2nd Round Questions and Answers.pdf

ILEA Facilities Management, Maintenance and Delegation Logistics Support Services Roswell, New Mexico

Q&A v2

2nd Round Questions and Answers

1. Is there a government provided computer maintenance management / property / inventory management system in-place?

Answer: No.

2. Is there any previous cost data that can be provided to the vendors?

Answer: Data not available

3. Can you provide maintenance workload/work order data for the building systems and equipment (response, repair, and preventive maintenance)?

Answer: The Government does not have access to this data.

4. Has a critical spare parts list been established?

5. Will the Government separately fund required maintenance resulting from an initial building systems and equipment assessment?

6. Is the Government able to provide previous contractor monthly activity reports?

Answer: No

7. FAR: 52.229-3, as incorporated by reference. Question: The solicitation does not make a specific reference to New Mexico Gross Receipts Tax (NMGRT), which is levied on services in the State of New Mexico. Please confirm that NMGRT is an allowable cost that will be reimbursed by the Department of State or, provide the applicable tax exemption/deduction used in operation of this facility?

Answer: This is a firm-fixed price requirement. There will be no reimbursement of costs outside of those proposed by offerors in their final proposals and accepted by the Government. The Government is not aware of a tax exemption deduction for the operation of the facility.

8. What does the government expect the contractor to do if roof is damaged?

Answer: This is within the scope of this requirement. See section C.2.1

9. Does the government expect the cleaning crew to dust/clean the walls to waist height or floor to ceiling?

Answer: Shoulder height will suffice.

10. C.2.1. Facility Management and Maintenance Paragraph states: The Contractor is responsible for the operation, maintenance, repair, and preventive maintenance of the ILEA building equipment and systems: fire suppression system, plumbing, mechanical, electrical, security, and building architectural systems for the ILEA Roswell building (emphasis added)

*Please provide drawings or other information to adequately estimate maintenance requirements for the fire suppression system

Answer: See new A003 attachments. The Government has provided all blueprints that are available for release.

11. C.2.2 General Window Cleaning

Please provide the square footage of windows to be cleaned, or Construction

Architectural Drawings A2.1; A2.2; A2.3; A5.2 through A5.6 as listed in the

Index of drawings (SCAN 548)

12. C.2.2 Building Fixture Maintenance

* The provided drawings do not have the adequate detail to provide an estimate, please provide Drawing E1.1, Lighting Plan

* Please provide the re-lamping usage history, so that we may calculate bulb replacement costs

Answer: See new A003 attachments. Re-lamping usage history is not available.

The Government has provided all blueprints that are available for release.

13. C.2.2 Grounds Maintenance

Please provide the area (square meters, acres, etc) to be mowed

Answer: See new A003 attachments. Attachment K, “ILEA Aerial Photo and

Zone of Contractor Responsibility”, shows the area of responsibility within the red border (~4.77 acres).

14. C.2.3 ILEA Participant Information

As Training is not part of this contract, please clarify this requirement to maintain Alumni records

Answer: The contractor shall maintain an alumni database that includes, but not limited to, information such as name, country, organization, title/rank, gender, course attended, course dates, and contact information for all participants. When there are discrepancies, the contractor shall work with the training/instruction vendor to keep the database current.

15. C.2.7 Plan of Operation

Paragraph states in part ³the contractor shall specify how they will respond to, and accomplish all service calls during normal core work hours, and during outside core work hours...² (emphasis Added)

* As there is an enormous difference in provide 2 service Calls per day versus 10 or 20, please provide the service call history and workload data so that we may estimate this requirement

* Please Specify or otherwise delineate the IT related calls as they are performed by different skill sets from maintenance, and have different completion times as well.

Answer: As this is still a new facility (construction completed in 2005), building maintenance services calls are expected to be minimal. See the revised paragraph for “On Call Services” under C.2.2, which provides a minimum number of calls per month for IT and non-IT related services. Service call history/workload data are not available.

