Amendment_6_-_Answers_to_Questions.pdf

May 29, 2015

ID08150033 - Medical Treatment Facility (MTF) Operations & Maintenance

Amendment #6 - Questions/Answers

1. Question: We respectfully request a two week extension to the proposal deadline.

ANSWER: The solicitation close date has been updated and is attached to this amendment. Offers are due on June 15, 2015 at 4:00 PM MST.

2. Question: Reference Small Business Subcontracting Plan:

If the total Contract Value is not $750,000,000, what figure should we use?

ANSWER: There is no presumption of a $750,000,000 contract value. Offerors should use their own

Price Proposals as total Contract Value when referencing Small Business subcontracting Plan.

3. Question: Reference Small Business Subcontracting Plan:

For Small Business calculations should Contractors use dollar figures based upon the total program capacity or just a proportionate share based upon numbers of awardees?

ANSWER: Offerors should use their own Price Proposals when referencing Small Business subcontracting Plan.

4. Question: Is there a requirement to submit a small business plan?

ANSWER: All large businesses must submit a Small Business Subcontracting Plan with Proposal to be eligible for award.

5. Question: Reference Small Business Subcontracting Plan:

Where should we place the Small Business subcontracting plan in our proposal?

ANSWER: A Subcontracting Plan should be submitted as a separate document along with Part 1 -

Technical Proposal and Part II - Price Proposal.

6. Question: For large businesses, is the small business subcontracting plan evaluated for award purposes?

ANSWER: All large businesses must submit a Small Business Subcontracting Plan with Proposal to be eligible for award. The Small Business Subcontracting Plan is being evaluated to determine if the Offeror demonstrates an understanding and submits a realistic plan to achieve small business goals.

7. Question: Are SBA approved Mentor/Protege's required to submit a small business subcontracting plan?

ANSWER: If the Mentor/Protege was approved by SBA then a subcontracting plan may not be required.

For more information pertaining to your particular situation, please reach out to your Small Business

Administration representative.

8. Question: Reference Small Business Subcontracting Plan:

Will a portion of the Total Contract Capacity be set set-aside for Small Business Primes?

ANSWER: There is no set-aside for small business as this acquisition is being competed Full & Open.

9. Question: What are the consequences of not meeting the 30% small business goal?

ANSWER: There is no 30% small business goal. The 30% goal referenced on page 3 of the Sample

Subcontracting Plan refers to an internal GSA agency goal. The Sample Subcontracting Plan can only advise what GSA subcontracting goals are as assigned to GSA by the SBA. GSA shares these agency goals so that the contractor may determine their own goals knowing GSA’s required goals.

10. Question: Please advise if any of the seven identified task order sites currently have Collective

Bargaining Agreements (CBAs) in place. If so, please provide any applicable agreements.

ANSWER: Of the seven sites, Elmendorf AFB and McConnell AFB currently have Collective Bargaining

Agreements (CBA).Those documents are attached to this Amendment.

Elemondorf CBA - Teamsters Local 959

McConnell - Plumbers & Pipefitters Local 441

11. Question: Reference: Current vendors and subcontractors at all sites

Will the government consider providing the listing of current subcontractors and vendors that are performing at all sites?

ANSWER: GSA holds a relationship only with Prime Contractors and as a result subcontractor information is not available. The Prime Contractors in which GSA has dealt with for similar services are:

ABM Government Services

E-Star, LLC

Facility Services Management, Inc.

J&J Worldwide Services

Kroeschell Facility Services, Inc.

VW International, Inc

12. Question: At the Fairchild site visit it was noted that the subcontractor that currently performs the annual Power Washing of the exterior is the same subcontractor that the Janitorial Contractor uses twice a year to clean exterior windows. Can we get the name of the subcontractor so that we can ensure that there is a continuity of services provided from both Prime Contractors?

ANSWER: GSA holds a relationship only with Prime Contractors and as a result subcontractor information is not available. The Prime Contractors in which GSA has dealt with for similar services are:

ABM Government Services

E-Star, LLC

Facility Services Management, Inc.

J&J Worldwide Services

Kroeschell Facility Services, Inc.

VW International, Inc

13. Question: Given that the incumbent contractors have directed their site managers not to share their resumes with potential offerors, the incumbents have a distinct advantage in this procurement. Would the

Government please include the resumes of these personnel with the solicitation?

