ALL SITES AND MISSISSIPPI CARNES F.doc

Carnes

Solicitation #: HSFEHQ-10-Q-0007

QUESTIONS AND ANSWERS

1. QUESTION: What is the possibility of the MS site closing within one year of award?

2. ANSWER: There is a possibility that the MS sites will close within one year.

3. QUESTION: Is there potable water onsite?

ANSWER: There is potable water available onsite for use by the contractor. Bottled water is recommended.

4. QUESTION: Is herbicide required for use under trailers?

ANSWER: No. Herbicide is not required under trailers, refer to PWS 1.2.

5. QUESTION: Where is the use of herbicide required?

ANSWER: Herbicide is only required along all fence lines and unless stated in the PWS.

6. QUESTION: What is the contract type rationale?

ANSWER: The contract type is an IDIQ with firm fixed price contract line items. Based upon the FAR 16.504, with additional language to support the rational – An [indefinite-delivery, indefinite-quantity (IDIQ) contract provides for an indefinite quantity [of mows/grounds maintenance services], within stated limits, of supplies or services during a fixed period [contract period/task order period]. The Government places orders for individual requirements [during a fixed period for a minimum/maximum number of mows/grounds maintenance services defined within the task order]. Quantity limits may be stated as number of units or as dollar values. This contract will result in a single award contract with quantity limits stated in dollar values. Contracting officers may use an indefinite-quantity contract when the Government cannot predetermine, above a specified minimum, the precise quantities of supplies or services that the Government will require during the contract period, and it is inadvisable for the Government to commit itself for more than a minimum quantity. The contracting officer should use an indefinite-quantity contract only when a recurring need is anticipated.

The Government anticipates the site will close within the period of the contract and the Government cannot predetermine, above a specified minimum, the precise quantities of supplies or services that the Government will require during the contract period, and it is inadvisable for the Government to commit itself for more than a minimum quantity.

The Government anticipates, but does not guarantee, and will fund the initial task order for a 6 months to 1 year but the task order is not firm-fixed price other than the price per mows/grounds maintenance services as stated in the PWS. Under a firm-fixed price contract the Government would be held responsible for payment through the term of the contract or contractor claims submitted in response to a termination for the convenience of the Government. The IDIQ/FP per mow/grounds maintenance will allow the Government flexibility in the event of site closure. Contractors will be officially notified of site closures that occur during a task order period no less than 60 days prior to site closure. Subsequent task orders may be issued for no less than three (3) mows (reference 52.216-19 of the solicitation).

7. QUESTION: Do you have to bid on all sites in order to receive an award on one?

ANSWER: No, these are separate, individual solicitations. Contractors must have attended the site visit in order to propose of the specific site for the site being proposed.

8. QUESTION: Is there a COTR on site?

ANSWER: There will be a COTR assigned to the contract who will be located on site.

9. QUESTION: Will contractor be held responsible for damage to trailers from flying debris/rock?

ANSWER: The temporary housing units onsite are government property and contractor responsibilities are included in PWS 1.6

10. QUESTION: Is there a cost list for government property that may be damaged (i.e., windows, siding replacement, etc…)?

ANSWER: There is no cost list for Government property that may be damaged onsite. If there is a contractor accident that results in damage of Government property, the repair method and price will be agreed upon by the contractor and the Government on a case by case basis.

11. QUESTION: Do all employees need to be from this HUBZone?

ANSWER: Reference SBA HUBZones web site of “Frequently Asked Questions” (https://eweb1sp.sba.gov/hubzone/internet/index.cfm), at least 35% of its employees must reside in a HUBZone; a specific HUBZone is not required. The term reside means to live in a primary residence at a place for at least 180 days, or as a currently registered voter, and with intent to live there indefinitely. Employers should be aware that it makes no difference which HUBZone their employees reside in. An employee can reside in one HUBZone and work in another and meet the standards for this residency requirement.

12. QUESTION: After bidding each site are we permitted to give a total bid for all sites?

ANSWER: No, alternate proposals will not be accepted. The contractor shall submit a proposal in accordance with the instruction in the solicitation for which they are proposing on. If multiple sites are bid on the contractor must submit the information requested in A4 T.8.

