Questions_Set__1.pdf

GENERAL NOTE TO OFFERERS: PWS paragraph 1.2. Scope of Work states “Reimbursement for all work contained in this PWS is considered to be part of the monthly fixed-price Contract Line Item (CLIN) unless otherwise stated.” If the paragraph does not state that it is to be paid at the CLIN price or as a Special Project, it should be included in CLIN 0001 and 0002.

1. Will the contractor need to have replacement appliances on hand, and if so, will we be reimbursed at purchase or installation?

A. It will be at the Contractor’s discretion as whether or not to have replacement appliances on hand. However, Contractor must meet all requirements of the PWS. To include, Appendix B (Service Call Response Times) and Appendix E (Appliance Repair/Replacement Guide).

Appliances are part of the FFP CLINs. CLIN 0002 includes Range and Refrigerator replacement. CLIN 0001 includes replacement of all other appliances.

2. Are there any properties with specialized appliances which we may need to repair? And if so can you provide the brands?

A. There are upgraded appliances in three of the General Officer Units. One unit has an Electrolux Range. Once unit has a KitchenAid Range. Once unit has a commercial dishwasher (Hobart), Viking Range and Sub-Zero Refrigerator.

3. Section 1.2.3.3 - Prior to purchasing anything under the materials reimbursable line item do we need to have permission from the Housing Dept. for approval for the specific item type we're purchasing?

A. Yes. The Materials and Labor CLIN is only be used for Special Projects. Any work to be reimbursed by the Government requires prior approval.

4. Does the contract require a specific number of FTE's in the performance of the work?

A. No.

5. Does the contract require an onsite PM or Supervisor?

A. Yes, please refer to para 1.2.4.1 Management Plan in the PWS.

6. The RFP mentions construction projects; will Davis Bacon rates apply for "construction" related projects?

A. Davis Bacon rates will apply for all construction portions of the PWS.

7. In the event there are emergencies after hours, holidays, or weekends is the contractor able to bill additional hours at a fixed established rate for this or should this be included in our FFP?

A. This is included in the FFP CLIN 0001.

8. Is there a time frame in which the contractor is required to respond to the various levels of service calls, emergency, urgent, routine? Does this vary during normal business hours vs.

afterhours?

A. Yes, Please refer to para 1.2.5 and Appendix B

9. During the walk through it was mentioned that the future contractor would not have access to the caged area to stage supplies and materials in the front half of the maintenance shop near the office area, where is the contractor supposed to securely stage materials and appliances needed to have on hand?

A. Please refer to paragraph 3.2 and Appendix J

10. Are the phone lines and internet used in the maintenance shop at the cost of the Contractor?

A. Yes. There is one on-base phone line for Contractor use supplied by the Government. All other phone and internet lines are at Contractor’s expense.

11. Is the use of GPEDS a new requirement?

A. Yes.

12. Will the Air Force be sponsoring the clearances required to have access to GPEDS and provide the necessary computer system with CAC access?

A. Contactor will be provided access but need to provide their own computers with card readers.

13. Is there historic data available for each unit on prior maintenance provided in GPEDS?

A. No. Please refer to paragraph 1.5.7.2. Contractor has the responsibility of uploading historical data for each unit into the GPEDS.

14. Is there a requirement to utilize an electronic maintenance management system and are we required to provide additional licenses to the government employees?

A. Yes. Please refer to paragraph 1.6.1.

15. If we are required to provide repair to all mechanical systems is there a limit of liability on repairs that the contractor will be responsible for? Example, if a compressor or a cooling coil on an AC unit goes bad is there a limit of the cost the contractor will be required to pay for or are we required to cover the entire cost?

A. This is a Firm Fixed Price contract and the contractor will be required to cover the entire cost of the repair and/or replacement.

16. Is all of the data on housing units currently up to date in BUILDER Sustainment Management System, or will be required at the onset of the contract to update all of the records as mentioned in 1.5.8.1?

A. BUILDER data for all units was initially uploaded in 2017. Please refer to paragraph 1.5.8.

17. Will the future contractor have access to the BUILDER Sustainment Management System? And is there a clearance requirement to access this system?

