UK_Wide_Custodial_-_Questions_ _Answers.docx

Q1: Do any of the buildings require cleaners to be escorted by Air Force personnel? How is this scheduled and what happens if the escort does not show up?

A1: The majority of buildings covered by this contract do not require escort once the appropriate clearances/base pass have been obtained. However, buildings at RAF Molesworth and one building at RAF Croughton require escorts. The Performance Work Statement (PWS) requires the contractor to submit a cleaning schedule, so the escorts know when cleaners are scheduled to be at their buildings. Contracting Officer Representatives (CORs) will handle escort no-shows without penalty to the contractor. Ref para 4.5 of the PWS for badging and base access requirements.

Q2: Approximately how many secure sites are there? What is the average wait time for an escort to be available?

A2: 727 AMS has one secure room but no custodial services are required in there. RAF Lakenheath/Feltwell: Unable to provide answer pre-award. RAF Mildenhall: We are not able to provide this information prior to contract award. RAF Croughton: One. RAF Molesworth. 12, average waiting time unknown.

Q3: What days/hours is the 727 passenger terminal open?

A3: The terminal is open from 6:30 am – 10 pm, 7 days a week, PWS Para 4.1.2

Q4: Is the running track upstairs in RAF Mildenhall Fitness Center required to be cleaned, how is it cleaned and how long is it?

A4: The running track is required to be cleaned. It is cleaned by regular vacuuming and occasional spot cleaning, PWS Para 1.4.8.4. The length of the track is 1/10th of a mile.

Q5: What is the age range of children in the Youth Center?

A5: The ages range from 5-18 years.

Q6: Do the walk off mats in the Child Development Center (CDC) have to be supplied and cleaned?

A6: The government provides the mats, the contractor is just required to clean them, refer to Cleaning Frequency Schedule in para 1.4.5.25 of the PWS.

Q7: Is window/glass/mirror cleaning included in the contract?

A7: Yes, only in the CDCs, Youth Centers, Fitness Centers, and restroom mirrors in all buildings, PWS Paragraphs: 1.4.5.20; 1.4.5.21; 1.4.8.2; 1.2.2 and refer to Cleaning Frequency Schedules.

Q8: Please confirm the requirement for the cleaning of the base of any fitness equipment, during site visits it was stated that a certain height may needed to be cleaned on each machine, due to mopping the floor?

A8: The fitness center staff is responsible for the cleaning of equipment. The contractor is only responsible for cleaning the floor.

Q9: How many tenders are you expecting? Are companies that don’t attend the site visit allowed to submit tenders? Are contractors who attended the site visit, the only companies allowed to submit a tender?

A9: We do not know how many companies will submit a tender. The site visit is voluntary, therefore any company is allowed to submit a proposal whether or not they attended the site visit.

Q10: In the CDCs, how many rooms are over-twos and under-twos?

A10: It varies depending on the number of children enrolled, but is normally approximately half and half.

Q11: Do the CDCs’ outdoor play areas have sandboxes, dirt, or grass?

A11: There are a few small sandboxes and areas of grass.

Q12: What are the outdoor cleaning requirements at the CDCs and Youth Centers?

A12: Emptying the trash bins, providing bin liners, and cleaning water fountains, PWS Para 1.4.5.16 and refer to Cleaning Frequency Schedules.

Q13: Are cleaners required to clean up after meals and art projects?

A13: Teachers are required to do the majority of clean up; however there may be small amounts left for the cleaners. Cleaners should report large messes left in classrooms to the facility manager or the COR who will address the issue with the teacher, PWS Para 1.4.5.6

Q14: In the fitness centers, and youth centers are the cleaners required to move the bleachers in order to clean them or clean under them?

A14: No, facility staff will open and close the bleachers.

Q15: Why is Row 42 of the pricing spreadsheet locked?

A15: Row 42 is for Contract Line Item Numbers (CLINs) X036, which are the quarterly consumables reports. We have designated these as a “Not Separately Priced” (NSP) CLINs. The charges associated with preparing the reports should be rolled up into the priced CLINs as overheads. Row 42/CLINs X036, is NOT pricing for the consumables which should be rolled up into the prices for the restroom cleaning CLINs.

Q16: Do contractors have specific places on the bases to park?

A16: No, there is no contractor reserved parking. There are locations near building entrances where supplies and equipment can be loaded/unloaded.

Q17: Please provide the website for the Federal Acquisition Regulations (FAR) where all the clauses can be found.

A17: http://farsite.hill.af.mil/

Q18: Why are consumables estimates provided in square feet?

A18: Because square foot is a universal unit of measure while sizes of rolls, packages, cases, etc. can vary.

