Site_Visit_Q_ _A_17_July_2013.pdf

FA7000-13-R-0009

Grounds Maintenance Services

Pre-Award/Site Visit Questions/Answers

17 July 2013

1. What is the name of the current contractor?

Answer: AJ Services Joint Venture LLP

2. What is the total price per year for performing grounds maintenance services paid to the current contractor?

Answer: Note that the following contract information includes only awarded dollar amounts and may not be for annual requirements. Contract No.: FA7000-

08-C-0030, Contractor: AJ Services Joint Venture LLP, Award Amount:

$11,556,481.02.

3. Approximately, how many employees are staffed at the USAF Academy by the current contractor?

Answer: This is considered proprietary information for the incumbent contractor and we are unable to state the number of workers employed.

4. Item 1.1.10 . . . states it will only be done on issue of a work order. It is also states that you will maintain same item per CLIN #10 for 7 months. Which of these is correct?

Answer: General maintenance pruning will be accomplished during the 7 month period from 1 April – 31 October as part of general grounds keeping. Any emergency pruning outside this 7 month period will be accomplished via issuance of work order.

5. Item 1.1.3 . . . states trimming will be done concurrent with mowing under estimated work load.

Appendix A states that trimming will only be done 12-16 times per year. Which of these is correct?

Answer: Trimming will be done concurrent with mowing; Appendix A is “estimated” workload data.

6. Item 1.2.3.2 . . . Are there any specifications on the type of Radio needed?

Answer: No, a standard Land Mobile Radio (LMR) is what is required.

7. Item 1.4 . . . states work will be done only on issue of work order. CLIN #16 has same maintenance for 12 months. Which of these is correct?

Answer: General maintenance of these areas are part of the contract and no work order will be required. Work orders will be issued for any major changes to these areas.

8. Item 1.7.1 . . . Is there any work load data or maps showing where power lines are located?

Answer: There are very few power lines in the contracted area, almost all power is underground.

9. Item 1.7.1.4 . . . Is there any work load data on them or trees? And by size of tree?

Answer: No, there is no workload data available.

10. Item 1.7.3.1 . . . Is there an estimate or number of hours by labor category to do Landscape Projects?

Answer: No, we do not have this data.

11. Item 1.14 . . . Is there a Specific type of Sand to be used for Top Dressing?

Answer: Item 1.14 speaks to Paragraph 1.14 in Appendix Q. The information available does not call out a specific type of sand. It indicates a graduation analysis, -200 wash (material passing the number 200 sieve).

12. Item 1.14 . . . Is the work performed during normal work hours or weekend?

Answer: Item 1.14 speaks to Paragraph 1.14 in Appendix Q. Currently most Airfield work will be accomplished on Mondays. Airfield “weekend” days at this time are Sunday and Monday.

13. Regarding PPQs. Would the government allow inclusion of a previously completed PPQ for a project, received in the last 12 months from our client, in lieu of requesting a new PPQ from client?

Answer: No, questionnaires for this RFP have been tailored for this requirement.

14. Will or does contractor have use of the Air Force equipment such as gators, ATV tractors and mowers? We noticed the gators had air force identification and were wondering if they were property of the USAFA.

Answer: Refer to Page 81, Appendix G for a list of the Government Furnished

Property/Services/Equipment.

15. Time lines start times 6 am to 6 pm Monday – Friday. Are we allowed to work holidays?

Answer: Refer to Page 33, Paragraph 4.6, for the Hours of Operation and Page 34, Paragraph 4.7, for Recognized Holidays. Work on holidays may be allowed on a case by case with the approval of the Contracting Officer.

16. Facilities we will have access to all facilities? Is there a charge for the facilities and utilities, including trash?

Answer: There is no charge for the Government furnished property and services.

Refer to Page 30, Paragraph 3 and Page 81, Appendix G, for a listing of property and services provided by the Government.

17. Is the contractor expected to fuel service and maintain equipment off base or will we have the rights to do all of that on the base.

Answer: Refer to Appendix G, Government provides fuel tanks but contractor is responsible for obtaining and purchasing their own fuel. Equipment maintenance can be performed in the facilities provided (Refer to Appendix G) to the extent possible.

Contractor is responsible for all equipment maintenance costs.

18. Native weed control and turf weed control. Products you prefer?

Answer: Refer to Page 6, Paragraph 1.1.8 Pest Control. (Weed Control) and all subsequent paragraphs and Page 17, Paragraph 1.2.3.6 Non-Selective Weed

Control. These examples are not all inclusive. Section 4.4 of the PWS discusses Environmental Requirements.

