Questions_and_Answers.docx.pdf

HQ0013-18-Q-0041

QUESTIONS AND ANSWERS

Question 1: Is there an opportunity for a site visit?

Question 2: How do we go about getting access to the building to do an evaluation and walkthrough in order to create a bid for the job?

Question 3: How can a site visit be arranged?

Answer to Questions 1 - 3: There is no chance for a site visit. A New Attachment titled, "Bldg 52

Details" has been added to the posting, along with pictures.

Question 4: The total square footage of the building is listed in this solicitation as 42,619. The Q & A in

August updated the correct square footage to be 50,874. Should we use the 42,619 or 50,874?

Question 5: DISCS Custodial Services at Building 52, Wright Patterson AFB, OH was originally released in September 2017 and withdrawn. Under the previous solicitation HQ0013-17-Q-0088 the stated square footage in the question and answer portion were listed at 50,874 whereas this solicitation is listed at

42,619sq foot. Can you confirm that the square footage to be cleaned is 42,619 sq ft?

Question 6: Do you have the square footage of the building to be cleaned?

Question 7: What is the total square foot of the building?

Answer to Questions 4 – 7: 2: It should be 50,874 square feet. The language at 3.1 of the PWS is changed from, "The Government will provide all utilities required to support the assigned area. The estimated square footage for the building is 42,619 square feet." to "The Government will provide all utilities required to support the assigned area. The estimated square footage for the building is 50,874 square feet."

Question 8: Per 1.2.1 there is a twenty-five (25) page limit, is the limit inclusive of the five (5) pages of the Tracking and Confirmation Sheet or are the five (5) Tracking and Confirmation Sheets counted separately?

Answer 8: The Tracking and Confirmation Sheet does not count against the twenty-five page limit.

Question 9: What is the name of the current contractor for this contract?

Question 10: Who was the incumbent contractor on the project?

Answer to Questions 9 & 10: Kentucky Building Maintenance, Inc.

Question 11: What will be the anticipated award date for this contract?

Answer 11: Item (x) of the announcement states 26 March is the expected Award Date.

Question 12: What will be the anticipated start date for this contract?

Answer 12: The anticipated start date is 2 April 2018. The anticipated base period of performance is 2

April 2018 through 1 April 2019 with four 12 month options. The options will be exercised at the

Government’s discretion.

Question 13: What is the current total annual awarded amount for this contract?

Question 14: What is the price of the former contractor?

Answer to Questions 13 & 14: $257,798.82.

Question 15: Has funds been appropriated for this opportunity?

Answer 15: Yes.

Question 16: Is this a new contract?

Answer to 16: The resulting contract will be new. The requirement is not new.

Question 17: Can files be submitted in PDF?

Answer 17: Files may be submitted in PDF. As a result, 1.1.3 of Instructions to Offerors has been changed from

“1.1.3. Text shall be in a format readable by Microsoft (MS) Word 2000. Data submitted in spreadsheet format shall be readable by MS Excel 2000. When printed, it shall appear as single-spaced, on 8½” x 11” paper (except as specifically noted), with a minimum one-inch margin all around, when printed. Pages shall be numbered consecutively. A page printed on both sides shall be counted as two pages.

Submission as double-sided printing/copying on recycled paper is encouraged.

Offerors may use 11” x 17” sized format for tables, charts, graphs, or pictures that cannot be legibly presented on 8½” x 11” paper. An 11” x 17” is a two-sheet equivalent (with regards to the page count limitations). Print shall be of a minimum

12-point font size or a maximum 10 characters per inch spacing. Bolding, underlining, and italics may be used to identify topic demarcations or points of emphasis. Graphic presentations, including tables, while not subject to the same font size and spacing requirements, shall have spacing and text that is easily readable.”

