Attachment_51_Additional_Questions_with_Answers_-_April_7_2016_.xlsx
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Attachment 51- Additional Questions with Answers 4-7-2016
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| # | Company | A | Question | Answer/Response |
| 1 | B | SF-33 Block 9 Will you please complete Block 9 of the SF-33? | Proposal is due on March 31, 2016. | |
| 2 | B | RFP Reference Section B.5- No reference can be found for pricing Phase-In/Transition labor costs. |
Is there a phase-in period separate from the full contract performance?
| See C.3.4 Schedule, mobilization and transition | |||
| 2 | B | Will there be any overlap during the phase-in period between the incumbent contractor and the new awardee? | TBD – Based on New Contractors Transition Plan and the current Contractors Demobilization Plan and the COR/CO. |
| 2 | B | Is the phase-in/transition period part of the 12-month base period? | Yes |
| 3 | B | RFP Reference Section B.5- the Government asks for the contractor to propose OH and Profit % for CLINs 0012-0014. There doesn’t appear to be a place for this information in the pricing table? | Please see revised pricing table |
| 3 | B | Is it the Government’s intent for these factors to be included in the price narrative | Yes |
| 4 | B | RFP Reference Section B.5- In reference to the Total of all Option Years table on page 13 of the RFP. |
Can the Government provide a cross-reference table that would identify the CLINs associated with each of the categories of O&M, one-time, and repair costs? Are there components of these three categories of cost included in all CLINs?
| See revised section B | |||
| 5 | B | RFP Reference Section B.12- the Government states that all invoices for travel must be unburdened. In accordance with our disclosure statement, we apply G&A to all direct costs.Is it the Government's intent to disallow G&A and fee on travel costs, or just fee? | Travel Cost are to be included as part of the firm fixed price. See revised section B |
| 6 | B | RFP pg. 14- Page 14 of the RFP shows boxes that have column titles on the top and bottom of the page similar to the tables under Section B5 with CLIN 001 listed. |
What is the intent of CLIN 001? Is this CLIN to be priced
| No this is a mistake. Disregard. | |||
| 7 | B | RFP Reference Section B.15- The incumbent has the best information to be able to bid an amount for materials/equipment/shipment/packaging/crating; the other contractors will have to make broad assumptions to provide this estimate. Would the Government consider providing a plug or surrogate number for materials/equipment/shipment/packaging/crating? | No. The scope of work in considerably different from the current scope. All parties will be required to price based on the information in this solicitation. |
| 8 | B | RFP Reference Section B.9- The referenced paragraph states that the contractor will not be reimbursed for any routine spare parts or repairs under $5,000 not caused by acts of nature, vandalism, or terrorism. Shipping and handling of spare parts under the $5,000 threshold is the responsibility of the contractor. CLIN x012 Repair Work Orders under $5,000 is pre-populated with a plug number provided for $100,000/year. |
Are costs accumulated under CLIN x012 un-related to the statement in paragraph B.9 listed above?
| See revised section B and C.6.2 | ||
| 9 | B | RFP Reference Section B.5-CLIN X030 refers to MOI, which does not appear in Attachment 2, Acronyms and Abbreviations. |
MOI appears to be part of the Virginia House CLIN X028? If so, please differentiate which costs go in CLIN X030 versus X028.
| MOI stands for the Ministry of Interior (MOI) Accommodation Containers. These containers are not part of the Virginia House | ||
| 10 | B | RFP Reference Section B.10, pg. 13- The RFP states that after contract award the Contractor will be provided an inventory of current on-site specialty tools and diagnostic equipment. Additionally, this paragraph states that the Contractor shall be responsible for the maintenance, repair, and calibration of this equipment. |
Will the USG provide this list now so that the associated cost of maintenance and calibration can be included in our proposal?
| Yes – Please see AEK GFE list Attachment 39 | ||
| 11 | B | RFP Section B.5, pg. 7, CLIN X031 -The RFP calls for Key Call out Services, but these requirements are not listed in the SOW. |
Will the Government please provide the Key Call out Services requirements?
| The Key Call Out Service Requirements are cancelled. | ||
| 12 | b | RFP Section B.9, pg. 13 and CLINs X012, X013, and X014 |
Do the repair plug numbers include both labor and material costs?
| Yes , See revised section B and Section C 6.2 | ||
| 13 | B | RFP Section B.5, pg. 7-CLINs X024 - X031 for Pennsylvania House, Connecticut House, Delaware House, Maryland House, Virginia House, Indiana House, and MOI are not described in the SOW, paragraph C.2.2. |
Will the Government please provide the square footage of these facilities and please describe the associated work requirements for them?
| Please see revised SOW | ||
| 14 | B | RFP-B.12. TRAVEL COSTS -The contractor’s invoice for travel and travel-related expenses shall be unburdened. Any management and administrative costs of the contractor are considered to be included in G&A which is included in the fully burdened rates in section B.8. |
Could the Government confirm if contractors are entitled to recover G&A and OH on the travel costs such as air fare, ground transportation, and lodging but not Per Diem?
| Travel Cost are part of the contractors Firm Fixed Price. See revised section B | |||
| 15 | B | The CLIN notes the quantity of FTEs as (0) is this mistake or is this supposed to be a part-time position? | CLIN 0019 Program Management Assistant Removed |
| 16 | B | B.5, CLIN 0030 |
What does MOI stand for? Please provide a reference section for pricing this CLIN.
