Amd1_Response_to_Offerors_Questions.pdf

Amendment 0001

Response to Offerors Questions for

RFP HE125419R1000 Europe East West Custodial and Grounds

1. Page 13 Contract Manhour Annual Reporting: There is no CMR CLIN. The CMR is specified as

Deliverable #9 on page 71.

Question: Will there be a separate CLIN?

RESPONSE: There will not be a separate CLIN for Contractor Manpower Reporting.

2. Pages 3 - 13 Wage rates in Belgium are far higher than those in Germany

Question: Could you please consider adding separate CLINs for After hour/weekend work in Germany and Belgium?

RESPONSE: This Amendment reflects this change.

3. Question: Could you please consider adding separate CLINs for Extended School year cleaning services in Germany and Belgium ?

4. Question: Could you please consider adding separate CLINs for Pressure washing services in Germany and Belgium ?

5. Question: No Non-Routine Unit price has been requested for Grounds work. Would you care to add such

CLINs for Germany and Belgium schools ?

RESPONSE: Additional CLINS are not intended at this point..

6. Question: CLIN 1005 should read IAW Section 2.3.7 and not IAW Section 2.4.1

7. CLIN 4006 Transition-OUT

Question: Would you consider keeping this CLIN independent of the Option years ?. If an Option year is not exercised, there is no provision in prior OYs for Transition OUT ?

RESPONSE: If an Option Year is not exercised a modification would be issued so that the Transition-

Out period could be exercised at the proper time.

8. Page 17 FAR 52-242-15 Stop Work Order.

Question: Request the Government define how this clause will be used in a contract of this size and scope?

RESPONSE: See Federal Acquisition Regulations FAR 52.242-15 and the prescription for its use at

48.CFR 42.1305(b)(1).

9. Page 22 FAR 52.217-18: This is referenced in the “Options” section but not listed as clauses incorporated in this solicitation.

Question: Please clarify?

RESPONSE: Page 22 references FAR Part 52.217-8 not FAR Part 52.217-18.

10. Page 45 FAR 52.217-9 Option to extend the term of the contract.

Question: If the term of the contract is 8 months + 48 months, shouldn't this clause read a total of 5 years and 2 months ?

11. Page 51: Tax Relief Clause 252.229-7001

Question: Will the UST or VAT tax exemption clause for Germany and Belgium be incorporated into this contract in full text with blanks completed ? Please include the Name of Tax being excluded and its percentage.

RESPONSE: Yes it will be incorporated into this contract. The contractor should provide the Name of the Tax and the Rate at the time of award.

12. Page 54 - 87 PWS 2.2.5, 2.2.6, 2.2.8, 2.2.9, 2.2.11.1, 2.2.11.4 etc. Frequency of Performance = Every weekday.

Question: Do you mean Monday thru Friday or Monday thru Sunday?

RESPONSE: Weekdays are Monday thru Friday. If the contractor determines that work would best be accomplished on the Weekend, approval must first be obtained from the Contracting Officer’s

Representative.

13. Page 61 Section 2.3.1 General Grounds Clean-up (weekly): “The objective is to have all school grounds, … kept free of trash, litter, feces and all other debris.”

Question: Request the Government provide a more specific frequency for this task (i.e. task to be completed by COB Friday each Week) to avoid any misunderstandings.

RESPONSE: There is no specific frequency for this task. It is as often as needed to keep the grounds free of trash while at the same time meeting the acceptable quality level.

14. Page 62 Section 2.3.5.1 Shrubs, Hedges and Trees.

Question: Request the Government confirm that Offerors are only required to perform tree pruning to at least 2.5m should a tree branch obstruct walkways or structures.

RESPONSE: Yes. Requirement is as stated in the PWS, Section 2.3.5.1.

15. Question: Request the Government define what is meant by tree branches… that present a hazard.

RESPONSE: Any tree branches that are dead, could fall on person or on property, could injure personnel by poking them, scratching them, or otherwise injuring them as they traverse a walkway. Any tree branches that would damage any structures if they broke away or hit because of wind or weather events.

16. Question: Does this reference include removing trees? Who is responsible for contacting the German

Forest authorities?

RESPONSE: No this does not include removing trees.

17. Page 62 Section 2.3.5.3 Removal and Disposal of Natural Debris (AS REQUIRED): “The objective is to have … the school grounds will be generally free of leaves, twigs and branches, and other natural debris.”

Question: Request the Government define the acceptability levels/frequency for raking leaves.

RESPONSE: This is a seasonal requirement and could be weekly but during peak season may be three times per week. It is up to the contractor to determine the frequency to meet the objective in the PWS at an acceptable quality level as stated in Section 7.4, Performance Requirements Summary (PRS).

18. Page 62 PWS 2.3.5.1 Pruning trees is only mentioned with regard to obstructing walkways or structures or those that present a hazard.

Question: If the Base/Environmental Dept determines additional pruning necessary, will that be priced work?

RESPONSE: That is the concern of the Government and is not a part of this solicitation.