To

“1.1.3. Formatting Instructions:

1.1.3.a The preference is that text shall be in a format readable by Microsoft (MS)

Word 2000. Data submitted in spreadsheet format shall be readable by MS Excel

2000. When printed, it shall appear as single-spaced, on 8½” x 11” paper (except as specifically noted), with a minimum one-inch margin all around, when printed. Pages shall be numbered consecutively. A page printed on both sides shall be counted as two pages. Submission as double-sided printing/copying on recycled paper is encouraged. Offerors may use 11” x 17” sized format for tables, charts, graphs, or pictures that cannot be legibly presented on 8½” x 11” paper. An 11” x 17” is a two-sheet equivalent (with regards to the page count limitations). Print shall be of a minimum 12-point font size or a maximum 10 characters per inch spacing. Bolding, underlining, and italics may be used to identify topic demarcations or points of emphasis. Graphic presentations, including tables, while not subject to the same font size and spacing requirements, shall have spacing and text that is easily readable.

1.1.3.b Submissions may also be in Portable Document Format (PDF).

Question 18: Evaluation is claimed to be performed via the best value process of Lowest Price

Technically Acceptable (LPTA). In accordance with FAR 15.101-2, LPTA is appropriate when best value is expected to result from selection of the technically acceptable proposal with the lowest evaluated price.

In spite of this, a voluminous amount of data is requested, including Past Performance Questionnaires, a comprehensive Technical Proposal, full Quality Control Plan and response to Minimum Acceptability

Standards. Since award will be to lowest price, why is a mountain of information needed purely to confirm technical acceptability? Can submittals be restricted to information appropriate to a LPTA selection?

Answer 18: All of the items mentioned are appropriate for LPTA selection. The mentioned items being are 1) the Management/Performance Approach Plan which is a requirement of the contract at Paragraph

5.10 of the PWS; 2) The Quality Control Plan which is a requirement at 6.1 of the PWS and standard for performance based contracts; 3) Past Performance Questionnaires which are to be completed by the past clients/customer of offerors responding to HQ0013-18-Q-0041. Even in LPTA source selections, the

FAR requires past performance to be evaluated, if not waived in writing by the contacting officer; and 4) the Minimum Standards Tracking and Confirmation sheet. This sheet is included for the benefit of all offerors. If just one standard is not met or addressed then an offerors submission will be determined to be unacceptable. The Tracking and Confirmation sheet is designed to aid offerors with ensuring all minimum standards are met and addressed.

Question 19: In Attachment 4 1) Factor 1: Technical Periodic Cleaning Services and Attachment 5 page

3 items 1. Periodic Hard Floor Maintenance, 2. Floor Maintenance and 3. Periodic Carpet Restorative

Cleaning – have a minimum requirement of service of 1 time per month whereas Attachment 7.1

Performance Requirements Summary (PRW) Periodic Cleaning Services a. Hard Floor – 3x Yr

Maintenance and b. Carpet Restorative Cleaning – 3x Yr.: Please provide whether the requirement is for monthly services (12 times per year) or three (3) times per year.

Answer 19: The minimum acceptability requirement is three (3) times per year. The text in Attachment

04, Attachment 05 and Attachment 01 have been revised to reflect the change.

Question 20: Window cleaning is stated as just Interior Glass – please confirm there is no requirement for exterior window cleaning.

Answer 20: DISCS requires the cleaning of exterior windows. The language at 5.7.5 of the PWS has been revised.

Question 21: 5.7.5 Windows/Interior Glass – In Attachment 4- 1) Factor 1: Technical Periodic Cleaning

Services and Attachment 5 page 3 item 5. Windows/Interior Glass– have a minimum requirement of service of 1 time per month whereas Attachment 7.1 Performance Requirements Summary (PRW)

Periodic Cleaning Services d. Window Cleaning – 3x Yr. Please provide whether the requirement is for monthly services (12 times per year) or three (3) times per year.

Answer 21: REFERENCE ANSWER TO QUESTION 20. The requirement for cleaning of exterior windows is three (3) times per year. 5.7.7 will be added and will read as follows, “Miscellaneous. All doors, partitions, walls, display cases, and directory boards shall show no traces of film, dirt, smudges, water, or other foreign matter."

