SAQMMA15R0112_Q A_July_31 _2015.docx
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Solicitation Q A July 31 2015
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Solicitation No. SAQMMA15R0112 Facilities Operations and Maintenance Portsmouth New Hampshire
| Question # |
| Question |
| Response |
| Date |
| 1. |
| Is this a follow-on requirement? |
| Yes |
| July 22, 2015 |
| 2. |
| Can you please provide the incumbent contract number for this opportunity |
| SAQMMA09D0126 |
| July 22, 2015 |
| 3. |
| Can you provide the name of the incumbent current contractor? |
| Crockett Facilities Services. Inc. |
| July 22, 2015 |
| 4. |
| What is the current monthly price for each unit/janitorial services |
| This information will not be released |
| July 22, 2015 |
| 5. |
| The FBO website states that this was originally a Total Small Business Set Aside, and as of July 21 added the Set Aside heading as Competitive 8(a). |
Please confirm that this contract is set aside as a Competitive 8(a) procurement.
| Yes. The contract is set aside as competitive 8a |
| July 31, 2015 |
| 6. |
| Section L says that they are to be submitted, but Section C, EXHIBIT 1, paragraph 8.b says that they are to be submitted in accordance with “EXHIBIT 6”, which states that they are to be submitted within 10 days of award. Could you please clarify when the résumés are to be submitted. |
| Resumes are required as part of proposal submission for evaluation purposes. For section C references, resumes are required for contract performance. |
| July 31, 2015 |
| 7. |
| Executive Order 13495, “Nondisplacement of qualified workers under service contracts” requires that we retain qualified workers within the trades positions. While we can replace managers without violating this Executive Order, we cannot displace HVAC Mechanics, Electricians or General Maintenance Workers. Would the Government please clarify the résumé requirements, and which positions require submission. If any of the “protected” positions require résumé submission, could the Government please provide these résumés? |
| It is not the government’s intent to require offeror to propose replacement personnel. Resumes for required positions should be included in the proposal regardless whether they are incumbent employees, contingent hires or offeror employees. If offeror plans on hiring incumbent staff, it is up to the Offeror to contact the employee(s) of the incumbent. |
| July 31, 2015 |
| 8. |
| Transition to Maximo, SOW Pg. 86 - What is the timeframe for the transition to Maximo 7? And do you have an estimate when the mobile devices will be implemented? |
| Transition is within the calendar year. Mobile devices to be determined. |
| July 31, 2015 |
| 9. |
| C.12 Building Tours |
Is Management/Operational Plan referenced in the C.12 Building Tours paragraph, the same as the Building Operating Plan and Operational Requirements mentioned in Section C, Exhibit 6?
| Yes |
| July 31, 2015 |
| 10. |
| C-3. Contractor Staffing and Acceptance for Basic Service. “One porter during all normal building occupant work hours in each of the buildings.” |
Are any of the Porters considered Key Personnel?
| Yes |
| July 31, 2015 |
| 11. |
| Is the Project Manager considered Key Personnel? |
| As the solicitation states, a supervisor from corporate management is to be provided. |
9. Position Descriptions
a. Supervision
(1) General: The Contractor shall ensure that all on-site work required by this contract at the buildings is satisfactorily supervised by the corporate management. This continuous supervision shall be provided by the Contractor, while the on-site supervisors shall effectively provide supervision, receive notices, reports, or requests from the COR. All on-site supervisory employees must be able to read, write, and speak English. Government employees are not authorized to exercise either direct or indirect supervision over the Contractor’s employees.
July 31, 2015
| 12. |
| L-2 Resumes (a) “The offeror shall submit resumes for individuals that are management, supervisory and craft personnel who are expected to perform on the contract…” |
C-3. Contractor Staffing and Acceptance for Basic Service: B. “As a minimum, the following personnel shall be provided by the contractor, with the Key personnel specifically identified in their Technical Proposal: (3) Three-each Full-time Trades (Key Personnel) personnel, Custodial Supervisor (Key Personnel),…” Do you want resumes for all individuals in management, supervisor and craft positions? Or only the Key personnel identified in C-3? Do you want resumes for part-time personnel?
