Questions_and_Answers_for_FBO.doc

TECHNICAL REQUIREMENTS

Question #1

The term “Pattern Family” can refer to a series of separate styles that are created as a “Collection.” If all styles within a “Collection” meet/exceed all requirements, is it permissible to add products by “Collection” in place of individual styles names?

Answer #1

Yes, it is permissible. The term “Pattern Family” has been changed to “Pattern Family/Collection.”

Question #2

Does the carpet backing have to be made from polyurethane and have a minimum 15 lb. cubic foot density?

Why do some requirements list a minimum 18 lb. cubic foot density vs. a 15 lb. cubic foot density?

Answer #2

The Government is removing both the polyurethane material and the 15 lb. minimum density requirements. Going forward an acceptable backing must meet and/or pass all quality (ASTM) sustainability and NSF140 recycling requirements. In addition, the 18 lb. cubic foot density was a typo, but it is irrelevant now as that requirement has been eliminated.

Question #3

Would the government consider dropping its NSF/ANSI 140 Platinum Level Certification requirement to NSF/ANSI 140 Gold Level Certification?

Answer #3

Yes, the Government has dropped the NSF/ANSI 140 Platinum Level Certification to the NSF/ANSI 140 Gold Level Certification. Offerors may still provide products that are Platinum Level Certified, but doing so will not gain Offerors an advantage in evaluating their proposals.

Question #4 The following wording is included in the Roll Goods section, “Manufacturer shall provide a moisture proof backing option for roll goods.” Please define and clarify the term “moisture proof.” What is the Air Force hoping to achieve with this requirement?

Answer #4

“Moisture proof” means that no moisture will penetrate the sub-floor. Sub-floor is defined as any material underneath the carpet and padding.

Question #5

Will the government consider removing or lowering the TARR rating to 3.0?

Answer #5

The Government is completely removing the TARR rating requirement.

Question #6 SR04 – It is good to see that reclamation services will be a consideration on this agreement. I have a concern that there are no specific sustainability requirements as mandatory or as preferential. As we are all aware with an “in the news” specific failure of a “Lumber Liquidators” product creating the potential of long-term health issues, shouldn’t this agreement look outside of the durability and warranty standards to include federal regulatory guidance?

Answer #6 The Government considered Federal Regulatory guidance when developing the Carpet program. Lumber Liquidators did not comply with the Berry Amendment, but the Government is requiring all offerors to be in compliance with the Berry Amendment in this program.

Question #7 OPS.5/GPS.5/HPS.5 – Could the requirement be defined of why a 100% solution dyed is needed if durability and warranty requirements are met/exceeded by space and/or a combination of solution and space dyed products?

Answer #7 The 100% solution dyed requirement was for the medical community. The Government is changing the requirement from “100% solution dyed” to “100% solution dyed OR bleach resistant” to more fully comply with the medical requirements. Bleach resistant is defined as: carpet color will resist the “lightening/whitening” reaction to the chemical properties in bleach.

Question #8 Will the Government consider dropping the AATCC 175 Stain Resistance requirement?

Answer #8 The Government will NOT be removing this requirement.

Question #9 Will the Government consider adding tip sheared loop construction to the Requirements Matrix?

Answer #9 Yes, the Government is adding tip sheared construction to the Requirements Matrix as an option and not a requirement.

Question #10 SPA.3 – The requirement states that a minimum of twelve (12) solid color options is to be available although only five (5) main color ways (Cool Neutral, Warm Neutral, Blue, Green, Rust) are required. With the requirement of “coordinating” colors is the stating of a much higher number of solid colors counterproductive or necessary?

SPA: Refer to Attachment 02, Color and Pattern Matrix, Refer to Attachment 3, Gray Scale. SPA.2: Manufacturer shall provide a minimum of twelve solid color options. It seems that you are requiring a 5 on the gray scale. That will be very difficult to provide with 12 color options. We suggest removing the gray scale requirement for the 12 solid colors.

Answer #10 The Government has revised and clarified its color requirements. Please see clauses 52.212-1 and 52.212-2 of the RFP and the updated Requirements Matrix for specific changes.

