W564KV-21-Q-2000 Q and A.pdf

W564KV-21-Q-2000

Solicitation Questions

Q1. Is it possible to make an Offer only for the USAG Bavaria and USAG Ansbach?

A1. It is not possible to make an offer only for certain areas. This contract will cover food service equipment maintenance and repair for all of Germany.

Q2. Pricing+Exhibit+A+(FFP+CLIN) TAB USAG Stuttgart – 1st Option Year

The Governments automated calculated total amount seems to have a formula mistake as the numbers do not add up to our entry.

A2. The formula error has been corrected and an updated Pricing Exhibit A (FFP CLIN) has been uploaded to the solicitation. A solicitation amendment was also issued to provide notification of this update. Please make sure you acknowledge ALL amendments.

Q3. Pricing Exhibit A (FFP CLIN).xls – USAG Stuttgart – There seems to be an error in cell J110. The total amount is not being calculated correctly.

A3. See Answer 2 above.

Q4. Pricing Exhibit B (TM CLIN).xls – USAG Bavaria – cells G117 and G119 show different hours in comparison with the other options (concerning Hohenfels). Is there a reason the Government has input different values in the second option or could this just be a copy / paste oversight?

A4. This was an oversight. An updated Pricing Exhibit B has been uploaded with the correct estimated hours for Hohenfels for all ordering periods. The error was in the 2nd Ordering Period (cells G72 and G74) and those cells have been updated to match the estimated repair hours for the other Ordering Periods for Hohenfels. A solicitation amendment will be issued to reflect this update and so that the offerors can acknowledge the change. Please make sure you acknowledge ALL amendments.

Q5. Does the Government intend to award all areas to one contractor or will the contract be split into areas? In 2015 the contract was split amongst 2 Areas of responsibility.

A5. See Answer 1 above.

Q6. Have we understood correctly, that Material Handling costs are not going to be reimbursed by the Government? I would like to point out that when contractors are required to provide a fully loaded hourly wage the Government winds up paying these fully loaded wages at every level. Ultimately losing transparency and increasing long term costs.

A6. Per FAR clause 52.212-4, Material Handling will not be billed separately on a pro rata basis. Under a Time and Materials CLIN, the Contractor submits an invoice for the actual cost of the materials used (with a copy of the receipt) and the labor hours incurred. For this contract, any indirect costs (e.g. Material Handling) should be considered when calculating the labor rate.

Q7. Would the Government be willing to postpone the closing time to COB instead of 10:00 AM on 12/21/20?

A7. The Government does not intend to change the closing time for this solicitation.

Q8. In response to the Governments answer 6: if FAR 52.212-4 will be applicable under the new contract, then we kindly request that the government provide an estimated material amount based on historical data allowing all contractors to understand how much material handling is anticipated under this requirement.

A8. A Government Materials Estimate document is added under the solicitation attachments in order to provide a basis for potential offerors to estimate indirect Materials costs. A solicitation amendment will be generated to reflect the addition of this document. Please make sure you acknowledge ALL amendments.

Q9. There’s no way to get handling charges for materials, subcontractors, deliveries, etc. under this contract. Is that correct?

A9. That is not correct. For the Firm-Fixed-Price services (Preventive Maintenance, GLI, etc.)

the indirect costs described above are to be factored into the quoted price. For the Time and Material services (Regular and Emergency Repair), the indirect costs described above are to be factored into the hourly labor rate that is quoted.

Q10. How will we get paid for “Express Delivery” (Page 45 / 5.3.5.3) because it`s on case by case order from the COR? We cannot calculate this at the moment.

A10. Delivery charges are considered part of the material cost and are paid as such. What

5.3.5.3 refers to is that the Government will not pay extra for express delivery services unless the cost of express delivery is reviewed and approved by the COR.

Q11. All other and indirect Costs must be calculated in the time and material and in the firm fixed price positions? Is that right?

A11. Correct.

Q12. If all other and indirect costs are calculated in T&M and FFP can the government make sure that we always get Task Orders for T&M and FFP of the same Period of Performance (PoP)? If not, how can we calculate indirect cost, if we only get a Task Order usually for T&M?

A12. No. Typically Task Orders are for the same Period of Performance for both T&M and FFP but the Government can’t guarantee that will always be the case. Calculations for indirect cost for the T&M portion should be the same regardless of whether the Task Order is for both FFP and T&M or T&M only.

Q13.

Page 9/91, paragraph (g )(1) invoice “The Contractor shall submit an original invoice and three copies (or electronic invoice, if authorized) to the address designated in the contract to receive invoices.”

PWS, Page 47, paragraph 5.8.1

“The Contractor shall submit an original invoice once a month per Task Order. For invoices submitted electronically through the applicable system, the Contractor shall also submit a hardcopy of its invoices with the respective work certificates to the COR.”

In the first paragraph is the speech of 3 copies of invoices, but in the second only of one copy with work certificates. What is right now? Is it possible to send digital invoices?

A13. The reference to submitting 3 copies of invoices would only apply if the contractor is submitting hardcopy paper invoices to the Government for payment. Since all invoices to the Government will be submitted electronically through Wide Area WorkFlow (WAWF), then only a single electronic copy will be submitted. Electronic invoices are authorized. Please refer to

DFARS 252.232-7003.

The reference 5.8.1 requires that in addition to submitting invoices to the Government electronically through WAWF, the contractor must also submit a hardcopy of the invoice matched with the respective work certificates to the COR. This allows the COR to review the invoice for accuracy before providing approval.

Q14. What’s happened when the invoices of our suppliers take longer than the 3 days and we can’t keep the 3 days from paragraph 5.4.1.2? To make sure, that our invoice is correct it is necessary to put supplier-invoice as Attachment to our own invoice. How can we handle that?

A14. The intention of submitting the Work Certificate within 3 days is so that the COR can inspect the work that was performed and sign off on the Work Certificate. Instances where the Materials price is not known when the Work Certificate is completed will be handled on a case-by-case basis.