GBSMP_Solicitation_Responses_to_Questions_(29_Aug_2014).pdf

QUESTIONS AND ANSWERS

Germany and Belgium School Maintenance Program (GBSMP)

DoDDS-Europe Solicitation: HE1280-14-R-0008

1. Question: Can the deadline for additional site visit requests be extended?

Answer: Yes. The government will allow for an additional two days for offerors to request additional site visits. All requests shall be submitted no later than Sunday the 17th of August to the point of contact identified in the solicitation. Note: This announcement was posted to the Federal Business Opportunities (FBO) website on 16 August 2014.

2. Question: Regarding Installation Passes. Will ID’s be issued per year or for the entire duration of the contract (i.e. 3 years)?

Answer: No. Installation passes can only be issued on an annual basis over the life of the contract.

3. Question: Under 52.212-2 Evaluation, will the Contractor be given Credit for Key Personnel Past Performance from prior companies and or successor companies and Sub-Contractors?

Answer: Yes. Offerors may submit past performance information for key personnel from prior companies and/or successor companies and sub-contractors. All past performance information shall be submitted in accordance with the instructions set forth in the solicitation.

4. Question: Why are questions due at 9am Central European Time? Our team is in the USA & Germany and to allow for proper colaboration you should at least give until the end of the day.

Answer: Questions are due at 9am Central European Time to permit government personnel who typically begin their workday at 8am adequate time to review and respond in a timely manner within the projected timeline for award of this procurement.

5. Question: Can the Government Provide rationale for the shorter term of the GBSMP Contract?

Answer: The period of performance for the proposed contract (a one-year base period and two, one-year option periods) is an internal government decision based on Department of Defense Procurement and Policy (DPAP) procedures.

6. Question: Will the incumbent Contractor or those Contractors currently having access be given a more favorable evaluation over a Contractor that currently has no access? Even though the Liklihood of a great majority of the staff will be retained?

Answer: No.

7. Question: Regarding Slide 16. Please expand on the “All or None“ when the Government can choose to Order/Award separate divisions of work.

Answer: The government’s intent is to award a single IDIQ contract for all categories of services required by the solicitation on an “all or none” basis. However, the government will give consideration to making separate awards for the various categories of services if doing so is deemed to be in its best interest and the attainment of best value is still achieved by comparison to that attained for award made on an “all or none” basis.

8. Question: The Submission date the Solicitation is 3pm on the 2nd September 2014 – Can the submission date be extended?

Answer: Yes. The solicitation has been amended to extend the proposal due date to 3pm Central European Time on the 19th of September 2014.

9. Question: Subcontractor(s)’ Experience. Reference instructions for Volume II – Past Performance and Similar Experience Proposal (p. 153 of 184). The solicitation requires that Offerors submit experience information for their major subcontractor(s). How many projects are required per subcontractor? Is the subcontractor’s experience part of the project count required from the Offeror or is there a separate project count for subcontractors?

Answer: The following has been added to the Addendum to FAR 52.212-1(V)(A)(2): “A minimum of three contracts shall be submitted for the offeror and a minimum of two contracts for a proposed major subcontractor(s).”

10. Question: Past Performance and Similar Experience. Reference solicitation page 153 of 184, “The minimum annual value of any contract submitted… shall be not less than $500,000”. The Government estimate for this GBSMP project is $35,5 Mio, i.e. around $11.8 Mio per annum. Is a value of $500,000 relevant to an annual volume of $11.8 Mio? It is less than 5% of the expected volume for this project. A higher value, of about $2,5 Mio (i.e. ca. 20% - 25%) appears to be more relevant to the expected value for this GBSMP.

Answer: The total estimated project work provided in the Price Proposal Summary (Attachment 8) for the base period and two option periods is €26,551,140.09.

The Addendum to FAR 52.212-1(V)(A)(2) has been revised to state, “The minimum annual value of any contract submitted to fulfill this requirement shall be not less than $2,500,000 for Category I (Facilities Maintenance/Repair and Project Work), not less than $500,000 for Category II (Grounds Maintenance Services), and not less than $500,000 for Category III (Custodial/Lunchroom Services).”

11. Question: Labor Rates. Attachment 9 of the solicitation package does not include an administrative

(clerical) labor rate. This needs to be included for all the admin work such as translation services, records keeping, filing, etc. which work needs to be done with all projects. If an admin rate is not included Contractors will be forced to use a high management rate to cover this cost. This is not in the best interest of the US Government.

Answer: Attachment 9 has been updated to include a labor category for “Administrative / Clerical”.

12. Question: Subcontracted Quotes. Reference PWS paragraph 5.1.4.2 Project Work Request, sub-paragraph 3) Subcontracted Effort. If the Contractor passes the subcontractor’s quote to the US Government, then how do they make any profit? Even when a subcontractor’s prices are passed to the US Government, the Contractor has both overhead and ODC’s on top of the subcontractor’s price. Thus, the Contractor will lose money on anything that passed through to the US Government without any markup. Surely contractors are entitled to pay them overhead costs and also earn a profit. How is this achieved with subcontracted work in this solicitation?

