Questions-answer_round_1-_amendment_2.pdf

Solicitation ID08140013 Amendment 2

Questions and Answers

1. Question: Is this a follow-on requirement? If so, could you please provide the incumbent contract number for this opportunity?

If not, is this a new requirement?

Answer: Yes, this is a follow-on requirement and the base IDIQ contract numbers are

a) GS08T10BPD0223

b) GS08T10BPD0224

c) GS08T10BPD0225

2. Question: During the Industry Day it was discussed that one or more of the regions would possibly be set aside for small business? Will there be any regions set aside for small business?

Answer: This requirement is not set aside.

3. Question: Equipment list for Guam CDC is missing. Please clarify the list we are to use to bid.

Answer: The government has posted amendment 1 to this solicitation correcting this issue and adding the Guam CDC equipment list to Appendix 2.

4. Question: Does the Bi-annually mean every other year or two times a year?

Answer: Bi-annually by definition means twice per year. Please see amendment 1 to solicitation for updated Appendix 3 PM Tasks.

5. Question: Please clarify the frequency schedule (i.e. Monthly, Semi-Annual, Annually, and

Bi-Annually). It appears that the description is in the monthly column; therefore monthly frequencies are not being utilized.

Answer: Please see amendment 1 to solicitation for updated Appendix 3 PM Tasks.

6. Question: Will the lighting requirements be the same for Central Distribution Center (CDC) as it is stated for commissaries? CDC has many industrial warehouse lights; would those lights be on a 48 month replacement program?

Answer: All commissary sites including the Guam CDC will be on a 48 month replacement program.

7. Question: CLIN 101AB lists Albany MCLB as a Commissary location in MG8; appears to be an error. Please clarify.

Answer: Albany MCLB is not in MG 8. This was an administrative error and should not be quoted in MG 8. Albany MCLB is in MG 1 and should be priced in MG1.Pricing list has been updated as attached.

8. Question: To clarify, scheduled PM’s are for equipment listed on equipment list and should store have additional equipment not listed on equipment list then that equipment would not be included in proposal.

Answer: Scheduled PMs are for equipment listed on equipment list and should be included in the proposal. Should a store have additional equipment not listed on equipment list then that equipment would not be included in proposal.

9. Question: Please clarify how UM is priced? (Time & Material or other)?

Answer: Unscheduled Maintenance is priced via Firm Fixed pricing using the Technical

Instruction (TI ) process described.

10. Question: Please clarify what Material Handling Fee means? (I.e. equipment supplied by

DeCA and installed by contractor will have a material handling fee), if so, what is that percentage (installation price or the price DeCA paid for the equipment?)

Answer: Material Handling Fee include the costs of such items as raw materials, parts, sub-assemblies, components, and manufacturing supplies, whether purchased or manufactured by the contractor, and may include such collateral items as inbound transportation and in-transit insurance. The percentage is to be quoted competitively in your proposal as noted in the price schedule.

11. Questions: Attachment 1-Price Schedule MG8 Task Order In reference to CLIN numbers 101G, 101H, 101I and 101J, how do you want the price structured for these line items? Do you want a projected cost based on the equipment list with a projected number of calls?

Answer: Yes, please provide a projected cost based on all information provided (Appendix, Attachments, RFP) These won’t be “projected”these are the TIs correct?

12. Question: Attachment 1-Price Schedule MG8 Base IDIQ Should the Facilities Equipment

Management line item be a monthly billable amount? Or should it be priced in the labor burden?

Answer: The Facilities Equipment Management line item should be priced fully burdened at hourly rate as noted on the spreadsheet. Fill in applicable labor categories your company may use in this area for Task Order use.

13. Question: Section 2.3 – In paragraph 2 it states that “potential future CONUS sites within its respective maintenance group” as listed in Appendix 1. Are these potential sites note in Appendix 1? If so, how are they noted?

Answer: Those potential sites are not noted in Appendix 1. The “potential future sites” are yet to be determined. However, the government does reserve the right to add or delete sites at a later date within the states/territories of the respective Maintenance Groups. Such changes may result in a change in price in consideration of such change.