16. C.2.7 also states: ³The Plan of Operation shall demonstrate in sufficient detail how the deliverables and required reports will be prepared for submittal and who will be responsible for tracking their completion²

* Please provide a list of the deliverables and required frequency

Answer: Deliverables are determined from offerors proposed Plan of Operation to accomplish all required services in the SOW.

17. Clause H.14 refers to the bidder¹s library. Where is the library and what are the hours of operation?

Answer: The portion of section H.14 in question has been removed due to irrelevancy.

18. Please provide the following Drawings:

C-1 Civil Site Layout

A6.1 Reflected Ceiling Plan

P1.0 Plumbing Site Layout

P1.2 Plumbing Floor Plan Water and Gas

P1.3 Plumbing Details

19. We are requesting that the proposal due date be extended by 10 days.

Answer: The proposal due date, as a result of A003, is now NOON ET on Wednesday; July 20, 2011. See FBO AND Section L for proposal submission instructions. Failure to follow the submission instructions may result in a proposal being deemed non-compliant, and thus removed from consideration for award.

20. Please clarify requirement and provide workload (ie, number of trips, schedules, etc) so we may estimate staffing required to pick up personnel from ABQ and Roswell airports?

Answer: This information is provided in Section C.2.2 and Attachment H. The airport arrival/departure schedule is dependent on a separate acquisition which is not available at this time. The Government has already provided the most detailed information it can for pricing purposes.

21. Please clarify requirement and provide workload (ie, number of trips, schedules, etc) so we may estimate staffing required to return personnel to ABQ and Roswell airports?

Answer: This information is provided in Section C.2.2 and Attachment H. The airport arrival/departure schedule is dependent on a separate acquisition which is not available at this time. The Government has already provided the most detailed information it can for pricing purposes.

22. What are the quantities of computers and monitors required to meet the requirements under the contract?

Answer: See the revised solicitation titled, “SAQMMA11R0213-A003”

23. Who is doing Grounds Maintenance?

24. Who is doing Pest Control?

25. Is there someone currently providing IT support?

26. Is there a motor pool who prepares the pick-up schedule?

Answer: No. Pick up is to be coordinated between the facilities contractor (this requirement) and the training/instruction contractor, in coordination with the USG.

27. Is there a special office set up for the drivers to work out of?

Answer: No. If necessary, driver(s) can use one of the administrative offices.

This is something that would be mentioned in an offeror’s proposed plan of operation.

28. We do not recall if there a designated parking area for the buses?

Answer: Buses/transport vehicles may park in the parking lot within the area in red located in Attachment K.

29. Does the Government have any preference for providing cell phones for drivers?

Same for fuel cards?

30. Are the drivers required to have a CDl (R) license?

Answer: Drivers are required to have and maintain licenses that fully certify them to drive their assigned (contractor-furnished) vehicle.

31. Are we providing uniforms for the drivers? According to C.2.2 Delegation of Logistics Support; Airport arrival and departure facilitation para 1 page 10 of 77:

The Shuttle Driver shall be well groomed, wearing limousine driver attire and carry a sign clearly marked "ILEA Roswell Delegation Transportation"

Answer: The contractor must provide uniforms for drivers.

32. Is there a requirement for a QA/Safety Officer on this contract?

Answer: There is no requirement for a QA/Safety Officer. As it states in the solicitation, offerors may submit other positions as “key personnel” on top of the project manager that must be proposed.

33. Do we have to use existing furniture on site? If so, does the additional purchased have to match existing?

Answer: Suggested furniture types and definite quantities have been provided in the latest amendment.

34. Are there vehicles on site which can be purchased?

35. Is there a current vehicle maintenance agreement in place for the existing contract?

36. Can we perform required vehicle maintenance on site?

37. Section A.4: Please confirm whether NAICS is 561210 or 561120?

Answer: A.4 has been amended to read “561210”.

