J-C16_RFI_Responses_12-31-13.xls
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- Attached to
- BOS, Hybla Valley and USCAAF
- Solicitation number
- HQ0034-14-R-0002
- Issued by
-
DOD Washington Headquarters Service
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J-C16 RFI Responses 12-31-13
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RFIs
| RFIs | HQ0034-14-R-0002 | Attachment J-C16 | |
| # | Location in RFP | Question | Answer |
| 1 | On page 2 of the PWS, item C-1.3.1 references attachment J-C3 – Historical Workload Data. The J-C3 document is labeled Historical Service Call Data and all work is level 4 only. Will there be more information be released showing historical data in all categories i.e. Custodial, Trash & Refuse, Snow & Ice Removal, Pest Control and Grounds? | Attachment J-C3 has been updated. | |
| 2 | Is this solicitation “Full and Open” or “Small Business” ? | Total Small Business Set aside | |
| 3 | L.10 PRICE PROPOSAL – VOLUME III |
Proposal Contents: The price proposal shall consist of the following:
(i) Completed SF33
(ii) Completed Section B
(iii) Completed Section K (Representations and Certifications)
Q.a. Based on the instructions above, are Attachments J-B1, J-B2 and J-B3 NOT to be submitted as part of the price proposal? L.10 will be revised to read: L.10 PRICE PROPOSAL – VOLUME III Proposal Contents: The price proposal shall consist of the following:
(i) Completed SF33
(ii) Completed Section B (including Attachments J-B1, J-B2 and J-B3)
(iii) Completed Section K (Representations and Certifications)
| 4 | L.5 | How many electronic copies (CD) are to be submitted for each volume? | One CD for each volume |
| 5 | Page 77 | On page 77 of the solicitation, in the evaluation factors, it states “If the referenced contract is an active contract at the time of proposal submission, the start date of the contract performance must have occurred no less than 60 months from the date of the proposal submission deadline.” |
Q.a. Was the intent to say: “…the start date of the contract performance must have occurred within the last 60 months from the date of the proposal submission deadline.” Please clarify the government’s statement. Language is revised as follows: ** Relevant Project is defined as:
- A contract for facility systems and operations support services
- The total contract value is at least $500,000.00;
- The offeror must be the prime contractor;
- If the referenced contract has expired, the end date of the contract performance must have occurred within the last 60 months from the date of the proposal submission deadline;
- If the referenced contract is an active contract at the time of proposal submission, the start date of the contract performance must have occurred no more than 60 months from the date of the proposal submission deadline.
| 6 | Who is the incumbent/current contractor and are they eligible to propose again? | Omni Corporation. We can not address the status of inidividual firms and whether they are eligible under the small business set aside requirements of this solicitation. | |
| 7 | The workload data contained in Attachments J-C3 (2006 & 2007) and J-C10 (2007) is not current. Please provide more recent, updated work load data. | More recent work load data has been provided and locations combined into update J-C3. The Government estimates that approximately 677 work orders have been completed from 12/07/2011 to 12/07/2013. | |
| 8 | Is there a current union workforce? If so, is this contract subject to a Collective Bargaining Agreement (CBA)? | Yes, the CBAs are attached as attachments J-C17 and J-C18 | |
| 9 | C-1.3.9 | Reference: PWS Page 3, C-1.3.9 Hours of Operations. Government core duty hours are Monday through Friday, 0700 to 1700. Some mission situations will require the Contractor to work outside core duty hours (see attachment J-C7, “Service Location with Hour Requirements”). These situations include, but are not limited to, disruption of services, e.g., unscheduled/scheduled outages, scheduling of facility services, or contingency accidents/incidents, or other emergencies. Another example would be when a construction contractor requires a water outage outside core hours. The draining and refilling of the water system outside of the core hours would be a requirement of this contract. |
Yet, per Attachment J-C7, it appears that the service hours staffing for C-5.1 and C-5.2.1 (maintenance and custodial services) are required for both Core and Non-core hours (24 hours).
| Q.a. Please clarify staffing requirements during non-core hours for each building. | Staffing is not required for non-core hours. However, the Project Manager will respond within 20 minutes and required personnel will be on-site within 1 hour of service call from the COR or CO. | |
| 10 | Reference RFP page 73 EVALUATION FACTORS. Key Personnel: This factor will consider the relevant experience and ability of each key personnel member. Prospective offerors are required to provide resumes of personnel that meet or exceed the following certifications and work experience: |
Project Manager
Chief Engineer
Reference PWS Page 64, C-7.7.2 Qualifications of Personnel lists 6 categories of Personnel and the required qualifications for each.
| Q.a. Can you confirm that there are only two key personnel positions, the Project Manager and the Chief Engineer? | There is an additional Key Personnel inividual, a Quality Control person. | |
| 11 | Reference PWS, C-7.7.4 Contact With Key Personnel Outside of Building Core Hours. Outside of building core hours, the Project Manager, CE and the on-site supervisors shall be available within one hour at the building at the request of the CO to respond to emergencies. |
Q.a. The PWS reference indicates that On-site Supervisors are also Key Personnel. Please clarify.
| Q.b. Does the government expect the contractor to provide a PM and a Chief Engineer as well as two site supervisors (one for each building)? | Confirmed. The Government expects the Contractor to supply both positions. | ||
| 12 | Is this contract to provide services to only two government facilities, the HVFB (which includes a 7,192 sq ft trailer listed in attachment J-C4) and the USCAAF? | Yes | |
| 13 | On page 11, C-3.2: Admin. Office 192 sq ft GD Trailer (Pentagon) |
Q.a What does GD Trailer (Pentagon) represent? Where is it located? What is it currently used for?
