Atch 7 Government Responses to Submitted Questions.pdf

Government Responses to Submitted Questions

FA820120R0002

Hill AFB Dining Facilities

1. Question: Is this solicitation open to the State Licensing Agency (SLA)?

Government Response: The solicitation is being amended to clarify that if a SLA under the Randolph-

Sheppard Act submits a proposal, the following provisions/clauses do not apply to the SLA or its blind vendor: FAR 52.219-6 “Notice of Total Small Business Set-aside”, 52.219-14 “Limitations on

Subcontracting”, 52.219-1 “Small Business Program Representations” and 52.219-28 “Post Award Small

Business Program Representation”.

2. Question: If the SLA submits a proposal, will it be evaluated in accordance with the Randolph-

Sheppard Act?

Government Response: All proposals (including any offer submitted by a SLA) will be evaluated according to the evaluation criteria stated in the solicitation and award will be made to the lowest priced technically acceptable (LPTA) offer.

3. Question: Does the Randolph-Sheppard Act apply to this solicitation?

Government Response: The solicitation is being amended to clarify that if a SLA under the Randolph-

Sheppard Act submits a proposal, the following provisions/clauses do not apply to the SLA or blind vendor: FAR 52.219-6 “Notice of Total Small Business Set-aside”, 52.219-14 “Limitations on

Subcontracting”, 52.219-1 “Small Business Program Representations” and 52.219-28 “Post Award Small

Business Program Representation”. All proposals (including any offer submitted by the SLA) will be evaluated according to the evaluation criteria and basis for award stated in the solicitation (LPTA).

4. Question: In regards to the Evaluation Process, the CLINs state “Mess Attendant, Housekeeping, and Grounds Maintenance Services performed by Collective Bargaining Agreement covered employees IAW PWS Attachment 1. Section 10 of the PWS calls for food production employees as well. Are the CLINs misstated or PWS section 10?

Government Response: Contractor shall propose to the staffing requirements outlined in Atch 1 PWS I

(10).

5. Question: Regarding the DFAC PWS, on pages 8, 9, & 10, the Government is stipulating

“required” staffing to perform the work. When costing out the job, are we permitted to present the Government an alternative staffing approach, or must we follow the one the Government has presented in the PWS?

Government Response: IAW 52.212-2 of the solicitation, the evaluation process states: “proposals meeting minimum personnel requirements within the PWS section 10 will receive a Pass technical rating. Those proposals which do not meet the minimum personnel requirements specified in PWS section 10 will receive a Fail technical rating.”

6. Question: Is the solicitation a total small business set aside or a HUBZone set aside as indicated at FAR 52.219-3 in the Representations and Certifications?

Government Response: This requirement is a 100% small business set aside; however, please see

Government Response to question 3. Clause 52.219-3 has been corrected in solicitation amendment

0002 to remove the HUBZone designation.

7. Question: What is the start date?

Government Response: As outlined in the delivery schedule of the solicitation, Phase in for new

Contractor (CLIN 0006) is to start 10 Feb 2020 and the period of performance (CLINs 0001, 0002, 0003, 0004, 0005 & 0007) will begin 01 March 2020.

8. Question: What is the incumbent contract number?

Government Response: FA820119CA0005

9. Question: Although EO 1349 has been removed by President Trump, will the winning contractor be able to interview and hire employees currently filling the positions at Hill AFB?

Will this contract still recognize employee first right of refusal?

Government Response: EO 13495 has been revoked, meaning it is no longer required to offer first right of refusal. However, you may still voluntarily choose to offer first right of refusal.

10. Question: Are menu boards electronic? Will this be considered GFP?

Government Response: Menu boards are electronic, and are located within the Government Furnished

Facilities.

11. Question: Will the contractor order and track subsistence or will this be requisition from

Government set-up?

Government Response: PWS rev.2 III. (f) has been updated to reflect that it is the responsibility of the store room clerk to identify ordering needs to the FSO. After approval from the FSO, the store room clerk will place all food and beverage orders.

12. Question: Shall the technical description including identification of staffing numbers that comply with PWS section 10 include naming of or only hours for classification codes?

