RFP_Questions_and_Answers.pdf

Custodial, Housekeeping, Waste-Removal, and Insect Extermination (CHWIE) Contract Request for Proposal (RFP) Questions and Answers

RFP NNJ15553635R

RFP Section Reference

Page Number

Specific Reference Question Answer

RFP, Sections 5.16.7, Volume III Price and 5.16.5, Volume I

5 - 20

Table 5-4: Cumulative Direct Labor Resources Estimate WYEs by Skill Mix and page 5-16 instructions for A.

Management Approach:

Allocate proposed WYEs (work year equivalents) by Standard Labor Category (SLC) in the table below.

The RFP provides a Government Resources Estimate in the instructions for the Price Volume and requests a staffing table in the Technical Acceptability Volume in WYEs. FTEs are used elsewhere in the RFP and are defined to be 1880 productive hours. In addition, our analysis of the CBA indicates that productive hours are much less than 1880.

Would the Government please provide the Government’s definition in hours of WYEs as they are used in Section 5?

The Reprocurement Data Package (DRD 021) has been updated to remove any reference to “Full-Time Equivalents” and replaced with “Work Year Equivalent.”

Please reference Paragraphs C and D of Article 4 “Hours of Work and Premium Pay” in CBA-2012-5391 Rev. 1 for a definition in hours of WYEs.

RFP, SOW

Attachments B and C

4.1 – 27 and

4.1 - 31

Correlation between Attachment B - Area Floor Type and Attachment C – Paragraph Number Frequencies

In order to generate our price for the CHWIE required services, we need to understand the correlation of floor area type square footage and the service frequency and location (facility and floor) square footage provided in the RFP. Not having this data represents a significant disadvantage to a non-incumbent team. Would the Government please provide a breakdown by facility and floor of the square footage data in Attachments B and C?

While the CHWIE RFP does not provide a breakdown by facility and floor type of the square footage data in Attachments B and C, the Government has provided a new document in the CHWIE Technical Library entitled “Space Utilization,” providing further information about the usable square footage at JSC to be maintained according to the requirements in the SOW.

Page Number

Specific Reference Question Answer

3 RFP, SF1449 SF1449 Offer Due Date/Local Time

The Due Date/Local Time for proposal submittal is 3/24/2016 at 1:30 p.m. CST, however JSC’s local time will change to Daylight Savings time on 3/13/2016 this year. Would the Government please clarify if the due time is meant to be CST or CDT?

The due date and time for proposals is March 31, 2016, at 1:30 p.m. CDT.

The Standard Form 1449 has been updated to CDT in Amendment 1 to the RFP.

RFP,

Attachment 4.14

4.14 - 1 Controlled Access Areas

The table in Attachment 4.14 appears to be out of date in that many referenced areas are no longer utilized and may not need to be cleaned regularly. Would the Government please provide an updated list to enable us to generate an efficient cleaning schedule?

Yes, the Government has provided an updated version of the Controlled Access Areas in Amendment 1 to the

RFP.

RFP, SOW

paragraph 1.17.1, Facilities Management

4.1 - 11 CHWIE Key request, management, and control

In order to generate an efficient and effective cleaning schedule, an understanding of the extent that the CHWIE contractor has access to custodial closets and storage areas is needed. It is understood that keys should be requested for the storage and office areas in buildings 230, 231, and 232 (to be replaced by 323.)

However, it is unclear if the custodial closets in other facilities

If the successful CHWIE contractor chooses to have closets locked, a common key to the Custodial closets will be provided. The Contractor is responsible for assigning the keys to the custodians for the closets.

Yes, smaller buildings at JSC may not have a defined space for custodial storage closets.

Page Number

Specific Reference Question Answer across JSC are normally locked.

If they are locked, are separate keys required or do they have a common key? In addition, are there buildings that need to be regularly cleaned which do not have custodial closets? Would the Government please clarify?

In Attachment I on page 15 of this document, you will find the highlighted cluster of buildings near gate 4 that the Government considers the “300 area.” Most of these buildings do not have a specific custodial storage closet.

Technical Library, CSSC Labor Rates

Multiple Recycling Technician labor rates

There are two different labor rates for the Recycling Technician. Is the lower rate meant to be the day rate and the higher one meant to be the night rate or is there a different explanation for the difference? Would the Government please clarify?

The Technical Library has been updated. The information is as follows:

Recycling Technician – Day $17.52 Recycling Technician – Night $18.26

RFP Section 2

– Contract Terms and Conditions – Commercial Items

2 – 10 and

2 – 11

2.02(c) Price and delivery information for the mandatory supplies is available from the Contracting Officer for the supplies obtained through the DLA/GSA/VA distribution facilities.

Which of the supplies used on CHWIE are obtained through the DLA/GSA/VA distribution facilities? Would the Government please provide the price and delivery information for these supplies? Will the CHWIE contractor be able to purchase supplies on GSA schedule?

