2._Questions_responses_HSFLGL-17-R-00001.pdf

HSFLGL-17-R-00001

Dorm Management Services Amendment 0003

CONTINUATION:

A. The purpose of this amendment is to respond to contractor inquiries and are provided in a

QUESTION (Q) and ANSWER (A) format:

1. Q: Section A: Can the USG provide one (1) searchable file instead of the six (6) parsed flat/image files?

A: No Excel document will be provided.

2. Q: Section B Price Schedule: We expect there will be a cost associated with the transitioning in the beginning of the contract in the base year. Where should be allocate this cost to? Will you be adding a separate CLIN for transition phase?

A: See revised Schedule B included in this Amendment 0003.

3. Q: Section B Price Schedule: Schedule B: Under what CLIN would the Government like bidders to include Phase-In costs? Addendum to Clause 52.212-1, Volume 3- Factor C, Price (pg 195) states that the “price proposal shall include price for the phase-in period, base period and seven option periods” however, there is no CLIN for Phase-In costs.

A: See response to Question 2 above.

4. Q: Section B Price Schedule: Section B. Price Schedule, 2. Phase in Period:

Indicates a phase in period of two weeks. This is insufficient time to phase in a contract of this magnitude. It is unrealistic to believe the incoming contractor can interview, hire and vet approximately 200 employees, negotiate a collecting bargaining agreement with the union, and procure vehicles, equipment, materials and inventories necessary for performance in a 10 business day period. Request that that the government establish a more realistic period of no less than 30 days.

A: Two weeks is not unreasonable considering the current contract phase in time was exactly two weeks. However, the phase-in time is changed to reflect 30 days in this Amendment 0003.

5. Q: Section B Price Schedule/Phase In: On page 34, 2. Phase-In Period.

a. Is two-weeks sufficient as many incumbent staff (Executive Order (EO) 13495, “Nondisplacement of Qualified Workers Under Service Contracts”) may not be available during the last 2 weeks of DEC during the holidays?

b. Per ATTACHMENT_6_Contractor_Furnished_Property –

i. Will any of these items remain or will the Awardee have to outfit each room with the required CFE during the 2 week Phase-In?

ii. Will the Phase-out happen simultaneously?

A: a: See response to question 4; bi: Yes items currently in rooms will stay; bii: Yes phase-out will happen simultaneously

6. Q: Section B Price Schedule: SF1449/Optional Form 336 – Custodial Services CLIN’s X002AA; X002AB; X002AC; X002AD; X002AE: How did the Government arrive at the quantities reflected in these CLINs? Do these quantities represent a certain percentage of occupancy? If so, what is the percentage used?

A: These quantities represent 90% of the occupancy rate.

7. Q: Section B Price Schedule: Schedule B – CLIN X007AA Service Work Requests -

Maintenance: This CLIN states “Labor costs should be included under CLIN X003”.

CLIN X003 is for Desk Clerk Services. Is it the Governments intent to have maintenance labor costs associated with SCWR work priced under the Desk Clerk Services CLIN?

A: Referenced CLIN should have been X004/X005 and is corrected in this Amendment 0003. See Paragraph 5.30 Service Contract Work Request (SCWR) subparagraph 5.30.2a for quotes proposed under SCWR.

8. Q: Section B Price Schedule: Schedule B – CLIN X007AA Service Work Requests -

Maintenance: This CLIN states “Labor costs should be included under CLIN X003”.

Can the Government please provide bidders with the historical labor hours, by position, associated with SCWR work for the past three years? Without this information, it is impossible for any bidder other than the incumbent to estimate the amount of labor required to accomplish SCWR's thus providing the incumbent an unfair advantage as these costs must be included in the fixed price portion of the contract. The Government has not provided any historical data that would allow bidders to accurately estimate the number of labor hours required for service work requests, internal orders or over-and-above orders. In addition, the Government makes no provision for bidders to recover any additional labor hour costs should the number of SCWR’s increase over the life of the contract.

A: See response to question 7. Labor hour data by position is not available.

9. Q: Section B Price Schedule: Schedule B – CLIN X007AA & X007AB: These

CLINs state “The amount listed is the Government “Ceiling” and is a “not-to-exceed” amount”, however there are no amounts listed. What are the not-to-exceed amounts for these CLINs?

A: For bidding purposes please include the following “not-to-exceed” amounts in the applicable CLIN:

CLIN AMOUNT CLIN AMOUNT CLIN AMOUNT

0007AA $124,688.00 3007AA $549,872.00 6007AA $636,546.00

0007AB $ 59,063.00 3007AB $260,466.00 6007AB $301,522.00

1007AA $498,750.00 4007AA $577,366.00 7007AA $636,546.00

1007AB $236,250.00 4007AB $273,489.00 7007AB $301,522.00

2007AA $523,688.00 5007AA $606,234.00

2007AB $248,063.00 5007AB $287,163.00

10. Q: Section B Price Schedule: Schedule B – CLIN 7001: The Period of Performance states “10/01/2024 to 06/30/2025”. Shouldn’t this be “10/01/2024 to 09/30/2025”?

A: Yes, date has been corrected in this Amendment 0003.

11. Q: Section B Price Schedule, CLIN xxx7AA: In reference to Solicitation Pages 1-

55 - Service Work Requests – Maintenance

MATERIAL REIMBURSEMENT FOR SERVICE WORK REQUESTS, INTERNAL

ORDERS, AND OVER AND ABOVE ORDERS.