13. QUESTION: Are the individuals who apply the herbicide required to be licensed?

ANSWER: Yes, through the state in which the work is performed – the solicitation has been updated to require licensing and show proof of license.

14. QUESTION: Which herbicides should we use?

ANSWER: The government will not recommend a herbicide. Requirements of PWS 1.3 apply.

15. QUESTION: Are any herbicides prohibited?

ANSWER: Herbicides which do not comply with the requirements of PWS 1.3 are prohibited.

16. QUESTION: Is each lot for herbicide spraying determined by contractor/client?

ANSWER: Please refer to PWS 1.3 for site areas that need to be sprayed.

17. QUESTION: Is herbicide mandatory around trailers?

ANSWER: Herbicide is not required around the trailers; please refer to PWS 1.2 for requirements.

18. QUESTION: What herbicides are approved for this site?

ANSWER: The government will not recommend a herbicide. Requirements of PWS 1.3 apply.

19. QUESTION: What were the gallons of herbicides used in 2008/2009 season chemicals sprayed and what kind of chemical used?

ANSWER: This information is not available.

20. QUESTION: What chemicals have been used on this site and at what ratio?

ANSWER: Commercial Off-the-shelf herbicides have been used at the manufactures recommended ratio.

21. QUESTION: Which lots have house trailers?

ANSWER: This question is not relevant to the current acquisition.

22. QUESTION: Does the PWS mow schedule change when lots are cleared of trailers?

ANSWER: The schedule as it states in PWS section 1.1 and 1.2 will not change when the trailers are removed from lots.

23. QUESTION: Will the contractor be required to keep personnel on site all the time or just when doing the work?

ANSWER: The contractor is required to meet PWS section 1.1 and 1.2; the amount of time the contractor is on site is up to the contractor.

24. QUESTION: Is there on-site storage for equipment?

ANSWER: A storage unit (i.e. conex) will not be provided, but the contractor will be provided up to a solid one (1) open acre of land for equipment and employee parking. The Contractor is permitted to place a conex within the allotted land.

25. QUESTION: Does the contractor need to mow continuously or show-up on one day and complete the entire site?

ANSWER: The contractor shall meet the requirements of the PWS section 1.1 and 1.2.

26. QUESTION: When requesting mow semi improved grounds, how long do you have during bad weather?

ANSWER: In the case of extreme weather or extended periods of severe weather, the COTR will communicate with the contractor and additional days may be allotted. The contractor is required to meet PWS section 1.1 and 1.2 in order to receive payment for the service.

27. QUESTION: What is the linear footage and width of driving lanes?

ANSWER: Definition of driving lane: The space in front of or behind a temporary housing unit. The linear footage varies; the width of the driving lanes is 20’ – 80’ depending upon the trailers on the lot. The total acreage of the site must be maintained in accordance with the PWS section 1.1 and 1.2

28. QUESTION: Will there be any additional work orders to bring the areas that are not in scope back up to scope (i.e. rock piles, dirt mounds)?

ANSWER: No, Please refer to PWS 1.1 and 1.2 for the requirements.

29. QUESTION: What is the standard width between the trailers?

ANSWER: The standard is 2’-3’ but these measurements may vary.

30. QUESTION: Will the PWS be revised as a result of these questions/answers?

ANSWER: Yes, the PWS will be revised and incorporated into an updated solicitation document.

31. QUESTION: Will there be additional pay for call out?

ANSWER: Under the current solicitation there is no requirement for call out service.

32. QUESTION: Are there aerial photographs available besides the internet that shows the sites?

ANSWER: No, current aerial photographs are not available.

33. QUESTION: Please define crush and run.

ANSWER: Rock/gravel; specifically, 610 rock quarry limestone mix

34. QUESTION: Are bonds required?

ANSWER: No, bonds are not required.

35. QUESTION: We were told the hours of operations were 7-4. Is that the time we can begin work or is that the time we can have access to the site?

ANSWER: The contractor will be granted access to the site at 7am Monday thru Friday. And will be required to vacate the site no later then 4pm Monday thru Friday.