14. Question: Section 2.3.4.a – “The requirement established in the TI will be solicited, quoted, and awarded as a FFP Task Order” Will this TI be solicited to only the respective MG contractor or go out for multiple external bids?

Answer: Just like on the services side of the house, on the construction side of the house the CO will solicit a quote from the contractor who was awarded the contract for that Maintenance Group.

15. Question: Appendix 3 Minimum PM Task requirements – The tables appears to have been description in the “Monthly” frequency column with “X” s in the “Bi-annually” and other columns. Can you explain or correct this to reflect the requested minimum frequency for the task?

Answer: Please see the amendment 1 to solicitation amending/correcting Appendix 3 PM Tasks.

16. Question: Appendix 2 – Facilities Equipment List – There appears to be missing data for Refrigeration and HVAC equipment at many locations. This is important to determine the expected work and refrigerant demands. Is this intentional, not to be estimated in the work scope or can this detail be included?

Answer: The Facilities Equipment List’s may not be all en-compressing but it is the known equipment list for each facility by the government at this time.

17. Question: Throughout the RFP the Government uses words such as “PM work orders”, “service requests”, “TIs - Technical Instructions” – Is there a difference, if so, can the Government explain the difference?

Answer: A Technical Instruction (TI) is a work order which is unscheduled maintenance.

PM work orders are preventative Maintenance work orders.

18. Question: Storage space - Will secure storage space for materials and local stock be provided for the contractor at each site?

Answer: The government does not have the resources/space to store materials on site

19. Question: From Attachment 5 – Past TI data, some data appears to be missing. Will the Government provide the missing data, or explain why TI data is missing in some of the columns? NOTE: The following table was part of the question posed.

Refri g

HVA

C

Plu mb

Ele ct

Gen M

SM

P

Door s-A

Lig ht

Fir e

Door s-R ro of loc k

MG

X x x x x x x x

MG

X x x x x x x x

MG

X x x x x x x x

MG

X x x x x x x x

MG

X x x x x x x x

MG

X x x x x x x

Answer: Attachment 5 Past TI data reflects only the top categories of TIs over a five year period for each maintenance group.

20. Question: RFP Section 7.10, page 77: “Proposal Package will be submitted electronically and files appropriately/clearly named.”Can you please clarify if by “Electronically” the government means Email submission or CD-ROM/DVD shipped? If Email, is there a maximum file size limit or a limit on the number of emails for the proposal package?

Answer: Email submissions only will be accepted. Attachments over 5MB may be accepted but may not download through the GSA server until the next day-- plan accordingly.

21. Question: RFP Section 7.10, page 77: Can the cover letter, forms, and reps and certs be submitted in a separate file that is not included in the page count of Part I? Or where should these be included?

Answer: The cover letter forms and reps and certs may be provided in separate files and are not included in the page count.

22. Question: If exceptions are noted, in which section should they be noted?

a. RFP Section 7.10, page 77: “Offerors must clearly identify any exception to the solicitation terms and conditions and provide complete accompanying rationale.”

b. RFP Section 7.12, page 79: “Exceptions and Deviations: The offeror shall identify and explain any exceptions or deviations taken to any part of the solicitation or conditional assumptions made with respect to the technical requirements of the solicitation.”

Answer: Offerors should note any deviations/exceptions in the cover letter or cover letter attachment along with the referenced paragraph or section of the RFP for which it applies.

Such a cover letter/attachment is not part of the page count.

23. Question: Paragraph 7.10 states "If an Offeror wishes to be considered for award for more than one (1) Maintenance Group, the Offeror must clearly identify which MG for which they are proposing. Offerors are cautioned that if their proposal includes multiple MGs, Offeror should clearly tailor each applicable portions of their proposal package to each MG." This requirement significantly impacts the amount of space the offeror has to respond to all of the requirements within the 50 page limit of the Technical/Management approach. To meet RFP evaluation requirements, the offeror must provide (as a minimum), additional organization charts, key personnel qualifications, resumes, and project summaries specific to each MG. In some cases, it may be required to include additional milestone charts to reflect multiple transitions. For each MG proposed there is an exponential impact on page space and the ability to address each of the subfactors. In addition, this creates an unfair competitive advantage for offerors that bid one or fewer MGs, since they have more pages to address the technical/management requirement.

