Attachment_16_-_RFIs_(Grounds_Maintenance).pdf

Questions Answers Is the government furnished equipment shown (Appendix J) with the option of purchasing this equipment under the contract at the prices shown?

No

Vegetative Flower Beds and Flower Beds shown on (Appendix B) and checking via satellite imagery seem to be perennials. Although in Attachment 1 sections 1.5.3 and 1.5.3.1 it discusses “flower replacements, removing after normal life cycle”, can you please clarify this?

The flower bed at the southgate used to be planted with seasonal flowers however perennials were planted in that location after publicatoin of the PWS. The purple heart memorial on the hospital grounds is currently the only flower bed planted with "seasonal" flowers which requires removal after their normal life cycle and replanted the following year

Is a specific proposal form needing to be used for pricing, technical documentation, and contract documents? We have found in Attachment 14 section 4.2 where “CLIN” is stated but we cannot find the pricing details.

Pricing will need to be provided on the solicitation document, SF1449, which is titled as FA8201‐18‐R‐0015.

Technical documentation will be in your own format as long as it follows the criteria of Attachment 14, FAR 52.212‐ 1 Addendum I, Instruction to Offerors.

Many of the annual frequencies listed in Appendix A have an annual range. For example, Semi‐Improved Grounds are to be accomplished 4‐6 times annually. Can the government provide accurate annual quantities? While we understand that the range is necessary due to weather and the height of the grass, there is a possibility of 25‐50% increases in labor and materials due to this range. Considering Semi‐ Improved grounds is comprised of 2,256 acres, a single annual quantity would be more fair to all offerors.

If additional services were needed due to changes in vegetation height, it could be ordered via a work order.

Follow the PWS and the published work load estimates

In looking at Appendix J ‐ Government Furnished Property, it provides us with a list of equipment but not enough information to make a determination of the condition and useful life left. Please provide us with the age or approximate age of each piece of equipment. If the equipment has an hour meter would the government, please provide us with the current hours on each piece of equipment?

BOBCAT TRACKHOE ‐ Age: unknown, Hours: 1879 WELLS CARGO TRAILERS ‐ Age: unknown, non‐movable DURA TECH TUB GRINDER ‐ Age: unknown, Hours: 1019 RYAN AERATOR ‐ Age: unknown, pull behind/manually operated DITCH WITCH VIBRATORY PLOW ‐ Age: unknown, no hour meter Polaris 6x6 side by side 800 ‐ Age: approximately 6‐7 years, hours/miles currently not available JOHN DEERE TRACTOR/BACKHOE 2305 ‐ Age: unknown, Hours: 390 JOHN DEERE TRACKTOR W/PLOW 445 AWS ‐ Age: unknown, Hours 818

In looking at Appendix J ‐ there is a column titled Value. Does this value represent the cost when the equipment was purchased or what the last valuation of the equipment was? If it is the last valuation of the equipment, when was this valuation determined? Please provide this information in the format of year and month.

The estimated value is based on the validation that took place in 2015

In looking at the evaluation criteria section, it does not require a contractor to have documented past performance experience. Due to the requirement of BASH standards and snow removal to name a few, there could be major safety issues if not performed correctly. We ask that the government reconsider their decision to not include Past Performance as an evaluation factor.

The Government has determined that Past Performance shall not be an evaluation factor for this requirement.

Is it a proposal requirement to provide past performance information? We have never seen an Air Force Grounds Maintenance solicitation of this size and magnitude that did not require past performance as an item of evaluation. There are items on the contract such as Airfield Maintenance (BASH mowing) and Snow removal that are mission critical and thus the Government would want a contractor with previous experience. We know, from past experience, how to manage a Grounds Contract as complex and encompassing as those being solicited at Hill, requires experienced professionals.

The Government has determined that Past Performance shall not be an evaluation factor for this requirement.

Is the Government going to evaluate each offerors past performance? If the Government does evaluate each offers past performance will they consider relevancy, such as providing snow and ice removal services to over 50,000 sf during the past three years; maintaining over 50 acres of irrigation systems during the past three years.

The Government has determined that Past Performance shall not be an evaluation factor for this requirement.

Will the Government require the most recent CPARS to be included in the our proposals? No we will not require it.

