Base_Ops_Follow_On_Questions_and_Answers_FINAL.pdf

Solicitation Number W15QKN-19-R-1004

1. Who is the incumbent on this project?

a. Re-Engineered Business Solutions, Inc.

280 Clear Lake Road Cocoa, FL 32922-8672

2. What is the current contract value including all option years?

a. $ 110,982,642.13 for a period of performance from 1 October 2008 – 31 March

2020.

3. Will there be a ceiling tile allowance for this project?

a. There is no ceiling tile allowance; however, there is a contract line item (CLIN) for materials used.

4. To ensure all contractors are bidding on the same material, please provide information on the Manufacturer(s), model number(s) and size(s) of the ceiling tiles in each building on the attached list and for which we are responsible to replace (The cost of ceiling tiles can vary greatly among manufacturers/models/sizes.)

a. See the response to Question 3 above. For information, most ceiling tiles at Fort Hamilton are of standard sizes and types.

5. Existing ceiling tiles in some offices do not match and/or are badly stained. Is it the

Government’s intent to obtain cohesiveness throughout each room and/or building with matching ceiling tiles throughout?

a. Yes. It is expected that for maintenance and small repair work ceiling tiles will match the existing tiles in a room. For efforts where tiles for an entire room or building are to be replaced, a new type of tile may be requested by the government.

6. Have the roofs been examined/inspected for leaks which may be causing the tile stains?

If not, how should we proceed if we identify a roof leak?

a. Roofs have been examined by government personnel, by consultants hired by the government, and by the baseops contractor. The Contractor will be expected to inspect roofs on a regular basis as part of routine preventive maintenance in at least May of each year. Reference Solicitation Attachment 10, Annex H – Facilities Maintenance Vertical. Notable sections of Annex H include the following: 1.1 Overview, 1.2 Components, 2.0 Description of Services, 2.28.1.

Buildings and Structures Maintenance Plan, 2.28.6. Thermal and Moisture Protection, and 2.28.7. Roofing.

When a roof leak is suspected, the Contractor is expected to notify the government (Contracting Officer Representative – COR), and repair the leak in consultation with the government. Most leaks will result in temporary repairs to eliminate the immediate problem and will be followed up by project work – reference PWS Section 2.7.1 for project work.

7. Will the Contractor be able to have office and storage space in a building on-post?

Considering the length of this contract and the extensive amount of materials needed to properly perform the work, this needs to be addressed. If no on-post space will be available, the cost for our own facility and additional handling and delivery costs will need to be factored into our proposal.

a. Yes; office and storage space are provided on post. The Contractor will have use of Buildings 126, 127, and 128. Technical Exhibit 0001, Performance Locations, has been updated to reflect this use. In addition, space floor plans of the buildings are attached for clarification. Items located in the buildings for the various base operations shops are listed under Attachments 16 through 26 of the Solicitation.

8. There are backflow preventers in all the boiler rooms (which are part of this project); are we responsible for their annual certifications? If so, what is required of the contractor for this process?

a. Yes; the contractor is responsible for the annual certification of boiler room backflow devices as well as all other backflow devices throughout post. Reference the PWS Section 2.5.5.3 on environmental compliance in general, PWS Section

6.0 Deliverable A048 for the required Annual Backflow Prevention Device Testing/Maintenance Records, Annex J Facility Maintenance Horizontal Section

2.2.6.7 Backflow Preventers, and Technical Exhibit 0509 List of Backflow Preventers.

9. There are extensive DDC systems for heating and cooling in each building. Are we (the contractor) responsible for carrying the cost of control upgrades/integrating? If so, please provide the pertinent controls/contact information, so all contractors are bidding apples-to-apples.

a. The base operations contractor is responsible for maintaining current controls.

Unless an upgrade is automatic with replacement of parts currently on the market, any upgrade or additional integration of controls would be managed as a project.

Reference PWS Section 2.7.1 Project Work Orders.

10. To ensure all building safety systems are functioning properly, we request the

Government provide the contact information for the fire alarm contractor currently responsible for maintaining these building systems.

a. We will not be releasing subcontractor information.

11. Please provide to all bidders a list of all equipment (from Real Property Office) we are to service and/or maintain.

a. Reference Technical Exhibit 601 All Installed Building Equipment from GFEBS for all equipment to maintain.

