify, there is no separate, billable retail service anticipated. The personal laundry services described in the PWS are a core requirement of this Firm-Fixed-Price contract and must be offered free of charge to the customers on base.

Q. Section B – Medical Laundry Services Quantities This section does not indicate anticipated daily or monthly quantities for medical laundry services. Please provide estimated quantities for the same.

A: Please see updated PWS and Estimated Monthly Workload attachment for estimates.

Q. Medical Laundry Collection and Delivery Frequency Please advise the expected frequency (daily and/or monthly) for collection and drop-off of medical laundry to the 379 EMDs.

A: Weekly collection is preferred.

Q. Special Laundry Collection and Delivery Frequency Please advise the expected frequency (daily and/or monthly) for collection and drop-off of special laundry from the designated location(s).

A: The collection and drop-off frequency for special laundry is not predetermined. Services shall be performed on a flexible basis, contingent upon when customers deliver items to the central laundry location. While this may result in a weekly service interval, the contractor is responsible for collection whenever items are present.

Q. Total Linen Quantity Clarification The PWS references a total of 900,000 pieces; however, the corresponding line item quantity is not specified. On the PWS there is a mention of an estimation of 50 units per month for A-R bags, estimation of 30 units per month for helmet covers, estimation of a 1000 per week for coveralls and 1000 a week for rags as well which adds up to 8,080 items a month. Please provide an estimation on the other items listed as well, so we can quote you more accurately.

A: Please see updated PWS and Estimated Monthly Workload attachment for estimates.

Q. RFI – On-Base Staffing Coverage Clarification: The PWS requires continuous on-base customer service coverage and specifies a minimum of two (2) English-proficient personnel per shift (one acting manager and one customer service representative).Please confirm whether this requirement mandates continuous physical presence on base for the full 24-hour period, or whether coverage may be satisfied through defined duty hours aligned with laundry intake/issue operations, with on-call or recall support outside normal operating hours when no customer activity occurs.

A: In accordance with PWS section 1.2.3, the requirement for continuous coverage mandates the physical presence of contractor personnel on base 24 hours a day, 7 days a week, 365 days a year. To be clear, satisfying this requirement through on-call or recall support is not an acceptable alternative.

This continuous coverage must be maintained by a minimum of two (2) English-proficient employees per shift. While one staff member may function as a shift lead or acting manager, this does not require a formal management title. The essential requirement is that the on-duty staff are fully capable of handling all customer service and operational duties.

Q. If a facility inspection results in a finding of non-compliance, will the contractor be provided a corrective action period prior to suspension of services or other remedies being applied?

A. The pre-award facility inspection is a pass/fail component of the technical evaluation. As such, no corrective action period will be provided for non-compliance found during this phase. A facility's failure to pass this inspection will demonstrate an inability to meet the PWS requirements and will result in the proposal being deemed technically unacceptable and ineligible for award.

Q. During surge conditions approaching the stated 100,000-article monthly capacity, is the contractor expected to absorb all additional staffing and operational costs within the fixed monthly price, or will surge conditions be formally declared by the Contracting Officer?

A. The verbiage in the PWS has been updated pertaining to surge conditions.

Q. For medical laundry operations, are sanitization processes and chemical approvals required prior to award, or may approvals be obtained during the transition-in or pre-performance period?

A. Approvals for all medical laundry sanitization processes and chemicals are required prior to award. This is a pass/fail component of the technical evaluation. The option to obtain these approvals during the transition-in or pre-performance period is not acceptable.

Q. If an approved medical laundry chemical or disinfectant becomes unavailable in-country, what is the expected approval timeline for substitute products?

A. 14 days Q. Are there any anticipated limitations on daily customer intake at the on-base facility?

A. There are no anticipated limitations on daily customer intake at the on-base facility. Should operational requirements necessitate the implementation of intake limits, the Contracting Officer will formally communicate such adjustments to the contractor Q. Does the Government anticipate periodic increases in express (36-hour) service demand due to distinguished visitor activity or operational events, and should such demand be assumed as part of normal monthly performance?

A. It should assumed in the average monthly amount.

Q. Is negative pressure required only in the medical laundry receiving area, or throughout all contaminated-textile processing areas?

A. Just the receiving area.

Q. Is there a maximum allowable transit time or distance from AUAB to the off-site laundry facility?

A. As long as the operation can be manned 24/7/365 and laundry picked up in a timely manner.

Q. During base emergencies when pickup shifts to the AUAB main gate, will Government personnel assist with ECP or access coordination?

A. This will be determined during event.

Q. The PWS requires one manager or U.S. National per shift. Will the government provide housing, accommodation and DFAC privilege or contractor should providing housing and accommodation off the base?