| MOI stands for the Ministry of Interior (MOI) Accommodation Containers. See CLIN xx02 Embassy Villa's and revised secion C.2.2.3 | |||
| 17 | B | B.5, CLIN 0032 | See Revised Section B |
| 18 | B | B.5 Scheduled Maintenance Services page 6 In the B.5. Scheduled Maintenance Services document the PWS sections don’t appear to line up with the CLINs. For example CLIN X004 Fire Protection Systems (section C.4.7) is lined up with PWS section C.4.7 Plumbing, CLIN X006 Fuel Storage and Distribution System for Generators (C.4.9) is lined up with PWS section C.4.9 Elevator Maintenance, etc. |
Recommend re-mapping CLINs to Section C
| Please review revised Section B | ||
| 19 | B | B.11 Other Direct Costs page 14, The Other Direct Costs paragraph mentions Section B.8, Prices/Costs but Section B.8 is Spare Parts and Expendables Inventory. “These and other administrative support services for the contract must be included in the overhead and G&A burdens to hourly rates for the Labor Categories, as listed in Section B.8, Prices/Costs, and will not otherwise be reimbursed under any circumstances.” |
Did the Govt. mean Section B.5 Schedule Maintenance Services?
| Other Direct Cost shall be included in the Firm Fixed Price | ||
| 20 | B | B.12 Travel Costs Page 14 the Travel Costs paragraph also mentions Section B.8. “The contractor’s invoice for travel and travel-related expenses shall be unburdened. Any management and administrative costs of the contractor are considered to be included in G&A which is included in the fully burdened rates in section B.8.” |
Did the Govt. mean Section B.5 Schedule Maintenance Services?
| See Revised Section B | ||
| 21 | B | B.5 the following CLINs in Solicitation Table B.5 pages 6-13 do not contain SOW references (CLINs X008, X009, X011-X033). |
Will the Government consider updating Table B.5 to include the SOW references for these CLINs?
| See Revised Section B | ||
| 22 | B | B.5 CLINs in Solicitation Table B.5 pages 6-13 X017-X023 include parenthetical numbers next to positions. |
Are these numbers intended to be position quantities?
| Yes, parenthetical numbers next to staffing represents position quantities | ||
| 23 | B | Question: B.11, B.12 Section B.11 and B.12 refer to fully burdened labor rates in Section B.8; however, Section B.8 does not request hourly rates. |
Would the Government please clarify that the reference to Section B.8 should be Section B.3 Prices/Costs?
| See Revised Section B | ||
| 24 | B | B.5 CLINs X024-X033 do not have technical descriptions in Section C SOW. |
Will the Government please provide requirements to allow for adequate price analysis?
| Please See Revised Section B and Section C | ||
| 25 | B | Section B.5 (Scheduled Maintenance Services) |
RFP Section B.2 (Type of Contract) has twelve (12) listed elements that are to be performed under a Firm Fixed Price Contract.
What form of contract will be used for the other items in Section B.5 (Scheduled Maintenance Services) such as repair work orders where Government supplied units and rates are provided?
| See Revised Section B | ||
| 26 | B | Section B.5 (Scheduled Maintenance Services) -CLIN XX10 states mobilization costs must be itemized in the proposal. |
Can the Govt confirm that the itemized information be placed in the pricing volume?
| YES, Confirmed | ||
| 27 | B | Section B.5 (Scheduled Maintenance Services) RFP Section B.5 (Scheduled Maintenance Services) contains price information for each of the Contract Line Item Numbers (CLIN), yet the request for proposals (RFP) does not contain any instructions relating to building these costs. |
Will the bidders be required to complete Government-supplied forms and otherwise indicate how the costs are built? If so, when will these forms and associated instructions be forthcoming so that bidders have sufficient time to address the requirements?
| See Revised Section B and Revised section L | ||
| 28 | B | Section B.5 (Scheduled Maintenance Services) RFP Section B.5 contains a requirement for the bidders to propose OH and profit percentages for CLIN xx12-xx14 for each of the years of performance. |
Where are General and Administrative Expenses (G&A) rates to be proposed?
| See Revised Section B | ||
| 29 | B | Section B.5 (Scheduled Maintenance Services) |
Please clarify how the Government intends to provide a level bidding approach related to mobilization costs, given the incumbent's natural advantage.
| No | ||
| 30 | B | Section B.5 (Scheduled Maintenance Services) Section B.5 (Scheduled Maintenance Services) contains CLINs (xx10) for each year of the proposal. |
Please clarify if the Government expects there to be mobilization costs for each year of performance.
| Mobilization costs are for the base year only. See Revised Section B | ||
| 31 | B | Section B.9 (O&M Repairs) The RFP, in Section B.9 (O&M Repairs) indicates that the Contractor will not be reimbursed for Operations and Maintenance repairs under a threshold of $5,000 per incident, yet Section B5 in CLINs xx12 for each year of performance requires that bidders propose OH and Profit rates for these elements. This suggests that such costs are to be billed to the Government in the performance of this contract. |
Here, Sections B5 and B9 are in conflict. Please clarify the Government's intent for these costs.
| See Revised Section B and Section C.6.2 | ||
| 32 | B | Section B.8. Spare Parts and Expendables Inventory the Contractor shall maintain a minimum of 180 days supply of Spare Parts and Expendables Inventory for items only available in the United States. The Contractor shall maintain a minimum 60 days supply of spare parts and inventory for those items available locally or regionally. The Contractor is responsible to provide on a quarterly basis a Spare Parts and Expendables Report to the COR and Facility Manager. |
In attachment 16 Section J O&M Service Matrix the Govt states "all materials and spare parts are to be provided by USG". In section B.8 the Government establishes requirements for maintaining inventory of spare parts and expendables.