| Resumes for all trade staff, management and supervisor for custodial are required. |
| July 31, 2015 |
| 13. |
| L-3 Volume II Technical Proposal, What does the Government define as a “significant” subcontractor? Is it based on a percentage? Teaming partnership? Please clarify. |
| Significant refers to any subcontractor the proposing contractor is planning to utilize to provide a consistent role in the performance of the basic services of the contract. Examples include: landscaping subcontractor, pest control subcontractor, etc. |
| July 31, 2015 |
| 14. |
| B-12 Description of Services by CLIN |
Under C. the heading lists “Snow Removal”; however the text below C. only references Custodial, Pest Control, Recycling, Landscaping and Grounds Maintenance and Trash Removal as part of this monthly firm fixed-priced contract line item. Is the mention of the snow removal in error? If so, is the snow removal part of a reimbursable CLIN since snow events can vary year to year? Please provide historical data on previous snow events in a year.
Snow removal is part of the fixed price CLIN.
• Please review NOAA climatology data for regional snow history.
July 31, 2015
| 15. |
| RFP, Section M, page 48 of 49 subfactor I-5 |
Subfactor I-5 requests “The Offeror’s representative Job Hazard Analyses (JHA) for the tasks associated with the contract activities.” Will the contracting officer please define what is required in a “representative job hazard analysis”? Does the contracting officer want a sample form that will be filled out when the safety person onsite is performing a JHA? If the contracting officer is looking for a completed JHA, will the contracting office please specify the form the JHA should take and the data points required to be represented?
| The proposing contractor should have a concept as to the hazardous tasks involved with the maintenance of the facility they are proposing to provide services for. The JHA form can be found in Section C Exhibit E. The proposing contractor should develop preliminary JHA’s for their proposal based on their knowledge of the facility from the site tour and contractual tasks listed, after awarding, a submittal with refined JHA’s is expected. |
| July 31, 2015 |
| 16. |
| M-3 Technical Evaluation Factors, Comparable Experience |
Are the “Contractor’s Responsibilities” mentioned in the paragraph for Comparable Experience, the SOW requirements? Please clarify Is the Comparable Experience excluded from the page count?
| Comparable experience is for evaluation purposes. Section L has been revised to provide clarity. Proposal content on comparable experience is include in the page count. |
| July 31, 2015 |
| 17. |
| Section L.3 E. Past Performance (Tab 5) |
Since Past Performance is not included in the page count, would the Government consider making it Tab 6 at the end of the Volume for easier pagination?
| Past Performance information has been moved to Tab 6 to facilitate page count. See updated section L in Amendment 001. |
| July 31, 2015 |
| 18. |
| In Section M-3 under “Comparable Experience,” the Government states that “The Offeror will be evaluated on their past experience, within the past five (5) years from the date of this Solicitation, in furnishing services-as a minimum under one (1) Contract-that are comparable to those services described in this solicitation.” |
Can offerors assume the “Comparable Experience” discussion is a description of how past performance references will be evaluated in Factor E? Or, is “Comparable Experience” considered to be a separate discussion that should be included in some other location within the Technical Volume?
Section L has been modified in Amendment 1 to provide clarity.
Comparable experience is included in page count of the Technical Volume.
July 31, 2015
| 19. |
| In Section M-3(5.) Factor E-Past Performance, the Government states that past performance will be evaluated as it “relates to the size, scope, and complexity of the solicitation requirements.” |
a. Is it the Government’s intent that offerors should include a discussion of relevancy to the Statement of Work (SOW)? If so, can the Government please specify the specific SOW paragraphs that offerors should address when discussing relevancy?
b. If this is not a correct interpretation of relevancy, will the Government provide direction as to how offerors should demonstrate relevancy?
PAST PERFORMANCE
• The assessment of the Offeror’s past performance will be used as one means of evaluating the relative capability of the offeror and other competitors to meet the performance requirements of the proposed contract. Thus, an offeror with an exceptional record of meeting or surpassing performance standards contained in the performance work statement may receive a more favorable assessment than another whose record is acceptable, even though both may have otherwise equally acceptable proposals. Firms lacking relevant past performance history will not be evaluated favorably or unfavorably and shall receive a neutral evaluation for past performance. For this procurement, a neutral evaluation equates to satisfactory performance.