12. Attachment 13, Annex L, Wastewater Services, Paragraph 3.4.4. On-Site Operator.

Paragraph states “The Contractor shall provide an on-site certified operator twenty-four

(24) hours a day, seven (7) days a week.” However, in Attachment 4 – Pricing Matrix there is no job classification for Wastewater Operator. There is, however, General

Maintenance Laborer that has 5 FTE. This would equate to the number of FTE needed for Wastewater Operator. However, a general maintenance laborer would not have the skill level to meet the requirements for licensing. Will the government please clarify what job classification is performing the Wastewater Operator position or if the 24/7 requirement should be changed?

a. The requirement for a full time on-site operator has been deleted. Reference revised Annex L, Wastewater Services, 6Mar19.

13. Attachment 5 Annex A Over Arching Standards PWS, Minimum Personnel and License

Requirements, Program Manager - Would the Government please confirm this is the same position as the Project Manager referenced in the Statement of Work?

a. Yes - The position is the same. The PWS has been changed to replace Project Manager with Program Manager.

14. Attachment 5 Annex A Over Arching Standards PWS, Minimum Personnel and License Requirements, states that the Program Manager education requires a 4 year degree in electrical, civil, or mechanical engineering fields. Would the Government please change qualification requirements for the project manager to: 4 year college degree recognized by the US Department of education and 5 years of experience managing facility support services. Skills necessary to perform these duties go beyond engineering disciplines. The extent of current engineering qualifications is disproportionate to Project Manager engineering responsibilities. Experience managing facilities maintenance contracts ensures competency in managing multiple trades disciplines. Expertise in a single discipline does not add value. This position requires comprehensive managerial skills.

Hands on trade experience is irrelevant as PM responsibilities do not include performing hands on work.

a. The qualifications for the Program Manager and Alternate Program were changed. See revised Attachment 5, Personnel Licensing and Certs.

15. Attachment 5 Annex A Over Arching Standards PWS, Minimum Personnel and License Requirements, No requirements are listed for the Assistant Project Manager. To ensure the APM possesses necessary skills to perform the duties of this position we recommend adding the following qualification requirements: Bachelor’s Degree and 3 years of administrative and/or supervisory experience managing contract of this size and scope.

a. The qualifications for the Assistant Program Manager are now included in revised Attachment 5, Personnel Licensing and Certs.

16. Attachment 5 Annex A Over Arching Standards PWS, Minimum Personnel and License Requirements, No requirements are listed for the Quality Control Manager. To ensure the QCM possesses necessary skills to perform the duties of this position we recommend adding the following qualification requirements: ISO Certification and 5 years of hands-on (i.e. non-supervisory, working with tools) experience in a facilities building trade.

a. The Government does not intend to change the PWS requirements for the Quality Control Manager.

17. Attachment 5 Annex A Over Arching Standards PWS, Minimum Personnel and License Requirements, the fifth paragraph currently reads "all supervisors and managers" to have 5 years of hands on in a trade as well as a 4 year engineering degree or a 2 year associates in construction or engineering. Would the Government please consider changing the requirements to: 5 years of hands-on (i.e. non-supervisory, working with tools) experience in a facilities building trade and 2 years supervisory experience of trades activities. These qualifications ensure we meet government expectations while not artificially inflating costs by proposing salaries that are unnecessarily high. Degree requirements are exceed expected performance of supervisor positions.

a. The questioned language does not require both 5 years of hands on trade as well as a 4 year engineering degree; it requires one or the other. See revised Attachment 5, Personnel Licensing and Certs.

18. Was it the Government's intent that Supervisors and Managers have either experience or a degree?

a. Yes, please see the response to question 17 above.

19. Foremen duties include supervisory duties. Was it the Government's intent Foremen be included in this category?

a. Yes; if foremen have supervisory duties then the requirement for supervisor applies. See response to question 17 above.

20. Section I - 252.237-7023, Section L 21.d, Continuation of Essential Contractor Services Plan Page Limitations - Annexes, documentation and attachments will count against the page limitations. Section I states the plan is required with submission but it is not included in Section L Volume Outlines. As the requirement is not included in Section L would the Government please confirm it is not due with proposal submission?

a. Confirmed, it is not due at proposal submission.