Please clarify if "maintain" is intended to include contractor procurement of spare parts and expendables to meet the minimum inventory requirements. Currently section B.8 and attachment 16 are in conflict.
| Please disregard Attachment 16. Contractor is required to procure spare parts and expendables to meet the requirements of the contract including inventory minimums in section B. | ||
| 33 | B | Section B.9 (O&M Repairs) - indicates that the contractors will be responsible for any routine spare parts or repairs under $5,000. Currently only the incumbent has access to historical data on routine maintenance. |
Can the government provide historical data for the past three years of routine spare parts under $5000?
| NO | ||
| 34 | B | Would a compressor failure on 5 year old split-pack A/C costing $2500 be considered a "routine spare part and repair" therefore the responsibility of the contractor under the FFP? |
Please provide the Government's clarification/definition of "routine spare parts or repairs".
| Yes. Parts required to support repairs as defined in the Glossary, Section J, Attachment 1. Additionally, parts for repairs, $5,000 and under as defined in the SOW are the resposibility of the contractor. | ||
| 35 | B | In section B.10 (Specialty tools and Diagnostic Equipment) the Contractor will be provided an inventory of current on-site, Government furnished equipment . |
Please confirm that this inventory will be provided in an industry-standard format at the start of the mobilization period and that this shall indicate an accurate operational assessment of this equipment? This is especially important since the Contractor will not be reimbursed for related costs under $5,000 per element.
| See GFE list. | ||
| 36 | B | The contractor’s invoice for travel and travel-related expenses shall be unburdened. |
In order to provide a price for the travel portion of CLIN 10 (mobilization), can a travel plug number or detailed requirements be provided?
| See Revised Section B | |||
| 38 | B | PWS Section C.3.5.12, pg. 23 of 76 Will the Government provide the historical data of service calls on all four repair categories, emergency, urgent, routine, and priority calls, for the last three years? | See Amendment Attachments |
| 39 | B | PWS Reference Section C.7, pg. 66- Paragraph C.7 implies that a Government-Furnished Equipment (GFE) list is included in the Section J list of attachments. Attachment 4, AEK Component Equipment Lists all the facility equipment (HVAC, Generators, Boilers etc.); however, no GFE is listed (Mega Ohm Meters, Volt Meters, Vehicles, tools, etc.). |
Will the USG provide the GFE list so bidders can evaluate it and determine what other equipment must be included in their proposal?
| See Amendment Attachments | ||
| 40 | B | PWS Reference Section C.1, pg. 5- The Reference paragraph refers to Section J, Exhibit 2, list of codes, standards (AQLs) for all requested services. Section J of the RFP does not include Exhibit 2. |
Will the USG please provide Exhibit 2?
| Will update SOW. Disregard Exhibit 2. Codes are listed in Attachment 6. | |||
| 140 | B | Please confirm the offerors assumption that a quantity of ONE and a unit of EACH represents the total price to mobilize/demobilize one FTE. If this assumption is not accurate, will the government clarify what ONE EACH should represent/include? Will the USG elaborate on their intent? When shall these CLINs be proposed? Should demobilization costs be proposed with RFP submittal? | Assumption is correct. |
| 141 | B | B.5 The Total of All Option Years Matrix :Will the government explain the elements and indicate which CLINs are expected to be included in each element. Additionally, please explain what shall be considered a “One Time Cost” and which CLINs shall be included in this column? | see updated section B |
| 142 | B | B.12 As this is a firm fixed price contract with Mobilization (CLIN 10) and Demobilization (CLIN 11) CLINs proposed as firm fixed prices, does the government anticipate amending B.5 to represent a hybrid contract with provisions for Fixed Price and Cost reimbursable CLINs? If not, will the government please clarify this requirement? Additionally, unburdened travel costs deviates from the offeror’s disclosed practices. Is it the government’s intent to have the offeror invoice in deviation of our disclosed practice | Fixed price contract |
| 156 | B | B.5 How many work orders of each category on an annual basis? | see Attachment 40 |
| 167 | B | Discussion: Section B.2 describes the scope as including: Roofing and Waterproofing Systems and Building envelope/structures, windows, doors, etc. However, B.5, Scheduled Maintenance Services has no corresponding CLIN. Question: Where should offerors place the cost of performing Roofing and Waterproofing Systems and Building envelope/structures, windows, doors, etc.? | see revised section B |
| 41 | C | PWS Section C.4.10, pgs. 50-51-For tasks in C.4.10 Fuel Receiving Storage and Distribution Services: |
Will the Government provide the number of sites to be operated, maintained, and tested?
| Yes, AEK Compound-3 , Camp Alvardo-2, Camp Sullivan 2 | |||
| 42 | C | Will the Government provide the frequency of deliveries (weekly/monthly/annually), the volume of fuel delivered (weekly/monthly/annually), and the volume of fuel distributed (weekly/monthly/annually)? | Will Provide only deliveries: |
AEK-5x week Alavardo -2x week Sullivan – 2x week
43 C PWS C.4.5. pg. 45 (Water Supply, Purification and Distribution Systems) Will the Government please provide volume of water treated, system configuration (e.g., number of wells, tanks, purification and distribution systems, etc.), and component operating/downtime schedules?
| NO | ||
| 44 | C | PWS C.4.6, pg. 46 (Sanitary Sewer and Waste Water Treatment Systems) |
Will the Government please provide volume of water treated, system configuration (e.g., number of manholes, holding tanks, lift stations, and sewage treatment plant components), and component operating/downtime schedules?
| NO | ||
| 45 | C | PWS Section C.4.2, pg. 35 |
Will the Government please provide the prime power electrical system configuration (e.g., number of prime versus back-up generators)?
| No | ||
| 46 | C | PWS Section C.3.8.13 The first paragraph includes the following: "The Contractor may be responsible for providing additional security (physical and personal) for their housing compound(s)." |
Is it the Government's intent to provide basic security for contractor housing?
| No, See Mitigation Plan –Attachment 42. | ||
| 47 | C | C.3.3.10 - What is the intent of the first sentence, “The contractor shall implement and maintain an USG approved database…”? |
Is this different from the DOS CMSS/WOW system?
| Yes, These should be daily operations logs | ||
| 48 | C | C.3.8.8-C.3.8.9 |
Will the Government manage, procure and ship all secured shipments at no cost to the Offeror?
| Contractor shall securely manage and procure replacemnt parts. US Government will provide transportation of contractor procured parts from authorized Government Dispatch Agent. | |||
| 49 | C | Does the Government intend to provide the SOWs in a MoD to allow pricing of CLINs X024 – X030? | Yes, See modified Section C.4.1 of the SOW. |
| 49.1 | C | Does the Government intend to provide the SOWs in a MoD to allow pricing of CLINs X024 – X030? | Yes, See modified Section C.4.1 of the SOW |
| 49.2 | C | Should the Offeror’s proposed price also include all consumables and required consumable inventory? | Yes |
| 49.3 | C | CLINs X031 – X033 (Key Call out Services, NECE billeting -housing Services, and GSO laundry Services) are not referenced or described in the SOW. |
Can the Government provide SOWs for these services?