We understand that the irrigation systems were once operated using the Maxi‐com system. Are the irrigation systems still being operated using the Maxi‐com system? If the irrigation systems are no longer using the Maxi‐com system, what system is being used to control the irrigation systems, such as individual irrigation controllers?

The Maxi‐com system is no longer being used; irrigation systems are being controlled via individual controllers.

If the irrigation systems is still being operated using the Maxi‐com system have all of the upgrades been completed?

The Maxi‐com system is no longer being used.

During the site visit is was pointed out that the Irrigation system is old. Are there plans to upgrade the irrigation system? How many systems are galvanized pipe?

There are no plans for upgrading the irrigation systems at this time. The actual number of galvanized systems is unknown; some systems are a combination of both galvanized and PVC. The Government would estimate that approximately 15‐20 percent of the irrigation systems have galvanized components on them.

Who is the incumbent contractor? What is the current contract price? Incumbant is Maintenance Engineers, Inc. and the awardamount was $5,201,165.

During the site visit it was stated that the new contractor will not be able to use the fuel storage in the contractor’s yard. What is the requirement for the fuel tanks to have bulk fuel storage in the maintenance yard? (i.e. double walled fuel tanks)

Per the PWS, section 3.1, paragraph 3, fuel tanks and other storage tanks shall be compliant with Air Force Instruction (AFI) 32‐7044, Storage Tank Evnironmental Compliance as well as all other Federal and State regulations

Description of services has All Fence Lines listed to be trimmed. Will these fences be trimmed and free of vegetation prior to the start of the contract? As mentioned in the site visit some of the fences are not currently being maintained by the contractor. The linear footage of the fences is not listed in the Workload Data.

Fence not currently being maintained will not be trimmed prior to the start of the contract. Actual linear footage is not available.

Is chemical trimming allowed on the semi‐improved or improved grounds around obstacles (poles, buildings, electrical, and sewer)? Yes, but chemical must be approved by base officials, the COR and Contracting officer

Are there areas of improved grounds next to the runway and taxiway surface? Is the bash standard consistent to the edge of the concrete? Is chemical trimming allowed around obstacles in the BASH area?

See Map B‐1 for improved grounds locations. Chemical trimming is not permitted in BASH areas

Is the contractor required to maintain the entire Paved/Asphalt area on the airfield free from crack grass? Can this be done with chemicals? Contractor is not required to maintain crack grass on paved areas of the airfield. See PWS, section 1.3.2

There are areas not currently being maintained to the drafted PWS. Some of the areas will require additional first‐ time cleanup/renovation: example – Little Mountain non‐irrigated improved. Should this be considered in the bid?

See added CLIN 0035

CLIN 0004 states Maintain Irrigation Systems for 40 months. Is this to include one month outside the April‐October growing season? Or should it be 35? 40 months is correct….the additional month is for winterizing

The Unimproved Grounds, and Surface Drainage Ditches are reserved but do not have any information provided in the PWS or Appendix A. If this is possible future work, should this be included in the PWS and Appendix A and should a quantity be included?

This is not being considered for future work at this time

According to Appendix A and the PWS, non‐irrigated improved grounds requires upkeep of 3‐6 inches. Historically, has mowing every 2 weeks been enough to keep the height at 3‐6 inches? There is no historical data available. This estimate was derived from the fact these areas are not being irrigated.

According to Appendix A and the PWS mowing of semi‐improved occurs 4‐6 times within a 7‐month period.

Historically, has this been adequate to keep the grass within the height standards of 4‐10 inches?

Yes

CDRLS according to Appendix C ‐ Will the COR utilize Daily Work Completion Reports for inspection purposes and how often will inspections be conducted?

The COR may use daily work completion reports for validation purposes. Inspections will occur at once per week along with spot checks with various tasks occuring throughout the month

For Proposal submission, is it correct that only 4 CD‐Rs in total should be submitted? Yes that is correct In reference to FAR 52.212‐1, section 6.1, what does Volume IV include? This has been corrected, it now reads "Volume III" According to Appendix A, no Workload Estimate is listed for trimming that is noted in Section 1.1.3 of the PWS. What is the Workload Estimate for this work? There is no workload estimate for this work

CLIN 0002 Maintain Irrigation lists 40 months on the base year, 8 months on Option Year 1 and 7 months in the PWS.

Should this CLIN only be listed for 7 months, according to the PWS, for the growing season? Refer to question 22

Will the irrigation system be 100% functional when the new contract starts?