• Past performance that is technically relevant to this requirement will be more significant than other work the offeror has performed. Assessment of past performance will be a subjective assessment based on consideration of all relevant facts and circumstances. It will not be based on absolute standards of acceptable performance. The Government is seeking to determine whether the offeror has consistently demonstrated a commitment to customer satisfaction and timely delivery of quality goods and services at fair and reasonable prices.
July 31, 2015
| 20. |
| In Section L-3, Proposal Preparation Instructions, Volume II-Technical Proposal, the Government states, in part, that “Offerors shall include the following information with their proposal on those firms they have requested the submission of evaluation forms.” One item in this list is “Performance experience summary.” |
a. Will the Government please clarify what is meant by performance experience summary? What information is the Government requesting from offerors to meet this requirement?
| A summary of experience in applicable performance/functional areas. |
| July 31, 2015 |
| 21. |
| C-6 Service Calls C. Responses to Services Calls, Emergency Service Calls |
What does “respond to” mean in the Emergency Service Calls description? Does that mean that the Contractor will provide someone onsite of the problem within 5 minutes, or will a slightly longer time to get to the location be sufficient?
• Contractor shall be on site with in time stated.
• During Contractor work hours, the Contractor shall respond to emergency service calls within 5 minutes. For emergency service calls during other than Contractor work hours, the maximum response time shall not exceed 30 minutes.
July 31, 2015
| 22. |
| Does the current Quality Assurance Surveillance Plan apply the disincentives described in the RFP on the current project? |
| Yes |
| July 31, 2015 |
| 23. |
| Per the Criteria for Evaluating Performance (SOW pg. 101), How often does the Government currently require work to be re-performed or performed late after inspections? |
| • Whenever work is not performed correctly or performed late. |
| July 31, 2015 |
| 24. |
| Per the Criteria for Evaluating Performance (SOW pg. 101), Items 2 and 3 explain how re-performance of work will be required if an unsatisfactory inspection is received. Item #4 specifies “defective or incomplete performance is not normally subject to correction by re-performance or late performance. As such, the Contractor shall not expect permission to re-perform, perform late, or otherwise correct defective services merely to improve an existing inspection rating or avoid a reduction in the full monthly contract payment.” Please clarify the confusion as to when re-performance will be warranted and when a reduction in payment will be applied. |
| • At the sole election of the COR, and upon notification to the Contractor, the Contractor may be required to re-perform or perform late any or all defective work disclosed by Government inspection, including incomplete performance. Where the Government so elects, the Contractor shall be notified promptly after inspection that specified defective services must be re-performed or performed late, and completed within a reasonable time, as specified by the Government. In such cases, the Government shall re-inspect work designated for re-performance or late performance, and the Contractor may be held liable for any damages sustained by the Government including, for example, the costs associated with re-inspection. |
• Re-performance and the acceptance of re-performance (or late performance) will be determined by the CO or COR on an individual service work item basis. For preventive maintenance that yields an unsatisfactory inspection result, the Contractor shall have the opportunity to re-perform, if the re-performance is completed within the GSA PBS 5850 frequency guidelines.
• Except as otherwise provided by paragraphs above, the services required by this contract are such that defective or incomplete performance is not normally subject to correction by re-performance or late performance. As such, the Contractor shall not expect permission to re-perform, perform late, or otherwise correct defective services merely to improve an existing inspection rating or avoid a reduction in the full monthly contract payment.
