Custodial_FA9301-17-R-0002_QnA_17_-_107.pdf

DEPARTMENT OF THE AIR FORCE

HEADQUARTERS AIR FORCE TEST CENTER (AFMC)

EDWARDS AIR FORCE BASE CALIFORNIA

8 May 2017

MEMORANDUM FOR INTERESTED PARTIES

FROM: AFTC/PZIOB

SUBJECT: FA9301-17-R-0002, Custodial Services Questions and Answers 17

17. Refer to Attachment 1 Final Custodial PWS on page 30, Level 1 Cleaning AFCOLS 3 and page 31, Level 1 Cleaning AFCOLS 2. Both Level 1 Task Service list CLINS X002, X003 and X004. Which Level 1 Cleaning AFCOLS refers to EAFB, AFRL and AFP42?

Response: Please refer to Attachment 7 Bid Schedule. EAFB/AFRL have buildings listed under both Level 1 Cleaning AFCOLS 3 and Level 1 Cleaning AFCOLS 2. AFP42 has buildings listed under Level 1 Cleaning AFCOLS 3 but not under Level 1 Cleaning AFCOLS 2. In sections of the Bid Schedule where the AFCOLS header does not list a location, those buildings are located on EAFB/AFRL and not AFP42. AFRL is located on EAFB. AFP42 is located in Palmdale CA.

18. Why does the union need to be involved?

Response: These services are covered by the Service Contract Labor Standards statute and 41 U.S.

Code 6707(c)(1) is applicable. See FAR 22.1008-2.

19. Is the award based just on price?

Response: No. The basis for award is detailed in FAR provision 52.212-2 of the RFP.

20. How many employees does the current contractor have?

Response: This information will be made available to the awardee after contract award.

21. Will you provide the previous contracts PWS?

Response: This information may be available via FOIA. Due to changes, the comparison will not be “apples to apples.”

22. Do we have to hire current employees doing the work?

Response: See FAR clause 52.222-17 of the RFP.

23. When will this effort be awarded?

Response: Anticipated award date will be late-July.

24. What buildings have janitorial closets and what is the size/quantity in each building?

Response: A majority of the buildings do have a janitorial closet; however, not all and the size varies from building to building. Size/quantity are not currently tracked by the Government.

25. Would you please share the list of all in attendance at the Pre-Proposal Conference, 3 May 2017?

Response: A redacted copy of the attendance list, along with the slide presentation was posted on www.FBO.gov on 3 May 2017.

26. Do you have an age of each of the facilities to be serviced?

Response: No, some facilities date back to the 50’s & 60’s and are upgraded as required. Building upgrades and new construction are constantly ongoing throughout the base.

27. Who is the supplier for equipment, supplies, towel, soap, and toilet tissue?

Response: This is unknown. All supplies and equipment are the responsibility of the contractor IAW the PWS.

28. What condition are the dispensers in?

Response: It is the responsibility of the contractor to ensure all plastic dispensers are in working condition or immediately replaced if not functional IAW the PWS.

29. Will the government provide phones, internet, desks, and office space? What condition are they in?

Response: Please see PWS paragraph 3.0. No furniture or internet is provided.

30. Who is the current incumbent point of contact?

Response: (A) For EAFB/AFRL: JDD, Inc., 3615 Superior Ave E STE 3104A, Cleveland OH 44114-4131; Cage Code 1CVZ3.

(B) For AFP42: Spectrum Services Group, Inc., 4600 Northgate Blvd STE 120, Sacramento, CA 95834-1159; Cage Code 4QDG3.

31. Were the service levels for this contract relaxed in comparison with the previous contract?

Response: Yes, the frequency of required service has been reduced, per Headquarters AF direction, to the current AFCOLS requirements identified in Appendix A.

32. Are we responsible for getting security clearances for the staff?

Response: The Contractor is responsible for all staffing considerations and ensuring an adequate number of cleared personnel to perform services. The Government will perform the NACI investigation at no cost to the Contractor. Refer to the NACI process detailed in the PWS.

33. Can we submit our own background checks for the staff?

Response: This would be a consideration outside of the NACI requirement detailed in the PWS, which must be followed.

34. What are the lead times with regards to clearances?

Response: Clearance may take 6 to 8 months (possibly longer). This would be for any security check, not limited to those pertaining to special clearances needed for working around children (i.e. at the Child Development Center or CDC).

