Final Questions and Answers on Fort Bliss Custodial Draft RFP.xlsx
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- Attached to
- DRAFT: Fort Bliss Custodial Services
- Solicitation number
- W911SG24R0016
About this file
This document is a comprehensive Questions and Answers document for a Draft Request for Proposal (RFP) for Fort Bliss Custodial Services, solicitation number W911SG24R0016. The procurement is an 8(a) set-aside contract for custodial services at Fort Bliss, with an anticipated contract period of 4 + 1 + 0.5 years, to be awarded as a Firm Fixed Price Indefinite Delivery/Indefinite Quantity (IDIQ) contract. The services will cover multiple service levels (Red, Amber, Green, and Black) across Main Cantonment areas and Ranges, with cleaning requirements for various building types including standard facilities, museums, and libraries located in El Paso County, Texas, and New Mexico.
Key points from the Q&A include government responses to industry feedback regarding site visits (potentially to be reconsidered), phase-in/phase-out periods, cleaning frequencies, and operational details. The government will provide additional documentation in the final solicitation, including New Mexico wage determinations, Collective Bargaining Agreement details, and clarifications on square footage and service levels. Notable requirements include dust suppression, specific cleaning standards, compliance with hazardous waste management, and operational constraints such as performing most cleaning during normal business hours (7:30am-4:30pm). The estimated annual value appears to be around $700,000 for unscheduled work orders, with pricing to be submitted per square foot to the nearest cent.
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Sheet1
| MICC Fort Bliss Custodial Draft Solicitation Questions and Answers | ||||||
| Solicitation Section and Paragraph Reference | Comment/Feedback | Contractor Recommendation | Government Answers | |||
| PWS | 1.4 Paragraph 5: While Dust Suppression is important, I believe there are several high priority items that need to be addressed within the first 10 days. | I recommend that this activity be set at 30 days. | Requirement will not be changed. | |||
| RFI Question 1 | 2.2.2.1 Transition Phase in/Phas Out: Is the phase-in section mean that the company awarded the business has only 15 days to take over the operation? | If so, for a project of this size, the phase in needs to be at a minumum 30 days with a flexible schedule. | Should additional time in the solicitation schedule be afforded, the phase-in will be adjusted. | |||
| PWS | 2.2.3.2 Normal Hours of Operation: With the amount of indivduals that occupy this campus daily, it is very difficult to deep clean specific areas with high quality during 7:30am-4:30pm. | I suggest that there is a night cleaning with less traffic. It's nearly impossible to vacuum, clean, buff, strip and wax floors with a building full of people. | Requirement will not be changed. | |||
| RFI Question 2 | 2.6.1.2 Subcontract Services: Do they mean for any subcontract work outside of the SOW we would need three proposals? | As stated in Paragraph 2.6.1.2 of the PWS, this requirement refers to Operational Work Orders (OWO's). | ||||
| PWS | 4.0 Performance Requirements, Standards, and Acceptable Quality Levels (AQLs).: That is a challangeing task to keep high standards of cleanliness when 100% cleaning is performed during the day with occupied buildings. That being said, penalizing the contractor for quality should not be under consideration. | There needs to be a night cleaning when the buildings are not occupied to give a thorough cleaning. | Requirement will not be changed. | |||
| PWS | 5.1.2 Carpeted Floors: Often what we find in high traffic walk areas the carpet is so old and has not receieved the appropriate frequency cleaning, it is beyond repair. Often times the cleaning company still gets blamed for the condiition of the old carpet. | There needs to be language in the contract that exepts the company from any wrong doing if with the first 120 days there are carpet/tile areas that have been identified as non reparable and request new carpet or tile be placed down. | Requirement will not be changed. | |||
| RFI Question 3 | 5.5.3 Stocking and Supplies: Do we have to use specific suppliers for supplies? | If the supplies that we offer are comprable and are a cost savings can we use those procducts? | Paragraph 5.5.3 provides direction regarding use of mandatory sources. | |||
| PWS | 5.9 Windows: There's not outline on exterior cleaning frequency | This shoud be definded in the solicitation. | The chart at PWS Paragraph 5.12 outlines the exterior cleaning frequency. | |||
| Propsed CLINs | 52.212-1.1b: A site visit shall NOT be provided for this acquisition. | For a project of this size, magnitude, cost, and level of detail a site visit should be considered mandatory. You want the awarded company to be familar with the site. If this a full and fair competition potential awardees should be able visit and have equal oppurtunity as the incumbent would have. | The Government will reconsider this item. | Noted, Government will address in the final solicitation. | ||
| RFI Question 4 | 2.9.2 iWatch Training: On other trainings, there were links in the paragraphs. Where can we find the iWatch training? | COR will provide once contract is awarded. | ||||
| PWS | 2.5.2 Work Status: Is the response time of 30 minutes enough time to respond? | We recommend 1 hour response time. | Requirement will not be changed. | |||
| RFI Question 5 | 2.2.2.1.2 Trasition Phase out: During phase-out stage will we be able reach out to current staff about working with successor Contractor? | Please reference FAR 52.237-3 Continuity of Services | ||||
| RFI Question 1 | Instructions to Offerors - General Instructions - Page 83: The government has stated that there will be no site visit for this project. | Given the size and complexity of the project, we kindly encourage the government to arrange a site visit. This will enable us to gain a deeper understanding of the project, allowing us to submit a more competitive proposal from both pricing and technical perspectives. | The Government will reconsider this item. | . | ||
