FSS_RFP_Q A_9Dec14.pdf

Questions and Answers to Final Request for Proposal Solicitation No. FA9101‐14‐R‐0200, Facility Support Services (FSS)

9 December 2014

CQ# QUESTION RESPONSE

1 Reference: L‐3.2.3, L‐3.2.3.1, L‐3.2.3.2, and L‐3.2.3.3 Question: Are the requirements in L‐3.2.3.2 and L‐3.2.3.3 included in the statement in L‐3.2.3.1 that the “plan will not be included in page limitations”?

Offerors' response for L‐3.2.3.2, time‐line schedule, and L‐3.2.3.3, plan how to meet eligibility requirements, will be included in the page limitations.

9 December 2014

2 Reference: RFP Sections H100 and H104 Questions:

1. Please confirm that the intent of H100 and H104 is to ensure that there is always a successor employer responsible for the pension assets and liabilities and, as such, the Government intends that any termination of the contract and any resulting withdrawal by a contributing employer would not trigger withdrawal liability under ERISA section 4063 or ERISA section 4064. Secondly, please confirm that in the unlikely event withdrawal liability were to be assessed, the withdrawal liability assessment would survive the termination of the contract and would be a reimbursable expense under the contract.

2. Please confirm that pursuant to H104(b)(2)(i), the accrued quarterly pension contribution will be reimbursed prior to payment, provided such contribution does not go unpaid by the TOS or FSS beyond thirty days after the end of the quarter.

1. The portability language in H104 demonstrates the Government desires that the plan be assumed by successor contractors. Each offeror must make its own assessment of potential liability under ERISA sections 4063 and 4064. The contractor will be responsible for measuring, assigning, and allocating costs of the defined benefit pension plan in accordance with Cost Accounting Standards (CAS) 412 and 413 with allowability determined in accordance with FAR Part 31.

All offerors are strongly encouraged to obtain qualified legal counsel regarding participation in a multiple employer pension plan.

2. Reference H104(b)(2)(i) does not exist in the FSS RFP. The Government believes that the question is in regard to FAR Clause 52.216‐07 (tailored). The Government intends to reimburse the CAS cost of required pension contributions. If the contractor fails to make a payment within the timeframes outlined in this provision, those invoiced costs will be unallowable.

9 December 2014

3 Reference: PWS 3.12.1, states, “The Contractor shall perform to the standards in the contract as well as all local, state, and federal regulations, international agreements, Status of Forces Agreements (SOFA) and appropriate Final Governing Standards (FGS). Estimated workload factors are in Appendix G and collection areas are in Appendix H.”

Question: Please clarify which “international agreements, Status of Forces Agreements (SOFA) and appropriate Final Governing Standards (FGS)” apply to this contract.

"International agreements, Status of Forces Agreements (SOFA), and appropriate Final Governing Standards (FGS)" was included in error. PWS 3.12.1 will be corrected in Amendment 0002 to state, "The Contractor shall perform to the standards in the contract as well as all local, state, and federal regulations."

4 Would it be possible for the Government to release an Excel version of Appendix L?

Yes, the Government will post an MS Excel version of PWS Appendix L.

5 RFP Attachment 8 Section L pg. 10 and 17 of 17 Section: L‐3.2.1, L‐3.2.4.2, L‐4.5 Solicitation: Part II Technical Proposal Q: Based on the requirements in Section L‐

3.2.4.2 and L‐4.5, the CPWS must be included in both Part II and Part IV of the proposal. Is it the Government’s wish to have two copies of the CPWS submitted or can it be included in Part II and referenced in Part IV?

Section L‐3.2.1 provides the Technical Part organization, which shows inclusion of the Contractor Performance Work Statement (CPWS). Also, as stated in Sections L‐2.2.1.4 and L‐4.5, “The Offeror’s proposed CPWS shall be in the Offeror’s Technical Part (see L‐3.2.1) but will not be included in page count.”

6 Att. 1 – PWS pg. 124 Section: 3.11.4.1 Solicitation: Unimproved Grounds (shortened) Q: Is the power line right‐of‐way vegetative maintenance performed under the current/existing contract? If not, what is the name of the contractor that performs this work now?

The power line right‐of‐way vegetative maintenance within the mission area is performed under the current contract by the incumbent contractor. The power line right‐of‐ way vegetative maintenance outside of the mission area is maintained by the Tennessee Valley Authority (TVA).

9 December 2014

7 Att. L‐9 and 1 pg. 156 Section: N/A Solicitation: Line Item 16 ‐ Special Cuts @ 14,611 Acres Q: Can the USG please explain the difference(s) between these two/2 referenced quantities, e.g., is Line Item 16 the Estimated Annual Acreage and is Line Item 18 the minimum & maximum order quantities?