19. Offerors request incorporation of FAR 52.237-3 — Continuity of Services (Jan 1991) in the “Clauses

Incorporated by Reference” on page 16.

Question: Will that be included?

20. Page 68 Paragraph 3.6: references cooperation with Italian and Spain Governments.

Question: Request the Government revise this to reflect German and Belgium Governments?

21. Page 68 Paragraph 4 Govt. Furnished space

Question: Will storage space currently in use for storage of Grounds equipment and supplies, not be available in the future?

RESPONSE: See PWS, Section 4.1.

22. Question: Will storage space, other than custodial closets in schools, which are currently in use for storage of Custodial supplies and machines, not be available in the future?

RESPONSE: See PWS, Section 4.1.

23. Question: Will office space currently in use by CEG or SKE personnel not be available in the future?

RESPONSE: No it will not be available.

24. Page 57 Shampooing

Question: Please verify if the Government is referring to installed carpets? Does this also mean any rugs faculty may bring in classrooms during the school?

RESPONSE: Reference is for installed and Government-furnished carpets and rugs. Teacher or personally-furnished carpets and rugs are not included in this requirement. This Amendment reflects this change.

25. Question: Please state that only school-owned carpets shall be shampooed. I.e. no privately owned carpets.

26. Page 77 PWS 2.2.14 Supplemental Restroom Cleaning.

Question: Ramstein Intermediate School is not mentioned. Where should it be added - to ES or MS/HS ?

27. Page 77 PWS 2.2.15.2 Walkways to be cleaned M - W – F

Question: Which plans pertain to Walkways?

RESPONSE: Response to be issued via an Amendment.

28. Question: What are the total square meters of walkways per school that require cleaning ?

RESPONSE: Response to be issued via an Amendment.

29. Page 81 Objective 2.3.6.1 Walkways and Paths SNIC: Pathways are kept free of ice and snow accumulation during normal duty hours.

Question: Request the Government define “accumulation”.

RESPONSE: The objective is for students and staff to be able to safely traverse these walkways without slipping and falling. This may require treatment with little to no accumulation if the walkways are frozen and slippery.

30. Page 54 of 90, Section 2.1 mentions “the tasks are not all inclusive as … technical response into the contract.”

Question: Offerors are unclear what is meant/being asked of Offerors in this paragraph and request the

Government provide additional clarification. Specifically, we request the Government to clarify what is meant by “the tasks are not all inclusive…”.

RESPONSE: This section has to do with the contractor’s approach to meeting the objectives of this requirement. The Government’s cannot dictate how the contractor meets the requirement but it is the contractor’s responsibility to be able to effectively staff and communicate actions and responses.

31. Page 82 of 90 Attachments. Thank you for Attachments sent/received on 08 and 11 March 2019.

Question: Attachments 38 and 39 not received. When will they be sent?.

RESPONSE: This Amendment includes these Attachments.

32. Attachments FCAR 34a thru 37a recalled on 11.03.19 at 18:11

Question: When will they be re-sent?

RESPONSE: The Attachments have already been sent via e-mail.

33. Attachments FCAR 40a thru 44a sent on 11.03.19 at 18:10 and 18:12 but recalled on 11.03.19 at 18:18.

Question: When will they be re-sent ?

RESPONSE: The Attachments have already been sent via e-mail. .

34. Attachments Grounds 41 thru 44, renumbered as 41 thru 45, sent 11.03.19 at 18:17 and 18:19, but recalled on 11.03.19 at 19:04.

Question: When will they be re-sent ?

RESPONSE: The Attachments have already been sent via e-mail.

35. Attachment 3 Wiesbaden MS square footage is missing

Question: When can we expect to receive a figure ?

36. Square footage on the Attachment 3 do not match entries on floor plans.

e.g. Ramstein HS. Attachment 3 shows 140.135 sq ft, Floor plans show Bldgs 900 and 934 as having

132.985 sq ft.

RESPONSE: The floor plans showed the temporary classroom space (x934T) but did not count the footage.

37. Question. Which buildings on the floor plan are not marked but need custodial services?

RESPONSE: X934T are not marked but needs custodial services.

E.g. Ramstein ES. Attachment 3 shows 132.559 sq ft, Floor plans show Bldgs 904, 995 and 996 as having

119.901 sq ft.

RESPONSE: 132,559 square feet includes the portables (temporary building classrooms).

38. Question. Buildings X995T, X996T, X995T1 are shown on the floor plan but without sq footage. Do they have to receive custodial services?

RESPONSE: Yes, These 3 temporary buildings add up to 12,658 square feet.

39. Question: How do you explain the difference ?

E.g Stuttgart ES and HS. Attachment 3 shows 268.452 sq ft. The Bldgs 3080 and 3081 on the floor plans show 298.823 sq ft.

Question: Which figures are correct?

RESPONSE: If there are any discrepancies, the floor plan takes precedence.