38. Amendment 1: Who is currently maintaining the facility?

Answer: There is no contractor currently providing facility maintenance.

39. If there is currently no program under way, when do you anticipate the next program to begin?

Answer: Once awarded, as soon as possible. See Attachment H for the Government’s best estimate.

40. What is the process of replacing major mechanical equipment? Who’s responsibility is it? E.g. When Heating/Cooling need replaced

Answer: This is within the scope of this requirement. See section C.2.1 and C.2.2. Contractor will coordinate with the INL and the City of Roswell on all major mechanical issues.

41. Who pays for the building repair and who performs? E.g. Water leaks, Sewer backup, Natural Disaster Damage, etc

Answer: This is within the scope of this requirement. See section C.2.1 and C.2.2.

42. When was the building constructed and who owns the building? Are there any existing warranties on the major electrical/mechanical equipment or any part of the facility? Please list all existing warranties for all equipment.

Answer: Construction on the building was finalized in 2005. The facility is USG furnished property. No warranty information is available at this time.

43. How many rooms are there to be furnished?

Answer: See revised solicitation titled, “SAQMMA11R0213-A003”

44. Please provide which utility bills the contractor is responsible for?

Answer: All utilities listed in Section C and Attachment I are the responsibility of the contractor.

45. For 2009, please provide monthly student population?

Answer: 2009 data not relevant to this solicitation.

46. How many phones does the contractor need to supply?

Answer: Offerors shall furnish one corded phone per classroom (2), computer lab (1), administrative office (10), instructor office (5) and the main conference room (1), spare (1). Total number of phones to be furnished is twenty (20). All phones must have, at a minimum, 2 lines and speaker phone and conference calling capability.

47. Are the telephone lines already setup/active? Does the contractor need to run the drops? If the lines are already in place, have they been tested? Is there a cabling requirement?

Answer: Offerors are to assume that lines and drops are in place but new phones will need to be furnished (see answer to Question 46 for quantities and minimum specifications).

The City of Roswell has informed the Government that there are, at a minimum, two (2) lines that are running in the facility. The two active lines run to the fire alarm and the security system. The successful offeror will need to activate and test enough lines to accommodate the number of phones required to be furnished (again, see answer to question 46).

48. Does long distance refer to “within US” or international also? Are personal calls restricted?

Answer: Within US. No long distance personal call. Local personal calls will not be allowed, except for emergency circumstances.

49. Are routers, switches and internet line (LAN) already in place? Are there any requirements for contractor to provide network equipment or to run LAN drops?

Answer: See section C.2.1. Any items that are needed to set up a LAN must be proposed. Once awarded, contractor will need to do a final assessment. Also, see section C.2.6

50. Is wireless allowed?

Answer: Yes. A local area network is part of the minimum requirements for this solicitation.

51. We understand there are 3 buses and 1 limousine that have been in use under the previous agreement. Will the government provide those vehicles as GFR to the incoming contractor?

Answer: No. They will not be utilized under this contract.

52. What is the Maximum number of students at any given time?

Answer: 50

53. What is the Maximum number of trips to Albuquerque per month? What is the Maximum number of students per trip?

Answer: Number of student trips is covered in Section C.2.2. The airport arrival/departure schedule is dependent on a separate acquisition which is not available at this time. The Government has already provided the most detailed information it can for pricing purposes.

54. Who pays for the fuel, vehicle repair and vehicle storage?

Answer: The contractor (as stated in Section C).

55. Student packets: are the current student packets available to duplicate by new contractor or does the new contractor have to create new packets? And who approves?

Answer: INL will assist successful offeror with the development of student packets and will approve final version. The design of the students packets are not being evaluated.

56. Based on Attachment H and information provided in the site survey, how many “Man Days” per year do we have to base our calculations on? i.e. 50 students X 28 day class = 1400 man days

Answer: The Department has not based its calculations on “man days” but instead has given a minimum and maximum number of students in a contract year (400-500). The maximum number of students at any given time is 50.