| Q.b Are contractor personnel to be stationed at (or near) the Pentagon in a trailer? | The General Dynamics (GD) trailer is an administrative office space. It is located adjacent to the Pentagon. The contract does not require personnel to be stationed there but this space is made available if the Contractor would like to use it. | |
| 14 | The RFP includes a delivery address to the Pentagon Building, Room 1E349, and mentions possible contractor personnel passage into Government occupied portions of the Pentagon. The PWS, regarding task order proposals also mentions compliance with delivery requirements of Pentagon Security. The PWS also includes contractor compliance with the Pentagon Reservation safety and environmental management safety standards and working closely with the Pentagon Hazardous Waste Office and working with the Pentagon’s Force Protection Agency Evacuation and Emergency program. |
Q.a. How does the Pentagon location fit into this solicitation?
| Q.b. Is the delivery address that is mentioned, only for hardcopy task order proposals to be delivered to? If that is the case, can task order proposals be electronically submitted rather than be hand delivered to the Pentagon office? | Hybla Valley and the USCAAF are part of the Pentagon Reservation and the delivery requirements of the Pentagon apply to those buildings. The delivery address for hard copy proposals is listed in L.2.1. Electronic submissions will not be accepted. | |||
| 15 | Please provide the age of each building. | USCAAF is 103 yrs old, HVFB 56 yrs old | ||
| 16 | Please provide the average daily building occupancy (including visitors) for each facility. | 250 occupancy HVFB, USCAAF 70 occupancy | ||
| 17 | Reference J-C10 Service Call Workload data per location. Along with a list of more recent service calls/task order workload data (preferably 2012 data), please provide the project description and total cost of each task… those Tasks below the $2000 threshold and those above $2000. This is the portion of the contract that provides the most risk for offerors, so the more information we have as to the type and actual costs of tasks, the more accurate we can price. | More recent work load data has been provied in attachment J-C3. | ||
| 18 | Reference J-C2 Master equipment Inventory. Q.a. Please provide the number of bathrooms, number of public waterclosets, urinals and sinks in the USCAAF facility. (# of waterclosets for Hybla are provided in J-C2, but nothing is shown for USCAAF) Q.b. Also, please provide the AGE of equipment in J-C2. | a) Hybla Valley: 91 toilets, 25 urinal , 89 sinks, 3 showers. USCAAF: 20 toilets, 5 urinals, 22 sinks, 5 showers. b) The age of equipment from Hybla Valley is 20 years or older and USCAAF 10 years or older. | ||
| 19 | Please provide historical data for custodial supplies and materials for each facility. | The Government does not have the historical information requested. | ||
| 20 | RFP Section L, paragraph L.5(c) | L.5(c) seems to identify Volume I as the technical proposal and Volume II as containing the price proposal, past performance, and business information. L.8 names the Technical Proposal as Volume I, L.9 names Past Performance Proposal as Volume II, and L.10 names Price Proposal as Volume III. Please clarify the volume numbering. | L.5 (c) is revised as follows: (c) Offerors must submit one original and three (3) copies of their technical (Volume I), one original and one copy of their price proposal, past performance and business information proposal (Volume II), and price proposal (Volume II) including all attachments, on separate CD-ROMs (one per proposal volume) using Microsoft Office 2007 compatible format. | |
| 21 | RFP Section L, paragraph L.5© | L.5(c) seems to identify Volume II as containing price and business information. L.9 describes Volume II as containing Past Performance information. Please confirm that the location of price and business information is Volume III. | This was corrected in response to question #20. | |
| 22 | RFP Section L, paragraph L.8(b), last sentence | This paragraph requires identification of enclosures “on all pages.” Please clarify what is meant by the statement “Enclosures must be identified on all pages.” | Enclosures should be clearly labeled as to how they relate to the paragraph that identifies the enclosure. | |
| 23 | RFP Section L, paragraph L.8(b) | Each page shall be 8 ½ x 11 inches, double-spaced, 12-point font, with 1 inch margins. Are tables except from the double spacing and 12 point font requirement? | Tables are exempt from the double-spaced requirement but the 12-point font requirement applies | |
| 24 | RFP Section L, paragraph L.8(b) | The Technical proposal must not exceed 75 pages. Are resumes included in the 75 page limit? | Resumes are excluded from the 75 page limit. | |
| 25 | RFP Section L, paragraph L.8(c) Subfactor d “Safety and Health Plan” | Does the government require a draft or a final safety plan | A draft safety plan and draft quality control plan will be provided with the Offeror's proposal in accordance with the instructions to Offerors and Evaluation Methodology. Final plans will be approved after award. | |
