W911S7-16-R-0071_-_Contractor_Questions_-_Government_Responses_-_Museum_Services.pdf

Contractor Questions & Government Responses

W911S7‐16‐R‐0071, FLW Museum Services

Contractor Question 1: Section B ITEM 0001 (page 3 SF1499) – indicates the base year is only 8 months.

Can the Government verify the base year POP (Period of Performance)?

Government Response 1: The period of performance will be an eight (8) month base period with four

(4) one year options.

Contractor Question 2: [The PWS states that the] Base Year shall begin no later than 30 Sept 2016.

Section F ITEM 0001 (page 8 SF1499) – indicates the POP begins on 15 SEP 2016. Can the Government verify the base year start date?

Government Response 2: The base period is estimated to begin on or after 23 September 2016. The

PWS and Section F of the solicitation have been updated.

Contractor Question 3: L.3 (3) Page 37 – Sample Questionnaire Cover Letter ‐ L.3 (2) c (page 45) – All text shall be single spaced and printed black on white paper (black and white requirement does not apply to graphics, photos, etc., Company stationary and logos are acceptable). Printing shall be easily readable (12‐pitch type or 10 point proportional spacing.) Is there a size/font requirement for tables and figures? Is there a font requirement for general text?

Government Response 3: Calibri or Times New Roman font is preferable at 11 or 12 pitch size.

Contractor Question 4: L.3 (3) a TAB B ii. Page 26 – TAB B3 – Management Approach – Identify how qualified instructors will be recruited and retained to meet requirements. Is the Government requiring instructors for this contract or is this an error?

Government Response 4: No. Solicitation Sections L and M have been updated.

Contractor Question 5: PWS 1.6.8, page 3, Special Qualifications – Contractor shall provide personnel to perform required services that meet the following qualifications: Proficiency in educational material development, research, editorial, museum exhibit technology development, digital camera operation, Photoshop Elements, facilities and asset management and providing public speaking tours. PWS 1.6.5, page 2, Place of Performance ‐ The work to be performed under this contract shall be performed at the main museum facility at building 1607 and The Fort Leonard Museum comprised of buildings 1310, 1314, 1315, 1316, 1317, 1318, 1319, 1320, 1321, 1322, 1323, 1324. PWS 3.1.1, page 7, Facilities ‐ Government will provide the necessary workspace for Contractor staff to provide the support outlined in the PWS to include research materials, desk space, telephone, and other items necessary to maintain an office environment. There will be no GFP requiring network access. Since the Government provides no computer or network, does all work need to be performed at the museum? If so, please provide computer, software, and network access as GFP/GFE.

Government Response 5: There is no requirement to develop deliverables, such as the three tour scripts and the brochure, at the museum. See Government response 42 for additional information.

Contractor Question 6: PWS paragraph 3.4, page 7 – Materials (maintenance): Government will provide replacement light bulbs. Note: Many lights are 25‐30 feet above the ground. Does the Government provide ladders and a scissor lift to change out light bulbs?

Government Response 6: Government will provide ladders and lift, however contractor must ensure appropriate OSHA compliance.

Contractor Question 7: [If a scissor lift is provided] does the scissor lift require a trained operator under US Code of Federal Regulations (CFR) 29?

Government Response 7: The contractor may choose to use the lift and/or ladders. If the lift is used the contractor is required to fully comply with US Code of Federal Regulations (CFR) 29 and other applicable federal and state requirements.

Contractor Question 8: [If ladders and lifts are provided] is there a requirement for two‐man operations when using ladders and lifts?

Government Response 8: The contractor is required to fully comply with US Code of Federal Regulations (CFR) 29 and other applicable federal and state requirements.

Contractor Question 9: Does the contractor change light bulbs over exhibits?

Government Response 9: The contractor will not climb onto exhibits or dioramas. If the contractor is unable to change lights over exhibits or dioramas, they will inform museum staff and museum staff will change the bulbs.

Contractor Question 10: What personal protective equipment (PPE) is required to change florescent and incandescent lights (i.e. safety harnesses, eye protection, gloves)?

Government Response 10: The contractor is required to fully comply with US Code of Federal Regulations (CFR) 29 and other applicable federal and state requirements.

