HQ0034-19-R-0008_RFI_FINAL.pdf

QUESTION

NUMBER REFERENCE QUESTION

CATEGORY INDUSTRY QUESTION OFFICIAL GOVERNMENT RESPONSE

1 Attachment J.1.2 Contract

Why does Attachment J.1.2 state that project relevancy must address Pentagon Fire Protection Systems Maintenance Services Requirement? Fire protection is not part of this project.

Attachment J.1.2 has been revised and attached to the amendment.

2 General Technical How many daily, onsite mechanics are required?

The current contract has the PM, Site Manager, 5-6 additional employees and utilizes Sub contracts for ground maintenance and fountain chemical treatment; This should be for the incumbent contractor to determine and propose.

Section L

(Proposal Volume Requirement) Contract The RFP states that we must include resume (s) for Key Personnel and Labor Categories under Technical Exhibit 6 of the PWS. Where is Technical Exhibit 6?

Technical Exhibit 6 language has been removed from the solicitation. Language has been changed to, "...insert proposed Labor Categories in Attachment 22 (Pricing Sheet)"

4 Attachment J B.1 (Pricing Breakdown) Technical Materials and equipment for any bidder other than possibly the incumbent will be estimates. How are bidders to complete the pricing sheets (J_B.1) that breaks these down by line item?

It is the Government's expectation that an offer with an established history of performing preventative maintenance on memorials should be able to use their experience, and the information in the PWS to provide a proposal.

Attachment J_B.1 (Pricing Summary) Technical

How are bidders to price the “Special Events” line item when the quantity and number of the events is an unknown and as the RFP says “When notified by the COR, the contractor is required to ensure that the memorial is functionally and visually ready to accommodate scheduled special events”.

As the number of events each year is unknown, the offeror has to come up with a competitive, and innovative support strategy meeting the requirements of the PWS for the Government to assess. Historically; we have had 5- 10 events a year. This shouldn’t be an issue as the Memorial will need to be kept in exceptional condition at all times per PWS.

Task 5.5

(ADA Compliant Restrooms) Technical Does the current temporary bathroom trailer meet all the necessary requirements, and could the awardee simply contract with the company that supplied it?

Yes the current bathroom trailer meet all the necessary requirements. The apparent winner will need to obtain that information from the incumbent.

7 Section 1.3.1 Technical Please provide a detailed schematic of the bench water flow systems. Schematics will be provided at the time of award.

8 1.3.2 Technical Please provide a detailed schematic of the bench electrical systems. Schematics will be provided at the time of award.

9 1.4.1 Technical Please provide the square footage of special construction material i.e. metal, granite that needs to be maintained. Offerors may return to the Memorial at any time for further information, as it is open to the public 24/7.

10 1.4.4 Technical Is the NPDES available in electronic form for review for purposes of bidding?

The fountain water discharges into the Municipal water source/sanitary sewage system, not storm water. Per EPA.Gov NPDES (PERMIT) is not required.

11 1.4.4 Technical Please confirm if contractor must purchase equipment for the water treatment system. Refer to Section 1.1 of the PWS.

12 1.4.5 Contract Is the SOMM available in electronic form for review for purposes of bidding? The SOMM will be provided at time of award.

13 1.4.5 Technical Please provider the desired frequency of the cleaning of the special construction material.

Exceptional Appearance is the goal per the PWS. It is the Government's expectation that the offeror will come up with a competitive, and innovative strategy to meet the requirements of the PWS for the Government to assess.

14 1.6.11 Contract Can the Contract Manager referenced in 1.6.11 be dual hatted with the Project Manager and can the Alternate Contract Manager be dual hatted with the Alternate Project Manager?

No. The PM and Site Manager are separate positions. The Alternate PM has been removed from the solicitation.

15 1.6.11.1 Contract Is the Project Manager an on-site position? The PM must be on site during standard work hours and available by phone after hours for emergency response.

16 1.6.11.1 Contract Is the Alternate Project Manager an on-site position? This position is no longer required.

17 1.6.13 Technical In what way will the contractor need to utilize the entry control point in performance of this contract?

Trash removal, supplying material or equipment.