| 26 | L.8 TECHNICAL PROPOSAL – VOLUME I, (b) Proposal Length | Could you please clarify? Does double spacing apply only to change pages or are you expecting the original proposal to be double spaced as well? | L.8 (b) is revised as follows: (b) Proposal Length. The Technical Proposal must not exceed 75 pages, single-sided; including the original technical proposal and additional or change pages submitted with an offeror’s final proposal revision (if any), excluding glossary, foldouts, blank pages, title pages, tab indices and table of contents. Changed pages shall be clearly identified as such and should be provided on colored paper with the revisions clearly marked. If Final Proposal Revisions are requested by the Government and if the offeror elects to submit a complete revised technical proposal, the revisions must be clearly identified. Each page shall be 8 ½ x 11 inches, 12-point font, with one-inch margins. This limit extends to all introductory comments, overviews, text, illustrations, graphics, appendices and other pertinent information. Graphics and appendices must be single-spaced. Graphics are exempt from the 12-point font and one-inch margin requirements. Plans and Drawings are not included in the 75-page limit. The Technical Proposal must be bound separately in a binder and all foldouts must be in sleeves and placed in the binder. Claims as to proprietary data must specifically identify page(s), paragraph(s), sentence(s), and must not be generalized. Pages shall be numbered and paragraphs identified by a commonly used and consistent system to assist in referencing specific areas of the proposal. Pages shall also have a header or footer that contains at a minimum, contractor name and solicitation number. Enclosures must be identified on all pages. | |
| 27 | Does the Cover Letter count toward our 75 page limit in Volume I - Technical Proposal? | No, it does not. | ||
| 28 | Please confirm the address where the proposals should be sent. | L.2.1 addresses where proposals should be submitted. | ||
| 29 | Please confirm that the elevators at the courthouse and Hybla Valley are not included in this solicitation? | Elevator maintenance is excluded from this contract. However, the cleaning of the elevators are included in the contract. | ||
| 30 | C-5.3.2 General Procedures for Indefinite Quantity Work | Please confirm that it is the Government’s intention that the contractor provides the Government RS Means software and books during the base year and annually thereafter. | Confirmed. | |
| 31 | Please provide a manufacturer, size, and model number of the generators at Hybla Valley. During the site visit, only one was observed | Generator #1 Mfg. Al-Power Inc. Size: 200KW, Model AP-230DC, Generator #2 Mfg.Kohler, Size: 50KVA, Model 43911-PYSB150UL, Generator #3 Mfg. Mitsubishi, Size: 200KW-250KVA, Model S12A2-PTA | ||
| 32 | During the site visit at the USCAAF facility, a generator was observed. If this is included, please provide the manufacturer, size, and model number | Cummins 150kw model DGFA 5665035. | ||
| 33 | Hybla Valley – Please provide the model number and manufacturer of the chillers. We observed only two during the site visit | (BAC) Baltimore Air Coil Company-Model No.3373-2PS, Serial No. R95100106, Address: P.O.Box 7322, Baltimore, MD 21227, Tel. No. 301-799-6200 | ||
| 34 | US Courts of Appeals – Please provide the model and manufacturer of the chiller. This was not observed during our site visit. | Carrier Model 3-GXR-135 | ||
| 35 | US Courts of Appeals – Who is responsible for the maintenance and cleaning of the tunnel to the loading dock? | BOS contract is responsible for the maintenance of 8 ft wide by 50 linear ft of the tunnel . The District of Columbia is responsible for the rest. | ||
| 36 | US Courts of Appeals – Who is responsible for the maintenance and cleaning of the remote loading dock? | Yes. District of Columbia. | ||
| 37 | At the US Court of Appeals there were lights observed above the courtroom ceilings. Are these lights accessible from a compartment above the ceiling or are they accessed from the courtroom floor via a lift? | Some of the lights are accessible in the attic above and the rest are in the cove around the courtroom accessible by a ladder. | ||
| 38 | Can a list of current subcontractors be supplied to the bidders? | The Government does not maintain a list of subcontractors. | ||
| 39 | Is pest control required inside of the Hybla Valley and USCAAF facilities or is it required only on the grounds area outside of the buildings? What kind of coverage is required for Bird Control? There are no observed bird issues on the building currently, however, if structural exclusion becomes necessary due to birds loafing on the building structure in the future, would this be considered IDIQ. | The pest control requirement is inside and outside of both Hybla Valley and USCAAF facilities | ||
| 40 | What is the manufacturer and model of the BAS Building Automation System (BAS) that is utilized in the Hybla and USCAAF facilities? | Yes- Siemen and Inlight (made by Siemen)Building Automation Systems | ||
| 41 | Is there a requirement for eddy current testing on the chillers? If so, when was the last test completed and what is the frequency required for the condenser and evaporators? | No. No test records are available. | ||
| 42 | During the site visit we were told that the refuse container at the USCAAF facility was supplied and emptied by others and that we were responsible to transport the refuse from the building to the container. Please confirm that we are not responsible to supply or transport the refuse container to the disposal facility. | District of Columbia picks up the Trash and Recycling Collection. | ||
| 43 | Would the Government please provide the quantities for the following items for the Hybla Valley Federal building? |
1. Pull Stations
2. Smoke Detectors
3. Heat Detector
4. Duct Detectors
5. Door Holders
6. Wet Sprinkler Risers
7. Dry Sprinkler Risers
8. Backflow Preventers
9. Fire Doors
10. Fire Extinguishers
11. Fire Pump
12. Standpipes 1. Pull Stations 31
2. Smoke Detectors 20
3. Heat Detector 5
4. Duct Detectors 10
5. Door Holders no information available
6. Wet Sprinkler Risers no information available
7. Dry Sprinkler Risers no information available
8. Backflow Preventers 3
9. Fire Doors 7
10. Fire Extinguishers 30
11. Fire Pump 0
12. Standpipes no information available 44 Would the Government please provide the quantities for the following items for the US Court of Appeals building?