Contractor Question 11: [If PPE is required] does the Government or the Contractor provide PPE?

Government Response 11: All PPE is provided by the contractor.

Contractor Question 12: What are the disposal instructions for various types of bulbs?

Government Response 12: PAR‐36, florescent bulbs with green tips, and incandescent bulbs are disposed of in normal trash receptacles. Florescent bulbs without green tips and CFLs are consolidated in marked receptacles at the museum, where they will be disposed of by the government.

Contractor Question 13: Does the government or the contractor provide cleaning supplies?

Government Response 13: Cleaning supplies will be provided by the government.

Contractor Question 14: If Government provides cleaning supplies are there Safety Data Sheets (SDS) available/posted?

Government Response 14: Safety data sheets will be posted.

Contractor Question 15: Estimated Workload Data [Not Addressed in PWS]. Is there any historical work data (time estimates/ schedules) from the existing museum staff operations related to light bulb replacement, glass cleaning or annual inventorying?

Government Response 15: Historically changing a PAR 36 light bulb has taken museum staff 3‐5 minutes per bulb. Average bulb life is 2,000 hours and the bulbs are operational approximately 2,950 hours annually. As stated in PWS 4.2.1. there are 600 PAR 36 bulbs in the four museums. The museum is slowly replacing the incandescent PAR‐36 bulbs with an LED PAR 36 bulb. The LED PAR 36 bulb, has a bulb life of 50,000 hours. It is estimated that 20% of the PAR 36 bulbs will be replaced by LED by 1 Jan 2017. All other bulbs in the PWS are standard bulbs, and records have not been kept.

Historically the entire monthly glass cleaning requirement has taken 1.75 to 2.5 man‐days per month.

Historically the annual inventory requirement for all four museum, as defined in 4.3, have taken 8 to 10 man‐days.

Contractor Question 16: Is there an inventory cycle/timeframe for each museum?

Government Response 16: The standard of performance is all completed inventories given to the respective museum directors NLT one month before the end of the contact period (4.3.1 and 4.3.2). The contractor may set‐up a cyclic schedule, if desired by the contractor. 40% of the materials requiring inventory are located in secured areas, which require accompanied access. Contractor will need to coordinate with respective museum director to gain access and escort to these areas.

Contractor Question 17: Is there a schedule or cycle for glass cleaning?

Government Response 17: Yes, Monthly as stated in the PRS for tasks under 4.2.3.

Contractor Question 18: During tours and maintenance, does the museum help desk need to be manned?

Government Response 18: No, Contractor Question 19: When a contractor employee is on leave, is a replacement employee required?

Government Response 19: Yes, if an employee will be absent / on leave for more than 3 consecutive days, the contractor needs to ensure the requirements are still met. The COR must be notified NLT 0700 on day of absence.

Contractor Question 20: Work Attire‐ [Not Addressed in the PWS] Can the Government address work attire per type of activity (maintenance/tours)?

Government Response 20: Business casual would be acceptable.

Contractor Question 21: Are any of the exhibits and artifacts located outside/off the Museum area such at the various School Houses; this also includes possibly on loan?

Government Response 21: No all performance will be in the buildings stated in 1.4.2.

Contractor Question 22: What is Ft. Leonard Wood’s current procedures for changing “light” bulbs at the museum?

Government Response 22: Light bulb maintenance is generally performed on Mondays. Mondays have the lowest visitation, this makes changing the inoperative lightbulbs much easier. Changing of standard incandescent, CFL, and florescent bulbs is IAW industry standards. For PAR 36 bulbs: this type of bulbs requires the light canister to be removed from the light track. The Museum has a stockpile of excess light canisters. Current procedures is that a museum employee inspected the gallery and counts the bulbs burned out by type (spot or floor). Then using the excess light canisters, installs the appropriate number of spot and flood bulbs into light canisters, test the assembled canisters (this is done on a piece of tract that mounted to a wall in the bulb storage area). Once the operability of the newly assembled light canister is confirmed, they are installed in the gallery. The assembly and testing stated here is included in the 3‐5 minute per bulb estimate provided in contractor question 15. Current practice is to perform these functions twice a month, however contractor may develop whatever practices are necessary to meet the standards of the PRS.

