QA_Database_Sheet_9-18-15_-_Herbicide_Tree_Mitigation.pdf

Questions & Answers Database Sheet & Government Response Herbicide Application & Hazard Tree Mitigation

HQ0034-15-T-0245 – 9/18/2015

1 | P a g e

Question Government Response 001 Can we have 4 people attend the site visit? Yes, as long as they are cleared for entry on

VASS

002 All of our Personnel are valid US citizens and have been working in Secure areas of a federal DOD property. We do not already Possess a DoD Secret Industrial Security Facility Clearance that I know of.

We do have clearance for access to many secure areas. Is this DoD Secret Industrial Security Facility Clearance Mandatory to qualify to bid or will it be awarded after acceptance?

Yes, a Secret Industrial Security Facility Clearance is mandatory. You must have obtained Secret Industrial Security Facility Clearance prior to bidding, because if the contractor is not eligible, the solicitation process would have to take place again.

Sometimes it can take a year to get a clearance.

003 Our Herbicide/Pesticide applicators licences are all through the State of MD. Will we be required to register with the state of PA?

Yes, the applicators need to be certified by Pennsylvania to apply pesticides here. The business also needs a license. Here is a link http://extension.psu.edu/pests/pesticide-education/applicators/certification /brochure

004 Does the Combined Synopsis/Solicitation under solicitation number HQ003415T0245 contain requirements similar to a current contract? If possible, please provide the current contract number.

Or, is this a new requirement for the government?

This is a new requirement for the government.

005 7.0. Subcontracts The vendor will not award any RRMC subcontracts without written approval from the Contracting Officer. Security requirements contained herein will apply to any subcontractor.

(We have typically utilized "subs" to help us fulfill our duties. Can we still do this? How difficult will it be to get the approval from the Contracting Officer?)

Subs are authorized and must be identified in the quote. Security requirements apply to subs.

006 8.0 Security The Contractor must possess a Department of Defense (DOD) Secret Industrial Security Facility Clearance and all employees working on the contract must be a U.S. citizen and have a Secret or Interim Secret personnel security clearance.

(Typically, we have just had one or two of our people that actually have the Secret clearance. If "all employees working on the contract must....have a Secret or Interim Secret clearance" then my question is how hard is it to get an interim secret clearance?)

Note Updated Corrected language:

The Raven Rock Mountain Complex (RRMC) is designated as a Restricted Area. A Secret Industrial Facility Clearance is mandatory for the contracting company. Contractor employees or subcontractors who require escorted entry to meet contractual requirements must have a valid need for access, be a U.S. citizen, and have no derogatory information in their background that would question their trustworthiness or reliability.

Contractor employees or subcontractors who do not have a Secret or Interim Secret Industrial Personnel Security Clearance will require an escort who holds a Secret clearance and an RRMC badge. Escorts shall be provided by the contractor.

2 | P a g e

007 8.9 Subcontracts The prime Contractor will not award any subcontracts without written approval from the Contracting Officer. Security requirements contained herein will apply to any subContractor.

(same concern as in 7.0 above)

Subs are authorized and must be identified in the quote. Security requirements apply to subs.

008 8.11 Additional Security Requirements All Contractors performing work on this contract must have completed DoD Operational Security training within the previous 12 months and annually.

Training is available online at:

http://cdsetrain.dtic.mil/opsec/index.htm (Are these trainings fairly simple? We've not done this before and I'd like to know what we are getting into as far as time especially.)

All training takes about 1 - 2 hours.

009 All Contractors performing work on this contract must have completed DoD Antiterrorism Level 1 training within the previous 12 months. Training is available online at: https://atlevel1.dtic.mil/at/.

<https://atlevel1.dtic.mil/at/> CORs are responsible to ensure that all contract personnel have completed this training.

(Are these trainings fairly simple? We've not done this before and I'd like to know what we are getting into as far as time especially.)

All training takes about 1 - 2 hours.

0010 According to the 2013 Hazard tree map are the blue and red trees all being removed? That would make 362 trees for removal. There was no distinction between the two during the tour.

Yes both should be removed.

0011 After contract is awarded will the GPS coordinates of each tree scheduled for removal be provided?

No

0012 Section 4.0 of the Hazard Tree Assessment RRMC- Site R Feb 14 mentioned 362 trees marked. How do we distinguish the ones for removal and locations?

The trees are marked. The map provided within the report delineates the locations of the trees.

0013 Performance Work Statement RRMC 2.0 Project Scope states:

“Work shall consist of but not limited to the sustainment and implementation of the forest management goals established with in the RRMD Integrated Natural Resource Management Plan.”

Where is this plan made available?

Language changed to:

Work shall consist of but not be limited to the sustainment and implementation of the forest management goals established within the RRMC Forest Management Plan.

0014 Task 1 on page 33 states:

Before initiation of work, the contractor shall develop and submit to the COR for acceptance a Site Specific Safety Plan that includes APP and AHA in accordance with EM-385-1-1 , USACE Safety and

Those requirements stipulated within the Solicitation (Factor 1 bullet 3 page 44) are required to be submitted with the bid package.

http://cdsetrain.dtic.mil/opsec/index.htm

3 | P a g e

Health manual.

Factor 1, bullet point 3 on page 44 of Solicitation states “Provide a safety plan, and identify the most significant risks anticipated for this project and provide a description of how you propose to mitigate those risks. Also include a mitigation plan that explains management of subcontractors and how issues with subcontractors will be handled. Provide an Accident Prevention Plan and Activity Hazard Analysis.

This is confusing, as these items should not be required until the contract is awarded as stated in Task 1. Which of these is mandatory for the bid package?