*****DO NOT SUBMIT PRICING FOR THESE CLINS*****

These CLINS shall be performed on a fixed price basis and used with service work requests, internal orders, and over-and-above orders placed against this contract. The materials are paid at cost incurred as evidenced by a vendor/supplier billing for determination of fair and reasonableness of price. Material handling costs associated with this portion of the contract will be on case-by-case basis. The amount listed is the Government "Ceiling" and is a "not-to-exceed" amount with no guarantee that this amount will be used. The amount provided is shown as a lump sum; however, this does not mean that the contractor will be paid a lump sum. The contractor shall not exceed the "Ceiling" amount without prior approval of the Contracting Officer in writing.

The Government will not be liable for any costs in excess of this amount unless such prior approval has been obtained. Payment will be made Monthly as work is completed. Labor costs should be included under CLIN 0003.

Requisition No: 18SSD0026A

Question 1: Is there a process to establish approval in advance for these fixed price items?

Question 2: In billing the government, is the contractors G&A (General & Accounting fees) applied to the vendor/supplier billing to cover necessary accounting and invoicing?

Question 3: If Material handling costs for these vendor/supplier billings is to be on a case-by-case basis, what parameters will be used?

Question 4: If the regular DCAA approved materials handling costs as a percentage of the supplier/vendor invoice are not to be applied, will the government authorize a set fee per request or order in addition to the invoiced amount?

A: Question 1 – Yes; Question 2 – See revised Part 5, paragraph 5.30 included in this Amendment 0003; Question 3 – See revised Part 5, paragraph 5.30 included in this Amendment 0003; Question 4 - No

12. Q: Section B Price Schedule, CLIN X007AB: In reference to X007AB Work Requests - DIRECT EQUIPMENT… This CLIN is for reimbursement, at cost, for replacement equipment such as TVs, VCR/DVD, microwaves, coffee pots, hair dryers, refrigerators and other items determined by Government to be beyond repair. The contractor will be required to replace the unit with same or similar type when authorized in advance by the Contracting Officer. The contractor must conduct price analysis to determine that the prices are considered fair and reasonable. Evidence of such price analysis must be included with the work request for Government approval. Reimbursement will be at cost incurred by the contractor via invoices with vendor/supplier billing or receipts attached. No other overhead, G&A, or profit will be allowed. The amount listed is a "Not-to-Exceed" amount with no guarantee that this amount will be used. The contractor shall not exceed this amount without prior approval of the Contracting Officer in writing.

Question 1: Are the labor hours incurred for handling the request, receiving approvals, and conducting the price analysis anticipated to be billed under CLIN X003, Desk Clerk Services as noted under CLINX007AA, or under CLIN X001, Project Management Services?

Question 2: If the labor hours incurred for CLIN X007AB are not chargeable under CLIN X003 or X001, how does the government anticipate the contractor structuring this service?

Question 3: Does the Government anticipate that the actual physical removal, replacement installation, and disposal of items determined beyond repair will require labor by the Contractor, or will those services be included in the vendor/supplier pricing?

A: Question 1 – See response to Question 7; Question 2 – There is no labor; ordering of replacement supplies only; Question 3 – This is not a Time & Materials or Labor Hour contract. All costs associated with this service are inclusive of the Firm Fixed Price amount. This is a performance based requirement and as such the onus is on the contractor to ensure all costs associated with performance under this requirement are covered in pricing this requirement.

13. Q: Section B Price Schedule: Are the labor hours incurred for handling the request, receiving approvals, and conducting the price analysis anticipated to be billed under CLIN X003, Desk Clerk Services as noted under CLIN X007AA, or under CLIN X001, Project Management Services?

A: See response to Question 12.

14. Q: Section B Price Schedule: CLIN xxx7AA: States that these CLINs shall be performed on a fixed-price basis and used with service work requests, internal orders, and over-and-above orders placed against this contract. Labor costs should be included under

CLIN 0003.

A.) Please define internal orders and over-and-above orders. We could find no reference in the solicitation to these terms.

B.) Indicates that labor costs should be included under CLIN 0003, which is Desk Clerk Services. Is this correct?

A: Question A): Only SCWRs are used. The terminology ‘internal orders and over-and-above orders’ has been removed from the revised Schedule B of this Amendment 0003; Question B): See response to Question 7.

15. Q: Section B Price Schedule: If the labor hours incurred for CLIN X007AB are not chargeable under CLIN X003 or X001, how does the government anticipate the contractor structuring this service?

A: See responses to Question 7.

16. Q: Section B Price Schedule: Will the Government provide a ceiling number for CLINS XXX7AB to be included for submission in Volume 3-Price?

A: See response to Question 9.

17. Q: Section B Price Schedule: Does the Government anticipate that the actual physical removal, replacement, installation, and disposal of items determined beyond repair will require labor by the Contractor, or will those services be included in the vendor/supplier pricing?

A: See responses to Question 12.

18. Q: Section B Price Schedule & Attachment 6: Per the Schedule B & ATTACHMENT_6_Contractor_Furnished_Property –

i. Under which CLIN do we price the CFP/CFE?

Or

ii. Will the existing inventory remain in place and transition over to the new contractor and any replacement CFP/CFE fall under CLIN x007AB?

A: Question i: See response to Question 12; Question ii: Yes existing inventory items will remain in place.

19. Q: Labor: The RFP indicates the Service Contract Act applies…will the Government provide the most recent applicable Wage Determination for the place of performance?

A: The applicable wage determination was provided at Attachment 16, Collective Bargaining Agreement (CBA) Wage Determination Number 2014-0752 (Revision 6).

20. Q: Labor: TECHNICAL_EXHIBIT_1A_HISTORICAL_INFORMATION -

Per TE 1A #8 & #10 and Section 5.23 and 5.30 – Can the USG provide Historical data regarding the breakdown of costs for the SCWRs, PMs, and Work Orders performed AND the timeframes (by year) for the Maintenance Workload provided?

