OM_DRAFT_RFP_QA.xlsx
XLSX spreadsheet 96 KB Posted
- Attached to
- FACILITIES OPERATIONS AND MAINTENANCE (O&M) SERVICES Federal contract opportunity
- Solicitation number
- DRAFT19AQMM24R0191
About this file
This document is a comprehensive Questions and Answers (Q&A) file for a draft Request for Proposal (RFP) for Facilities Operations and Maintenance (O&M) Services issued by the Department of State. The solicitation seeks multiple Indefinite-Delivery, Indefinite-Quantity (IDIQ) contracts to provide consolidated facility services across approximately 40 Department of State buildings and facilities in the United States, with an anticipated contract ceiling of approximately $1 billion. The procurement will be structured with two primary components: a Program Management Office (PgMO) task order and Consolidated Facility Services (CFS) task orders, with the government planning to award up to ten contract holders.
Key details include a ten-year period of performance (one-year base with nine one-year option periods), requirements for TOP SECRET facility security clearance, and specific past performance criteria requiring offerors to demonstrate experience on at least two prime contracts with a $6.5 million value supporting facilities of 600,000+ square feet. The solicitation covers comprehensive facility management services including electrical systems, HVAC, plumbing, custodial services, environmental health and safety, predictive maintenance, grounds maintenance, and specialized technical assessments. Offerors must provide detailed technical approaches, key personnel qualifications, and pricing structures, with the government emphasizing the need for high-quality, compliant services across multiple domestic facilities.
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Sheet1
| Reference | Question | DOS POC | Formal answer |
| L.0 - INSTRUCTIONS TO OFFERORS | 1. L.0 - INSTRUCTIONS TO OFFERORS 67 Reference: As written in the draft solicitation, the requirements are overly restrictive for 8(a) primes. |
| Recommendation: We recommend that the Government revise the Past Performance requirement to require at least one contract that meets or exceeds $15M annually supporting facilities in excess of over 1.5M sq.f.t, and that the remainder of the requirements must be met in aggregate across all past performances to enable more fair competition. | Cleared | Offerors must demonstrate experience within the past three (3) years on at least TWO Prime contracts with a $6.5 million value and supporting facilities with 600 thousand or more sq ft. For the remaining facilities, offerors must demonstrate the required experience IN AGGREGATE across all submitted past performance. | ||
| General | Recommendation: We recommend that the Government please allow for the use of sister subsidiary past performance as prime experience when the bidder can demonstrate meaningful involvement of resources between the entities. Specifically, we request the Government add the following language into the relevant section of Section L: The definition of Offeror as used in Non-Price Factor 1 shall include: The Prime Vendor and its affiliates (defined by SBA: when one business controls or has the power to control another or when a third party (or parties) controls or has the power to control both businesses.) For this step, if the Offeror is part of an entity with affiliates, the affiliates making up the organization shall not be considered major subcontractors. Prior experience examples may be based on prior experience of any affiliate within the organization or the organization itself. Any contracts/orders cited in accordance with this section must meet the recency requirements defined within this section. | Kiara | The Government has concerns about the proposed recommendation that unfortunately make allowing the use of a sister subsidiary past performance as prime experience unallowable. | |
| L.0 - INSTRUCTIONS TO OFFERORS | Reference: RFP Factor 1 states “Recency – Past performance will be considered recent for purposes of this evaluation ONLY IF the period of performance for the cited reference is within 3 years of the date of release of this RFQ.” It also states “Offerors shall clearly demonstrate a history of performance, within the past 60 months…” Question: Please confirm that the past performance recency and history of performance are to be within the past three years. | Cleared | Offeror(s) must demonstrate relevant experience within the past three (3) years. This ensures that the experience is current and reflective of current industry practices and standards. In addition, offerors must demonstrate a history of successful performance over the past five (5) years (60 months) which allows for a more comprehensive assessment of the offeror's overall capability, stability, and track record in providing the required services. | |
| PWS C.4.2.4 Quality Control Plan | Reference: The PWS section in reference states “The QC/QA manager shall be assigned as part of key personnel.” However, this role is not listed as a KP in attachment J-7. Question: Please confirm that a resume is not required for the QC/QA Manager. | Cleared | A dedicated QA/QC Manager is required at the task order level. The COR will approve the proposed QA/QC Manager as a part of the offerors staffing plan. | |
| PWS C.16.1 Routine Meetings | Reference: The PWS states “The Contractor shall schedule required monthly meetings with the COR and…” However, the next sentence states “These meetings will be scheduled by the COR or designee…” Question: Please clarify if the Contractor responsible for scheduling the routine meetings or the COR? | Cleared | Both the contractor and the COR can initiate the scheduling of routine meetings. However, the COR retains the authority to approve the final frequency, location and timeframe of these meetings. | |
| PWS C.3 Program Management Office (PgMO) | PWS Page 10 C.3 Program Management Office (PgMO) 10 Reference: The section in reference states, “The PgMo Contractor shall establish a PgMO to provide management reporting, establish and implement guidelines…The central presence….shall reside within the…(HST). The Contractor may be required to provide services at any site within the USG…Existing contractor gram management support at remote sites may be rolled into this effort.” Question: Please confirm if there will be a separate solicitation and contract awarded to establish a PgMO and that PgMO support is not required as part of this contract? | Cleared | To clarify, the PgMO support is included as a part of this solicitation. Therefore, a standalone PgMO Task Order shall be issued against this IDIQ. | |