ANSWER: The Government is unable to post this proprietary information. It is at the discretion of those individuals to share their resumes.

14. Question: Regarding the base IDIQ Key Personnel Section, are Base IDIQ submissions required to list Site Specific CMM-C/H in addition to the Base IDIQ Program Manager and Project Manager?

ANSWER: Offerors may choose to submit all Key Personnel (IDIQ and Task Order) together so long as it is clear which personnel accompany each site and the overall IDIQ.

15. Question: Amendment 5, Question 24: “ANSWER: Yes, reference point of contact name, telephone number and email address, contract number, contract type, period of performance, and brief description of services provided, should be submitted for all Key Personnel.”

Discussion: Many of our proposed key personnel do not have Federal contract employment experience, therefore, there is no period of performance or contract number associated with their professional experience. More importantly, requiring references from their current and/or recent supervisors will unnecessarily jeopardize their current employment.

Will the Government eliminate the reference requirement for non-Federal professional experience?

ANSWER: Federal contract experience is not mandatory but is beneficial and information provided should be given to the maximum extent possible. This information has been updated in the solicitation.

The “reference point of contact” information has been removed. The updated solicitation is attached with this amendment.

16. Question: Reference:

Amendment 3, Pages 34-35, Factor 3: Key Personnel Experience

The reference contact information shall include:

Reference point of contact name, telephone number and email address, contract number, contract type, period of performance, and brief description of services provided.

For the purpose of evaluation, “similar” means contracts/task orders that involve

(A) Multiple (at least 4) geographically dispersed (one of the facilities must be at least 1,000 miles from the other 3 facilities) facilities,

(B) Each of the facilities being at least 100,000 square feet,

(C) For maintenance and repair services,

(D) Of medical treatment facilities/complexes (defined as medical centers, hospitals, clinics, medical warehouse/support facilities, veterinary clinics, trauma center, research laboratories), and

(E) At least 4 of the following: (1) response to work order/service call type work; (2) the scheduling and dispatching of personnel type work; (3) scheduled and unscheduled maintenance and repair/alteration of various equipment items and systems found in a medical treatment facility type work; (4) personnel administrative responsibilities type work; and (5) urgent or emergency facility maintenance services type work.

Discussion:

It appears that the Government is attempting to apply Corporate Experience requirements to key personnel, which creates several, we believe, unintended consequences for contractors and the

Government.

Will the Government conform the requirements in Factor 3 to match the more realistic requirements of the

PWS thereby allowing contractors to propose highly qualified and experienced contract maintenance managers, who already function in the same or similar capacities in the same of similar facilities, as well as not be in violation of Executive Order 13495?

ANSWER: The language surrounding Key Personnel has been updated in the solicitation and is attached to this amendment. The Contract Maintenance Managers shall have experience identified in (IDIQ PWS)

1.6.1.3 or 1.6.1.4.

17. Question: The requirements for proposing on the Base IDIQ effort appear to overlap with the requirements for the task order proposals. The revised Instructions to Offerors lists four requirements for the base IDIQ effort: Factor 1 – Offeror Experience, Factor 2: Management Approach, Factor 3: Key

Personnel Experience, and Factor 4: Offeror Past Performance (page 32). More specific requirements for each factor are also listed. Please clarify the content of the proposals for the seven individual task orders.

The requirements for the MTF proposals include the following requirements that appear to overlap with the base IDIQ proposal requirements:

a. Item 1.a.1 states “Submit resumes for key personnel in accordance with the Base IDIQ and Site specific

PWS.” This appears to require the resumes included in the Base IDIQ to also be included for each task order. Is this correct? Please clarify.

b. Item 4 is Past Performance and thus will require duplication of the information in Factor 4 Past

Performance of the Base IDIQ requirement, unless the Government is saying that the offeror can use entire new contracts for each task order. Please clarify.

ANSWER: For both a. and b. above, there may be some overlap and these documents are not required to be submitted twice. For Factor 4, the contractor may use the same or different contracts/task order for each of the 7 sites.

18. Question: Attachment 2 - IDIQ Pricing seeks IDIQ ceiling rates by labor categories. Because this

IDIQ is intended to provide O&M services for CONUS and OCONUS MTFs, please clarify if you want the combined CONUS and OCONUS ceiling rates in the same Attachment or if you want a separate

Attachment 2 for OCONUS IDIQ ceiling rates.