18 1.6.4 Contract Is it the intent of the government for a member of the contractor's staff to be on-site at all times during the provided hours of operation?

Both the PM and Site Manager must be on site during standard work hours and available by phone after hours for emergency response.

19 1.6.4 Technical Please provide a history of past special events that occurred outside of the hours of operation.

As the number of events each year is unknown, the offeror has to come up with a competitive, and innovative support strategy meeting the requirements of the PWS for the Government to assess. Historically; we have had 5- 10 events a year during normal working hours and 1 outside of the hours of operation yearly.

REQUEST FOR INFORMATION

PENTAGON MEMORIAL MAINTENANCE OPERATIONS AND MAINTENANCE REQUIREMENT

HQ0034-19-R-0008

20 1.6.4 Technical Please provide 2018 special event schedule The schedule is not available to the public; As the number of events each year is unknown, the offeror has to come up with a competitive, and innovative support strategy meeting the requirements of the PWS for the Government to assess.

21 1.6.4 Technical Please provide total number of special events for 2018, 2017, and 2016.

They have ranged from 5-10 in the past years. As the number of events each year is unknown, the offeror has to come up with a competitive, and innovative support strategy meeting the requirements of the PWS for the Government to assess.

22 1.6.4.2 Technical Please provide examples of current tasks that require performance during Non-Standard Operating Hour?

9/11 Ceremonies is the best example but as the number of events and tasks requiring after hours support is unknown, the offeror has to come up with a competitive, and innovative support strategy meeting the requirements of the PWS for the Government to assess.

23 1.6.7 Technical Does possession of a Secret or Top Secret Clearance supersede the NACI security clearance?

Yes

24 1.6.7 Contract If Project Manager is not an on-site position, does the Project Manager require an NACI security clearance?

Yes; Both are or will be onsite positions.

25 1.6.7 Contract If Alternate Project Manager is not an on-site position, does the Project Manager require an NACI security clearance?

The Alternate PM has been removed from the solicitation.

26 1.7.1 Technical Please provide list of permitted Water Treatment chemicals.

Currently the Contractor uses a water treatment chemical subcontractor to provide these services. It is the Government's expectation that if a permit ends up being required, that the winning offeror will be responsible for its approval.

27 1.8.1.4.4 Technical Please provide the Maximo PM and Service Call history for the last 3 years.

The PM is driven by the equipment list. SC have ranged from 2-4 a year. The Government does not wish to influence an offeror's means and methods with a response to this question. It is the hope of the Government to review improved methods to that which are currently in place. As the number of service calls can fluctuate and can be influenced by the contract performance. the Government is expecting the offerors to pull on their history maintaining memorials, and their observations from the site walk to come up with a competitive, and innovative support strategy meeting the requirements of the PWS for the Government to assess.

28 1.8.3 Contract

Is the data required by PWS 1.8.3 to (1) identify Grounds Maintenance Technicians and (2) provide Contact Information, and in L.4 to (1) demonstrate how the Offeror will ensure personnel coverage during absences (sick and personal leave of employees) and (2) address the ability to meet security requirements, included in the overall section’s total 20-page limitation?

Per 1.8.3 of the PWS, the Operational Contingency Plans are due within thirty (30) calendar days of contract award. However, you are advised to make mention of the plan within your proposal.

29 1.8.3 Contract

Is the data required by PWS 1.8.3 to provide descriptions of roles and responsibilities for each staff member the same data required in L.4 to provide proposed duties/responsibilities data in the Personnel Matrix? If “no”, is this data included in the total 20-page limitation?

Per 1.8.3 of the PWS, the Operational Contingency Plans are due within thirty (30) calendar days of contract award. However, you are advised to make mention of the plan within your proposal.

30 1.8.4 Contract Is an Organization Chart required in the Staffing Plan? If “yes”, is it included in the total 20-page limitation? Yes.

31 3.4 Technical Does the government provide a phone line to the contractor's office space?

Yes, a hard line; however it is there to support the operation and maintenance of the Pentagon Memorial only.

Alternative/After hours contact info will need to be provided by the incumbent.

32 5.1.4 Technical What is the estimated distance from the trash containers to the trash dumpster at the RDF?

Less than a 1/4 of a mile.