1. Pull Stations
2. Smoke Detectors
3. Heat Detector
4. Duct Detectors
5. Door Holders
6. Wet Sprinkler Risers
7. Dry Sprinkler Risers
8. Backflow Preventers
9. Fire Doors
10. Fire Extinguishers
11. Fire Pumps
12. Kitchen Hood Systems
13. Standpipes 1. Pull Stations 13
2. Smoke Detectors 10
3. Heat Detector 1
4. Duct Detectors 0
5. Door Holders 26
6. Wet Sprinkler Risers 4
7. Dry Sprinkler Risers N/A
8. Backflow Preventers 5
9. Fire Doors 26
10. Fire Extinguishers 25
11. Fire Pumps 1
12. Kitchen Hood Systems N/A
13. Standpipes 1
| 45 | When was the last time the Fire Extinguishers had a 6 year maintenance/hydro test (Hybla Valley and USCAAF)? | Hybla Valley in 2013, USCAAF May 2013. | ||
| 46 | Is there a 5 year internal obstruction test requirement part of this solicitation? | No. | ||
| 47 | When was the last time there was a 5 year internal obstruction test performed on the Fire Sprinkler System (Hybla Valley and USCAAF)? | This testing is not a requirement of the contract. | ||
| 48 | C-5.2.4.1, Snow Removal | During the site visit at USCAAF, it was said that the contractor "IS" responsible for snow removal on the sidewalk. Please confirm. | Yes. See, C-5.2.4.2 | |
| 49 | C-1.3.9, Hours of Operations and Attachment J-C7, “Service Location with Hour Requirements” | Please confirm that the contractor should not staff either the HVFB or USCAAF 24/7 and personnel should be on-site 0700 – 1700, Monday – Friday unless special circumstances exist (with callback services always available). | The BOS Contractor should be responding to calls 24/7, even if someone is not on site. In an emergency someone should respond to a call immediately during core and non-core hours. | |
| 50 | Section B – Supplies or Services and Prices, Pages 2 - 31 of file HQ0034-14-R-0002.pdf. | Are we to fill in the prices on this schedule in addition to the excel files B1, B2, & B3? | Yes | |
| 51 | PWS C-7.7.2.1 and 7.7.2.2 | Can the Project Manager and Chief Engineer be duel hatted? | No. | |
| 52 | PWS C-7.7.2.4 | Is the Operating Engineer still required? If so is one required at each site? Can the Operations Engineer and Site Manager be duel hatted? | Yes, an Operations Engineer is needed at both sites. The Site Manager and Operations Engineer can be dual-hatted. | |
| 53 | PWS C-5-1.2.4.2 Water Treatment Plant | Are there any Water Treatment Plants at either facility for which the contractor will be responsible for maintaining? If so, please provide information and does it required to be manned 24/7? | The only water treatment plant is at Hybla Valley and should be manned 24/7. The water treatment plant is the cooling tower which is a closed loop system maintained biweekly. USCAAF does not have a water treatment plant. | |
| 54 | PWS C-5.1.2.5 Roof Systems | Was a new roof being put on at Hybal? IF so what will the warranty cover and for how long? What will the contractor be required to do? | Yes, a new roof is being installed at Hybla Valley and the warranty be 20 years. The BOS contractor will be required to keep it clean and the drain systems free of debris. The drain system consists of 14 drains. | |
| 55 | PWS C-5.1.2.7 | How many locksmith service calls are there per year? | Historically one a year. | |
| 56 | PWS C-5.2 | They talked about removing downed trees from storms on the site. Is that covered under this area or not? | Removing downed trees after storms , anywhere on the property. | |
| 57 | J-C3 | Can the service calls be broken out by craft please? | No. However, as a general estimate, service calls are 60 percent HVAC, 20 percent electrical and 20 percent miscellaneous items. The Contractor decides which labor categories to use. | |
| 58 | PWS C-5.1.1.7.3 Utility Meters | Utility Meters How many at each location that must be read? | The one at the Hybla Valley is located at the E-Wing mechanical room. | |
| 59 | PWS C-5.1.1.7.2 | Manholes How many at each location that must be kept up? | 30 Manholes at HVFB | |
| 60 | C-5.1.2.1.1.1 | Grease Trap Inspection and Treatment How many at each location that must be kept up? | None at either building. | |
| 61 | C-5.2.6.2.2 | All tree pruning shall be performed under the supervision of an arborist, certified by the International Society of Arboriculture and in accordance with standards established by the National Arborist Association. | ||
| It appeared at Hybal that tree pruning has not been accomplished over the past year. Will this be done by current incumbent to it looks better and not on telephone poles and lines? | All tree pruning shall be performed under the supervision of an arborist, certified by the International Society of Arboriculture. Tree pruning at Hybla has not been accomplished over the past year and will not be done by the current incumbent. | |||
| 62 | C-5.2.6 | GROUNDS MAINTENANCE AND LANDSCAPING. The Contractor shall inspect service, maintain, and landscape all ground areas. Grounds maintenance includes, but is not limited to; well-manicured landscape for all building areas, debris removal, pruning, mowing and edging, tree inspection and trimming, leaf and debris removal, weed control, irrigation and irrigation repair, mulching, flower bed maintenance, turf repair, fertilizing and seeding of grass areas and insect and disease control. | ||
| During the site visit at Hybal they mentioned that shrub’s must be trimmed up but I don’t see it in the PWS. Will it be added? | Yes, this requirement is added to the PWS. | |||
| 63 | The solicitation outlines quarterly tests of the fire alarm system. Would these tests entail four 100% tests of each fire alarm system or four tests where 25% of the devices were tested each quarter (eventually testing all the devices at the end of the year)? | It is required by the National Fire Alarm Code (NFPA 72)-- Monitored Fire Alarm Panels, Weekly Requirement, Quarterly Requirement, Visual inspection of all fire sprinkler devices connected to the alarm. This includes water flow switches and valve tamper switches. |
Test of fire pump monitored points (loss of phase, phase reversal, pump running , Semiannual Requirements; Test of sprinkler water flow switches (flow water or manually trip flapper)
Test of sprinkler valve tamper switches (operate valves) Visual inspection lead-acid battery (swelling or loose connections) Test batteries - load voltage, Annual Requirements; Test & visual inspection of panel functionality, LED's, fuses, etc… Test panel battery charger Battery discharge test Test & visual inspection of horns, strobes, chimes, & bells etc… Test & visual inspection of smoke detectors Test & visual inspection of heat detectors Test & visual inspection of duct smoke detectors Test & visual inspection of Electromechanical Releasing Devices (Solenoid)