| CLIN's Removed from RFP. | ||
| 50.0 | C | C.4.2 Electrical Systems-Under C.4.2 page 35, the SOW states, “The contractor shall provide all labor, tool, materials, and parts to conduct all condition monitoring, preventative maintenance, and testing for the entire embassy compound electrical systems” and does not mention spare parts for unscheduled maintenance. However, in SOW Section 6.0 Contractor furnished equipment, spare parts and materials on Page 64, SOW C.6.1 Equipment, Tools, Spare Parts, and Materials states, “As part of its O&M operations the contractor shall be responsible for providing and maintaining the following items: |
Equipment, Office supplies, hand & power tools, spare parts, and PPE.”
Would the Government please confirm that costs for all Preventative Maintenance parts / consumables for electrical and generator systems must be included in the Offeror’s fixed price listed in Table B.5 CLINs X001?
| Yes, Confirmed | |||
| 50.1 | C | Should the Offeror include costs for spare parts to complete electrical system unscheduled maintenance in B5 CLIN X001? | Yes, See C.6.2 |
| 50.2 | C | Are the Offerors to assume that Government provided values in Table B.5 Repair Work Order CLINs X012 – X014 include only parts and do not include labor, ODCs, or other contractor costs? | See Section C.6.2 |
| 51 | C | C.4.2-C.5.19 The paragraph numbering is out of order beginning on page 35 and continuing to page 64 of the SOW. For example, paragraph C.4.2 is followed by paragraph C.4.1.1 on page 35, paragraph C.4.3 is followed by paragraph C.4.2.1 on pages 38 and 39, etc. |
Will the Government be renumbering these sections?
| Yes | |||
| 52 | C | Would the Government please confirm that costs for all Preventative Maintenance parts / consumables other than the HVAC and CHEM-BIO Filters in CLIN X0016 for HVAC and Mechanical must be included in the Offeror’s fixed price listed in Table B.5 CLINs X002? | Yes Confirmed. See Section C 6.2 |
| 52.1 | C | Should the Offeror include costs for spare parts to complete HVAC unscheduled maintenance in B5 CLIN X002? | yes |
| 53 | C | C.4.2.8 -Given that Solicitation SOW C.4.2.8 “Minimum Staff Qualification -- Mechanical/HVAC” combines the duties of mechanical and HVAC. |
Would the Government accept the HVAC Supervisor as a combined HVAC/Mechanical Supervisor position in the key personnel?
| Yes See Section J Revised Key Personnel Qualifications. | ||
| 54 | C | Would the Government please confirm that if a SOW subsection (C.4.4 – C.4.10) specifics Operations and / or Maintenance then all labor, labor related costs, ODCs, tools, and equipment (other than GFE) must be priced in the corresponding B.5 Fixed price CLINs (if listed)? |
In addition, if Preventative Maintenance is required then the parts / consumables for preventative maintenance should be included in the contractors fixed price listed in Table B.5 CLINs X001; is this correct?
| All cost associated with the operations and or maintenance are part of the Firm Fixed price unless otherwise stated in the contract. | |||
| 54.1 | C | If the SOW sections (C.4.4 – C.4.4.10) require unscheduled maintenance / repair should the Offeror include costs for spare parts to complete unscheduled maintenance in corresponding B5 CLINs? | Yes. See Revised Section B and Section C 6.2 for Additional Work Orders and Unscheduled Repairs over $5,000 |
| 55 | C | C.4.14.1-The second paragraph references commercial kitchen equipment. |
Will the Government please confirm that the Offeror is to procure the required spare equipment and will be reimbursed for the cost by the Government?
| Offeror should not procure kitchen equipment. | ||
| 56 | C | C.5.1 Regarding the requirement that “Key Personnel shall reside on site…”, |
Will this housing be provided by the Government at no cost to the Offeror?
| No | |||
| 57 | C | Will the Offeror be required to maintain classified As-Built drawings? If so this will require a cleared American National CAD technician? | yes, yes |
| 58 | C | C.5.1.1 List of Key Personnel Under C.5.1.1 at the top of page 58, the requirement states the contractor shall provide “American National Supervisors per discipline (HVAC, plumbing, electrical, mechanical, fire and life safety, and water treatment)”. |
In addition to the American National supervisor, does the Government require at least one additional skilled full time cleared AN technician in each of these disciplines to perform the services in the CAA spaces, operate as an alternate for the supervisor in the event of leave or unanticipated illness, and meet minimum repair / service call response times?
| Yes | |||
| 59 | C | C.5.4 Given that the quality control representative and the environmental, safety and health representative must access the CAA locations. Would the Government require each of these two positions to be cleared American Nationals? | Yes. |
| 60 | C | C.5.14.2 |
Would the Government please clarify PPE inclusion of tactical vests and helmets? Would the Government provide minimum specifications for the helmets and vests?
| USG provides these items | ||
| 61 | C | C.6.2 |
Would the Government please define what repair work orders under $5,000 are per Section B.5 CLIN X012?
| See revised Section B and Section C 6.2 | ||
| 62 | C | C.7.5.3 |
Is there a cost to the Offeror for shuttle flights to/from the Kabul International Airport and, if so, how much is that?
| See Revised Section B.Use of Government transportation for approved official travel including R&R’s, if required by Diplomatice Security, will be at the Government’s expense. | ||
| 63 | C | C3.3.3 Any improvements implemented or proposed to the current RCM program shall be shared with the U.S. Government. |
Has the Kabul Embassy (or its current O&M service provider) established a RCM program as per OBO RCM Manual:2002? If so, can the program details be provided to contractors to allow for better-scoped improvements or proposals to the RCM Program?