33 5.1.4 Technical Please provide the current frequency of the scheduled trash removal.

This is dependent on the foot traffic in the Memorial and must be kept in exceptional appearance per the PWS.

34 5.1.8.5 Technical Please provide manufacturer, model and serial number for the digital people counter.

Watchman Outdoor People Counter. 4 AA batteries. Battery life is around 6 month.

35 5.1.9 Technical Will the attic stock inventory be fully restored by the incumbent outgoing contractor during transition period?

Yes. And the list will be reviewed & validated by the winning offeror. See question 57 for additional info.

36 5.2 Technical Is there a designated source for replacement plantings to match existing plantings?

No

37 5.2 Technical Can Lawn mowing equipment be stored at the site No

38 5.2.1 Technical Please confirm if contractor is responsible for the sprinkler heads for the irrigation system or just the pumps for the irrigation system.

Yes; The entire memorial irrigation system is under contract.

39 5.2.1 Technical Please provide the type i.e. manufacturer and model number of irrigation system contractor is responsible for. The system is a Toro Sentinel.

40 5.2.2.1 Technical Does cut grass need to be collected and removed from the site? Yes

41 5.2.3 Technical Please provide the frequency of visits etc. for the pest management plan.

As the number of pest control treatments is not fixed, the offeror has to come up with a competitive, and innovative support strategy meeting the requirements of the PWS for the Government to assess.

42 5.3.1 Technical What are the current methods for removing ice from walkways? The Government does not wish to influence an offeror's means and methods with a response to this question. It is the hope of the Government to review improved methods to that which are currently in place.

43 5.3.1 Technical Please confirm if snow is to be hauled away, will the contractor be required to remove it off site or will there be a specific spot on site for it?

Normally not; but during heavy snow events the Pentagon Reservation has placed snow in designated parking lots.

44 5.4.3 Technical How many scheduled wreath laying ceremonies occurred in the last year of contract performance?

5-10 in the past year. As the number of events each year is unknown, the offeror has to come up with a competitive, and innovative support strategy meeting the requirements of the PWS for the Government to assess.

45 H-12.c. Technical If contractor personnel is already in possession of Secret or Top Secret Clearance, is NCIC/NAC background check required?

The winning offeror will have to resubmit all necessary paperwork, but if they are already in the system it should lead to a reduced turnaround time.

46 H-12.c. Technical Are there any costs to the contractor for the required NCIC/NAC background checks?

No

47 H-3 Technical How many daily parking spots are to be conveyed for contractor use?

Spots are allocated on a first come first serve basis. When the winning offeror is notified of the Government's selection, they should request the two spots allocated for this contract function ASAP. Visitor Parking can be provided on an interim basis, if requested.

48 J-C2A Technical

The mechanical equipment list only references one thankless water heater, but on the site visit 3 electric water heaters were observed. Please provide quantities of all equipment on mechanical equipment list.

Any discrepancies between the contract equipment inventory, and existing field conditions will be addressed through a modification after contract award. The equipment list does indicate 3 heaters but does not spell out water.

49 J-C2B Technical The equipment list contains a FA pull station and a FA strobe.

Is contractor responsible for any fire protection services on this contract?

Fire Alarm, and Fire Suppression Systems are not listed as requirements in this PWS. Any discrepancies between the contract equipment inventory, and existing field conditions will be addressed through a modification after contract award.

50 J-C2B Technical Please provide historical record of electrical switchgear and/or Infrared scan testing.

The Government does not wish to influence an offeror's means and methods with a response to this question. It is the hope of the Government to review improved methods to that which are currently in place.

51 J-C2B Technical Will the incoming contractor be given the chance to perform an initial deficiency inspection upon contract award? If so, who is responsible for repair/replacement of deficient items?

If a walk is performed immediately after contract award, deficiencies deemed justified by the Government will be provided to the outgoing contractor for resolution. If the walk occurs after the current contract end date the deficiencies will be the responsibility of the winning offeror to address.

52 J-C2B Technical Please provide manufacturer and model for the light bulbs and ballasts.

The Attic stock list identifies the manufacture, however a lighting project is currently underway to replace all of the lighting, and its associated wiring, these items will be under warranty. for the first year after completion of the project.