| C.3 Program Management Office (PgMO) | Page 10 Reference: The section in reference states, “The PgMO Contractor shall establish a PgMO to provide management reporting, establish and implement guidelines…” Question: Please clarify if the PgMO is awarded to a contractor under this solicitation whether the contractor would be ineligible for Task Orders under the DOS CFS awarded IDIQ Task Order? | Cleared | The contractor awarded the PgMO portion will be ineligible to receive task orders to conduct Consolidated Facility Services (CFS). | |
| PWS C.3 Program Management Office (PgMO) | Page 10 Reference: The section in reference states, “The PgMO Contractor shall establish a PgMO to provide management reporting, establish and implement guidelines…” Question: Please clarify the section statement/sentence in the section stating that “Existing contractor program management support at remote sites may be rolled into this effort.” | Cleared | That statement means that instead of multiple contractors providing program management support at various sites, there will be one (1) PgMO contractor responsible for supporting the COR and building managers across all locations. | |
| PWS C.3 Program Management Office (PgMO) | Page 11 Reference: The section in reference states, “The PgMO Contractor shall establish a PgMO to provide management reporting, establish and implement guidelines…” Question: Please explain and/or clarify the government’s intent with the following three (3) statement/sentence in the section: |
Statement 1: The PgMO may be a standalone Task Order excluded from performing services offered by other Task Orders providing CFS;
Statement 2: The PgMO vendor may not have financial ties to vendors performing CFS services under this contract; and
| Statement 3: Excluded services may be consolidated under this task order but should not overlap. | Cleared | The PgMO contractor shall be excluded from performing any CFS services. The winning PgMO contractor shall not have any financial ties back to any CFS contractor(s). | ||
| J-7 Key Personnel | Reference: Attachment J-7 identifies ERPS Supervisor as Key Personnel, but the definition of that position refers to the LCAT as an ERPS Analyst. Question: Please clarify if the position title should be Supervisor or Analyst? Will the government leave it to the contractor’s discretion as to the LCAT to be used to execute the scope? | Cleared | Please reference updated Attachment 7. All Key Personnel will be required on a TO specific basis. | |
| J-7 Key Personnel | Question: Please confirm that the positions for the Operations Manager and ERPS Supervisor can be remote with travel requirements | Cleared | The Operations Manager and ERPS Supervisor positions are NOT remote positions. Travel may be required. | |
| Page 5 of 75; B.1 – GENERAL | B.1 – GENERAL states, “The solicitation is for multiple Indefinite-Delivery, Indefinite-Quantity (IDIQ) contracts…” How many IDIQ contracts does the Government anticipate awarding? | Kiara | The Government plans to award up to ten (10) awardees. | |
| Pages 5-6 of 75; B.2 – TYPE OF CONTRACT | B.2 – TYPE OF CONTRACT states, "The contract also includes Cost-Reimbursable (CR) Contract Line Item Numbers (CLINS) for Government approved other direct costs (ODCs) in accordance with the Performance Work Statement." What section(s) of the Performance Work Statement is this statement referencing? | Kiara | Cost reimbursement refers only to other direct cost and travel related expenses. | |
| Pages 5-6 of 75; B.2 – TYPE OF CONTRACT | B.2 – TYPE OF CONTRACT references an “IDIQ proposal template” and “price template.” Will the Government provide the IDIQ proposal template and price template for Industry review and feedback before the final RFP is released? | Kiara | Please reference Attachment 23. | |
| Pages 5-6 of 75; B.2 – TYPE OF CONTRACT, B.2.1 Fixed Price Task Orders | B.2.1 Fixed Price Task Orders states, "The Offerors will propose firm fixed price (FFP) rates for all applicable labor categories in response to task order solicitations. Rates will be broken down by the base rate based on Contract Labor Standards (formerly known as Service Contract Act), Wage Rate Requirements Statute (formerly known as Davis Bacon Act), Collective Bargaining Agreements, as applicable), health and welfare rates, overhead rates, general and administrative expense (G&A), and profit to show the fully burdened rates for the Washington, D.C. and other applicable areas. The Contract Labor Standards wage determination will be provided in the solicitation package for the applicable areas. The Offeror's IDIQ proposal template will show each offered labor category, direct rate, health and welfare rate, overhead, G&A, profit, and fully burderned rate. The fully burdened rates will be evaluated for reasonableness." How will this work if the labor categories are going to be provided at the task order level, after IDIQ award? Does the Government intend for the contractor to bid all labor rates at all locations as part of the IDIQ proposal? | Kiara | The Government intends for the offeror to propose all required labor categories that are associated with the services under this solicitation (see Attachment 23). Individual task orders shall be issued based on geographical locations and specific requirements. | |
| Pages 5-6 of 75; B.2 – TYPE OF CONTRACT, B.2.1 Fixed Price Task Orders | B.2.1 Fixed Price Task Orders states, “The Offeror's IDIQ proposal template will show each offered labor category, direct rate, health and welfare rate, overhead, G&A, profit, and fully burdened rate.” Will Offerors be required to determine the offered labor categories, or will the Government provide a list of applicable labor categories in the final RFP? | Cleared | Please reference Attachment 23. | |
| Pages 5-6 of 75; B.2 – TYPE OF CONTRACT, B.2.1 Fixed Price Task Orders | B.2.1 Fixed Price Task Orders states that, “Offerors will propose firm fixed price (FFP) rates for all applicable labor categories in response to task order solicitations,” and that rates will be broken down “...to show the fully burdened rates for the Washington, D.C. and other applicable areas.” Will Offerors be required to propose FFP labor rates in the Attachment 2, IDIQ Pricing Sheet for the site locations listed in Attachment J-4 that are outside of Washington, D.C.? This includes Denver, CO, Portsmouth, NH, North Charleston, SC, Blackstone, VA, Oakland Park, FL, and Williamsburg, KY. | Kiara | Yes, the offeror shall provide rates based on the National Capital region. However, fair and reasonable rates will be determined at the task order level based on geographical locations. | |