A. No, lodging will not be provided on base. The contractor will be responsible for any housing if needed. Additionally, no DFAC privileges will be granted.

Q. Will the Government sponsor or facilitate base access and on-base driver privileges from the badging office, or is this solely the contractor’s responsibility?

A. It is the contractors responsibility to provide all the requested forms for the employees and vehicles. Coordination with the Unit Passcode Coordinators can assists in providing forms.

Q. Will the government be able to provide the daily estimate of article in pound or number articles?

A. Please see updated PWS and Estimated Monthly Workload attachment for estimates.

Q. Facility Inspection Timing and Criteria Will the facility inspection used to determine technical acceptability be conducted prior to award, or post-award and prior to commencement of performance? Additionally, please confirm whether Appendix B (Laundry Practices Infection Control Assessment Checklist) and Appendix C (Laundry Inspection Checklist) will serve as the controlling criteria for technical acceptability.

A. The facility inspection used to determine technical acceptability is a pre-award requirement. The Government will conduct this evaluation before making an award decision, and no contract will be awarded to an offeror whose facility fails to pass.

Furthermore, the Government confirms that Appendix B and Appendix C are the definitive documents for this purpose. These checklists will serve as the controlling criteria for the inspection and for determining technical acceptability.

Q. Designated Manager Requirement (PWS 3.1.2) For compliance with PWS 3.1.2, please confirm whether a non-U.S. national designated manager who is English-proficient, possesses relevant customer service experience, and obtains an AUAB on-base driver’s license prior to start of performance would satisfy the requirement in lieu of a United States national.

A. U.S. Nationality is not required for this position. However, candidates must possess a valid driver's license to operate the laundry truck and be proficient in English.

Q. Items Not Specifically Listed in Appendix A (PWS 1.1 / 2.3) The PWS notes that items listed in Appendix A are illustrative and not all-encompassing. Please confirm whether the Contractor is expected to process other reasonable items submitted by customers under the same fixed monthly CLIN pricing, without the need for separate quotation or prior approval.

A. That is correct. The additional items refer mainly to additional clothing items.

Q. Customer Wait Time Measurement (PWS 3.1.1) The PWS requires customer wait times at the on-base facility not to exceed 10 minutes. Please clarify how wait time will be measured (e.g., from customer arrival to receipt issuance) and whether this requirement applies during all operating hours, including peak or surge periods.

A. Customer arrival to receipt.

Q. Liability for Pre-Existing Damage on Special Laundry Items For A-3 bags, helmet covers, coveralls, and rags (PWS Sections 13–16), please confirm whether the Contractor will be held responsible only for damage occurring during processing, and not for pre-existing damage or deterioration present at the time of receipt.

A. Contractor to be held accountability during possession. Any pre-existing damage or deterioration must be noted upon intake.

Q. Normal Wear and Tear (PWS 13.6, 14.6, 15.6, 16.6) Please confirm whether the Contractor is responsible for damages resulting from normal or expected wear and tear, or only for damage attributable to improper handling, cleaning, or processing by the Contractor.

A. Contractor to be held accountability during possession. Any pre-existing damage or deterioration must be noted upon intake.

Q. For this solicitation, all the government needs is the filled our Contractor Submittal Form. No other requirements such as a technical proposal or any other attachments?

A. Yes, however, vendors can feel free to provide additional information to support their quote.

Q. Once the contract is awarded, how many days will be the duration for mobilization.

A. Approximately 30 days.

Q. Regarding monthly quantity, could you please clarify the expected monthly quantity of items to be laundered under this contract? We would appreciate detailed guidance on how the monthly volume should be reported and any thresholds that we need to meet.

A. Please see the amended PWS and its attachments for detailed monthly workload estimates. Regarding reporting, the awarded contractor shall be required to submit monthly reports detailing all service volumes to the designated COR.

It is important to note that while estimates are provided for planning, there is no established monthly threshold the contractor must meet. The nature of this service is on-demand, and actual quantities will fluctuate based on customer need.

Q. Regarding return time, could you please specify the required turnaround time for returning items such as uniforms, medical apparel, and other clothing? It would be helpful to understand the exact time frame within which the items should be returned to ensure compliance with the contract.

A. As stipulated in the Performance Work Statement (PWS), the required turnaround times are divided into two distinct categories:

1. Expedited Turnaround (36 Hours): This applies exclusively to laundry services for (Distinguished Visitors, personnel ranked E-9/O-6 and above, and others specifically designated by the COR), and the servicing of flags.

2. Standard Turnaround (72 Hours): This is the required turnaround time for all other items, including but not limited to general uniforms, medical apparel, and all other customer laundry.

The contractor is responsible for adhering to these timelines as a key performance requirement.