35. Once employees have cleared their background checks, can they go into secured areas without an escort?

Response: Yes, as long as they are properly badged for those buildings or areas; however, there will be some rooms that may require government escorts due to the extreme security risks within them. At no time should a custodial employee provide escort to another custodial employee not properly badged for that area.

36. How long is the background check good?

Response: Five years.

37. What if the 5-year clearances have expired. Does that mean we won’t have any cleared employees for 6 to 8 months?

Response: The likelihood for all employees to need clearances renewed at the same time would be rare. The checks are run when the employee started employment, which varies, and remains for 5 years;

therefore the expiration dates will not all fall around the same time. However, it is the contractor’s responsibility to manage clearances ensuring the re-processing is started in a timely manner to ensure no break in access.

38. Can we have the award date so we can begin the clearance process?

Response: The anticipated award date will be in late-July, with a period of performance beginning in October 2017.

39. Can we have a list of the currently cleared staff?

Response: This information will be made available after contract award to the awardee.

40. Is there an additional cost for NACI?

Response: The Government provides the NACI background check and covers the cost. There is no additional cost to the Contractor.

41. If we are limited on the number of cleared employees able to access secured areas, can another cleared employee serve as an escort?

Response: No, if an employee is not cleared and badged to be in that secured area then they cannot be there without a Government escort.

42. Can clearance begin early for employees with unexpired clearances?

Response: It is the contractor’s responsibility track and manage clearances to ensure no lapses.

The government CE security manager will assist in monitoring clearance expiration; however, it is ultimately the contractor’s responsibility. It is imperative to begin the new clearance process one year in advance.

43. Is the current contractor an SDVOSB?

Response: The current contract was a HUBZone set-aside, FA9301-12-D-0007.

44. Will there be a phase-in, phase-out period?

Response: The contract is anticipated to be awarded in July and the contractors can work together to ensure work can begin 1 October 2017. There is not a formal phase in/out period.

45. Can you unlock the downloadable spreadsheet? Some fields will not populate.

Response: Enter responses in the yellow highlighted fields, which are editable. Any other areas should not be edited and only information in the yellow fields are needed.

46. Do we need to submit 3 separate disks to cover Volumes 1, 2 and 3?

Response: The RFP did not specify one disk or three separate disks; therefore, it is up to the offeror. The offeror may submit one with all 3 volumes or three disks with 1 volume each, offeror preference.

47. Will the slides from today’s presentation be provided?

Response: A redacted copy of the attendance list, along with the slide presentation was posted on www.FBO.gov on 3 May 2017.

48. What are the formatting requirements for the documents?

Response: Please refer to FAR 52.212-1 of the RFP for proper formatting requirements.

49. Do the spreadsheets count as well in the page count requirement?

Response: Please refer to FAR 52.212-1 of the RFP which identifies the page count per volume.

50. Can you clarify the meaning of recent (past performance)?

Response: This information is specified in the RFP under FAR 52.212-2.

51. Will the Government use CPARS for obtaining Past Performance Information?

Response: The Government reserves the right to utilize CPARS and other means as identified in the RFP under FAR 52.212-2.

52. What if the PPQ is sent but the customer does not complete it?

Response: While it is the offerors responsibility to ensure PPQs are submitted by the RFP due date, in the event zero PPQs are received, the Government reserves the right to utilize information obtained from the PIF provided with the offerors proposal and other means, as identified in the RFP, to obtain information to conduct the evaluation.

53. Can key personnel’s resumes be used to show past performance?

Response: We will not be utilizing key personnel’s resumes to show past performance. Offerors are required to submit documentation IAW the RFP to show past performance.

54. If the lowest priced offeror is the best selection, there are no other evaluations done?

Response: If the lowest priced offeror who passes the technical evaluation and obtains a Substantial Confidence rating IAW FAR 52.212-2 of the RFP, the evaluations stops and award will be made to that offer. Please review FAR 52.212-2 of the RFP for specific evaluation instructions.

55. Do you have an independent auditor to determine reasonable pricing?

Response: The hand selected pricing team has the appropriate knowledge and ability to adequately evaluate the pricing proposals IAW the evaluation criteria identified in the RFP, FAR 52.212-2.

56. Does the union have to be involved in negotiations?

Response: The Union will not be involved in our award process. The current CBA is attached to the RFP and will become part of the contract.

57. Doesn’t the CBA expire this year?

Response: The current CBA expires 30 August 2017 and includes an automatic renewal provision.

If there are adjustments to wages after award, the awardee can file an equitable adjustment in which procedures will be followed to modify the contract accordingly.