ANSWER: An updated Attachment 2 Price Proposal - IDIQ Ceiling Rates document has been uploaded.

This document included a separate tab for CONUS and OCONUS rates.

19. Question: References:

(a) Questions and Answers, 15 May 15; Question #1

(b) Questions and Answers, 15 May 15; Question #14

Discussion: Answers to questions 1 and 13 indicate that Attachment 2 from the base solicitation applies to IDIQ labor rates.

Do the labor rates to be entered in Attachment 2 apply to any and all locations that may be the subject of this and future AFMSA solicitations? Yes

If so, do bidders price at the highest potential rates applicable to AFMSA locations? Yes

Will AFMSA locations includes overseas sites? Yes. An updated Attachment 2 Price Proposal - IDIQ

Ceiling Rates document has been uploaded. This document included a separate tab for CONUS and

OCONUS rates.

Would the Government consider providing site coefficients for all potential sites, since bidders are not yet aware of the sites that will be covered under AFMSA? No, the applicable wage rates (SCA, DBA, &

CBA) will establish the minimum rate for any location and offeror should submit the maximum rate for any possible location. The actual rate would be negotiated per location and would therefore fall between the minimum wage rate and the submitted IDIQ maximum labor rate.

20. Question: Attachment 2 asks for maximum IDIQ rates while Attachment 9 asks for IDIQ rates for the individual sites. How will Attachment 2 be evaluated? Please clarify.

ANSWER: Attachment 2 will be evaluated in accordance with FAR Part 15, “Proposal Analysis

Techniques” (Price and/or Cost analysis) based on the offeror providing fair and reasonable rates through the term of the IDIQ.

21. Question: Attachment 2 and the Amended Attachment 9 both have a space for an annual escalation rates. This is fully understandable for exempt rates, but does this mean that the offeror cannot instead request an equitable adjustment to reflect the actual changes in the SCA, DBA, and CBA rates? The CBA rates in particular can be hard to predict. Please clarify.

ANSWER: Offerors should make a business decision, using contractor or industry historical data or other available information (Consumer Price Index), on what escalation rate to apply for each option year. Each option year is a firm fixed price which may be negotiated prior to award and therefore the government elects to exercise each option year unilaterally without equitable adjustments.

22. Question: Attachment 2: IDIQ Labor Ceiling Rates.

Escalation Rate for Option Years ___%

As the majority of the IDIQ Labor Ceiling Rates labor classifications will be Service Contract Act or

David Bacon Act, how should offerors calculate the Escalation Rate for Option Years ______% when the

Federal Government issues revised SCA Wage Determinations and DBA Decisions?

ANSWER: Offerors should make a business decision, using contractor or industry historical data or other available information (Consumer Price Index), on what escalation rate to apply for each option year.

23. Question: Solicitation Reference: Solicitation, Page 36

“The base year and option year prices submitted for each of the seven sites shall be the bases for the task order price evaluations and awards for those seven sites. For any subsequent task orders to be awarded for additional sites besides the 7 sites identified in this solicitation, the highest fully burdened labor rates and mark-ups (including any subcontractor, material, supply, and equipment mark-ups) provided by each

IDIQ contractor in response to this solicitation will serve as the maximum rates and mark-ups”.

Please clarify the Government’s intention for the above section in the solicitation as regards to maximum burdened labor rates. The RFP caps the burdened labor rates at a ceiling no higher than the burdened rates for the 7 sites offered in the original RFP. How would this requirement apply in the event a site was advertised later where the labor rates were higher than originally proposed for the 7 sites due to law, regulation or a collective bargaining agreement?

ANSWER: The government provided two attachments. Attachment #2 - IDIQ Ceiling Labor Rates is to be used to submit a maximum, fully burdened, labor rate for all future Task Orders, with an understanding that the minimum rates would always be the applicable wage determination (SCA, DBA, or

CBA). Attachment #9 -Price Proposal - Site Specific UM Labor Rates is to be used for the seven sites identified in the solicitation. The Contractors price proposal should take into consideration the applicable wage rate (SCA, DBA, or CBA) and the maximum rates submitted in attachment #2 and provide an rate that not only falls between the two but is fair and reasonable to the specific location.

24. Question: Attachment 2 asks for maximum IDIQ rates and Attachment 9 asks for IDIQ rates for the individual sites. Presumably Attachment 2 will just be a compilation of the highest individual rates from

Attachment 9, or is the Government looking for something else? Please clarify.