53 N/A Technical Please list the incumbent subcontractors. It is not the Government's place to provide this information. Offerors may contact FSI to make this inquiry.

54 Site Visit Technical Please clarify security access system requirements as it was observed that there was a push button pad and card reader.

All personnel working on a permanent basis on this contract will be required to at a minimum clear a back ground check, and be issued a PFAC. All Key personnel are required to pass a background check and be issued a CAC.

Both cards will have space access rights assigned, upon request by the contractor. Until the necessary access rights have been applied to the cards, keys will be issued to provide the necessary access.

55 Attachment - Pricing Schedule Contract The provided schedules do not contain formulas. Is it acceptable for the bidder to insert formulas? The template has been provided for pricing submission. You can use your own formulas to calculate your pricing.

56 Attachment - Pricing Schedule Contract In regards to the second tab of the pricing schedule. Should each available row correspond with the provided CLINs? Yes

57 Solicitation - Operations and Maintenance pg.35

Technical Is the contractor required to raise and take down flag daily? No; You can keep your flag flying 24-hours if it is properly illuminated during all hours of darkness.

58 Solicitation - Snow Removal pg.36 Technical Is the contractor required to haul snow from the property? If so can you provide historical data for hauling in previous years? Normally not; but during heavy snow events the Reservation has placed snow in designated parking lots.

59 Solicitation - Snow Removal pg.36 Technical Since chemicals cannot be used in conjunction with snow removal or ice control. Please provide historically acceptable methods of ice control.

The Government does not wish to influence an offeror's means and methods with a response to this question. It is the hope of the Government to review improved methods to that which are currently in place. Historically the use of power brush have been used.

60 Solicitation Pg. 21 1.6.7 Contract

States "contractor personnel performing work under this contract must have a NACI security clearance at the time of the proposal submission, and must maintain the level of security required for the life of the contract." What is the required level of security for this contract? How is it possible to obtain an NACI clearance, for personnel before the contract is awarded?

Is this an HSPD-12? Do all of the current staff members working at this site, who are subject to the right of first refusal under the SCA, have NACI security clearance? If not, please provide a list of those with or without.

A National Agency Check with Inquiries (NACI) is a background investigation primarily for government employees/contractors who will not have access to classified information. This is the only level of security required for this contract. At the Kick-off meeting the apparent winner will receive security forms for each employing working on the contract to start the background investigation process. All current staff have at minimum the NACI security clearance. A list of those persons can not be provided.

61 Attachment 20 Contract Is there a CBA on this project currently? No.

Solicitation 5.5 ADA Compliant

Restrooms Technical

Who pays for the water used on the site? What power is supplied for these? It did not appear that the current water supply was winterized. How is freeze protection accomplished?

If a permanent rest room is provided, who will disconnect power, sewer, electric and water and make safe? Is the current facility connected to a municipal sewer? If not, how many gallons of waste are removed and at what interval? At whose cost? How are they winterized? Do the current restrooms have heating and AC?

Utility's; Power, and water suppling the ECC & Temp bathrooms are provided by the Government. Any connection or disconnection of utility's will be the Governments responsibility. Yes the current Temporary bathrooms do have heating and AC. The water supply is provided by the Government but sanitary waste water is contained in a tank and will need to be pumped out and maintained by the contractor. Typically the water hook up for any temporary bathroom can be exposed to the elements. The contractor will need to maintain freeze protection for any supply line hookup from our utility connection to the Temporary bathroom.

63 Solicitation Contract Are any of the current employees of the current contract working under a collective bargaining agreement? If yes, please provide the collective bargaining agreements.

No.

64 Solicitation Technical Will the contractor be giving a place to park their company vehicles on the Pentagon property?

Spots are allocated on a first come first serve basis. When the winning offer or is notified of the Government's selection, they should request the two spots allocated for this contract function ASAP. Visitor Parking can be provided on an interim basis, if requested.

65 Solicitation Technical

The contract is responsible for trash removal at the memorial site? Does the contractor empty its trash at a consolidated Pentagon trash site and is the government responsible for the trash removal costs?