| Pages 5-6 of 75; B.2 – TYPE OF CONTRACT, B.2.1 Fixed Price Task Orders | B.2.1 Fixed Price Task Orders states, "Offerors will propose firm fixed price (FFP) labor rates for all applicable exempt labor categories (professional) in response to task order solicitations. These rates will be proposed as fully burdened ceiling rates since the base rates does not change with the delivery location for exempt labor categories. The Offeror will be required to use the fully burdened ceiling rates, as categories for the base contract and option periods, incorporating any proposed increases. The pricing for the base and option years pricing will be evaluated for reasonableness by the CO using available public market indicators and other sources. (emphasis added)" This statement is not correct. Exempt labor rates absolutely change based on location. Will the Government allow offerors to propose location specific exempt labor categories wage rates? | Kiara | Yes, this shall be task order specific. | |
| Pages 5-6 of 75; B.2 – TYPE OF CONTRACT, B.2.1 Fixed Price Task Orders | B.2.1 Fixed Price Task Orders states, "Offerors will propose firm fixed price (FFP) labor rates for all applicable exempt labor categories (professional) in response to task order solicitations. These rates will be proposed as fully burdened ceiling rates since the base rates does not change with the delivery location for exempt labor categories. The Offeror will be required to use the fully burdened ceiling rates, as categories for the base contract and option periods, incorporating any proposed increases. The pricing for the base and option years pricing will be evaluated for reasonableness by the CO using available public market indicators and other sources." How will this work if the labor categories are going to be provided at the task order level, after IDIQ award? Does the Government intend for the contractor to bid all labor rates at all locations as part of the IDIQ proposal? | Kiara | Yes, the offeror shall provide rates based on the National Capital region. However, fair and reasonable rates will be determined at the task order level base on geographical locations. | |
| Page 6 of 75; B.2.2 T&M and L-H TASK ORDERS | B.2.2 T&M and L-H TASK ORDERS states, "The Contract may provide for separate and/or blended loaded hourly labor rates for the labor. T&M and L-H task orders require the contract standardized labor categories and their associated rates to be identified in the task order award document." What scenario would require a blended loaded hourly labor rate? | Kiara | Any additional/blended rates will be determined at the Task Order level due to additional technical requirements. | |
| Page 6 of 75; B.2.2 T&M and L-H TASK ORDERS | B.2.2 T&M and L-H TASK ORDERS states, "The fully burdened T&M/L-H rate awarded at initial parent contract award shall serve as the basis for all future pricing. The Offeror will propose labor rates for all applicable non-exempt and exempt labor categories (professional). The non-exempt labor categories will be proposed as fully burdened rates using the fixed ceiling, negotiated health and welfare fringe, overhead, G&A and profit/fee rates (percentages). The exempt labor rates will be proposed as fully burdened ceiling rates since the base rate does not change with the delivery location for exempt labor categories. The fully burdened rates will be evaluated for reasonableness. The Contractor will be required to use the fully burdened ceiling rates, as proposed in the price template, on all task orders. The Contractor will propose rates for all exempt labor categories for the base contract and option years (8 years), incorporating any proposed increases. The pricing for the base and option years pricing will be evaluated for reasonableness by the CO using available public market indicators and other sources." Does this mean that all sites will be bid along with the IDIQ? | Kiara | The Government intends to solicit task orders for all of the DoS facilities over the ten-year lifespan of the IDIQ contract. A predetermined list will be provided by USGOV but it is subject to change. Task orders will be released periodically based on agency needs and priorities. USGOV will communicate with industry when changes are required to task order timeframe. | |
| Page 6 of 75; B.2.2 T&M and L-H TASK ORDERS | B.2.2 T&M and L-H TASK ORDERS states, FAR 52.216-31 states, “…exempt labor rates will be proposed as fully burdened ceiling rates since the base rate does not change with the delivery location for exempt labor categories.” To establish ceiling labor rates, will Offerors be required to use Washington, DC as the basis of the labor rate since it most likely has the highest labor rates/cost of living? If this approach is taken, will this artificially inflate the Government’s evaluation of price as the sites outside of Washington DC have lower wage rates? | Kiara | Yes, the offeror shall provide rates based on the National Capital region. However, fair and reasonable rates will be determined at the task order level base on geographical locations. | |
| Page 6 of 75; B.2.2 T&M and L-H TASK ORDERS | The solicitation states "The fully burdened T&M/L-H rate awarded at initial parent contract award shall serve as the basis for all future pricing. The Offeror will propose labor rates for all applicable non-exempt and exempt labor categories (professional). The non-exempt labor categories will be proposed as fully burdened rates using the fixed ceiling, negotiated health and welfare fringe, overhead, G&A and profit/fee rates (percentages). The exempt labor rates will be proposed as fully burdened ceiling rates since the base rate does not change with the delivery location for exempt labor categories. The fully burdened rates will be evaluated for reasonableness. The Contractor will be required to use the fully burdened ceiling rates, as proposed in the price template, on all task orders. The Contractor will propose rates for all exempt labor categories for the base contract and option years (8 years), incorporating any proposed increases. The pricing for the base and option years pricing will be evaluated for reasonableness by the CO using available public market indicators and other sources." The ordering period is stated to be a 5-year base and 5-year option. Is the Government envisioning awarding task orders with a base plus seven years? | Kiara | The period of performance is a one-year base plus nine (9) one-year option periods for a total of ten (10) years. However, the Government reserves the right to award task orders with a shorter period of performance based on agency needs and funding availability. | |
