FA700022R0002 RFI Q and As Final.xlsx
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- Cadet Support Services
- Solicitation number
- FA700022R0002
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This document contains questions and answers related to solicitation FA700022R0002 for Cadet Support Services at the United States Air Force Academy. The solicitation seeks products and services across multiple facilities, including athletic department support, cadet dining facilities, cadet housing, and preparatory school support. Responsibilities involve facility management, custodial services, laundry services, equipment maintenance, ice rink maintenance, event coordination, and training support. The period of performance is from June 2022 to February 2023. The award will be made to the lowest priced technically acceptable offeror based on a tradeoff of past performance and price. The incumbent contractor's performance will not be provided, so offerors must rely on their own past performance examples.
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Sheet1
| Solicitation FA700022R0001 RFI Questions and Answers | |||
| Question | Section | Answer | |
| 1 | RFP Section 5.1 requires, “the offeror shall submit a consent letter executed by each subcontractor, teaming partner, joint venture partner and/or mentor-protege partner, authorizing release of past performance information to the offeror.” 5.1 also requires, “For each identified effort for a commercial customer, the offeror shall also submit a client authorization letter, authorizing release to the Government of requested information on the offeror's performance.” However, Section 5.3 does not include Attachment 5 or Attachment 6 as content for Volume III, Past Performance. Question: Where in the proposal should the offeror include the completed Attachment 5, Consent Letter and Attachment 6, Authorization Letter? | Solicitation, Pg. 78, para 5.1 and 5.3 | Consent letters/Client authorization letters shall be submitted with Volume III, Past Performance, as stated in Addendum to FAR 52.212-1, Section 5.1. |
| 2 | RFP Section 5.1 requires, “each offeror shall submit a Past Performance Volume with its proposal, containing recent and relevant past performance information IAW the format specified in paragraph |
5.3.2 contained within these instructions. This
| information is required for the offeror and most relevant subcontractors, teaming partners, joint venture partners, and/or mentor-protégé partners who are proposed to perform on the proposed effort and are considered key or critical to overall successful performance.” Question: Where the offeror is a joint venture that has performed no work together, please confirm that it is acceptable for each joint venture partner to submit recent and relevant past performance examples that, in the aggregate, reflect the requisite experience for this solicitation. | Solicitation, Pg. 78, para 5.1 | In accordance with (IAW) Addendum to FAR 52.212-2, Section 4.1, "The past performance evaluation also includes applicable subcontractors, joint ventures, teaming partners, and/or mentor protégé partners demonstrated recent, relevant, and quality record of performance provided by the offeror". Section 4.1.4 states, "As a result of the relevancy and quality assessments of the recent contracts evaluated, offerors will receive an integrated overall performance confidence assessment rating". | |
| 3 | RFP Section 6.4 requires, “the offeror should complete the annual representations and certifications electronically via the System for Award Management (SAM) at www.sam.gov. | ||
| 6.6 requires the submission of other offeror/company information. Question: If the offeror is a Joint Venture, should the Sam registration and company documents be for the JV or for each of the JV partners? | Solicitation, Pg. 80, para 6.4 and 6.6 | SAM registration and offeror/company information shall be for the joint venture. | |
| 4 | RFP Section 1.1 states “The Government will make a best value determination utilizing a tradeoff source selection process with a price factor, a technical factor, and a past performance factor, and when combined, technical and past performance are significantly more important than price. The tradeoff will occur between the past performance factor and the price factor. Section 2.0 states “Initially, the Government shall place all proposals that meet the solicitation terms and conditions in order by price beginning with the lowest Total Evaluated Price (TEP).” Section 3.0 states “Next, the Government will evaluate the lowest total evaluated priced offeror' s technical proposal in order to assign an Acceptable/Unacceptable rating.” Section 4.0 states “Next, the Government will evaluate the lowest total evaluated priced, technically acceptable offeror' s past |
performance in order to assign an overall performance confidence assessment rating.” Section 5.0 states “If the lowest total evaluated priced, technically acceptable offeror is evaluated to have a "Substantial Confidence" performance confidence assessment rating, that offeror represents the best value for the Government and the evaluation process stops at this point.” Although the government states it will make a best value determination utilizing a tradeoff source selection process with a price factor, a technical factor, and a past performance factor, the described process indicates the lowest priced, technically acceptable, offeror will be the “best value”. There is no discussion of tradeoff factors among offerors. Question: Will the government please clarify the selection process and describe how the tradeoff process will work to determine best value?