July 31, 2015
| 25. |
| Per the Criteria for Evaluating Performance (SOW pg. 101) references the GSA PBS 5850 frequency guidelines. Please provide the GSA PBS 5850 frequency guidelines. |
| GSA 5850 will be provided post award. |
| July 31, 2015 |
| 26. |
| Would you please provide a copy of the current plans listed in the Section C, Exhibit 6, Milestone Chart for Contractor Deliverables? Including: |
• Contractor Emergency Plan
• Strike Contingency Plan
• Custodial Program Plan and Service Requirements
• Landscaping and Grounds Maintenance Plan
• Snow Removal Plan
• Joint Inspection Plan
• Pest Control Plan
• Hazardous Materials Spill Prevention and Clean Up Procedure
• Energy and Water Conservation Plan
| Offeror should submit these plans in its own format. |
| July 31, 2015 |
| 27. |
| Section C, Exhibit 6, Schedule of Submittal requires OSHA 300 Logs to be submitted quarterly. Please confirm that you want these Logs submitted quarterly after initial submittal? |
| As stated in the statement of work |
| July 31, 2015 |
| 28. |
| Please provide us full copy of the current contractor’s PWS and deduction schedules. If this request cannot be provided without a FOIA request, please let us know as soon as possible. |
| If available under FOIA you may pursue that option. |
| July 31, 2015 |
| 29. |
| When will the timestamp for each service call begin per C-6 SERVICE CALLS? How will each service call life cycle be documented? |
| Processing of Service Calls: The Government will receive and record all service calls during normal day shift hours and provide the Contractor with a service call work order. The Contractor shall be responsible for receiving and logging in all service calls submitted via voice or written request. During other than official work hours, service calls will be received by the Diplomatic Security Officer on duty and passed to the Contractor via radio or telephone. The Contractor shall develop a Service Call Log format to be provided to the COR on a weekly basis by close of business each Monday in addition to entering the data requirements into the CMMS system or MAXIMO as set forth in Section C Exhibit 3 MAXIMO. |
The contractor will need to supply phone numbers of those on standby.
July 31, 2015
| 30. |
| Please provide a list of specific rooms and areas, along with corresponding sf, which require custodial service per C-2 and C-21. |
| Please refer to section C.2 and C.21 |
| July 31, 2015 |
| 31. |
| What is the frequency of window cleaning as required in C-21.19? |
| Industry or locality standard frequency or as-needed if windows become excessively dirty. |
| July 31, 2015 |
| 32. |
| Are we required to clean underneath raised flooring found in Visa building? If so, what is the frequency for the service? |
| No |
| July 31, 2015 |
| 33. |
| What is the frequency for grease trap and vent hoods cleaning in the Visa building? |
| Grease trap is no longer in use. No vent hoods. |
July 31, 2015
| 34. |
| Is the FFP contract performance subject to minimum man-hour requirements other than specific key employees? Will the contract modification increase or decrease our contract FFP? |
| • Contractor’s FFP for basic services include staffing and requires all staff to be on site as submitted by the contractor in their bid. |
• It would depend on what the Modification is.
July 31, 2015
| 35. |
| If all trade related services are FFP, how will the government determine missed staffing when minimum staffing hours are not part of schedule B? What is the government’s basis for the deduction methodology of deducting 2 times the hourly rate? |
| • They are part of schedule B as basic service, and as submitted in the proposal. |
• That is the rate the government feels is appropriate.
July 31, 2015
| 36. |
| If occupant work timeframes vary from season to season, will service calls provided to the contractor outside of normal occupant work hours require response IAW specifications? If so, how? |
| • Contractor will respond to all services calls as stated in the contract. |
| July 31, 2015 |
| 37. |
| Since all DoS employees may initiate a service call of any kind, how will the COR validate the service call prior to contractor action? Paragraph B requires the COR to receive and record all service calls during normal day shift hours. Question: What are normal day shift hours? Will this process include 6 work days per week? How will the contractor be informed of service calls during non-day shift hours? When does the clock time begin for performance response and how is it recorded/ documented? |
| As soon as call is received. See answer provided above. |
| July 31, 2015 |
| 38. |
| What are the contractor work hours as reference in C-6.C Responses to Service Calls? |
| • C-4. OCCUPANT WORK HOURS: |
Official working hours of facility occupants are as follows:
NPC: 5:00 am to 12:30 am each day Monday through Saturday NVC: 6:30 a.m. until 12:30 a.m. each day; Monday through Saturday Consular Affairs Building: 6:30 a.m. until 12:30 a.m. each day; Monday through Saturday July 31, 2015
| 39. |
| Are janitorial services only provided during Mon-Fri between the hours of 4p-12p as per C-21. CUSTODIAL PERFORMANCE STANDARDS)? What time of day will the government inspect janitorial services and will the inspections be joint inspections with the contractor’s janitorial supervisor? |
| The cleaning of occupied space shall be performed Monday through Friday during the hours between 4:00 pm and 12:00 pm. Cleaning operations which cannot be performed while the areas are occupied (such as stripping and waxing) must be scheduled for unoccupied hours. |
1. Areas open only during the day shift shall be cleaned Monday thru Friday during occupied hours. These areas are:
a) At the NVC- the DoS Suite, managers offices, IT, telephone rooms, Facilities Management Office, and the Building Mechanics Office.