21. If this plan is to be included with submission, would the Government please clarify it should be located and any applicable page limits?

a. The page limit for the technical proposal has been increased to 50 pages.

22. L.21.D, The font used shall not be less than 12 point font. Would the Government please consider allowing 8 point font for charts and graphs?

a. Yes, Times New Roman 8 point font will be allowed for charts and graphs.

23. Section M.2.b.1.a, Use and Rental of Government Property clause c.1-c.5, FAR 52.245, Property Management Plan must comply with all requirements of Use and Rental of Government Property clause (1) A list including a description of all Government property that the prime contractor and/or its subcontractors propose to use on a rent-free basis. The list shall identify the accountable contract under which the property is held and the authorization for its use (from the contracting officer having cognizance of the property);

(2) The dates during which the property will be available for use (including the first, last, and all intervening months) and, for any property that will be used concurrently in performing two or more contracts, the amounts of the respective uses in sufficient detail to support prorating the rent; (3) The amount of rent that would otherwise be charged in accordance with FAR 52.245-9, Use and Charges. (4) A description of the offeror’s property management system. (5) Provide calculations and rationale for Government property in accordance with FAR clause 52.245-9 for rental adjustment purposes for the entire period of contract performance. Show calculations for each CLIN. Would the Government allow offerors to reference the Technical Exhibits GFP lists in a statement either accepting all items or identifying any exceptions? The Government provided a list of GFP for contract performance with the solicitation. Re-submitting this list would take a significant number of pages.

a. Yes, the GFP listing does not need to be in the PMS.

24. As the technical volume is limited to 40 pages, would the Government please confirm the intent is not for offerors to re-submit the provided list along with rental calculations but for offerors to submit a description of their property management system in accordance with FAR 52.245?

a. The page limit for the technical proposal has been increased to 50 pages. Please see the response to question 23 regarding property management system.

25. PWS 1.2 states The Contractor shall determine the best and most cost effective ways to fulfill…..Services and their component needs, emphasizing innovation and best practices.

Section M paragraph b. states Award will be based on the lowest technically acceptable offer. Can offerors conclude that price outweighs use of innovation and best practices under the Government’s proposed evaluation framework?

a. The evaluation factors listed in Section M apply to this solicitation. Award will be made based on the lowest technically acceptable offer.

26. Does the DPW use a Maintenance Management System or are those tasks handled by

GFEBS?

a. The tasks are handled by GFEBS.

27. Does the asset management information in GFEBS include historical maintenance records and information on product, component, or equipment lifecycle stage?

a. Historical maintenance records and information on product, component or equipment life years can be kept in GFEBS, and some of it is currently in GFEBS.

The accuracy of the current information, especially with regard to maintenance records, is not assured.

28. Are building and facility systems connected to the internet?

a. No building systems are on the internet. Some building systems are on the local area network for Fort Hamilton – e.g. building management systems for heating and air conditioning for most of the larger buildings can be managed remotely at 2 workstations (in the baseops contractor office and in a Public Works office).

29. The Performance Requirements Summary (PRS) in PWS 4.0 has information for all areas in the Program Management and Capability Statement sections of the Technical Volume with the exception of two: Heating & Cooling Services and Wastewater Services. Is it the Government’s intention to provide similar data for these services to ensure bidders understand the Requirements, Performance Standard, AQL, Method of Surveillance, and Incentive?

a. The PRS has been amended to include Heating & Cooling Services and Wastewater Services.

30. PWS 1.2 states: The Contractor shall determine the best and most cost effective ways to fulfill Refuse Removal, Grounds Maintenance, Pavement Clearance, Facilities Maintenance – Vertical, Facilities Maintenance Horizontal, Heating/Cooling Services, Wastewater Services, and Pest Management Services. However, PWS 5.0 states The Contractor shall provide overall management, supervision, personnel, labor, generalized or specialized equipment necessary to maintain, repair, operate, and perform all the CLS functions of the Base Operations specified below: Solid Waste Management Grounds Maintenance Snow, Ice and Sand Removal, Facilities Maintenance, Surface and Unsurfaced Areas, Electrical Services, Heating and Cooling Services, Water Services, Wastewater Services, Other Utility Services, Pest Management Services. As there are discrepancies between the two lists, will the Government clarify the services the Contractor will be required to provide?

a. The contractor is required to provide services indicated in the PWS or otherwise covered by an Annex to the PWS. Different terms may be used (e.g. refuse removal is covered in Annex E Solid Waste Management, electrical services are in both Annex J Facilities Maintenance Horizontal and Annex H Facilities Maintenance Vertical), but there are no subject discrepancies between the lists.

