QUESTIONS and RESPONSES AMHERST NY.docx

Snow Removal Services Amherst, NY Questions & Responses

W15QKN23Q5133

(Q1): This is a 12 month with 4–12-month option periods, will landscaping be expected during spring, summer and fall months? Because I noticed in the solicitation one of the conditions states that the contractor must supply all plants, what does plants soil, mulch, or anything else related to landscaping have to do with snow/ice removal?

(A1): No landscaping is required; this is only a snow removal requirement. The reference to plants etc., is in section 1.5.1.5 entitled “Protection of Government Property”. The performance work statement section 1.5.15.3 states: The Contractor shall be responsible for the repair or replacement of all government property, including, but not limited to curbing, soil, lawns, shrubs, fences, gates, and handrails damaged by his operations. This shall include but not be limited to any damage caused by salt or chemical ice melting operations or build-up of sand on any lawn or planting area. The Contractor should review the areas with the COR prior to the first storm to validate current conditions.

(Q2). Can invoices be submitted on a bi-weekly basis or strictly monthly? And what payment system will be used?

(A2): Invoices are to be submitted after each snow removal occurrence. Invoices are to be submitted in via Wide Area Workflow Payment System. Please see page 63 of the solicitation, “ 252.232-7006 Wide Area Workflow Payment Instructions (JAN 2023)”

(Q3). Will there be a COR appointed to oversee the contract after its awarded?

(A3): No, however, there will be government personnel to oversee the contractor’s performance.

(Q4): The contractor will receive the task order from the CO/RFO annually, annually is every how many months? And what will the task order look like?

(A4): The task order is issued by the Contracting Office and will be distributed via email or an established method at the time of award. Tentatively, the task order will be for November through April. This may be subject to change depending on the snow fall for this location. The task order will be funded only for the pertinent period of performance. Once the contract is awarded, a funded task order will be issued for the base period. The period of performance will be identified in the task order.

(Q5): PWS 1.5.3 Hours of Operation: Are contractors expected to wait & receive a call from the COR/RFO each & every time a service is needed? There won’t be any kind of schedule to follow?

(A5): Yes. When there is a snowfall predicted, you will be aware the Regional Facility Operation Specialist (RFOS) or the Area Facility Operations Specialist (AFOS) will be calling the contractor to perform the snow removal tasks at the designated facility in accordance with the PWS. A schedule can’t be developed because we can’t predict when the snowfall will occur.

(Q6). PWS 1.1 Description of Services: What are the items specified as government furnished property & services? And are supplies expected to be delivered to the Amherst USAR Center that the Center doesn’t want to be responsible for should anything happen to the supplies? do they have a storage location for supplies? Who will have access to these supplies other than the contractor?

(A6). The “Description of Services” is the standard verbiage in the performance work statement which describes the service. The supplies, whatever they entail will NOT be delivered to the facility.

(Q7). PWS 1.5.3.1: Will the pictures take the place of the COR/RFOS signature that’s needed on the snow/ice removal checklist form? And will the contractor be notified ahead of time of this requirement?

(A7). No, the pictures will NOT take place of the COR/RFOS signature. A signature must be obtained from the COR/RFOS.

(Q8). PWS 1.5.9. Security Requirements: What types of security checks will be done at the close of each work period? And what government facilities, equipment, and materials shall be secured?

(A8). Any time an individual enters a military base or government facility, they are subject to any type of search and identification verification. If applicable, at the close of each work period, government facilities, equipment, and materials shall be secured.

(Q9). PWS 4.4.3: If using a sub-contractor to perform & use their equipment the subcontractor will most likely have their name, address, and telephone number on both sides of the vehicle not the contractors, will this be a strict requirement in the PWS? Or is this negotiable?

(A9). Yes, this is a strict requirement. This is non-negotiable.

(Q10). Does sand have to be used to provide the services?

(A10). Please read PWS Paragraphs 5.1.2; 5.1.10

(Q11). PWS 5.1.11 On -Call Sanding/Salting: Is it expected that the Parking Lots be hand salted? Please explain how you want this done if not by vehicle.

(A11). The parking lot is not expected to be salted by hand but by vehicle only. The sidewalks would be the only location to be hand salted. As it may not snow enough but we have icy conditions in the parking lot RFOS would call to request sanding/salting only.

(Q12). PWS 5.5.12: Please clarify why the contractor would be responsible for trash & debris found around the barrels if it’s not a result of filling barrels with sand/salt by the contractor?

(A12). The trash and debris would be from the bags of salt that have been emptied into the salt barrels by the contractor. The contractor would not be responsible for any other trash or debris.

(Q13). PWS 6.1 AT Level 1 Training: Will the contractor, employees, subcontractor & personnel be considered non-CAC card holders? And to be sure this training can be completed online right? PWS 6.3 iWatch Training: Can this training be done online or is there a specific location the training will be held?

(A13). If an individual does not possess a CAC card, they are a non-CAC card holder.

AT level I awareness training is available at the following website: http://jko.jten.mil or non-CAC card holders - http://jko.jten.mil/courses/atl1/launch.html.

(Q14). PWS 6.4 OPSEC Training: Can this training be done online or is there a specific location the training will be held at? Is this training done annually, annually means every how many months?

(A14). The training is to be determined. Annually means every 12 months.

(Q15). 6.2. Access, General Protection, and Security Policy and Procedures: At what point will this information need to be provided.

(A15). The training is to be determined.

(Q16). Can you provide some more clarification on “1.4. PERIOD OF PERFORMANCE. The period of performance shall be for 12 months from the effective date of award with four 12-month option periods.”

(A16). The resultant contract will be for a 12-month base period plus 4 12-month option periods. This is a requirements snow removal contract. The period of performance is for 12 months, the task order will be for the winter months.

(Q17) Is there a defined method for the government to notify and instruct the contractor to perform work?

(A17) When there is a snowfall predicted, the Regional Facility Operation Specialist (RFOS) or the Area Facility Operations Specialist (AFOS) will be calling the contractor to perform the snow removal tasks at the designated facility in accordance with the PWS. A schedule can’t be developed because we can’t predict when the snowfall will occur.

(Q18). If this is a seasonal base contract, will I able to submit invoices without photos for months that didn't snow?

(A18) This is a requirements snow removal contract. Invoices are only submitted after work is accomplished. If snowfall didn’t occur, no invoices are to be submitted. The period of performance is for 12 months, the task order will be for the winter months. You are only required to provided photos when it snows before service begins and after the service. You are required to take pictures when you arrive at the location and after the service has been accomplished.

(Q19) When submitting the proposal, how should I break it down into units? Wouldn't it be a fixed price? Please elaborate further.

(A19). Yes, this is a firm fixed price. Please review the entire solicitation, starting with the Instructions to Offerors which explains how to submit your proposal.