RFP Attachment L‐9, Base Services Pricing Sheet, has a typo. Line Item 16, Special Cuts, should state 40 acres not 14,611 acres. RFP Amendment 0002 will make this correction.

Line Item 18 (1 ‐ 40 acres) is the minimum to maximum order quantities.

8 Att. 1 – PWS Appendix F pg. Various Section: N/A Solicitation: N/A Q: Who is responsible for the maintenance, e.g., welding, repair, e.g., lids & replacement of Government furnished containers? If contractor, please provide historical (qtys. & cost) and/or estimated/projected number of container replacements annually.

If the FSS contractor chooses to use Government‐furnished containers (see RFP Attachment 6, Government Property) or their own, the FSS contractor will maintain, repair, and replace as necessary per the PWS requirements.

9 Att. 1 – PWS pg. N/A Section: N/A Solicitation: 3.11 Grounds Maintenance Q: a.

Do the work requirements include weed control/spraying on paved/gravel areas?

b.If so, can the USG please identify where (which PWS Section & Appendix A line item) this work is captured under?

a. Yes, weed control is part of the Integrated Pest Management (IPM) plan as stated in PWS 3.11.13.

b. This requirement is stated in PWS Section 3.11.13, Appendix A: line item #9.

10 Att. 1 – PWS pg. 129 Section: 3.11.13 Solicitation: Integrated Pest Management

(IPM) Q:

a. Can the USG provide the name of the subcontractor that is performing this work now?

b. Please confirm/verify that this work does not include any interior requirements, e.g., bldgs./facilities in Appendix I?

c. Can the USG provide the name of the current base pest controller(s) that perform interior IPM requirements?

a. The current contractor subcontracts the application of pesticides, herbicides, and rodenticides to Chempro Services, Inc., Ocean Springs, MS.

b. Facility pest control will be performed under the Test Operations and Sustainment (TOS) contract.

c. The Government will not provide current base pest controllers that perform interior IPM requirements. Facility pest control will be performed under the TOS contract.

9 December 2014

11 Att. 1 – PWS, pg. I – 175 Section: N/A Solicitation: N/A and Appendiz H&I pg. h‐178 Section: Art. iX Wages Soliciitation Section 9. Tunnel cleaners and Appendix F pg.

54 (electronic). Q:

a. Please confirm/verify that there are no Level 4 – Special Cleaning Requirements under this contract?

b. Please also confirm/verify there are no 5 x week cleaning requirements?

c. Finally, please confirm/verify there is no tunnel cleaning requirements under this effort?

a. Level 4, Special Cleaning Requirements, are not required in the FSS contract.

b. Currently, cleaning tasks are not required five times per week.

c. The FSS contract does not require cleaning in wind tunnels.

12 Final RFP dated 16 Nov 14 pg. Section I starting on p. 94 Section: N/A Solicitation:

N/A Q: Respectfully request FAR 52.222‐17, Nondisplacement of Qualified Workers be added to the applicable Section I clauses/provisions. If not applicable, respectfully request clarification (reason/s) as to inapplicability.

FAR 52.222‐17, Nondisplacement of Qualified Workers, was erroneously omitted from the RFP but will be included by Amendment 0002.

13 Att. 1 – PWS pg. 134 Section: 3.13.1 Solicitation: Government furnished vehicles & equipment and Att. 6 – GFP pg. 138 Section: 3.13.5.1 and Att. 7 ‐ USAF Owned/ Registered Vehicles Q: Please confirm/verify the USG will not provide/furnish any vehicles or equipment (e.g., floor machines) to support the Custodial Services effort?

Government‐furnished property will not be provided or offered for custodial services.

14 Att. L‐7, Cross Ref Matrix pg. N/A Section: Column labeled – Section M Solicitation:

M‐2.3.3 Q: Please clarify the applicability of this reference; for, it does not seem to appear in revised (per A0001) Section M?

The cross‐reference matrix has been revised to cite the correct references. The revised Attachment L‐7, Cross‐Reference Matrix, will be included with Amendment 0002.

15 Final RFP dated 16 Nov 14 pg. Starting on p. 10 Section: CLIN X032 Solicitation:

Concrete Floor Custodial Services Q: Please confirm/verify there are no special cleaning/maintenance requirements for concrete floors, e.g., electrostatic floor treatments.

Concrete floors do not have any special cleaning requirements such as electrostatic treatments.