| RFI Question 2 | Instructions to Offerors - Volume III: Past Performance - Page 89: The government has stated that offerors should fill and submit PPQs for their relevant past performances. | We recommend that the government permit the submission of CPARs as an alternative to PPQs. This suggestion stems from instances where some clients decline to complete questionnaires when CPARs are available. | The Government will use CPARS in the evaluation of Past Performance and also requires Past Performance Questionnaires. | |||
| PWS | 1.4 The Contractor shall submit a dust suppression plan and layout to the Contracting Officer (KO) and Contracting Officer’s Representative (COR) within ten (10) calendar days | One year month wise data, in PWS, for dust level in various key points and AQI ( Air Quality Index) will help Contractor to prepare correct techno commercial response | Dust suppression plan refers to action taken by the contractor to mitigate issues caused by dry dusting. | |||
| PWS | 2.2.1 The Government will award an Indefinite Delivery, Indefinite Quantity Contract (IDIQ) | IDIQ contract on Firm Fixed Price ( FFP) for a guaranteed minimum level of service delivery, to maintain cost predictability, mapped by SLA is recommended. Considering the contract period of 4 + 1+ 0.5 years , properly defined price escalation clause / mechanism needs to be included | The solicitation will be Firm Fixed Price, a price escalation will not be included. | |||
| PWS | 2.2.2.1.2 Phase Out: During the fifteen (15) calendar day phase-out period immediately prior to the end of this contract, the Contractor shall permit the successor Contractor (and the successor Contractor’s employees) to observe and become familiar with all operations under the contract. | Please include the mandatory "Snag List" signed by all 3 parties ( new and existing contractor and Contracting Officer, KO) to document "As-is" status | Snag List is not a US Government requirement, no change will be made. | |||
| PWS | 2.6.1.2 Labor costs shall comply with the latest U.S. Department of | |||||
| Labor (DOL) Wage Determinations. | Please include the CBA / Union details either in PWS document or in Wage Determination Annexure | Information will be provided with final solicitation. | ||||
| PWS | 2.1.2.5 Hazardous WasteThe Contractor shall comply with the Fort Bliss Hazardous Waste Management Plan (TE G) | Please include Qty / Type of Haz Waste to understand current load and needs in solicitation document | The requirement is only applicable to waste generated by custodial work/actions. Contractor will not have to remove hazardous waste. | |||
| RFI Question 1 | A01__Contractor_Supply_Purchase_Approval_Log | Could contracting authority include the latest and last SIX month's log copies to understand consumption level and type ? | Noted, the Government will provide information that represents usage. | |||
| RFI Question 2 | A07__PricingSheet_2024_08_06 | What is the basis or rationale for USD 700,000 assigned every year for "Unscheduled OWOs"? | The assigned value for Unscheduled OWO's is based historical data. | |||
| RFI Question 3 | TE_B___Real_Property_Inventory_2024_06_24_v2 | Will site walk-through ( non mandatory basis) be included as part of RFP schedule to understand facility dynamics firsthand? | The Government will reconsider this item. | |||
| RFI Question 4 | TE_C___Active_List_2024_08_06__Values_ | Kindly explain these values; are these actual current spend figures facility wise? | The TE willl be corrected to clarify that the data listed is maximum square footage to be cleaned. | |||
| PWS | PWS 5.1.2.2 has a requirement for carpet cleaning and shampooing. This requirement is repeated in PWS 5.2. There is no list of buildings and/or SF that require this service. | Please provide a list of buildings and SF that require this service for Main Contonmentand Ranges under each level of service. | The Government will reconsider this item. | |||
| PWS | PWS 5.1 has a requirement to spray buff and also stripping/waxing hard wood floors. This requirement is repeated in PWS 5.2. There is no list of buildings and/or SF which requires this service. | Please provide a list of buildings and SF that require this service for Main Contonmentand Ranges under each level of service. | The Government will reconsider this item. | |||
| Exhibit C | The A07 Pricing Sheet, SF 1449, TE-C Active Lists and PWS. The pricing sheet and SF 1449 divide each color into two CLINS, "Main Contonment" and "Ranges." There is no definition or description of what/where these areas are located. | Please provide a description of what and where these areas are located. | The Government will reconsider this item. | |||
| Exhibit C | The A07 Pricing Sheet has SF quantities for black areas but there are not buildings or SF for black areas listed in TE-C. | Please revise TE-C to provide a list of buildings and Sffor the Main Contonment-Black and Ranges-Black, or remove these items for A07 Pricing Sheet. | The pricing sheet is the ceiling SqFt per level of cleaning. TE C shows what is currently being serviced and at what level. The SqFt will not match. | |||
| Exhibit C | The SF listed in TE-C active areas appears to have undergone some calculations and/or extension to arrive at the SF listed in the A07 Pricing Sheet. | Pleaes explain and show the math that changed the SF in TE-C to the SF in the A07 Pricing Sheet. | The pricing sheet is the ceiling SqFt per level of cleaning. TE C shows what is currently being serviced and at what level. The SqFt will not match. | |||
| RFI Question 1 | The A07 Pricing Sheet, Column F requests a price per SF to the nearest $0.01. Due to the large quantity of SF rounding even $0.005 to the nearest $0.01 (1/2) penny to a fully penny) can create a huge error. The difference of just $0.005 multiplied by all of the SF is over $315,000 per year. | We suggest two alternatives: |