Question 22: This solicitation was posted last August of 2017 and not awarded. Could you please advise why this was not awarded last year?

Question 23: This exact requirement was announced with bids due in August, 2017, only to have the requirement abruptly cancelled without explanation after closing. What assurance do we have that the instant solicitation will not be similarly cancelled?

Answer to Questions 22 and 23: Because of some omissions in the package and process, it was determined that cancellation of the requirement at that time was in the best interest of the Government.

The Government intends to proceed with this current process until an award is made, but reserves the right to take any future action that is in the best interest of the Government.

ATTACHMENTS

1. Revision of PWS (Track Changes)

2. Revised Instructions to Offerors (Track Changes)

3. Revision of Evaluation Factors – Minimum Acceptability Standards (Track Changes)

4. Revision of Minimum Standards Tracking and Confirmation Sheet (Excel sheet so no Track

Changes could be provided)

5. Performance Requirements Summary (Track Changes)

PART 3

GOVERNMENT FURNISHED PROPERTY, EQUIPMENT, AND SERVICES

3. GOVERNMENT FURNISHED ITEMS AND SERVICES

3.1 Services

The Government will provide all utilities required to support the assigned area. The estimated square footage for the building is 42,61950,874 square feet.

3.2 Facilities

The Government will provide 3 storage closets within building 52 wherein the contractor may store cleaning supplies and equipment. Janitorial closets will be available for use by the contractor, without cost, for the purpose of storing materials and equipment, excluding flammable materials. The contractor will be required to maintain odorless and clean closets. Closets will be free of clutter and debris. Cleaning supplies and tools will be stored and organized in such a manner as to allow easy access and movement in closet. Closets provided for janitorial service use will be locked if locks are available. The Government will not be responsible for the contractor’s stored supplies or equipment kept in the building or janitor’s closets or for the contractor’s employees’ personal belongings.

3.3 Refuse removal, Entomology Services, Police and Fire Protection

The Government will provide the contractor these services as necessary in performance of the tasks outlined in this PWS.

5.7 Periodic Cleaning Services (Services performed as specified in Service Summary). At a minimum, the tasks discussed in this section shall be conducted once per month.

5.7.1 Periodic Hard Floor Maintenance. Hard floors shall be cleaned, scrubbed, sealed, polished, waxed, and stripped as required for the appropriate surface to maintain, protect and ease normal routine floor cleanings. After periodic maintenance, floor surfaces to include grout shall have a uniform, clean appearance without streaks, swirl marks, detergent residue, or any evidence of soil, stain, film, or standing water. At a minimum this service shall be performed three (3) times a year.

5.7.2 Floor Maintenance. All items (i.e., chairs, trash receptacles, mats/rugs, and tables shall be moved then returned to their original position once service has been completed.

After floors have been thoroughly serviced, the contractor shall apply an even coating of non- skid floor finish. Surface shall have a uniform, glossy appearance free from hair, dirt, debris, dust, scuff/heel marks, floor finish build-up, stains, discoloration, and all other foreign matter once service has been completed.

All floor maintenance solutions shall be removed from baseboards, furniture, and trash receptacles. The contractor shall not place unsanitary items such as chairs, mats/rugs, and trash cans on food preparation/eating surfaces. Mop water shall be disposed of only in areas designated by the Activity

Director. Floor maintenance equipment, cleaners, solutions, or wax (opened/unopened) cannot be stored or left behind in work areas. At a minimum this service shall be performed three (3) times a year.

5.7.3 Periodic Carpet Restorative Cleaning. Carpets shall be deep cleaned in order to remove embedded soil from carpet fibers. Deep cleaning shall employ an effective technique to address soil suspension, soil extraction and drying. After deep cleaning, the carpeted area shall show an improvement in visible appearance. All cleaning solutions shall be removed from baseboards, furniture, trash receptacles, chairs, and other similar items. Chairs, trash receptacles, and other items shall be moved to clean carpets underneath and returned to their original location after the carpet has dried. At a minimum this service shall be performed three (3) times a year.