A: Yes. SCWR costs and quantities are available, see revised Technical Exhibits 1A and 1E of this Amendment 0003; PMs – only quantities are available, see revised Technical Exhibit 1B of this Amendment 0003; Service Calls (work orders) – only quantities are available, see revised Technical Exhibit 1C of this Amendment 0003.

21. Q: Labor: TECHNICAL_EXHIBIT_1A_HISTORICAL_INFORMATION –

a. Per #2 Workforce Data – Can the USG provide a further breakdown among Full-

Time and Part-Time personnel?

b. Can the USG provide a further breakdown by Labor Category so offerors may estimate the PTO more accurately?

A: The onus is on the Contractor to determine the skill mix and level of effort for this requirement. However, the following chart identifies current workforce broken down by seniority and replaces information provided in Technical Exhibit 1A, paragraph 2:

FULL TIME/PART TIME COMBINED

Less than 1 year - Full Time 2017 2%

Less than 1 year - Part Time 2017 17% 1 year - Full Time 2016 1%

1 year - Part Time 2016 10%

2-8 years - Full Time 2009-2015 8%

2-8 years - Part Time 2009-2015 20% 9-15 years - Full Time 2002-2008 27% 9-15 years - Part Time 2002-2008 5% Over 15 years - Full Time 1975-2001 10% Over 15 years - Part Time 1975-2001 0%

Total: 100%

22. Q: Labor: There are 9 positions listed on the CBA provided in the solicitation. Are these the only positions needed for the contract?

A: The CBA provided lists a total of 15 positions; 9 for maintenance staff and 6 for

Housekeeping/Custodial staff. There are two Addendums included in the current CBA – the first 7 pages are for maintenance with the Housekeeping Addendum following. The onus is on the Contractor to determine the skill mix and level of effort for this requirement.

23. Q: Labor: Per ATTACHMENT_16_CBA_WD_2014-0752_Rev_6 –

i. Are there currently any non-Key Personnel positions that are not covered by the current

CBA?

ii. If so, is there a WD that we will need to reference?

A: No

24. Q: Labor: Per ATTACHMENT_16_CBA_WD_2014-0752_Rev_6 – Which Sick Leave policy do we follow – the one stated in the WD or the one included in the CBA?

A: The onus is on the contractor to ensure compliance with all applicable labor regulations.

25. Q: Labor: --How many housekeeping staff employees does the current incumbent or previous contractor utilize to clean the facilities?

A: The onus is on the Contractor to determine the skill mix and level of effort for this requirement.

26. Q: Labor: Does the workforce data provided in the RFP include Project Management?

A: Yes.

27. Q: Labor: Does the workforce data provided in the RFP include Custodial/Housekeeping staff?

28. Q: Labor: Does the workforce data provided in the RFP include Desk Clerk Services staff?

29. Q: Labor: Does the workforce data provided in the RFP include maintenance staff?

30. Q: Labor: Does the workforce data provided include locksmith staff?

31. Q: Labor: Can the government provide the historical labor categories and level of effort for each of the workforce elements or by relevant CLIN?

A: No. The onus is on the Contractor to determine the skill mix and level of effort for this requirement.

32. Q: Labor: Is the Government aware of any outstanding or unresolved labor issues on the current contract that may affect the incoming contractor? If so please provide the relevant information.

A: No.

33. Q: Labor: General: Please confirm that the incumbent contractor will be responsible for paying out any accrued, unused vacation to existing staff at the end of their contract in accordance with the Service Contract Act and/or Collective Bargaining Agreement.

A: Confirm.

34. Q: Section C Contract Clauses: 52.217-9 52.217-9 Option to Extend the Term of the

Contract, page 53: Section (c) states “The total duration of this contract, including the exercise of any options under this clause, shall not exceed 66 months.” This contract with the base and option periods is 93 months. Shouldn’t this clause state “shall not exceed 102 months”?

A: The total duration is corrected by this Amendment 0003.

35. Q: Section C Contract Clauses: 52.228-16 Performance & Payment Bonds, page 58:

Section (b) states “The Contractor shall furnish a performance bond (Standard Form 1418) for the protection of the Government in an amount equal to [ ] percent of the original contract price.” What is the required percentage?

A: This was an oversight. The percentage should read 20% and is corrected by this Amendment 0003. Additionally, Contract Clause 52.228-1 Bid Guarantee was inadvertently omitted from the solicitation and added this Amendment 0003.

36. Q: Section C Contract Clauses: 52.228-16 Performance & Payment Bonds, page 58:

a) Will a Performance Bond be required for all periods of performance or just the base year award?

b) What is the amount of the bond to be provided, i.e., 5%, 10%, etc. of base year proposed price?

c) Please confirm that a Bid Bond is not required.

A: See response to Question 35.

37. Q: Section C Contract Clauses: 52.228-16 Performance & Payment Bonds - Other Than Construction: Please confirm it is the Government’s intention that Contractors obtain a performance bond for this contract.

A: Confirm.

38. Q: Section C HSAR DEV 15-0lA Safeguarding of Sensitive Information (MAR 2015):

Section C – Contract Clauses 15-01A Safeguarding of Sensitive Information (MAR 2015):

Please confirm if an Authority to Operate (ATO) will or will not be required under this contract. Does the current contractor maintain an ATO under the current requirement?

A: All sensitive information will be contained or stored on GFE (computer systems).

No sensitive information is to be contained or stored in a Contractor IT system. No ATO is required at this time; the current requirement does not have the requirement for an ATO.