Government Response: The position descriptions shall be shown to clearly line up with the CBA or Wage Determination.

13. Question: Can we have photos of the facilities?

Government Response: Photos will not be provided. A site visit was held on 3 December 2019.

14. Question: Can you explain UTA? What is the frequency and duration? Is this predictable?

Government Response: Please reference PWS I (13). The guard weekends generally occur one weekend a month (usually the first weekend). After award, the Contractor will be furnished a tentative list of these active duty weekends, which are subject to change given 24 hours notice.

15. Question: Will the Government please clarify if Past Performance information is to be included in the offerors proposal, and if so the desired format to be followed?

Government Response: IAW FAR 15.304(c)(3)(iii), the CO has determined that past performance will not be evaluated for this requirement. Therefore, solicitation clause 52.212-2, evaluation factors for award, does not included any submittal/evaluation information relating to past performance.

16. Question: Is this a full food service RFP? The bid schedule states “Mess Attendant, Housekeeping, and Ground Maintenance Services.”

Government Response: This requirement is for support services for the Air Force’s operation of the dining facilities. This is not a full food service contract.

17. Question: How many employees are staffed on this contract? (Contractor employees) How many Cook I and Cook IIs are staffed in this contract? How many are Mess Attendants and how many are Mess Attendant Leads?

Government Response: Please refer to PWS I (10) for staffing requirements.

18. Question: The government will replace materials in Technical Exhibit 4b that are lost due to fair wear and tear. Any additional stock that is needed above the initial inventory will be procured by the Government. I could not find this list in TE 4b. Will the government be providing this list?

Government Response: PWS rev 2 III (e) has removed the language “Technical Exhibit 4b”. The Government will replace materials located in the Government Furnished Facilities that are lost due to fair wear and tear.

19. Question: Does the current contract subcontract out the requirements for the preventative maintenance of self-perform? If subcontracted who is the current service provider? If self-performed what is the wage rate?

Government Response: Currently preventative maintenance is sub-contracted. The Government does not disclose information that may reveal the approach of a competitor’s proposal.

20. Question: What supplies and materials are provided by the Government?

Government Response: All supplies and materials will be provided by the Government.

21. Question: Please provide a list of all the light bulbs the contractor is required to purchase and estimated quantities.

Government Response: PWS rev.2 I (6)(5) has been revised to remove that light bulbs are contractor supplied. All bulbs will be supplied by the Government.

22. Question: Will the Government require company logos on the uniforms?

Government Response: Logos are not required. Contractor personnel shall wear professional food service uniforms as recognized by the food service industry.

23. Question: Is there internet access for the contractor’s use at the office space/s provided? Is wireless internet available at the site or will the contractor be able to install Ethernet for our office/administrative use? Will an area be available in each DFAC to install wall mounted time clocks?

Government Response: Base network internet is available in all office spaces, no wireless internet is currently available. An area will be available in each DFAC for wall mounted time clocks, should they be required.

24. Question: Does the Government provide the paper goods to include flight meals service packs, Styrofoam cups, paper ware, plastic ware, etc. for meals serviced and considered outside the dining facility?

Government Response: Yes.

25. Question: Can we be provided with a copy of the current contractor’s seniority list to adequately price for accumulation of vacation time in the proposal?

Government Response: The Government does not disclose information that may reveal the approach of a competitor’s proposal.

26. Question: What is the average number of year’s seniority each of the incumbent’s employees have?

Government Response: Please see Government Response to Question 25.

27. Question: What is the total number of employees currently employed?

Government Response: Please see Government Response to Question 25. For staffing requirements, please refer to PWS I (10).

28. Question: Cashier Services in the PWS states: “Shift supervisor provides pricing list prior to shift to cashiers starting work”. There is no shift supervisor listed in section 10 of the PWS. Is this contractor position or Government?

Government Response: PWS rev.2 I (4) has been updated to read “mess attendant lead” rather than

“shift supervisor”.

29. Question: Emergency Service Hours CLIN price – is this for one person for the number of unit hours or the total number of persons needed for one hour?

Government Response: Total number of employees needed to operate the required meal period, up to

24 hours.