Q. FAR 52.219-14 (Attachment 3) – Applicability Attachment 3 includes FAR 52.219-14, Limitations on Subcontracting; since this procurement is Full & Open / No Set-Aside Used, please confirm whether FAR 52.219-14 applies to this requirement and, if so, how compliance will be assessed for these services.

A. This clause was not selected and therefore does not apply to this solicitation.

Q. Subcontracting – consent vs. disclosure Please confirm whether the resulting contract will require Contracting Officer consent/approval for subcontractors (including core laundry processing, transportation, and/or on-base staffing), or whether disclosure in the quote is sufficient.

A. A subcontracting plan is not required.

Q. On-base staffing – shift schedule Please confirm whether 12-hour shifts are acceptable for contractor personnel at the on-base facility, provided all PWS service levels and operating requirements are met.

A. The Government's primary concern is the uninterrupted fulfillment of all requirements stipulated in the Performance Work Statement (PWS). Therefore, the contractor's proposed staffing model, including the use of 12-hour shifts, is considered acceptable, provided that this approach continuously meets all service levels, operating hours, and coverage requirements outlined in the PWS without exception. The specific shift structure is at the contractor's discretion.

Q. Facility inspection (pass/fail) – scheduling and pre-read documents For the facility inspection supporting pass/fail technical acceptability, please confirm the expected lead time to schedule the inspection and any documents the Government wants in advance (e.g., SOPs, infection control/sanitization procedures, facility workflow/layout, equipment list).

A. The facility inspection will be scheduled after the solicitation closes, starting with the two lowest-priced quotes. Offerors should be prepared for this scheduling contact approximately 3 business days after the closing date.

Q. Volumes/service mix/peak planning (express, drop-off vs. exchange, peak vs. non-peak) To support staffing and pricing, please provide the best available estimate of (a) the expected portion of work requiring 36-hour express service, (b) the approximate split between on-base drop-off vs. linen exchange volumes, and (c) how peak and non-peak periods are defined (months/dates).

A. There are no set timelines for peak 36-hour turn around times.

Q. Sanitization chemicals / MSDS – approval timeline and acceptability The PWS requires Government approval of the sanitization process and MSDS for germicidal chemicals prior to implementation; please confirm the expected review/approval timeline, whether there is an approved disinfectant/chemical list currently in use at AUAB, and whether our existing MSDS documentation will be acceptable if it meets the PWS and applicable regulatory guidelines.

A. This information will be requested during facility inspections.

Q. 2.2.1 – Acceptance of additional/non-listed items Please confirm which additional item types (beyond the items listed/anticipated) the Government may submit under PWS 2.2.1, and whether there is an acceptance criteria list (e.g., allowable fabrics, restricted items, contamination/condition limits).

A. Other clothing items not listed in the list may be accepted.

Q. PWS 2.2.1 – Rejected/inappropriate items (process and disposition) If items are determined to be non-processable and must be rejected, please confirm the required process (notification, documentation, segregation/secure handling, and return) and whether any fees/credit/replacement responsibility applies when rejection is due to factors outside Contractor control.

A. The required process for handling non-processable items is as follows:

1. Identification and Notification: If an item is deemed non-processable at the point of customer intake, the contractor shall immediately notify the customer of the reason for rejection.

2. Documentation: The rejection and its reason (e.g., pre-existing damage, prohibited material) shall be clearly documented on the customer's intake form or ticket. Ideally, this documentation is acknowledged by the customer (e.g., via initials).

3. Segregation and Return: The item must be immediately returned to the customer and shall not be taken into the contractor's possession or workflow. The COR must be contacted to mediate in the event of a dispute that cannot be resolved with the customer.

The PWS has been updated to reflect this information.

Q. PWS 5.3 – Normal wear and tear (liability + process) Please confirm the Contractor is not liable for damage attributable to normal wear and tear and that liability applies only to damage caused by negligence or improper processing/handling; if wear and tear is determined, please confirm the required documentation and disposition process (recordkeeping, notification, and whether return is with no replacement required).

A. Contractor to be held accountability during possession. Any pre-existing damage or deterioration must be noted upon intake.

Q. PWS 13.0 – A-3 bags (large green bags) handling details Please confirm the required size/specification for A 3 bags and whether A 3 bags are expected to be received free of personal belongings prior to processing.

A. All items should be checked for personal belongings during intake.

Q. PWS 13.3 / 14.3 / 15.3 / 16.3 – Delivery/pickup locations and schedule (including 379 EMDS) Please confirm (a) the total number of delivery/pickup locations, (b) whether there is a defined delivery/pickup schedule for each location, and (c) the designated delivery/pickup location(s) for 379 EMDS items.

A. The locations of delivery and pickup sites will be made clear to contractors upon award. There is a central location that will be provided by the government for exchange services.