39. Q: Section C HSAR DEV 15-0lB Information Technology Security and Privacy

Training (MAR 2015): Paragraph (1): States that “initial training certificates for each Contractor and subcontractor employee shall be provided to the Contracting Officer' s Representative (COR) not later than thirty (30) days after contract award.” This is a four part question:

a. Does this clause include all contractor staff or only the staff that will require access to sensitive information in the performance of their function?

b. Please list the current positions (not individual personnel) that require said training under this contract.

c. In the event that applicable contractor staff will require this training but are not in the contractor’s employ during the thirty day period after contract award, will the contractor be allowed to furnish proof of this training 30 days after start of performance instead?

d. If the requirement for furnishing of certificates within 30 days of award is not relaxed in the above mentioned circumstances what penalty, if any, for non-compliance will be assessed against the contractor?

A: Question a: Only the staff who will require access to sensitive information in the performance of their function; Question b: Project Manager, Alternate Project Manager, Maintenance Manager, and Word Processors; Question c: See Paragraph (b)(1) of the referenced clause.

40. Q: Section C HSAR 3052.215-70 Key personnel or facilities (DEC 2003): Section C.

3052.215-70 Key personnel or facilities (DEC 2003): Section states the key personnel are the: Primary Project Manager, Assistant Project Manager, Quality Control Manager, Maintenance Manager while PWS 1.10 includes a Certified Locksmith as one of the Key Personnel, which is correct? If the former is correct and not the latter please confirm that the contractor is not required to designate a Certified Locksmith in its proposal.

A: See revised PWS included in this Amendment 0003.

41. Q: PWS Part 1: Paragraph 1.4.a states pre-employment screening will be performed by the contractor. Are we expected to perform any of the same checks that FLETC will conduct in 8.24 Physical and Personal Security Requirements? I.e., NACI, State driver databases, criminal background checks, etc.

A: See Section 8, paragraph 8.24.2, Access to FLETC Facilities by Contractor Personnel. Additionally, this clause and related security forms have been revised and are included in this Amendment 0003.

42. Q: PWS Part 1: PWS 1.6.c, Holidays, page 78: States that on occasion Federal holidays will be declared normal training days and full Contractor performance will be required. How will reimbursement be made for the premium the Contractor must pay their staff for work on a Federal holiday?

A: The onus is on the contractor to ensure all costs associated with work performed under this requirement are captured in pricing submission.

43. Q: PWS Part 1: PWS 1.7.b, Contractor Personnel, page 79: States contractor personnel must wear uniforms that identify the company.

A.) Are both pants and shirts to be provided to staff or just shirts?

A: The onus is on the contractor to determine the appropriate uniform for its employees in accordance with Part 1, paragraph 1.7 and Part 4, paragraph 4.6. and with CO/COR approval.

44. Q: PWS Part 1: On page 82, 1.10.4 Certified Locksmith, para c. “…the maintenance and repair of lock and key systems.” What type(s) of lock and key systems are currently installed in the dormitory buildings and rooms? (e.g., card keys, hard keys, etc.)

A: See revised Part 3 included in this Amendment 0003.

45. Q: PWS Part 1: PWS 1.10.4.c, Certified Locksmith, page 82: States the Locksmith must be on-site from 7:00 a.m. until 4:00 p.m. weekdays AND be available 24 hours per day including weekends and holidays. A majority of locksmith related calls occur afterhours which will result in substantial overtime for this position.

A.) Are calls outside the 7am – 4pm M/F core hours reimbursed outside the firm-fixed price such as through a Service Work Request?

B.) If after hours calls are not separately reimbursed, in order to adequately estimate this cost please provide the historical number of after-hours calls received for locksmith duties and the average duration of the call.

A: Question A) The onus is on the contractor to ensure all costs associated in the performance of this requirement are captured in the pricing submission; Question B): See revised Technical Exhibit 1C, Service Calls included in this Amendment 0003.

46. Q: PWS Part 1: PWS 1.11: Requires the contractor to provide personnel to

“accompany regulatory inspection or review” teams as well as participate in responding to all requests. Please provide the average annual amount of inspections or reviews that occur as well as the hours contractor staff spend supporting this requirement.

A: This information is not available.

47. Q: PWS Part 1: PWS 1.11, Inspection by Regulatory Agencies, page 82: States the

Contractor must provide personnel to accompany regulatory inspection/review teams as well as participate in responding to all requests.

A.) Please provide the average number of times this will occur annually and the average number of hours the Contractor will spend in support of this requirement.

A: This information is not available.

48. Q: PWS Part 1: PWS 1.13c: States that “Misconduct of occupants, on or off FLETC property is grounds for dismissal and must be reported. The Contractor shall provide a written statement from the employee witnesses identifying and explaining any infractions committed by the occupants.” Please define “occupants” and “misconduct” in this context. Is this requirement to be construed to require the contractor to report to the government what activities or actions it or its staff observe occupants engaging in outside the FLETC premises? What liability for litigation is transferred to the contractor in the event the contractor reports misconduct occurring off-center by occupants. For instance, there are many standards of misconduct the FLETC is likely to have that do not apply to occupants in their capacity as private citizens. If the contractor reports said misconduct to the FLETC and said report results in financial loss or “harm” to the offending individual will the Government Indemnify the contractor for any legal liability should the offending party choose to litigate?

A: Paragraph 13c&d have been removed. See revised Part 1 included in this Amendment 0003.

49. Q: PWS Part 3: On page 93, is the Offeror responsible for the custodial services for the public areas in Bldgs 185, 186 and 187?

A: Yes, for areas currently available.

50. Q: PWS Part 3: On page 93, is the Offeror responsible for the (preventive) maintenance and repair of the equipment in Exercise Rooms in Bldgs 185, 186 and 187?