30. Question: Can you please provide a list of the items needed to maintain an inventory of cleaning supplies, and the historical usage for the dining facility? Can you provide a list of expendable and durable supplies and quantities by facility?

Government Response: As the manager of facilities, the Government will provide all cleaning supplies required for both facilities.

31. Question: Where is the on-site manager’s office to be? Will there by office space/s provided for contract management in any of the DFAC? Is there internet access for the Contractor’s use at the office space/s provided?

Government Response: Offices are provided within both Government facilities - please reference technical exhibit 4. Please see Government response to question 23 for internet access.

32. Question: Does the Government provide the paper goods to include Styrofoam cups, paper ware, plastic ware, etc. for meals served and consumed in the dining facilities in the case of dishwashing systems being inoperative? Please provide a list of all dishwashing supplies specific to the machines and dispensers used in each dining facility.

Government Response: Yes, all paper good and dishwashing supplies will be provided by the

Government.

33. Question: Additional applicable clauses and provisions can be found in Attachment 3. Please clarify as to where these clauses and provisions are located. Is FAR 52.208-9 included?

Government Response: Attachment 3 is the CBA agreement and no clauses are contained in that document. FAR 52.208-9 is not included in the solicitation clauses.

34. Question: Are the Offeror Representations and Certifications, the SF 1449, and any other amendments to the solicitation supposed to be part of the price proposal?

Government Response: Yes.

35. Question: Who is responsible for ordering Government provided subsistence and supplies?

Government Response: Please see Government response to question 11.

36. Question: Is grass cutting a responsibility of the contractor? If so, how many feet surrounding the dining facility is required to be maintained?

Government Response: No, all grass cutting will be handled by the Government.

37. Question: Will the contractor be permitted to perform scheduled cleaning in the evenings after the dinner meal, i.e. from 1930 hours to 2330 hours?

Government Response: Cleaning may take place whenever the Contractor deems necessary.

38. Question: Will the Contractor be provided a facility on base for the ample storage of supplies?

Government Response: The Government is responsible for providing all supplies. There are two

Tuff Sheds included in the Government-Furnished Facilities in which things are stored.

39. Question: Can we get a copy of the current preventative maintenance schedules?

Government Response: Preventative maintenance schedules are not currently available.

40. Question: Who is responsible for cleaning of exterior windows? Are any exterior windows over

10 feet from the ground?

Government Response: Please refer to PWS I. (6)(5). No exterior window is over 10 ft. from the ground.

41. Question: Will the Contractor be required to have a minimum number of personnel in the dining rooms throughout all meal periods or will the designated dining room personnel be able to leave the dining room areas in order to perform other duties?

Government Response: Personnel may be used to perform other duties, if the volume of customers inside the DFAC permits.

42. Question: Who supplies the office furniture? Will the furniture that is presently there stay?

Who supplies the safe for Government funds?

Government Response: The Government provides office furniture, to include the safes.

43. Question: Can invoices be submitted every two weeks IAW FAR 52.232-1(b)?

Government Response: Yes.

44. Question: Will the Contractor be required to provide any vehicles in connection with the work being performed under any services in the PWS?

Government Response: Please refer to PWS Section I (19).

45. Question: Is there a time limit on the amount of time the Contractor has to clean the areas assigned, i.e. kitchen, serving line, dining room or dishwashing areas between meals other than to say the areas need to be cleaned prior to the start of the next meal period?

Government Response: Contractor is required to have all areas cleaned prior to the start of the next meal period.

46. Question: Will the Contractor be reimbursed by the Government for costs to repair and maintain equipment, including all parts and labor used plus any related special handling costs?

Government Response: The Government will be responsible for the costs of all repairs to maintain equipment.

47. Question: What is the correct quantity for CLIN 4005? 8 or 24 like all the other years?

Government Response: 24 is the correct quantity. This has been corrected in solicitation amendment

0002.

48. Question: Do we enter a price for CLIN 0007?

Government Response: No. As stated in CLIN 0007, this is to be Not Separately Priced.