| Page 6 of 75, B.2.2 - T&M and L-H TASK ORDERS, Last Paragraph, 7th Sentence | The Line Item Summary (page 5 of 75) and Section B.4 - ORDERING PERIOD (page 7 of 75) show the ordering period consisting of a five-year base ordering period and one five-year optional ordering period. However, the seventh sentence in the last paragraph references "option years (8 years)". Will the Government clarity the base, optional and total ordering periods? | Kiara | The period of performance is a one-year base plus nine (9) one-year option periods for a total of ten (10) years. However, the Government reserves the right to award task orders with a shorter period of performance based on agency needs and funding availability. | |
| Page 6 of 75; B.2.2 T&M and L-H TASK ORDERS | B.2 - TYPE OF CONTRACT, 52.216-31 states, “…pricing will be evaluated for reasonableness by the CO using available public market indicators and other sources.” Can the Government expand on what type of “available public market indicators and other sources” will be used when determining pricing reasonableness? | Kiara | The Government will determine price reasonableness using Bureau of Labor Statistics data, industry standards, and GSA CALC to ensure fair and competitive pricing. . | |
| Page 6 of 75; B.2.3 Other Direct Costs | B.2.3 Other Direct Costs states, "Other ODC support, integral and necessary as part of a total integrated solution within the scope of the contract for which there is not a labor category specified in the contract or includes other direct costs such as travel, materials, equipment, subcontractors, etc., to obtain a total service solution, are allowable costs and may be included within an individual task order under the contract. The Contractor should propose and identify each other direct costs separately and the CO should identify each ODC support services or other direct costs by a separate CLIN on the task order award." A separate CLIN for each ODC would be an administrative nightmare. This approach doesn't seem to align with this type of work. Does this language accurately reflect the Government’s intent? | Kiara | ODC intent was to cover potential travel or other direct costs that has to be pre-approved by the COR at the Task Order level. | |
| Page 7 of 75; B.4 - ORDERING PERIOD | B.4 - ORDERING PERIOD states, "The ordering period of this contract shall include a five-year base ordering period beginning date of award. The contract also includes one five-year optional ordering period that will begin five years from date of award, if exercised." Will the successful offerors be required to recertify their 8(a) status to be eligible for task order awards during the optional ordering period? | Kiara | Yes, and the awarded contracts will include clauses requiring recertification of socio-economic status before award of task orders, especially during optional ordering periods or contract extensions. | |
| Page 7 of 75; B.5 - TASK ORDER PRICING | The solicitation states "Awarded IDIQs will establish unit ceiling prices in accordance with pricing attachment J-33. Task order pricing must be based on ceiling rates included in the IDIQ at the time of task order proposal submission. Task order proposals must include rates at or below the ceiling rates established in IDIQ attachment J-33." Will the Government provide attachment J-33 for Industry review and feedback before the final RFP is released? | Kiara | Please reference Attachment 23. | |
| Page 7 of 75; B.5 - TASK ORDER PRICING | B.5 - TASK ORDER PRICING references a pricing attachment J-33. Section J also references an Attachment 33 Pricing Attachment. Is the Attachment J-33/Attachment 33 Pricing Attachment the same as the Attachment 2, Pricing Sheet referenced in Section L on page 69 of 75? | Kiara | Please reference Attachment 23. | |
| Page 7 of 75; B.5 - TASK ORDER PRICING | B.5 - TASK ORDER PRICING states, "Awarded IDIQs will establish unit ceiling prices in accordance with pricing attachment J-33. Task order pricing must be based on ceiling rates included in the IDIQ at the time of task order proposal submission. Task order proposals must include rates at or below the ceiling rates established in IDIQ attachment J-33." What base rates will be utilized to determine the ceiling rates? Will all task sites need to be priced? Which sites will be utilized for the purpose of price evaluation for the IDIQ award? | Kiara | Please reference Attachment 23. | |
| Page 7 of 75, B.7 - FIXED, FULLY BURDENED HOURLY RATE STRUCTURE Page 8 of 75, B.11 - FIXED, FULLY BURDENED HOURLY RATE PRICING TABLES | "Fixed, Fully Burdened Hourly Labor Rates established at the IDIQ level (attachment J-33) are comprised of direct labor, applicable indirect expenses (e.g., fringe, overhead, general and administrative) and profit." "Refer to the table at Attachment J-33 for Labor Categories and Fixed Price, Fully Burdened Hourly Ceiling Rates for the entire contract performance." Will Attachment J-33 provide a list of labor categories to be priced using the Contract Labor Standards, Wage Rate Requirements Statutes, and Collective Bargaining Agreements for each location shown in Section J, Attachment 4 - List of Properties? | Kiara | Please reference Attachment 23 for LCAT pricing. However, CBA and wage rate pricing will be determined on a site specific basis. This allows for variations in labor costs based on geographical location at the task order level. | |
| Page 7 of 75; B.7 - FIXED, FULLY BURDENED HOURLY RATE STRUCTURE | B.7 - FIXED, FULLY BURDENED HOURLY RATE STRUCTURE states, "Fixed, Fully Burdened Hourly Labor Rates established at the IDIQ level (attachment J-33) are comprised of direct labor, applicable indirect expenses (e.g., fringe, overhead, general and administrative) and profit. All direct and indirect labor pricing is included in the burdened rate; the contractor may not request additional pricing outside of the established labor rates, except for Other Direct Costs (ODCs), as applicable and as established in the applicable task order, if so established." Does the Government require the offerors to fix their indirect rates for the base ordering period or forward price their indirect rates for ten years? | Kiara | The Government cannot provide guidance on how offerors should structure their proposals and/or determine their rates. | |