51. Q: PWS Part 3: PWS 3.1 a.: States the Government “will provide heating, air conditioning, lighting, ventilation and utilities. All other facilities, services, equipment and supplies are the responsibility of the Contractor.” What “other facilities” will the contractor be required to provide. If specifics are not known then please list what facilities the current contractor provides.

A: No other facilities are required.

52. Q: PWS Part 3: PWS 3.1 c: Does the current contactor provide any facilities or installations of its own? If so what size are they and what function do they serve?

53. Q: PWS Part 3: PWS 3.1 d: States “The identification of any hazardous conditions does not warrant or guarantee that no possible hazards exist, that the workaround procedures shall not be necessary or that the facilities as furnished shall be adequate to meet the responsibilities of the Contractor.” Are the facilities provided by the Government currently “adequate” to meet the responsibilities of the contract? It was noted on the site visit that the lease dorms are not habitable. Will all these hazards be resolved and renovations completed prior to contract award? If these facilities will not be operational upon award what responsibility will the incoming contractor have to bring these facilities back on line? If the contractor is responsible to bring these facilities back on line after contract award will the cost associated with those operations be reimbursed by the Government or be the responsibility of the contractor as a part of its Firm Fixed Price. If these tasks will be a part of the contractor’s FFP please identify the tasks that the contractor will be responsible for so that these tasks may be estimated properly and added into the FFP.

A: The contractor is not responsible for bringing any ‘facilities’ back on line unless an Act of God occurs such as hurricane, etc. Any assistance required by the dorm contractor to bring dorms back on line in those instances will be negotiated at that time as it pertains to the area of responsibility of this requirement.

54. Q: PWS Part 3: Page 93 of 231, you begin providing information on each of the buildings as to their composition. You tell us the room, size of the room and what it is used for and in what building. What we do not see is the composition of the floor covering for each of these areas. We cannot find the information telling us if it is carpet, vinyl tile, concrete, ceramic tile, etc. Please clarify because it will determine the method used to maintain.

A. See revised Technical Exhibit 1A included in this Amendment 0003.

55. Q: PWS Part 3: Page 93 of 231. In reviewing the information provided and the description of the various areas within the buildings we do not see any designation for corridors or hallways. Please clarify.

A: See revised Part 3 and Technical Exhibit 1A included in this Amendment 0003.

56. Q: PWS Part 3: PWS 3.2 f: If the swimming pools themselves are serviced under a different contract what maintenance is required in the pump houses for the pools under this contract?

A: Maintenance of the swimming pools are not controlled by the pump houses and is not part of this PWS.

57. Q: PWS Part 3: PWS 3.5.b, GFP, page 98 states: The Contractor shall replace the maintenance GFP listed in Attachments 4a, 4b and 4c and will invoice the actual cost of replacement items through the SCWR process.

A.) Please confirm that the items in these attachments will be reimbursed in full without application of the $3,000 contractor obligation stated in paragraph 5.30.1.b applicable to SCWRs.

B.) If it is the Government’s intent to apply the $3,000 contractor obligation to these SCWRs before any reimbursement is made, please provide the number of SCWRs issued/performed that were $3,000 or below and the total dollar amount for those SCWRs for Fiscal Years, 2012, 2013, 2014, 2015 and 2016 so that contractors can fully understand the magnitude of purchases each year for which it will be responsible to adequately propose and price this requirement. This information should be available to the Government to provide.

C.) Please confirm that once the $3,000 threshold is met that the full cost is reimbursed to the contractor. For example, if the SCWR is $3,010 the Government will reimburse the Contractor $3,010?

D.) If full reimbursement is not made once the threshold is met, please provide the number of all SCWR’s issued in FY12, FY13, FY14, FY15 and FY16 and the costs.

A: Question A): No, see revised Part 5, paragraph 5.30 included in this Amendment 0003; Question B): See revised Technical Exhibits 1A and 1E included in this Amendment 0003; Question C): Confirmed; Question D): See revised Technical Exhibits 1A and 1E included in this Amendment 0003.

58. Q: PWS Part 3: PWS 3.5.c, GFP, page 98: The Contractor shall replace all custodial/housekeeping GFP, Part 9, Attachment 4d when necessary because of loss, damaged, worn, torn, breakage or obsolescence until the inventory has been depleted.

Afterwards, the Contractor shall be responsible for the replenishment of items listed as GFP, Part 9, Attachment 4c as Contractor-Furnished Property (CFP), Part 3, and Part 9, Attachment 6. Please confirm which Attachment, 4d or 4c, the contractor will be responsible for replacing once inventory has been depleted?

A: See revised Part 3 included in this Amendment 0003.

59. Q: PWS Part 3: PWS 3.5.c., GFP, page 98: States the Contractor will provide the Government-furnished Property listed in Attachment 4d once the current inventory is depleted.

A.) Once the stock is depleted and the contractor begins to procure these items, are the costs reimbursed under an SCWR or under CLIN xxx7AB?

B.) Will the government provide the current space where these items are stored to the contractor for continued storage of such items once they are procured by the contractor? Will such space be adequate?

C.) Will the Government assess the $3,000 contractor obligation stated in paragraph 5.30.1.b to replacement of items in Attachment 4d?

D.) If it is the Government’s intent to apply the $3,000 contractor obligation to every SCWR before any reimbursement is made, please provide the number of SCWRs issued/performed that were below $3,000 and the total dollar amount for those SCWRs for Fiscal Years, 2012, 2013, 2014, 2015 and 2016 applicable to Attachment 4d so that contractors can fully understand the magnitude of purchases each year for which it will be responsible to adequately propose and price this requirement. This information should be available to the Government to provide.