| Solicitation, Pg. 84-89, para 1.1, 2.0, 3.0, 4.0 and 5.0. | IAW Addendum to FAR 52.212-2, Section 5.0, “If the lowest total evaluated priced, technically acceptable offeror is evaluated to have a "Substantial Confidence" performance confidence assessment rating, that offeror represents the best value for the Government and the evaluation process stops at this point....If the lowest total evaluated priced, technically acceptable offeror is not evaluated to have a "Substantial Confidence" performance confidence assessment rating, the next lowest total evaluated priced offeror will be evaluated utilizing the metholody above...". In this instance, the tradeoff would occur between past performance and price (ie. paying a higher price for higher past performance rating). | |||
| 5 | Paragraph 4.1.3 states that items such as appliances, furnishings or other equipment may be made available but are not guaranteed to be provided. Question: Is the SP to furnish appliances, furnishings or other equipment, or are these items to be provided as GFP at no cost to the SP? | Solicitation, Pg. 31, para 4.1.3 | The SP shall determine if they would like to furnish appliances, furnishings, or other equipment for this contract. IAW PWS para 4.1.3, "Items such as appliances, furnishings, or other equipment may be made available but are not guaranteed to be provided through the life of the contract. Supplies for and repair of these items will be at the SP's expense and will not be reimbursed by the Government". | |
| 6 | Is there a dry-cleaning facility on-site for the SP to utilize? | Solicitation, Pg. 27, para 3.4.1.1.3 | There are no dry-cleaning facilities on-site. | |
| 7 | Regarding lining of all fields, is the SP to only notify CES to line the fields, or is the SP to perform the field lining? If SP is to line, Please provide a quantity. | Solicitation, Pg. 39, para A.1.2 | The SP shall submit requests to 10 CES to line the athletic fields. The SP is not required to perform field lining. | |
| 8 | Would the government confirm if labor is included in CLINS X003 and X004? | Solicitation, Pg. 3, CLINS 0001-0004 | Yes, labor shall be included in CLINs X003 and X004. | |
| 9 | On page 20 of 90 of the solicitation, the Period of Performance (PoP) listed begins 01 Mar 2022; however, at the site visit and per the slides presented and discussion, the PoP start date was listed as 01 June 2022. Please clarify the correct PoP. | Solicitation, Pg. 20, CLINS 0001 | The transition date will be 1 May 2022 - 31 May 2022, with a full performance start date of 1 June 2022. This is reflected in Amendment 0001 to the solicitation. | |
| 10 | Does the government anticipate contractor's being exposed to any technical data or defense articles that are ITAR controlled in performance of the work (i.e., working in classified areas)? If not would the government consider removing this clause from this contract? | Solicitation, Pg. 60, DFARS 252.245-7004 | This is a required clause and will remain in the solicitation. There is no requirement for the SP to submit a DD Form 254 for access to classified information. | |
| 11 | On page 73 of 90 of the solicitation, it mentions that each Past Performance Citation will be limited to 4 pages, would the government confirm whether an introductory paragraph to the Past performance section is considered compliant (i.e., not effected by the citation page count and allowed in the proposal)? | Solicitation, Pg. 73, para 2.11.1 | IAW Addendum to FAR 52.212-1, Section 5.3.3, Past Performance Citation Format (8), "A detailed description of the services rendered and its relevancy to the Cadet Support Services Requirement" is required. As stated in Section 2.11.1, "Each Past Performance Citation will be limited to 4 pages.....If exceeded, the excess pages occurring after the page limit will be removed and will not be considered". | |
| 12 | The solicitation requires at least 0.5" margins and at least Times New Roman 11-point font on text, will the government allow text in the headers/footers/margins (i.e., company names, date, etc.) and, if so, is that text also required to follow the minimum font provided? | Solicitation, Pg. 74, para 2.11.2 | Text provided in the margins will not be permitted or evaluated. IAW Addendum to FAR 52.212-1, Section 2.11.4, a title page shall be included with each volume and must include the solicitation number, volume number, title, name of the offeror, email address, and date of proposal. | |
| 13 | Representations and Certifications are mentioned to be completed via SAM; however, multiple contract clause et al. fill-ins were provided, would the government accept submission of all fill-ins as compliant? | Solicitation, Pg. 80, para 6.4 | IAW Addendum to FAR 52.212-1, Section 6.4, "The offeror should complete the annual representations and certifications electronically via the System for Award Management (SAM) at www.sam.gov". All contract clauses in the solicitation are required to be filled-in. | |