31. Is it acceptable, and would the government accept an innovative approach to introduce new technologies (e.g., web-based CMMS, asset tracking software, RCM processes)?

a. The Government does not intend to answer this question.

32. Will the government permit the contractor to augment the GFEBS system with new technologies (e.g., GPS mobile tracking, RFID)?

a. No.

33. Attachment #4, Excel Pricing Sheet, lists positions of Locksmith and Painter (Maintenance). These positions are listed as “SCA” on the pricing sheet and not included in the attachment Collective Bargaining Agreement. Can the appropriate SCA Wage Determination be provided?

a. The Wage Determination is incorporated in the solicitation beginning on page 48.

34. Can the experience of a proposed Program Manager be considered to satisfy Past Performance?

a. Please reference Solicitation Section L, Instructions to Offerors, #22 II - Past Performance.

35. Can a seniority list of incumbent employees, covered by the Collective Bargaining Agreement, be provided? Since vacation time is based on seniority and thus affects fringe costs and perhaps staffing levels (vacation relief).

a. The government does not intend to provide this information.

36. Can the current contract pricing, including hourly labor rates (if applicable), be provided?

a. Please see the response to question 2 for the total contract value. For a further break out in contract pricing, a FOIA request can be sent to Ms. Kimberly Miller, (973)724-6589, Kimberly.a.miller276.civ@mail.mil.

37. If current CPARS are not available, can a Past Performance Questionnaire be presented?

If so, can the government provide the PPQ?

a. Past Performance Questionnaires are not being utilized for this requirement. In accordance with Section L, Instructions to Offerors, #22 II Past Performance, the Offeror shall provide the contact information of the Procuring Contracting Officer, Administrative Contracting Officer, and Government or commercial technical representative or Contracting Officer’s Representative.

38. Will the Prime Contractor be able to add a mark-up on Materials, Equipment, GFP Replacement Parts, or will the reimbursement be at cost only?

a. All CLINs for Materials, Equipment, ODCs and Project Work (0003, 0004, 1002, 1003, 2002, 2003, 3002, 3003, 4002, and 4003) shall be Cost Reimbursable (no fee).

39. The attachment #2, Collective Bargaining Agreement, Article XIII D., references a $50K Surety Bond may be required, at the discretion of the Trustees. Should the offerors include or exclude the cost in their pricing? Also, would this be considered a reimbursable cost?

a. This expense will be reimbursable at cost.

40. The RFP states that Government will provide a QASP plan that contractors will be obligated to follow; can Government provide more information regarding the QASP plan, so that contractors can staff and price their proposals accurately?

a. The QASP was provided as Attachment 3 to the solicitation.

41. Could a list of all companies that attended the site visit be published?

a. No.

42. Pavement Clearance 2.1.2.3 Who is responsible for installing the snow stakes?

a. There is no snow stake requirement. Snow stake placement would be done by the contractor as they see fit to meet snow removal requirements.

43. Pavement Clearance 2.1.2.6 Where are the designated snow stock piles?

a. The designated snow stockpile areas will be designated by the COR. They may change, so are not identified in the Annex for Pavement Clearance. They will be on post, and are normally at 2 locations, at west and east locations on post.

44. Pavement Clearance 2.4.2 Where is the staging area and would it be possible to have more than 1 staging area?

a. The staging area is the area around the baseops shops – around Buildings 127 and

126. Note that there is a sand/salt shelter off the north east corner of Taylor Field.

45. Pavement Clearance 2.5 Is the requirement for street sweeping monthly to be accomplished 12 months annually or only during the snow season?

a. The requirement is monthly, 12 months a year.