Would the government consider one of the following options:

1. Exclude, organizational charts, key personnel resumes, transitions schedules, and project summaries from the page count, or

2. Provide additional page count for each MG proposed

Answer: The 50 page limit requirement is per IDIQ submission and per maintenance group submission which will include organizational chart, key personnel etc. For example, a proposal may be up to 150 pages if you are proposing for the base IDIQ and for Maintenance Groups 1 and 5- 50 pages each.

24. Question: CLINS 101G Unscheduled Repairs(Sustainment), 101H Emergency Repairs(Sustainment), 101I Unscheduled Repairs(CEIP), & 101J Repair/Alteration Projects(Minor Construction). In Attachment 1 Price Schedule, it appears that the offeror is required to provide a yearly Fixed Price amount for these services for each store. These services are currently provided using the TI Process. Will these services continue to be performed utilizing the TI process or is it the governments intent for the offeror to provide an annual fixed price amount for these CLINS and if so will additional pricing guidance provide annual quantities, dollar amounts and classification per store?

Answer: CLINS 101G, 101H, 101I, and 101J in the Price Schedule for each MG task order worksheet will be priced using the TI process. There is no need to fill in a price for these CLINs in your proposal. See updated Price Schedule. Task order worksheets were updated.

25. Question: Can the Government clarify which sections of the proposal fall within the 50 page limitation? Under 7.10, the page limitation applies to the Technical/Management Proposal.

Under 7.12, Subfactor 1 is identified as Management Approach and Subfactor 2 is identified as Technical Approach. Is the intent to consider Subfactor 1 and 2 as the "Technical/Management Proposal" and subject to the 50 page limitation? If that is the case, will Subfactor 3 Experience, Subfactor 4 Experience, and Evaluation Factor 2: Past Performance fall outside of the 50 page limit? This would seem to be logical since these latter section are composed primarily of resumes, project summaries, and references.

Answer: The 50 page limit requirement is per Base IDIQ and per maintenance group submission. Please reference Paragraph 7.10 page 78. This page limit shall be inclusive of all parts of the Technical proposal. The price submittal is not part of the page limit and is submitted in the Excel format provided.

26. Question: What should be included in the Material Handling Fee %?

Answer: Material Handling Fee include the costs of such items as raw materials, parts, sub-assemblies, components, and manufacturing supplies, whether purchased or manufactured by the contractor, and may include such collateral items as inbound transportation and in-transit insurance. The percentage is to be quoted competitively in your proposal as noted in the price schedule.

27. Question: I see that we can add Trades & Rates to the Construction Labor Categories; can we add Trades & Rates to the Service Category as well?

Answer If you are referring to the Price Schedule, the worksheet for each IDIQ has a space to add labor categories for both services and construction type trades along with associated hourly rates.

28. Question: Will there be an LCF for each store location? Labor Trade Rates can vary drastically between cities in each of the MG’s. (Example; Great Lakes, in Chicago, IL and Shaw

AFB in Columbia, SC) An LCF would be useful to adjust these rates.

Answer: An LCF will not be used. IDIQ labor rates are the maximum rates to be used for task order quotes as noted in the solicitation. DOL wage determination rates are the minimum.

Offeror should submit competitive rates/prices for each maintenance group for which they wish to be considered.

29. Question: If there is not an OCONUS store in an MG, does the OCONUS section need to be filled out? Vice-Versa for CONUS stores.

Answer: If there is not an OCONUS site in Maintenance Group that section will not be required or evaluated and vice versa.

30. Question: In the QTY “Column C” what are you looking for? The number of pieces of

Equipment? Can we put ‘1’ in this QTY column with a Lump Sum in the UNIT PRICE “Column

C”?

Answer: If you are referring to the Price Schedule worksheet, for all Task order worksheets, the column C (QTY) should be 12 to reflect 12 months (one year) of PM services should reflect the estimated amount of equipment currently in place at each store/site. For 101G, 101H, 101I, and

101J there is no qty needed. See updated Pricing Schedule (attached to this amendment).