A. Builder questions are still with technical team and will be posted with final questions shortly.

18. Are we required to pay for licenses for the BUILDER Sustainment Management System?

A. Builder questions are still with technical team and will be posted with final questions shortly.

19. If the BUILDER Sustainment Management System is a government run / sponsored software is there a security clearance requirement for its use? And if so, will the government be providing the necessary computers with CAC access?

A. Builder questions are still with technical team and will be posted with final questions shortly.

20. Section 1.8.1.2 Carpet Cleaning; please clarify if it is the government expectations that when it states that the carpets are to be "professionally cleaned" that this means by a third party carpet cleaning company at each COM?

A. Yes. The Contractor should plan to use a carpet cleaning company.

21. Section 1.8.1.3 Window Cleaning, if unable to clean the windows due to temperature or permanent window type and occupancy of the unit has already taken place are we required to still return within 10 days to clean the windows?

A. Yes. If windows are not cleaned during the COM due to temperature, the Contractor shall return to the unit to clean the windows in accordance with paragraph 1.8.1.3

22. Section 1.8.1.3 Window Cleaning, please confirm that this an interior and exterior requirement?

A. Yes. Both interior and exterior of windows must be cleaned.

23. Section 1.8.1.3 Window Cleaning please confirm, is it the expectation that we remove the windows and clean entire window; glass, frame, sills, screens, everything?

A. Yes.

24. Section 1.8.1.5 Refrigerator; how often are we required to change the filters on the refrigerators? Does this also need to be done at COMs?

A. Refrigerator filters typically last several months depending on the type of filter purchased and the amount of sediment in the water. Yes, it is to be done during COM. Please refer to paragraph 1.8.1.5

25. Section 1.8.1.7 Who determines whether the blinds are to be repaired or replaced? Whose cost is it to replace them?

A. The COR determines when blinds are to be repaired or replaced. This is a FFP contract so the Contractor is responsible for the cost of blinds.

26. Section 1.8.1.10 are the upholstery and draperies required to be taken down and cleaned professionally/ dry cleaned?

A. Yes.

27. Section 1.8.1.10 are the upholstery and draperies required to be cleaned at each COM?

A. Yes.

28. Section 1.8.2.1 Chimney Cleaning; who determines if the chimney needs to be cleaned? Is this at the contractor's expense?

A. The COR determines the requirement and it is at contractor’s expense.

29. Section 1.8.2.2 Duct Cleaning; who determines if the ducts needs to be cleaned? Is this at the contractor's expense?

A. The COR determines the requirement and it is at contractor’s expense.

30. Section 1.11.2.1. Is it the expectation that the contractor replaces sections of flooring? Is there a limit to the amount (sqft) of wood flooring that is considered a repair vs. a complete replacement?

A. Yes. The Contractor is expected to replace damaged sections of wood flooring. Any amount greater than a 10’x10’area in one unit will be considered replacement.

31. Section 1.11.2.1. are the wood floors to be refinished at the contractor's expenses?

A. Yes.

32. Section 1.11.3.2. & 1.11.3.3. Is it recommended that the contract have a lift truck to be able to move appliances?

A. It is up to the Contractor to make that determination.

33. Section 1.11.9 Countertops; who makes the decision on whether counter tops need to be replaced or repaired?

A. The COR.

34. Section 1.11.9 Countertops; what types of counter tops are in existence through all units which we will be required to repair at our cost: Formica, granite, Corian?

A. There are formica, corian and granite. A majority of the countertops are formica with the GO and SO units having the corian and granite.

35. Section 1.11.21 Gas log inserts, is the contractor responsible for replacement of the gas log inserts at their own cost?

A. Yes. Please refer to paragraph 1.11.21 Gas Log Inserts.

36. Section 1.14 Self Help Store, please confirm that the contractor is responsible to purchase and stock the Self Help store items at our expense?

A. Yes.

37. Section 1.14.1 Self Help Store, please confirm that the refrigeration filters are also expected to be stocked in the self-help store?

A. This is not a required Self-Help item. However, the Contractor is encouraged to stock any items that residents can easily do themselves. The Contractor is saving any time they don’t have to send a technician out to perform simple tasks. Also, residents don’t have to sit at home waiting for someone to come change a refrigerator filter.