5.7.4 Dusting/High Dusting/Spot Cleaning. Low dusting/spot cleaning shall be accomplished to a height of

6 feet and must be free of dust, lint, cobwebs, and litter. All surfaces to include washable surfaces of white boards, walls, partitions, vents, grills, stairwell walls, stair guards, baseboards, handrails, doors/door guards/handles/push bars/kick plates, temperature controls, fixtures, and light switches are free of dust, lint, dirt, litter, smudges, fingerprints, marks, streaks, film/residue, spots, scuff/heel marks, soil, dirty buildup (grime), or other foreign matter. Once service has been completed, surfaces shall have a clean, uniform appearance. Metal surfaces of doors (kick plates, handles, push bars) shall be cleaned, polished, and have a uniform appearance, free of streaks and film/residue. High dusting includes surfaces from 6 to

10 feet from the floor. Surfaces include tables, shelves, bookcases, window sills, hand rails, pictures, clocks, window blinds, and ceiling fans. Dusting the window sills in the library, student lounge, staff and faculty lounge on a weekly basis.

5.7.5 Windows/InExterior GlassWindows. All windows and interior glass, including glass in doors, partitions, walls, display cases, and directory boards shall show no traces of film, dirt, smudges, water, or other foreign matter. Exterior windows shall be cleaned at least three (3) times per year.

5.7.6 Microwaves: Clean microwaves (inside and out) at least 3 times per week.

Formatted: Plain Text

5.7.7 Miscellaneous: All doors, partitions, walls, display cases, and directory boards shall show no traces of film, dirt, smudges, water, or other foreign matter.

5.8 Special Cleaning Requirements

5.8.1 EMERGENCY OR SPECIAL EVENT CLEANING SERVICES (Minor, Medium, and Major). Upon notification, the contractor shall perform emergency or special event cleaning required in any area or room covered under this contract. The contracting officer shall request cleaning services (to include carpet shampooing) for the appropriate and required work task(s). Contractor shall begin emergency work, as determined by the contracting officer, within one hour of notification, which may be verbal. The

Contracting Officer or designated representative will notify the contractor as soon as a special event requirement is known, but not less than 24 hours prior to the event. Completion schedule shall be determined for each emergency or special event cleaning service performed.

5.8.2 Minor. Cleaning service performed with a minimum of 3 square feet and a maximum of 500 square feet per service.

5.8.3 Medium. Cleaning service performed with a minimum of 500 square feet and a maximum of 2000 square feet per service.

5.8.4 Major. Cleaning service performed with a minimum of 2000 square feet and a maximum of 6000

5.9 On Call: The contractor shall be available for on call requirements upon emergencies such as toilet flooding, etc., and shall have a person(s) on site within two hours from DISCS placing the call.

5.10 Management/Performance Approach Plan

The contractor shall develop and maintain Management/Performance Approach Plan with consideration of parameters outlined in paragraph 1.3 that indicates the days of the week, task, and frequency of service to be performed. The contractor shall coordinate with the COR to agree upon a cleaning time that is convenient both to the contractor and the building occupants. Contractor shall provide written notification to the KO/COR informing him/her of the day cleaning will be accomplished within the building. Proposed schedule changes will be coordinated with the COR. The contractor shall comply with the submitted schedule as approved by the building manager. Revised service schedules shall be submitted two weeks prior to the end of the month and the new schedule shall begin no sooner than the beginning of the month following submittal.