9 December 2014

16 Can the government provide clarification on the number and / or types of uniforms, if required? If so, is the contractor responsible to furnish, replace, repair, launder and clean the uniforms.

Uniforms are required in Protective Services and Fire and Emergency Services. The FSS contractor is responsible to furnish, replace, repair, launder, and clean the uniforms.

Protective Services:

Per RFP Attachment 1, Performance Work Statement, 3.2.1 requires uniforms for Protective Services.

"3.2.1 The Contractor shall provide 24/7 armed and uniformed Protective Services for AEDC Arnold AFB."

Fire and Emergency Services:

Per RFP Attachment 1, Performance Work Statement, 3.4.1, Fire and Emergency Services Program shall comply with AFI 32‐2001.

Section 4.3 specifies uniform requirements.

9 December 2014

17 L‐2.2.1.4 Cross‐Referencing: We assume that contractors can cross‐reference between their proposal for Subfactor 3: Technical Operations and Compliance and the Contractor Performance Work Statement, please confirm?

As stated in L‐4.5, the purpose of the Contractor Performance Work Statement (CPWS) is to alter the Government‐provided PWS to include the Offeror’s proposed technical solution(s) for meeting the minimum requirements of the FSS effort. The proposed CPWS shall consist of succinct statements, which define the tasks required for the FSS Program. The proposed CPWS shall not contain informational notes, as the Technical Part provides ample opportunity for discussion and description of the Offeror’s approach.

Offerors will complete the CPWS and Proposal columns of Attachment L‐7, Cross‐Reference Matrix, to identify where requirements are addressed.

9 December 2014

18 L‐3.2.2.7 requests a risk management plan, while section L‐3.2.2.2 requests a plan for potential performance deficiencies. Only L‐3.2.2.2 states that the plan for performance deficiencies is not included in the page count. These plans (risk & performance deficiencies) seem to cover related topics that would be addressed in a single performance management plan. Is this the intent of the government or is the request for two separate plans? Will a separate risk management plan, if required, also be outside of the page count?

Section L‐3.2.2.7 requires Offerors to provide a “detailed risk management plan” to “address any risks that are considered likely to have a significant adverse impact to cost, schedule, or performance relating” to the management approach subfactor. Risk Management is the process of assessing continuously what can go wrong, determining what risks are important, their impact, and implementing a strategy to deal with those risks. The Government anticipates a risk driven approach in the execution of the FSS effort. Section L will be revised to note this plan will be a separate document and not included in the page limitations.

The Performance Assessment Plan required by Section L‐

3.2.2.2 is required for “early identification and analysis, prevention / mitigation, and monitoring for potential performance deficiencies.” The Government expects to know your INTERNAL performance management approach and will judge whether or not it is of sufficient quality to maintain compliance with regulations. We anticipate your process will be predictive and proactive in identifying problems before they happen. In other words, we want to ensure you have a process in place that will identify and fix the problem before you start trending down.

While the two plans are certainly related, the Performance Assessment Plan is one aspect of what flows OUT of the Risk Management Plan if done correctly.

9 December 2014

19 In the CLIN summary for the ‘Over and Above’ CLINs, Section B of the RFP, there is a note stating “Pricing: All labor is fixed unit prices IAW Attachment 5, Fixed Hourly Rate Pricing Sheet”. Given the requirement in the RFP to complete Attachment L‐10, Fixed Hourly Labor Rates, for use in the ‘over and above’ CLINs, how does the Government request contractors price the single item price in the ‘Over and Above’ CLIN’s, Attachment L‐8? Will it be an average of all labor rates?

In order to provide a price for the over‐and‐ above CLINs, Offerors shall calculate the total of the rates for their proposed labor categories required to complete a task / service and multiple that total by the best estimated quantity (hours) on Attachment L‐8, Over‐and‐Above Pricing Sheet. Multiple categories may be required for each task / service based on each Offeror's approach. For example, Transportation Services may require a fork‐lift operator, a driver, and a receiving clerk. The product of that calculation becomes the unit price for the over‐and‐above CLIN for purposes of evaluation. In reality, an Offeror may require a different number of hours from a proposed labor category for each task / service.

Attachment L‐10, Fixed Hourly Rate Pricing Sheet, will become Attachment 5. As stated in Section L‐3.1.4.6, Offerors shall provide a complete list of all proposed labor categories required to perform the tasks and include the fully burdened rates for each category.

20 Can the client verify the annual tonnage of MSW from Table F1 is 525 tons?

Historical data suggests a baseline of approximately 2200 tons annually.

The average annual tonnage of municipal solid waste (MSW) for the last four years is 525 tons annually.

