Questions from Site Visit (PW Reviewed).docx

Site Visit Briefing

W911RX-20-R-0003

Custodial Services 3 August 2020 10:00AM CST Fort Riley Kansas 66442

The Custodial Site Visit Q&A was conducted on 3 August 2020 at 10:00 AM CST. The following administrative information, questions and answers were provided to the attendees.

A. Attendees

1. There were a total of 12 vendors in attendance during the meeting that were represented by personnel at different levels of their firms.

2. The government was represented by Mission and Installation Contracting Command Contracting Officer and Specialist as well as the requiring activity representatives from Fort Riley Public Works Engineering Division.

B. Relevant Administrative Information

1. The original SF form 1149 and all subsequent amendments require completion and signatures to be considered:

a. SF 1449 requires completion of blocks 30 A, B, and C.

b. All SF 30 Amendments requires completion of blocks 15 A, B, and C.

2. Solicitation in-person visits can be accomplished between 3 August and 12 August 2020. Discussed that this is by appointment only, and contractors should contact selvena.b.carter.civ@mail.mil.

a. Explained that the in-person visit does not include the activity moving around to different buildings on Fort Riley.

b. In- person visit would entail reviewing certain documents such as maps, drawings, job orders, and to review Exhibit 7.

3. Advised contractor to pay attention to section L & M of the solicitation. Explained page limits and coefficients.

4. Outlined that it is the contractor’s responsibility to get the solicitations in on time. Advised contractors to send a test page and to receive acknowledgment from selvena.b.carter.civ@mail.mil. Advised contractors no one is at the office BLDG 1792 12th Street to receive any mail so please use email only! due to COVID-19.

a. Reiterated section L&M is critical for solicitation proposal.

b. Discuss requirement for contractors to meet the terms and conditions of the solicitation as outlined in L&M to be considered responsible.

C. Bid Schedule

1. Discussed of the three CLINS associated with the pricing sheet or bid schedule.

2. Explained that this is a Firm Fixed Price (FFP) Requirements

3. Discuss that contract manpower reporting is being revamped at the moment however the CLIN still remains.

4. Activity explained costs associated with prepriced custodial service task unit prices in bid schedule paragraphs 2.1.1, 2.1.2, and 2.1.3 and how the custodial service task unit prices were used to generate the building prices per month in Technical Exhibit 7.

D. Coefficients clarification

1. Explained how the coefficient relates to custodial service task unit prices and building prices per month. The coefficient shall be represented "net" (e.g., 1.0), a "decrease from" (e.g., 0.95), or an "increase to" (e.g., 1.05).

2. When a contractor proposes a coefficient that is less than 1.0 they make it much more difficult for them to accomplish the task under this contract. They are saying that they can do the work for less than what the government deems necessary and could cost you to fail. Explained that the contractors should pay attention to all the things that should be included in your coefficient in your price. Please refer to bid schedule paragraph 4.

E. Questions.

1. Regarding the prices contained in Technical Exhibit 7, are they historical government estimate or current?

a. No, the building prices per month are not historical. The building prices per month were generated using the custodial service task unit prices which developed as described in bid schedule paragraph 1.

b. The building prices per month shown are based on a coefficient of 1.0.

c. The price for a particular building, for example building 3 is $212.85. If that cost is multiplied that by 12 (months), that is the total contract period price for that building.

d. Further explained that since the building prices per month were generated using a coefficient of 1.0, if the contractor decided his coefficient was going to be 1.05, then you would multiply the $212.85 by 1.05 and that would generate the price that the contractor would be paid for that building per month or $223.50.

e. On the other hand if the contractor feels that, he can do it for less and your coefficient is 0.95, then you would multiply the building price $212.85 by 0.95 and that would make it less than $212.85 or $202.21.

2. Does the current prices that are included on the pricing sheet takes into account the current COVID-19 environment or not?

a. No, the only COVID-19 consideration in this contract is the personal protective equipment that your employees are required to wear, i.e face masks.

b. The government doesn’t intend do any type of special cleaning for COVID-19 under this contract, i.e hydrostatic disinfectant spraying or deep cleaning.

c. Follow up question: Do you see us having to provide COVID-19 cleaning in the future? Answer is no, if there is COVID-19 contamination in a building going forward we would either request quotes from a different contractor, or we may offer the work to the current contract and ask them to provide a proposal to clean that building separately, and we would pay for the cleaning using a credit card.