| 14 | Would the government clarify which of these positions are part of the CBA, if any? Currently only one position matches the provided CBA. | PWS, Pg. 9, para 2.1 | PWS para 2.1 identifies specific qualifications for key positions only. IAW Addendum to FAR 52.212-1, Section 6.6.6, "The offeror is hereby notified that some service employees performing on the resultant contract will be represented by collective bargaining agents". PWS para 2.1 identifies qualifications for key positions. | |
| 15 | On page 10 of 108 of the PWS under 2.3.1, it states that, "...facility support and event coordination requirements are considered mission essential requirements with respect to contingency operations or weather emergencies.” Since the Scope includes Visitor's Center and Arnold Hall Exhibit Support, is that also considered mission essential requirements and, therefore, are to be spoken to in the Mission Essential Contractor Service Plan? | PWS, Pg. 10, para 2.3.1 | No, the Visitor Center and Arnold Hall Exhibit support are not considered mission essential requirements. | |
| 16 | Would the government provide more recent historical costs for AD materials, supplies, and equipment? Also, would the government confirm that bidders are to use these as plug numbers? | PWS, Pg. 69, para A.1.18 | The historical cost for AD for FY21 is approximately $12,000. This is a historical cost and does not necessarily represent future requirements. IAW PWS A.1, "The workload data may reflect the processes used by the current SP to perform work and may not accurately reflect the workload experienced by a difference SP using different processes to deliver services required by the PWS. SPs are cautioned to carefully review the requirements of the PWS and develop a staffing plan and workload estimate that accurately reflects their approach to delivering services in the solicitation". | |
| 17 | Would the government confirm these are the most recent costs? Does the government expect all bidders to assume these as the costs for the proposals? | PWS, Pg. 96, para A.1.34 | In PWS A.1.34, the Total Average/Month of $4,000 is correct. IAW PWS A.1, "The workload data may reflect the processes used by the current SP to perform work and may not accurately reflect the workload experienced by a difference SP using different processes to deliver services required by the PWS. SPs are cautioned to carefully review the requirements of the PWS and develop a staffing plan and workload estimate that accurately reflects their approach to delivering services in the solicitation". | |
| 18 | Would the government please provide this table as an Excel attachment? | PWS, Pg. 107, Appendix B | Appendix B has been provided as an Excel document, and is included as an attachment with Amendment 0001. | |
| 19 | During the Site Visit, the government noted that there are new scopes of work on this contract not currently being performed by the incumbent. Would the government provide incumbent or subcontractor information for laundry, dorm, and facility maintenance for the Preparatory School? | General | The maintenance of the washer/dryers for the Prep School is being performed under FA7000-20-C-0029 by Clean Designs, Inc. The Prep School facility manager responsibilities are currently an additional duty of Prep School personnel until the award of this contract. | |
| 20 | In order to perform the PWS to specifications, and since the contractor would be responsible for equipment repairs, would the government provide make, model, serial number, purchase date, and equipment for all equipment that contractors would be responsible for on this contract for AD, CW, DF, and PS? If not, would the government then provide plug numbers? | General | All GFP is listed in PWS Appendix B, to include NSN number, part numbers, and quantity. | |
| 21 | Since the incumbent contractor has access to all historical costs, would the government allow for fair competition by providing such historical costs to include: materials, equipment, other direct costs, and subcontractor/specialty vendor costs for AD, CW, DF, and PS? If not, would the government then provide plug numbers? | General | The current Cadet Support Services contract is a Firm Fixed Priced contract. The Government does not have insight into consumable material costs, other direct costs, subcontractor costs, or speciality vendor costs for the current SP. | |
