Amendment-02 to Combined Syn-Sol FA9301-25-Q-0007 Consolidated Laundry Services - Questions and Answers.pdf

Amendment-2 “Questions & Answers” to Combined Synopsis/Solicitation #FA9301-25-Q-0007 Page 1 of 9

Combined Synopsis/Solicitation #FA9301-25-Q-0007 “Consolidated Laundry Services” Amendment-2 – Questions & Answers

This attachment is to provide the Questions received from potential Offerors and likewise the Governments Answers to those questions. All questions received are addressed herein.

1. What is the name of the current contractor for this contract?

a. ANSWER: RED Orange North America Inc. And Railroad Cleaners.

2. Will there be a scheduled site visit for this opportunity?

a. ANSWER: No

3. What will be the anticipated award date for this contract?

a. ANSWER: 23 March 2025, note please that this will be awarded as a Basic Ordering Agreement.

4. What will be the anticipated start date for this contract?

a. ANSWER: 23 March 2025, note please that this will be awarded as a Basic Ordering Agreement.

5. What is the current monthly or total annual awarded amount for this contract?

a. ANSWER: Government is not permitted to provide the monthly or yearly totals for the existing/ending contracts.

6. Have funds been appropriated for this opportunity?

a. ANSWER: This agreement will be funded at award, yes.

7. Is this an existing contract?

a. ANSWER: Yes, this agreement will provide services formally covered on two prior contracts, “CE Laundry Services” Contract #FA9301-19-D-A007 and “MXG Shop Towels” Contract #FA9301-20-C-0001.

Amendment-2 “Questions & Answers” to Combined Synopsis/Solicitation #FA9301-25-Q-0007 Page 2 of 9

8. Does the requirement need both Regular shirts/pants/coveralls as well as Arc Flash shirts/pants/coveralls? If so, shouldn’t this quantity be part of the first table listing ALL the items for pricing?

a. ANSWER: Yes, both regular and Arch Flash are needed. PWS Appendix-2 separates the four Mission Partners (currently) workload estimates. Quantity and quality differ from each Mission Partner.

9. I would like to know if there is an incumbent for this contract, and if so, what the previous award amount was.

a. ANSWER: The incumbent for “CE Laundry Services” is Railroad Cleaners with an award amount of $426,115.20, while the incumbent for “MXG Shop Towels” is Red Orange North America INC. with an award amount of $51,748.32.

10. Quantities and Variability: The solicitation includes "average weekly estimates" for items such as arc flash shirts and towels. Could you please provide historical ranges or identify peak periods when quantities might exceed these averages?

a. ANSWER: The Government does not have any information to provide on this question apart from stating that the estimates in PWS Appendix-2 are solidified and can be considered accurate. There is no information indicating that that there will be substantial “peak periods.”

11. Laundry Standards: The Performance Work Statement (PWS) specifies that items must be free of dirt, odors, and residues. Are there particular cleaning agents, methods, or certifications required to achieve these standards?

a. ANSWER: Reference PWS Section 1.6.1.7, “Laundered clothing shall be accomplished by commercially acceptable practices utilized by mass commercial production laundry facilities in accordance with (IAW) current industry standards and manufacturer warrantee cleaning instructions”. Method used will not deteriorate required quality to safely perform service with appropriate product(s) such as Arc Flash protection standards etc.

12. Current Challenges: Could you share any feedback from the current contract or the Contracting Officer’s Representative regarding challenges or areas for improvement in the existing laundry services?

a. ANSWER: The Governments focus areas on this future agreement will be ensuring this is not a pass-through between a prime contractor and their sub-contractor.

Furthermore, we want to focus on applicable logs (in the PWS they are “Weekly Inventory Action Sheet” or “IAS” and “Shortage List” or “SL.” We will also focus on communication between the contractor and the COR/GPOCs for each of the respective Mission Partners this agreement will provide services for.

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13. Subcontracting: The Prime Contractor is required to perform at least 50% of the work. Are there specific tasks the government prefers the Prime Contractor to manage directly?

a. ANSWER: Please reference the PWS to include PWS Appendix-5 which state that this is “measured in percentage of total cost for the year.” Total costs for the year will encompass all Task Orders issued to the multiple Mission Partners this agreement will provide services for. The overall tasks that make up how those costs are compiled is up to the contractor, the Government is focused on this to avoid a pass-through contract.

