QA Part 1.pdf
PDF 143 KB Posted
- Solicitation number
- HE125426RE003
- Issued by
-
Department of Defense Education Activity
About this file
This is a Questions and Answers (Q&A) document for the Okinawa Total Maintenance Contract (TMC), Solicitation HE125426RE003. The Q&A addresses 18 clarifications regarding grounds maintenance services at DoDEA schools and facilities in Okinawa, Japan.
The document clarifies key contract requirements including: corrected attachment numbering for submission materials; revised total acreage of 148.25 acres for maintained grounds across multiple locations (Kadena AFB, Camp Kinser, Camp Lester, Torii Station, and Camp MCT BES) with amended acreage allocations per facility; sports field maintenance obligations including natural grass field care, lining requirements with 48-hour notice, and track cleaning performed monthly during track season and weekly during off-season; contractor responsibility for equipment storage with government consideration for temporary storage units on a space-available basis, subject to DoWEA and installation standards; and labor and material pricing terms. Regarding pricing, all unit prices and total prices must be submitted in Japanese Yen (¥) with no currency exchange rate adjustments permitted post-award; labor rates are fixed for each contract period and may only be adjusted through offeror-proposed annual escalation percentages; the 8% material handling fee is fixed, covers only indirect material procurement and handling costs with no labor component, and no additional material handling charges are permitted. The government will not provide on-site storage facilities, and contractors are responsible for managing their own equipment and materials.
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Text version
Title Okinawa Total Maintenance Contract (TMC) Question
No.
Reference
(Specifications / Drawings)
Question Response
1 Solicitation Page 46 of Volume II
Paragraph 1 of Submission Requirements addresses PPQ as Attachment 23. Second paragraph addresses an Attachment 28, and seventh paragraph addresses an Attachment 28; however, government did not provide referenced Attachment 28.
Provide Attachment 28, or correct Attachment numbers accordingly.
Stating Attachment 28 in this section was a typographical error and should have been listed as Attachment 27.
Attachment 27 is provided with the solicitation.
2 Ref Attachment 18 KNES and LMS are listed multiple times within the acreage table. Please confirm whether this is a typographical error. If not, provide clarification on how these duplicate listings are intended to be interpreted for scope and pricing purposes.
KNES and LMS associated with Kadena AFB is a typo. They did not factor into the overall calculations of acreage under the Kadena AFB locations. The overall grand total of acreage is revised to 148.25.
3 Ref Attachment 18 The total acreage identified for Kadena AFB is 66.6 acres. Please confirm whether this total excludes KNES and LMS, as these facilities are also identified under separate installations (Camp Kinser and Camp Lester). If they are included, provide a detailed breakdown of the acreage allocation.
The total acreage was re-assessed. KNES and LMS were typos on the Kadena section. See attached amendment 18.
4 Ref Attachment 18 In order to accurately assess the level of effort and pricing, please provide the maintained acreage for each individual school/location, including but not limited to Torii Station, Camp MCT BES, Camp Lester LMS, and Camp Kinser KNES.
See amended attachment 18
5 Ref 2.3.4 Please identify all schools with sports fields that the contractor is required to maintain under this contract. Additionally, specify the types of sports supported at each location and clearly identify which sports require field lining (e.g., discus, shot put, soccer, football, softball, etc.).
The attachments identify the applicable locations and field configurations; offerors shall rely on the drawings and PWS requirements for determining field lining obligations. See amended grounds maintenance drawings. (Attachments 02, 07, 10, 11, and 17)
6 Ref 2.3.5 Please define the maximum expected frequency for field lining by sport, including the number of times per season and/or per year the contractor will be required to perform lining for each type of sport.
No maximum frequency noted. Please follow sections
2.3.2 ("Natural Grass Sports Fields shall be properly maintained IAW DoWEA Facilities Division Global Standards – Grounds Maintenance Chart (attached), manufacturer specification, acceptable local codes, regulations, and best practices, which includes Fertilization, Weed Control, Overseeing, Deep Tine Aeration, Earthquake, Scarifying and Sand Spreading. The COR will provide the Contractor with an annual DoWEA sport schedule and written notification 48 hours prior to required lining or athletic field mowing requirement")
2.3.5 ["The COR must provide written notification 48 hours prior to the scheduled event. Contractor must be available to provide field lining after normal hours if required. Contractor must support events requiring additional field lining between ball games (during normal hours, after school events, and evening games)]."
Also see attachment 19.
7 Ref 2.3.6 Please clarify the required frequency for deep cleaning (high-pressure power washing) of running tracks, including the expected number of occurrences per year at each applicable location.
Frequency is established within section 2.3.6 ("Maintenance of the track and field is critical to provide a clean and safe area to conduct athletic activities. Inspect tracks prior to and after sport event, weekly during off season. Wash track surfaces monthly to remove dirt and debris during track season.")