| 22 | As we researched new equipment for this contract, we found that lead time for a new Zamboni is about 1 year. Would the government confirm if the existing Zambonis could be purchased? We understand that one Zamboni needs replacement, but the replace time could be lengthy. | General | The current GFP Zamboni will be availbale for use for 1 year from contract start date. At that time the GFP Zamboni will be DRMO'd and SP shall provide 2 Zambonis. The incumbant SP will determine if the contrsctor owned Zamboni will be available for purchase. | |
| 23 | Who owns the Zamboni's after it is purchased? | General | SP purchased items are property of the SP. | |
| 24 | Who is responsible for the cost to maintain the Zamboni (i.e., propane refill, blade sharpening, blade replacement, etc.)? | General | Since the Zamboni will be SP owned, the SP is responsible for all costs of maintenance. | |
| 25 | If the ice must be fully removed, who is responsible for the removal of the ice? Also, who is responsible for making the ice NCAA compliant? | General | IAW PWS para 3.2.6.2.3, "Refurbish the entire rink ice sheet annually and install a new ice sheet the week after cadet graduation or as approved by the AD representative". IAW PWS para 3.2.6.2.1, "The SP shall operate, maintain, repair, and upgrade the ice sheet for the Ice Arena in the Cadet Field House to the standards required for NCAA Division I ice hockey". | |
| 26 | If multiple events are happening in the athletic department, does the government require a certain number of staff based on the number of events happening? | General | This is a performance based contract. It is the responsibility of the SP to provide sufficient staff to support the events and successfully perform the requirements of the PWS. | |
| 27 | Is the contractor responsible for maintaining the basketball courts in the athletic facility? | General | SP is not responsible for the basketball courts in the athletic facility. | |
| 28 | Is the contractor responsible for the cost to repair athletic equipment (i.e., basketball shot clock, parts and pieces on the hockey dasher wall, gymnastic equipment) that can be repaired instead of replaced? | General | The SP is responsible for repair to athletic equipment. PWS A.1.13 identifies repair of gymnastics equipment and scoreboards. | |
| 29 | Would the government please provide an example of the athletic building schedule for all events pre COVID to give contractors a better idea of the timing of events? | General | Please see attached Home Event Schedule Feb - Jun 2022. | |
| 30 | During the Site Visit, contractors were informed that the Cadet Wing dorms flip quickly over the summer. Would the government be able to provide an example summer schedule for the Cadet Wing? | General | The Cadet Wing moves five times during an average year. There is an average of one week in between periods. Fall period begins the first week in August. The Spring period begins in January. About 2000 cadets move to new rooms during these times (primarily key exchange and maps). There are three summer periods that are six weeks each. | |
| 31 | The explanation of Best Value Determination in this section appears to conflict with FAR52.212-2 Evaluation--Commercial Products and Commercial Services as provided in full text on page 30 of the RFP. Is this a low price technically acceptable award as described in Section 5.0 on page 89 of the Solicitation or is this a best value award as described in FAR 52.212-2? | Solicitation, Pg. 89, para 5.0 | Please refer to the answer for Question 4. | |
| 32 | How many average annual events requiring SP Event Coordinator services for each separate facility should be assumed? | PWS, Pg. 19, para 3.1.3.4 | There are approximately 10 events/year throughout all facilities. | |
| 33 | Are matting, framing, trophies, and engraving services required as part of this scope of work other than part of Training Devices? If yes, please provide PWS requirements and workload data. | PWS, Pg. 25, para 3.3.1.2.2 and A.1.12 | The PWS identifies all requirements needed in performance of this scope of work. For example, PWS para 3.4.2 and 3.4.2.2 specify requirements for awards; PWS para 3.4.3 specifies requirements for presentation and engraving requirements; PWS para 3.5 specifies requirements for trophies and engraving. | |
| 34 | AD Welding, metal work services, fabrication and mechanical support is included in workload data at A.1.21 but does not appear to be included in the PWS 3.0 sections other than instructional/ assistance in 3.4.2. Is welding an SP performance requirement? If so, please provide technical requirement for these services? | PWS, Pg. 72, para A.1.21 | Welding instruction is required IAW PWS para 3.4.2.1. Welding and metalworking are required IAW PWS para 3.4.2.2.1. PWS A.1.21 identifies AD Welding and Metalwork Services required. | |
| 36 | Are there any man-hour requirements for this PWS element other than those listed in A.1.39 DF Training Devices? | PWS, Pg. 29, para 3.5 | This is a performance based contract. It is the responsibility of the SP to determine support required in order to successfully perform the requirements of the PWS. | |