46. Is there a prevailing wage or union agreement that has been adopted and in use for the custodial staff outside of or over and above the SCA wage determination?

a. The CBA supersedes the SCA. However, there are no custodial services required.

47. Use of CMMS: Will the gov't furnish CMMS support contractor parts and material inventory management, labor hour/manpower tracking, and other program management tools/functions necessary to manage a project of this size and complexity?

a. GFEBS is the system required to be used by the contractor for meeting tracking and reporting requirements. See the response to Question 31.

48. Please tell us the annual billings for the current contract.

a. Please see the response to question 2 for the total contract value. For a further break out in contract pricing, a FOIA request can be sent to Ms. Kimberly Miller, (973)724-6589, Kimberly.a.miller276.civ@mail.mil.

49. Please tell us the number of years the contract has been in place.

a. The existing contract was a 12 month base period plus nine (9) option years. The contract was then extended for an additional six months.

50. Does the contractor need to have a tax relationship with New York and or N.Y.C.

a. The determination of tax liability/relationship with New York City / State should be determined by the contractor.

51. What is current number of employees covered by IUOE Local 30?

52. What is the seniority (date of employment) of each current IUOE Local 30 member?

53. What is the company name and contact of current locksmith?

a. The methodology of performance is determined by the prime contractor.

54. What is the company name and contact of current pest-control / Extermination Company?

a. The methodology of performance is determined by the prime contractor.

55. What is current shift assignment of all existing IUOE members?

a. Reference PWS Section 2.1.3.2 for the Government work hours and the statement that the Contractor shall conduct business during regular work hours.

56. What is the name of current uniform supplier and company contact?

57. What is the responsibility of contractor to client EHS team?

a. Contractor environmental, health, and safety requirements are outlined in several sections of the contract- e.g. PWS Section 2.5.3 on safety requirements and PWS Section 2.5.5 on Environmental requirements.

58. Does the contractor need to supply its own EHS staff?

a. See response to question 57.

59. What are the current Key Performance Indicators (KPI) for assessment of contractor performance?

a. The contractor will be assessed in accordance with the PRS found Section 4.0 in

Attachment 1, Overarching Standardized PWS and Attachment 3, QASP.

60. You did not have a way for us to put in FICA, FUTA, SUTA, Worker’s Comp, Holiday, Vacation, Sick, and Health and Welfare for the Exempt Labor Categories. Just because they are exempt/salary employees does not mean that FICA, FUTA, SUTA, etc. does not apply. Can you please clarify this?

a. For the Exempt categories, there is no need to verify the different elements of their salary and associated costs to the SCA or CBA, therefore, the Yearly Salary column should have indicated that this is actually the total annual cost for these employees (inclusive of all fringe benefits, payroll taxes, indirect costs and profit). A breakdown by element of cost is not needed.

61. You have worker’s comp setup as a percentage for ALL labor categories. This is difficult since there will be a different worker’s comp rate for EACH different labor category. Can you please clarify?

a. Attachment 4, Pricing Matrix has been updated to allow different worker’s comp rates.

62. Also, the following sections of the RFP require Contractor offices and vehicles/equipment must be located offsite. Is this correct?

7.5.2.1.2 The Contractor shall remove all vehicles, trailers and equipment from the installation at the end of each workday, unless otherwise directed by the KO.

7.5.3. Contractor Facilities. The Contractor shall secure the necessary office space and other facilities required for the performance of this contract, off the military installation.

a. It is not correct. The Contractor will be provided office and shop space and parking. See revised Attachment 1 – Overarching Standardized PWS, Section 7.4

Government Furnished Property, Facilities, and Services.

63. Solid Waste 2.5, Contractor will maintain refuse collection vehicles, currently there is a separate contract under LRC to maintain GFE vehicles. Should the contractor propose costs to maintain the GFE vehicles IAW section 2.5 in the Solid Waste section of the solicitation?

a. GSA vehicles will be maintained by the Government. Reference the revised PWS section on GSA Fleet Vehicles, Section 7.4.2.2.

64. Wastewater Services, the contractor shall provide an onsite certified operator twenty four

(24) a day, seven (7) days a week, Fort Hamilton does not have a waste water treatment plant. Please clarify if the requirement is valid.

a. The requirement for an on-site wastewater treatment plant operator has been eliminated. See revised Annex L Wastewater Services, 6Mar19.