38. Section 1.14.2 Landscaping; is this to be completed at the contractor's cost?

A. Yes, please see paragraph 1.2 Scope of Work.

39. Section 1.15.6 Reporting; how is the maintenance cost per unit being tracked?

A. Please refer to AFIs 32-6001, 32-6002 & 32-6003 for tracking information

40. Section 1.15.7 Building Information Modeling; does this section mean that the BIM information is not currently up to date in whatever system is currently the system of record?

A. Building Information Modeling was accomplished in 2014

41. Is the Cultural Resource Manager required to be onsite daily?

A. No. For clarification, the CRM is a Government employee.

42. Regarding the painting CLIN X003: Since the cost of labor and materials can vary widely between the performance of interior and exterior painting would the Government please provide the historical data of the last 3 years of the Interior Square Feet of Painting performed and the historical data of Exterior Painting performed over the last 3 years?

A. This is not data we have available. Current contract is not paid by SqFt. By taking the average unit paint square footage from Appendix D and the Average number of COMs from Appendix F you should be able to come up with an average.

43. Reference: Solicitation, Attachment 6, Pricing Sheet, CLIN X003, Paint (Interior & Exterior) Question: For painting of more than 200 SF, will the Government clarify if this is to be priced and performed under Davis Bacon Wages?

A. Davis Bacon will apply to all construction portions of the PWS

44. Reference: Solicitation, PWS, section 1.5.5.3. Exterior Facility Inspection Schedule, Specifically the last sentence states: (asphalt driveways shall be sealed every other year). We understand the requirement but not sure if we are to include in Firm Fixed Price cost or if this is a reimbursable element of work or not.

Question: Would the government clarify if sealing of driveways is reimbursed in some way or if it should be included in the firm fixed price monthly cost?

A. This is a firm fixed cost project, please see paragraph 1.2 Scope of Work

45. Reference: Solicitation, PWS, section 1.7.3.4.1. COM Performance Period

Statement: The contractor shall have seven (7) workdays to perform COM on a unit unless otherwise directed by COR. Typically we would see a Technical Exhibit that shows COM Performance Schedule based on X number of days for maintenance, X number of additional days if partial paint, X number of additional days for full paint, X number of additional days if floor work is required (carpet replacement, vinyl replacement, floor refinishing, etc.)

Question: Would the government consider incorporating such an exhibit so contractors would know the performance periods if several of these major elements of work were ordered in a COM?

A. Additional downtime is not allotted for each task required. All work requested on AF1219 must be completed within 7 business days.

46. Reference: Solicitation, PWS, section 1.8.1.10. Upholstery and Drapery Cleaning, Statement: The cost of cleaning drapery can be very expensive and possibly ranging from $700.00 to as high as $5,000.00 based on drapes and number cleaned.

Question: Would the government consider establishing a CLIN for Upholstery and Drapery cleaning or is it the Government’s intent that this be performed as part of the firm fixed price work?

A. No. It is the Government’s intent to minimize the number of CLINs used. Please see paragraph 1.2 Scope of Work.

47. Reference: Solicitation, PWS, section 1.8.2.4. Carpet Cleaning in Occupied Quarters Question: Is the annual cleaning of carpet in occupied quarters a reimbursable item from the government and in addition to the normal Firm Fixed Price?

A. No. Please see paragraph 1.2 Scope of Work.

48. Reference: Solicitation, PWS, General Information needed. We understand in the current contract there was certain elements of work or materials that were reimbursed by the government to the contractor.

Question: Would the government please clarify what material or services are reimbursed by the government?

A. We have already specified what items the Contractor will be reimbursed for. Please see paragraph 1.2 Scope of Work.

49. Reference: Solicitation, Attachment 1, PWS, section 1.11.2.1. Wood Floor and Stair Refinishing, the statement “…floors will be refinished, new stain applied and sealed according to standard trade practices.”

Question: Would the government consider establishing a CLIN for wood floor/stair refinishing or is it the Government’s intent that the floor finishing specified in section 1.11.2.1 be performed as part of the firm fixed price work?