The contractor shall purchase all products (except for products used in Georgia Pacific dispensers, as instructed in Section 2.02(A) of Amendment 1 to the CHWIE RFP) from AbilityOne vendors/distributors.

AbilityOne supplies utilized on CHWIE may be obtained through the Defense Logistics Agency (DLA)/General Services Administration (GSA)/Department of Veterans Affairs (VA) distribution

Page Number

Specific Reference Question Answer facilities as found in Section 2.02 of the RFP.

RFP Section 1

– Supplies or Services and Prices/Costs

1-5 1.11 IDIQ Firm Fixed Prices Per Hour Table

We understand that the IDIQ labor rates are to be priced inclusive of incidental supplies.

How are supplies that are not “incidental” and other materials and equipment to be priced for an IDIQ Task Order? How is overtime to be priced if overtime is needed for performance of the Task Order?

On an Indefinite Delivery/Indefinite Quantity (IDIQ) Task Order, any specialized products or materials shall be called out by the Contractor in the Quote provided to the Government in response to the Government’s Request for Quote on the particular Task Order.

Overtime rules are determined per the Collective Bargaining Agreement (CBA). The Government will pay for IDIQ Labor at a fixed rate according to Section 1.11 IDIQ FIRM FIXED PRICES PER HOUR TABLE of the

CHWIE RFP.

9 RFP SOW

Section 4.0 4.1 - 24 4.0 Miscellaneous

Unscheduled Support Tasks.

We assume that the Government desires this SOW paragraph to be used for unplanned support, up to 400 hours of custodian hours, so that number of hours should be included in our bid. Is this assumption correct?

Yes, the 400 hours of miscellaneous support tasks should be included in the base portion of the proposal.

10 RFP SOW 4.17 - 1

Attachment 4.17 – Government Furnished Property.

The GFP list is significantly different from the list that was provided with the Q&A on the draft SOW. There are no longer any GFP recycling bins, totes, or

No, the bins, totes, and containers are not CFP. The incoming CHWIE contractor will be provided with recycling bins, cardboard totes, Central Trash collection bins, Page Number

Specific Reference Question Answer other containers, and refrigerators/water coolers in building 232. Are we to understand that these are CFP?

aluminum/plastic bottle recycling containers or other containers. The incoming CHWIE Contractor will have access to a refrigerator and a water cooler in their assigned building space. These items are not included in Section 4.17 Government Furnished Property because this equipment will remain in the Government’s possession. A list of CHWIE Installation-Accountable Government Property was added to Attachment 4.19 of the RFP through Amendment 1.

Section 2

2 – 10 and

2 - 11

Section 2.02

FAR 52.208-9

CONTRACTOR USE OF

MANDATORY SOURCES

OF SUPPLY OR SERVICES

(MAY 2014)

It appears JSC is requiring that the offers buy their supplies from NIB or NISH. Please confirm that this is what JSC desires as the current contract does not require the contractor to buy supplies from these sources and this requirement could add significant cost to the contract.

Yes, per FAR 52.208-9

CONTRACTOR USE OF

MANDATORY SOURCES OF

SUPPLY OR SERVICES, the contractor shall purchase all products (except for products used in Georgia Pacific dispensers, as instructed in Section 2.02(A) of the CHWIE RFP) from AbilityOne vendors/distributors, which includes the National Industries for the Blind (NIB) and SourceAmerica (formerly known as the National Industries for the Severely Handicapped [NISH]).

Page Number

Specific Reference Question Answer

Section 4.1

4.1 - 34

Attachment C: Paragraph Number (PN) Frequencies

2.1.14.1 Interior Waste

Containers

The trash requirement states that empting the “Central Trash” areas is as needed. As needed is relatively ambiguous as it could be as much as daily or even twice daily. Please confirm the frequency for the “Central Trash” areas.

The offerors shall propose the frequency in order to maintain a clean and healthy environment for all JSC employees.

4.1 - 31

Number (PN) Frequencies

2.1.5 Clean & Service

Restrooms and Medical Offices

The restroom-cleaning requirement is listed as 5 times per week. The current contractors requirement is two times per week, please confirm that JSC desires to increase the restroom cleaning requirement to five times per week as this will add significant cost to the contract.

Restroom cleaning occurring five times per week is only required for the Medical Offices located in Building 45 North.

4.1 - 24

4.0 Miscellaneous

Unscheduled Support Tasks

It appears that JSC added the requirement for the offeror to add 400 utility hours built into their firm fixed price. (Section 4 - “Miscellaneous Unscheduled Support Tasks”) This requirement was not part of the firm fixed price of the contract on the previous contract please confirm this requirement.

The Government confirms the requirement that Miscellaneous Unscheduled Support Tasks are a part of the CHWIE contract.