49. Question: Is the Quality Assurance (QA)/Mess Attendant Lead a government employee or

Contractor employee?

Government Response: This is a Government employee. PWS rev.2 III (2)(b) has been corrected.

50. Question: Will the Government provide the equipment list stated in technical exhibit 5?

Government Response: There is no equipment list stated in technical exhibit 5. Exhibit 5 outlines that the Hillcrest dining facility, Fast Eddies dining facility and two (2) Tuff Sheds are being furnished as

Government Furnished Facilities.

51. Question: Regarding meals off site – will the Contractor be required to provide employees at these off site locations? If so, will minimum staffing be reduced by the number of employees required or will these be employee over and above the minimum staffing?

Government Response: If meals were required off site, these employees would fall under “Emergency

Services” over and above the minimum staffing required.

52. Question: IAW Hill AFB snow removal policy, does the 75 feet mean that snow removal is to include non-traffic areas and parking lots?

Government Response: No.

53. Question: Additional Grounds Maintenance states that weather, traffic, or other conditions may demand additional cleaning or maintenance to ensure the grounds are clean and orderly.

Does this include roads and parking lots around the dining facilities?

Government Response: No.

54. Question: Can you provide a list of the site visit attendees and the companies they represent?

Government Response: Attendee list added via solicitation amendment 0002, Atch 8.

55. Question: As the Government has only one person identified in a food service role (the FSO) how is it possible for the Government to accomplish the entire management of the food service operation to include: scheduling, assigning of duties, supervising and training of contract employees; quality control; food service administration and accounting; and ordering and receiving subsistence?

Government Response: As stated in the PWS, the Government is the operator of the dining facilities at

Hill AFB, and will provide the food, inventory, facilities, utilities, equipment and customers. Such activities involve Government officials and employees other than the FSO. The FSO is identified in the

PWS as the point of contact for the contractor. Refer to PWS III for a description of the government property and operational duties. The contractor is to provide support services IAW the PWS.

56. Question: How does the Government expect the Contractor to meet all of the requirements in the PWS without allowing the Contractor to employ key management personnel such as a

Project Manager/Assistance, Quality Control Manager, Shift Supervisors and Training

Coordinator?

Government Response: The Contractor is responsible for determining how it will meet the requirements of the contract. Per the solicitation, a proposal must meet the minimum personnel specified in the PWS I (10) and align with the correct labor category wage listed with the Collective

Bargaining Agreement or Wage Determination. As stated in the PWS, the Government is the operator of the dining facilities at Hill AFB, and will provide the food, inventory, facilities, utilities, equipment and customers. Refer to PWS III for a description of the Government property and operational duties. The

Contractor is to provide support services IAW the PWS.

57. Question: How does the Government expect a non-exempt hourly employee (Mess Attendant

Lead) to be responsible for the performance of the full food services for the Air Force’s operation of the Hill AFB Dining Facilities as required by the PWS?

Government Response: The Government and its employees and officials are responsible for the management and operation of the Hill AFB dining facilities. The PWS requires the provision of support services, not full food services. The Contractor is responsible for determining how it will meet the requirements of the contract. Per the solicitation, a proposal must meet the minimum personnel specified in PWS I (10) and align with the correct labor category wage listed within the Collective

Bargaining Agreement or Wage Determination.

58. Question: Why is the Government labeling this solicitation as “Support Services for the Air

Force’s Operation of the Dining Facility at Hill AFB” when all of the specific tasking in the PWS clearly qualifies this requirement as a full food service contract?

Government Response: The Government and its employees and officials are responsible for the management and operation of the Hill AFB dining facilities. The PWS requires the provision of support services, not full food services.

59. Question: Page 19 of the PWS cites that the Government will provide the Contractor with a vehicle for purposes of transporting food. What is the size of the vehicle? Specifically is it more than ½ ton? Does the Government also pay for the insurance and fuel?

Government Response: Vehicle supplied by the Government will be less than ½ ton. Government pays for insurance and all fuel.

60. Question: Page 20 of the PWS cites that telephone service will be provided. What is the annual cost for this service?

Government Response: Telephone service will be provided by the Government.