Test & visual inspection of Voice Evacuation equipment"
| 64 | The Hybla Valley fire alarm device list is underreported. As the incumbent fire alarm subcontractor, the following device list more accurately reflects the devices that will need to be tested: 31 Manual Pull Stations; 20 Smoke Detectors; 5 Heat Detectors; 10 Duct Detectors; 140 Speaker Strobes; 48 Strobes. | There was no question asked. The Government does not confirm that the information provided in this question is accurate. |
| 65 | The Hybla Valley sprinkler system device list is also underreported. As the incumbent sprinkler subcontractor, the following device list more accurately reflects the devices that will need to be tested: 6 Waterflow Switches; 12 Tamper Switches. | There was no question asked. The Government does not confirm that the information provided in this question is accurate. |
| 66 | Will the elevator recall/shunt trip test be tested on the same day as the fire alarm system inspection, or should the fire alarm contractor plan on a separate trip for the elevator recall/shunt trip test? | Elevator recall/shunt test can be tested the same day if required with contractor option. |
| 67 | Can we get the approximate age of each piece of equipment in J-C2, Master Equipment Inventory? | Hybla Valley, the equipment is at least 28 years old, with limited exceptions. USCAAF the equipment is at least 2 years old. |
| 68 | With regards to the subject solicitation, we have determined that the cost of materials under the $2000 threshold for the nearly 600 annual work orders could represent a significant portion of the contract value. The workload data provided does not specify the amount of each work order from $1 - $2,000 in 2006. The summary data for 2007 only provides the number of work orders that fell into the range of $1 - $2,000. The workload data that is provided is also out of date. Of the 563 work orders summarized in the range $1 - $2,000 it is impossible for any bidder other than the incumbent to know whether the work orders in that range were closer to $1 or closer to $2,000. Any bidder other than the incumbent would need to assume that the 563 work orders were $1,999 and would need to add $1,125,473 to their bid in order to eliminate risk. |
Currently the only bidder that has any real insight into the historic data representing the materials procurement workload is the incumbent. Given the potential magnitude of this bid component, we feel that the incumbent has an unfair competitive advantage and true and open competition is severely limited.
We request that the actual cost of each work order by work order be provided for the previous three years. If this information is not available or is proprietary to the incumbent, then this is a situation that is not in the best interest of the Government. Our team would propose an Earned Value System that provides detailed reporting of the work order procurement data to the Government and visibility for the contracting office.
| As an alternative, we recommend that the Government consider an amendment to the solicitation, which provides a reimbursable CLIN for the work order expenditures. This could be represented in the solicitation as a Government provided plug number. The offerors would bid their G&A, material handling charge or other indirect rate as a multiplier against the plug resulting in a cost that is added to the firm fixed price labor portion of the contract to arrive at a total evaluated price. Offerors would then be competing on their ability to procure and handle material represented by their markup. This method would create a level playing field for all involved and be in the best interest of the Government. There is a precedent at DHS where FEMA changed an RFP this past summer for the Operations Support Services for the National Emergency Training Center in Emmitsburg MD to address the exact same issue. We have attached the amendment that was issued to resolve the issue in that case. Given that both the Historic Workload and Master Equipment Inventory is missing critical data needed to formulate an approach and calculate cost, we respectfully request a two week extension of the proposal due date (assuming that questions are answered and the issues are resolved in an amendment issued by the end of this week). | Attachment J-C3 Provides historical data and description of repairs for Hybla Valley and USCAAF. | ||
| 69 | Is there free contractor parking in DC and VA sites | Yes, there is contractor parking at both buildings. | |
| 70 | Is there any janitorial supply storage in DC location? | Yes, one area floor space. 8ftx10ft closet. | |
| 71 | Does the Government furnish Maximo software and updates? | Yes | |
| 72 | On attachment J-C4, what does area to be policed mean? Is this inside or outside the building? | Definition added to the PWS | |
| 73 | Where is the parking lot in DC and is contractor responsible for upkeep? | Parking is on the south side of the building underground. DC courts maintain the parking garage. | |
| 74 | What is the size of replacement light bulbs in each building? | HVFB: Fluorescent 34 watts, condescend light bulbs 400Watts, Restroom 13 watts. |
USCAAF: T-8- 32 Watts,- 2ft. by 4 ft. Light Fixtures (200 each), T-5 - 1ft. By 5ft. - Light Fixture (40 each), Incandescent Desk Top Lamp's (300 each)
| 75 | Is there a standard day for trash removal? | Yes--dumpster every other day- Custodial employees should pick up every day during the core hours. |
| 76 | Does the contractor supply the outside trash containers? | Yes at Hybla Valley, No at the USCAAF. |
| 77 | Is the Government responsible for repair of parking lot after snow melt ? | Yes, the Government is responsible for the repair of the parking lot after snow melt. |
| 78 | Are there in ground sprinkler systems on each site? Are there set times to water? | Yes at the USCAAF. The Contractor is to set schedule to maintain grass and plants. |
| 79 | Who is the current grounds contractor for each site? | The BOS Contractor is responsible for Grounds Maintenance. |
| 80 | Do the current janitorial workers in the buildings get first right of refusal for employment? | The requirements of FAR 22.12—Nondisplacement of Qualified Workers Under Service Contracts apply to this procurement. |
| 81 | Is the contractor responsible for exterior trash removal in DC? | Yes, but only to police the grass and mulch areas for loose trash |
| 82 | How many snow markers are required? Proposal page 29 states 30 and p.33 states 350. | Hybla Valley – thirty (30) each. The number on page 33 will be revised. |