This requirement can be found in Section 3.1 of the Statement of Work in the current custodial contract.

4.1 - 37

Attachment E: Dumpster and Roll-off Table Schedule

Please provide the frequency to empty the roll of dumpsters. Are

The frequency is called out as “Service Days” in Attachment E of the SOW.

Page Number

Specific Reference Question Answer these roll off dumpsters emptied daily

N/A

It is our understanding that the majority of the equipment on the current contract was bought by the current incumbent. Is this equipment going to become part of the government furnished property?

No. There is no attempt by the Government to acquire the equipment owned by the incumbent used by them in support of the current contract. Unless the Government were to purchase that contractor-owned property or the current contractor donate that property to the Government (in either situation thereby making it Government property), there is no process to make that contractor-owned property available to the follow-on company.

However, a company may negotiate with any other company to purchase company-owned property independent of Government involvement.

It is our understanding that the little bit of current government furnished property is over two contract terms old, are you suggesting the contractor use this old equipment?

That equipment is being provided as Government Furnished Property (GFP) on the proposed contract.

There is no requirement for the CHWIE contractor to utilize the property. All potential offerors should identify in their proposal to Section 5.08 (NFS 1852.245-80) if they plan to use that GFP. The

Page Number

Specific Reference Question Answer

CHWIE contractor may refuse any or all of that GFP and supply all the property necessary to accomplish the SOW from company-owned assets.

5.16.3

5 - 12

Table 5-2: Overview of Proposal Volumes, Page Limitations, Proposal Copies, Format, and Due Dates

There is a 15 page limit which is not enough for us to submit what is required. We kindly request he page limit to be removed.

For the Safety & Health Plan proposal submittal, offerors do not need to respond to the Safety & Health Plan DRD in its entirety.

Offerors must propose a Safety and Health Plan, including management and safety strategies, directed at protecting their employees. The Government considers 15 pages as sufficient to describe the Offeror’s Safety and Health Program.

Number (PN) Frequencies

2.1.15 Strip, Seal, and

Wax/Finish Hard Floors

Striping and waxing seems to have changed from the current contract from once per year to twice per year, please confirm this is the intent.

No, this is not the Government’s intent. The contractor shall provide an annual work plan to strip, seal and wax approximately half of all buildings once per year in accordance with 2.1.15 Strip, Seal, and Wax/Finish Hard Floors, Attachment C: Paragraph Number (PN) Frequencies of the SOW.

Number (PN) Frequencies

2.1.16 Steam Clean

Carpet/Rugs

Carpet extraction seems to have changed from the current contract from once per year to twice per year, please confirm this is the intent.

No, this is not the Government’s intent. The contractor shall provide an annual work plan to steam clean carpet and rugs in half of all buildings once per year in accordance with 2.1.16 Steam Clean

Page Number

Specific Reference Question Answer

Carpet/Rugs, Attachment C:

Paragraph Number (PN) Frequencies of the SOW.

4.1 - 31

Number (PN) Frequencies

2.1.5 Clean & Service

Restrooms and Medical Offices

It appears that the restroom cleaning frequency for all other buildings (most of them) except those specifically listed do not have a restroom cleaning frequency. Please define.

The Government has updated the RFP to include restroom cleaning frequencies.

Section 4.3

4.3 - 40

DRD 020

If we repair or replace GFP, does it become contractor property? If so, why do we need to prepare a Government Property Management Plan?

The GFP does not become contractor property if repaired. The GFP does become contractor property if replaced.

In accordance with FAR 52.245-2, the contractor must pay for repair of the GFP that is in need of repair to continue its use in support of the SOW. Even though that repair was paid for by the contractor company, that property will remain Government property until the end of the contract (and returned to the Government) or until that item is no longer usable in support of the contract. As long as it is GFP, it is subject to the property management clauses in the contract.

If an item of GFP becomes totally un-usable on this contract and the

Page Number

Specific Reference Question Answer function for which that item performed on the contract is still required, the contractor must use company funds to replace that item of GFP and supply it for use on this contract in place of the GFP that is no longer functioning. That item purchased with company funds is not Government property and is not subject to Government property management regulations applicable to the remaining GFP in this contract.

The Government Property Management Plan (GPMP) and follow-on detailed procedures to reflect contractor implementation of the FAR and NFS property clauses in the contract and their GPMP are necessary for the control, management, reporting, and administration of the GFP supplied on the contract as long as it is being used in support of the contract.

Section 4.3

4.3 - 36

DRD 018

Would the Labor relations Plan apply to waste removal, pest, and window subs?

The Labor Relations Plan is required by any prime or sub whose employees are represented by a union.