Answer: This is achieved through verifying the number of hours that a subcontractor anticipates working for each project and paying the prime contractor at the competitive rates established for each labor category, which is fully burdened inclusive of all sub-contractor costs.

PWS Section 5.1.4.2(3), has been amended to show that the government does not need to see any sub-contractor quotes for labor; however, with each proposal in response to a Project Work Request (PWR), the government does require a certification from the sub-contractor confirming the number of hours that they anticipate working under the required effort. Three sub-contractor quotes are still required for all materials unless there is sufficient justification for receiving only one quote.

13. Question: Subcontracted Quotes. Reference PWS paragraph 5.1.4.2 Project Work Request (PWR), sub-paragraph 3) Subcontracted Effort. This is understandable for most projects. However when there are small projects, $2,000 - $10,000, most local vendors lose interest in providing quotes if they are never awarded a work with the contract. Thus it will become extremely difficult to get three (3) quotes for small jobs over time. Suggest this be changed to a fair market quote (or 2 quotes at best) for small projects in the range of $2,000 through $10,000.

Answer: See response to question 12. The PWS has been amended to state that 3 subcontractor quotes are only required for materials. Sub-Contractor quotes are not required for labor.

14. Question: Subcontracted Quotes. Reference PWS paragraph 5.1.4.2 Project Work Request, sub-paragraph 3) Subcontracted Effort requiring subcontractors to quote labor and materials. This is not an industry standard or a common practice in Germany and Belgium. Subcontractors quote unit prices and their costs are calculated by multiplying the unit price times the quantities required. This unit price includes all their costs (labor + material) plus all their overhead, risk and profit. The wording in this section should be changed to reflect industry standards, namely a unit price and not a labor and material (or time and material) quote. Forcing subcontractors to quote labor and materials will cause them to be less interested thus less competitive quotes will result and this is a disadvantage to the US Government.

Answer: See response to question 12.

15. Question: Letter of Commitment. Are commitment letters required for key personnel if they are already company employees? We assume this requirement is for people in key positions that are currently not in the company, correct?

Answer: A Letter of Commitment is only required for key personnel who are not employed by the offeror.

16. Question: VAT in Belgium. Reference clause 252.229-7001 on page 138 of 184. The text provided details about Germany tax relief but not Belgium. Will Belgium tax relief procedure be provided similar to instructions provided for Germany?

Answer: Federal Acquisition Regulation FAR) clause at 252.229-7001, Tax Relief, will be included in the resultant contract(s). When contract performance will be in Germany, the Alternate I for this clause is utilized, which includes paragraph (d); however, the FAR does not provide any additional instructions for the relief procedure in Belgium.

17. Question: Reference Performance Work Statement 5.1.4.2 Project Work Request (PWR). Although it is quite appropriate for the pricing of Direct Labor to use Labor Category/Material Handling Rate Pricing Schedule, we don’t see it as practicable for the use in the basis of subcontractor labor. How are the bidders to ascertain the labor rates of subcontract effort for any given project work request over the three year course of the contract? This only leads to contingent pricing and such risk is unnecessary – especially since the Government already is stipulating that the Contractor obtain 3 quotes to ensure adequate price competition. We request that the Government rescind the requirement that the Labor Category/Material Handling Rate Pricing Schedule be used for subcontractor Project Work effort.

Answer: The Labor Category/Material Handling Rate Prices are essential for the government to ensure price reasonableness of all PWRs completed under the resultant contract (s). Offerors shall provide fully burdened labor rates that are inclusive of all anticipated subcontractor costs as well as the prime.

18. Question: Reference Exhibit E.4, Kaiserslautern Site Plan. Please provide the Ground Dimensions

(SNIC, Grass areas, etc.,) for Wetzel Elementary School.

Answer: The solicitation has been amended to add Exhibit E.5, which provides the updated Wetzel ES site plan including ground dimension calculations.

19. Question: Reference Exhibit E.1, Bavaria Site Plan, Vilseck Elementary School. Please confirm the quantities of the area workload. The DoDDS Property Boundary is listed as 16,660 SM, yet the Snow & Ice Removal area and also the Grass Areas are listed as being 3 and 4 times greater, respectively than the Property Boundary area.

Answer: The solicitation has been amended to add Exhibit E.6, which provides the updated Vilseck ES site plan. The boundary area calculation has been updated and the grand dimensions have been verified and recalculated.

20. Question: Reference Exhibit E3, Brussels Schools Site Plan, Brussels High School. DoDDS Property

Boundary is listed as 26,481 SM. Yet the areas being serviced within the Boundary area are far greater than the Property Boundary. Please confirm the stated listed areas for Snow & Ice Removal (708,514 SM) and Grass (23,975 SM) are correct. Also please confirm the other areas for servicing.