5.11 Workload Estimate

The Government's estimate of square footage represents the Government's best estimate of the actual square footage of designated areas. The contractor shall notify the COR in writing when actual conditions or actual measurements differ from those provided by the government. If the contractor does not inform the COR of differing conditions, the Government shall not be responsible for any additional cost that may

Instructions to Offerors

1.1 Quote Submission

1.1.1 Offerors shall submit the quote in three (3) separate volumes/attachments.

a. Volume I/Attachment 01: Technical

b. Volume II/Attachment 02: Past Performance

c. Volume III/Attachment 03: Price

1.1.2. Offerors shall submit two (2) copies of their quote electronically to Woodrow Bell at woodrow.w.bell.civ@mail.mil. Title the emails “(Your Company’s Name) QUOTE FOR

HQ0013-18-Q-0041”. This will enable Mr. Bell to find your submission much easier. Offers must be received no later than 2:00 pm EST, on 22 March 2018. One (1) of the copies shall have the offeror’s name and any other identifiers redacted or removed.

1.1.3.Formating Instructions:

1.1.3.a The preference is that Ttext shall be in a format readable by Microsoft (MS) Word 2000.

Data submitted in spreadsheet format shall be readable by MS Excel 2000. When printed, it shall appear as single-spaced, on 8½” x 11” paper (except as specifically noted), with a minimum one-inch margin all around, when printed. Pages shall be numbered consecutively. A page printed on both sides shall be counted as two pages. Submission as double-sided printing/copying on recycled paper is encouraged. Offerors may use 11” x 17” sized format for tables, charts, graphs, or pictures that cannot be legibly presented on 8½” x 11” paper. An 11” x

17” is a two-sheet equivalent (with regards to the page count limitations). Print shall be of a minimum 12-point font size or a maximum 10 characters per inch spacing. Bolding, underlining, and italics may be used to identify topic demarcations or points of emphasis. Graphic presentations, including tables, while not subject to the same font size and spacing requirements, shall have spacing and text that is easily readable.

1.1.3.b Submissions may also be in Portable Document Format (PDF).

1.1.4 Each volume/attachment in the quote shall include a copy of the cover letter (letter of transmittal), title page and table of contents. The table of contents shall list sections, subsections and page numbers. Each volume shall contain a glossary of all abbreviations and acronyms used.

Each acronym used shall be spelled out in the text the first time it appears in each quote volume.

1.1.6. Restriction of Disclosure/Proprietary Information. If the offeror wishes to restrict the disclosure or use of its quote, use the legend permitted by FAR 52.215-1(e). Individual subcontractor/vendor proprietary information may be submitted via separate binders/attachments.

1.1.7. Cross Referencing. Each volume/attachment, other than the Price volume/attachment, shall be written to the greatest extent possible on a stand-alone basis so that its content may be evaluated with a minimum of cross-referencing to other volumes/attachments of the quote.

Cross-referencing within a quote volume is permitted where its use would conserve space without impairing clarity. Hyperlinking of cross-references is permissible. Information required mailto:woodrow.w.bell.civ@mail.mil

1) Factor 1: Technical

Understanding of the work to be performed and the contractor providing a

Management/Performance Approach Plan. The minimum acceptability standard for technical is a Management/Performance Approach document that addresses/schedules performance of each of the tasks at the listed sections and paragraphs of the PWS.

Facility Cleaning Services

- Non-Carpeted Floors. To be cleaned daily, at a minimum.

- Carpeted Floors. To be cleaned daily, at a minimum.

- Stairways/Elevators/Handicap Lifts/Entryways. To be cleaned daily, at a minimum.

- Clean Floor (Walk-Off) Mats, Area and Throw Rugs. To be cleaned daily, at a minimum.

- Trash Collection/Removal. To be conducted daily, at a minimum.

- The contractor shall remove recyclable trash. To be conducted daily, at a minimum.

Restrooms and Kitchen Areas Cleaning Services

- Clean and Disinfect. To be conducted daily, at a minimum.

- Floor Care. To be conducted daily, at a minimum.

- Sweep and Mop Floor. To be conducted daily, at a minimum.

Stock Restroom Supplies. To be conducted daily, at a minimum.

Drinking Fountains. Tasks shall be conducted daily or immediately if debris is observed on fountains throughout the day.

Clean Walls/Partitions/Door Knobs. To be conducted daily, at a minimum.