57. Section C.2.2 states, “The contractor shall provide a full meal plan (full meal plan includes, at a minimum, breakfast and lunch for every day they are at training facility) for the duration of the participants’ stay in United States.”

Question: please clarify “duration of the participants’ stay in United States” only to mean while in training.

Answer: The stay duration is listed under the lodging services section.

Participants may arrive a day (or two) before and leave a day (or two) after, depending on flight schedules.

58. Section C.2.3: Is there any requirement for keeping Alumni database?

Answer: As stated in Section C.2.3, the contractor must maintain an alumni database.

59. Can one of administrative computers be uses for storing Student/Alumni database? Or does the contractor need to quote a separate computer?

Answer: An administrative computer can be used to store the alumni database. It is up to the contractor to determine which computer the database may be stored on.

60. How large is the current Student/Alumni database and how are they managed?

Are there any software requirements?

Answer: The contractor shall use an application that will capture pertinent participant information for current and historical use. The Government assumes that a database can be maintained in a Microsoft application.

61. Section C.2.6 states “The ILEA Roswell training facility currently contains limited fixtures and equipments” Please identify what the current GFR/GFP will be provided.

Answer: See revised solicitation titled, “SAQMMA11R0213-A003”. Fixtures and equipment(s) were available for viewing at the site visit held June 28, 2011.

62. Section C.2.6 states “Government shall work with the successful contractor to finalize all furniture and equipment required”. Does that mean the contractor doesn’t need to consider furniture and equipments in pricing?

Answer: Offerors shall propose all quantities given by the Government. All furniture must be brand name given or equal to the given brand.

63. Does the furniture need to be new or can it be refurbished or can it (be) used?

Answer: Furniture must be new.

64. Section K.2: NAICS and Small Business Size Standard differ from Section A.4 and FBO Please confirm

Answer: The NAICS code is 561210. Section A.4 has been corrected.

65. If students go to different location (E.g. Albuquerque), Does the contractor have to pay Albuquerque Per Diem rate?

Answer: No. Roswell per diem rates apply at all times.

66. Is there a min/max temperature requirement for the building?

Answer: Minimum temperature shall be 60 degrees (Fahrenheit). Maximum shall be 75 degrees (Fahrenheit).

67. Who controls the outdoor lawn sprinkler system? Are there guides on how often the contractor needs to water the lawn?

Answer: Contractor. As stated in Section C.2.1, contractor must maintain the grounds so that “grass does not exceed two (2) inches in height at any time throughout the life of the contract.”

68. Is there outside storage for outside equipment E.g. riding lawnmowers etc?

69. Is the contractor responsible for paying for weekend trips? E.g. entrance fee, fuel, lodging, tour guide. Who signs off on each proposed weekend activity?

Answer: Contractor is responsible for paying for weekend trips. INL will approve proposed weekend activities. The estimated total number of trips outside of ILEA facility is provided in Section C.

70. Will the Wage Determination be updated to the latest revision?

Answer: Yes. See revised/replaced Attachment B in Section J of the amended solicitation document.

71. Who is responsible for making and paying for building ordinance compliance?

E.g. fire drill, periodic electric/plumbing check, recharging fire extinguisher

Answer: The contractor.

72. Would the Government consider including ODC CLIN for all the utility costs during each year? i.e. Utilities, Vehicle Repairs, Building maintenance (AC system), etc

Answer: The pricing format remains unchanged. Historical data for utilities costs have been provided. Building maintenance outside of what is listed in C.2.1 falls under “On Call Services”. Vehicle repairs, fuel and other related expenses are the responsibility of the contractor, as well.

73. What kind of phone system is currently in use? And is that going to remain for the incoming contractor?

Answer: Qwest. The Contractor may propose a separate provider that is available to the Roswell metropolitan area.