ANSWER: Attachment 2 is the ceiling rates throughout the life of the IDIQ for all current and future sites.

Attachment 9 is specific to each of the 7 sites. Attachment 2 may or may not be a compilation of the highest rates from Attachment 9. Also, please reference answer to previous question.

25. Question: Will the Government provide a standard set of Labor Categories to be used by all interested vendors, or will each vendor submit those categories that they have determined to be required? If a standard set is not going to be utilized, we respectfully request information on how a cost analysis comparing each vendor will be performed.

ANSWER: Each Contractor shall submit those categories that they have determined to be required. Cost or price analysis is not accomplished by comparing each vendor but instead reviewing each contractor’s proposed labor categories, labor rates, and level effort (IDIQ & Task Order level) to evaluate contractor’s understanding of the requirement, relevancy, and determination of fair and reasonableness. Note: Contractor proposal for some or all of the seven (7) site specific task orders may be used to determine IDIQ award holders.

26. Question: Reference: Questions and Answers, 15 May 15; Question #17

Discussion: The original question asked how bidders were to identify subcontractor markup and material handling charge The answer referenced wage determinations and labor rates.

Are the labor rates that bidders submit supposed to include subcontractor markup and material handling charges, when these two factors would not apply to in-house labor rates?

ANSWER: The question and response centers around 6.4 “Technical Instructions” and therefore all rates should be inclusive of subcontractor markup and/or handling charges for each TI request requested/submitted. It the business decision of the Prime Contractor to determine what does and does not apply to each rate and which of these rates are in-house.

27. Question: Attachment 8: Price Proposal – Site Specific FFP Services, CLIN X001, Scheduled

Preventative Maintenance (includes Infrared Scanning, Management and Administrative Support, Energy

Management, and Quality Control Program)

Shall offerors include Infrared Scanning at all locations or only as stated in each Site Specific PWS?

ANSWER: Yes, Infrared Scanning is part of Scheduled Preventative Maintenance which is a service required at all sites under CLIN X001.

28. Question: May 7, 2015 ID08150033 – Medical Treatment Facility (MTF) Operations &

Maintenance; Amendment 4 – Questions/Answers, #20 Clarification and Answer – RPIE inventories/validations; Attachment 8: Price Proposal – Site Specific FFP Services

“Please confirm RPIE inventories/validations are an optional service to be directed and performed as defined in the Optional Service #1 Performance Work Statement.

ANSWER: RPIE validation is part of Scheduled Preventative Maintenance tasks. The RPIE Inventory is an Optional service, as a separate line item, priced annually, and exercised at the Government’s discretion. Please note that the RPIE inventory for the base year is no longer optional but a firm requirement.

29. Question: Please clarify if the RPIE inventories will be funded under CLIN X001 or X005 for each specific location.

ANSWER: For all sites, RPIE Validation (CLIN X001) is part of Scheduled Preventative Maintenance tasks. The RPIE Inventory (CLIN X005) is an Optional Service priced annually, and exercised at the

Government’s discretion.

30. Question: Attachment #4, Task Orders Ordering Instructions, A.4

If an offeror has not previously performed on a task order under the AFMSA IDIQ, do we leave “Factor

4: Past Performance” blank in our seven site task order technical proposals?

ANSWER: There is no requirement that an offeror have AFMSA IDIQ experience. Offerors should submit Past Performance in accordance with similar contract/task orders. More information regarding

“similar” can be found in the solicitation.

31. Question: References:

(a) Attachment 8, Site Specific FFP Services - Elmendorf AFB AK

(b) Attachment 8, Site Specific FFP Services - Elmendorf -VA MTF

Discussion: The FFP price proposal attachments the Elmendorf AFB Hospital and the Elmendorf-VA

MTF appear to split costs on the 77/23 percent ratio for the Elmendorf hospital and VA MTF, respectively.

Are bidders to develop the total costs for the Elmendorf sites, then split it 77/23, or split the costs common to each facility along a 77/23 percent split, then apply this split to each site's non-shared costs? The latter method could result in prices for each site not split exactly 77 and 23 percent.

ANSWER: The Elmendorf price should be divided into three components. 1) Elmendorf and VA combined work. 2) Elmendorf only. 3) VA Only. Contractor should determine the cost of the Elmendorf and VA combined work and split that cost 77% Elmendorf and 23% VA and apply that dollar value appropriately to either Elmendorf or VA. Attachment 8 - Price Proposal Site Specific FFP Services has been updated to incorporate this language.