Q19: Is there any charge for Installation Passes or Flight Line Driving Licenses?

A19: There is no charge to the contractor however, the contractor will be responsible for providing employees time to complete the processes. Please note there is no flight line at RAFs Alconbury, PWS Para 4.5.4

Q20: Will you provide confirmation receipt of emailed proposals and past performance questionnaires? What is the preferred method?

A20: Yes, if requested to do so. The Government does not have a preferred method. However, if submitting a proposal by hand, please call in advance.

Q21: What is the difference between Basic and Prestige cleaning?

A21: These are the cleaning frequencies, please see Appendix A of the PWS.

Q22: Is the contractor expected to leave enough restroom consumables to last between cleanings (three to five days)?

A22: Yes.

Q23: Are contractor office spaces provided on the installation?

A23: The office spaces available are listed in the PWS, Para 3.1

Q24: Is there a contractor office at RAF Feltwell?

A24: No office is provided at RAF Feltwell.

Q25: What dispensers are available in the restrooms?

A25: It varies by base. The PWS does allow the contractor to propose changes to dispensers to the CORs at the contractor’s expense.

Q26: Is the contractor responsible for emptying nappy bins?

A26: Only in the CDC’s and Passenger Terminal, PWS Para 1.4.5.15; 1.4.5.17

Q27: Has Sodexo agreed to provide TUPE information?

A27: Sodexo has agreed to provide a point of contact for TUPE. It is the contractors’ responsibility to communicate with Sodexo regarding TUPE. The government has no involvement with TUPE.

Q28: Are trash bins provided by the contractor, or does the contractor only provide the liners?

A28: The contractor shall provide the bin liners not the bin. The only exception to this is sanitary bins. The sanitary bins are required to be provided by the contractor, PWS Para 1.5.3; 1.2.7

Q29: As Air Force Common Output Level Standards (AFCOLS) 3 will be required for the new contract. Can the government confirm that this is not the AFCOLS that is currently being performed by the incumbent? Will the contractor’s personnel require training on the new level?

A29: Yes, the AFCOLS has changed from the current contract. The Government does not know the training the incumbent has provided and therefore training may need to be provided.

Q30: What if AFCOLS level change?

A30: We provide 90 days’ notice if the levels change, PWS Para 4.18

Q31: How long does it take to get installation passes?

A31: 3-6 weeks to get contract passes with escort privileges. Security clearance can take up to 6 months to get full clearance. If the contractor cannot get base passes it will become government objective to provide escorts in order to perform services.

Q32: How many people are allowed to have sign in privileges?

A32: RAF Lakenheath/Feltwell – no limit as long as employee has full SC Clearance. RAF Mildenhall: This will be down to the discretion of the local Contracting Officers Representative (COR). This is usually reserved for supervisory staff, however if the Contractor feels that they need additional sign in privileges, the case should be made to the COR. RAF Alconbury and Molesworth: No limit.

Q33: What will happen if the contractor does not meet the Service Summaries?

A33: Depending on the problem, magnitude and ultimately effective corrective actions, the government has various actions it can use ranging from corrective action reports, meetings, monetary deductions or contract termination. The contractor shall be aware that problems in performance may also effect CPARs (Contractor Performance Assessment Reporting System) ratings, PWS Para 2.

Q34: When does the government inspect the work?

A34: The government inspects through random inspection in accordance with the cleaning schedule provided by the contractor. Inspection will normally take place after performance, PWS Para 2.

Q35: Is there someone to sign off after each clean?

A35: No, due to the number of buildings there cannot be personnel present to sign off after each clean. The Government normally relies on the contractor to tender services conforming to contract requirements through the use of their Quality Assurance Plan. Additionally, facility managers are provided with the contractors cleaning schedule. If they do not receive services, the CORS will be contacted. The COR will validate complaints of non-conforming services and if a complaint cannot be validated, the COR would wait until the next clean to inspect/validate performance.

Q36: Is there a specific time of the year that the contractor has to submit the VAT fuel relief to the Government?

A36: No the government does not specify. This is at the discretion of the contractor, this is usually done on a quarterly or annual basis. Please read DFARS clause 252.229-7010 ‘Release from Customs Duty on Fuel’.

Q37: If a contractor vehicle is kept is on site, can the contractor use the gas station on base?

A37: No the fuel on base is for United States personnel use only. This cannot be used by contractors.

Q38: How long is the term of the contract?

A38: The contract is a base one year and four option years. The government also has the option to extend the contract an additional 6 months per clause 52.217-8 Option to Extend Services.

Q39: Can family members use the passenger terminal?

A39: The passenger terminal can be utilized by any authorized traveler, including family members.