E.) Please confirm that if the $3,000 threshold is applied that once it is met then the full cost is reimbursed to the contractor. For example, if the SCWR is $3,010 the Government will reimburse the Contractor $3,010?

F.) If full reimbursement is not made once the threshold is met, please provide the number of all SCWR’s issued in FY12, FY13, FY14, FY15 and FY16 and the costs.

A: Question A): See response to Question 58 and revised Schedule B included in this Amendment 0003; Question B): Yes space provided is adequate, see also revised Part 3 included in this Amendment 0003; Question C): See response to Question 58 and revised Schedule B included in this Amendment 0003; Question D): See revised Technical Exhibit 1A included in this Amendment 0003; Question E): Confirm;

Question F): See revised Technical Exhibit 1A included in this Amendment 0003.

60. Q: PWS Part 3.5: On page 99, Property Custodian / Alternate Property Custodian

i. Can these personnel dual-hatted? For example, can the APM perform as an Alternate Property Custodian?

ii. Is the mandatory annual training reimbursable?

A: Question i: The PM is a full time position and may not be dual hatted or carry collateral titles. The APM and QC positions are also full time positions and may not share other key management duties but may hold collateral titles such as key control officer, safety officer, property custodian, environmental coordinator, etc.

The Maintenance Manager, also a full time position, may not be any of the other key managers nor be the Locksmith, however, may hold collateral titles such as those described for the APM and QC positions in this paragraph. Question ii: There is no cost associated with the FLETC provided annual training. See also Paragraph 3.6.

61. Q: PWS Part 3.5: PWS 3.5 a: States that “The GFP Inventory will not be construed as sufficient or adequate to meet the requirements of the contract; the Contractor shall provide any additional or state of the art equipment, as well as consumable and general office supplies needed to perform the requirements of this contract.” This is a multipart question:

a. Please define “state of the art” as it is meant in this clause.

b. What requirements under this contract is the GFP sufficient or adequate to meet?

c. What additional equipment/inventory is the contractor required to provide?

d. What additional equipment/inventory is provided by the current contractor?

e. Is it expected that the contractor provided equipment or inventory will change from the current contract to this new requirement, i.e. are there any equipment requirements in this RFP that are different from the current contract since there are numerous new requirements in the contract?

A: Question a: See revised Part 3 included in this Amendment 0003; Question b & c:

The requirements stated in the PWS; Question d & e: The onus remains with the offeror to determine equipment/supply needs and cost allocation to support the requirements of this requirement.

62. Q: PWS Part 3.5: PWS 3.5 b, c & d: This is a multipart question:

a. What are the current par levels?

b. Are the current “equipment/parts/supplies” in good and operable condition “as determined by the CO” or will new items need to be purchased via SCWR at the start of the new contract?

c. Please provide the dollar amount and number of items the contractor must purchase at its own expense under 3.5 paragraphs a,b,c, and d (if any), i.e. provide the non-government reimbursed amount for these items that the contractor should include in its

FFP.

A: Question a: See revised Technical Exhibit 1D for the Maintenance PAR levels included in this Amendment 0003; Question b: Yes, current items are in good and operable condition; Question c: See revised Technical Exhibit 1, Attachments 4A-D, Part 3 included in this Amendment 0003.

63. Q: PWS Part 3.5: PWS 3.5 e: Please provide the historical data for the amount of consumables, including paper, used by the two GFP printers?

A: Historical data not available.

64. Q: PWS Part 3.5: PWS 3.5 e: Are the GFP printers maintained by the contractor or are they covered by a separate contract or sub-contractor that maintains the equipment?

A: The GFP printers are maintained by the Government.

65. Q: PWS Part 3.5: PWS 3.5 e: Are any other computers or equipment required to perform contract requirements or are all contractor provided computers and printers optional? That is, will the government require the contractor to provide computers or printers in direct support of contract requirements?

A: The onus remains with the contractor to determine equipment/supply needs and cost allocation to support the requirements of this requirement.

66. Q: PWS Part 3.5: PWS 3.5 g: States “The Contractor shall prepare and submit to the CO within ten (10) business days after commencement of the contract performance an existing Deficiency Report. Deficiencies requiring corrections in order to bring the buildings/facilities, related utilities, and/or specialty equipment to an efficient operating condition shall be listed in the Deficiency Report. The report shall list deficiencies noted during the joint inspection that would require corrections to bring the buildings/facilities, related utility systems, and/or specialty equipment up to an acceptable operable condition.

The Contractor shall be responsible for making repairs authorized by the CO after review of the Deficiency Report. These repairs are specified in the PWS. The Government will be responsible for collecting any other deficiencies, using such means as it deems appropriate.” It was noted on the site visit that numerous areas are not up to the maintenance standards and pleasing appearance levels required in this contract, (e.g. the plumbing and electrical fixtures in the maintenance chases, and the flooring in many of the main campus facilities etc. are clearly not up to standard). As all existing deficiencies are not known at this time such costs cannot be estimated in the Firm Fixed Price. Please confirm that the labor, materials and other costs associated with correcting deficiencies will be reimbursed under an SCWR without the $3,000.00 contractor responsibility.

A: See revised Part 3 included in the Amendment 0003.

67. Q: PWS Part 3.5: PWS 3.5 h: Please confirm that the statement “All authorized repairs shall be completed by the Contractor and paid for as specified in the PWS” will be reimbursed through an SCWR without the $3,000.00 contractor responsibility for any pre-existing deficiency identified in the deficiency report.

A: See response to Question 66.

68. Q: PWS Part 3.5: PWS 3.5 J: Please confirm that these SCWRs will not have the

$3,000.00 dollar contractor responsibility.

