HSBP1013R0031_-_East_Texas_PMP_Questions_4-8-13.pdf

RFP Reference QUESTION ANSWER

Attachment 3 (all periods) Note: column BE, entry TX0016, the first 9 lines are duplicates of the last 9 lines. Is this an oversight? This has been corrected.

Attachment 3 (all periods)

Column BU, entry TMP01 is assigned to four different facilities. One against column BU, entry TX11553, another against column BU, entry TX0127, a third against column

BU, entry TX0161 and the last one is assigned against column BU, entry TX0216. They all have unique BU entries and they all appear to be different facilities. Question: Is it the Government's intent to use unique BU designators or not?

A unique BU number will be assigned in the near future, however for the time being the

BE is the differentiator for these four locations.

RFP, Section 4 Proposal Preparation, c.

This sections requires Volume III CD to be compatible with Microsoft Office 2003. Since Attachment 2 and 3 are

Microsoft Excel 2007 documents will the Government accept Microsoft Office 2007 compatible documents?

Yes, any version from 2003 to 2010 is acceptable.

RFP, Page 6, Section II.19

CFR 3052.223-70 Removal or disposal of hazardous substances—applicable licenses and permits.

No date is specified after date of award that is allowable to obtain such licenses as applicable. Please clarify.

They are needed before the transition in period is complete.

RFP, Page 7, Section II.14 & 15 Is it the requirements of the government that a Small Business Subcontracting Plan be included in our response? Yes

a. Would the Government consider requiring a subcontracting plan from large business offerors? Yes, Included in updated RFP

b. Would the Government consider making the subcontracting plan a proposal requirement and an evaluation consideration for award?

Yes, Included in updated RFP

c. If a plan is required, will the Government establish minimum goals expressed in terms of percentages for small business, veteran-owned small business, service-disabled veteran-owned small business, HUBZone small business, small disadvantaged business, and women-owned small business concerns?

Yes, Included in updated RFP

RFP, Page 7, Section II.14 Please specify the intended Small Business Goals (%). Current CBP Goals: SB 45%, SDB 5%, WOSB 5%, HubZone 3%, SDVOSB 3%

RFP, Page 7, Section II.15 What proposal volume and page count are offerors limited to for the Small Business Plan?

Vol I - Technical Proposal, Factor 2, Included in current page count.

RFP, Page 7, Section II.17 Please confirm that this clause 52.219.-14 only applies to SB Set-asides or 8(a) concerns. Correct

RFP, Page 8, Section II.36

Clause 52.223-15 States that all products purchased must meet either "Energy-Star" trademark OR is in the upper 25% of efficiency for all similar products.

Question: Can the products also be FEMP designated products?

Please define what you consider FEMP products.

General

Environmental Baseline Surveys (EBS) also known as “Phase One” surveys are not identified as part of the phase-in activities. Given this is a “New” contract with hundreds of facilities is it possible to include a deliverable for the accomplishment of an EBS/Phase One surveys on these facilities as part of the phase-in? The surveys would help identify the existing environmental site condition(s) at the start of the contract, identify concerns, and help reduce liability for both the contractor and government related to potential contamination.

Question: If there are any existing surveys or related environmental documents identifying current environmental site conditions or remediation activities, will the Government please provide applicable documents?

Phase One services are not included in the Scope of Work. Existing documentation will be provided to the awarded contractor.

PWS Paragraphs C.6.1 & C.6.1.4.1

Para C.6.1 states key positions shall be independent of one another and Para C.6.1.4.1 states the Environmental

Control Specialist (a key position) can be a collateral duty with another of the key personnel positions.

Question: Please clarify if key positions can be collateral with other key positions.

The Environmental Control Specialist can be a collateral duty.

RFP Paragraph 8, Vol 1, Factor 1, Technical, Specific Instructions (in table)

The Special Instructions indicates that the offeror is to present as part of the Technical Approach narrative, “a comprehensive preliminary schedule for Preventive Maintenance for the base contract year.”

Preventive Maintenance Schedules are developed in a large part from the scheduled maintenance frequency recommended by the manufacturer.

Question: Can the Government make all available manufacturers literature available to offerors in a Bidder’s library?

No.

RFP Paragraph 7.C.2.(a)

This paragraph states that “A page is defined as one face of and 8 ½” x 11” sheet of paper containing information.

Will the Government permit the use of 11X17 Foldouts for this proposal? If so, will these count as one or two pages?

Yes, but they will count as two pages.

Section II.22.(b)(15)(i), pg 7 of 39

HSBP1013R0031 - Questions as of 4-8-13

RFP Reference QUESTION ANSWER

Addendum to FAR 52.212-1, Section 7.C.2.(a), pg 35 of 39

Can the required organizational chart(s) be presented on an 11” X 17” sheet of paper for better viewing? Yes but will count as two pages

PWS Paragraph C.1.3.3 Scope of Services and Prioritization

This paragraph states in part “As part of the fixed-price portion of the contract, the Contractor shall provide PM work for all facility equipment described in Sections C.1.3.3.3 to

C.1.3.3.44. The base contract year shall include 6 months of Transition-In services and 6 months of Preventive

Maintenance services. Subsequent option years shall include 12 months of Preventive Maintenance and repair services. The Transition-In service is fixed-price as is described in Section C.1.3.3.2.”