40. Attachment 3 or Floor Plans

Question: Could you please furnish an addendum to Attachment 3 or the Floor plans, defining a list of building numbers that require services in all schools, DSO and CFE?

RESPONSE: Attachment 3 provides the total square footage and other attachments provided the floor plans for all buildings with the exception of garages.

41. 2.3.2.1. Mowing and Reseeding: [As required to maintain the height standard] All areas containing ground cover (defined as cultivated grasses, weeds, dandelions and other ground-hugging non-ornamental vegetation) are expected to be mowed to a height of 8-9 cm whenever the ground cover reaches an average height of 11 cm. It is expected that stones (5 cm or more in diameter), debris (paper, bottles, trash) and branches will be remove before mowing. The objective includes having the mowing performed so as to avoid “burn spots” in the ground cover. With each mowing, grass around trees and bushes, along sidewalks, hedges, fences, posts, picnic tables, sports fields and playground equipment, buildings and other bordering installations is expected to be trimmed and edged, to the same height as the surrounding grass. All trash, debris, and grass cuttings visible on the lawn surface is to be removed to a proper disposal site on the same day mowing occurs. Bare or worn patches are to be reseeded in a manner that will ensure adequate growth. These services shall also be provided for the area within one meter outside boundary fences that are on Government property.

Question: Are bare and worn patches to be reseeded each time mowing is accomplished. This is normally done once a year during summer vacation.

RESPONSE: No. Bare and worn patches need to be reseeded as discovered.

42. 2.3.4.5. Mowing: (Playing fields) Bare or worn patches are to be reseeded in a manner that will ensure adequate growth. (As in 2.3.2.1.)

Question: Request the Government confirm if seeding should be performed annually, during summer vacation to ensure adequate growth?

RESPONSE: No, this is done as required.

43. 2.3.6.2. Playground Areas: When accomplished, the designated playground areas will be free of ice and snow accumulation during normal duty hours.

Question: Request the Government confirm if the term designated areas is reserved for hard surfaces only

(i.e. asphalt or concrete) as using salt will damage rubber surfaces

RESPONSE: No -- playground surfaces are also included. Inclusion is in accordance with the manufacturer requirements. If the manufacturer prohibits salt this needs to be confirmed to the

Contracting Officer’s Representative.

44. Attachment 08 Garmisch ES Grounds: Square meterage for playgrounds in Garmisch is given as 0000 Sq.

Meters. This is not correct. There are 9 separate sets of playground equipment in Garmisch ES. Request the Government revise Attachment 08.

RESPONSE: This Amendment reflects an update to Attachment 8.

45. Attachment 29 Stuttgart ES Grounds: There is only one playground marked on the attachment. This is not correct. There is a total of four playgrounds. Request the Government revise Attachment 29.

RESPONSE: This Amendment reflects an update to Attachment 29.

46. Under Section 2.3 Ground/Landscaping Objective, pages 61-63 of the RFP, there is no mention of the maintenance and care of Artificial Turf in the Performance Work Statement (PWS). Is this no longer a requirement or will these tasks be added to an updated PWS?

47. There is no CLIN for Non-Routine Grounds Maintenance Services. Shall bidders assume that no Non-

Routine Grounds Maintenance Services will be required i.e. tree pruning, tree felling, storm damage, replacement of shrubs and plant?

RESPONSE: Pricing for non-routine grounds work will not be added to the CLINS.

48. Section 2.3.6.2 of the PWS states that “designated playground areas are expected to be kept free of ice and snow accumulation during normal duty hours.” Are bidders to assume that only areas labeled

“Playground Area” and show a square meter number in the legend, on the provided site plans, fall under this requirement?

RESPONSE: All of the playground areas on the site map apply. The Government has supplied updated playground measurements.

49. Attachment 10 Hainerberg ES Grounds does not reflect the current site condition at this location, will update site plans be provided?

RESPONSE: Hainerberg ES is currently under construction and the old site will be used for quantities for the contract action and will be revised at MILCON completion.

50. Attachment 36 Wiesbaden MS Grounds also shows the future Hainerberg ES campus that is currently under construction. Could the current boundaries please be clearly marked?

RESPONSE: Hainerberg ES will be addressed at the completion of the MILCON and handled as a contract modification.

51. Attachment 42 Kleine Brogel ES Grounds does not have any “Playground Area” marked, the legend also shows 0,000 square meters. Are bidders to assume that no playground areas will require snow and ice removal at this location?

RESPONSE: Attachment 41 is for Kleine Brogel ES Grounds and and has already been sent via e-mail.

52. Attachment 43 Spangdahlem ES Grounds does not have any “Playground Area” marked, the legend also

RESPONSE: Attachment 42 is for Spangdahlem ES Grounds and has already been sent via e-mail.

53. Attachment 44 Spangdahlem MS Grounds does not have any “Playground Area” marked, the legend also

RESPONSE: Attachment 43 is for Spangdahlem MS Grounds and has already been sent via e-mail.

54. Please confirm will playground equipment itself require snow and ice removal.

RESPONSE: No, only surfacing