Answer: The solicitation has been amended to add Exhibit E.7, which provides the updated Brussels EHS site plan. The property boundary has been expanded to include the football field as it has a considerable amount of grass and pavement area. The snow and ice removal areas have been updated, and other ground dimensions have been validated.

21. Question: Reference Factor 3 – Price, Evaluation of the Labor Category/Material Handling Rate Pricing Schedule. The evaluation of C. Factor 3 – Price on page 165 of the Solicitation states that “The evaluated price will be based on the total price of all CLINs and Sub-CLIN’s for the base year http://www.acq.osd.mil/dpap/dars/dfars/html/current/252229.htm%23252.229-7001 including options in the Schedule of Supplies/Services and Labor Category/Material Handling Rate Pricing Schedule.” Please explain how the “total price” of the “Labor Category/Material Handling Rate Pricing Schedule” will be derived?

Answer: The pricing provided for the “Labor Category/Material Handling Rate Pricing Schedule” will be evaluated for price reasonableness only as detailed in the Addendum to FAR 52.212-2(II)(C)(2).

The following has been deleted from the Addendum to FAR 52.212-2(II)(C), “…and Labor Category/Material Handling Rate Pricing Schedule.”

22. Question: Reference Schedule B. Where shall the bidders price their phase-in mobilization costs?

Will the Government provide a separate CLIN for pricing this activity in the Schedule?

Answer: There is no separate CLIN dedicated to contract phase-in as it is not a separately priced line item in the pricing schedule. All costs attributed to contract phase-in shall be included in the firm fixed rates for the category or categories for which the offeror is proposing.

23. Question: Reference Section 3, Page 93, Definitions/Acronyms/Abbreviations. The Government refers to Repair Parts and Materials as follows:

“Repair Parts and Materials – Parts, materials, supplies and equipment provided by the contractor to support all routine maintenance, sustainment and minor construction services.”

“Supplies and Materials – Materials, supplies and equipment provided by the contractor to support all routine and non-routine custodial services.”

Request second instance be changed to read “Custodial Supplies and Materials” to avoid any misunderstanding.

Answer: The Performance Work Statement (PWS) has been amended to read, “Custodial Supplies and Materials – Materials, supplies and equipment provided by the contractor to support all routine services.”

24. Question: Reference Section 3, Page 93, Definitions/Acronyms/Abbreviations. Work Order: An item of sustainment (€2000.00) or less in value. Work Orders valued at €2000.00 and below shall be performed by the contractor (except Work Orders resulting from vandalism). Request clarification on definition of vandalism.

Answer: The PWS has been amended to add the follow definition: “Vandalism - Damage to the facility or equipment due to mischief or tampering. Vandalism includes all damage not due to normal usage or deterioration not due to normal wear.”

25. Question: Reference paragraph 4.8.1, Page 98, Installation/Base Passes and Access. The

Government states: “The local supporting military installation will issue all required installation/base passes to contractor employees at no cost to the contractor.” In order to obtain an installation pass the contractor must pay €15.00 for each employee for the Police Background Check (Führungszeugnis). Does the Government intend reimbursing this expense to the contractor?

Answer: No. The government will not reimburse the contractor for the costs associated with obtaining installation passes.

26. Question: Reference paragraph 4.8.3, Page 98, Identification Badges. The Government states: “The contractor shall provide picture identification badges to all contractor personnel. Identification badges shall be worn and visible at all times while contractor personnel are on Government premises. Badges shall display a recent picture of contractor employee, contractor employee’s name, company name, and expiration date. Please clarify what is intended to be used as an expiration date. If this applies to end of contract date, this would require the contractor to reissue badges every year. Is this what is desired?

Answer: The expiration date shall be the end of the contract’s current period of performance.

If/when options are exercised all contractor personnel identification badges shall be updated with a current picture and the expiration date of the new period of performance.

27. Question: Reference paragraph 4.8.4, Security. The Government states: “All contractor employees performing under this contract shall be required to adhere to the provisions outlined under DoD regulation 5400.11, DoD Privacy Program. All contractor personnel shall be required to sign in daily at the visitor’s log in each school where work is performed during school hours. The signing in of contractor personnel is for the safety and security of the school. Request clarification as to if this is required for contractor personnel staffed in the school, have daily access, wear identification badges and are identified to the COR.

Answer: No. Daily sign in is not required for the Contractor’s staff that who are assigned to the school provided that the school is previously made aware of the individual(s) who will require daily access.

28. Question: Reference paragraph 4.10.1, Transition in (Ramp Up). The Government states: “This includes providing cellular telephone service for notification during normal and non-duty hours of Contractor management personnel assigned to the contract and providing a roster with home telephone numbers of key emergency and on-call personnel to the COR and CO:” German Personal Data Secrecy Laws do not allow the employer to make public this information. Suggest revising the paragraph to read “Providing a roster with emergency contact numbers of key personnel”.

