HSFE20-14-R-0001_-_Questions_and_Answers___3.docx

RFP # HSFE20-14-R-0001 – CDP Facility Operations and Support Services Questions and Answers # 3 – Follow-Up Responses to Previous Q&A #s 1 and 2 The Government’s responses to questions are provided below highlighted in yellow:

From Questions and Answers # 1:

14. Reference: RFP, H.12 Limitation of Contractor Obligation, Page 18 - 19 Question: In developing estimates for this limitation, the contractor shall use current unburdened rates being paid to their employees at the time of each estimate and shall support material costs with written quotations or invoices. No directs costs or profit are to be included in the estimates. By excluding the statutory payroll costs (FICA, Medicare, SUTA, FUTA, etc.) and other direct costs in the $10,000 limitation, this would not be an accurate reflection of the costs and could in essence require the contractor to perform work at rates lower than their actual costs. This would be [in violation of numerous FAR clauses and federal laws]. Request this language be deleted. No.

Need further clarification (for our financial assumptions) Answer: The Government is simply stating that the contractor will not be responsible for performing work orders with a value of $10,000 or more. If the cost of performing a work order will be near or above $10,000, then the contractor shall provide an estimate. This estimate has no bearing on how the contractor may be reimbursed for the performance of the work order, should the Government decide to proceed with the work using this contractor. The estimate is required so the Government can make an informed decision on how to proceed with a project. This in no way would result in the requirement of the contractor to perform work at rates lower than their actual costs.

15. Reference: RFP, L: L.7.A Proposal Preparation Instructions, Page 44, Question: The Technical Proposal is limited to 100 pages. Section C alone which requires the offeror to respond to as part of their technical proposal is 70 pages with 34 pages attributed to the Scope of Services. This does not take into account Section H which also contains requirements to which the offeror must respond. It is not possible to adequately address all the scope of services and Section C—H within 100 pages particularly with a specified font of Courier 12 which is substantially larger than a Times Roman 12 font. Request that the page limitation be increased to 150 pages and the font to no less than a Times Roman 11 font to allow offeror’s sufficient space to adequately propose their solution to the solicitation requirements. 12 Point Times New Roman, Courier or Ariel or equivalent/similar font is acceptable. Illustrations may be 10 Point font.

Proposal size limits remain as stated in the RFP.

27. In reference to Attachment Q, plug figures for ODCs for CLINs 0002, 0004, 1002, 20002, 3002, 4002. Please clarify as to what is included under these costs, for example, materials – does this include the ordering of replacement mechanical parts, filters, refrigerant, oil, test and measurement calibration equipment, contractor purchased equipment, laptops, cleaning chemicals and floor finishes, paper and plastic supplies, relocation of employees, replacement fuel for generators, subcontracting to a company to perform employee background checks, etc.? If we subcontract for elevator, pest and fire safety, will these costs be paid out of “other costs?” Yes We need further clarification on the first section of this question & recommend that we ask these two questions separately.

Answer: The Other Direct Costs (ODCs) includes, but not limited to, ALL consumables (such as day-to-day cleaning supplies), materials, supplies, equipment, temporary labor, and/or short term subcontracts (special projects). The Government provided plug-in numbers covers the costs all of these items. Offerors should not include these items in their FFP portion of their proposal.

28. Per Attachment Q and the use of the plug number for ODC’s can you confirm if this is to contain all costs outside of labor and costs associated with labor? The plug-in numbers will cover all other direct cost (such as materials, equipment, supplies, temporary subcontracts or labor).

Need further clarification Answer: See answer to Q&A #1, Question # 27.

From Questions and Answers # 2:

1. Could you provide additional information on the fire safety equipment in Question 1 (Q&A #2).

The Government does not have exact counts for many of the items, but there should be enough information in the PWS for estimating purposes (floor plans, square footage shown, and equipment maintenance requirements listing). See Attachment J, Equipment Maintenance Requirements list. The first column in the Equipment Maintenance Requirements list is the Asset number. The third group of characters in each asset number represents the building in which the respective asset is located. Example (first number listed): Asset Number A-02-0017-0001, “Central HVAC Unit” is located in bldg. 17.

a. Pull stations – even though there is no maintenance on these devices they still needed to be tested/inspected on an annual basis, could we get the count for all the Pull Stations for each building.

We do not have an accurate count for these items. Pull stations are rotationally tested each month when the fire alarm test is performed.

b. Duct detectors – need a count for how many are in each building. We understand what code prevails.

We do not have an accurate count for these items; however, duct detectors are located in each AHU. Offerors have been provided with the S.F. of the facilities and the type of equipment listed by facility in Attachment J, Equipment Maintenance Requirements.

c. Fire dampers - need a count for how many are in each building. We understand what code prevails.