58. Since there is a change to the level of service, how many modifications have been completed on the current contract in the past year?

Response: No modifications have been completed. The current change to the level of service will take effect on the new award, effective 1 Oct 2017. The price will be a monthly price on the new contract instead of the square footage pricing seen on the current contract. Most installations are basing these types of contracts on a monthly price. Note: For the upcoming contract, if the change exceeds 1%, then a modification may be done; however, it is anticipated this would be infrequent.

59. Can we get the estimated costs?

Response: We will not reveal the Government’s estimates; however, the RFP does have a stated maximum. Please refer to the RFP.

60. Due to fraud seen in the SDVOSB pool, will verification of status occur?

Response: Yes, the Government will do its due diligence to verify SDVOSB status.

61. Where is the contractor’s office located?

Response: The contractor’s office is on Contractor’s Row.

62. What is the total number of buildings?

Response: That information is available within the RFP.

63. Will the contractor that receives the award have access to base buildings/rooms to conduct interviews?

Response: You will be able to receive your base pass no more than two weeks prior to contract start date. Once you receive your base passes, you have access to the base but buildings and/or rooms to conduct interviews are not provided. Also, you may interview the current contractor’s staff, however the interviews cannot take place during their scheduled work hours.

64. In the RFP, some buildings have dates. Do those buildings only need service during the dates listed?

Response: Yes, there are some buildings that operate on a seasonal basis and the dates shown are the dates when those buildings would require service. Examples include the pool and the tax office.

65. If we have any questions regarding the CLINs, can we e-mail them?

Response: As stated at the pre-proposal conference questions were due by COB 5 May 2017.

66. Will the due date for proposals be extended?

Response: The Government would prefer not to extend the due date; however, if extenuating circumstances exist, an extension may be considered.

67. Do the pools require cleaning?

Response: No, just the pool houses, which are restrooms, showers and locker rooms as indicated in the PWS.

68. Did the current contract last for the full 5 years?

Response: Yes, the current effort is in the 5th year of performance.

69. The RFP indicates the contractor’s office is 3000 square feet but the building shown during the pre-proposal conference does not appear to be that large.

Response: The size was misstated in the PWS and will be amended. The building is 1,500 square feet and contains a small office (165 sq. ft.) and a restroom (77 sq. ft.), leaving 1,258 sq. ft. of warehouse space.

70. PWS Item 1.1.1 Non Carpeted Floors and 1.1.2 Carpeted Floors: The statement says to move all easily removable items. Are desk and file cabinets to be moved when attending floors either mopping, sweeping, strip and waxing and vacuuming and shampooing carpet in carpeted areas?

Response: The contractor will not be required to move large items such as desks and file cabinets when performing work under 1.1.1 and 1.1.2; however “easily removable items” would include items such as chairs and trash cans, which should be moved or picked up to perform the PWS functions.

71. In association with PWS 1.4.2.1.3, which agencies are required and who is responsible for National Child Investigation and finger print costs?

Response: The government will cover costs associated with the background checks which includes fingerprinting when required.

72. In association with PWS 1.4.3, how many hours is the Child Abuse Prevention Training?

Response: The government provided training is 2-4 hours, annually.

73. In association with PWS 3.0, is there an area that has a washing machine and dryer hookup (i.e., water and 220 volts)?

Response: Yes, there are washer and dryer hook-ups in the contractor’s facility, building 4918.

74. In association with PWS 3.0, is internet connection available or permissible?

Response: The Contractor is solely responsible to provide their own internet accessibility, computer equipment and software.

75. What are the specific cleaning frequency changes from the current contract to the new contract?

Response: Offeror’s are to propose according to requirements for this RFP identified in the PWS.

76. How many full-time and part-time employees have clearance under the current janitorial company’s contract?

Response: This information will be made available to the awardee after contract award.

77. Are site plans available for each building that will be serviced under the contract?

Response: Yes, they will be provided upon contract start as stated in Appendix C.

78. Please define what the “Periodic Cleaning” is on the bid sheet?

Response: See section 1.3 of the PWS. Any service performed monthly, quarterly, semi or annually are considered periodic cleaning.

79. Can the awardee access the base earlier than the period of performance start date?

Response: The awardee’s primary players (project/program manager and company owners, not day to day service personnel) will be authorized to access the base 2 weeks prior to the contract start date to allow time to work out any transition requirements. Any employee interviews will need to be worked out in a location of the awardee’s choice off base and shall not be conducted on base to avoid any disruption of services with the current contractor.

