Roof Requirements Questions and Answers_20260511.pdf

QUESTIONS AND ANSWERS

Roof Requirement Ft. Leavenworth

1. What is the total number of buildings covered by this contract?

RESPONSE: While Fort Leavenworth maintains over 1,000 numbered structures, including various auxiliary facilities and storage sheds, our service is strictly guided by prioritization and budgetary parameters. Please refer to the Statement of Work for maximum rate of performance. To ensure the most effective use of resources, our primary focus remains on mission-critical infrastructure, which means that many secondary or lower-priority buildings may not be serviced within a single calendar year or during the current contract term. This approach ensures that we meet all essential performance standards while remaining fully compliant with the financial and operational guidelines of the agreement.

2. Can you provide approximately square footage for each building’s roof?

RESPONSE: To ensure accuracy and minimize time waste, estimates are limited to buildings specifically identified for repair or replacement, while we provide preliminary square footage data as a starting point, these figures are only approximations and should not be used for final planning. The contractor is responsible for conducting all on-site measurements and field-verifying every detail before submitting a final estimate or ordering materials.

3. What is the expected range of roof sizes (smallest to largest)?

RESPONSE: The expected range of roof sizes varies significantly, from small auxiliary structures like storage sheds to large mission-critical facilities, but in accordance with FAR Clause 52.216-21, these descriptions do not constitute a guarantee of exact dimensions or workload volume. While internal programs provide rough square footage data for buildings identified for repair or replacement, these figures are strictly preliminary and may not reflect current field conditions or true architectural footprints

4. How many roofs are expected to need full replacement versus partial repair?

RESPONSE: FAR Clause 52.216-21 classifies this contract as a Requirements contract by which the Government will purchase only the amount required in a given year with no minimum order requirement. The determination on what number of full roof replacements and partial repairs will be guided by need and overall priority against available budgets during those time periods. The Government may exercise an option year and place zero task orders in a given year and on another option year order numerous roof task order repairs and replacements.

5. What roofing systems (e.g., TPO, metal, shingles) are assigned to which buildings or what percentage of roofs? Is there a master list containing this information?

RESPONSE: At this time, no master inventory exists for the facility portfolio, particularly regarding TPO roofing, as it was only recently introduced as a viable option for future requirements. Furthermore, a comprehensive list would not accurately reflect the actual percentage of roofs that may be selected for service, repair, or replacement during the contract period. In accordance with the project's variable scope, the selection of specific assets for maintenance is determined by operational priority and budgetary availability rather than a predetermined schedule or inventory list.

6. Are there sample task orders or historical roof sizes from similar projects we can review?

RESPONSE: In accordance with the competitive nature of the procurement process, specific task orders and historical contract data will not be released to prospective bidders. While current ongoing projects range from smaller shingle applications of approximately 59 squares to larger deployments of 298 squares, these examples are provided for context only and do not represent a guaranteed workload. Exceptional requirements, such as current EPDM layover projects exceeding 1,500 squares, are considered uncommon and should not be viewed as an accurate representation of the standard task orders expected throughout the period of performance.

What percentage of roofs are expected to need structural deck repair or full tear-offs?

RESPONSE: FAR Clause 52.216-21 classifies this contract as a Requirements contract by which the Government will purchase only the amount required in a given year with no minimum order requirement. The determination on what number of full roof replacements and partial repairs will be guided by need and overall priority against available budgets during those time periods. The Government may exercise

7. How many buildings are occupied, and what are the work-hour limitations for each?

RESPONSE: Reference SOW paragraph SW-3 for Installation Work hours.

8. Are there any access restrictions or special requirements (e.g., cranes, staging areas)?

RESPONSE: Each roof task order varies in tool and material requirements, however, in the event the contractor needs to bring large crane equipment or similar equipment, coordination with the COR must be made in advance in order to coordinate with Post Military Police for movement.