The winning offer or will be responsible for collecting all trash on the Memorial, and transporting it to the RDF dumpsters for disposal. Other Government Contractor's are responsible for the trash at that point.

66 Solicitation Technical The government provides an office space and computer. Does the government provide internet?

Internet is provided to the winning offer or, however it is for Memorial operations, and maintenance purposes only. It is provided over a Government issued machine, which has hardware, and website restrictions to safe guard the Government's network. If unrestricted internet is required, the winning offeror will need to work with Other Government Contractor's and pay for a commercial service, and machine.

67 Solicitation Contract Will the contractor be able to capture current contact deficiency costs during the start up and is that reflective in CLIN 006? Yes. CLIN 0006 can only be utilized for repairs and construction from $2,000 to $100,000.

68 Solicitation H.11. E Contract H-11-e. gives an example of taking a deduction of a program manager taking leave. This is a firmed fixed price contact and we do not understand why this example is provided?

H-11 e are standard billing instructions as per WAWF. It instructs how to deduct for services not rendered and not backfilled on the contract.

69 Solicitation Contract Is the government going to provide the equipment list? Yes. Equipment list were uploaded to FBO with the solicitation (J-C2A and J-C2B).

70 Solicitation Contract The solicitation talks about co-efficient? Where are we to provide the co-efficient? On Attachment 22 please add another tab for the coefficient.

71 Solicitation Contract Attachment 22 has no instructions. What are we to do with this attachment? Attachment 22 is to provide your labor categories and pricing.

72 Solicitation, Page 92, Section L Contract

Proposal Volumes Requirements for Volume II references "Resume(s) Key Personnel and Labor Categories under Technical Exhibit 6 of the PWS." Will the government please provide Exhibit 6 of the PWS. it does not appear to be in the PWS or other attachments.

Technical Exhibit 6 language has been removed from the solicitation. Language has been changed to, "...insert proposed Labor Categories in Attachment 22 (Pricing Sheet)"

73 Solicitation Contract Will the government provide the security panel equipment list in the ECC?

Contractor is not responsible for the security panel equipment.

74 5.3.1 Technical Where do we place the snow that is removed? Are we responsible for moving offsite or hauling to another area?

Normally not but, during a heavy snow event the Reservation has placed snow in designated parking lots.

75 5.3.1 Contract

We read that contractor shall not use any chemicals in conjunction with snow removal or ice control: Who accepts the liability when snow is removed and there is ice that surfaces underneath. Without product how to we treat ice as it says in the RFP --- “the contractor shall remove snow and treat for ice at the memorial”?

Both the contractor and the COR will assess the safety condition of the site. Historically; the snow and ice is removed by Hand , Rubberized bladed Snow Blowers and finally by Power Brush or Broom is used to help prevent ice.

76 5.3.1 & 5.2 Technical Is there a place on site to store snow and landscape equipment?

How large is the area?

Small equipment can be kept in the provided storage rm. The contractor is responsible for any off site storage.

77 Section L.4 Contract Paragraph L.4 states that key personnel resumes are required.

Are Letters of Intent for key personnel required as well? Yes, Letters of Intent are required for Key Personnel.

78 PWS 1.6.11.1.1 Technical Paragraph 1.6.11.1.1 states "The Key Personnel shall be available for all weekly meetings". Can the Site Foreman attend in person while the Contract Manager calls in to the meeting?

Key Personnel are required to attend the contract functions. Currently both the Site Forman and Project Manager attend the meetings in person.

79 PWS 1.6.14 Contract

Paragraph 1.6.14 states an "On-Site Technical Representative shall be present on-site during Standard Hours of Operation and at all times when the contractor work is in progress". Can this position be covered by the Site Foreman?

Paragraph 1.6.14 has been updated to state that both the Site Forman and Project Manager are onsite during normal working hours.

Solicitation Section C; Part I General

Information; Paragraph 1.6.11.1 Contract

Paragraph 1.6.11.1 states the following personnel are considered key personnel by the government: Project Manager, Alternate Project Manager and Site Foreman. Can the Project Manager and Site Foreman by the same person?

As each role was broken out as individual personnel, it is the Government's intent that they be filled with different individuals. Alternate PM has been removed.

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