61. Question: Is office space supplied in the mess hall for Project Lead, Accountant, and Mess

Attendant Leads?

Government Response: Please see Government response to question 31.

62. Question: Typically, how many meals are served during the midnight meal service period?

Government Response: Please refer to PWS technical exhibit V (2).

63. Question: How many UTA weekends occurred during FY18 and FY19?

Government Response: 12 UTA weekends occurred in both FY18 & FY19.

64. Question: Page 22 of the PWS cites the hours of the Thanksgiving and Christmas meals. Please advise how many employees are needed to support the mission?

Government Response: No additional staffing should be required, please refer to PWS I (13)(b).

65. Question: When Air Force members are relieved for federal holidays, do the Hillcrest dining facility hours of service or staffing requirements fluctuate due to reduced headcount? How many and which days of service were changed in FY18 and FY19?

Government Response: No, staffing requirements do not fluctuate. No days of service were changed in

FY18 or FY19.

66. Question: Page 3 of Requisition number F2D0CA9142A001, which is the published “Supplies or

Services and Prices/Cost”, page does not allow Contractor to enter costs/pricing figures for any costs other than those costs associated with the CBA. Please provide a workbook for

Contractors to enter all associated pricing figures as it relates to the PWS.

Government Response: The above referenced document does not exist, you may be looking at old/outdated documentation. The Government will not be providing a workbook for proposal submissions – you may use the format of your choosing.

67. Question: Is the 1449 and all associated pages included in the 80 page double-spaced, single-sided limit?

Government Response: Yes.

68. Question: The instructions state that the proposal needs to be submitted in four (4) separate volumes and that there are no page limits except for Volume II, Technical Volume. The

Amendment issued on 20 November states that the proposal needs to total 80 pages double-spaced, single-sided. Please clarify this discrepancy on how the proposal needs to be organized.

Government Response: Again, you may be looking at old/outdated documentation. The solicitation and all amendments state that the proposal shall not exceed 80 pages single sided, no small than 12 font normal margins, 8x10” pages. 4 separate volumes are not required.

69. Question: Request a list of Government Furnished Equipment that will be utilized in preparing and serving meals under the contract.

Government Response: There is no Government Furnished Equipment list. All necessary equipment is located in the Government Furnished Facilities, technical exhibit 5.

70. Question: Request a copy of the cyclic menu as the menu and equipment available for the performance of all aspects of the contract will drive staffing requirements and schedules.

Government Response: After award, a 28-day menu will be provided to the Contractor quarterly and should not affect equipment or staffing requirements.

71. Question: What is the average tenure of the current workforce as the length of service and benefits entitlements will be considered in staffing and pricing?

Government Response: Please see Government response to question 25.

72. Question: What is the historic number of meals served for the Thanksgiving and Christmas meals as the PWS indicates that the Contractor should plan for increased attendance?

Government Response: Historically 225-250 meals are served for Thanksgiving and Christmas.

73. Question: What is the process of turn-in of Government funds or maintaining change funds for the sale of meals?

Government Response: Change funds will be the responsibility of the Contractor.

74. Question: Is there Government Furnished Equipment for maintaining and removing snow and ice surrounding the dining facilities?

Government Response: Contractor will have access to snow removal equipment located in the

Government Furnished Facilities.

75. Question: In supporting meals served at off-site locations for field exercises, what is the average number of guests the Contractor can be expected to support as this will drive staffing requirements?

Government Response: The average number of guests for FY18 and FY19 was zero.

76. Question: Is a copy of the union agreement available? Or what is the current grievance procedure for current employees?

Government Response: No, a copy of the union agreement is not currently available.

77. Question: In regards to submitting proposals, does the Government require proposals be submitted via email, hardcopy, or both?

Government Response: Per 52.212-1, Instructions to Offerors (b), proposals need only be submitted to the email addresses listed. Hard copies are not required.

78. Question: If the Government requires hardcopy proposal submission, how many copies of the proposal does the Government require?

Government Response: See Government response to question 77.

79. Question: If submitting hardcopies, is the Contractor required to use 8x10” or 8.5x11” paper?

Government Response: See Government response to question 77.