| 83 | Is the Master equipment inventory list supplied by Government? | Attachment J-C2 is the master equipment inventory |
| 84 | The facilities are geographically dispersed. Will the government furnish any vehicles for travel between the two locations? | Government will not furnish a vehicle for traveling between the two buildings. |
| 85 | General: Can the contractor get materials and supplies delivered easily to each of the facilities or must all deliveries go through a central location for security purposes? If materials and supplies cannot be delivered directly to each of the facilities, how much time should the contractor anticipate relative to getting deliveries when needed? | Materials and supplies can be delivered directly to each of the facilities. All deliveries do not go through a central location for security purposes. |
| 86 | General: Does the government furnish any tools or equipment such as welding machines, drills, saws, electrical testing equipment, etc? | No. |
| 87 | General: Will any materials, parts or supplies be turned over to the successor contractor or is all the inventory (such as light bulbs/ballasts, filters, etc.) the property of the incumbent contractor? | No. |
| 88 | General: Is there any requirement for a 24/7 watch-standing on this contract? | 24/7 standing watch is not required. However, Project Manager will respond with 20 minutes and required personnel will be on-site within 1 hour of service call from the COR or CO. |
| 89 | General: It is assumed that the majority of the workforce has been performing in the positions for several contracts and will likely accrue the maximum amount of vacation. Please provide the percentage of the workforce that accrues two weeks, three weeks, and four weeks’ vacation so bidders can adequately account for the hours which must be backfilled. | This information is provided at award in accordance with Service Contract Act. |
| 90 | Utility Services. Does the Government provide the contractor telephones and phone service including long-distance at both USCAAF and HVFB? | Yes. |
| 91 | Computer/Network/Internet: Does the Government provide the contractor computers, peripheral equipment, network access and internet service for contract communication purposes? | Yes. |
| 92 | Section B – Supplies or Services and Prices. Attachment J-B1 references CLINs X007 and X008 and states, “The contractor shall invoice for the months of January, February, March, April, October, November, and December throughout the term of the contract.” These CLINs show a quantity of 12 months on Section B, Attachment J-B1 and Attachment J-B3. Since contractors cannot invoice for the other months, should the quantity be 7 months instead of 12? Or are offerors to spread the cost of the 7 month period across the entire 12 months? If to be spread over 12 months then shouldn’t the contractor be permitted to bill each month? | Attachment J-B1 is revised |
| 93 | Section B – Supplies or Services and Prices. CLINs X013 state “The maximum line item costs listed for this CLIN was derived from the summation of the total costs for the Exhibit Line Item (ELIN)s 0007AA through 0007DB found on attachment J-B2 "Indefinite Quantity Coefficient Pricing." Attachment J-B2 does not contain ELINs 0007AA through 0007DB. The ELINs shown in Attachment J-B2 are X013AA through X013AB. Please provide correct information so Offerors can correctly price these CLINs. | Attachment J-B2 has been updated |
| 94 | Section B – Supplies or Services and Prices. CLINs X014 state “The maximum line item costs listed for this CLIN was derived from the summation of the total costs for the Exhibit Line Item (ELIN)s 0008AA through 0008DB found on attachment J-B2 "Indefinite Quantity Coefficient Pricing." Attachment J-B2 does not contain ELINs 0008AA through 0008DB. The ELINs shown in Attachment J-B2 are X014AA through X014AB. Please provide correct information so Offerors can correctly price these CLINs. | Attachment J-B2 has been updated |
| 95 | Attachment J-B2 – IQ Coefficient Pricing. The dates next to ELINs 4013AA through 4014AB show “01 Jan 17 – 31 Dec 17” on both the IQ Priced tab and the IQ Non Priced tab. Section F, Deliveries or Performance show that Option Year 4 should be from 01/01/2018 – 12/31/2018. Can the Government please correct these dates? | Attachment J-B2 has been updated |
| 96 | Attachment J-B2 – IQ Coefficient Pricing. The Exhibit Line Item (ELIN) Structure states “The fifth digit identifies the location where services are to be performed (A = HVFB, B=USCAAF)”. The fifth digit of every ELIN is “A”. Shouldn’t the ELINs for USCAAF be X014BA and X014BB? | Attachment J-B2 has been updated |
| 97 | C-1.3.3 Scope of Services & C-5.3.7 Establishing Final Cost for Major Work: Under paragraph C-1.3.3 there is an obscure reference made that the contractor is responsible under the fixed price portion of the contract for the first $2,000 of all repairs. Under Paragraph C-5.3.7 it states the Contractor is responsible, under the fixed-price portion of the contract, for the first $2,000.00 of all major repairs. This seems to imply that the contractor liability of $2,000 would be pyramided resulting in the first $4,000 being the contractor liability in actuality for major repair/minor construction tasks. For example, if a system is being repaired under a minor work order service call, the contractor is responsible for the first $2,000 of all repairs. Once this limit is reached, the repair would then become a Major Repair/Minor Construction which would then impose an additional requirement for the contractor to bear the first $2,000 of all major repairs/minor construction. Is this the government’s intent? | Prior to making repairs the Contractor should determine the scope of the repair therefore the contractor responsibility for the first $2,000 would only occur once. |
| 98 | Reference Volume III Price Proposal. The offeror is required to enter pricing on the spreadsheets provided in the RFP (i.e., J-B1, J-B2, J-B3) which roll up to Section B prices. Does the Government require any additional detail spreadsheets to be submitted | Repairs over $150,000 are outside of the scope of this contract. |