Answer: This excerpt of PWS section 4.10.1 has been amended to state; “This includes providing a roster with emergency contact numbers of key personnel.”

29. Question: Reference paragraph 5.1.3 Work Orders. The Government states: “Contractor shall complete Work Orders within 10 calendar days, to include entry of data into SchoolDude.“ We request the paragraph be changed to read 10 working days. The rationale for this, if a repair work order is submitted on a Friday, there will be 2 Sundays included in the calendar days requirement.

This allows only 8 days completing for the work order. Obtaining materials on weekends is problematic and although Saturdays are legally considered work days, it is to be assumed that Routine Services are not performed on weekend, leaving an actual 6 day performance period.

Answer: This excerpt of PWS Section 5.1.3 has been amended to state; “Contractor shall complete Work Orders within 10 working days, to include entry of data into SchoolDude.“

30. Question: Reference Section 5.2 Grounds Maintenance, Page 111. The Government states “The grounds maintenance program shall include, but is not limited to:”

a) Maintaining grass heights between 6 and 10 cm. However, in Attachment 3, position 11.2.1 of the Minimum Performance Requirements, the Description Standards states “Maintain average grass height approximately 8 cm. Please clarify.

Answer: The solicitation has been amended at section 5.2 of the PWS to state, “Maintain average grass height at approximately 8 cm”

b) The Government also states: “Clean playground equipment” and “Ensure safe and debris free playground areas”. However, in position 11.1 of the Minimum Performance Requirements, the performance requirements states “Police entire school grounds, including play areas and playgrounds, to remove trash, litter, feces and all other debris, natural and manmade, from the grounds. All such materials shall be removed to a proper disposal site the same day as collected.” This is the only position found in all three categories of the Minimum Performance Requirements where playgrounds are mentioned, and this only refers to removal of trash, litter, feces and all other debris. Please clarify the definition of “Cleaning playground equipment” as well as “ensuring a safe playground area”.

Answer: This is a performance based requirement. The government has provided the minimum performance requirements and has requested that offerors develop a comprehensive Maintenance and Inspection Plan for each of the Categories of Services to be provided. In the absence of minimum frequencies the Contractor shall provide their performance based solutions to the requirements of “Clean playground equipment” and “Ensure safe and debris free playground areas”.

31. Question: Reference Section 5.3 Custodial, page 112. In the 4th paragraph the Government states:

“The custodial program shall maintain a constant clean, safe, healthy and sanitary environment at each facility.” Please clarify this requirement is in accordance with the stated tasks and frequencies as outlined in Attachment 4.

Answer: The stated tasks and frequencies outlined in Attachment 4 are provided as the government’s minimum performance requirements. As this is a performance based requirement, it is at the discretion of each offeror to determine if the service levels requested in the minimum performance requirements sufficiently achieve a constant clean, safe, healthy and sanitary environment. Offerors can provide enhanced frequencies and requirements if they determine necessary to achieve “a constant clean, safe, healthy and sanitary environment at each facility”.

32. Question: Reference Section 5.3 Custodial, page 113. Sure Start and Pre-School Child Development

(PSCD) Classrooms. The Government states: “Daily cleaning service of the Sure Start and PSCD classrooms shall be provided following the snack/lunch program and shall at a minimum consist of the following...Cleaning and sanitization of stove tops.” Please clarify this requirement as it is not referenced in Attachment 4 either in 12.0.3 or 12.22.

Answer: The solicitation has been amended at section 5.3 of the PWS to state, “Sure Start, Pre- School Child Development (PSCD) Classrooms, and Teachers Lounges” and “Cleaning of stove tops”.

The Performance requirement located in Attachment 4; Section 12.22 has been amended to state, “Clean desk tops, table tops, and counter tops, and stove tops (if present)…” This requirement shall be accomplished in accordance with the stated minimum performance standard and frequency established.

33. Question: Reference paragraph 6.5, Page 119, Documentation Requirements. The Government states: “At the Government’s request, Contractor will allow access to hard copy files and all documentation associated with this contract. The contractor will retain all documentation and make them available to the Government, upon request, for 1 year after contract expiration.” Does the Government request access to the Contractor invoice documentation?

Answer: Yes. Access to any invoice documentation will be required upon government request.

34. Question: Reference Page 138, paragraph (d). Specific instructions for VAT relief for services provided in Germany is stated. There is no such information provided for VAT relief for services provided in Belgium. Request this information be added to the solicitation.

Answer: See response to question 16.

35. Question: Attachment 1, page 1, DoDDS-E Locations. The Government states: “Spangdahlem

Elementary School is expected to close for SY 15/16 and remain closed until MilCon is completed:”

Please clarify:

a) Are critical system services required while the school is closed? (Fire Alarm, elevator, HVAC, etc.)

