ATTACHMENT_10_J-1_RESPONSES_TO_RFI.docx

ATTACHMENT # 10 J-1 SOLICITATION HQ0034-14-R-0094

08/28/2014

PENTAGON SNOW AND ICE REMOVAL REQUIREMENT

RESPONSES TO REQUEST FOR INFORMATION (RFI)

1. QUESTION: Is this a follow-on requirement? If so, could you please provide the incumbent contract number for this opportunity? If not, is this a new requirement?

ANSWER: Yes, this is a follow-on requirement. The incumbent contractor is Locust Lane Farms LLC.

2. QUESTION: The SOW means ‘spot treatments of small areas’ at no additional costs for icy spots. Can further information be given for this requirement? i.e. For what length of time following an event and approximate square footage? Is there an item that will be directed by the government? How much advance notice will be given to the contractor to respond?

ANSWER: The government expects the contractor to provide this service prior to being released. There is no set square footage, but rather the amount depends upon the areas that need re-treating. It’s expected that the Contractor’s Quality Assurance will proactively address these areas, but the government will request if needed. The Contractor is expected to respond immediately.

3. QUESTION: Who determines when the hauling of the snow is necessary? How much advanced notice is given to the contractor preceding this activity?

ANSWER: The Government makes this determination based on weather predictions, existing fallen snow, etc. The Government would provide as much notice as possible based on its needs.

4. QUESTION: Can you explain how the government expects the contractor to plow/ remove ice as stated in section B.?

ANSWER: As stated in the solicitation under Section B’s CLIN descriptions, “please refer to the Performance Work Statement (PWS) for a more detailed description of the required work”.

5. QUESTION: Does the labor rate requested in Section B include any type of equipment or hand tools?

ANSWER: At very minimum a snow shovel.

6. QUESTION: Does the government consider itself expert in the selection of snow removal or chemical application equipment or does it allow the contractor to assort the most proficient and environmentally friendly equipment on the market that would adhere or exceed the SOW?

ANSWER: Refer to PWS 4.3 and 4.4.

7. QUESTION: Can the contractor bring mobile fueling equipment to the site to keep the equipment operating and efficient during an event?

ANSWER: Potentially ‘yes’. However, the contractor is required to submit an on-site re-fueling plan for approval from the Environmental Office.

8. QUESTION: What types of precautions does the government expect the contractor to take when attempting to avoid underground irrigation pipes during the installation process? Can the government make available as built irrigation drawings or mark any underground utilities in the areas where snow stakes will be installed?

ANSWER: The contractor is to take reasonable precautions. Irrigation and underground utility drawings are not available. Lines cannot be marked..

9. QUESTION: If the government controls the chemical applications, how can the contractor meet the performance standard of “safe walking and driving conditions” since the conditions following chemical applications can change so rapidly depending on numerous conditions such as: surface substrates, temperatures, falling precipitation, ect..?

ANSWER: The Contractor is responsible for providing the service(s) requested, but cannot be held responsible for results from changing weather conditions.

10. QUESTION: Is the water and electricity available at the storage site?

ANSWER: No.

11. QUESTION: What restroom facilities are available if any to the contractors?

ANSWER: The contractor is free to supply their own portable rest rooms. The building facilities are also available, including at the Pentagon memorial.

12. QUESTION: Two different if not three different product types for different tasks are listed for a complete ice melt applications, are you asking to provide enough for two complete applications of all of them?

ANSWER: Two applications of each.

13. QUESTION: For Brine - will we be allowed to store two tankers on-site for liquid products?

ANSWER: Yes.

14. QUESTION: Snow stake are to be installed by Nov. 1 when will contract be awarded and when will be allowed accessed, Bid documents say we can not mobilize until Nov. 15?

ANSWER: refer to PWS Section 5.1 “Snow Stakes”; page C-7.

15. QUESTION: Will the contractor be able to charge $1,200 for every day past Nov. 15 that we do not have a designated facility?

ANSWER: No. A facility will be provided by the date allotted.

16. QUESTION: Bid documents are asking for a price to use Brine in all three areas. Brine is a salt and water mixture. Is that what we want to apply on concrete surfaces?

ANSWER: Yes, with the exception of ‘new’ concrete.

17. QUESTION: What is the government’s definition of brine material and what are the specifications?

ANSWER: See PWS Section 1.5; ‘Highway Salt and Our Environment’, ‘The Safe and Sustainable Snowfighting Handbook’, and ‘The Safe and Sustainable Salt Storage Handbook’.