No, there will be some systems that require work. This work will be coordinated through the COR as funding becomes available.

In reference to FAR 52.212‐1, section 6.2.2, what does Section B refer to? Section B of the SF1449 For proposal submission, does the Government only desire CD‐Rs and no paper copies? Referring to FAR 52.212‐1 Addendum 1 Section 3.9.2 where printing is required.

Yes the proposals should all be on CDs. This section can also refer to electronic word processor documents.

Removed "printing" language.

CLIN 0007 Fertilization has a quantity of 15 each while the PWS gives a quantity of 115.2 (total) done 3 times annually. Which is correct and/or does the quantity of 15 refer to something else?

Appendix A refers to 115.2 acres of improved grounds that will be fertilized. The PWS states those 115.2 acres will be fertilized 3 times per year thus 15 times over 5 years

According to SF 1449 Continuation Sheet, Option Years 2‐4 are not included. Should they be included here?

This is an IDIQ contract with a five year ordering period. Option 1 is for the six month extention outlined in FAR 52.217‐8, Option to Extend Service, which allows for a 6‐month option after the five year ordering period

CLIN 0002 is listed for 35 months. Is this to include 7 growing seasons for 5 years? Growing season is 7 months. 7 months x 5 years = 35 Many areas were observed at the site visit that have not been trimmed/mowed to required standards. Will the base be in compliance when the new contract starts, including areas that have been changed from semi‐improved to Improved?

See added CLIN 0035

Will all rock/flower beds have all weeds pulled before the new contractor takes over? Some beds may contain weeds due to the current contract specifications and the current contractors schedule

Currently, rock beds have been sprayed and the dead weeds are still present, is this an acceptable practice to stay in compliance? No it is not acceptable practice. Dead weeds shall be removed to stay in compliance

What was the total contract award amount for the last contract? The award amount was $5,201,165.

Is the base satisfied with the current contractors’ performance on Hill AFB? The Government will not discuss contractor performance Is the appearance of the base up during the site visit on 7/25/18 acceptable on the new contract? If not, what changes should be made? Refer to the PWS for the acceptable standards.

Is there landscaping fabric in any plant/rock beds that are on this contract? Yes, most areas have landscaped fabric installed however there are some areas that do not.

What is the name of the current contractor? Incumbant is Maintenance Engineers, Inc.

Are there any changes from the incumbent contract PWS to this newly released PWS? If so please describe. There are many changes to the PWS, all of these changes cannot be captured.

Can the government confirm that the staff under this contract is indeed not unionized? Contractor employees are subject to the Service Contract Labor Standards (formaly Service Contract Act) Can the government confirm the current contract pricing? The award amount for the current contract was $5,201,165.

Is there potable water access on base? Yes Is there a bid bond required? No What type of proof of financial ability to obtain resources is required or preferred? Reference Attachment 14 FAR 52.212‐1 Addendum I Amendment 2 PWS 3.6 Solid Waste Collection & Disposal PG 19 : Who is responsible for the payment to dispose the yard shrub and tree waste at an off base sanitation facility? Contractor is responsible for this payment

PWS 3.6 Solid Waste Collection & Disposal PG 19 : Does the government have a preapproved off base sanitation facility they can share? The nearest landfill is Davis Landfill located 2 miles east of the base

PWS 1.7.2 Ice Control : Is there a preferred type of ice melt the government would like used for the contract?

Ice melt that is safe for the environment as well as safe to use around children as ice melt will be applied at both child development centers as well as in front of Hill Field Elementary School.

PWS 1.1.10 Lawn Renovation: PWS states rates will be negotiated at work order issuance. However, the pricing sheet has line items open to submit lawn renovation pricing. Can the government please clarify the direction?

CLIN has been changed to To Be Negotiated (TBN) and will not be priced at the time of award.

PWS 1.1.10 Lawn Renovation: What is they type or types of grass that are required for lawn renovation? Kentucky bluegrass, perenial rye grass, and varieties of fescue grass are commonly used in this region Attachment 14, Section 3.9.1 states that proposals are to be submitted in electronic format on CDs and then in Section 3.9.2, it says that it is to be printed on both sides. Does this mean that hardcopies are also required? If so, how many for each Volume?

No hardcopies shall be provided, removed "printing" language.