32. Question: Optional Services – Attachments 12 – 19

a. Please confirm that Optional Services are priced separately from the FFP portion of the contract.

b. Please confirm that if an offeror chooses to price an Optional Service, that that price for that Optional

Service must be included in the offeror’s task order response.

c. If yes to question 1.b. above, will each AFB that has included Optional Services in their PWS provide supporting data so that those Optional Services can be accurately priced? For example, McConnell AFB has included Optional Service – Grounds Maintenance in its PWS. However, there is no relevant data, such as acreage that needs to be landscaped, included in the PWS.

ANSWER: a. Yes, Optional Services are priced on separate line items than the Schedule Preventative

Maintenance of the task order. b. It is not an option for the contractor to submit a price but an option for the government to exercise; Optional Services are firm fixed price and shall be included in the offeror’s task order response. c. Services may differ from site to site and applicable supporting information has been provided in attached documents. More information regarding McConnell AFB will be attached with the next amendment.

33. Question: In Attachment 13 – Optional Service Grounds Maintenance, the first sentence of Section

3.1 states: “Services are required for the operations, maintenance, repair and upkeep of all improved grounds within area – square footage provided at the time of Task Order Option Award - the Medical

Group complex listed under Technical Exhibit 1.0.”

a. Does this sentence mean that the base-specific square footage of the grounds maintenance PWS will be provided at the time of Task Order Option Award in a Technical Exhibit 1.0?

b. If not, please clarify this sentence and how it relates to providing or not providing a price for this

Optional Service as part of an offeror’s task order response.

ANSWER:

a. Yes, if grounds maintenance is needed at a specific site, the square footage will be provided if the option is selected for the site. The site specific PWS TE- 1 does not represent the ground maintenance total square footage.

b. If option for grounds maintenance is identified on Attachment 8 - Price Proposal - Site Specific FFP

Services, offerors are to provide FFP.

34. Question: Attachment 4, Fairchild Site Specific PWS – Section 5.0 GROUNDS MAINTENANCE

1) Please provide the total square feet of sidewalks and parking lots for which the contractor is responsible to provide snow/ice removal.

2) Please clarify that Attachment 13, Optional Service #2 – Grounds Maintenance does not apply to the Fairchild Site Specific PWS.

ANSWER: The Fairchild PWS has been updated. There are no grounds maintenance services required.

Snow removal services are needed and have been added to the PWS and Attachment 8 - Price Proposal -

Site Specific FFP Services.

35. Question: Can we get the total square footage of the parking lots at Fairchild AFB that require Snow

Removal?

ANSWER: The Fairchild PWS has been updated with a total parking lot amount of 200,000 sq ft. Please see the updated PWS with this amendment.

36. Question: References:

(a) Attachment 5, Site Specific PWS - Fairchild AFB WA

(b) Attachment 8, Site Specific FFP Services - Fairchild AFB WA

Discussion: Ref (a) contains no performance requirements for grounds maintenance. Ref (b) contains

CLIN 0006, Grounds Maintenance.

Does the Government want grounds maintenance to be included in the Fairchild site specific PWS?

ANSWER: The Fairchild PWS has been updated. There are no grounds maintenance services required.

Snow removal services are needed and have been added to the PWS and Attachment 8 - Price Proposal -

Site Specific FFP Services.

37. Question: Does the following quote from the RFQ: “Both volumes should include the following legend on each page: ‘Source Selection Information – See FAR 2.101 and 3.104”, require submissions to include this quote in the footer or header of each page?

ANSWER: There is no preference as to header or footer as long as this information is visible.

38. Question: There are no page limitations for the IDIQ technical response or the Task Order technical responses. Please provide page limitations for the IDIQ and Task Order technical responses.

ANSWER: This information has been updated in the solicitation and is attached in the amendment here.

The offeror’s IDIQ Technical Proposal (not including Offeror Past Performance) shall not exceed 75 pages. EACH Task Order Technical Proposal (not including Offeror Past Performance) shall not exceed

15 pages. All pages should be single-spaced, one-sided, in a standard font sized no smaller than 11. Pages beyond the limit shall not be evaluated.

Please note there will be another amendment posted no later than June 4, 2015 to address any remaining questions.