A: See response to Question 66.

69. Q: PWS Part 3.6: On page 100, Government Furnished Services.

i. Are all the training listed under this section reimbursable?

ii. Would any of the training be scheduled during the normal work hours?

iii. If so, would these hours still be compensable?

A: Question i: See Part 3; Question ii: Yes; Question iii: No.

70. Q: PWS Part 3.6: PWS 3.6 a. (1) IT Security Awareness Training: How many contractor employees will require this training?

A: Any contractor employees with access to the FLETC Network.

71. Q: PWS Part 3.6: PWS 3.6 d: States “The Government will also provide a drum-like container for disposal of all aerosol cans, light bulbs, ballasts, batteries, and electric boards. The Contactor shall place these items inside drum(s) for removal by Environmental Safety Division (ESD).” Is it expected that contractor custodial staff are to go through all refuse/trash disposed of by students, instructors, FLETC personnel and others in search of these items? Such a requirement would be a possible health/safety risk and extremely time consuming.

A: The contractor shall comply with Part 6, paragraph 6.7.

72. Q: PWS Part 3.6: PWS 3.6 d: States “…but it is the responsibility of the Contractor to ensure that all cardboard, no matter its condition, be placed inside this container and not in the Government provided dumpsters.” How is the contractor expected to prevent students, instructors, government personnel and others from placing cardboard in the dumpsters?

A: See response to Question 71.

73. Q: PWS Part 3, Paragraph 3.6: There are requirements for training completion in the following areas: Active Shooter Threat Training, Hazardous Waste Training.

Question 1: Is the government providing this training?

Question 2: What frequency and how many hours are employees expected to be in these training programs?

A: See Part 3.

74. Q: PWS Part 4, Paragraph 4.6: PWS 4.6 c.: States “The Contractor shall advise the CO/COR of any civil or internal disciplinary actions taken.” Please confirm that the Government requires notification of all oral and written disciplinary actions taken by the contractor against its own staff; to include disciplinary actions for tardiness, personal hygiene, violation of internal company policies etc.?

A: See revised Part 4 included in this Amendment 0003.

75. Q: PWS Part 4, Paragraph 4.8: How many vehicles are on the incumbent contract?

What are the vehicles used for?

A: The onus remains with the contractor to determine equipment/supply needs and cost allocation to support the requirements of this requirement.

76. Q: PWS Part 4, Paragraph 4.8: PWS 4.8, Contractor Vehicles, page 105: Are contractor furnished vehicles required to be American made?

77. Q: PWS Part 5, Paragraph 5.1: Are there break rooms available for employee use?

78. Q: PWS Part 5, Paragraph 5.1: Is there an employee break area?

79. Q: PWS Part 5, Paragraph 5.2: Is there a laundry facility available for bed and bath linens on site? Based on the site visit we did not see any.

80. Q: PWS Part 5, Paragraph 5.2: Who currently provides laundry services, can you provide the address and phone number of the vendor?

A: Terry & linen service: Resort Services Inc (RSi), Post Office Box 295, Bluffton SC 29910, (843) 757-3701; Spreads, blankets, shower curtains cleaning service:

Golden Isles Linen Service, 5071 Blythe Island Hwy, Brunswick GA 31520, (912) 262-6567.

81. Q: PWS Part 5, Paragraph 5.2: Will the government provide a safe way to move bed linens, towels, and bedspreads to all 3 floors on the main campus without the use of elevators?

A: No, this is contractor responsibility for accomplishing this task.

82. Q: PWS Part 5, Paragraph 5.2: PWS 5.2 b. Special Alternate Cleaning: Please provide the historical weekly average of Special Alternate Cleaning assignments, i.e.

how many rooms are cleaned per week under this designation.

A: No historical data available.

83. Q: PWS Part 5, Paragraph 5.2: PWS 5.2 c. Alternate Weekend Cleaning: States “All work shall be completed by 4:00 p.m.” Is there a start time in which weekend work can begin or can work be conducted any time before 4:00 p.m. on the weekends?

A: See revised Part 5 included in this Amendment 0003.

84. Q: PWS Part 5, Paragraph 5.2: PWS 5.2 c. Alternate Weekend Cleaning: By what criteria will the contractor judge whether weekend cleaning is necessary? If weekend cleaning is found to be necessary after 2:00 p.m. on the Thursday preceding the weekend will the required weekend cleaning be reported at that time to the CO/COR and performed the following weekend?

85. Q: PWS Part 5, Paragraph 5.2: PWS 5.2 c. Alternate Weekend Cleaning: Please provide the weekly average of alternate weekend cleaning that takes place.

A: See revised Technical Exhibit 1A included in this Amendment 0003.

86. Q: PWS Part 5, Paragraph 5.2: PWS 5.2 d. Late Departures: Please provide the weekly average of late departures.

A: No Data available.

87. Q: PWS Part 5, Paragraph 5.2: PWS 5.2 d. Late Departures: Does the late departure cleaning requirement include weekends or is this only performed on regular weekdays?

A: See response to Question 84.

88. Q: PWS Part 5, Paragraph 5.3: Page-107—5.3.1 Specific Custodial Service – The contractor will perform all laundry service off site. Please clarify what items the contractor responsible for laundering.

A: See Part 5.

89. Q: PWS Part 5, Paragraph 5.3: Paragraph 5.3.1, a - Specific Custodial Services. It states that all laundry services shall be performed off site. Where are they currently being performed?

A: See response to question 80.

90. Q: PWS Part 5, Paragraph 5.3: Paragraph 5.3.1, b - It states we are to provide bath linens for every day of the week, can we leave bath linens on Friday for the weekend or do we have to replace the linens on weekends and holidays?