80. Since AFP42 was not part of the current contract, can the Government provide the contractor who is currently performing the service and also provide the current price?

Response: AFP42 services are currently performed under contract FA9301-16-F-4001, by Spectrum Services Group, Inc. The face value of the contract is $165,671 with a period of performance that covers 1 Feb 2016 – 30 Sep 2017.

81. Is it possible to get a list or at least the number of existing employees that currently have NACI clearance?

Response: This information will be made available to the awardee after contract award.

82. Is it possible to get a map of the base, similar to the one that was in the slideshow?

Response: No additional map of the base will be provided. Please see maps attached in the slides.

83. It was mentioned at the pre-proposal conference that payment from the government can be slow at times. What is the expected turn-around on invoices?

Response: DFAS typically pays invoices within 30 days.

84. As we were unable to access a vast majority of the facilities, could we get an approximate annual spend on consumable supplies?

Response: This information is not tracked by the Government.

85. How many current staff members have proper special clearance requirements for the CDC and Youth Activity Center?

Response: This information will be made available to the awardee after contract award.

86. How many staff members have proper Flight line driver’s license for flight line buildings?

Response: This information will be made available to the awardee after contact award.

87. Please provide an itemized list of consumable supplies and quantities used presently.

a. Bath Tissue

1) Standard 96/500?

2) Jumbo?

b. Roll Towels

1) Universal Cabinets? Or proprietary? Please provide brand and item number.

c. Multifold towels

1) Number of cabinets?

d. Single fold towels

1) Number of cabinets?

e. Toilet Seat Covers

Response: This information is not tracked by the Government. In addition, toilet seat covers are not a requirement of this contract.

88. Hand soap

a. Restrooms

1) Surface or counter mount dispensers?

2) Universal bulk fill?

3) Proprietary? If so, please provide brand.

Response: Hand soap dispensers consist of wall mount, counter mount, surface mount. The other information requested is not tracked by the government.

89. Please designate which safety supplies are needed.

a. Shoes

b. Hand Wash in Hangars and shops

1) Dispenser?

2) Powder?

c. Other

Response: Safety supplies are not a requirement of this contract. Please review the PWS.

90. Where are deliveries to be made by supply vendors?

a. Contractor road site?

b. Or can they be made to various sites on the base?

c. Does current contractor deliver supplies throughout the base?

Response: Deliveries may be made to the Government provided office on Contractor Row.

Distribution of supplies throughout the base is at the discretion of the contractor.

91. How do custodians currently get around on base?

a. Are they allowed to drive their own cars?

b. Does current contractor provide vehicles?

Response: Contractor employees may use their privately vehicles or the Contractor may provide vehicles or both.

92. Please list which facilities that have refuge containers outside the building.

Response: Not all buildings have designated dumpsters, many are in co-located locations. This information is not tracked on this contract.

91. Please provide a list of current custodians, wages, in order to comply with Displace Janitor’s Act.

Response: The Act does not require the Awarding Authority to provide this information, instead the incumbent contractor would provide this information to the successor contractor upon notification of contract award.

92. Is there a limit to the number of vehicles allowed on base?

Response: No

93. Is there a restriction on the types of vehicles allowed on base?

Response: No, as long as the vehicles have proof of current registration and insurance.

94. With proposals due Tuesday May 16th, our corporate procedures require us to ship our proposal on Friday May 12th to guarantee timely delivery. We respectfully request the government consider extending the proposal due date to allow offerors to incorporate responses to offeror questions. Providing ample time for review and analysis of responses to questions results in more competitive price proposals and better value to the government.

Response: Unfortunately the solicitation response date will not be extended at this time.

Recommend consideration of delivery services who offer overnight delivery, if needed.

95. How many vehicles are currently used for the project and what type (e.g., van, pickup, passenger)?

Response: This information is not tracked by the Government. It is up to the contractor to determine vehicle usage and quantity.

96. Does the government provide storage space in all buildings for custodial supplies and materials used to service the buildings? If not, which buildings contain storage space, if any?

Response: Please see response to question number 24 above.

97. Is equipment being shared in multiple buildings? If so, what equipment items?

Response: This information is not tracked by the Government.

98. Since this contract includes a requirement of levels of clearances, what is the average daily staffing with and without escorts? What is the current breakdown of contract staff for each building?

Response: This information will not be disclosed by the Government.

99. Please provide a history of emergency service requests over the past 3 years. How many occurred during normal operating hours? How many occurred after hours?