19. Are we allowed to mix at the facilities provided?

Answer: Refer to Page 6, Paragraph 1.1.8.1, which states, in part, “. . . The contractor shall mix and store all chemicals off base as mixing and storing of chemicals on base is strictly prohibited. . . .”

The Government will supply the contractor with a staging area where mixed herbicides may be transferred from holding tanks to bottle sprayers. This area is located on the northeast side of the compound at Building 9040.

Refer to Page 17, Paragraph 1.2.3.7 Staging.

20. Is it the responsibility of the contractor to purchase mulch for beds to keep it at the specified 3” depth, or is it government furnished?

Answer: It is the responsibility of the contractor. Page 1, Paragraph 1, states, in part, “. . .The contractor shall provide . . . all . . . materials . . .”

Refer to Page 86, Paragraph 3. Contractor-Furnished Equipment, which states, in part, “Except for those items or services specifically noted as government furnished property, services or equipment, the contractor shall furnish everything needed to perform this contract according to all its terms.

21. Athletic fields will slice units or core aeration units be used?

Answer: Use of a turf slicer is permissible except for the specific deep tine aerations and core aeration required per Appendix M.

22. Are background checks required for all staff or just lead and supervision?

Answer: Refer to PWS section 4.8, all contractor employees will be required to obtain identification badges, background checks are done prior to issuance of an identification badge. Refer to AFFARS 5352.242-9000-Contractor Access to

Air Force Installations (Aug 2007).

23. Bid form CLIN 0001. Is that just the total of CLIN 0002 thru 0032?

Answer: No, it is not the total of CLINs 0002 thru 0032. The purpose of CLIN 0001 is to show the descriptive information provided applies to all CLINs (0002-

0032) and performance periods. CLIN 0001 is not a priced CLIN. The bid schedule is the approved standardized format for Grounds Maintenance.

We were unable to modify the CLIN structure.

24. Some CLIN items have an undefined quantity and it states the CLIN is reserved. Are we to leave this amount blank? Or put $0.00?

Answer: All RESERVED CLINs should be left blank.

25. Some of the CLIN items have an undefined quantity and it states the CLIN is reserved. PRICED

IAW EXHIBIT. Are we to leave this amount blank? Or put $0.00?

Answer: All RESERVED CLINs should be left blank.

26. Some of CLIN’s state for proposal purposes, no price amounts will be listed here (NA). Do we leave this blank or put $0.00 for the max amount?

Answer: Leave these CLINs blank. All task orders against these CLINs will be fixed price as proposed by the offerors in the Exhibits.

27. How long has the current contractor been onsite?

Answer: The current contract was awarded 1 June 2008.

28. Are there preferences for local 8(a) contractors?

Answer: No, this is a competitive 8(a) set-aside requirement.

29. Has the PWS scope changed since the last award to the current contractor?

Answer: Yes

30. Can the last SF 1449 and CLIN with award amounts be provided for the current contract?

Answer: The current contract may be obtained through a Freedom of Information Act request sent to the US Air Force Academy's FOIA office at (719) 333-6231. The requirements and CLIN structure of RFP FA7000-13-R-0009 are significantly changed from the current contract.

31. Are permanent materials used for this contract tax exempt?

Answer: IAW FAR 52.212-4(k), the contract price includes all applicable

Federal, State, and local taxes and duties. The government will not provide a tax exemption.

32. Section 1.2.3.4 Auxiliary airfield. This was not discussed at the pre-bid. Is this part of the contract?

If so which CLIN?

Answer: Yes, CLINs 0013, 0014 and 0018.

33. Section 1.6.3 Sand Barrels. Are the current barrels property of the USAFA or will we have to fabricate and supply new ones?

Answer: Section 1.6.3 of the PWS states, “The contractor shall provide…”

34. Is there a preference to types of mowers used for the athletic fields?

Answer: This is a performance based contract, therefore, the Government does not tell the contractor what type of equipment to use. Mowers must be able to maintain the fields according to the maintenance standards listed in Appendix M without causing damage to the fields. Refer to Page 103, Appendix M, for the Athletic Field

Maintenance Standards.

35. Page 48 of the PWS #7 Number or Rock/Shrub beds for maintenance. Are 7a through 7ab the number of shrub beds or are the estimated amounts the square foot amounts at each location? If it is number of rock/shrub beds can we get square footage amounts as stated in Appendix A page 40 #15?

Answer: Page 48-49 in Appendix A. Items 7a through 7ab are the number of rock/shrub beds for maintenance at each area. Only the number of beds is available, not the square footage.

36. The PWS, page 61-64 provide appendix E. Is this to be submitted with our proposal?

Answer: Pages 61 - 64 refer to Appendix E and are for information purposes only.