18. QUESTION: What percentage by weight of salt do you want to use in the Brine mixer? There are different variations.

ANSWER: The contract is performance-based. PWS Section 1.5; ‘Highway Salt and Our Environment’, ‘The Safe and Sustainable Snowfighting Handbook’, and The Safe and Sustainable Salt Storage Handbook’ all discuss salt/product use in snow management. Offerors are expected to provide an educated proposal describing the best possible means that they believe will attain the required end result.

19. QUESTION: Brine – We would need to store approximately 12,000 gallons of Brine on-site for two treatments. What will be the requirement for storage of the material? For informational purposes this is about two tanker trailers.

ANSWER: The containers used must not leak.

20. QUESTION: Are there going to be any special requirements for containment area and security measures, for the storage of the tankers?

ANSWER: See PWS Section 1.5; ‘Highway Salt and Our Environment’, ‘The Safe and Sustainable Snowfighting Handbook’, and The Safe and Sustainable Salt Storage Handbook’ They all discuss salt/product use and management. There are no special security measures.

21. QUESTION: What quantity of Brine will be allowed on-site at any given time knowing it will take approximately 6,000 gallons for each application, contract calls for two applications 12,000 gallons?

ANSWER: Enough to apply two applications.

22. QUESTION: Bid documents request that all material conform to federal specifications. What are these specifications?

ANSWER: The PWS (Section 4.3) requires ‘The Contractor shall only apply chemicals and abrasives approved by the Contracting Officer’s Representative (COR) prior to application.’ There is no mention of ‘federal specifications’ in the PWS.

23. QUESTION: How will it be determined and when will we be notified that the clock for snow removal has begun after precipitation has ended?

ANSWER: Precipitation ending will be determined by ‘when measurable frozen precipitation ends’ (PWS Section 5.3) and the immediate forecast determines no more precipitation will fall/accumulate. It is expected that the Duty Officer (Government employee) and the On-Site Supervisor (contractor employee) will be in communication during winter storm events to understand when the event end-time is determined.

24. QUESTION: Once the snow removal clock has started and precipitation then begins again will that begin a new pay item and will the snow removal time be reset and how will we be notified?

ANSWER: This will be determined on an event-by-event basis. Every event is different and it is impossible to cover every scenario.

25. QUESTION: Will time table for remove be adjusted for vehicles in our way? If not will those areas that are blocked by vehicles be omitted from the required clearing and will that affect the pay item?

ANSWER: No. The tables provided in PWS Sections 5.2 and 5.3 are adequate and required. If areas are completely blocked for an extended period of time the contractor may be provided a space omission. Otherwise, the contractor is expected to understand the requirements and plan its resources and capabilities for its submittal of an educated proposal. As each event is different, it will be the contractor’s responsibility to adjust accordingly.

26. QUESTION: Will time table for salt applications be adjusted for vehicles in our way? If not will those areas that are blocked by vehicles be omitted from the required clearing and will that affect the pay item?

ANSWER: See answer to #25.

27. QUESTION: Will time table be adjusted for hauling when sub freezing temps / traffic and vehicular congestions prevent the process?

ANSWER: The contractor will not be held responsible for performance failures attributable to events outside of their control when they otherwise were positioned to successfully perform the work.

28. QUESTION: During the site visit it was noted that the clover leaf by Route 27 may be used for snow dumping. Will the government shut down those roadways and ramps so that the snow dumping can take place safely? If not will the government allow an access road into this area to allow dumping safety? If so, would we include the cost of the access road in the mobilization? Would sediment control measures be required?

ANSWER: The government will not shut down those roadways and ramps. The site is offered as-is and shall be returned in the condition as it was offered.

29. QUESTION: What is the CLIN fee penalty charge for ice melt treatment exceeding time allowed?

ANSWER: There are no penalties assessed by the Government. The deductions account for the loss of use of the area as a result of the delay as well as the safety impact on Government employees and other pedestrians/motorists. A 5% CLIN deduction will be taken for every half hour (beginning at the half hour) that the Contractor exceeds the time requirement for ice melt treatment.

30. QUESTION: Can contractor use a mutually agreed upon 3rd party to determine accumulation amounts? Ronald Regan has historically not been accurate due to the winds off the water.

ANSWER: PWS Section 10.1 states ‘The total accumulated snowfall will be determined by the National Weather Service as measured at the Ronald Reagan Washington National Airport for each event.’ The accuracy of this 3rd party has been affirmed by the Air Force weather service located in the Pentagon. Thus, the National Weather Service at the Ronald Reagan Washington National Airport is the agreed upon 3rd party.

31. QUESTION: What happens if we are kept longer than the 4 hours stand by time mentioned in the bid documents?

ANSWER: At the 4 hour mark the Contractor will either be released or be required to apply an ice-melt treatment. The Government will make this determination.

32. QUESTION: How long can we be held on site after completion of the required task before additional compensation will be given and what is the value of the compensation?