We do not have an accurate count for these items; however, fire dampers are located in each AHU. Offerors have been provided with the S.F. of the facilities and the type of equipment listed by facility in Attachment J, Equipment Maintenance Requirements.

d. Smoke dampers - need a count for how many are in each building. We understand what code prevails.

We do not have an accurate count for these items; however, smoke dampers are located in each AHU. Offerors have been provided with the S.F. of the facilities and the type of equipment listed by facility in Attachment J, Equipment Maintenance Requirements.

e. Specialized Hazards Suppression – these are the type of suppression systems that go in computer rooms (smoke detectors above and below the floor). need a count for how many are in each building.

There are three (3) such suppression systems; one (1) in bldg. 61 server room, one (1) in bldg.. 490 (NTF) server room, and one (1) in bldg. 21 server room.

f. 12 year maintenance on Fire Extinguishers – we still do not know the number of extinguishers that have completed this service already. Considering the potential term of this contract is 5 years there is now way for us to know how many fire extinguisher will be needing this service during the term of this contract?

This is a minimal cost to the overall total value of the contract. The offeror should explain their assumptions in the business proposal relative to servicing of fire extinguishers.

47. IRT SOW 7. 16.1, the Contractor provides adequate bulk recycling containers. What is the frequency of Pick Up? 7.16.2, should refund invoices be itemized and tracked YTD? Pick up frequency varies. No historical data is currently maintained. Contractor will credit invoice for refunds.

This goes to all items that the contractor is expected to pay and be reimbursed – what has been the monthly dollar amount that the contractor needs to float money to pay government related invoices? Secondly, what are the payment terms to reimburse the contractor for ODC expense outlay. Will the contractor be able to add the cost of money and administrative fees for all ODC expenses paid by the contractor? If not reimbursed within 30 days, will the contractor be able to attach late payment penalties?

Answer: The ODC plug-in number has been provided for the annual estimate. Valid invoices will be paid as per the invoicing and payment clauses in the contract. L.2 52.215-16 FACILITIES CAPITAL COST OF MONEY (JUN 2003) is included in the RFP as an allowable cost. If proposing FCCM, it should be identified in your business proposal. ODC’s are subject to the contractor’s proposed G&A, Material Handling, or Mark-up fees.

70. For the purposes of this acquisition, please define major subcontractor (Section L- Section 5- Past Performance- Volume I), subcontractor (Section L- C. Business Proposal 2.c.), and subcontractor (Section L-C. Business Proposal 5. Letters of Commitment). For the purposes of this solicitation, the Contracting Officer defines a major subcontractor as a subcontract with a total contract value of $750,000 or more.

Question: Based on the answers to the above questions, major subcontractors (subcontractors with a total contract value of $750,000 or more) are to be included in the FFP CLINs and temporary subcontractors (subcontractors with a total contract value of less than $750,000) are to be included in the ODC CLINs?

Answer: The definition of a major subcontractor has no bearing on whether or not they are to be included in the FFP CLIN or the ODC CLIN. Past performance information is required for major subcontractor’s only. Any subcontractor should be in included in the cost breakdown with Letters of Commitment provided.

76. 7.15.7 States “the contractor shall be responsible for labor and equipment used in disposal of all garbage, trash, waste products and refuse” – Please clarify if this means that the contractor is responsible to provide and service all dumpsters and roll of dumpsters? Yes.

Again, based on the response of other questions, this should be a reimbursable expense by the government – need to ask specifically that the government will reimburse the expense Answer: See answer to Q&A #1, Question # 27.

78. 7.15.7.2 States “the contractor is responsible for annual disposal fees imposed by local governments” – Please provide the historical cost of this item. No local governments have imposed annual disposal fees to date. Contractor will be responsible should local governments implement disposal fees.

Same questions applies as asked for #76 Answer: See answer to Q&A #1, Question # 27.

87. Is the contractor responsible for the purchase of refrigerant? (PWS 4.4.4) Yes.

Is this included in the reimbursable category under the government’s ODC CLIN?

Answer: See answer to Q&A #1, Question # 27.

101. ATM's - does this mean that the contractor is to establish a contract with a local bank to replenish currency and maintenance tasks? (PWS 7.21) YES Is this treated as a government ODC reimbursable?

Answer: See answer to Q&A #1, Question # 27.

102. Is the Government or Contractor responsible for purchasing replacement head gear for bicycle use? (PWS 7.29) Contractor Is this treated as a government ODC reimbursable?

Answer: See answer to Q&A #1, Question # 27.

104. TE #2 - Parts Inventory - Does this listing signify what is needed, on-hand or to be maintained? (Attachment D) On hand Will replacement of parts be reimbursed through the government’s ODC CLIN?

Answer: See answer to Q&A #1, Question # 27.