Contractor Question 23: Is the Museum able to submit a work order with DPW to have the light bulb changed?

Government Response 23: Changing bulbs within the museum is the contractor’s responsibility. If a situation arises that is not normal, than the contractor will alert the museum staff, and they will do any work orders necessary.

Contractor Question 24: What is the current make and models of the bulbs and light manufacture where the bulb is being changed; does the fixture(s) need to be de‐energized?

Government Response 24: This answer addresses the PAR 36 bulbs and fixtures only. All other bulb requirements are standard bulbs and fixtures. The PAR 36 bulbs are of incandescent or LED type.

Approximately 200 of the bulbs are on Lightoleir track in a light canister that is no longer manufactured.

This type of light canister is a little faster to change the bulb, as the bulb snaps in. The remaining 400 bulbs are on LSI track in LSI LN36 light canisters, which require a screw terminal connection. Yes, the fixture must be de‐energized and removed from the track before changing the bulb.

Contractor Question 25: What is the disposal requirements for used light bulbs and who is responsible for disposal?

Government Response 25: Answered in contractor question 12

Contractor Question 26: Please confirm who is providing (ordering and purchasing) the light bulbs?

Government Response 26: All bulbs provided by government.

Contractor Question 27: In the Section L instructions for Tab B3, offerors are instructed to identify how qualified instructors will be recruited, etc. In the evaluation criteria in Section M, recruitment and retention of qualified personnel is requested. Are instructors required for this effort? Can the government please clarify this inconsistency?

Government Response 27: Sections L and M have been updated.

Contractor Question 28: Can the Government please clarify the Requirements for Tab B? Instructors

Government Response 28: Sections L and M have been updated.

Contractor Question 29: Volume III shall consist of the Price Proposal: Volume I must be clearly marked “VOLUME III –PRICE PROPOSAL, please confirm that the highlighted text in the reference should be “Volume III”?

Government Response 29: Section L has been updated.

Contractor Question 30: The completed consent forms should be submitted as part of your Past Performance Volume III Proposal. Please confirm that the referenced consent forms are to be submitted as part of Volume II verses Volume III?

Government Response 30: Section L has been updated.

Contractor Question 31: Items 1 through 10 list the required information for the Relevant contract Sheet. After item 10, the numbers begin again with a list of 13 items which need to be addressed.

This second list is very similar to the items cited in 1 through 10 above it. It is the intent of the government that this second set of similar criteria must be explained in more detail in the second section?

Government Response 31: Items 1 thru 10 are meant to be instructions and definitions. The second list is for answers.

Contractor Question 32: Technical Approach – Discuss anticipated methodology to meet performance objectives as related to the specific tasks identified in Paragraph 4.0 to include all sub‐paragraphs, of the performance work statement (PWS). Paragraph 4.0 (titled Part 4 in the RFP) is a list of Contractor Furnished Items and Responsibilities. Please confirm that this reference should be to Part 5, Specific Tasks?

Government Response 32: Section L has been updated.

Contractor Question 33: GENERAL: This is a non‐personnel services contract to provide. Should this word should be personal?

Government Response 33: The PWS has been updated.

Contractor Question 34: Hours of Operation – the referenced section indicates that the Contractor shall conduct business between the hours of 0800‐1600 Monday thru Friday and 000‐1600 on Saturdays.

However in the RFP section H.7, it indicates that the operating hours are 0730‐1600 Monday thru Friday only. Please clarify.

Government Response 34: Section H refers to standard business hours for the installation. For the purpose of this requirement the Contractor will perform during the specified periods in the PWS.

Contractor Question 35: Para 1.6.2. Quality Assurance: Quality Assurance Surveillance Plan (QASP) Is a copy of the referenced QASP available for review?

Government Response 35: No, The QASP is an internally controlled document the Government for the duration of the contract to ensure requirements are met. The contractor is required to ensure quality is met and maintained by their own independent quality control.

Contractor Question 36: Para 1.6.5. Place of Performance – Will the contractor personnel have to go to any other Buildings besides those annotated? Example: supply building to pick‐up light bulbs.