| Page 7 of 75; B.7 - FIXED, FULLY BURDENED HOURLY RATE STRUCTURE | B.7 - FIXED, FULLY BURDENED HOURLY RATE STRUCTURE states, “…the contractor may not request additional pricing outside of the established labor rates.” If a task order requires a labor category that is not included in the IDIQ pricing template (Attachment J-33), will Offerors be allowed to propose additional labor categories at the task order level? | Kiara | Yes, at the task order level. | |
| Page 7 of 75; B.8 - INCENTIVE TASK ORDERS | B.8 - INCENTIVE TASK ORDERS states, "If contemplated, the CO will need to make the determination of standards for Incentive contract type task orders." Does the Government envision Incentive task orders? Depending on the incentive, this would impact the fee proposed at the IDIQ level. | Kiara | No, this not an incentive contract type. | |
| Page 9 of 75, C.2 - Services Not Within Scope | C.2 - Services Not Within Scope states, "Kitchen appliances and food preparation equipment used in food services contract that is not installed or major equipment. Example: blenders, toasters, meat slicers, etc. (Note: ductwork above the ceiling, grease traps with associated piping, and any fire suppression or fire alarm equipment are included in the contractor scope)." At which locations would this stipulation apply? How does this affect the IDIQ proposal? | Kiara | DoS shall provide government equipment information at the task order level. | |
| Page 10 of 75, E.1 - GOVERNMENT QUALITY ASSURANCE AND SURVEILLANCE | E.1 - GOVERNMENT QUALITY ASSURANCE AND SURVEILLANCE states, "The Government will perform those quality assurance procedures that may be necessary to verify that performance is in accordance with the terms of the contract. Government quality assurance will be performed routinely by the Contracting Officer’s Representative; however other activities may be called upon to support this effort as required. The Contracting Officer’s Representative or designated quality assurance evaluators will record all surveillance observations and will maintain a file of all inspection results. Successive months of unsatisfactory performance may result in other appropriate action(s) by the Contracting Officer in accordance with the Inspections clause, including Termination for Default. Any action taken by the Contracting Officer as a result of surveillance will be in accordance with the terms of the FAR." Will the Government be performing QA of the task orders or will the Program Management Office (PgMO) contractor perform QA functions? What incentive will the PgMO contractor have to be fair to their competitors within the industry? | Kiara | The PgMO's primary function is to provide data analysis and reporting support to the COR. The PgMO does NOT have any direct oversight or evaluation responsibilities for the CFS contractor's performance. | |
| Page 10 of 75, E.1 - GOVERNMENT QUALITY ASSURANCE AND SURVEILLANCE | E.1 - GOVERNMENT QUALITY ASSURANCE AND SURVEILLANCE states, "Successive months of unsatisfactory performance may result in other appropriate action(s) by the Contracting Officer in accordance with the Inspections clause, including Termination for Default." Will the Government employ a monthly-type scorecard so the contractor is aware of (perceived) sub-par performance, which will provide adequate time for corrective action? | Cleared | Yes, the AQL is reviewed every month. | |
| Page 10 of 75, E.2 - QUALITY STANDARDS | E.2 - QUALITY STANDARDS states, "All work performed under this contract shall be of the highest quality standards, consistent with best industry practices, to ensure timely provision of services, optimum DoS satisfaction, and adequate protection of Government assets,". Was anything intended to follow the comma after Government assets? | Kiara | No, the comma should be a period. | |
| Page 10 of 75, E.2 - QUALITY STANDARDS | E.2 - QUALITY STANDARDS states, "All work performed under this contract shall be of the highest quality standards, consistent with best industry practices, to ensure timely provision of services, optimum DoS satisfaction, and adequate protection of Government assets,". How is optimum DoS satisfaction determined? | Kiara | The AQL and compliance with government standards and industry best practice will be used as a baseline along with the scoring matrix on a monthly basis. In addition, specific KPIs will be established at the task order level. | |
| Page 10 of 75, E.2 - QUALITY STANDARDS | E.2 - QUALITY STANDARDS states, "All work performed under this contract shall be of the highest quality standards, consistent with best industry practices, to ensure timely provision of services, optimum DoS satisfaction, and adequate protection of Government assets,". Who within DoS enforces quality standards? | Kiara | Quality standards are enforced through a collaborative effort with the CO, COR and ACOR. | |
| Page 10 of 75; E.4 - QUALITY CONTROL PLAN | E.4 - QUALITY CONTROL PLAN refers to “Performance Work Statement section C.3.2.4.” There is no section C.3.2.4 in the 00 CFS Performance Work Statement DRAFT.pdf attachment. Please confirm that this PWS section reference should be updated to C.4.2.4 (emphasis added). | Kiara | Confirming it has been updated. | |
| Page 10 of 75, E.4 - QUALITY CONTROL PLAN | "Submission of the plan is after task order award and in accordance with the submission timelines in the task order PWS (or in IDIQ PWS section C.3.2.4, if not stated in the task order PWS)." |
| There is no section C.3.2.4 in the IDIQ PWS. Will the Government please confirm the applicable IDIQ PWS section? | Cleared | Reference C.4.2.4. | ||
| Page 11 of 75; F.1 – DELIVERABLES | F.1 – DELIVERABLES states, "All reports, plans, schedules, and other submittals provided by the Contractor to the COR shall be subject to approval by the COR or CO. The Contractor shall submit its deliverables based on the established due dates in the task order." Will the PgMO have access to these proprietary reports, plans, schedules, and other submittals? | Kiara | Access to proprietary reports, plans, schedules and other deliverables will be granted to those on a need-to-know basis, including the COR and designated government personnel responsible for overseeing building operations. To ensure protection of sensitive information, the PgMO contractor will be required to sign an NDA and OCI form to avoid COI related to competition of future CFS work or financial ties to CFS providers. | |
