Q.A_DoDEA_Americas_Fort_Knox-Campbell.pdf

DoDEA Americas Fort Knox / Camp Campbell Drayage Services

RFQ - HE1254-17-T-2016

Questions and Responses

Q1. A lot of the rooms were not properly tagged with the items to be moved to destination and the items that are going to DRMO. Can you assure that all items will be tagged with destination and identified prior to the move start date?

A1. All rooms or items will be marked prior to the move start date.

Q2. Do you have the hours of operations for the DRMO facility?

A2. Fort Knox: Monday – Friday 07:30 – 12:00 and 12:30 – 15:00 Fort Campbell: Tuesday – Thursday 07:00 – 14:00

Q3. On the Previous Move the IT equipment was issued on a separate contract is this still the case or are we expected to move the Smart boards and Projectors?

A3. All IT equipment that requires movement is covered under this contract, to include Smartboards, projectors, computers, monitors and other IT equipment.

Q4. Janitor’s closet. Do we need to move these items in these spaces? We visited these areas during the site visit however they are not reflected in the inventory list. Please advise.

A4. No, the custodial staff will move all of the items in Janitor’s closets.

Q5. During the site visit we visited a number of rooms that were not listed on the inventory sheets is it safe to say that we are only to move the spaces according the Inventory Drayage xlsx sheets that were provided for each school? Some examples but not limited to are as follows: Van Voorhis: Room 30, 31 storage areas, main supply room across from room 21, room 21, room 23 ,25.

A5. The Statement of Work clearly states that curriculum materials, professional material, student and employee records, supplies and equipment will be relocated from the existing school to a new destination. Although they may not be specifically mentioned or an inventory provided the supplies will be moved.

Q6. We noticed a lot of rooms that were partially packed by the teachers so according the materials list some rooms my need less boxes then what was identified. Can we only provide the boxes needed to complete the move instead of provided boxes according to the request.

A6. Yes, Teachers were provided boxes to pack professional material they would need in their new classrooms. The estimated number of boxes for each project was in fact an estimate provided by the schools, so only boxes needed to pack and move items should be provided under this contract.

Q7. Packing materials cont – for the registers offices and all schools. It was identified that these areas are a priority to assist with a smooth transition. Will this content be packed by the Contractor or will the schools be packing their records and we (the contractor) move them to the destination.

A7. The Statement of Work clearly states the contractor is responsible for packing, moving and unpacking student and employee records.

Q8. It looks like the schools are using the gym as a consolidation point for the DRMO items.

Should the movers relocate all items identified as DRMO to this space in all the schools?

A8. No, the schools were just trying to begin the sorting out process for DRMO and to make space in the classrooms. The contractor can use the school gyms to organize DRMO items but it is not a requirement.

Q9. Macdonald to Van Voorhis Library: Are we relocating only the items identified and the rest of the furniture is going to DRMO? Please advise.

A9. It is possible that a few of the shelves maybe required to handle the additional library books moving from Macdonald to Van Voorhis, all other furniture will be turned over to DRMO.

Q10. Cafeteria (ALL) – are we only to move items identified on the spread sheets for these areas or are we expected to move cooking equipment.

A10. Just the items identified.

Q11. Can we request to work all weekends to meet the deadline?

A11. Yes

Q12. Can you please explain the requirement for the DRMO if the process will be different for Fort Campbell and Fort Knox.

A12. The DRMO process at Fort Knox and Fort Campbell are exactly the same, the school will schedule a truck and trailer from DRMO to be brought to the schools and then the drayage contractor will be responsible for palletizing, shrink wrapping and loading the trucks. There is no requirement for the drayage contractor to deliver and unload items at the local DRMO.

Q13. Wassom - Can you please indicate what are the special boxes indicated on the parts list?

A13. The special boxes are a duplicate list of the items listed at the end of the inventory sheet, the special box count can be eliminated.

Q14. Band Room - we noticed some of the equipment was listed for repair are we moving these items are is a repair contractor coming to pick up these items?

A14. The musical instruments labeled for repair are no longer in the school and the drayage contractor will not be required to move these items.

Q15. OLD Barkley Elementary School - The parts list indicates as follows: Dry goods, food, cleaning supplies will need to go. Also, pots, pans, utensils etc., meat slicer, mixer, dry storage shelving, serving line and cashier stand. Not sure about equipment, depends on FFE per Food Service Director. Do we have a direction on what to do with the cooking equipment for this school and all other schools if the requirement is going vary between the schools.

A15. The items that will need to be moved are basically the same at each school. The food items that will need to be moved will be all food items, canned, dry and frozen. The other items in the kitchen area will be pots, pans, cooking utensils, files and records. Additionally, standup rolling warmers will need to be moved and there are approximately three of these at each school.