36. QUESTION: Will we be able to have multiple sites for storing equipment or will we be required to store all equipment in one centralized location?

ANSWER: A storage unit (i.e. conex) will not be provided, but the contractor will be provided up to a solid one (1) open acre of land for equipment and employee parking. The Contractor is permitted to place a conex within the allotted land.

37. QUESTION: Will we have access to fuel points already onsite - understanding that we will pay for the fuel used?

ANSWER: No, onsite fuel will not be accessable to the contractor.

38. QUESTION: If 100% of the onsite management of the project is performed by a HUBZone entity and 25% of the actual mowing and grounds maintenance is performed by a HUBZone entity, will FEMA accept that arrangement as constituting the 51% HUBZone performance requirement?

ANSWER: In accordance with FAR 52.219-3, 50% of the cost of personnel for contract performance will be spent for employees of the concern or employees of other HUBZone small business concerns [i.e. a HUBZone subcontractor]. Information Request and Evaluation Criteria has been added to the solicitation to address this question. The Government will not respond to a specific strategy for meeting the requirements of FAR 52.219-3.

39. QUESTION: Is there a season or period of time we can not cut to avoid rutting the land?

ANSWER: The COTR will communicate to the contractor the lots that are prone to rutting.

40. QUESTION: What is the corresponding DOL position for lawn mower operator?

ANSWER: The contractor shall determine the appropriate DOL position for lawn mower operator. For additional questions relating to this, contact the Department of Labor or visit the DOL web site is www.dol.gov.

41. QUESTION: Is the current contractor already adhering to the smoking policy.

ANSWER: The current contractor is adhering to the current smoking policy.

42. QUESTION: Does the Government prefer a one winner takes all strategy for this solicitation?

ANSWER: The Government has updated A4 Evaluation Criteria to address this concern.

43. QUESTION: Will a one winner take all strategy be weighted any differently?

ANSWER: The Government has updated A4 Evaluation Criteria to address this concern.

44. QUESTION: Will the bidding on multiple sites kick you out of the bidding for one?

ANSWER: No, the Government has updated A4 Evaluation Criteria to address this concern.

45. QUESTION: Can we expect to have a problem with any site managers.

ANSWER: We do not anticipate any concerns between contractors and site managers. All related concerns will be referred to the Contract Officer.

46. QUESTION: Since there may be up to 5 contractors on these projects, is there a possibility the option year will be re-competed?

ANSWER: No, the awardee will not have to recomplete for the option year.

47. QUESTION: Is this solicitation for a per mow cost?

ANSWER: The solicitation contract line item (CLIN) A.2 identifies the unit price that should be proposed. The fixed-price will include all services within the PWS for the period of time and within the terms identified in the task order.

48. QUESTION: What is the smoking policy on site?

ANSWER: Smoking is permitted on site but littering is prohibited.

49. QUESTION: Are there previsions to interview to hire incumbent employees based on performance and COTR approval?

ANSWER: The government will not participate in the hiring or interviewing process.

50. QUESTION: Is government labor based on DOL rates per county?

ANSWER: Yes, DOL wage determinations are by county.

51. QUESTION: During the hiring period can we receive COTR input on incumbent labor?

ANSWER: No; the government will not participate in the hiring or interviewing process.

52. QUESTION: Are we looking for a 5 day crew to service each site? Do you have objections to service two sites in a two week time period with the same labor force?

ANSWER: The government will not comment on any strategy or method for completing the grounds maintenance and will evaluate the quotation in accordance with A4 of the solicitation.

53. QUESTION: Is safety (PPE) enforced on site by site manager?

ANSWER: PWS 6.4 will not be enforced by the site manager; this is the responsibility of the contractor.

54. QUESTION: Are we able to pre-qualify/security people in case of sick individuals/turnover?

ANSWER: No, the contractor will not be permitted to pre-qualify. Contractors may include additional individuals in the strategy for completing the services to cover unforeseen sick individuals/turnover.

55. QUESTION: Is there shared responsibility between COTR/ government for herbicide liability?

ANSWER: No; responsibility lies solely with the contractor. Appropriate PPE, licensing, reporting, and land saturation will be the responsibility of the contractor to decrease liability risks.