| 99 | C-4.6 R.S. Means: “Within 10 calendar days after award the Contractor shall provide the Contracting Officer with two complete sets of the print and CD-ROM version of the R.S. Means Cost Data books.” Will we the web-based version meet this requirement or does the Government require an actual two hard copy sets of the books? Will the Contractor have access to these books or do they need to provide a copy for themselves? Will the Contractor have to provide updated sets of the print and CD-ROM version of the R.S. Means Cost Data books annually or more frequently if revised versions are published more often? The cost of these books is substantial (in the thousands of dollars). | Two hard copy sets of books are required for use by the Government. The Contractor will need to have access to R.S. Means without using these sets of books. Updated sets will be required annually. |
| 100 | C-5.1.1.2 Emergency Backup Power Systems – Does the Government furnish or pay for the fuel? If not, please provide the annual consumption. | Yes- The Government pays all fuel consumption bills separately. Load and no load testing is done as part of preventive maintenance. |
| 101 | C-5.1.2.3.4 Lamp Replacement: This is a significant expense. If relamping is performed on a regular schedule and the cost exceeds $2,000, will the contractor be reimbursed for those costs exceeding the $2,000? Does lamp replacement include the parking lot lights? | Yes |
| 102 | C-5.1.2.4.1 Steam Heat: This section states “All work will be performed in accordance with attachment J-C12 “Boiler Operation Instruction” and J-C13 “Boiler Operation Attachment”. These attachments do not correlate to the attachments provided. The provided J-C12 attachment is entitled “Generator Information” and J-C13 is named “Preventative Maintenance Schedule.” Please provide the correct attachments for “Boiler Operation Instruction” and “Boiler Operation Attachment”. | Section C.5.1.2.4.1 is revised to match the attachment descriptions. |
| 103 | C-5.1.2.6 Fire Protection and Detection Systems: Both the HVFB and the USCAAF are very old facilities with outdated equipment and systems. Are there any outstanding issues with the fire protection and detection systems that are pending repairs? Are there any current/existing violations identified by the incumbent, its subcontractors, or any Federal/State/Local inspection personnel (such as Fire Marshalls, Safety Representatives, etc)? If so, please identify all issues identified and whether the successor contractor will be responsible for effecting those repairs including having responsibility for the first $2,000 for minor repair and $2,000 for major repairs? | None at USCAAF there are no known violations that the contractor will be liable for. There are known violations at the Hybla Valley. The PA system and fire notifications. The Government will pay 100% of the costs for the repairs due to the current violations. The $2,000 minor repair is a threshold any cost estimates above $2,000 will be go through the task order process. |
| 104 | C-5.1.2.7 – Locksmith Services – (1) Are locksmith tools and materials to be provided by the contractor or the Government? (2) Is the key system hard key, electronic, or both? (3) Do locksmith duties include cutting new keys? (4) Is the electronic security system a keyless entry system? If so, how many doors have keyless entry/card readers? (5) What is the brand/manufacturer and model? (6) Who is responsible for programming keyless entry systems? (7) Is the contractor responsible for replacing batteries in keyless entry locks/systems? If so, please provide the total number of keyless locks and the size and number of batteries per door/set. | 1) locksmith tools and materials to be provided by the Contractor--2) hard key system at both buildings--3) yes, 4)n/a 5) n/a 6) n/a 7) n/a |
| 105 | C-5.1.12.6.1 Emergency Calls: What is the response time that the contractor is required to respond to emergency calls after core operating hours? | Project Manager will respond with 20 minutes and required personnel will be on-site within 1 hour of service call from the COR or CO. |
| 106 | C-5.1.12.6.4 CMMS Maximo Data Requirements: Are the hand-held devices referenced in this paragraph furnished by the Government? | No. |
| 107 | C-5.1.12.9 Availability of Parts and Materials: What is the current par level of materials and equipment? Will any parts and materials remain from the incumbent contractor? | This information is not available. There are no current part or materials left over from the present contract. |
| 108 | C-5.2.3.1.4 Trash & Refuse Removal: This paragraph indicates if unsatisfactory services result in a deduction from the contractor’s invoice, the contractor must furnish proof that the services were rendered by presentation of pickup tickets (signed by an authorized Government representative). Is it the intent to have a Government representative sign “pickup tickets” for all trash and refuse removal at the time service is rendered? What if a Government representative is not available to sign the pickup tickets when the trash dumpsters/receptacles are emptied? This seems like a burdensome requirement for both the Government and the contractor and could lead to inefficiencies of the services performed. | Yes, the Government representative must sign the tickets. The security guard will sign a ticket if a Government representative is not available. |
| 109 | C-5.2.3.4.2.6: “The Contractor shall take all necessary steps to ensure that conditions, which may contribute to rodent infestation, such as the accumulation of trash and/or debris under the contractor's equipment and other unsanitary conditions are corrected as soon as they are observed and reported. Reported deficiencies shall be corrected by the contractor within 24 hours after notification.” It could take several days for a rodent to be trapped. Is each passing day considered one defect? | Yes. This is a part of Preventive Maintenance Schedule/Frequency task. |
| 110 | C-5.2.4.6 – Cleanup – This paragraph states the contractor has 2 hours after the snow and ice has melted to perform a complete cleanup. Does this 2 hour timeframe include weekends, holidays and after hours? For example, assume the storm is over after core hours with the snow and ice melted by 2:00 a.m. Is the contractor expected to have complete cleanup completed by 4:00 a.m. or within 2 hours of the morning core operating hours? | The contractor shall complete clean-up by 0400 which is 3 hours before the 0700 core hour begins. |
| 111 | C-5.2.6.3 Watering: “The Contractor may utilize existing automatic irrigation, hose bibs or other connections, otherwise water shall be provided by the Contractor, including the use of a water truck, to accomplish a complete watering.” To what extent is water available via hose bibs or other connections at each of the two sites? Has use of a water truck historically been needed to perform the grounds maintenance and landscaping requirements? As currently stated, the Contractor is unable to determine the extent of need for a water truck. | No water trucks have been required in the past. |