| No | ||
| 64 | C | Attachment 5 OBO RCM Manual, page IV-6 Section 3; Equipment Required Vibration analysis systems include microprocessor data collectors; vibration transducers, equipment-mounted sound discs, and a host personal computer with software for analyzing trends, establishing alert and alarm points, and assisting in diagnostics. |
Is the O&M service provider required to provide RCM software specific to vibration analysis and other specialties? Will the USG provide access to the RCM software in place?
| After Contract Award | ||
| 65 | C | SOW C.3.3.1 |
Is the O&M service provider required to facilitate and conduct new RCM studies or only to reinforce/implement the O&M plan in place?
| Yes | ||
| 66 | C | SOW C.3.3.2 The Contractor shall complete mean time to repair (MTTR) and mean time between failure (MTBF) analyses, as required per the O&M plan or written request from the CO or COR. |
Has the Kabul Embassy continuously measured its O&M performance by Reliability/Availability metrics? (Ex. A(t), MTBF, Mean Downtime, MTTR, etc.)?
| Yes, Currently in Work Order for Windows (WOW). | |||
| 67 | C | RCM Strategy Does the Kabul Embassy have a Risk Matrix defining its various levels of criticality along with its acceptance criteria levels? | No |
| 68 | C | Transition plans are required for submission. The Govt indicates when 85% and 100% of staff need to be on site and available. |
How long is the incumbent's demobilization period under the current contract?
| 45 days | ||
| 69 | C | Contractor is responsible for maintaining and updating the inventory on a reoccurring basis of building equipment… |
Can the govt clarify its role in insuring accurate inventory reconciliation prior to turnover?
| Through WOW and the COR | ||
| 70 | C | The Government shall provide, at their discretion, items such as specialty tools, diagnostic equipment, vehicles, materials and supplies to assist the Contractor in executing O&M services. |
Can the Govt provide a list of these items, including the number of vehicles that may be available for Contractor use?
| Please see Amendment Attachment - AEK Government Furnished Equipment list | ||
| 71 | C | "A detailed Scope of Work will be provided for each Villa and the O&M contractor shall anticipate performance of these billeting responsibilities:" |
Can the Govt clarify if houses listed in CLINS 24,25,26,29 are considered part of SOW C.4.1 Villa Services?
| See Revised Section B and Section C 2.2.3 | ||
| 72 | C | "A detailed Scope of Work will be provided for each Villa and the O&M contractor shall anticipate performance of these billeting responsibilities:" |
In order to provide an accurate cost proposal, can the Govt provide a detailed scope of work for each villa? Level of effort needed, Gross square meters of each villa; # of rooms; # of beds; historical occupancy rate/ vacancy rate/guest turnover rate. This will increase accuracy of pricing for CLINs xx24-xx29.
| See Revised Section C | ||
| 73 | C | SOW C5.1.1 -The Program Manager shall hold a Bachelor’s degree ……... or equivalent schools training/certifications - Attachment 7 page 2- The Program Manager should hold a Bachelor’s degree. Requirements conflict between SOW C5.1.1. and Attachment 7 page 2. |
Please clarify "shall" or "should" hold Bachelor's degree and if equivalent schools, training and certifications and experience is acceptable.
| Program Manager Shall hold a a Bachelor's degree. See Section J, Revised Key Personnel and Qualifications. | ||
| 74 | C | Contractor shall be responsible for housing its personnel to include U.S. citizens and third country nationals (non-Afghan citizens). There is absolutely no housing available on the Embassy Compound. All housing is the responsibility of the Contractor within the fixed monthly O&M price. All Contractors housing shall meet DOS CECAS standards, if applicable. |
Is SOW C.5.16 accurate in the fact the contractor must provide housing a true statement? And if so, will the Govt please provide a copy of DOS C-CAS housing standards as well as a CLIN for housing?
| See Revised Section H | ||
| 75 | C | CO reserves the right to deduct the value of work not performed from the monthly invoice. |
How will the value of work be measured?
| Determined by COR/CO | ||
| 76 | C | SOW "other facilities related services including but not limited to" The phrase "other facilities related services including but not limited to" is used throughout the contract. The phrase is ambiguous and prevents bidders from accurately pricing these undefined requirements. |
Can the government provide additional clarity of requirements?
| Offerors should bid on the expressed requirements in the RFP | |||
| 77 | C | PWS C.2.2 Will the State Department provide (Civil Structural Architectural) as-built drawings for facilities and systems? | as-builts will be available after award |
| 78 | C | PWS C.2.5.1 How many facilities (and which) were added during the current O&M contract Period of Performance? | Contractors shall propose based on the information presented in this solicitation. |
| 79 | C | Given the austere and potentially hostile conditions, who is responsible for security movement off the Embassy Compound? | See Mitigation Plan - Attachment # 42 |
| 80 | C | What level clearance is required for the site visit? | MRPT. (Per site visit instructions) |
| 81 | C | PWS C 3.6 The Contractor shall use the Government furnished CMMS to implement and manage the O&M program to include validating and updating the equipment inventory database, including all data fields specified by the COR and Facility Manager What is the CMMS system currently being used? | WOW-Will be upgraded to GMMS in April/May (Global Maintenance Management System) |
| 82 | C | Will transportation be provided to contractor workforce residing outside of the compound? | See Revised Section H |
| 83 | C | Which facilities does the current O&M provider occupy for housing AND do they reside on the compound? | Not relevent to this Solicitation |
| 84 | C | SOW C.5.14.2 on page 62. |
Would the Government please confirm who provides PPE and training for the Offeror’s staff as well as maintenance of all equipment?
| PPE is provided by the Government. Contracor is responsible for all trainging. | |||
| 85 | C | Will the Government provide the dates of depot-level maintenance performed on all electrical generators? | No –electrical generators maintained at manufacturer specifications |
| 86 | C | RFP Reference Section H.10.5, pg. 36-The Reference paragraph implies that the Contractor shall be responsible for 100% of the supply delivery charges from point of origin to the Kabul Embassy. |
When space is available on Mil aircraft, are Contractors authorized to use this mode, at Government cost?