8 Ref Attachment 19 Please confirm whether DoDEA will provide storage containers and/or sheds at each school and Torii Station for grounds maintenance equipment (e.g., ride-on mowers, tools, etc.).
On site storage will not be provided by the Government. Contractor is responsible for means and methods of managing their assets and materials. If means and methods include temp storage unit, at no additional cost to the government, to be stored on the school campuses, the Government will consider based on availability of space.
Contractor storage sheds will comply with DoWEA and installation standards for marking and maintenance or they may be subject to removal. Government consideration does not constitute a guarantee of approval or availability at any location.
9 Ref Attachment 19 If storage containers/sheds are not provided by DoDEA, please confirm whether the contractor will be responsible for furnishing and installing these storage units as part of the contract.
On site storage will not be provided by the Government. Contractor is responsible for means and methods of managing their assets and materials. If means and methods include temp storage unit, at no additional cost to the government, to be stored on the school campuses, the Government will consider based on availability of space.
Contractor storage sheds will comply with DoWEA and installation standards for marking and maintenance or they may be subject to removal. Government consideration does not constitute a guarantee of approval or availability at any location
Solicitation # HE125426RE003
Title Okinawa Total Maintenance Contract (TMC) Question
No.
Reference
(Specifications / Drawings)
Question Response
Solicitation # HE125426RE003
10 Ref Attachment 19 Please clarify whether DoDEA will designate specific locations at each school and Torii Station for placement of contractor-provided storage containers/sheds.
On site storage will not be provided by the Government. Contractor is responsible for means and methods of managing their assets and materials. If means and methods include temp storage unit, at no additional cost to the government, to be stored on the school campuses, the Government will consider based on availability of space.
Contractor storage sheds will comply with DoWEA and installation standards for marking and maintenance or they may be subject to removal. Government consideration does not constitute a guarantee of approval or availability at any location
11 Ref Solicitation Page 47 Please confirm whether the predetermined material handling fee of 8% excludes all labor costs, or if any labor component is intended to be included within this percentage.
The fixed 8% Material Handling Fee excludes all labor costs, as labor is priced separately under the applicable T&M labor rates, and the fee covers only indirect material procurement and handling activities with no labor component included.
12 Ref Solicitation Page 47 Please provide a clear definition of “Material Handling Fee” as used in this solicitation, including what specific cost elements are intended to be covered (e.g., procurement, warehousing, transportation, administrative handling, etc.).
The Material Handling Fee is a fixed 8% Government established charge applied to materials under the non routine T&M CLINs, intended to cover all contractor indirect costs for material procurement and handling (e.g., purchasing, processing, internal administration), with no additional or alternate material handling charges permitted.
13 Ref Attachment 25 - Labor Rates
During the life of the contract, please confirm whether the contractor will be permitted to negotiate adjustments to labor rates in response to fluctuations in the U.S. dollar exchange rate.
No. In accordance with Section L (Price) and Section M (Factor III – Price), Offerors shall propose fully burdened hourly labor rates in Japanese Yen (¥) in Attachment 25. Rates for each contract period are fixed and may be adjusted only through the annual escalation percentages proposed at time of offer. The solicitation does not allow post award labor rate adjustments due to foreign currency exchange fluctuations.
14 Ref Attachment 25 - Labor Rates
During the life of the contract, please confirm whether the contractor will be permitted to negotiate adjustments to the annual labor rate percentage escalation in response to fluctuations in the U.S. dollar exchange rate.
No. In accordance with Section L (Price) and Section M (Factor III – Price), Offerors shall propose fully burdened hourly labor rates in Japanese Yen (¥) in Attachment 25. Rates for each contract period are fixed and may be adjusted only through the annual escalation percentages proposed at time of offer. The solicitation does not allow post award labor rate adjustments due to foreign currency exchange fluctuations.
15 Ref Solicitation Page 3 Please confirm whether the offeror is required to submit Unit Price and Total Amount in Japanese Yen (JPY) or U.S. Dollars (USD).
Yes. In accordance with Section L (Price) and Section M (Factor III – Price), all Unit Prices and Total Prices shall be proposed in Japanese Yen (¥). Attachment 25 requires pricing in ¥
16 Ref Solicitation Page 3 If both currencies are acceptable, please specify the required currency for contract award and invoicing purposes.
JPY
17 Ref Solicitation Page 3 If pricing is required to be submitted in U.S. Dollars (USD), please specify the exchange rate to be used for bidding purposes.
Pricing is required to be submitted in JPY.
18 Ref Solicitation Page 3 Please confirm whether a fixed exchange rate will be established for the duration of the contract or if adjustments will be permitted based on currency fluctuations.
No exchange rate will be established; prices shall be proposed and fixed in Japanese Yen (¥), subject only to the offeror proposed annual escalation, with no adjustments for currency fluctuations or fiscal year
Sheet 1
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