ANSWER: When the Contractor has successfully completed the task per the contractor QA and Duty Officer the Contractor is not bound to stay on site unless requested by the Duty Officer to remain on stand-by.

33. QUESTION: What are the criteria’s and format required for commitment letter’s for key personal?

ANSWER: Refer to Section L of the Proposal page 134, letter C.

34. QUESTION: Was previous contractor ever written up for negative feedback or customer complaints? If so how many times?

ANSWER: The Government cannot release information concerning the past performance of the previous contractor.

35. QUESTION: Does the government consider their duty officers experts in snow removal? Do they have any training?

ANSWER: The contractor is required to perform per the terms of the contract. This question is of no value in clarifying the contract requirements.

36. QUESTION: How did the government determine the snow removal time tables? Did they consult an expert in the snow removal business? How does the government know these time tables are achievable due to the variation in conditions?

ANSWER: The tables reflect the needs of the Government. The Government believes they are achievable. If conditions were to become so severe as to make contract performance impossible, the contractor would not be held liable for a performance failure in that instance.

37. QUESTION: Did the government use an expert in the snow removal industry to write the contract documents? If no, how do we know the specification is achievable?

ANSWER: This question is of no value in clarifying the contract requirements.

38. QUESTION: Where would we be staging our snow removal equipment? Sea container, machines, push boxes, salt and chemical.

ANSWER: These can be staged on-site. The exact location is but not yet determined.

39. QUESTION: Do we need to put salt in contained bins to avoid leaching?

ANSWER: The Contractor is responsible to ensure that product(s) do not ‘erode’ or run off.

40. QUESTION: Where do we rally with a onsite representative for supervision and communication about access to areas that need to be serviced?

ANSWER: The contractor On-Site Supervisor and the government Duty Officer/Inspector(s) are expected to be in communication. Additional POCs are also provided for access to specific areas, if needed.

41. QUESTION: What are groundsmen and operator requirements to work onsite? Forms of ID, personal protective equipment,?

ANSWER: Per PWS Section 6, all ‘employee(s) performing on site shall obtain and maintain a Pentagon Building Pass for eligibility to work on the Reservation.’ These are obtained following contract award and in advance of performance. Any PPE associated with this type of work is required is the responsibility of the contractor. The Contractor is expected to work safely at all times.

42. QUESTION: How long after accumulation has stopped are we expected to be done.

ANSWER: See PWS Section 5.3. Snow and Ice Removal Schedule (p. C-12).

43. QUESTION: Are pick up trucks or machines allowed to clear the CCY (center court yard) , or is it hand shovel only?

ANSWER: Vehicles/machines measuring under 10 feet in height are allowed access into the CCY.

44. QUESTION: What about haul off from the CCY, what are heights of the tunnels?

ANSWER: See answer to #43.

45. QUESTION: No ice melt on concrete sidewalks less than a year old, May we have a other site map that designates no chemical or salt application or another walk through to familiarize with the scope pertaining to application of salt and chemical before the season or events start?

ANSWER: An additional site map depicting these areas will be provided prior to work start. These sites have yet to all be identified.

46. QUESTION: will there be a revised site map that has better annotations of labeled streets and routes that clearly state where service starts and stops on highway roads? Will it have the reservation parking lots labeled as well?

ANSWER: There will be a revised site map via a future amendment.

47. QUESTION: Heliport, who communicates with the tower chief to get access. No chemical on the heliport, what about the concrete road leading up to it?

ANSWER: Generally the Contractor calls for access. The contractor may use product on the access road up to the point where movement from rotor wash becomes evident.

48. QUESTION: River entrance bridge, can it be pushed with skid steer, or atv, or hand shoveled?

ANSWER: The Contractor is not limited to hand shoveling on this bridge.

49. QUESTION: How much chemical or salt to be put down at k-9 SAL gate?

ANSWER: The K-9 Unit requires only sand be applied at the Secure Access Lane checkpoint; no salt or chemical.

50. QUESTION: Does the bike path by the pentagon memorial need clearing? Or all bike paths?

ANSWER: All bike paths on the Pentagon Reservation are included in this contract.

51. QUESTION: When servicing boundary channel gate bridge and pentagon library conference center bridge can we use skid steer, ATV, or is it hand shovel. Where do we pile snow from the bridges?

ANSWER: The Contractor is not limited to hand shoveling, but must keep in mind the safety of pedestrian traffic.

52. QUESTION: What is the overall order of priority areas to be maintenance. -- What or which, if any of the parts of the site need constant attention?

ANSWER: General Priorities are provided in PWS Section 1.4.6. The Contractor is expected to have a work plan so-as to adequately maintain these areas.