Answer: Yes. TUF inspections are to be maintained for fire alarm, elevator and where required for HVAC equipment.

b) Are Grounds Maintenance services required while the school is closed?

Answer: Yes.

c) Are Custodial services required while the school is closed?

36. Question: Attachment 1, page 2, DoDDS-E Locations. The Government states: “Wetzel Elementary

School will be mothballed and only require weekly checks for SY 14/15. Please clarify the following:

a) Will services be required in School Years 15/16 and 16/17?

Answer: At this time the re-opening date of Wetzel Elemnetary School is unknown. Offerors shall price the base period and both options period of the facility at its current mothballed condition.

b) Are critical system services required? (Fire Alarm, HVAC, etc.)

c) Are Grounds Maintenance services required?

d) Are Custodial Services required?

Answer: No. Not while mothballed.

37. Question: Attachment 2, page 3. Minimum Performance Requirements Facility Maintenance 3.0.

The frequency requirement is stated as “Weekly and as required by notification of the COR”. The stated frequency is ambiguous and is not possible to develop a price. A weekly frequency is sufficient and would clarify the requirement. Respectfully request a change in the wording.

Answer: The solicitation has been amended and the requirement for “as required by notification of the COR” has been deleted. The minimum performance frequency for Interior/Exterior Finish RM – General is “Weekly”.

38. Question: Attachment 2, page 8, Minimum Performance Requirements Facility Maintenance 4.4 and 4.4.2. The frequency is stated as “At the start of the school year”. Request changing the wording of the frequency to “Immediately prior to the start of the school year”. Rationale: During the 10 week summer recess there is no regular water flow and bacterial buildup is imminent.

Flushing the system at the start of the school year could endanger first users. Flushing before the start of the school year will eliminate this danger.

Answer: The solicitation has been amended to change the frequency in Section 4.4.2 of Attachment 2 to read, “Within 21 days prior to the start of the School Year”. Due to the number of schools that will be covered by the resultant contract(s), the flushing period is extended to allow the contractor to flush all schools before the start of the new school year.

39. Question: Attachment 2, page 8-10 there are duplicated paragraphs pertaining to domestic water supply (4.4), Flushing domestic water system (4.4.2) on pages 8 and 9. On page 9 there are out of sequence numbers (see 4.3.2 after 4.8.1). Please clarify.

Answer: The sections identified were duplications and the solicitation has been amended to delete duplicate entries for 4.3.2-4.8.1 in the PWS.

40. Question: Attachment 2, Minimum Performance Requirements Facility Maintenance 6.6, 6.7 and

6.8, Interior Lighting. The frequency requirement is stated as “Weekly”. Contract Section 5.1.3, page 102 states “flickering lights shall be completed within 5 calendar days”. Section 5.1.3 should be changed to read 5 work days so as to conform with “weekly” frequency as referenced in paragraphs 6.6, 6.7, 6.8 on page 14 of Attachment 2.

Answer: The solicitation has been amended to revise section 5.1.3 of the PWS to state, “Flickering Lights, shall be completed within 5 calendar working days.”

41. Question: Attachment 3, para 11.6.1. Please clarify how this requirement is to be performed on days when no there is no bus traffic and no students are present.

Answer: In accordance with Attachment 3, para 11.6.1, “Accumulated ice and snow shall be removed on school days NLT 30 minutes prior to scheduled arrival time of school bus(es)”

On days when there is no bus traffic and no students present the contractor is still responsible for ensuring that “Pathways shall remain free of ice and snow accumulation during normal duty hours” as stated in section 11.6.1. Note: “Normal duty hours” is detailed in PWS section 4.1.

42. Question: Reference Attachment 4, page 5 of 7, 12.16.10. Performance requirement states: For all Area Offices and DSO spaces all services are required twice per week throughout the calendar year.

Weekly and annual cleaning services also apply the Area Office and DSO. The frequency states:

Three per week for all daily services provided in schools with no less than 2 days in between cleaning. Please clarify the requirement.

Answer: The solicitation has been amended to change the frequency for Attachment 4; Section

12.16.10 to read, “Twice per week for all daily services with no less than two days in between cleaning.”

43. Question: Reference Attachment 4, page 5 of 7, 12.17. Outdoor cleaning. Specifically emptying waste containers is a weekly requirement and is performed when school is in session. This requirement does not apply during times when school is not in session. Recommend this task be added to 12.28, Reduced Services to ensure this is performed during the summer, winter and spring break periods to clarify and reduce confusion.

Answer: The performance of these services is not required during summer, winter and spring break periods.

44. Question: In Exhibit D the Isles District schools are shown as Bavaria District Schools.

Answer: The solicitation has been amended at Exhibit D to correct the District and Country names.

All other information provided in this exhibit remains the same.