| Page 11 of 75; F.1 – DELIVERABLES | F.1 – DELIVERABLES refers to Section C.14. However, C.14 in the 00 CFS Performance Work Statement DRAFT.pdf attachment is C.14 Contractor Supervision and Quality Control. Please confirm that this PWS section reference should be updated to C.16 (emphasis added). | Kiara | Confirming it has been updated. | |
| Page 11 of 75, F.1 - DELIVERABLES | Will the successful Offeror be required to perform in accordance with the Government's existing task order plans and schedules (or as directed by the COR) until the awarded CFS contractor submittals are approved by the COR or CO? | Kiara | Yes, it is standard practice for the successful Offeror to perform in accordance with the Government's existing task order plans and schedules (or as directed by the Contracting Officer’s Representative (COR)) until the awarded contractor's submittals are reviewed and approved by the COR or Contracting Officer (CO). This ensures continuity of operations and adherence to government requirements during the transition period. | |
| Page 11 of 75, F.1 - DELIVERABLES | Will the Government provide all existing plans and schedules for all awarded task order locations at the start of task order transitions? | Kiara | The Government will provide existing plans and schedules, but they may be subject to change based on funding availability and /or government requirements. | |
| Page 11 of 75, F.1 - DELIVERABLES | Since this is a Consolidated Facility Services (CFS) IDIQ contract where deliverables required at the task order level may be duplicated at various task order locations, will the Government consider/allow a single deliverable versus individual deliverables for each task order that apply or are related to all DOS properties? Examples include, but are not limited to: Transition Plan, Cost Control Plan. | Kiara | To ensure that deliverables accurately address the specific needs of each location, individual deliverables are required for each site. | |
| Page 11 of 75, F-3 - TASK ORDER PERIOD OF PERFORMANCE | F.3 - TASK ORDER PERIOD OF PERFORMANCE states, "The term for each Order placed under the Basic Contract shall be specified in the individual Order. Orders may not be placed under the if the IDIQ contract has expired, or has been terminated or cancelled by the Government." In the second sentence, is a word missing after "under the"? | Kiara | Yes. Orders may not be placed under the “Basic Contract.” | |
| Page 11 of 75, F-3 - TASK ORDER PERIOD OF PERFORMANCE | F.3 - TASK ORDER PERIOD OF PERFORMANCE states, "No order may extend more than five (5) years after the expiration date of the Basic Contract, in accordance with FAR 52.216-22(d). Order optional periods of performance, if included at initial issuance of the Order, may be exercised after the expiration date of the Basic contract. However, the period of performance cannot extend more than five (5) years after the expiration of the Basic Contract, and orders must be placed prior to expiration of the base contract." Does this mean an offeror could win a five-year task order in the base ordering period, then a four-year task order in the option ordering period, and then a five-year task order (in the last year of the option ordering period), for a total of fourteen years at a site? | Kiara | Task orders can be issued at any point during the active period of the IDIQ as long as sufficient ceiling remains. The contract period of performance, including option periods, is ten (10) years with an additional six (6) months under FAR 52.218-8. | |
| Page 14 of 75, G.3 - CONTRACTING OFFICERS REPRESENTATIVE (COR) | G.3 - CONTRACTING OFFICERS REPRESENTATIVE (COR) states, "Responsibilities: The responsibilities of the CORs and Alternate CORs include, but are not limited to: 1. Recommending deductions for contract payment for hours not worked; 2. Advising the CO of nonperformance or unsatisfactory performance; 3. Advising the CO of any factors that may cause delay in performance of work. 4. Reviewing and approving invoices for payment." Where in the solicitation are deductions envisioned and how will that process work? | Kiara | The contract staffing plan will address deductions for work not performed, as this is a contract where staffing levels are critical to fulfilling contractual obligations. | |
| Page 16 of 75, H.8 - SOLICITATION ON-RAMP | H.8 - SOLICITATION ON-RAMP states, "After closing of this solicitation, the Government may elect to re-solicit proposals for this requirement, in order to add additional IDIQ contract holders for this requirement. The decision to solicit for additional contract holders is solely at the discretion of the Government, and is not guaranteed. If the Government elects to re-solicit in order to add additional IDIQ contract holders for the remainder of the IDIQ period of performance, such an action may take place at anytime during the IDIQ period of performance." How many IDIQ seats does the Government intend to award? | Kiara | The Government plans to award up to ten (10) awardees. | |
| Page 16 of 75, H.9 - OTHER BUILDINGS ADDITION AND MODIFICATION OF LOCATIONS | H.9.1 Inspection Report states, "At least thirty (30) days prior to the planned addition of a new building or facility, the CO shall send a written request for proposal (RFP) to the Contractor to prepare and submit a complete and systematic initial inspection report. The report will summarize and report the existing conditions of all mechanical, electrical, fire protection, elevators, and utility systems and equipment, windows, doors, and other structural features that fall under the responsibility of FMS. The Contractor shall submit the Initial Inspection Report to the CO and COR within fifteen (15) calendar days of the receipt of the RFP. The USG will review the report and come to an agreement with the Contractor on the status.” | |||