Question: Can the Government clarify whether the requirement during the Base Year of the contract includes the performance of unscheduled maintenance (Minor or

Major Repairs)?

"The estimated amount of minor repair for all Office of Air and Marine (OAM) and Office of

Border Patrol (OBP) locations is $200,000 for the base period" per C.1.3.3.4 of the

PWS.

PWS Paragraph C.3.1.3 Work Area

We assume that not all work areas are manned during any given duty day and that all work areas are protected by lock and key.

Question: Can the Government indicate whether the

Contractor will be responsible for providing a key control program for keys to each work area or describe how

Contractor personnel will be allowed to gain access to work areas for the purpose of performing scheduled or unscheduled maintenance?

No, a key control program will not be required. Contract personnel will be escorted until full CBP background checks are complete. Once complete, CBP will still provide access to secure areas. Site coordination and the background investigation are critical to the success of this program.

PWS Paragraph C.5.2.5 Weekly Progress Meetings

This paragraph indicates that the Contract Manager is to meet weekly with the COR throughout the execution of the contract.

Question: Can the Government identify the location for these meetings?

The majority of the meetings are held via conference call, however the meetings could be held at any of our locations listed in Attachment 1A.

PWS Paragraph C.1.7.1

PWS states “however the Contractor shall verify this information prior to submitting their proposal”. Is it the intent of the government that we verify all CBP location prior to submitting our initial proposal, or does this pertain to task order projects once the contract has been awarded?

No. This has been changed in PWS Revision 7

RFP, Page 34, requirement for a signed SF-1449

Can this document be presented as an PDF document on the CD softcopy? Yes, but must also be included in hard copy.

RFP, Page 35 Confirm the font size is to be no smaller than 12 pitch rather than 12 point?

When selecting font in MS Word, must be "Size: 12" or greater.

RFP, Page 36, Section III - Volume I, Factor II - Management & 4. Addendum to FAR 52.212-1, Section 7.C.2.(b)

Will organizational charts provided in the proposal be exempt from the 30 page limitation? Yes.

RFP, Page 36, Section III - Volume I, Factor II - Management

Will resumes for key personnel be exempt from the 30 page limitation? Yes

RFP, Page 36, Section III - Volume I, Factor II - Management Will Letter of Intent be exempt from the 30 page limitation? Yes

RFP, Page 33, Proposal Preparation

Can a smaller, readable font size such as 9 point be used in tables and figures? Yes

RFP, Page 36, CMMS Is MAXIMO an acceptable CMMS system for the government?

Any CMMS that meets the requirements of the PWS is acceptable.

RFP, 8. Specific Proposal Preparation Instructions, 5.

Volume III, Factor V - Price

Proposal, (c).

Section 5 ( c ) requires Offerors to propose a Coefficient Percent for Indefinite Quantity (IQ) work referenced on Attachment 2. This section also lists certain items to be included in the Coefficient Percent (e.g. Risk/Liability, job planning, permit, utility scoping, storage facilities, supplies, etc.). However, PWS C.1.3.3.6 - Procedures for Task Orders, which is referenced on Attachment 2, states the Government will issue a Request for Quotation (RFQ) or

Request for Proposal (RFP) for such IQ work that provides a preliminary scope of work, sketches, and/or drawings if required, and applicable special considerations and details.

Without knowing the details of the IQ work until the RFQ or RFP is issued it is impossible to determine the risk/liability, job planning, permits, management oversight, site cleanup, supplies, etc. associated with the IQ work to be included in the Coefficient Percent. Will the Government reconsider limiting the Coefficient Percent to anything that is not a direct cost (e.g. overhead and profit?

No

RFP, Attachment 2, Line item Summary, All periods

References to PWS paragraphs C.1.3.3.5 and C.1.3.3.6.

Are these the correct paragraph references? Or are they meant to be C.1.3.3.4 and C.1.3.3.5 of the PWS?

These have been corrected on Attachment 2 dated 4-3-13.

SF1449 Items 19 through 20 are filled in. What, if any, entry is required for Items 23 and 24?

Nothing, this will be answered in Vol III, Factor VI, Pricing

PWS Section C.1.5

The successful offeror may provide assistance involving the use of the Government’s Tririga system. Will the

Government provide required level of training on the system for the offeror to provide such assistance?

No, however Tririga training manuals will be provided.

PWS Section C.6.1

States key personnel “positions shall be independent of one another.” However, C.6.1.4.1 on pg 34 of 39 states the

Environmental Control Specialist position “can be a collateral duty with another of the key personnel positions.”

Will the Government clarify if this is to be a separate, independent position or not?

The Environmental Control Specialist can be a collateral duty.

PWS section C.6.2 Would only a shirt suffice to meet the uniform requirement?

Please refer to section C.6.2 for the uniform requirement detail.

General Will the Government provide a list of subcontractors/vendors currently used by the Government to provide services required by the PWS?

No

Questions