Q40: How many diaper/nappy and sanitary bins are there in the passenger terminal?

A40: Three diaper bins & three sanitary bins per PWS Appendix A.

Q41: Can you confirm the number of nappy bins for each site?

A41: RAF Lakenheath, Building 439 has 11 Nappy Bins, Building 659 has seven Nappy Bins. RAF Mildenhall has 12 in the CDC and three in the passenger terminal, RAF Croughton has two and RAF Alconbury has six at the CDC.

Q42: Can you confirm if we need to provide nappy (diaper) bins and the waste removal service or is the service requirement to move the waste from the nappy bin to a central bin provided by yourself on site?

A42: Per PWS paragraph, 1.4.5.15, the Contractor shall empty nappy (diaper) bins and provide plastic liners. Per PWS paragraph 3.6, the Contractor shall use central skips (dumpsters) to dispose of trash or solid waste.

Q43: Can you confirm the number of outdoor trash cans at each site?

A43: Two for the 727 AMS Passenger Terminal; RAF Lakenheath Building 250 (Youth Center) has four, Building 439 (CDC) has four, and Building 659 (CDC) has three. There are three at the CDC at RAF Mildenhall. RAF Croughton has 15.

Q44: How many cleaning cupboards are there in the passenger terminal?

A44: One.

Q45: What is the cleaning standard for the Nursery, Room 213, in the passenger terminal?

A45: Same as the CDC nursery room as describe in PWS paragraphs 1.4.5.4 and 1.4.5.25.

Q46: A comment was made about the Ministry of Defence (MOD) cleaner leaving the Youth Center, will this increase the contractor workload?

A46: No, the contract employee will only be expected to clean as per AFCOLS tasks & frequency as described in PWS paragraphs 1.1 through 1.3 and 1.4.6.

Q47: Can the Youth Center be cleaned during daytime hours?

A47: The Youth Center at RAF Lakenheath needs to be cleaned between closing at 20:00 or 21:00 and opening at 6:30. The Teen Centre at RAF Croughton is off-site and can be cleaned during the day. The Youth Center RAF Alconbury can be cleaned during the day.

Q48: Can the Cardio Room floor in RAF Lakenheath Fitness Center be mopped as there are electrics in the floor?

A48: No, cannot be mopped as not water tight/has electrics beneath, manufacturer’s instructions will be made available.

Q49: What is the contractor required to clean in the laundry room in the RAF Lakenheath Fitness Center?

A49: Clean the floor only, as per “general room” for special requirements category, see paragraph 1.4.8.4 of the PWS for frequencies.

Q50: Do we need to supply the walk on walk off mats in any facility / site?

A50: No, all mats are provided by the government at all sites.

Q51: Can you confirm that we will be allowed to purchase and supply new dispensers for paper towels, toilet rolls and soap dispensers? Does any installed dispenser become the property of the USAF post contract?

A51: Per paragraph 1.5.3.1 of the PWS, the Contractor may replace, add, or remove dispensers for restroom consumables with the prior approval of the COR(s) for the base/task order. At the end of the contract, all contractor-installed dispensers shall become the property of the Government.

Q52: Can you confirm if the performance work schedule is the same for the current contract being delivered by the incumbent or are there differences in the standards required going forward?

A52: No, the previous PWS is based on USAF Standards, the new PWS is based on AFCOLS. Standards of cleaning remain the same, it is the frequency of cleaning that has/will be changing.

Q53: No office / storage space is stated at Welford, Feltwell or Croughton. Does this mean that none will be provided? Can you confirm if there are cleaning cupboards and a central cleaning store at each site?

A53: No office space at RAF Feltwell, no central storage space, some facilities have storage cupboards. Bldg. 146 will be available for the contractor at RAF Croughton, they will have sole use.

Q54: You have stated that we need to attend training to gain a license for crossing flight line can you confirm if there be a cost, how long is the training, how long does the license last for?

A54: No cost to contractor for flightline driving training or license. Needs to be renewed every 12 months, to gain a license employee must read Lakenheath Instruction, watch slideshow, and have 1 hour orientation training and then complete 25 question multiple choice test. With possibility of additional Airfield Management Test of 25 question, only if required to go near runway. No flight line at Croughton.

Q55: Are there any restrictions to the number of employees that we can allow have escort rights to?

A55: No limit, if employee is security cleared, they can have escort privileges.

Q56: On the document Tab_15_RFP_Attachment_2_UK_Wide_Custodial_Pricing_Spreadsheet_-_Locked_-_AFICA_Review_changes_ (2)", we believe the Government has made an error and divided the yearly SQFT by 12 to obtain the figures in cells D7 - D41. Dividing by 12 does not provide the monthly SQFT that requires cleaning, the SQFT should remain at the 12 months figure. Please can the Government amend the spreadsheet to show cells D7 - D41 as the 12 months SQFT figure?