| No | ||
| 87 | C | RFP Section H Special Contract Requirements, RFP Section L-18 Volume 1 a. Approach-The proposal instructions in Section L-18 Volume 1 a. Approach includes the sentence, "Include your approach to compliance with the requirements set forth in Section H, Special Provisions." |
Is the Government's intent that the offeror should indicate the specific sections/subsections of Section H Special Contract Requirements that apply to the offeror's general plan of work, or that the offeror should enumerate all of the Section H Special Contract Requirements and provide a specific approach to each within the general plan of work?
| Offeror should enumerate all of the Section H Special Contract Requirements and provide a specific approach to each within the general plan of work. | ||
| 88 | C | H.8.4 H.8.4 Uniforms state that if the contactor elects to provide uniforms to the employee this will be done at the Contractor’s expense and not charged to the Government. However, SOW C.5.13 page 61 of Attachment 24 states, “The contractor shall provide uniforms to the trade personnel as part of the Firm Fixed Price Contract Line Item.” |
Would the Government please confirm that providing uniforms to trade personnel is not elective as indicated in H.8.4 but is mandatory as indicated in SOW C.5.13?
| The contractor shall provide uniforms to the trade personnel as part of the Firm Fixed Price Contract Line Item | ||
| 89 | C | H.13 First Paragraph H.13 seems to suggest that the USG will provide housing for critical personnel as identified at the Task Order level by title/role. However, the SOW C.5.16 specifically states on page 62, “All housing is the responsibility of the Contractor within the fixed monthly O&M price”. |
Since H.13 refers to critical personnel yet there is no designation for critical personnel, the Offeror assumes the Contractor’s proposed fixed price does not need to include pricing to house all their personnel.
Is this assumption correct?
| See Revised Section H | |||
| 90 | C | H.19 Key Personnel H.19 requires that “the Contractor agrees to assign to this contract those key persons whose resumes were submitted with the proposal…” The Offeror assumes resumes are to be provided with Volume 1 Technical Proposal and are excluded from page count. | Yes. |
| 91 | C | Taxes – Foreign Fixed Price Contracts -It is the Offeror’s understanding that the US Government and the Afghanistan Government do not have an agreement in place that exempts any Afghani Taxes; specifically the Business Receipts tax (BRT) and personal income tax. Since the “Security and Defense Cooperation Agreement between the United States of America and the Islamic Republic of Afghanistan”, dated January 1, 2015, states contractors have to pay BRT taxes, the Offeror assumes there is no subsequent agreement excluding contractors from the agreement. |
Would the Government please confirm that all contractors are to include these costs in the Firm Fixed Price proposal?
| Yes. Contractor is responsible for all required taxes. All taxes shall be included as part of the firm fixed price. | ||
| 92 | C | Attachment_4_Kabul_Equipment_List given the date of this attachment of Mar 2015. |
Will DOS provide an updated copy?
| Please see updated AEK Compound Equipment List (WOW), Attachment 41. | ||
| 93 | C | RFP Attachment 4, Kabul Equipment List |
Will the Government provide a more-detailed description of each piece of equipment, including the size and capacity of each electric generator, other electrical components, HVAC, and mechanical equipment?
| AEK Compound Equipment List (WOW), Attachment 41 is all the information being provided. | ||
| 94 | C | RFP Attachment 17, Camp Sullivan Description |
Will the Government provide a more-detailed description of each facility and related equipment, including the area sizes of facilities; latrines, to include the number of fixtures within; and the size and capacity of each electric generator, other electrical components, HVAC, and mechanical equipment?
| See Amendment | ||
| 95 | C | RFP Section J - Attachment 16, O&M Service Matrix; Janitorial Services |
Will the Government provide the area sizes, types of floor surfaces, number and area size of bathrooms, its fixtures, and the frequency of service on MD and VA TDY houses?
| See SOW, Section C.4.1 | ||
| 96 | C | Section J - Attachment 7, pgs. 1-3 Page 3 lists qualifications for key supervisor positions for Waste Water, Elevator Maintenance, and Steam Fitters; however, these positions are not listed on page 1 as key personnel. |
Are the Waste Water, Elevator Maintenance, and Steam Fitter Supervisors also designated as key positions?
| : Key personnel, not key supervisor | |||
| 97 | C | Section J - Attachment 7, pgs. 1-3 On page 1, a Fire and Life Safety Supervisor is listed as a key position; however, on page 3, this position is not listed under the key personnel qualifications. Is the Fire and Life Safety Supervisor a key position, and, if so, do the qualifications in the last paragraph on page 3 apply to this position? | Yes |
| 98 | C | Attachment 7 Attachment 24 provides a listing of key personnel and their qualifications, as does Attachment 24 Statement of Work Section C.5.1.1. There are inconsistencies between the positions listed and associated qualifications between these documents. |
Would the Government consider removing Attachment 7 from the solicitation to eliminate redundancy and inconsistency across these documents?
| Section J Revised Key Personnel Qualifications C.5.1.1 will be removed | ||
| 99 | C | Attachment 9 SOW Elevator Maintenance |
Is an elevator work schedule required to be submitted with the proposal?
| NO | ||
| 100 | C | 15 FAM 957.6 PPE- In Attachment 11 15 FAM 957.6 PPE it states the Government will provide PPE. This conflicts with Attachment 24 SOW C.3.7.2 on page 25 that states, “The Contractor shall provide all safety training and equipment to their employees” and |
SOW C.5.14.2 on page 62.