9. Is there a guaranteed minimum quantity of work per year under the contract?

contract by which the Government will purchase only the amount required in a given year with no minimum order requirement. The determination on what number of full roof replacements and partial repairs will be guided by need and overall priority against available budgets during those time periods. The Government may exercise

10. Will there be a pre-bid site visit to assess roof conditions and access?

contract by which the Government will purchase only the amount required in a given year with no minimum order requirement. The determination on what number of full roof replacements and partial repairs will be guided by need and overall priority against available budgets during those time periods. The Government may exercise

11. How will task orders be prioritized, and what is the expected timeline per task order?

RESPONSE: The timeline per task order will vary dependent upon the scope and complexity of the requirement and the number of task orders issued. In other words, adequate timelines will be provided for issued task orders.

12. We noticed the pricing spreadsheet that was uploaded appears to be locked. Will the Government be providing an unlocked version so offerors can enter their coefficient factors?

RESPONSE: That is incorrect, all fields are locked except for field G168 on the Base Year, Option Year 1, and Option Year 2 tabs which is where the co-efficient will be placed by perspective bidders.

13. The specifications reference slate shingles as one of the potential roofing systems. Does the Government currently anticipate any slate roofing work under this contract? If so, will there be a separate line item or pricing mechanism established for slate roofing due to the material cost volatility and specialty nature of that system, or will those situations be handled on a case-by-case basis at the Task Order level?

RESPONSE: At present the roof bid sheet provides the material types required at Fort Leavenworth for existing roofs, in the event a different roofing material were needed for a new building or proposed for a roof replacement, the bid sheet may be modified at a future date and time however, only if the added lines are determined to be within scope of the contract.

14. I see it states, “While each document may be connected with paper clips to keep all documents in an organized manner, the information on each document shall be its own separate document and organized in the order below.” - Would it be acceptable to submit the proposal in a binder or booklet format with labeled tabs separating each section, provided that each required document remains separate and organized in the prescribed order?

RESPONSE: Yes, provided the information is in an organized manner and presented in the order in accordance with Section L.

15. For Tab #3, it states: “TAB #3 - Bid Sheet Cover Page: This page shall include the total dollar amount of the bid sheet amounts that covers the Base Year plus Option Year 1 and Option Year 2. The bidder is cautioned to ensure the calculated totals are accurate and transposed correctly to the Cover Page.”

- Could you please clarify what document is intended to serve as the “Bid Sheet Cover Page”? Is this referring to Section B – Supplies or Services & Prices/Costs, or to the tab labeled “Contract Total” within the pricing spreadsheet?

RESPONSE: If you refer to Attachment 7 – “Attch-7 Bid Sheet Roof Reqmts_20260415”, you will note the fourth tab is a locked sheet that will provide your proposed totals after the bidder’s co-efficient has been added. The bidders may use that as your “Cover Page” but are not required. If you make your own cover page, ensure you transpose the bidder totals accurately.

16. For Tab #4, it states: “TAB #4 - Bid Sheets (Base Year - Option Year 1 - Option

Year 2): Bidding on all line items is required. Failure to provide the Coefficient specified in the Bid Schedule shall render the entire bid non-responsive and eliminated from consideration of the award.” - Since this is being submitted as a mailed bid, are we required to print and include the entire pricing spreadsheet in the proposal package? Alternatively, would it be possible for the bid to be submitted electronically only, so the complete spreadsheet can be provided in its original format?

RESPONSE: Refer to Section L Paragraph L.2 (f) – “Electronic bids via e-mail or fax will not be accepted. Bids shall be mailed through a commercial /Government carrier or hand carried.” – Do not send e-mails or a fax, it will not be accepted. Refer to Section L for the bidder’s submission contents.

17. The current language states that the bid guarantee shall be 20 percent of the bid price or $1,500,000, whichever is less. Given the overall project magnitude and the requirements contract structure with no guaranteed minimum workload, this amount appears to be significantly higher than typical for similar projects.

RESPONSE: Refer to FAR Clause 52.228-1.

18. Can the Government confirm whether this was the intended bid guarantee cap, or if there is consideration to revise the language to a more standard threshold, such as 20 percent of the bid price or $500,000, whichever is less?

RESPONSE: Refer to FAR Clause 52.228-1.

19. Is there CMMC Level 1 or CMMC Level 2 requirements for this contract?

RESPONSE: CMMC are not currently required on this contract.

20. Is this contract tax exempt?

RESPONSE: When the contract is awarded, the tax-exempt certificate will be given at the time of the post-award conference.