| 112 | C-5.2.7 Performance Based Matrix – Facilities Support Services. The Snow and Ice Control section (on page 34) states “Rubberized blades used for snow removal at the AFM.” Does this contract require services at the Air Force Memorial (AFM)? | No, the language is corrected to remove reference to AFM. |
| 113 | C-5-3 Indefinite Quantity Work – Major Repair/Minor Construction. Please define what work would fall under Major Repair and what work would be considered Minor Construction. For example, can the government require the contractor to replace carpet in an office? It would seem a stretch to place this under the category of repair or construction. | Major repair is considered major if the cost exceeds $2000 (material and labor). Major Repairs with an estimated cost of $2,000.01 to $150,000 (labor and material) can be procured using a task order under the contract. |
| 114 | C-5.3.7 Establishing Final Cost for Major Work: There is no reference in this paragraph that would indicate the contractor is responsible for the first $2,000 for minor construction tasks? Please clarify if the first $2,000 contractor responsibility is to be applied to minor construction tasks as well. If the contract is responsible for the first $2,000 on minor construction tasks, this would seem to give the Government carte blanche ability to procure goods and services outside the scope of the work at little or no cost to the Government. | The first $2,000 contract responsibility applies to minor construction tasks as well. This is limited to work within the scope of the contract. |
| 115 | C-5.3.7 Establishing Final Cost for Major Work: Relative to the requirement for the contractor to be responsible for the first $2,000 of all major repairs/minor construction tasks, how many task orders are estimated to be issued on an annual basis per location. This information is needed to accurately estimate our liability under this contract requirement. | More recent work load data has been provied in attachment J-C3. |
| 116 | C-6.3.11: “Initiate and implement a site-recycling program separate from the existing Government program to divert a minimum of 50 percent of all recyclable waste materials from landfill or incineration.” Is the Contractor responsible for a sub-contractor’s recycling shortfalls? Does the government provide scales to weigh “generated waste”? Is the weight combined for an overall percentage or is it divided into categories such as paper, plastic, asphalt, concrete? Additionally, the last sentence of this paragraph states “Measurement of percentage of recycled materials based upon the total weight of solid waste generated divided by the amount of diverted through recycling program” does not seem to be a complete sentence. Please clarify. | Yes, the prime contractor is responsible for a subcontractor's recycling shortfalls. The Government does not provide a scale to weigh "generated waste." The weight is divided into categories such as paper, plastic, asphalt, concrete. aluminum. metal. The final sentence is revised. |
| 117 | C-6.3.14: “Integrate the use of Environmentally Preferred Products (EPP) into the selection process for all materials used in this contract… balanced with overriding goals of durability, cost effectiveness (based on life cycle cost analysis), and reliability.” Who determines the balance of cost effectiveness and reliability of a non “green” product such as a disinfectant vs. “green” replacement? | The Contractor. |
| 118 | H.8(d) – Substitution of Key Personnel. This paragraph states the contractor is to provide “information regarding the financial impact of the change.” Since this is a firm-fixed price contract, please clarify the intent of this statement. Is it to be interpreted that if substituted personnel are at a higher salary than the replaced employee a price adjustment will be made to the contract? | No price adjustment will be made. |
| 119 | L.2.3 Proposal Submission – Electronic Copies: Request that Adobe PDF format be added as acceptable submission format for the Technical and Past Performance Volumes. | This format is added. |
| 120 | L.2.8 Proposal Submission Instructions – Past Performance Submission. “This section shall not exceed 3 pages.” Is this page limitation not to exceed three pages for each reference? | Yes. |
| 121 | L.7 General Proposal Content: In what Volume should the SF-30 (Amendments) and the Cover Letter be included? | Volume III. |
| 122 | L.8 Technical Proposal – Volume I: Specifies a page limitation of 75 pages, double spacing, and a minimum font size of 12-point for text. In order to fully and adequately respond to all PWS and RFP requirements, request that either the font size be reduced to 10-point and allow single spacing or increase page limitation to 150 pages and allow single spacing. | L.8 is revised to allow for single-spacing. |
| 123 | L.8(b) Proposal Length: States that proprietary data must specifically identify page(s), paragraph(s), sentence(s), and must not be generalized. |
| Typically, a general statement is included on each page of all Volumes submitted to the effect “Use or disclosure of information contained on this sheet is subject to the restriction on the Title Page of this proposal”. All information contained in a technical proposal reveals and discusses the unique methods, procedures, and/or techniques employed by bidders to accomplish the contract, and, therefore, are considered to be proprietary. These items are exempt from release under the Freedom of Information Act, 5 U.S.C. § 552(b)(4), as “commercial and financial information, and obtained from a person, and privileged or confidential.” Pricing information is considered proprietary as release of unit prices would allow competitors to "reverse-engineer" the pricing in order to determine how the prices were derived, how future prices will be established, and how the current pricing structure at issue in this contract would be relevant for any future government contract. Information submitted by bidders in their proposal volumes is normally not made available to the public. Based upon the language in L.8(b) relative to that proprietary data must not be generalized, is the government expecting the offeror to include a detailed statement on each paragraph/sentence/graphic stating that it is proprietary and why? That will be voluminous, unnecessarily burdensome, and will necessitate a significant increase in the page limit of 75 pages. | No, that is not required. |
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