Would the Government please confirm who provides PPE and training for the Offeror’s staff as well as maintenance of all equipment?
| Anti-Ballistic PPE, helmet/jacket are provided by USG | ||
| 101 | C | Key Personnel and Key Personnel Qualifications |
Can the Govt clarify clearance requirements for supervisor personnel listed in attachment 7?
| Yes, SECRET at minimum | ||
| 102 | C | Question: Key Personnel and Key Personnel Qualifications There are three discrepancies between the list of key personnel on pages 1-2 and key personnel qualifications on pages 2-3. |
Can the Govt clarify the requirements for Chief Engineer, Steamfitter, and Fire and Life Safety?
| Yes. | ||
| 103 | C | Attachment 16 Section J O&M Service Matrix- general |
It looks like a row is missing at the top that would indicate where the services are being conducted further down states east side, are the first set of services for the West side?
| Disregard Attachment 16, Section J O&M Service Matrix | ||
| 104 | C | Question: Attachment 16 Section J O&M Service Matrix- general-Section C references were not completed. |
Can the Govt specify which section C is being referenced for each service?
| Disregard Attachment 16, Section J O&M Service Matrix | ||
| 105 | C | Section C SOW and Attachment 16 Service Matrix- general |
Please clarify the conflict in the descriptions of services which contractors are supposed to provide, between the service matrix table attachment 16 Section J and SOW section C. Example: Attachment 16 excludes maintenance of storm drains but SOW C.4.11 includes storm drains.
| Disregard Attachment 16, Section J O&M Service Matrix | ||
| 106 | C | Attachment 22 and 28 both contain AQL requirements |
Please clarify which Attachment has the correct AQL
| Attachment 22 has precedence | ||
| 107 | C | Question: Attachment 4 Equipment List Attachment 4 provides an extensive list of equipment the contractor will need to maintain |
How will the Government address the incumbent advantage associated with their knowledge of the current condition of the facilities equipment? This is especially important since the Contractor will not be reimbursed for related costs under $5,000 per element.
| All offerors have the same access to the information contained in this solicitation. | ||
| 108 | C | Attachment_4_Kabul_Equipment_List |
Will the State Department provide the operational data for each asset listed?
| No | ||
| 109 | C | RFP Section L.16, Management Proposal, pg. 87 of 101 Item n. Compensation Plan |
Would the Government please clarify if the Compensation Plan (spreadsheet showing detailed wages and fringe benefits by labor category) is to be included in the Management Proposal (Volume 1) or Pricing (Volume 3)?
| include in Management Proposal | ||
| 110 | C | RFP Section L, Management Proposal, pg. 87 of 101,RFP Section M.8 Evaluation Factors , Factor 2 - Management and Key Personnel, pgs. 97 of 101,RFP Section M.10.2 Management and Key Personnel (Factor 2), and pg. 98 of 101 Section L references submission of a "Management Proposal," including the items listed in L.a-n. Section M.8, references "Factor 2 - Management & Key Personnel"; Section M.10.2 references "Management & Key Personnel" (Factor 2). In Section L.a-n and Section M.10.2 subsections 1-9, there is no mention of specific requirements regarding Key Personnel. However, under Technical Proposal, there is a requirement for discussion of c. Personnel. |
Would the Government please clarify if Key Personnel will be evaluated under the Technical Proposal or the Management Proposal?
| Technical proposal | ||
| 111 | C | RFP Section L.16, pg. 84, Note related to page limits The instructions state, "The page numbers for each tab should re-start with "1." |
As page limits are specific to the volumes, to enable evaluation of page count for each volume, should the pagination re-start at "1" for each volume versus each tab?
| restart at each volume versus tab | |||
| 112 | C | RFP Section L.16, pg.85, Note related to page limits-The instructions state, "The Offeror shall mark proprietary data by page(s), paragraph(s), and sentence(s)." Would indicating any proprietary information via highlighting text/graphics be acceptable to the Government? | Yes, this would be acceptable. |
| 112.1 | C | In addition, due to the potential for numerous elements of an Offeror's proposal submission to be considered proprietary, would the Government consider submission of a separate marked copy of the Offeror's proposal in addition to the original unmarked submission? | NO |
| 113 | C | RFP Section L.16, pgs. 83, 89 Volume 3 - Relevant Experience and Past Performance Experience-On page 83, the instructions include a tab for Past Performance References. On page 89, the instructions for the Past Performance Questionnaire do not indicate how the responses should be handled, nor does the Past Performance Questionnaire form indicate to whom or how the information is to be returned. |
Please clarify whether the PPQ should be returned directly to the Government, to whom it should be addressed, and by which method (via email, fax, etc.).
| You can put them in the proposal or e-mail them to walshrf@state.gov. | ||
| 114 | C | Section L-18, pg. 86 of 101, Key Ability #4 |
How does the Government define Customer Support Services? Which SOW requirements address customer support services?