Government Response 36: No. Supplies, provided by the government, for the Chemical, Military Police, and Engineer Museums are centrally located in building 1607. Supplies, provided by the government, for the Fort Leonard Wood Museum are centrally located in building 1318.

Contractor Question 37: 1.6.9. Kick Off /Periodic Progress Meetings – The “Kick‐Off” in this paragraph title is the only indication of a transition or pass‐off of the responsibilities indicated beginning with the opening and closing of the facilities. How is facility orientation and responsibility transition envisioned by government?

Government Response 37: Government will walk the contractor through the opening and closing procedures (this requirement is only for the 10 buildings of the FLW Museum as defined in 5.2.3.) on the first and second days of performance. For sake of clarification, procedures for each building will include unlocking a padlock, turning on up to 5 light switches, and unlatching a slide lock. Closing procedures are a reversal of the opening procedures. Historic performance data indicates opening or closing the 10 building is accomplished in 15 to 23 minutes.

Contractor will be expected to start conducting orientations on the first day of the contract, understanding that the orientations (as defined in 5.2.2) may have to be read by the contractor until the short script is memorized by the contractor. For reference purposes the orientation script is typed in aerial 12pt and comprises 32 lines of text (approximately 2/3 of a standard sheet of bond paper).

For tours of the FLW Museum (as defined in 5.2.4) contractor will have 30 calendar days from start of period of performance to gain proficiency on scripts provided by government at kick‐off meeting (scripts for BLDGS 1317, 1319, and 1321). For the three scripts developed by the contractor (5.2.4.1), contractor will have 30 days from notification of government acceptance to demonstrate proficiency and start conducting tours. For sake of these tasks, proficiency is defined has covering the major points of the script, not verbatim restoration.

Contractor Question 38: Follow‐on to last question concerning transition. Are there lessons learned from prior contracts or other workforce situations?

Government Response 38: None captured

Contractor Question 39: Para 1.6.11. Key Personnel: The contract manager or alternate shall be available between 0800‐1600 Monday thru Friday except Federal holidays or when Government facility is closed. Does the government requirement purposely not include a contract manager to be present when the facilities are open on a Saturday as indicated in Para 1.6.4. …0800‐1600 Monday thru Friday and 1000‐1600 on Saturdays?

Government Response 39: See update to the PWS section 1.4.4.1.

Contractor Question 40: PWS 2.1.13. WORK WEEK. Monday through Friday, unless specified otherwise.

Why this designation of a Work Week when Para 1.6.4 defines the hours of (routine) operation as 0800‐ 1600 Monday thru Friday and 1000‐1600 on Saturdays?

Government Response 40: The PWS has been updated.

Contractor Question 41: PWS 3.1.1. Facilities: Government will provide the necessary workspace for Contractor staff to provide the support outlined in the PWS to include research materials, desk space, telephone, and other items necessary to maintain an office environment. There will be no GFP requiring network access. How does the highlighted statement correlate with para 4.5: IAW AR 25‐2, only GFP will be used on installation networks, unless expressly approved by NEC?

Government Response 41: The PWS has been updated.

Contractor Question 42: How does the government envision the research to support Para 5 requirements to be accomplished and other web‐based needs in support of the contract without access to the LAN for local records and to the internet?

Government Response 42: The Museum library has very limited archival materials which the contactor may use to aid fulfillment of these requirements. The FLW Historian’s Office, located across post in the basement of BLDG 3200 contains vast archival materials. Contractor may coordinate with COR or museum staff to gain access to the FLW Historian’s Office.

Contractor Question 43: PWS 5.2 Contractor will provide museum docent for all public museum hours, which comprises of 0800‐1600 every weekday and 1000‐1600 on weekends. Does the use of the word weekends imply that the facilities may also be open on certain Sundays as well as the previously stated Saturdays in para. 1.6.4?

Government Response 43: No, the museum is closed all Sundays and Federal holidays.

Contractor Question 44: Educational publication – Is the Contractor publishing the copies of the approved brochure for distribution to the public? Or just providing the master document?

Government Response 44: The PWS has been updated.