Q16. If the furniture to be moved from the various classrooms are less than what is identified is there a requirement list of furniture that should be relocated according to grade level and if so are we permitted to pull items IE chairs and or kidney tables from rooms that have extras to assist with properly outfitting the new or relocated destination.

A16. Yes

Q17. Relocating furniture: do the schools have any furniture plans that identifies where or how the furniture should be configured in the new spaces.

A17. Yes, each school will have a specific plan by classroom available the day the contractor starts work.

Q18. Rooms that are waiting to be cleaned should we deliver the furniture hallway or will we need to coordinate furniture deliveries in accordance to the custodial cleaning schedule.

A18. Furniture can be delivered to the hallways if classrooms are being cleaned and if time permits the drayage contractor can then move the items into the classroom, if not the custodial staff can accomplish this task.

Q19. Are any items moving from Fort Campbell to Fort Knox or vice-versa?

A19. No

Q20. Will the proposal deadline of 6/21/17 2:00 AM EST be extended to provide time for Questions & Answers from the Site Visits?

A20. Yes the RFQ for submission of quotes has been extended.

Fort Knox

Van Voorhis ES

Q21. Are the smart boards included in the IT equipment?

A21. Yes, but they will be unmounted from the walls by our maintenance staff.

Q22. The cafeteria furniture is not labeled to move; however, is noted in the performance work statement.

A22. Some of the cafeteria tables and folding chairs if used for the student meal program will be required to be relocated to existing schools, new schools will be receiving new cafeteria tables and chairs.

Q23. Will any of the kitchen equipment be relocated?

A23. Only moveable type equipment or items will be moved, equipment that is permanently attached to gas or electricity will not be moved by the drayage contractor.

Q24. Will the move contractor be allowed to deliver to DRMO? Per discussion in the walkthrough this area may be restricted.

A24. No, both the Fort Campbell and Fort Knox DRMO’s have changed their procedures in the last two weeks so no items will be delivered directly to DRMO. See answer to question 12.

Q25. Items appear to have been added onto the move since the inventory was created. For example, room #8 is the art room. The inventory estimated 60 boxes; however, the room has music instruments, furniture, cabinets, etc. labeled to move. Is the bid to be prepared from the walk-through or the inventory provided?

A25. Some items have been relocated to different rooms so that summer cleaning can take place in all schools and classrooms, the estimated inventories should be fairly accurate.

Q26. If we are to provide a fixed price, how are these type of changes handled?

A26. As this is a firm-fixed-price contract, the vendor should carefully review the entire scope of the Government’s requirement, identified in the Performance Work Statement (PWS), and price it for the total level of effort and performance required, not anticipating any changes.

Q27. Will the move crew unpack any boxes that are currently packed by the staff or will these be unpacked by the staff upon their return?

A27. The drayage contractor will be required to offer assistance to teachers and staff in the unpacking of boxes packed by school staff, however in most cases the school staff will unpack most of these boxes.

Q28. Will any of the lounge furniture from room 11 relocate?

A28. No

Q29. Will any of the custodian supplies be relocated?

A29. No, the custodial staff will move custodial supplies and equipment.

Q30. Room 25 labels note we need to move the furniture to room 28. Are we to perform internal relocations?

A30. Yes in some instances, especially at Van Voorhis but it should be minimal.

Q31. Some file cabinets have blue labels on them with no writing. Are these for DRMO or will we leave them?

A31. The filing cabinets with blue tape will stay in place.

Macdonald ES

Q32. The music room list only boxes however all items are tagged, are we to move all items?

A32. Yes

Q33. Will any items from room 3 be moved?

A33. Yes, items will be moved to Van Voorhis

Q34. Will library books be offloaded onto new shelving, can we use carts to relocate those or do they need to be boxed to remain in storage?

A34. Existing shelving will be used and carts are acceptable.

Fort Campbell

Q35. How many boxes are we responsible for providing? The RFP says 1500 for curriculum materials, but implies that we are responsible for providing all packing material. Please clarify.

A35. The number of boxes was an estimate, carts used for moving library books and speed packs can also be used at the contractor’s discretion.

Q36. Will we have access to all locations form start date to completion? In other words, will we be confined to scheduled work each day and have scheduled access each day?

A36. The contractor will have access to all sites so that multiple crews can be used to complete the project.

IT Equipment

Q37. Will awarded contractor need to provide an IT inventory list in Excel with Equipment Description, Move From/To locations, Make, Model, Government Serial Number, Manufacturer Serial Number and MAC Address?

A37. No, an inventory has been conducted and all IT equipment will be labeled as to where each item goes.

Q38. Will awarded contractor need to reinstall any laptops into COWS at destination schools?

A38. No, DoDEA IT employees will perform this task.