45. Question: Section 4; Para 4.2.1; Page 94/95 of the solicitation; Referenced Statement:

Government offices, facilities, equipment, or supplies will be provided for the Program Manager.

a) Will the Government identify the geographical location of the intended offices and facilities provided to the Program Manager?

Answer: There is not a requirement for an on-site program manager and the solicitation has been amended to remove the following sentence from PWS section 4.2.1, “Government offices, facilities, equipment, or supplies will be provided for the Program Manager.” Offerors are to reference PWS section 4.4, which details all Government Furnished Space provided.

b) Will the Government please provide a listing of the equipment or supplies to be provided for the Program Manager?

Answer: Equipment and supplies will not be provided for the Program Manager. Offerors attention is invited to PWS section 4.4, which details all government furnished equipment to be provided under the resultant contract(s).

46. Question: Section 4; Para 4.2.4; Page 95/96 of the solicitation; Referenced Statement:

Contractor employees (other than Program/Project Manager and District/Regional Project Managers) shall be furnished with uniforms bearing a company patch or logo, and a badge.

What clothing items comprise an acceptable uniform? Shirt and cap? Shirt, pants, and hat?

Answer: The uniform is at the discretion of the contractor provided it displays the company patch or logo, and a picture ID badge. The contractor shall ensure that uniforms utilized are suitable for the services being performed and clearly identify contractor personnel.

47. Question: Section 4; Para 4.2.5.2; Page 96 of the solicitation; Referenced Statement: Asbestos

Training: The Contractor shall ensure that, at a minimum, two (2) supervisory employees (one primary and one alternate) successfully completed and maintain the AHERA 40-hour supervisor’s training and annual 8-hour refresher course.

a) Is this Government furnished training?

Answer: No. The training is available on-line and the successful offeror will be given the link to the website where this training can be completed.

b) What is the projected location (site/base) for this training?

Answer: The training is available on-line.

c) Is there a contractor cost associated with this training?

48. Question: Section 4; Para 4.10.1; Page 100 of the solicitation; Referenced Statement: To minimize any decreases in productivity and to prevent possible negative impacts on additional services, the Contractor shall have personnel on board during the required transition-in/transition-out period(s). During the transition-in, the Contractor shall become familiar with performance requirements in order to commence full performance of services after sixty (60) days.

a) What date does the transition begin?

Answer: No later than 60 days prior to Period of Performance Start date.

b) Does the Phase-in start 60 days before March 1, 2015 or on March 1, 2015?

Answer: No later than 60 days prior to the Period of Performance Start date of March 1, 2015.

49. Question: Section 4; Para 4.10.1; Page 101 of the solicitation; Referenced Statement: The transition period will be sixty (60) days.

Will space be provided in each District for the successful contractor to conduct phase-in/transition operations?

Answer: Yes. The government furnished space detailed in PWS section 4.4 will be provided;

however, during the transition phase this space may be shared with the current contractor.

50. Question: Section 5; Para 5.1.6; Page 105 of the solicitation; Referenced Statement: The

Contractor shall maintain sufficient materials, tools and equipment to support all work and schedule requirements identified in the PWS.

Will the Government provide a listing of materials, tools, and equipment currently being maintained to successfully support work and schedule requirements?

Answer: The government does not have a listing of materials, tools, and equipment currently being maintained. The successful offeror is responsible for determining what materials, tools, and equipment they will require to perform the requirements of the PWS.

51. Question: Section 5; Para 5.1.8; Page 94/95 of the solicitation; Referenced Statement: The contractor shall consult, as applicable, published technical manuals pertinent to the equipment to be maintained and repaired at the contractor’s expense for all U.S. and non U.S. Manufactured Equipment.

a) Is there an existing technical manual library/file?

Answer: The government does not have a complete technical manual library/file; however, all existing manuals for equipment that is 5 years of newer will be made available during the transition period. It is the responsibility of the successful offeror to identify and acquire any technical manuals required for older equipment in order to perform the requirements of the

PWS.

b) Is the file/library the property of the incumbent contractor?

Answer: Technical manuals obtained by the incumbent contractor are the contractor’s property; however, any manuals received when equipment was purchased are the government’s property and shall be made available during the transition period.

c) Will the awarded contractor be allowed to assume control of the file/library?

52. Question: Section 5; Para 5.2; Page 111 of the solicitation; (Section 11; Attachment 3) (Exhibits

E.1-E.4) Referenced Statement: Section 5, paragraph 5.2 requires a comprehensive ground maintenance plan. Section 11, Atch 3 provides no useful information with respect to the amounts of each type grounds maintenance factor. Maps provided in Exhibits E.1 - E.4 provide visual depictions of grounds areas but no pertinent dimensional information.

Will the Government provide dimensions of grounds areas, such as square meters, acres, linear feet, etc. for the following types of grounds at each facility? Without such information, a comprehensive grounds maintenance plan.