Question #11 L-2.9.1.2 – With 35 base “Pattern Families” and required “Spec Sheet,” “Color Squares” and “Room Scenes” for each a minimum total of 140 pages will be used. If a “Pattern Family” is offered in only one more option each the page count would increase where when combining the other requirements such as cover page, title page, etc it may make the page count restrictive. With the subjectivity of aesthetics and the possibility that all products that meet the criteria as requested will not be able to be offered under the page count maximums, can any aesthetic approval be provided prior to final proposal submittal? (see L-2.12 also)

Answer #11 The Government is not changing the page count at this time. Please review clauses 52.212-1 and 52.212-2 of the RFP closely to determine which documents count towards the page limits and which documents do not count towards the page limits. For example, the following DO NOT count towards the page limits: a copy of the cover letter (letter of transmittal), title page, table of contents, glossary of any abbreviations and acronyms, warranty requirement information, formal certification documentation/signed letters from the CEO certifying carpet certifications, and tabs. The aesthetic evaluation will be conducted after the final RFP is released, after the competitive range is determined, and before contract award.

Question #12 Under OPS.3, GPS.3, SPS.4, HPS.3: Manufacturer shall provide patterned (etc.) carpet fiber that is 100% bulk continuous filament. All commercial fibers that meet your specifications are already 100% bulk continuous filament. This requirement is redundant and can be eliminated. This will allow all manufacturers to use their existing specifications instead of customizing them.

Answer #12

The Government will NOT be removing this requirement.

Question #13 Require a maximum Fiber Modification Ratio (FMR) or 2.2. To determine the Modification Ratio of a fiber shape, the size of the outer circle’s circumference of the fiber is compared to the size of the inner circle’s circumference. The smaller the number, the less likely the fiber shape will trap and hold soil and be subject to premature crushing and matting. The highest quality nylon will have an FMR of less than 1.5.

Answer #13 The Government is completely removing the Fiber Modification Ratio (FMR) requirement.

Question #14 Under OPS.4, GPS.4: Manufacturer shall provide patterned carpet with 100% nylon type 6,6 or nylon type 6 fiber. Because you include the other two nylon fibers available you can simply request “nylon.” Most manufacturers’ specification documents don’t list the type of nylon, so each manufacturer will need to add the distinction manually to all documents if you maintain this requirement.

Answer #14 The Government will NOT be changing this requirement. The nylon type must be 6,6 and/or 6 to be considered technically acceptable.

Question #15 SPS.2: Manufacturer shall provide solid color carpet tile that is 100% solution dyed with level loop, multilevel loop, or cut and loop construction. SPS.3: Manufacturer shall provide solid color carpet tile with cut pile construction. In SPS.2 you ask for loop, multilevel loop, or cut and loop. In SPS.3, you ask for cut pile construction. For commercial environments, loop construction is generally preferred over cut pile construction since it is more durable. You may not want to specify cut construction.

Answer #15 The Government is under the impression that cut pile has more color options.

Question #16 Tab “Product Line Summary”, Column “M”, “Organic Roll Option” – A minimum of one product (“OS”, “OM”, “OL” or “OCR”) must be available for each pattern family in a roll good option.: Does this mean that the roll good pattern must match one of the modular carpet tile patterns “OS”, “OM”, “OL” or “OCR”?

Answer #16 Yes, the roll pattern must match ONE of the modular carpet tile patterns per pattern family/collection. For example, when providing the Organic Pattern Family/Collection – Small Scale Option, this roll good option must match either the Organic Small Scale Option #1, #2, or #3.

Question #17 Does the Air Force have a minimum swatch or sample size to be used? Does the Air Force expect actual carpet swatches or color images? The following paragraph states that color images are sufficient. Please confirm.

Answer #17 The Government does NOT want actual carpet swatches or actual pieces of carpet submitted with the proposals. A small carpet swatch may not show enough of the pattern. The aesthetic evaluation will be used to ensure the proper colors and patterns are included within the program. Please provide printed color images of the carpet where indicated.

NON-TECHNICAL/PRICING QUESTIONS

Question #1

L-2.1 – Please define manufacturer and offeror. Is this defined as a parent organization that manufactures multiple brands? Please confirm you are looking for one RFP response per parent company, not by brand?