31. Question: How are CLIN’s 101G thru 101J to be used?

Answer: They are for unscheduled maintenance to be priced via the TI Process. Refer to updated price Schedule attached to Amendment 2.

32. Question: Are we to have clients (references) complete a write up on our past performance to submit to you?

Answer: Refer to paragraph 7.12 under Past Performance for the information required to submit. There is a list of items which much be submitted. The government may contact submitted contacts/reference.

33. Question: Who will get the work after you award your contract; the subcontractors on the old contracts or the subcontractors on your contract?

Answer: The solicitation is full and open competition. Award will be made as described in the solicitation.

34. Question: There is a requirement to provide an 8 or 4 hour person at each site per week, will this person be dedicated to handy man work only or can this person do PM and TI work?

Answer:As describe in Paragraph 2.3.13.5, this individual will perform work based on the size of the site. This resource may be used for TI or PM work outside of the SMP dedicated hours/time.

35 Question: Since the new contractor must hire the existing workers from the prior government contractor, will the government provide a list of employees tenure to help calculate vacation and benefits costs for the proposal?

Answer: There is no requirement for the new contractor to hire existing workers.

36. Question: Minimum Preventative Maintenance Task RQMTS (Appendix 3). All tasks are listed in the “Monthly” column. Are all tasks to be done monthly or is this an error?

Answer: This was an administrative error and a new Appendix 3 was made available in

Amendment 1.

37. Question: 2.3.7 Government Technical Instruction (TI) Tracking. A secure, web based ePM system will be provided by the Government to accommodate the information needs of all contract participants. Can the contractor’s web system currently in use, be shut down at the beginning of the new contract?

Answer: Yes, unless unforeseen delays. The goal is to shut down the current contract system and utilize the ePM system.

38. Question: 2.3.2 After-hours and Normal Working Hours Services, Define hours of operation, for work to be performed in by technicians, Normal Duties hours and OT hours?

Answer: Hours are described in the PWS section 2.3.2.

39. Question: 2.3.13.2 Area Service Manager, What is the frequency of inspections expected?

Answer: This paragraph does not call for inspections.

40. Question: Can we charge for Freight or Shipping on the TI in the Material Section as a separate line-item?

Answer: These costs should be included as part of the Material Handling Fee. Government request or required expedited shipping may be addressed at the time the TI is quoted/negotiated.

41. Question: Appendix 8; when re-lamping 25% of the total sq. ft. each year. After 4-years, 100% of the stores will have been re-lamped. Are we required to re-lamp another 25% in the 5th year (4th option year) of the contract?

Answer: Yes, the contractor will be required to re-lamp 25% of the total square footage in a maintenance group every year.

42. Question: Appendix 14, Page 7; the flowchart indicates that there is a $2,500.00 NTE. This contradicts the description on page 1. Which is correct?

Answer: Page one is correct. Page 7 is just a description of the types of decisions the call center will make.

43. Question: Besides at the completion of an Approved TI, when else is a DD250 Required?

Answer: A DD250 is only required to provide proof work was completed and should be attached as documentation to all submitted invoices.

44. Question: Does ALL service Requests Need an Approved Quote before any repairs can be made?

Answer: All TIs require an approved quote before work can be started.

45. Question: Please define two hour response for emergencies, does this mean phone or email or be on-site within two hours?

Answer: The two hour emergency response time means that the supplier must be on-site within two hours of receipt of notification of an emergency.

46 Question: Will the contractor be able to perform an inspection of each refrigeration system prior to contract start, and ensure that the system is leak free and contains adequate refrigerant before assuming financial responsibility for replacing/refilling refrigerant?

Answer: The Government will provide each Maintenance Group/Task order awardee the opportunity to visit sites after award during the Transition Period if the Contractor chooses to use the transition period for such inspection.

47. Question: Please clarify the definition of square footage for purposes of assigning the SMP’s. Is the 40K sq. ft. refer to total facility size, or the size of the sales floor.

Answer: The square footage for SMP purposes relates to the total square footage of the facility as noted in Appendix 1.