A: See Part 5.

91. Q: PWS Part 5, Paragraph 5.3: PWS 5.3.1 e. Draperies: States, “Draperies shall be steam cleaned annually or more frequently as necessary or at the request of the CO/COR.” Since it is possible that draperies may require steam cleaning more than once annually please provide the average number of draperies steam cleaned annually.

This number is expected to be more than the total number of draperies as some draperies will be cleaned more than once per year.

92. Q: PWS Part 5, Paragraph 5.3: PWS 5.3.1 f. Fabric and Vinyl Covered Furniture:

How often shall Fabric and Vinyl covered furniture be cleaned?

93. Q: PWS Part 5, Paragraph 5.3: PWS 5.3.1 f. Fabric and Vinyl Covered Furniture:

How many pieces of Fabric and Vinyl covered furniture are there in each room? If number of pieces varies per room please provide the breakdown of pieces per type of room. And what is the frequency of the cleaning for each type?

A: Questions 1 & 2: Data not available; Question 3: See revised Part 5 included in this Amendment 0003.

94. Q: PWS Part 5, Paragraph 5.3: Paragraph 5.3.1.g. (1): Currently trailer 708 is used for storage and has very little open space or room not used in the storage of materials thereby limiting the amount of cleaning possible without significant effort in moving stored materials in and out for cleaning. As such please delineate the cleaning required for trailer 708 (e.g. simple spot cleaning and trash removal or in depth cleaning as in other buildings listed).

A: See revised Part 3 and Part 5 included in this Amendment 0003.

95. Q: PWS Part 5, Paragraph 5.3: PWS 5.3.1 g (2): Indicates that there are windows in buildings 95 and 96 that are not accessible from the ground and must be cleaned weekly, while section 4 of technical exhibit 1a shows that there are no windows in these buildings that are not accessible from the ground. Please clarify.

96. Q: PWS Part 5, Paragraph 5.3: PWS 5.3.1 g: States “Windows, glass, and metal surfaces shall be clean, free of dust, dirt, grime, streaks, grease smears, spider webs, and fingerprints at all times. Metal and glass surfaces, including all surfaces on entrance doors, windows (interior and exterior that are accessible without a lift), partitions, pictures, television screens, etc.” While it is understood that the government desires these areas to remain clean, this requirement as written above is impossible. For instance, if a room is cleaned at 10 a.m. and a room is inspected at 2 p.m. it is highly likely and probable that such areas as listed will be found to be dirty. Please advise.

97. Q: PWS Part 5, Paragraph 5.3: PWS 5.3.1 h. Spot Cleaning: States, “The Contractor shall notify the COR of any stain that cannot be removed after cleaning. The COR will determine whether a stain will be deemed as permanent.” If a stain is not deemed permanent but cannot be removed what procedure is followed?

98. Q: PWS Part 5, Paragraph 5.3: PWS 5.3.1 i. Floors and Floor Mats: States, “The Contractor shall move chairs, trash receptacles, and easily moveable items to clean underneath to perform sweeping, vacuuming carpet, resilient tile floor stripping, waxing, and shampooing of the floors at no expense to the Government using the highest commercial industry standards.” Please confirm the government’s intention by “no expense to the government”. Is this to be understood that such cleaning is to be bid in the overall firm fixed price and not separately or that the government expects said work to be performed gratis?

A: The onus remains with the contractor to ensure all costs associated in the performance of this requirement are captured in the pricing submission.

99. Q: PWS Part 5, Paragraph 5.3: PWS 5.3.1 i. Floors and Floor Mats: States “At a minimum, cleaning shall be performed quarterly and/or at the request of the CO/COR.”

Please provide the average amount of cleanings requested by the CO/COR above the

“minimum” in a given year (This information is not provided in the historical information attachment). If no average can be given, is the contractor to bid only quarterly floor cleanings and charge separately for additional requests as they arise?

A: See Revised Part 5 included in this Amendment 0003.

100. Q: PWS Part 5, Paragraph 5.3: PWS 5.3.1 i. Floors and Floor Mats: States “While vacuuming carpets, if tears, burns, and unraveling are discovered, the Contractor shall provide this information to the attention of the COR”. Once informed of the above damage it is assumed that COR will determine whether repair or replacement is needed.

Is the contractor required to cover the cost of the repair or replacement or will the Government reimburse the contractor for said repair or replacement? If the contractor is required to cover the cost, please provide the historical data so that bidders can accurately estimate that cost.

A. The Government will be responsible for replacing carpet under Part 5; historical data is unknown.

101. Q: PWS Part 5, Paragraph 5.3: PWS 5.3.1 i. Floors and Floor Mats: States “At no time shall the Contractor allow water to puddle or accumulate on the floor, to include the corners.” This is a multipart question:

a. Is accumulated water, due to flooding, or other non-occupant caused accumulation, a common occurrence? If so describe the types of accumulation that apply in this context and where they apply.

b. Is it to be assumed that this clause requires the contractor to prevent water from accumulating on all floors or just during cleaning operations?

c. Is it to be assumed that the contractor must clean or remove accumulated water once noticed? If the contractor is required to remove once noticed, what time period does the contractor have to remove the accumulation before said accumulation will be deemed as a deficient service?

d. Is the contractor held responsible or deemed to be providing a deficient service if water that is allowed to accumulate in occupied rooms that the contractor does not become aware of until after the water has accumulated? For instance, if an occupant spill liquids in their room and does not report said spill and the contractor is not made aware of it until after the it has accumulated is the contractor held responsible?

102. Q: PWS Part 5, Paragraph 5.3: PWS 5.3.1 i.