0015 Factor 1, bullet point 2 paragraph 2 on page 44 of Solicitation states “Possess a DoD Secret Industrial Security Facility Clearance; all employees working on this contract must be a U.S. citizen and have Secret or interim clearance. Complete DoD Operational Security training and Antiterrorism Level 1 Training before or at commencement of contract.”

“Can interim clearance be obtained?”

Contractors must be sponsored to acquire an interim clearance. RRMC does not sponsor contractors.

0016 DD Form 254

#13.

1) states “All contractor employees performing on this contract must be United States Citizens; those that will require access to classified information must hold an Industrial Personnel Security Clearance at the SECRET level”

Is there classified information provided for this contract that does require the SECRET level?

#14 states

OPSEC requirements are contained in the contractor addendum. All contractors performing work on this contract must have completed DoD anti-terrorism level 1 training with in the previous 12 months.

It is my understanding this is a 2 hour on line class that can be taken once we are awarded the contract.

Is that correct?

Access to the Site either requires a SECRET clearance or an uncleared person must be escorted by someone holding a SECRET clearance and an RRMC badge.

Yes DOD anti-terrorism level 1 training may be satisfactorily completed after the contract is awarded.

4 | P a g e

0017 What would you like provided as “proof of tree removal from areas with steep slopes and utility lines.”

Provide examples of sites where you have successfully removed trees from areas with steep slopes and utility lines, including the name of the project, the location, date, and slope of location (i.e., 10% slope).

0018 Can we obtain a copy of the forest management plan as it pertains to the two spray areas before we bid?

Yes, it has been provided.

0019 Factor 1, bullet point 4 on page 44 of Solicitation states “Provide an outline and narrative of the quality control plan you will use. Explain the process for ensuring the quality of all definable features of work.

Provide an Integrated Pest Management plan.”

All of this is feasible, however to Provide an Integrated Pest Management plan a full inspection of the site must be completed and an actual plan written. This is work that would be part of the contract and not something provided for a bid.

For the solicitation, provide a quality control plan that will explain the process you will use to meet the requirements of the Forest Management Plan.

0020 Who is available to hire for security escort? Please list people and or agencies.

Only people with a SECRET clearance and a RRMC badge can provide escort. There is no current list of people or agencies that provide this service. RRMC staff will not be available to provide escort for uncleared persons and no RRMC badges will be issued for this contract.

0021 What is the hourly/daily rate for the security escort? See 0020 0022 How do we contact the security escort service? See 0020 0023 Will the security escort be provided for free by the

DOD for all days needed to work for this contract?

No, DOD will not provide escort for all days needed to work for this contract.

0024 Will the company awarded the bid be able to apply for the Secret Security needed?

No, the contracting company must have a Security Facility Clearance and the personnel working for that contracting company must have a Secret clearance. In the case of a sub, the contracting company would provide a RRMC badged person for escort.

0025 Can we propose a bid with two options? And therefore two costs?

Yes.

0026 Who is responsible if fence is damaged by a limb or tree?

If there is proof of contractor neglect, the contractor is responsible for damages to RRMC infrastructure.

0027 Traffic control. Just cones/ signs or are flaggers required on the main road?

Cones and signs are required along the main road when work does not close one or both lanes. When the work requires the closure of one lane flaggers will be required. If the work requires closure of both lanes, contractor shall coordinate with ESH and perform work during specified hours.

0028 Requirements/ restrictions for:

Delivery of equipment

Equipment must meet overhead gate height and width limits. Equipment delivery shall be coordinated with COR at least 7 working days

5 | P a g e prior to delivery.

0029 Requirements/ restrictions for:

Fuel and equipment storage Equipment can be stored on the mountain as long as there is secondary containment for potential fluid spills. Fuel cannot be stored on Site, but a container of less than 100 gallons can be transported by the contractor and used to fill equipment. Container and contents shall be removed at the end of each work day.

0030 Port a pot available or use your facilities? Port a pot will be provided.

0031 Pesticide/Herbicide Applicators lic. All have been approved for use with DoD at 3 other facilities, we have submitted for specific State of PA with the understanding that our MD License is reciprocal with PA and that the License will be forthcoming.

Will you require some type of documentation that you will have this soon or what proof will be required?

Proof of both certified herbicide applicators and and a PA license will be required.

0032 Can the contractor park equipment overnight either in the woods or in parking areas?

Yes, as long as proof of secondary containment is provided.

0033 Is there anywhere to dispose of wood chips onsite? Wood chips can be disposed of in forested areas.

0034 Describe water access. Can hydrants be used? Is a certified back flow preventer required?

Yes, the contractor can fill from a hydrant as long as they meet the following requirements:

1) They must use a certified RPZ back flow preventer on hydrant. A new test must be performed on RPZ before installation on Hydrant.

2) A copy of the device test report and a copy of the testers current credentials must be submitted to O&M before any filling operation begins.

3) The fill line from the hydrant to the tank CANNOT be directly connected to the tank or spraying unit. Filling the tank must be through an air gap.

4) Before any filling begins, Control (1B8, 2-2564) must be notified and permission granted. This is every time water is drawn from hydrant. No exceptions!

5) We will need to know the dates that they will requesting water so we can compare with current mission requirements.

0035 Does the Site have specific work hours or can the contractor work any daylight hours they wish?

The contractor can work any daylight hours they wish - even weekends. All will be outside and they will have Secret Clearance.

0036 Describe the laydown area. Can the contractor leave supplies on the mountain?

Yes, as long as they have a secondary containment in the case of equipment fluid leak.