14. Pickup and Delivery Logistics: Are there logistical considerations, such as restricted access times or multiple delivery points, that we should factor into our proposal?

a. ANSWER: Per PWS Section 4.1, operational hours are 0800-1400 hours Monday thru Friday except Federal Holidays or when government facility is closed due to local or national emergencies, administrative closings, or similar Government directed facility closings. Building Number(s) and GPOCs will be specific to the Mission Partner the individual Task Order is issued for. Specifics for exact delivery times and any other factors that will impact the contractor’s delivery will be coordinated between the contractors Agreement Manager (AM) and the GPOC specified in the Task Order.

15. Government-Furnished Property (GFP): Which items are classified as GFP, and what responsibilities does the contractor have for their maintenance and accountability?

a. ANSWER: There will be no GFP provided on this agreement, only Government furnished services such as emergency support etc. (as outlined in PWS Section 3 “Government Furnished Property (GFP), Equipment (GFE) and Services.”)

16. Pricing Structure: Pricing is to be submitted weekly per item and evaluated annually.

Should we propose fixed prices for the entire five-year term, or is there a preferred method for price adjustments over time?

a. ANSWER: In accordance with PWS Appendix-2, the offerors are to fill in the tables within that appendix and then total the weekly estimates (i.e. the green highlighted box in each table). Then they are to fill in the last table under the “Total Yearly Quoted Price” section for each of the four Mission Partners and multiply each by 52 to get a yearly total for that Mission Partner. Lastly, they are to then combine the yearly total for all four Mission Partners to get the “Total Yearly Quoted Price” in the bottom right cell within the last table on that Appendix. For sake of this answer, assume that the Weekly Price Per Single Item was $1 for every single line on every Mission Partners table, that would be $1400 weekly for CES, $700 weekly for AFP42, $3848 weekly for MXG, and $35 weekly for OHWS. Combine those ($1400+$700+$3848+$35) = $5983 weekly for all four Mission Partners, multiply that by 52 weeks equals $311,116. That $311,116 would be an offerors Total Yearly Quoted Price. Only the first year of the Agreement shall be provided by the offeror, Amendment-2 “Questions & Answers” to Combined Synopsis/Solicitation #FA9301-25-Q-0007 Page 4 of 9 yearly price updates will be negotiated between the offeror and the Contracting Officer and incorporated into the Agreement via a bilateral modification.

17. Past Performance Metrics: Are there specific metrics—such as on-time delivery or quality control—that the government prioritizes when assessing past performance?

a. ANSWER: The offeror is to provide a Cover Letter no more than 3 pages in accordance with the Combined Synopsis/Solicitation. Within it, you are permitted to provide whatever past performance information you deem fit to permit the Government team to determine that your company has performed similar services of this scope and complexity in the past. The Offerors Cover Letter will be evaluated and rated based on the simple criteria outlined in the Combined Synopsis/Solicitation.

18. Adding Mission Partners: Is there an estimated number or growth rate for additional Mission Partners that we should anticipate over the contract duration?

a. ANSWER: There’s no current estimate of any additional Mission Partners at this moment. This agreement simply allows flexibility of including any future MPs.

However please note, any additional Mission Partners which will be added will be done so based on mutual agreement of the parties (i.e. a Bilateral modification to the agreement). Therefore, if the contractor who wins this agreement award has fears of future growth exceeding their abilities that will be remedied by simply not executing a future agreement modification to add more Mission Partners.

19. Evaluation Criteria: Are there particular elements of the technical proposal, such as quality control or staffing plans, that hold greater weight in the evaluation process?

a. ANSWER: The evaluation criteria for this effort is provided in the Combined

Synopsis/Solicitation, to which the offerors must follow the instructions outlined in FAR 52.212-1 “Instructions to Offerors” and corresponding FAR 52.212-2 “Evaluation – Commercial Items.” As noted therein, evaluation criteria are equal, offerors will be ranked and ultimately a winner chosen based on Lowest Price Technically Acceptable (LPTA).

20. Contract Transition: What are the expectations for managing phase-in and phase-out transitions, including coordination with the incumbent contractor?

a. ANSWER: Please see PWS Section 1.8. It is the Governments intent to have the incoming contractor and out-going contractor work in accordance with PWS Section

1.8.1. Conversely, at the end of the agreement the incumbent contractor will adhere to PWS Section 1.8.2.

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21. Quality Control Expectations: Are there established quality assurance procedures or inspection protocols that the contractor must adhere to?

a. ANSWER: PWS Section 2 provides for Service Summaries and other items that the winning offeror should be mindful of when providing services on this agreement.