| H.9.2 Proposal states, “Based on the agreed-upon existing conditions, the Contractor shall submit a proposal to include a detailed cost estimate for performing the requested maintenance services. The inclusion of photographs may or may not be allowed. The Contractor shall consult with the Diplomatic Security Officer (DS) prior to and have the opportunity to review any photographs before the release of photos taken onsite. The Contractor cost proposal shall include a list of critical spare parts." How does the Government envision providing the same information for task orders on existing buildings within the portfolio? | Ellen | USGOV will provide a site data sheet and estimated asset inventory with each TO RFP. USGOV will host one mandatory site tour per site to which all participants will be invited. Site visits will be scheduled after IDIQ award. | ||
| Page 16 of 75, H.10 - MODIFICATION OF SERVICE FROM TASK ORDER | H.10 - MODIFICATION OF SERVICE FROM TASK ORDER states, "The Government may modify or descope specific O&M service(s) from a specific building, facility or site through task order modification base on end of life process and procedures." What are end-of-life processes and procedures? | Kiara | End-of-life (EOL) processes and procedures refer to the systematic approach for managing the planned conclusion or cessation of specific services, systems, or facilities. | |
| Pages 16-17 of 75, H.11 - EXCLUSIVE RESOURCE ALLOCATION | H.11 - EXCLUSIVE RESOURCE ALLOCATION states, "The Contractor acknowledges that staffing resources assigned to perform work under this contract/ task order shall be dedicated exclusively to the fulfillment of this contract's obligations. The Contractor shall not utilize the same staffing resource assigned to this contract to simultaneously perform work on any other government contract or project. This restriction is to ensure that the quality, focus, and integrity of services provided under this contract/ task order are maintained and to avoid potential conflicts of interest or dilution of effort." How will this apply to part-time employees? | Cleared | All working hours delineated in the offeror's staffing plan must be dedicated exclusively to the fulfillment of the TO obligations. The Contractor shall not utilize the same staffing resource working hours assigned to this contract to simultaneously perform work on any other government contract or project. The contractor is responsible for maintaining adequate records and systems to ensure compliance with our requirements, including, but not limited to accurate tracking of contractor hours and clear delineation of work performed on different Task Orders/projects. Where work is not meeting or exceeding TO requirements, USGOV may direct changes to the staffing plan. | |
| Page 17 of 75; H-031 - SECURITY REQUIREMENTS | H-031 - SECURITY REQUIREMENTS states, "(a) A facility security clearance at the TOP SECRET is required for contract performance in accordance with the DD Form 254, Department of Defense Contract Security Classification Specification, attached to this contract." Will a TOP SECRET facility security clearance be required prior to award or will the Government sponsor successful offerors for the TOP SECRET facility security clearance? | Ryan | Contractors must possess a TOP SECRET facility security clearance at the time of proposal submission to be eligible for award. The Contracting Officer (CO) is currently confirming the consequences for offerors without the required clearance and will provide guidance on the way forward, including whether sponsorship for the clearance will be considered for successful offerors. | |
| Page 17 of 75, H.1 - GOVERNMENT FURNISHED PROPERTY, EQUIPMENT, AND SPACE (ON-SITE) | "The Government furnished equipment during the term of this contract is defined in Section J-18 Government Furnished Equipment." J-18 Attachment 18 released in the draft RFP is titled Vertical Transportation Equipment and not Government Furnished Equipment. Will the Government provide the Government Furnished Equipment attachment for Industry review and feedback before the final RFP is released? | Kiara | The Government will provide a listing of site assets at the TO level. | |
| Page 17 of 75; H.1 - GOVERNMENT FURNISHED PROPERTY, EQUIPMENT, AND SPACE (ON-SITE) | Will personnel security clearance requirements be defined at the task order level? | Kiara | Yes. However, in most cases a Secret Security Clearance will be required at a minimum. | |
| Page 17 of 75, H.1.4 Equipment | "Equipment or materials acquired during the duration of the contract that are charged or purchased using government funds such as those denoted on the final purchase proposal by the contractor become the property of the government upon termination of the contract. This provision does not apply to personal, personal protective equipment, leased equipment, or equipment or materials purchased using contractor funds." Will the Government confirm that this provision does not apply to equipment or materials procured through a Firm-Fixed Price (FFP) Contract Line Item Number (CLIN)? | Kiara | Equipment purchased using contractor funds will remain the property of the contractor; however, the USGOV retains first right of refusal should the contractor choose to sell those items. Equipment purchased using USGOV funds remains the property of USGOV. | |
| Page 17 of 75; H.1 - GOVERNMENT FURNISHED PROPERTY, EQUIPMENT, AND SPACE (ON-SITE); H.1.4 Equipment | H.1.4 Equipment states, “The Government furnished equipment during the term of this contract is defined in Section J -18 Government Furnished Equipment. The Contractor is responsible for the fuel, maintenance, and repair of all equipment used and the replacement of any “lost” equipment. All Government equipment shall be inventoried, inspected, and accepted before being turned back over to the Government at the expiration of the Contract. Any equipment damaged, lost or in need of replacement will be at the contractors cost and will remain the property of the government when contract expires." What about Government equipment that is at the end of its useful life? | Kiara | Government equipment that is at the end of its useful life should be addressed through the applicable contract clauses. Typically, the Government remains responsible for determining whether such equipment will be replaced, repaired, or disposed of in accordance with its policies and procedures. The contractor's responsibility would likely be limited to maintaining and documenting the condition of the equipment throughout the contract period and ensuring proper inventory and turnover as stipulated. | |
| Page 17 of 75; H.1 - GOVERNMENT FURNISHED PROPERTY, EQUIPMENT, AND SPACE (ON-SITE); H.1.4 Equipment | H.1.4 Equipment states, "The Contractor is responsible for the fuel, maintenance, and repair of all equipment used and the replacement of any “lost” equipment." Will fuel be considered an Other Direct Cost (ODC) at the task order level? | Kiara | No. Fuel will not be considered an Other Direct Cost (ODC) at the task order level. | |