Answer #1

Only one proposal per manufacturer will be evaluated. Only one proposal per offeror will be accepted. What the Government does not want is several proposals, all for the same manufacturer. Each manufacturer shall only be represented once.

Question #2 L-2.4 – This translates to the following, correct?

(2) The first page of the proposal must show—

(i) The solicitation number;

(ii) The name, address, and telephone and facsimile numbers of the offeror (and electronic address if available);

(iii) A statement specifying the extent of agreement with all terms, conditions, and provisions included in the solicitation and agreement to furnish any or all items upon which prices are offered at the price set opposite each item;

(iv) Names, titles, and telephone and facsimile numbers (and electronic addresses if available) of persons authorized to negotiate on the offeror’s behalf with the Government in connection with this solicitation; and

(v) Name, title, and signature of person authorized to sign the proposal. Proposals signed by an agent shall be accompanied by evidence of that agent’s authority, unless that evidence has been previously furnished to the issuing office.

Answer #2

Yes, L-2.4 translates as you listed. Please comply with FAR 52.215-1(c)(2) as listed in L-2.4 of the RFP. Please also comply with the rest of L-2.4 in relation to the other items listed there.

Question #3

L–2.9.1.1 This states that “In the absence of formal certification documentation, a signed letter from the CEO will be determined technically acceptable.” Does this indicate that a single letter from the CEO that all products included in the response meet/exceed all criteria that this would replace all technical certification document requirements?

Please clearly define what is meant by “certification.” While this is probably referring to test documentation that relates to the products offered, it is unclear as to exactly which tests must be provided.

Answer #3

No, a single letter from the CEO is not sufficient to explain that all products included in the response meet/exceed all criteria. All spreadsheets must still be filled out in full. In the absence of formal documentation for a particular certification per tab, a signed letter from the CEO certifying that carpet meets the certification will be deemed technically acceptable. In essence, if the Offeror is not able to provide formal certification documentation for multiple certifications for a particular tab, the Offeror may provide one signed letter from the CEO certifying that carpet meets the multiple certifications and that will be deemed technically acceptable.

One signed letter from the CEO will not suffice for the whole volume. Signed letters from the CEO are to be used sparingly as formal certification documentation is the preference of the Government. Signed letters from the CEO are permitted as an alternate way to document certifications when formal certification documentation is unavailable.

The term certification is referring to test documentation that relates to the specific type of carpet covered by a particular tab. Offerors will find which certifications to include per tab listed in the dark blue box at the bottom of the relevant tabs in the Air Force Carpet Requirements Matrix (Attachment 1). For example, Offerors are to provide certification documentation on the following tests: electrostatic propensity, pill test, smoke density, tuft bind, and indoor air quality for all carpet types. Please reference the paragraphs within L-2.9.1.1 of the RFP for more details.

Question #4 L-2.9.1.1 (tab 7) – Is there a time requirement to get a dedicated ordering portal complete? And, will USAF contracting personnel be made available to provide testing assistance prior to complete roll out?

Answer #4

Going forward, the Dedicated Ordering Portal will just consist of a dedicated Point of Contact (POC), email address, and toll free phone number, all of which will be maintained by and at your company. There is no longer a requirement to maintain a separate website or ordering portal solely for the Air Force. However, should the Offeror desire to maintain a website or ordering portal solely Air Force, that is permissible. The dedicated POC, email address, and toll free phone number must be in place within thirty (30) days of contract award.

Question #5 L-2.9.2.2 – Is there any advantage / disadvantage of offering non-government past performance references?

Answer #5

There is no advantage or disadvantage to offering non-government past performance references because past performance is to be used only as part of the responsibility determination and it is NOT an evaluation factor.

Question #6

M-2.2.4 – With this being a NTE agreement it could inflate the larger orders unless a tiered price can be implemented. This isn’t a positive step. Having a responsible NTE price based on the standard order being under 100 SY and not based on a standard order being 1,000 SY will inappropriately raise the price that is being judged. Can there be a standard order size stated so that each response can be judged against the same criteria?