22. Environmental Compliance: Are there environmental regulations or sustainability goals, such as water usage limits or eco-friendly cleaning agents, that we need to comply with?

a. ANSWER: All requirements are specified in the Model Contract and/or the PWS. No other standards or requirements shall be required unless stated in the resulting agreement and its PWS.

23. Emergency Services: Is there an expectation for expedited services during emergencies, and if so, what are the parameters for such situations?

a. ANSWER: No, there is not.

24. Facility Requirements: Is the contractor required to operate from an on-site facility at

Edwards AFB or Air Force Plant 42, or is an off-site facility permissible? Are there specific requirements for the laundry facility?

a. ANSWER: The winning contractor will NOT be permitted on base facilities (EAFB or AFP42) or equipment, so therefore an off-site facility is required and the contractor shall furnish required items as noted in PWS Section 1.1.1. (and others). The requirements are that your facility operates in accordance with local/state/federal laws and regulations, and with applicable insurance/permits/certifications/licenses/etc. as applicable.

25. Laundry Equipment Confirmation: Can you confirm whether the contractor must supply all laundry equipment (e.g., washers and dryers) at their own service facility, or will any equipment be provided by the government as Government-Furnished Property (GFP) under this contract or subsequent task orders?

a. ANSWER: See Question #24 above for more details. No GFP shall be provided.

26. I had a question regarding the amount of weight that would need to be cleaned on a weekly basis so I can come up with a good quote.

a. ANSWER: The Government does not have this information available. However, offerors can calculate this on their own by taking the weekly totals annotated on Appendix-2 and investigating to determine weights on their own.

Amendment-2 “Questions & Answers” to Combined Synopsis/Solicitation #FA9301-25-Q-0007 Page 6 of 9

27. Usage Duration of Coveralls & Supplies:

a. When trainees arrive for training, what is the typical duration of their stay at the base (e.g., weeks, months, or years)?

i. ANSWER to #27.a: Assuming that “Trainee” is referring to employees that make up the weekly estimates for the Mission Partners identified in the PWS Appendix-2, then typically stay in their positions long term (years). However, employee turnover, retirements, etc. happen on EAFB and AFP42 just as they do in any other organization.

b. Is there a standard timeframe for training programs, or does it vary by individual?

i. ANSWER to #27.b: The question is not clear, if you are meaning training programs for employees that make up the Mission Partners, then the answer is that they are not trainees, they are full-time employees. So once hired they will need the items specified in PWS Appendix-2 for their respective Mission Partner Organization.

28. Reusability of Coveralls & Supplies:

a. If a trainee completes their training within a short period (e.g., one month) and leaves, are we allowed to properly dry-clean and reuse the coverall for another trainee?

i. ANSWER to #28.a: Yes, in most cases, you are allowed to properly dry-clean and reuse the coverall for another person, provided that the coverall is thoroughly cleaned and sanitized according to company guidelines. Dry cleaning ensures that any potential contaminants or residues are removed, and proper laundering methods should be followed to maintain the integrity of the garment and prevent cross-contamination.

b. Are there any specific hygiene or safety regulations that must be followed before reusing clothing items?

i. ANSWER to #28.b: Protective clothing used for arc flash must be cleaned and decontaminated before reuse to remove any dirt, oils, or other contaminants that could interfere with the garment’s protective properties. The cleaning methods must follow the manufacturer’s recommendations, and it is important to ensure that the clothing is not damaged in the process.

c. Can you confirm if coveralls or other clothing items will be used for a minimum of six months before requiring replacement? This information will help us estimate a better pricing model and ensure we can recover the cost of the supplies effectively.

i. ANSWER to #28.c: Yes, they will be. In accordance with the PWS, items will be replaced when they exceed their standard life cycle.

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29. Cost Recovery Considerations:

a. Since the cost of laundry supplies (e.g., coveralls) is calculated based on long-term usage, how will cost recovery be addressed if an individual only stays for a short training period (e.g., one month)?

i. ANSWER to #29.a: There are very few, if any, Government employees that go through our hiring process and only stay for a short period of time. The Mission Partners will adjust based on the turnover and when the supplies exceed their life cycle.

b. Would the contract allow for an adjustment in pricing or reimbursement for such cases?

i. ANSWER to #29.b: No, this will be awarded as a Firm Fixed Price (FFP) contract.