134. Reference: PWS, Paragraph 7.10.1 Locksmith, Page 45, Attachment A Questions: (1) Since locksmith certification is not required, please confirm that the contractor will not be responsible for any master key system design or development of key symbols.

(2) Are locksmith tools and materials to be provided by the contractor or the Government? Contractor.

Can this be considered an government ODC that is reimbursable to the contractor?

Answer: See answer to Q&A #1, Question # 27.

(3) Is the key system hard key, electronic, or both? Both.

(4) Do locksmith duties include cutting new keys? Yes. Does the government furnish the cutting machine(s)? Yes.

(5) Is the electronic security system a keyless entry system? If so, how many doors have keyless entry/card readers? 504 keyless entry systems (i.e., card readers) in Lodging; 10 in Bldg. 61 exterior doors; 3 at bldg.. 490 exterior doors.

(6) What is the brand/manufacturer and model? Varies

(7) Who is responsible for programming keyless entry systems? Contractor is responsible for control of dormitory keys/cards at Lodging; All other controlled by CDP Security contractor.

(8) Is the contractor responsible for replacing batteries in keyless entry locks/systems? Yes. If so, this is a significant expense so please provide the total number of keyless locks and the size and number of batteries per door/set. 504 keyless entry locks in Lodging area take 2 ea. AA batteries.

Again, is this a government ODC reimbursable?

Answer: See answer to Q&A #1, Question # 27.

142. Reference: PWS, Paragraph 7.20.5.6 Lodging Services, Page 59, Attachment A Question: Does the Government provide or reimburse the contractor for the items to be furnished in this paragraph (i.e., ice buckets, trays, condiment packets, coffee cups, etc)? If not, please provide the historical data on the number of all items to be provided on an annual basis. Contractor provides.

Is this reimbursed through the government’s ODC CLIN?

Answer: See answer to Q&A #1, Question # 27.

147. Reference: PWS, Paragraph 7.28 Recreational Equipment, Page 61, Attachment A Question: Please confirm that all recreational equipment (not just the bicycles) will be furnished by the government to the contractor for issuance. Only bicycles will be provided by the government. All other recreational equipment shall be provided (replaced) by the contractor. The current inventory will be provided at the time of award; however, the contract will be responsible for replacing worn, broken, or lost items (with the exception of bicycles).

Is this reimbursed through the government’s ODC CLIN?

Answer: See answer to Q&A #1, Question # 27.

149. Reference: PWS, Paragraph 7.29.1 Headgear, Page 62, Attachment A Question: Please confirm that the government will furnish all protective items such as headgear to the contractor for issuance. Only bicycles will be provided by the Government. All other recreational equipment (including protective headgear) shall be provided (i.e., replaced) by the contractor as necessary.

Again is this reimbursed through the government’s ODC CLIN?

Answer: See answer to Q&A #1, Question # 27.

166. General Question, Reference: RFP, Far 52.222-17 Non-Displacement of Qualified Workers, page 21 RFP:

Question: As the successful offeror must provide the right of first refusal to qualified incumbent non-exempt employees, request the Government provide clarity on how many years' service/longevity each employee has supporting the contract. This is very important in determining how much vacation employees will be entitled to IAW the Service Contract Act of 1963 and the productive hours available? Per the FAR clause, not less than 30 days before contract completion date, the incumbent contractor provides the Contracting Officer the names of employees (to include subcontractor employees), to include employee anniversary dates.

Will we receive this employee list and anniversary dates to accurately cost out total labor dollars needed for our submission?

Answer: The FAR clause states not less than 30 days before contract completion date, the incumbent contractor provides the Contracting Officer the names of employees (to include subcontractor employees), to include employee anniversary dates. Therefore, the Government does not have this information available at this time. However, the Government has provided the information found in I.9 52.222-42 STATEMENT OF EQUIVALENT RATES FOR FEDERAL HIRES (MAY 1989), and the labor rates as required by Attachment L - Department of Labor Wage Determination # 05-2001 Rev. 12.

183. Which key personnel, beyond Project Manager, must be identified in proposal staffing plan and require resume? Deputy/Assistant PM, Contractor’s QC, Safety Representative, and first-line supervisors.

The RFP/PWS requests resumes for “key personnel” only – Project Manager and alternate. The requirement of these other resumes was NOT in the RFP, therefore it is a NEW requirement that we must act on. Please confirm that resumes are required for the other mentioned positions in the above response (QC, Safety, and first-line supers).

Answer: The RFP/PWS identifies the Project Manager as key personnel, but does not limit it to only the Project Manager. All other key personnel shall be proposed by the offeror. Any key personnel proposed by the offeror shall include a resume. These key personnel positions may include, but not limited to: Deputy/Assistant PM, Contractor’s QC, Safety Representative, and/or first-line supervisors.