Page

Section 5

5 - 19

5.16.6 VOLUME II – PAST

PERFORMANCE

PROPOSAL

Safety and Health Data

To what degree will company insurance requirements be needed, will the Major Sub (teaming partner), Minor subs (waste, pest) insurance and EMR, OSHA 300 and 300A logs, and citations and corrective action need to be submitted with the proposal?

Safety and Health Data for the CHWIE should cover Prime and Major Subcontractor teaming partners.

5 - 25

5.16.7 VOLUME III – PRICE

PROPOSAL

Compensation Templates if the waste and pest control is subcontracted, would their labor rates, benefits, etc. have to be included in the Salaries and Wages spreadsheet

If Waste and Pest Control services are subcontracted, the Government will not require the labor rates and benefits in the Prime Contractor’s Compensation Templates. However, determining the reasonableness of subcontractors’ cost is the responsibility of the prime contractor. Also, if the subcontractor is considered to be a major subcontractor in accordance with the definition provided in Section 5.16.8 of the RFP, the subcontractor would need to provide its own Compensation Templates to the Government under separate cover.

5 - 19

5.16.6 VOLUME II – PAST

PERFORMANCE

PROPOSAL

Safety and Health Data

Concerning the insurance and EMR, should a new wholly owned subsidiary use its parent company's info?

Since the parent and subsidiary remain separate entities, the Offeror should submit their company’s insurance and EMR data.

Page

2 – 11

Section 2.02 FAR 52.208-9, Contractor Use of Mandatory Sources of Supply and Services (MAY 2014)

Will the government be using the supplies purchased by the contractor?

FAR 52.208-9 CONTRACTOR USE

OF MANDATORY SOURCES OF

SUPPLY OR SERVICES requires the contractor to purchase all supplies for its own use in meeting the requirements of the SOW (i.e.

cleaning supplies) as well as supplies to be used by Government employees, to include civil servants and contractor employees, across the Center (such as paper towels, toilet paper and hand soap in restrooms) from AbilityOne vendors/distributors.

Sources of Supply and Services (MAY 2014)

Can you provide a list of the supplies that the contractor will be required to purchase of the specific use of the government?

Please see the Government’s answer to Question 27.

Sources of Supply and Services (MAY 2014)

Do non-profits currently provide supplies to the current contractor performing? If so, please provide a list and current price of all the Items they currently purchase through the National Industries for the Blind. If there is an anticipated price increase in the coming year, provide a list of those products and price.

The current contract does not have a requirement for acquisition of supplies through AbilityOne.

The list of products by vendor may vary based on your organization’s recommended cleaning practices and procedures. Review the ETS (Essentially-the-Same) products to locate comparable AbilityOne products to the contractor supplied items. The ETS list can be found in

Page Number

Specific Reference Question Answer the link provided in Section 2.02(A)(e) of the RFP.

Specific pricing of the supplies will differ from prospective bidders due to your supplier agreements with the AbilityOne dealer/distributor of choice. For more information on Dealer or Distributors of AbilityOne products, please contact NIB or SourceAmerica in Section 2.02(A)(h) of the RFP.

Sources of Supply and Services (MAY 2014)

Can JSC provide more specifics to this requirement? Is this a percentage of supply requirement?

The Government has added clarification language in Section 2.02(A) of Amendment 1 to the RFP.

There is no percentage of supply requirement. The contractor shall purchase all products (except for products used in Georgia Pacific dispensers, as instructed in Section 2.02(A) of the CHWIE RFP) from AbilityOne vendors/distributors.

Sources of Supply and Services (MAY 2014)

If for specific supplies, can JSC provide the supplies required (e.g.

all paper, plastic and chemicals)?

The contractor shall purchase all products (except for products used in Georgia Pacific dispensers, as instructed in Section 2.02(A) of Amendment 1 to the CHWIE RFP) from AbilityOne vendors/distributors.

Page

5 - 23

Table 5-4: Cumulative Direct Labor Resources Estimate WYEs by Skill Mix

During the virtual proposal conference we were told that there would be a break down of the number of employees that perform the work stated in the RFP for each category required such as, 25 janitors, 15 custodians, 3 recycling technicians and so forth. However I could not find any information regarding the number of employees currently performing the work required in the library.

With no site visit how are we to calculate how many employees we will need to fill the required duties for each job category contained in the RFP? Can you please advise?

A site visit was provided during the CHWIE Industry Day on October 20, 2015.

To assist offerors in assessing the general overall scope of the contract, the Government has provided a Government Resources Estimate per Standard Labor Categories (SLCs) in Table 5-4: Cumulative Direct Labor Resources Estimate WYEs by Skill Mix of RFP NNJ15553635R. The square footage of floor space and cleaning requirements is provided in Section 4.1, Attachment B:

Definitions, Attachment C: Paragraph Number (PN) Frequencies and Attachment D: Frequencies of Service of RFP NNJ15553635R.

RFP Q&A Attachment I JSC Main Campus Map

300 Area Buildings