Attachment 14, Section 3.13.2 states that there is a 4‐page limit for Pricing Assumptions, while Section 4.4 says that the pricing assumptions shall not exceed six (6) pages. Is the limit 4 or 6 pages? 4 pages, corrected Section 4.4

Attachment 14, Section 6.1, 7.4, and 7.5 state that we are to include a Volume IV and then references Table I, which does not include a Volume IV. Was this meant to say Volume III or are we required to add an additional fourth volume?

All reference of Volume IV should read Volume III, corrected.

Can the Government provide a total square footage for trimming required within the improved grounds areas (Hill AFB, Little Mountain, and non‐irrigated grounds)? That information is not avaiable

Can the Government provide total linear footage of the outdoor jogging trail as described in PWS section 1.1.1.1?

There is approximately 9,600 linear feet of the outdoor jogging trail that travels through the semi‐improved grounds.

Section 1.1.4 of the PWS states that weeds shall be controlled in all improved grounds. Can the government confirm that this is in turf locations of the improved grounds? Additionally, what CLIN should this workload fall under?

This falls under CLIN 001, Maintain Improved Grounds

Section 1.1.5.1 of the PWS states that manual irrigation will be required for improved grounds. Can the government provide more detail on this? Is the contractor responsible for irrigation areas of the improved grounds where irrigation systems are down for maintenance or irrigating to establish turf?

Appendix F identifies areas that require manual watering. Additional areas may require manual watering throughout the life of the contract at which time, those areas will be appropriatly added to the contract. Yes, the contractor is responsible for manually watering areas that are down for maintenance. Refer to PWS section 1.1.5.1, contractor shall adjust watering schedules for to support areas that have been disturbed by construction and are establishing rehibilitated areas.

In reference to appendix A, pg. 1, can the Government provide total acreage of the 20 manually irrigated areas? That information is not avaiable

In reference to Appendix F – Irrigation Systems, how large is each area (Winterization, Spring Start‐up, Manual)?

How many zones, irrigation heads, and controllers are there? That information is not avaiable

In reference to PWS section 1.1.5.2, can the government please confirm that the government will provide reimbursement for all irrigation repair parts needed? Who will be responsible for irrigation repair ancillary materials such as pvc primer, glue, or Teflon tape?

The government will provide reimbursement for all irrigation parts required to maintain and repair irrigation systems to include pvc primer/glue, teflon tape. The government will not reimburse for any tools or other equipment used in the maintenance/repair of irrigation systems. The goverenment will not provide reimbursement for irrigation parts that are damaged due to contractor mowing operations such as damaged heads, etc...

In reference to PWS Section 1.5.1 Vegetative Beds, can the government please provide the desired type of mulch to be used in the landscape beds and how often they should be re‐mulched?

The type of mulch shall be of the same type being replaced. Most beds have wood chips. Much of the hospital beds contain rubber mulch which has a much longer life spand. Contractor should anticipate refreshing mulch every 2 years.

In reference to PWS Section 1.1.9 Pest Control, can the government please provide clarification as to what pests would typically be controlled. During the site visit, it was mentioned that grubs were a problem throughout the improved grounds. In this scenario, would the contractor be responsible for complete control of the grubs and then addressing any subsequent pests identified regardless of how vast the infestation is?

Grubs are the main concern however the contractor is responsible for contol of other insects that may degrade the condition of turf. The base entomologist is responsible for rodent control however the contractor should notify the COR of areas where rodent infestation has occured so action can be taken to prevent further damage.

In reference to PWS Section 1.8.5 – Planting Trees, Shrubs, and Vegetative Beds, can the government provide the size and type of the 50 shrubs and trees to be replaced annually?

Trees will typically be 1.5 to 2 inch caliper and shrubs may be in 1‐5 gallon containers depending on the locatoin and type of shrub.

In reference to PWS Section 1.8.4 – Special Cuts and Appendix A, can the government clarify how many acres encompass the 4 each annually? That information is unknown Can the government provide the average number of snow events per year? 2017‐2018: 10 events with amounts over 1 inch / 64.77 inches total accumulation

2016‐2017: 23 events with amounts over 1 inch /89.6 inches total accumulation 2015‐ 2016: 12 events with amounts over 1 inch /43.3 inches total accumulation 10 Year Average: 61.4 inches Record Snow Fall: 154 inches in 1973‐1974

CLIN 0008 – Reimbursement of Irrigation Parts, what price should be input into this CLIN if the amount of reimbursement is unknown at this time? Please see update to the SF 1449, this CLIN will not be priced at the time of award.