These items are included in the Technical Exhibits and should be priced accordingly. The Technical Exhibits must be completed and submitted with the proposal.

37. Are exhibits A (base year) thru E (option yr 4) to be submitted with our proposal?

Answer: Yes. The complete price consists of adding all the SF 1449 Continuation

Sheet Schedule CLINs and the completed exhibit for each option year’s total.

38. How many copies of Part I and Part II of the proposal are required for submission?

Answer: An original and one (1) copy.

39. Will a second round of questions be allowed if further clarification is needed on the original questions submitted?

Answer: Requests for clarification and information concerning the solicitation must be provided in writing no later than 10 days prior to closing.

40. Is the funeral service support and cemetery maintenance service in the solicitation going to stay part of the contract? Last week during the site visit there was no mention of it.

Answer: Yes, please refer to Pages 11 - 14, Paragraphs 1.1.21 thru 1.1.21.19. These examples may not be all inclusive.

41. Would the Government please consider the requirement to have all bidders submit a materials list with their proposal showing the quantities for items to be used each year for:

- Fertilizer

- Seed

- Pesticides (Pre-emergents, post emergents)

- Surfactants (wetting agents)

- Fuel

Answer: No, this is a performance based contract, there is no requirement for offerors to submit a list of materials.

42. Are we to include the hourly rate for Health and Welfare benefit payment into our labor portion of the estimate as a line item?

Answer: This is a Firm Fixed Price contract. Unit prices will be firm fixed prices to include labor, equipment, material, as well as any overhead and profit, and will be established on the listed Unit of Measure.

43. Does the Government have any expectations for the successful bidder to employ a qualified Project

Manager and management team? If so, how will that be evaluated?

a. Examples why a qualified PM is needed--For the complexities of the NCAA turf management and cultural program at the Academy it is industry standard to have at a minimum a college graduate with a minimum of a ‘Turf Certificate’ heading up such a contract that is biased in turf maintenance for the purpose of sports at this level?

Answer: NCAA standards do not address maintenance of athletic field per se; rather only the marking of athletic fields. Whereas the Government will not specify qualifications of the contract manager, this is a “Best Value” procurement so a contract manager with past experience in maintaining

NCAA standard athletic fields would be given due consideration. We have entrusted our grounds maintenance to the contractor and fully expect the contractor to possess the expertise to maintain our grounds.

44. What are the QA metrics that the government will use to ensure the PWS requirements are in compliance?

Answer: Refer to the Quality Assurance Surveillance Plan (QASP) (Atch 4) posted with the solicitation.

Pre-Proposal Site Visit

Grounds Maintenance &

Landscaping Services

2 July 2013

This document may contain FOR OFFICIAL USE ONLY (FOUO) information which must be protected under the Privacy Act and AFI 33-332 and does contain Source Selection Sensitive Information – See FAR 2.101 and 3.104.

This document may contain FOR OFFICIAL USE ONLY (FOUO) information which must be protected under the Privacy Act

AGENDA

Introductions Rules of Engagement for Site Visit Prospective Offeror Responsibilities Cell Phone Usage on the Academy Visit various locations throughout USAFA Questions

This document may contain FOR OFFICIAL USE ONLY (FOUO) information which must be protected under the Privacy Act

Introductions

Contracting Office Personnel James Anderson – Contracting Officer Carol Mohr – Contracting Officer Erica Wilson– Contract Specialist

Civil Engineering –Government Bob Frerichs – Civil Engineer Mark Snyder – Civil Engineer

This document may contain FOR OFFICIAL USE ONLY (FOUO) information which must be protected under the Privacy Act

Site Visit Rules of Engagement

Contractors Must Submit Any Questions Relating to Acquisition in Writing

Contractors Must Stay with Escort During Site Visit

Attendance Sheets will be posted on FedBizOpps

This document may contain FOR OFFICIAL USE ONLY (FOUO) information which must be protected under the Privacy Act

Prospective Offerors Responsibilities

Prospective Offerors Must Submit Any Questions In Writing

Questions Due Not Later than 3 PM MST, 9 July 2013

This document may contain FOR OFFICIAL USE ONLY (FOUO) information which must be protected under the Privacy Act

Cell Phone Usage on USAFA

Cell Phone Usage on the United States Air Force Academy (USAFA)

Use of hand held devices is prohibited If call must be taken or sent, pull over to the side of the road and park Penalties for use include points assessed and a seven-day suspension of driving privileges on USAFA

Hands-free devices can be utilized

This document may contain FOR OFFICIAL USE ONLY (FOUO) information which must be protected under the Privacy Act

QUESTIONS?