A56: The square footages provided in cells D7-D41 are the actual square footages calculated by adding up the square footages of the buildings in each category in Appendix A of the PWS. The annual square footages are calculated by multiplying the actuals by 12. This is done so that offerors propose a unit price that is per square foot per month that the Government can then use for invoicing purposes.

Q57: Can the contractor be given access to utilize the washing and drying machines seen in the CDC’s and Gymnasiums’ to wash items related to this contract service delivery?

A57: No. Gym and CDC’s do not allow use of government washing machines.

Q58: Can the contractor install our own washing and drying machines onsite, and if so can this be done within the allocated contract storage/office areas?

A58: Not at Lakenheath, Feltwell or Croughton. RAF Mildenhall: The Contractor will need to contact Civil Engineering Squadron to discuss whether this would be permitted after contract award. There is not currently suitable space for this at the allocated building at Mildenhall.

Q59: Is the contractor required to clean the playground equipment seen outside the CDC’s during periodic cleaning?

A59: No.

Q60: Can the changing rooms/shower areas be cordon off to allow schedule cleaning to be completed as female cleaners may be required to clean male facilities and male to clean female?

A60: RAF Lakenheath: Male & Female locker rooms are closed off for set times to allow contractor to clean. RAF Mildenhall: This would have to be discussed with the facility manager when drawing up the cleaning schedule to ensure that the service provided by the facility is not disrupted. RAF Alconbury, yes.

Q61: If we require additional telephone lines / broadband lines in the provided offices, can we liaise with BT to install more? Do we need to gain any additional approval prior to installation?

A61: RAF Lakenheath, RAF Mildenhall and RAF Alconbury: This would be organized directly with the service provider and paid for by the contractor. Any work must be coordinated with Civil Engineer and Communications Squadrons prior to any installation.

Q62: Can we install time clocks? If so, do they become government’s property or the contractor’s?

A62: Time clocks can be installed in the Freight and Passenger Terminal as contractor’s property. RAF Lakenheath/Feltwell: Time clocks can be installed in contractor’s portacabin, but not in any other government buildings. RAF Mildenhall: Only in the building provided for the contractors use, and no this would not become the Governments property.

Q63: Do we have access to internet or wifi?

A63: Commercial WI-FI will be cut off in September across Mildenhall which will also affect 727 AMS services. RAF Lakenheath/Feltwell: Contractor provides their own phone line and internet access. RAF Mildenhall: Internet services are not provided by the Government, you will have to liaise with a suitable internet provider to have this installed at the building provided for your use. RAF Croughton: Internet no Wi-Fi. RAF Alconbury and Molesworth: Internet.

Q64: Are we allowed to have 2-way radios on site? We noticed that the cell service was very spotty in some areas during the site visit. If the answer is no, can special authorization be granted strictly to areas where there is little or no cell phone signal/reception?

A64: In general cell/mobile phones are permitted, however some secure areas require all personnel entering to leave all electronic devices outside; often storage containers are provided for them.

RAF Lakenheath/Feltwell: Mr Andrew Goldsmith from 48 Comm Squadron (Land Mobile Radios) stated that “contractor can purchase and use free license radios 446MHz band”. RAF Mildenhall: We do not feel that 2 way radios would be necessary for the contractor to use. Local telephone masts have recently been upgraded and signal is available across the base. Some secure areas require all personnel entering to leave all electronic devices outside; often storage containers are provided for them. Mobile phones are permitted, it is felt that these would be adequate for communication on RAF Mildenhall. RAF Alconbury and Molesworth: Needs to cleared with Communications Squadron.

Q65: Regarding the proposal submission instructions found on pages 109 – 110 of the solicitation, are all three methods of submission (email, printed and electronic) required? Or, can offerors select one method of submittal?

A65: Not all three methods are required, contractors need to select just one method.

Q66: Regarding printed submission of the proposal, instructions on page 109 of the solicitation say to submit three copies of all documents. Does this mean to include one original and two copies of the proposal? Or, does it mean to include one original and 3 copies of the proposal?

A66: Per provision 52.212-1 of the RFP, submit three copies in total, this can be an original and two copies.

Q67: What is the current contract value?

A67: The current contract value is £5.1 million.

Q68: Can you please confirm that the page limitation for past performance is 2 pages per reference (excluding the questionnaire)?

A68: Per provision 52.212-1 of the RFP, yes, past performance limitation is two pages per reference excluding the questionnaire.