Answer #6

There will be no standard order size stated as order sizes cannot be predicted. However, the projected spend for this acquisition is $35M over the possible five years of the contract (base year plus four option years). Although we cannot provide a standard order size, understand your order volume will increase due to the fact that we are limiting/targeting contract awards to three (3) manufacturers under Tier I of this acquisition.

Question #7 52.219-4 – Under normal circumstances a price evaluation preference for small business is an important and needed contract requirement. In the case of a manufacturer being selected that may or may not include a disadvantaged business partner company, may any offeror claim this or any other small business advantage? All manufacturing partners can create a small and disadvantaged installation partner group that may be certified by the manufacturer so that warranty for both material and labor could be provided. Is the installation network still a consideration of this contract?

One of the important aspects not addressed in this draft RFP is the Air Force’s plans for installation services. Will this BPA be for product purchase only? Will the installation be contracted at the local base level or will it be handled on a national level?

Answer #7

The installation network is NOT in consideration for this project. Under Tier I of this acquisition, C-type contracts will be awarded which will lock in pricing, terms and conditions, and data reporting. Under Tier II of this acquisition, the local base/CONS offices will award contracts to local installers for the delivery, removal, and installation of carpet. Therefore, installation of the carpet will not be handled on a national level as part of the Tier I contracts.

Question #8 Pages 3-10 of 47, CLINS #2, #3 & #4 for all years: Is the statement “is not separately priced” to mean no pricing should be inserted here? If so, are we to assume that these are program cost that should be taken into account when pricing our products?

Answer #8 Yes, the statement “is not separately priced” means that no pricing should be put on CLINs 2, 3, or 4 and you should put $0 on those lines. Yes, you should take into account the program costs when pricing your products for CLIN 1.

Question #9 L-2.2 + L.2-3: The requirement for the Air Force Carpet Pricing matrix is a bit confusing. The information above states that the manufacturer is to print out “2 Hardcopies (1 Original, 1 Copy) and 1 Electronic Copy in searchable PDF format on a CD-R or DVD-R. The CD-R or DVD-R shall also contain the Air Force Carpet Pricing Matrix (Attachment 2) in Excel 2010 format or earlier.” Then, the end of the paragraph above says, “do not print out the Excel Spreadsheets.” Please clarify what is to be printed and placed in the two volumes.

Answer #9 Please reference the paragraphs L-2.2 and L-2.3 of the RFP for more clarification.

Question #10 Can any aesthetic approval be provided prior to final proposal submittal?

Answer #10 No, the aesthetic evaluation will be conducted after the final RFP is released, after the competitive range is determined, and before contract award.

QUESTIONS ASKED IN LETTER AND ANSWERS

Question #1

There has been an EPA clause added since this is a petroleum based product. Do you believe that we need to account for economic price adjustments, or is the price of your materials fairly steady? Understand that if we leave the EPA clause in, the prices may be adjusted up or down as the market dictates. I am of the mind to not include it, but that puts more risk on you. Please provide your thoughts on this.

Government Response #1 The Government will NOT be including the FAR EPA clause in this project due to its restrictive nature. The Government has inserted language at paragraph L-1.8 to address this issue.

Question #2 Please provide feedback on the maximum page counts. I want to ensure that you are provided with enough pages to do a comprehensive proposal, but I also want to limit the page counts as much as possible.

Vendor Response #2 L-2.9.1.2 – We believe the page count should not be so restrictive. Also, it would be very difficult to create custom room scenes for each of 5 colors in each of 3 pattern sizes in each product category. If we are able to comply, it will be very cumbersome, requiring us to create many documents that do not exist. In the carpet industry we have standard cut sheets that include the full specs and full color line on one page that is readily available and easy to submit with our response if you will lift some of these restrictions.

Government Response #2 We do NOT need a room scene for each of the five (5) required colors. Offerors are limited to displaying at most two color photographs of the type of carpet being displayed (per tab) and that the photographs feature one of the required colors. The room scenes shall depict carpet with any of the required colors being featured in the photographs. If using two photographs, the Offeror may depict one required color in a photograph and a different required color in the other photograph, or the Offeror may depict same required color in both photographs. Please reference the paragraphs within L-2.9.1.1 of the RFP for more details.