(b) At the CAB – The executive offices and the Systems areas. Managers offices, IT and telephone rooms and Building managers office.
(c) At the NPC- DS suite the Prism Room, TDT office, HR suite, Systems office, Book print, Building Managers Office, and the Vault.
2. Areas which must be cleaned outside of occupied work hours are:
(a) At the CAB – Telephone inquiry area
(b) At the NPC – Customer Service area July 31, 2015
| 40. |
| What is the frequency associated with C-21.C.4 Entrances, Lobbies, and Corridors? Does the government expect a constant clean environment? |
| Entrances, Lobbies, and Corridors: Floor surfaces shall be maintained to be clean and free of trash/debris or foreign matter on a daily basis. Dirt, dust debris or soil substances shall not be left in corners, on baseboards, thresholds, behind doors, under furniture, or other obvious areas. The floor surface shall be slip resistant. Carpet areas shall be vacuumed at a frequency required to be clean and to appear clean, without obvious spots, dirt, dust debris, and spillages. Spot cleaning shall be performed as needed to prevent the possibility of permanent stain or damage. The Contractor, when spot cleaning, shall blend the adjacent areas of the carpet with the surrounding areas. The Contractor shall provide rugs at the building entrances and have them replaced and/or cleaned at least weekly. The amount and type of rugs will vary depending on season. |
| July 31, 2015 |
| 41. |
| Define “negligence” as mentioned in C-21.C.14 Room Cleaning. |
| To neglect, literally "not to pick up something") is a failure to exercise the care that a reasonably prudent person would exercise in like circumstances |
| July 31, 2015 |
| 42. |
| Define frequency of mechanical power sweeping per C-23.C.1-2. |
| Mechanical power sweep and/or clean all parking lot areas, catch basins, roadways and entrances, as needed. |
| July 31, 2015 |
| 43. |
| Please define the frequency of “bi-weekly” per C-23.C.14 Fall Clean Up. |
| Every two weeks |
| July 31, 2015 |
| 44. |
| Define limits and expectations per C-23.C.15 Tree, Bush, and Shrub Replacement. Define the word “unsightly”. Please quantify/qualify the word “damaged”. |
| • Tree, Bush, and Shrub Replacement: Trees, bushes, and shrubs which die or become unsightly or damaged shall be replaced at the Contractor’s expense. |
• distasteful or unpleasant to look at July 31, 2015
| 45. |
| Define limits and expectations per C-23.C.16 Indoor Plants. Define the word “unsightly”. |
| • distasteful or unpleasant to look at |
| July 31, 2015 |
| 46. |
| Define limits and expectations per C-23.C.17 Outdoor Plants. Define the word “unsightly”. |
| • distasteful or unpleasant to look at |
• Outdoor Plants: The Contractor shall provide and maintain plants approved by the government in outdoor planters and front mulched areas of both buildings during the spring, summer and fall. Plants native to the region that form dense clumps to minimize weed growth and require minimal watering shall be given preference. Maintenance shall include but shall not be limited to watering, fertilizing, pest control, and pruning. Plants that die or become unsightly shall be replaced with plants approved by the government at the Contractor’s expense.
July 31, 2015
| 47. |
| Explain why the government will not provide credit for partial and substantial performance. Define the allowable rework timeframe per task. |
| • Because the work was not performed as required. A partial job is not a completed job. |
• If PM is weekly there will not be an allowable rework, a deduction will automatically be taken.
• If PM is monthly or above contractor must complete within that timeframe.