• Grassed areas (square dimensions);

• Sports fields grassed areas (square dimensions);

• Paved areas (square and linear dimensions);

• Artificial turf (square dimensions);

• Landscaped areas (square dimensions);

• Planting beds (square dimensions);

• Lineal feet or meters of areas to be edged;

• Square dimensions of areas requiring snow and ice removal.

(Note: We acknowledge that some of this information is identified in Exhibits V.1 - V.5, but this is basically limited to buildings and paved areas, and some of this information is unreadable.)

Answer: The government has provided all information available and an opportunity for all offerors to conduct site visits for these purposes. Exhibit E provides the site plans for all locations and includes the total square meters for the following areas: Planted, Forest, Snow/Ice removal, Gras, Pavement, and Playground.

53. Question: Section 5; Para 5.3; Page 113 of the solicitation; (Section 12; Attachment 4; para 12.25;

p 6 of 7); Exhibits H.2-H.7) Referenced Statements: Section 5, Paragraph 5.3, sentence beginning with "Lunchroom Services:" and Atch 4, end of paragraph 12.25, "Kitchen cleaning is excluded from this requirement."

Is kitchen equipment as found throughout equipment listings, such as range hoods, excluded from lunchroom custodial services requirement? Would such equipment also be excluded from preventive maintenance inspections?

Answer: The equipment as used in the student lunch program (AAFES Kitchens) for the purpose of preparing meals in the Multi-Purpose Rooms (MPRs) is excluded from cleaning and preventive maintenance. The only exception is at the SHAPE schools were preventive maintenance of the kitchen equipment is required by this contract (as detailed in the last paragraph of section 2 of the

PWS).

54. Question: Section 5; Para 5.3; Page 113 of the solicitation: Is the kitchen equipment identified in

Exhibit H.7 excluded from custodial services? Is this equipment part of the facilities maintenance requirement?

Answer: Yes. The kitchen equipment shown in H.7 is for the SHAPE schools and is included under preventive maintenance (as detailed in the last paragraph of section 2 of the PWS).

55. Question: Section 7; Page 120 of the solicitation: The QCP has minimum requirements that include elements normally found in a Management Plan.

Please verify that the Government wants the following requirements in the QCP:

• How the Contractor will ensure sufficient competition for all project work in accordance with the PWS

• Contingency Plan for separation of employees and employee absences

• A system detailing how the Contract will respond to service calls in a timely manner

• A plan detailing how the contractor plans on using technology (two-way digital communication) to communicate with DoDDS-E to receive and respond to service calls, emergencies, etc.

• Contractor incentives programs for employees

Answer: The solicitation has been amended to delete all 5 of the bullets identified above from section 7 of the PWS and added to PWS section 5.1.9, “Contract Management”.

56. Question: Section B (SF1449); CLINs X004, X009, X018; Exhibit D: The supplies/Services Schedule requires separate pricing for lunchroom custodial services. Exhibit D identifies the gross and net areas of schools, but doesn't identify lunchroom area dimensions. Will the Government provide a listing of lunchroom area dimensions similar to that found in Exhibit D?

Answer: The government has provided all information available and an opportunity for all offerors to conduct site visits for these purposes. Specifically reference Exhibit V, which provides the square footage for all rooms in the floor plans. (Note: The MPR rooms are typically used for lunchroom services).

57. Question: Exhibits H.1-H.9; Referenced Statement: Inventory listings throughout referenced exhibits

Multiple equipment inventories contain entries for smoke and/or heat detectors. Will the Government provide the actual quantities of these detectors where they are identified as part of the facility inventory?

Answer: No. Smoke detector and heat detectors are installed throughout the schools in accordance with National Fire Protection Agency (NFPA) Life Safety Code. The data shown in all Exhibit H documents is representative of equipment types that offerors may expect. It is not intended to provide a comprehensive accounting of all equipment quantities located within the facilities to be serviced by the resultant contract(s) as actual quantities may vary depending upon location.

58. Question: Exhibit H.3; Referenced Statement: The entire exhibit is printed in the German language and there is no equipment list similar to those found in Exhibits H.2 and H.8.

Will the Government provide an English language equipment list for Kleine-Brogel – preferably in spreadsheet format? Lack of this information places non-incumbent bidders at a distinct disadvantage.

Answer: No. It is the responsibility of the offeror to translate this document into English, if necessary.

59. Question: Exhibit H.5; Equipment List; Referenced Statement: Equipment Listing

a) Are the sections written in the German language duplicates of the sections written in English?

Answer: No. There is no usage of the German language in Exhibit H.5

b) Will the Government provide an equipment list for Brussels, preferably in spreadsheet format similar to those found in Exhibits H.2 and H.8?

Answer: No. The government has provided all available information, which indicates installed equipment types at Brussels.