A. No. Please see paragraph 1.2 Scope of Work.

50. Reference: Solicitation, PWS Spec. Item 1.12.4 (Roofing and Accessories), The last sentence reads “Replacement of more than 100 square feet or less shall be accomplished as normal maintenance.

Question: Will the government please clarify the statement if the intent was to say replacement of 100 square feet or less is considered normal maintenance?

A. You are correct. The intent is that the replacement of 100 sq. ft. or less is considered normal maintenance.

51. Reference: Solicitation, PWS Spec. Item 1.9.4.2. Insulated Pipes, 1.9.4.3 Miscellaneous Asbestos Debris and numerous other spec items refer to possible ACM items.

Question: Is testing and if required abatement of asbestos is to be performed is this a special project or how is the contractor paid for this work? The same question would be applicable to lead testing and abatement.

A. Testing and abatement is considered part of the FFP CLIN. Please see paragraph 1.2 Scope of Work.

52. Reference: Solicitation, PWS Spec. Item 1.11.13. RADON MITIGATION SYSTEMS, Radon mitigation systems are currently in some housing units.

Question: Will the government provide the number of Radon Mitigation systems and house numbers where they are installed?

A. Attached are the addresses where systems are installed, being installed, going to be installed or re-tested.

53. Reference: Solicitation, Attachment 3, Additional Instructions to Offerors, Page 3, item d(i), the statement “Pages in each volume shall be numbered sequentially by volume, i.e. I-1, I-2, etc.”

Comment: Sequential page numbering works fine on Volume I, Technical, however Volume II, Price & Offer Documentation is comprised of a series of pre-numbered documents including the SF1449, SF30s, Representations and Certifications, and the Bid Schedule.

Question: Would it be acceptable to the Government to use divider pages to separate each of the forms included in Volume II, Price & Offer Documentation, and to not place other page numbers on the forms in addition to the pre-assigned page numbers already on the forms?

A. This is acceptable by the government as long as it doesn’t exceed the page count listed in the solicitation.

54. Is the current incumbent contractor utilizing the Builder System? If not, will the new contractor be responsible for inputting all data into the Builder System? Will the new contractor be required to maintain another electronic database during the transition to the Builder System?

A. The current contractor is not utilizing BUILDER. BUILDER data for all units was uploaded in 2017.

55. Will the Government consider issuing an extension of the due date given that no questions have been answered to this point?

A. The solicitation will be extended to 11 June 2019

56. Does the government require a full time quality control inspector onsite?

A. Please refer to paragraph 1.2.4.2

57. Is the Cultural Resource Manager required to be a full time onsite person?

A. No – For clarification, the CRM is a Government employee.

58. Can the government provide the square footage that will be available for the contractor's onsite storage?

A. Please refer to paragraph 3.2 and Appendix J

59. During the site visit, representatives suggested that the Self Help Store will be changed under the new contract. Can the Government please clarify what changes are anticipated?

A. The intent is for the Contractor to make the area more inviting and user friendly. The Gov’t would give approval on all changes. This work is at the Contractor’s expense.

60. Will there be a representative available to receive proposal deliveries on the due date of Saturday June 1, 2019 A. The solicitation will be extended to 11 June 2019 and a government representative will be available.

61. 1.8.2.4. Carpet Cleaning in Occupied Units: Would the government please provide the historical quantity of occupied units requiring Carpeting Cleaning over the last 3 years?

A. The Contractor should anticipate 25% of occupied units needing to be cleaned each year.

62. Reference- PWS Section 3- Government Furnished Facilities and Services\ 3.2. Facilities\ 2nd paragraph.

Discussion - The Contractor shall be responsible for securing the perimeter of their allotted space with chain link fence to match existing fence. The locations and number of gates is at the discretion of the Contractor. The drawing of the allotted area is in Appendix J. The dormitory maintenance contractor will have storage and office space adjacent to the Contractors space and both Contractors will share the loading dock and a common walkway for access to the restroom.

The Government Furnishing Management Warehouse personnel will also need access to the loading dock and common walkway. The allotted space has been laid out to maximize the use of existing chain link fence.

Question: Would the government please clarify what area is not currently fenced?

A. Attached is current approximate location of fencing