July 31, 2015
| 48. |
| Please define employee distribution basis/formula per QUALITY ASSURANCE SURVEILLANCE PLAN (QASP) (SECTION C, EXHIBIT 4A). |
| • NOTE 2: When the Contractors performance yields a +1% incentive of CLIN 1 – Basic Service- the Contractor shall provide no less than 50% of the monetary amount to their on-site personnel. |
| July 31, 2015 |
| 49. | |
| 66. | SECTION C, EXHIBIT 4B-CRITERIA FOR CUSTODIAL DEDUCTION includes a $.25/sf for snow removal. The daily deduction value for 1 acre of snow removal is $10,890 (43,560sf x $.25) which exceeds the value of daily snow removal. Please define the snow removal sf? If the snow removal areas are paved and concrete, the total sf under contract is aprox. 478,031. The daily deduction potential for snow removal would therefore be $119,507.75 (478,031 x $.25).Why is the deduction amount for snow removal $.25/sf? |
| • DEDUCTION AMOUNTS FOR OTHER SERVICES: Any not specifically listed above or which does not clearly fall into one of the above categories service (such as Snow removal, Trash Pickup, Landscaping/Grounds, and Pest Control) will be deducted for at the hourly rate indicated “or” at the Sub Contractor’s cost plus mark up. The COR may have the work accomplished by another contractor and deduct monies, including the Government's administrative costs, due the Contractor | |
| July 31, 2015 |
| 50. |
| SECTION C, EXHIBIT 4B-CRITERIA FOR CUSTODIAL DEDUCTION includes a $.25/sf for all services listed without regard to varying individual service cost/price values. Why? |
| • It is a deduction for not performing as stated in the contract. |
| July 31, 2015 |
| 51. |
| How will the government determine the amount of hours to be used to calculate deductions per CRITERIA FOR CUSTODIAL DISINCENTIVES DEDUCTION AMOUNTS FOR OTHER SERVICES found on page 105? |
| • It will be based on industry standards. |
| July 31, 2015 |
| 52. |
| The NEGATIVE INCENTIVE TABLE found on page 107 contradicts deduction values per SECTION C, EXHIBIT 4B-CRITERIA FOR CUSTODIAL DEDUCTION which requires $.25/sf deduction amounts. The table reference includes, for example, snow removal deduction of $27.97/hour rather than $.25/sf, respectfully. Which deduction amount will be used? |
| • DEDUCTION AMOUNTS FOR OTHER SERVICES: Any not specifically listed above or which does not clearly fall into one of the above categories service (such as Snow removal, Trash Pickup, Landscaping/Grounds, and Pest Control) will be deducted for at the hourly rate indicated “or” at the Sub Contractor’s cost plus mark up. The COR may have the work accomplished by another contractor and deduct monies, including the Government's administrative costs. |
| July 31, 2015 |
| 53. |
| Will the government calculate deductions based upon full 1,000sf increments when less than 1,000sf is actually defective or unsatisfactory? |
| • Deductions will only be based on sections that work was not performed. |
| July 31, 2015 |
| 54. |
| Please provide the government’s definition of punitive considering all of the deduction values exceed the value of all services. |
SECTION C, EXHIBIT 4C-DEDUCTION TABLE (1) Calculation of Deductions-General: Deductions are not punitive, rather refusal to reimburse for services not received. The Government's objective is to obtain complete and satisfactory performance in accordance with contract's specifications and requirements and to contractor proposal.
• Many of the deductions are not punitive but, for example if equipment is damaged due to a lack of the contractor performing as required by the contract damages must be paid by the contractor.
The damage that could be caused by the contractor neglecting a PM to equipment could certainly exceed the cost of doing the PM this is why these deductions are in place.
July 31, 2015
| 55. |
| SOW Page 66 Schedule of Submittals |
The Schedule of Submittals states that the Contractor Safety and Health Plan (including provisions for Job Hazard Analysis) are due within 30 days of initial Contract Start-Up and the examples of written programs, such as: Lock Out, Tag Out; HAZCOM; PPE; and Bloodborne Pathogens, are due with bid package. This is in contradiction to the requirement on page 48 of 49 in section M that offerors provide “The complete Offeror’s Safety and Environmental Program documents. This must include the company EHS Management System, and the company Health and Safety Plan.”
Will the contracting officer please clarify whether the complete Safety and Environmental Program documents are due with the proposal submission or 30 days after initial contract startup? Additionally, we would like to provide our full corporate safety plan for this contract as we have designed it to meet regulatory requirements and support our safety culture. Would the contracting officer consider removing the page limit on the safety plan to allow for a better program onsite?
| Please submit exactly as the solicitation requirements state. |
| July 31, 2015 |
File details come from the government source that posted it. Updated .