Response: This is a new requirement that was not part of the previous effort; therefore, we do not have any previous history.

100. The collective bargaining agreement (CBA) provided in Amendment No. 1 as RFP Attachment 2 expires on August 30, 2017. Reference FAR 52.222-41(f), which states in part, “No Contractor or subcontractor under this contract may be relieved of the foregoing obligation unless the limitations of 29 CFR 4.1b(b) apply or unless the Secretary of Labor or the Secretary's authorized representative finds, after a hearing as provided in 29 CFR 4.10 that the wages and/or fringe benefits provided for in such agreement are substantially at variance with those which prevail for services of a character similar in the locality, or determines, as provided in 29 CFR 4.11, that the collective bargaining agreement applicable to service employees employed under the predecessor contract was not entered into as a result of arm's length negotiations.” Since the CBA is scheduled to expire prior to the contract start date, some companies may revert back to the Area Wide Wage Determination wages versus Union rates/benefits and argue that the CBA was expired and not entered into as a result of arm’s length negotiations. Questions:

a. Please confirm that the Collective Bargaining Agreement, including the wages and fringe benefits provided in document Attachment_2_-_WD_CBA-2016-8531_R-1.pdf to the solicitation, is to be the basis of all offerors submitting price proposals considering that the CBA expires on August 20, 2017.

b. Please confirm if FAR 52.222-41, Service Contract Act is applicable to this solicitation.

Response: a) Attachment_2_-_WD_CBA-2016-8531_R-1.pdf is applicable to the RFP. The CBA renews itself after August 30, 2017 unless written notice of an intended change is served.

b) FAR 52.222-41 is applicable to this contract.

101. PWS Section PWS Section 1.5.2, Contractor Furnished Restroom Supplies, provides a list of products that the contractor is responsible for supplying. However, there are other typical products, such as feminine products and urinal inserts, which are not included. Please confirm that this list is complete and that the contractor is only responsible for supplying plastic trash can liners; toilet tissue; paper towels;

liquid and foam anti-bacterial soap; and plastic paper and soap dispensers.

Response: Only the supplies identified in the PWS are requirements of this contract.

102. In the interest of estimating the quantity of consumable products, how many people work on and visit the base each day?

Response: Approximately 6,000-8,000 people.

103. During the site tour, the contractor office/storage trailer appeared to have limited space for employee parking. Are contractor employees permitted to drive their own vehicles to the job site? If not, where do contractor employees park and how are they transported? If so, please confirm that a valid driver’s license and insurance are all that are required to drive on base.

Response: Employees are permitted to drive their personal vehicles on to the base to work and for work purposes. Any person driving on the base must at all time have a valid driver license, proof of current registration and insurance. Personal vehicles are not permitted to be driven on the flight line.

104. Please provide the number of incumbent employees. Are they all full-time employees?

Response: This information may be made available to the awardee after contract award.

105. Is there a computerized maintenance management system (CMMS) or other work management software currently being used by the custodial staff? If so, please provide the name and describe who is responsible for providing the software. If not, please clarify how work is managed by the incumbent contractor.

Response: Internet access, programs, etc.; are the sole responsibility of the contractor and must be compatible with the current government Microsoft Office version, as stated in the PWS. Incumbent systems, programs, etc.; is not known by the Government.

106. In preparing to work on the pricing sheets for the solicitation, it was realized that while the Bid Schedule/Price per square foot sheet has a separate section for Level 1 Cleaning (Prestige) AFCOLS2, there is no area on Appendix D or the SF1449 continuation sheet for that level of cleaning. Please advise.

Response: The CLIN structure does not break down into AFCOLS. The AFCOLS are rolled up into the Level of Cleaning. For example, Level 1 Cleaning (Prestige) AFCOLS 2 and AFCOLS 3 for EAFB rolls up into CLIN X002AA. Appendix D does not differentiate by AFCOLS. It is a security requirement based on the building. Appendix A does include cleaning and frequencies required for Level 1 Cleaning (Prestige) AFCOLS 2.

107. The subtotals and overall totals of the square footage don’t appear to add up, the overall total appears to be understated. Can the Government clarify the overall total and subtotals in the amended Appendix B?

Response: After review an error was noted for building 2860. Appendix B states 0; whereas, the Bid Schedule is correct showing 1406. Please utilize the correct information as indicated on the Bid Schedule. Appendix B will be modified to read 1406; however, the Bid Schedule will remain unchanged.

//Signed//

AIMEE L. AMADOR

Contracting Officer

AFTC/PZIOB