30. Sizing & Supply Logistics:

a. Coveralls and other clothing items come in multiple sizes: Small, Medium, Large, XL, XXL, XXXL. Would it be possible to provide standard sizing information in advance to avoid unnecessary trips for measurements?

i. ANSWER to #30.a: The Government did our best to provide this data, added to the end of PWS Appendix-2 via Combined Synopsis/Solicitation Amendment-2. It took time to consolidate this information, please forgive the delay.

b. Can we agree on a sizing matrix or a standard allocation per department to minimize the frequency of size adjustments and additional transportation costs?

i. ANSWER to # 30.b: See answer to #30.a above, the government can only provide the items added to the end of PWS Appendix-2. We cannot agree to this based on the fact that individuals within each Mission Partner who will be serviced on this agreement are going to be assigned their own items based on the weekly estimates outlined in PWS Appendix-2. Therefore, we cannot have a sizing matrix or standard allocation per Mission Partner.

31. Setup Time & Facility for Dry Cleaning After Contract Award:

a. After the contract is awarded, would we be given a setup period of approximately one month to install and calibrate our equipment and machinery before full-scale operations begin?

i. ANSWER to #31.a: No, there is a Phase-In and Phase-Out period, however due to the time restraints on this Combined Synopsis/Solicitation we may

Amendment-2 “Questions & Answers” to Combined Synopsis/Solicitation #FA9301-25-Q-0007 Page 8 of 9 eliminate the Phase-In period. Additionally, this will be an Agreement award and not a Contract Award. Lastly, see Q&A’s #24-25 above, the contractor will not have any on base facilities and therefore it is assumed that there will be no calibration of equipment/machinery required, unless the offeror is having to do so for their facility that is located outside of base.

b. Will you provide a designated space for us to set up the dry-cleaning and laundry facility within your premises, or should we arrange and rent our own facility externally?

i. ANSWER to #31.b: No. See Q&A’s #24-25 above, offerors will NOT be permitted to have facility space on EAFB or AFP42.

32. Can you confirm all this will be done on base, in one only base, not multiple?

a. ANSWER: The service will be done on one base; however, it will be done at two locations that fall under Edwards AFB. One at Edwards, CA and the other in Palmdale, CA. The drive between each location is close to 40 minutes.

33. I wanted to confirm an item regarding the laundry service requirements. Specifically, do all clothing items — like uniforms, coveralls, and protective gear — need to be pressed after cleaning, or is wash-and-fold sufficient?

a. ANSWER: The Government has identified that this was not clear in the PWS. In PWS Section 1.6.1.7 “Laundry Cleaning” Sub-Section (5) it states, “Finished work shall be hung neatly and grouped by employee for ease of inventory and issue.” In PWS Appendix-1 “Definitions and Acronyms,” for “Laundering” it states, “The process by which soiled fabric items are cleaned…To this agreement, the term includes water repellant treating, bleaching, bluing, chemical rinsing (sour), starching, ironing, and pressing operations appropriate to the type of fabric and nature of soil.” Therefore, the Government wants to clarify and state that it is NOT a requirement for offerors to press clothing items, however it is a requirement for items to be hung/sorted in accordance with PWS Section 1.6.1.7 Sub-Section (5). Offerors are permitted to provide pricing for pressed items and also pricing for non-pressed items if they wish, however, to ensure apples to apples comparison of all offerors Total Evaluated Price only those prices for non-pressed items will be evaluated/used for award determination. If a Mission Partner chose to request items be pressed after award, they can do so at the prices identified by the offeror in their quote submittal to the Combined Synopsis/Solicitation #FA9301-25-Q-0007. If the winning offeror did not submit pricing for pressed items as part of their submittal to this Combined Synopsis/Solicitation, then pricing can be negotiated after Agreement Award to update the agreement to include pricing for pressed items.

34. Would the garments need to be pressed in addiction to a thorough wash?

a. ANSWER: Please see the Answer to Question #33 above.

Amendment-2 “Questions & Answers” to Combined Synopsis/Solicitation #FA9301-25-Q-0007 Page 9 of 9

35. Could you please let me know the value of the last contract?

a. ANSWER: Please see the answer to Question #5 and #9 above.

36. Were there any new departments/items added in this solicitation or everything is the same as last contract.

a. ANSWER: Yes

37. For the twill short and long sleeve shirts with no button. Do you have pictures or samples that we can see?

a. ANSWER: Please see attached images.

38. Do the white shop towels have to be brand new, or could they use clean white in circulation towels?

a. ANSWER: Yes, Contractor can use clean white towels in circulation.

39. On the navy-blue coveralls, do those need to be FR or a standard polyester cotton blend?

a. ANSWER: Need to be Flame Resistant Arc Flash coveralls.

40. Do you accept late bids or do you only accept bids before that deadline?

a. ANSWER: Offers are due no later than 18 March 2025 at 12:00 PM PDT. Early submittals are acceptable.