60. Question: Exhibit H.5; Referenced Statement: Equipment Listing is missing.

Of the descriptions provided, how many of each type of equipment listed are currently installed?

Answer: Exhibit H.5 indicates the types of equipment that will be found at the school. The government has provided all information available for this Exhibit and an opportunity for all offerors to conduct site visits for the purpose of seeing all equipment types and current quantities installed.

61. Question: Exhibit H.6; Referenced Statement: Installed Equipment Listing

a) Of the descriptions provided, how many of each type equipment listed are currently installed?

Answer: The government has provided all information available for this Exhibit and an opportunity for all offerors to conduct site visits for the purpose of seeing all equipment types and current quantities installed.

b) How many of each are installed in the ES, MS, and HS?

Answer: See response to 61a.

c) Will the Government provide an equipment list for SHAPE schools, preferably in spreadsheet format similar to those found in Exhibits H.2 and H.8?

Answer: No. The government has provided all available informaiton in Exhibit H.6 for the SHAPE schools.

62. Question: Exhibit H.7 (first 2 pages of Inventory Listing): Where is the equipment identified on the first two pages of the inventory installed? ES, MS, or HS?

Answer: The Equipment listed in Exhibit H.7 is located in the Multi-Purpose Room (MPR) in the SHAPE ES/MS building.

63. Question: Exhibits H.1-H.9: Except for Exhibit H.7, the only kitchen equipment that appears to be in the inventory are range hoods. Is there additional kitchen equipment other than range hoods in schools besides SHAPE schools? Will the Government provide kitchen equipment listings?

Answer: The only kitchen equipment that would be found in the schools includes range hoods, which are for the stoves, and are equipped with fire suppression systems and are located in the Sure Start, Special Education and Teacher’s lounges.

64. Question: Exhibit L (page 3): Please provide student enrollment numbers for Wetzel HS and the

Bitburg MS Elementary Annex. These schools are missing from Exhibit L.

Answer: Per attachment 1, DoDDS-E locations Wetzel ES is currently Mothballed and there is zero student enrollment. See response to question 36 regarding performance requirements at Wetzel

ES.

There is not a Bitburg MS annex. The enrollment as listed in Exhibit L is for Bitburg MS/HS which includes both MS and HS students. The Bitburg ES has an overflow of ES students into the former MS building. They are using the MPR, Gym, bathrooms, hallways and office space of the former MS.

The student body for the total ES is as indicated in Exhibit L.

65. Question: Exhibit W (page 1): “Netzaberg HS is missing from Exhibit W.” Please clarify if there is a school lunch program at Netzaberg HS. If so, what are the lunch times and number of periods?

Answer: The solicitation has been amended to revise Attachment W to state, “Netzaberg ES/MS:

10:20-11:40, 12:00-12:30, 12:35-13:10, Cleaning 13:15-14:00) (Note: There is not a High School in Netzaberg)

66. Question: Section 5; Para 5.1.5; Page 105 of the solicitation: Please confirm as previously stated in the School Dude orientation session 2 that the successful bidders PM schedule is not required to be based on the last performance dates of the current contractor.

Answer: The PM Schedule submitted by the successful offeror will be uploaded into Schooldude™ during the transition period. The successful offeror is responsible for adhering to their preventative maintenance schedule, as proposed.

67. Question: PWS/Pre-performance Conference/Exhibit P; Referenced Statement: On page 11 of the Slides from the Pre-Proposal Conference it lists the modules available to School Dude. This list is different than what is included in Exhibit P. Please indicate which of the following modules are include and available for the successful bidder to use. Mobile Direct, PM Direct, Maintenance Direct and Inventory Direct.

Answer: Exhibit P is only included to provide information regarding Schooldude™. The modules that will be made available to the contractor will be Mobile Direct, PM Direct and Maintenance Direct at no cost to the contractor. The Inventory Direct module will not be used under the resultant contract(s).

68. Question: Reference PWS (various sections): Regarding School Dude. It was apparent during the two sessions of school dude orientation that School Dude fields were customizable and that some customizations were made to accommodate the current contractors operations. Please indicate what customizations have been made to School Dude and the purpose of the customizations.

Answer: The SchoolDude program is customized within the marketed program constraints only.

This customization is required to better match the program usage to contract requirements. The contractor will be required to operate the program with these customized features in place (i.e.

customizations have been made for to include each school within a given school district).

69. Question: RFP Addendum to FAR 52.212-1; Para III(d); page 147 of the solicitation; Referenced Statement: Volume 1 Page limitations states if “Proposing on all 3 Categories: 150 pages (excludes attachments, i.e., schematics, lists, and similar materials)”

Are there limitations within the 150 pages for the number of pages per category?

70. Question: Exhibit D: What does GSM and NSM stand for in Exhibit D?

Answer: GSM is Gross Square Meters. NSM is Net Square Meters. NSM does not include mechanical, electrical or any utility spaces and attics.