65. Solid Waste Management 4.0; Grounds Maintenance 3.0; Facility Maintenance - Horizontal 3.0; Capability Level Charts, the capability chart describes three categories of work with differing frequencies. Which capability level should be proposed?

a. For Solid Waste Management, capability level 1 is required. For Grounds Maintenance, capability level 2 is required. For Facilities Maintenance – Horizontal, capability levels do not apply. Adjustments have been made in each subject annex.

66. Pest Management 1.4.1, the contractor shall provide licensed and certified pest management certified in the following (chart includes), chart includes a. Forestry (EPA Category 2/NYSDEC Category 2); Right of Way (EPA Category 6/NYSDEC Category 6A); Aerial Pest Management (EPA Category 11/NYSDEC Category 11) - None of these requirements appear applicable to Fort Hamilton and category 1 will add significant costs to the proposal. Please clarify if these are valid requirements.

a. The requirements for Forestry, Right-of-Way, and Aerial Pest Management have been deleted. See revised Attachment 14, Annex M on Pest Management.

67. Tech Exhibits (GFE), Government Furnished Equipment (GSA Vehicles), currently the government furnished 12 GSA vehicles for BASOPS use on the contract. Please advise if these 12 GSA vehicles will continue to be available for BASOPS use. Not including these vehicles will significantly increase proposed costs

a. See the revised PWS section on GSA Fleet Vehicles, Section 7.4.2.2.

68. 2.2.9 Historically how many trees annually are removed and replaced?

a. Attachment 8, Annex F on Grounds Maintenance addresses what is required for tree maintenance. Reference section 2.2.9 of the Annex. Historic procedures do not need to be known by Contractors.

69. 2.2.9 States that all trees in TE 204 are to be serviced and maintained. TE204 includes all trees in the housing areas as well as areas the areas included in the ground’s maintenance map. Is this correct?

a. All trees except for those in designated housing areas, are included in grounds maintenance work.

70. 2.2.11 The section requires irrigating non-irrigating areas. What is the historical data to fulfill this obligation? For example, approximately 10 ac irrigated 3 weeks annually.

a. Historical information will not be provided and may no longer pertain. Differing conditions will require different actions.

71. 2.2.9.5 Is the contractor responsible for just providing the report of the condition of problem trees with recommendations, with the removal and replacement to be completed in separate work order. Or is the contractor responsible for the cost of removal and replacement? If the Contractor is responsible what is the historical data for removing and replacing trees?

a. The contractor is responsible for the removal and replacement, unless the work falls outside of the routine work week or requires a subcontractor to accomplish.

Reference the other sections of Annex F on Grounds Maintenance for what is required for removal and replacement. Also reference PWS section 2.7.1 Project Work Order Execution.

72. Please explain what the Government is looking for in “Sanitized Pricing?”; “Un-sanitized Pricing?”

a. The Instructions to Offerors has been updated to remove the requirement for sanitized pricing data.

73. The CBA provided expires 10/30/2019. Is the incumbent currently in negotiations with IUOE Local 30 with a follow-on CBA being provided to synchronize with the POP dates above prior to the April 26th Offerors’ due date; or, will the Government amend the Awardee’s contract once a CBA has been negotiated?

a. The Government will request updated pricing when a new CBA is available.

74. Would you please provide me with the information for submitting our pricing, e.g.

electronically, hard copy, etc to ensure our compliance and your timely receipt?

a. In accordance with Solicitation Section L – Instructions to Offerors #6, “Offerors are required to submit proposals electronically, via email, to the following individuals: Katie Lyons at katie.j.lyons.civ@mail.mil and Jeffrey Zeichner at jeffrey.l.zeichner.civ@mail.mil with different parts, i.e. Technical/past performance and price, sent as separate attachments.” The prime is responsible for submitting information for all subcontractors.

75. Is it possible to bid on the Grounds Maintenance part of the overall solicitation?

a. The offeror must be capable of providing all services required under Solicitation

Number W15QKN-19-R-1004 to be found technically acceptable.

76. Are the executive summary and cover letter part of the 40-page limit for Factor 1?

a. The cover letter and executive summary are not counted towards the 50-page limit.