9 December 2014

21 Will the Mack Refuse truck become the property of the contractor? No, the Mack refuse truck is being offered as Government‐furnished property (GFP) in accordance with Section H clause H107, Government Property. GFP remains property of the Government.

22 Will fuel be provided at $0 cost to the contractor? If not what will be the cost of fuel?

Section H Clause H119, Vehicle and Equipment Fuel (Aug 2014), states:

"(b) Fuel costs for Government‐furnished vehicles and equipment dedicated for use on AEDC Arnold AFB TN will be borne by the Government. Fuel costs for subcontracted service providers using other than Government‐furnished property are not included in this clause."

23 Will replacement of damaged plants or washed river rock be at the contractor’s expense?

Yes, replacing plants and river rock is required.

See RFP Attachment 1, paragragh 3.11.5, and Attachment L‐9, Base Services Pricing Sheet.

24 a. Are deicing chemicals at the contractor’s expense?

b. If so, what is the approved deicing agent currently used?

a. Yes, deicing chemicals are the FSS contractor's expense.

b. The approved deicing agent is Ice Melt or equivalent and / or liquid brine.

25 Can the client provide a volume count of the following for the last year?:

a. toilet paper

b. paper towels

c. soap d.trash bags

The Government estimates the following materials for last year:

a. Toilet paper: 8,400 rolls

b. Paper towels: 3,200 rolls

c. Soap: 120 grit soap bags; 700 hand soap foam bags

d. Trash bags: 100K 10‐gal bags; 80,000 30‐ gal bags

9 December 2014

26 Is there a preapproved/preferred vendor list for the following janitorial items?

a. toilet paper

b. paper towels

c. soap d.trash bags

The Government does not have a preapproved / preferred vendor list. The current contractor uses Kimberly‐Clark dispensors and products.

27 Is there a preapproved/preferred vendor list for all custodial materials, supplies, and other commodities?

The Government does not have a preapproved / preferred vendor list for all custodial materials, supplies, and other commodities.

28 How many vehicles, type, etc. are available or currently being used to transport grounds maintenance personnel and or equipment?

Attachments 6, Government Property, and 7, USAF Owned / Registered Vehicles, provide a list of all GFP being provided to the FSS contractor. The FSS contractor will determine the best use of this equipment to perform all requirements in the PWS.

29 How many vehicles, type, etc. are available or currently being used to transport custodial personnel and or equipment?

Attachments 6, Government Property, and 7, USAF Owned / Registered Vehicles, provide a list of all GFP being provided to the FSS contractor. The FSS contractor will determine the best use of this equipment to perform all requirements in the PWS.

30 Is there a list of Janitorial equipment that will be transferred at contract change (e.g. Buffers, Vacuums, and Floor Washers etc.)?

Government‐furnished property will not be provided or offered for custodial services.

31 Ref Part 4, section K‐1‐12; Are the subcontractors included in the requirement reps and certs?

No, the prime contractor is required to complete the reps and certs.

9 December 2014

32 a. What are the licensing requirements for the various software requirements for the scope of work, will the government provide it;

b. will we be able to use it on non‐government equipment?

a. The Government will be responsible for provisioning and maintenance of software through the Base Communications and Information Technology Services (BCITS) contractor.

b. Government‐provided software will not be available for use on non‐Government equipment or hardware.

33 Section # L‐3.2.1 and L‐3.2.2 Technical Part Organization Question: Section L‐

3.2.1 lists the technical proposal contents in table format, with items excluded from the page count following the technical proposal discussion. The section L‐

3.2.2 narrative indicates these items are part of the technical proposal discussion (i.e. not separated). Could the Government please clarify the Technical Proposal Organization?

The Government is not dictating the organization of the Technical Proposal Discussion. Offerors may provide the best organization and explanation on how they will meet and comply with requirements.

9 December 2014

34 Section # L‐3.3.3.2 PPI Submission, 2nd paragraph Question: The RFP states that “The Past Performance Part is to be provided directly to the FSS Contracting Officer not later than 11:00 AM CST, 16 December 2014”. Could the Government please clarify exactly what is to be included in the Past Performance Part?

The Past Performance Part includes: summary (roles of Offerors and all subcontractors, teaming partners, or joint venture partners), hard copies of the pages generated from the ppi tool, the ppi database file to submit as part of the electronic copy of the Past Performance Part, list of submitted references, list of questionnaire recipients to include POCs and phone numbers, a consent letter executed by each teaming / joint venture partner and major subcontractor, a client authorization letter for each identified effort for a commercial customer, and the completed relevancy matrix (Atch L‐6).