| Page 18 of 75; H.1 - GOVERNMENT FURNISHED PROPERTY, EQUIPMENT, AND SPACE (ON-SITE); H.1.9 Mechanical Spaces | H.1.9 Mechanical Spaces states, “The Contractor shall keep all building mechanical spaces clean and free of debris, trash, dirt, used parts, fixtures, and any other items not permanently secured to the floor, ceiling, walls, or utility systems for which the mechanical room is de- signed to enclose. No storage of any items within these spaces is permissible by the Contractor without prior approval from the COR." What about other contractors performing work for DoS within these spaces? How will they be policed and how does the offeror on this solicitation avoid being penalized for other contractors’ actions? | Kiara | The contractor is responsible for reporting to the COR within 24 hours of observing any instances of other contract companies failing to maintain clean and debris-free workspaces, including providing photographic evidence, when applicable. | |
| Pages 19-20 of 75; H.3 - PERSONNEL REQUIREMENTS | Are these personnel only required for the PgMO Task Order? If an offeror is not awarded the PgMO Task Order, are these positions not required? | Cleared | Key Personnel requirements at the IDIQ level are detailed in the updated Attachment 7. All other Key Personnel will be identified within each respective task order. | |
| Page 20 of 75, H.3.2 Security Clearance and Badging Requirements | H.3.2 Security Clearance and Badging Requirements states, “This is a facility Clearance level (FCL) Top Secret contract in accordance with the attached DD Form 254. The contractor must closely follow the instructions and procedures included in and attached to the DD-254. The Contractor shall ensure that all employee clearances are requested in a timely manner and that the contractor responds to DS/IS/IND whenever contacted. Contractor positions that are not filled and work is not performed will not qualify for invoicing and payment. The Contractor is required to track and document the status of clearances for personnel to include dates of submittal and documentation, progress status, date of interim and final adjudication." |
| Why is the emphasized language contained under Security Clearance and Badging Requirements? | Kiara | This language should not be in the above section and will be moved to a section that discusses labor. | ||
| Page 20 of 75, H.3.2 Security Clearance and Badging Requirements | H.3.2 Security Clearance and Badging Requirements states, “This is a facility Clearance level (FCL) Top Secret contract in accordance with the attached DD Form 254. The contractor must closely follow the instructions and procedures included in and attached to the DD-254. The Contractor shall ensure that all employee clearances are requested in a timely manner and that the contractor responds to DS/IS/IND whenever contacted. Contractor positions that are not filled and work is not performed will not qualify for invoicing and payment. The Contractor is required to track and document the status of clearances for personnel to include dates of submittal and documentation, progress status, date of interim and final adjudication." How is this applicable in a FFP task order? | Cleared | All personnel supporting the CFS IDIQ shall require the appropriate clearance and approval from the COR prior to the commencement of any work. | |
| Page 20 of 75, H.3.3 Badging Procedures | The beginning of section H.3.3 states that "All contracted personnel require an adjudicated or 'Interim' clearance prior to being able to be issued a government badge." However, contracted personnel can receive a Government-issued Visitor Access Badge before receiving their adjudicated or 'Interim' clearance. Will the Government confirm that this is in compliance and is acceptable to be added to the final RFP? | Kiara | Issuing a Visitor Access Badge prior to the adjudication of a security clearance is generally permissible, as long as the personnel are not given unsupervised access to classified information or into restricted areas. The Government will have to ensure that any government badges issued comply with the specific access levels required by the contract and associated security regulations prior to adding any language to the final RFP and subsequent award. | |
| Page 20 of 75, H.3.4 STANDARDS OF CONDUCT | H.3.4 STANDARDS OF CONDUCT states, "All Contractor employees, including supervisors, shall present a neat appearance and wear appropriate uniforms. All Contract employees shall wear such clothing as coveralls, smocks, uniform shirt and trousers, or uniform blouse and skirt or slacks. Clothing shall have the employee's name and the company name affixed thereon in a permanent or semi-permanent manner, such as a badge or monogram, which is easily readable. Any color or color combination except green is acceptable. Supervisors shall be easily recognizable, either by distinctive clothing or by an easily readable badge or monogram. Every employee shall be in uniform prior to entrance on duty." Are all contractor and subcontractor personnel required to be in full uniform? Are summer and winter uniforms (including coats) required? Are there minimum uniform requirements? | Cleared | Contractor employees should be easily identified by their name and employer and must adhere to standards of dress and conduct as stated in the PWS. | |
| Page 21 of 75, H.3.7 FACILITY ENTRANCE REQUIREMENTS | H.3.7 FACILITY ENTRANCE REQUIREMENTS states, "The Contractor shall perform the following: Sign in/Sign out Log: The Contractor shall provide a Sign In/Sign Out Log for all contract employees to identify themselves by providing appropriate information and their signatures as they enter and leave the building. The Government requires all Contract employees to use this form whenever they enter or leave the building which includes during official work hours, other than official work hours when providing reimbursable services, deficiency repairs/replacements, or when providing any basic services." Why is this language at the IDIQ level? Is it feasible/necessary at sites that require all personnel to badge in and badge out? | Kiara | This requirement, applicable to all sites at both the IDIQ and task order levels, supports accurate reporting for performance monitoring. |
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