CLIN 0010 – Lawn Renovation, what price should be input into this CLIN if the amount is negotiated at the time of work order issuance? Can the government provide more details on what this work entails so that the contractor can be accurately priced based on the 1 acre annually. Does this work entail seeding or resodding? Is there any regrading of turf areas needed or placement of new topsoil?

Lawn Renovation includes but is not limited to: resodding, seeding, removal and replacement of top soil and possible regrading depending on the scope of work

Appendix A – Emergency Tree Pruning, can the government provide the average size of these trees? Trees sizes range from 20‐80 feet In reference to irrigation repairs, can the government please provide the average annual cost of materials for the 250 irrigation head repairs and 50 pipe repairs? This is not relevent as the contractor is reimbursed for irrigation repairs Can the Government provide total square footage or acreage of the 206 munition storage area bunkers? Estimated 1.4 million square feet What equipment is permitted to be used on the munition storage area bunkers? Can riding mower equipment be used as long as the slope is permittable for the equipment?

Yes, riding equipment may be used however, per the PWS, section 1.2.11, vegeation on bunkers will be cut in such a mannor to prevent rutting and erosion

In reference to Appendix A – Emergency Tree Pruning, would the Government like a price per hour for emergency pruning (150 hours) or a price per tree? Line 35 states 1,500 hours, not trees. Can the Government provide species and average size for tree pruning?

Price per hour. Types of trees include but are not limited to maples, pine, spruce, chokecherry, flowering pear, honey locust, Greenspire Lindin, crabapple, thunderbird plum and quaking aspen. Sizes average from 20 feet to 80 with some trees

In reference to solicitation pgs. 11, 12 ‐ CLINS 0027, 0028, and 0029, can the Government please provide the correct quantity for each size emergency tree and stump removals (Large, Medium, and Small)? The quantity is listed in the solicitation as large: 100, medium: 125, and small: 75. Appendix A lists the quantity as 300, or 60 annually.

Appendix A is an estimate of how many the removals the Government expects to complete within the life of the contract. 100 large, 125 medium, and 75 small add up to 300 total emergency tree and stump removals.

Are all quantities listed for item numbers 0001‐0034 (base year), total quantities for the base and all four option years? For example, CLIN 0002 lists 35 months however it states April 1 through October. In this scenario, we would assume that CLIN 0002 consists of five years? Based on these CLINs and the quantity of months listed, the base year is five years and option year 1 is one year.

This is an IDIQ contract with a five year ordering period. Option 1 is for the six month extention outlined in FAR 52.217‐8, Option to Extend Service, which allows for a 6‐month option after the five year ordering period

Who is the current grounds maintenance contractor? See question 44 What is the current contract annual price? See question 40 The PWS has a draft watermark? Can the government confirm that this is the correct PWS. See Amendment 1 of the solicitation

Proposal Instructions 3.9.1 requests to use separate files on each CD. For Example for Volume II Technical, do you expect separate files for each factor/subfactor to be addressed? If so, these are technically separate volumes and should there be table of contents, etc. for EACH file? Example, do you want 6 separate files on the Volume II CD as described in section 5.3 Volume Organization? Or one file inclusive of one table of contents and all sections as definite in 5.3?

Yes the Government does expect separate files for each factor/subfactor (i.e. three subfactor files). These are not separate volumes, only separate files within one volume. No there does not need to be separate Table of Contents for each file. One is sufficient.

Proposal Instructions 3.9.2 states to print on both sides of the paper. Please confirm there are no paper copies to be submitted but only electronic copies on CD‐R with quantities as shown Table 1 – Proposal Organization.

No hardcopies shall be provided, removed "printing" language.

Proposal Instructions 4.2 states all pricing shall be included in Section B which is PDF formatted. The required file format to be placed in Volume I is either WORD or EXCEL. Will either a WORD or EXCEL Section B be placed on FBO by the government for use as required for the pricing?

Fixed verbage, PDF is appropriate for Section B.

Can you please further define what you are expecting to be included in Volume I for 4.4 Pricing Assumptions?

The Government cannot further define expectations for the Pricing Assumptions, they will vary from offeror to offeror.