56. QUESTION: When will the contractor be paid – monthly or bi-monthly?

ANSWER: In accordance with FAR 52.232-32 Performance-Based Payments, the Contractor may submit requests for payment of performance-based payments not more frequently than monthly, in a form and manner acceptable to the Contracting Officer.

57. QUESTION: What is the performance based payment schedule?

ANSWER: FAR 32.10—Performance-Based Payments provides a complete description of performance-based payments and additional resources are available through internet searches. A performance based payment schedule is Government and offeror agreed upon performance-based payment terms under which payments are made based on (a) Performance measured by objective, quantifiable methods. (b) Accomplishment of defined events. (c) Other quantifiable measures of results. The basis is assigned a dollar figure or percentage of the fixed price for which the contractor is paid upon completion. The procedures for establishing performance bases and finance payment amounts are detailed in FAR 32.1004 . Performance based payments will be negotiated with the awardee following contract award.

58. QUESTION: Is this the first time contract came up for bid?

ANSWER: Yes, the grounds maintenance services were previously provided under a large man power contract and FEMA workforce.

59. QUESTION: If so, would you forward past bid tabulation sheets?

ANSWER: Not applicable as this is the first time grounds maintenance contract of its kind. .

60. QUESTION: If so, why was the contract was not renewed?

ANSWER: This question is not applicable.

61. QUESTION: Will there be a Consumer Price Index, for renewing contracts.

ANSWER: This question is unclear and the government is not able to provide an answer.

62. QUESTION: Can a Hubzone company sub-contract work to a non-Hubzone company, If so, what percentage?

ANSWER: A HUBZone company may sub-contract no more than 50% of the cost of personnel for contract performance to a non-HUBZone company. In accordance with FAR 52.219-3, 50% of the cost of personnel for contract performance will be spent for employees of the concern or employees of other HUBZone small business concerns [i.e. a HUBZone subcontractor].

63. QUESTION: Do you have to have a license issued by the State of Mississippi to spray Herbicide?

ANSWER: A license is required through the state in which the work is performed – the PWS has been updated to require licensing and show proof of license.

64. QUESTION: How much Insurance coverage is required to spray herbicide?

ANSWER: Contractors are required to comply with any federal, state, or local laws applicable or relative to insurance coverage for herbicide application.

65. QUESTION: There are currently trailers provided for the present contractor for office space, etc. will these remain? (ref. PWS S2) ANSWER: No, the current trailers are provided for FEMA employees and operational support. The government will not be providing or allowing any kind of an office trailer or break trailer for the contractor.

66. QUESTION: Due to contractor not being responsible for irrigation (ref. PWS S1.4) will contractor be liable for future water contamination due to use of herbicides? (ref. PWS 1.3) ANSWER: Irrigation does not occur on the site. Yes, the contractor will be held responsible for future water contamination in any ponds, streams, swamps and protected wet lands.

67. QUESTION: Will same herbicides be approved for “right of way spraying for road ways” that will be used for under and around trailers?

ANSWER: The government will not recommend a herbicide. Requirements of PWS 1.3 apply.

68. QUESTION: Who is responsible for road maintenance in parks?

ANSWER: FEMA and support contractors are responsible for road maintenance. The ground maintenance contractor is not responsible for all road maintenance.

69. QUESTION: Fence rows do not appear to have ever been cleaned; will initial cost of clean be billable?

ANSWER: No, the requirements of the PWS shall be met within the fixed price. Additional costs will not be paid.

70. QUESTION: Will the contractor be responsible for removing fallen tree limbs and brush from the site or will is there a place to dump this.

ANSWER: There will be a place onsite for the contractor to dump tree limbs. The COTR will identify these locations.

71. QUESTION: Will the Contractor be responsible for property damage on outside edge of fence lines due to chemical use?

ANSWER: All fence lines are within the perimeter of the leased federal property. The contractor is responsible for all damage caused by improper use of herbicide.

72. QUESTION: Will the government allow advance draw if award contract for start up capital to purchase equipment and operation expenses?

ANSWER: No, in accordance with FAR 32.202-1(e) contract financing by the Government will not be provided as it is not in the best interest of the Government.