| Completing all the requirements in the SOW | |||
| 148 | C | C.3.8.10 Please confirm that DOS is providing classified storage on-site. | YES-limited |
| 149 | C | C.3.6.1 Can CMMS be accessed with an Interim MRPT or clearance? | YES |
| 150 | C | C.3.8.1 Please clarify the clearance requirement for the US Citizens such as the passenger services coordinator and the work order clerk | Secret |
| 151 | C | Are we to propose any demobilization costs with the initial proposal? | Yes |
| 152 | C | C 3.2.1 Will this process be the same when additional facilities are added to the contract? Will the cost for initial repairs/bringing the system/facility up to code be captured in the cost to add the system/facility to the contract or will it be a separate proposal? | Separate proposal |
| 153 | C | C3.4.2 Will contractor be able to receive expedited MRPT clearances and LOAs to meet this timeline? | No. |
| 154 | C | C.3.4.3 Will the USG provide secure transportation of assets to be demobilized from outlying sites to main point for demobilization? | NO |
| 157 | C | The General Services Administrator Scope of Work indicates a 12 hr day/6 days a week. However, C.5 states “the Contractor shall schedule and compensate Cleared American Workers and Third Country National staff based on a 60-hour work week.”Please clarify the requirement for the General Services Administrator | 60 hours |
| 158 | C | C.4.13.2 Is the contractor required to provide AutoCAD Software? | YES -per PH |
| 159 | C | What is estimated number of drawings requiring update annually? | exact drawings for every building and system throughout Post |
| 160 | C | PWS states vehicles may be provided to the Contractor by the U.S. GovernmentC 7.3 . How many vehicles and what type of vehicles will the contractor need? | see GFE |
| 161 | C | Will DOS provide a copy of the Risk Management Plan? | Please see Mitigation Plan attatchment |
| 163 | C | C.3.8.13 Does incumbent contractor’s current housing meet PWS requirements for this effort? | currently meets Post requirements |
| 164 | C | C.4.1 Is there a separate detailed scope of work for each villa? If so, please provide. | No please see Revised SOW |
| 165 | C | What is the USG intent of the red highlights? | Nothing. Disregard. |
| 166 | C | C.4.11 US Government block is checked as responsible for roofing for both the East and West Compound. PWS states “The Contractor shall provide all labor, materials, equipment and parts to maintain and repair roof and roofing systems Will the USG please clarify? | please see revised S.O.W.,, disregard attachment 16 |
| 168 | C | Discussion: The Scope of Work, para., C.2.3.1, All Compound Utilities, states, "The Contractor is responsible for O&M of all utilities infrastructure on the West Area, East Area, and 6.17 including but not limited to the following: Building envelope/structures, windows, doors, etc. The Kabul Equipment List, Attachment 4, lists one (1) door entry, see page 140 of 539, Doors, Main, without a corresponding quantity, located in R1011 and no windows listed. Questions: (a) Is door maintenance required? (b) If door maintenance is required, what are the number of doors that require maintenance? (c) Is window maintenance required? (d) If window maintenance is required, what are the number and types of windows that require maintenance? | (a) YES (b) all (cYES) (d) all (with exception of FEBR doors/windows per C.4) |
| 169 | C | Discussion: The Scope of Work, para., C.2.3.1, All Compound Utilities, states, "The Contractor is responsible for O&M of all utilities infrastructure on the West Area, East Area, and 6.17 including but not limited to the following: Building envelope/structures, windows, doors, etc. The Kabul Equipment List, Attachment 4, lists one (1) door entry, see page 140 of 539, Doors, Main, without a corresponding quantity, located in R1011 and no windows listed. Questions: (a) Is door maintenance required? (b) If door maintenance is required, what are the number of doors that require maintenance? (c) Is window maintenance required? (d) If window maintenance is required, what are the number and types of windows that require maintenance? | see question 168 |
| 170 | C | Discussion: Scope of Work provides building descriptions in C.2.2.3 and C.2.2.4. There appear to be additional buildings that are listed in the Kabul Equipment List, Attachment 4 beyond what is mentioned in the Scope of Work, In the equipment listing we find references to building L1000 and L7000. Questions: (a) Which takes precedence for building listings - the Scope of Work or the Kabul Equipment List? (b) What is building location L1000 and L7000? (c) Will the Scope of Work be revised to ensure accuracy with the Kabul Equipment List? | please see section C for building list |
| 171 | C | Can the government provide historical maintenance records and costs associated with providing O&M at the AEK and satellite sites (Sullivan, Alvarado, Seitz, Eggers) are required to predict future workloads and costs. This information is known only to the incumbent vendor(s) providing these services. | not available |
| 172 | C | Can the government provide The previous 5 years of historical procurement records with regard to consumables (e.g. fan belts, spare parts, laundry soap for villas) and detailed information of current material stock and costs related to providing O&M at the AEK and satellite sites (Sullivan, Alvarado, Seitz, Eggers) are critical price considerations. Details regarding existing stock and its value is required for non-incumbent vendors to build a complete inventory of stock and/or account for existing stock if the government so desires. | not available |
| 115 | H | Pg. 84-85, Note related to page limits -In the last paragraph of page 84, the sentence includes the following: "…the cover and spine shall be affixed with labeling." Please clarify if inserting the cover page and spine into the binder cover is compliant with this requirement to "affix" the labeling. | Yes |
| 116 | h | Pg. 85, Cover page notice-On page 85, the cover page notice reads: "The offeror shall include the following notice as a cover page to its proposal: GOVERNMENT NOTICE FOR HANDING PROPOSALS." |
Please clarify if this notice belongs as a standalone page within the binder, or if this language should be included with the other required data presented on the cover of the proposal.
| Include with other required data presented on the cover of the proposal. | ||
| 117 | H | L-16 General Proposal Instructions Volume 3 Price and Business Management Volume-Considering the number of pages associated with each component of the Price Proposal and Business Management Proposal, 55 pages may not cover all items. While some of the items are 1-2 pages in length, several elements will require significantly more pages. For example, Section K is 10 pages, Master Subcontracting Plan is approximately 10 pages, Income statements are approximately 12 pages, and Section B is 9 pages. In addition, the requirement to provide a detailed description of our Property Management System and Controls could significantly increase the page count. |
Would the Government consider removing the page limitation associated with this Volume?
| Volume 3 - Price Proposal page limitation is increased to 75 pages | ||
| 118 | H | RFP Section L-18, Volume 3, Tab C, Business Management Systems-The information requested within Volume 3, Tab C, Business Management Systems, Controls indicates, "Offerors shall describe how they have the necessary organization, experience, operational controls and technical skills or the ability to obtain them prior to award." |
To ensure compliance with the requirement, please clarify what information the offeror should present in this section of Tab C that is different from the information provided in the technical approach, which also describes our organization, experience, etc.
| The Contractor should make the distinction | ||
| 119 | H | L-18, Page 86 |
Are the resumes for Key Personnel along with letters of commitment excluded from the 100 page limit for the Technical Proposal? Recommend excluding from page count.
| Resumes can be excluded | ||
| 120 | H | L-16 Proposal Format L-16 on page 82 states to provide “(3) copies; 3 CDs” of Volume One; whereas, L-16 on page 85 paragraph three states, “the Offeror shall submit six hard copies (original and 5 copies) of Volume 1”. |
Would the Government please…
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