Restroom Trash Removal. To be conducted daily, at a minimum.

Periodic Cleaning Services (Services performed as specified in Service Summary)

- Periodic Hard Floor Maintenance. At a minimum, the tasks discussed in this section shall be conducted once per monththree (3) times per year.

- Floor Maintenance. At a minimum, the tasks discussed in this section shall be conducted once per monththree (3) times per year.

- Periodic Carpet Restorative Cleaning. At a minimum, the tasks discussed in this section shall be conducted once per monththree (3) times per year.

- Dusting/High Dusting/Spot Cleaning. At a minimum, the tasks discussed in this section shall be conducted once per month.

-Dusting of Window sills. At a minimum this task shall be performed weekly.

- Windows/Interior Glass. At a minimum, the tasks discussed in this section shall be conducted once per month.

- Microwaves: Clean microwaves (inside and out) at least 3 times per week.

Special Cleaning Requirements

- EMERGENCY OR SPECIAL EVENT CLEANING SERVICES (Minor, Medium, and Major).

Upon notification, the contractor shall perform emergency or special event cleaning required in any area or room covered under this contract. The contracting officer shall request cleaning services (to include carpet shampooing) for the appropriate and required work task(s). Contractor shall begin emergency work, as determined by the contracting officer, within one hour of notification, which may be verbal. The Contracting Officer or designated representative will notify the contractor as soon as a special event requirement is known, but not less than 24 hours prior to the event. Completion schedule shall be determined for each emergency or special event cleaning service performed.

- Minor. Cleaning service performed with a minimum of 3 square feet and a maximum of 500

- Medium. Cleaning service performed with a minimum of 500 square feet and a maximum of

2000 square feet per service.

- Major. Cleaning service performed with a minimum of 2000 square feet and a maximum of

6000 square feet per service.

On Call. The contractor shall be available for on call requirements upon emergencies such as toilet flooding, etc., and shall have a person(s) on site within two hours from DISCS placing the call.

Quality Control Plan (QCP): The QCP shall include the following:

1. Inspection System.

2. Deficiency Prevention.

3. Inspection Record.

7.1 Performance Requirements Summary (PRS)

The contract service requirements are summarized in performance objectives that relate directly to mission essential items. The performance threshold briefly describes the minimally acceptable levels of service required for each requirement. The SS and the contractor’s Quality Control Plan provide information on contract requirements, the expected level of contractor performance and the expected method of government surveillance and confirmation of services provided. These thresholds are critical to mission success. Procedures as set forth in the FAR 52.212-4 (a), Contract Terms and Conditions -

Commercial Items, Inspection/Acceptance, will be used to remedy all deficiencies. During the first initial

30 days of the contract, two additional errors on each task shall be allowed in an effort to identify normal phase-in problems, except for any periodic cleaning service.

Performance Objective PWS

Para

Performance

Threshold

Remedy Method of

Assessment Bldg. 52

Facility Cleaning Service

a. Non-Carpeted Floors

b. Carpeted Floors

c. Stairways / Elevators /

Hallways/Stairwells

d. Kitchen Areas

e. Trash Removal

f. Walk-off Mats

g. Restrooms

h. Drinking Fountains

i. Erase Boards/White

Boards/Counters

(1 time per week only)

1.1

Inclusive

1 per day when bldg.

occupied for items a thru h

No more than 3 valid defects per month

Re-performance within 2 hours of notification during normal work hours

Periodic

Surveillance

Periodic Cleaning Services

a. Hard Floor – 3 x Yr Maintenance

b. Carpet Restorative Cleaning

– 3 x Yr

c. High Dusting Monthly

d. Window Cleaning– 3 x Yr

e. Window Sill Dusting -

Weekly

No more than 3 valid defects per month

Re-performance within 2 hours of notification during scheduled work hours

Periodic

Surveillance

Quality Control

Inspection procedures are followed and documented in accordance with Contractor’s

Quality

Control Plan Contractor shall provide a written

Corrective

Action Report within 24 hours of notification