This Past Performance Part shall be submitted by mail or hand carried to the Contracting Officer in electronic and hard copy format not later than 11:00 AM CST, 16 December 2014.

Completed questionnaires from references are due 6 January 2015. This instruction is correct in Section L‐3.3.3.2 but incorrect in Attachment L‐3, PPQ Cover Letter. A revised PPQ Cover Letter will be included in Amendment 0002.

9 December 2014

35 Section # Section B; Section F Section B; Section F, F002 Period of Performance Question: In Section B on page 53, the period of performance title is stated as “OPTION YEAR IV (FY20)”. In Section F it’s stated as “Option IV” with a period of performance of 1 October 2019 thru 31 March 2020. Will the Government please verify that in Section B “OPTION YEAR IV (FY20)” the period of performance is 1 October 2019 thru 31 March 2020?

Yes, Option Year IV (FY20) is 1 October 2019 through 31 March 2020. The FSS contract includes FAR Clause 52.217‐8, Option to Extend Services, which allows the Government to continue performance of services for a period not to exceed six months beyond the contract period of performance. This option is meant for continuation of services which would be disrupted without the exercise of the clause.

36 Section # L‐3.1.2.2 & L‐4.3 Part I – Price Proposal, General Instructions; Part IV – Contract Documentation Question: The RFP provides instructions for Section B, Supplies or Services and Prices in Section Part I – Price Proposal, L‐3.1.2.2 and Part IV – Contract Documentation, L‐4.3. Are offerors to provide Section B in both section Part I – Price Proposal, L‐3.1.2.2 AND Part IV – Contract Documentation, L‐ 4.3?

No, the RFP Section B, Supplies or Services and Prices, should only be in Part IV, Contract Documentation.

37 Section # Section B CLINs 0009 & 0010 Question: The RFP does not provide a Quantity number and Purchase Unit descriptions for CLINs 0009 and CLIN 0010.

Will the Government please provide a Quantity number and Purchase Unit for CLINs 0009 and CLIN 0010?

The Quantity and Purchase Unit is 12 months for CLINs X009 and X010.

38 Section # Section B CLINs 1001, 2001, 3001 & 4001 Question: CLINs 1001, 2001, 3001 and 4001 are marked as “RESERVED”. Please verify that no prices are required for these CLINs?

You are correct; no prices are required for those contract line item numbers (CLINs).

9 December 2014

39 RFP Reference: L‐2.2.1 Organization/Number of Copies/Page Limits Comments/Issue: The page limit for Part III, Past Performance does not include all required sections required by section L. Question: In L‐2.2.1, the Government states that for Part III, Past Performance, each submitted performance reference shall not have the EZSource fields of “Contract Information” and “Program Details” together to sum to a character count (excluding spaces) of greater than 27,000 characters. However, the Government does not include an overall page count for Part III, Past Performance, that includes the required relevancy matrix (L‐3.3.3.4) or the required Organizational Structure Change History (L‐3.3.3.5). Can the Government please clarify if the relevancy matrix and Organizational Structure History are subject to a page limit as part of Part III, Past Performance, and what the overall page limit is for Part III, Past Performance?

The Past Performance Part does not have a page limit. Only the fields of “Contract Information” and “Program Details” in the ppi tool (EZSource) have the stated character count.

40 RFP Reference: Attachment 8, page 11 of 17, Item L‐3.2.2.3 Comments/Issue:

Missing subject Question: Attachment 8, page 11 of 17, Item L‐3.2.2.3 states:

Demonstrates planning, controlling, directing, and integrating sufficient to accomplish the requirements identified in the PWS.

This sentence appears to be missing the subject.

Is there a word missing after the word “sufficient?” Or, should the word “sufficient” be changed to “sufficiently?”

The subject is understood; it is the FSS Offeror’s proposal. “Sufficient” will be revised to “sufficiently.” For edification, the Measure of Merit for this component states: This subfactor is met when the Offeror’s proposal adequately describes planning, controlling, directing, and integrating their efforts in a manner sufficient for accomplishing the requirements identified in the PWS.

41 RFP Reference: Appendix D PWS Comments/Issue: Question: Appendix D of the PWS specifies the areas for snow and ice removal. The maps provided in the appendices to the PWS are not detailed enough to perform a quantity takeoff.

Will the government please provide area measurements (i.e. total SF or total SY) for the ice and snow removal

Total square yards (SY) for snow and ice removal areas identified in Appendix D of the PWS is 5,724 SY (see RFP Attachment 1, Appendix A, line item 16).

The Government is preparing Amendment 0002 and plans to release by 12 Dec 14.