| 37 | Will the SP be responsible for facility management of the Falcons Stadium and USAFA Combative Center? If yes, please provide workload data. | PWS, Pg. 7, para 1.3.2 | SP is responsible for facility management of the USAFA Combatives Compound. There are approximatly 20 Work Requests processed and tracked annualy. SP is not responsible for facility management of Falcon Stadium; this facility is managed by the Air Force Academy Athletic Corporation (AFAAC). | |
| 38 | Will CSS staff have access to mechanical rooms to adjust temperatures of the ice sheet? | PWS, Pg. 23, para 3.2.6.2.3 | The SP is not permitted to adjust temperature settings for the ice sheet. 10 CES is responsible to adjust temperature settings. The SP shall contact 10 CES to request this service, if necessary. | |
| 39 | Other than workload data for A.1.22, are there any other requirements for AFAAC support as part of this PWS? | PWS, Pg. 23, para 3.2.6.2.3 | PWS A.1.22 references requirements for AD (Athletic Department) Ice Arena Events, not AFAAC. | |
| 40 | No workload data is included for Maintenance of AD Utility Task Vehicles. What is the expected amount of maintenance and repair to maintain the vehicle fleet? | PWS, Pg. 72, para A.1.21 | Maintenance and repair requirements for the UTVs are identified in PWS para 3.3.2.2.5. | |
| 41 | Will equipment for laminating and large item printing be GFP or is that the responsibility of the SP? | PWS, Pg. 28, para 3.4.3 | Please see PWS Appendix B for all items being provided as GFP. | |
| 42 | Technical Sub factor 2, Mission Essential Plan, is limited to 5 pages. No page limit is provided for Technical Sub factor 1, Staffing Plan. What is the page limit for the Staffing Plan sub factor? | Solicitation, Pg. 73, para 2.11.1 | IAW Addendum to FAR 52.212-1, Section 4.2.3, "Offerors shall submit a staffing plan consisting of a chart identifying all positions the offer intends to staff to meet the requirements of the PWS". IAW Addendum to FAR 52.212-1, Section 2.11.3, "Legible tables, charts, graphs, and figures maybe used wherever practical to depict ogranizations, staffing plans, etc. These displays shall be uncomplished and shall not exceed 11" x 17" in size". | |
| 43 | The Instructions to Offerors cites that Technical Sub factor 1: Staffing Plan “shall include the offeror' s approach and ability for organization and utilization of personnel resources”. This narrative requirement for an organizational approach is not included within the Evaluation Factors for Award (Section 3.0). How will the organization approach requested by the Instructions to Offerors be evaluated? | Solicitation, Pg. 77 and 86, para 4.2.3 | The requirement for Technical Subfactor 1 is the submission of the staffing plan which consists of a chart identifying all positions the offeror intends to staff to meet the requirements of the PWS. Technical Subfactor 1 does not include a narrative requirement. The solicitation has been updated and included with Amendment 0001. | |
| 44 | Deliver Schedule shows the Base PoP for this contract as 01 March 2022 – 28 Feb 2023. Is this correct? If not, please provide a revised Contract Delivery Period table | Solicitation, Pg. 20, para Deliveries or Performance | Please refer to the answer for Question 9. | |
| 45 | Please provide the numbers of washers and dryers for Cadet Laundry Facilities (PWS 3.2.7.8) and PS Dormitory and Athletic Buildings (PWS 3.2.9.2). | PWS, Pg. 24, para 3.2.7.8 and 3.2.9.2 | Football equipment room: 3 washers/3 dryers |
Basketball equipment room: 2 washers/2 dryers Cadet Gym: 2 washers/2 dryers Vandenberg: 40 washers/40 dryers Sijan: 35 washers/36 dryers Prep School Dorm: 21 washers/21 dryers
- 7 each per squadron Prep School Athletic: 8 washers/8 dryers
- 4 each in Milazzo
- 4 each in Atlantis
| 46 | How many ice re-surfaces are used on the current contract? | PWS, Pg. 22, para 3.2.6.2 | There are two ice resurfacers being used on the current contract; one is GFP and one is contractor owned. |
| 47 | Are there any special accessories/attachments that are required in addition to the ice re-surfacing machines themselves? | PWS, Pg. 22, para 3.2.6.2 | There are three zamboni accessories: v-plow, squeegee plow and snow plow. SP is required to maintain these pieces of equipment IAW PWS 4.1.2. |
| 48 | Are the ice re-surfaces used on the current contract GFP or SP? | PWS, Pg. 22, para 3.2.6.2 | Please refer to the answer for Question 46. |
| 49 | What are the makes and models of the ice re-surfaces used on the current contract? | PWS, Pg. 22, para 3.2.6.2 | The make and model of the ice resurfacers used on the current contract are: |
- Zamboni 500 (GFP)
- Zamboni 545 (SP Owned)
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