1) Note 1: a reiteration that a coefficient of less than 1.0 will almost be considered a failure and that the contractors need to be careful when submitting their quotes was provided by the contracting officer. If the contractor look in Technical Exhibit 7, it can be seen the where and how the coefficient is applied to be able to come up with the price.

2) Note 2. PW provided clarification that on the pricing sheet, when the contractor enters the coefficient, it does not have to be the same for each contract period. It can be different coefficient for each option year.

3. Should the coefficient change based on the level of effort for cleaning each building?

No, the coefficient does not change based on the building cleaned regardless of the level of effort for each building being cleaned. The single coefficient bid for each contract period is applied to custodial service task unit prices for as ordered items and building prices per month.

4. Where is the masters summary?

a. I’m not sure what you are referring to. Technical Exhibit 7 provides a summary of quantities of the 39 cleaning tasks, a summary of the monthly price, contract period price, estimated monthly man-hours, and total square feet to be cleaned for each building. The individual job orders provide the custodial service tasks, the quantities for the tasks, and frequencies of service for all 120 buildings.

b. We will make take Technical Exhibit 7 available in MS Excel .xlsx format when we send out the amendment so you can use the data to help you prepare your proposals.

c. This is a requirements contract, which means not all the buildings shown in Technical Exhibit will be ordered each month. Buildings may be added, deleted, suspended, and/or changed month to month. Generally speaking, the buildings and their associated prices remain the same month to month.

d. Please do not manipulate the information that we have in the bid schedule to assist yourself.

e. Clarified that the building price per month shown for each building is based on the current status of each building. A list of buildings to be cleaned is sent out each month for the following month. You will receive the list of buildings each month, and if there is any change for the buildings, the price for the buildings will be adjusted based on the change.

1) Note 1. The floor plan drawing for that building will change as well. The building prices per month listed in Technical Exhibit 7 may change each month, however, you should also know that there will be some months where there will be no changes. The building changes are minor. This month there be may be a change in one building, next month there may be no changes, and next month there may be a change in two buildings.

2) Note 2. Example of reasons for changes in buildings include:

i. Changes in square feet to be cleaned.

ii. Changes in the quantity or type of floor surfaces.

iii. Changes in the quantity or type of plumbing fixtures.

5. Please clarify if this is a FFP contract as an IDIQ type.

a. Answer yes.

b. Indefinite because, on CLIN 0001, for example, the price may vary due to the job order that month.

c. Explained the importance of CLIN 0002.

1) Required to have a Quality Control Manager, and at a minimum of one Quality Control (QC).

2) Price will be a constant each month. For example, if we only were to order two buildings for the month then CLIN 0001 will change but CLIN 0002 will not change.

6. In your CLIN 0002 description, there are bullets that indicates what should be included in that price, it also includes in the description that Performance Bonds should be included in the price. Does this project require any type of bonds?

a. Yes.

b. The requirement to include bid and performance bond premiums in CLIN 0002 has been deleted. CLIN 0004 has been added to the bid schedule and the Contractor will be reimbursed for actual cost of mandatory performance and payment bonds upon presentation of a paid invoice each contract period. DO NOT ENTER prices for CLIN 0004. Leave the $0.00 dollar amounts $0.00. There will be information on performance and payment bonds included with the amendment that will be sent out after the Q&A portion. See Amendment for CLIN 0004.

1) Note 1. The price that is proposed for CLIN 0002 will be divided by 12 to be invoiced for each month.

2) Note 2. The contractor will not be invoicing for the entire amount for the year they will be invoicing for 1/12th of that amount.

7. Please clarify the fluctuations in the number of buildings that would be ordered each month, for example you may have a certain number of buildings one month and a reduced number of buildings the following month, is there a guarantee minimum building?

a. No, there is no minimum guarantee that the same number of buildings will be cleaned every month,

b. Activity noted fluctuation is minimal each month.

8. What causes the fluctuation in buildings?

Examples of fluctuations in the number of buildings include, new construction, building renovations, building additions, building demolition, unit deployment, and mission changes