1. Extend the decimal out to 6 or 8 places.
| 2. Quote a price per SF for the actual SF of the area, either for a month, or a year. | Please follow the requirement on A07 Pricing Sheet. The government system of record only goes to the second digit after the decimal point. Please take this into consideration when pricing. | |||
| RFI Question 2 | For the current contract, what is the current spend per month? | Please provide the current contract spend per month. | Specific data requested will not be provided. Technical Exhibits and PWS should provide sufficient information for proposal purposes. | |
| RFI Question 3 | For the current contract, what is the total spend for the most recent 12 months? | Please provide the current contract spend for the most recent 12 month period. | Specific data requested will not be provided. Technical Exhibits and PWS should provide sufficient information for proposal purposes. | |
| PWS | PWS 2.2.2.1.1 for the contract resulting from this solicitation, what is the projected start date for the Phase-in period? | Please provide the phase-in start date. | Dates will be revised when final solicitation is published | |
| PWS | PWS 2.2.2.1.1 for the contract resulting from this solicitation, what is the projected date for full performance of all CLINs after the Phase-in period? | Please provide the projected date of full performance to begin after the Phase-in period is completed. | Dates will be revised when final solicitation is published | |
| Exhibit C | TE-C Active List. Are all the ranges under CLINS xxx6, xxx7, xxx8, and xxx9 located in the State of New Mexico? | We are trying to determine what portion of the work is subject to the New Mexico gross receipts tax. It would be helpful for these CLINs to only include services to be performed in New Mexico. | All the ranges are located in the State of New Mexico. | |
| RFI Question 4 | What is the approximate driving distance from Building 2637 to each of the ranges? | Please provide the driving distance from Building 2637 to each of the ranges. | Appendix C Facility Location List provides a tabular listing of buildings grouped according to general locations in the Main Contonement area and the Ranges, and displaying a value per building of the maximum square footage to be serviced. | |
| PWS | PWS 5.1.1.2 states stripping and waxing is as necessary to maintain a gloss appearance. PWS 5.12 chart states stripping frequency is two times per year for green level areas, one time per year for red and amber level areas, and in N/A to black level areas. | Please confirm which requirement is correct. | Corrections were made to PWS section 5.1.1.2 and "as required per level of service" was added for clarification. | |
| PWS | PWS 5.12 chart has an item called "interior glass windows". Please confirm this is the same item and requirement as PWS 5.8 "interior glass". | Please confirm which requirement is correct. | PWS paragraph's 5.8 and 5.9 were amended to correlate with the chart in PWS 5.12. | |
| PWS | PWS 5.12 chart has an items called "exterior glass". Please confrim this is the same item and requirement as PWS 5.9 "windows (exterior/interior)". | Please confirm which requirement is correct. | PWS paragraph's 5.8 and 5.9 were amended to correlate with the chart in PWS 5.12. | |
| PWS | PWS 7.5.4 states "any remaining available material/parts at the end of the contract will be turned over to the incoming contractor for their use. Is the only for the consumable material such as cleaning chemicals and paper towels or does include all items such as buckets, vacuums floor buffers and motor vehicles? | Please provide more specificity in this requirement. | Only consumable supplies. | |
| RFI Question 5 | A02 Wage Determination - the wage determination provided is for El Paso County, TX. Wage Determination is also required for the New Mexico area. | Please provide the appropriate wage determination(s) for the New Mexico area(s). | Ranges are in New Mexico and Government will provide New Mexico wage determination for final solicitation. | |
| RFI Question 6 | Are the current contract employees represented by a Union? | If there is a union, please provide a copy of the current CBA. | Copy of CBA will be provided with final solicitation. | |
| RFI Question 7 | Feedback form. If the feedback form is changed to the Questions and Answers format required for the Final RFP, please consider removing the drop-down menu in Column B. This limits the offeror from being able to be specific for which areas they are requesting information. | Please consider removing the drop-down menu for the FRFP. | Noted, a different feedback form will be used for final solicitation. | |
| Service Contract Reporting | Draft_SF_1449_W911SG24R0016_12_05_24.pdf, pp. 3 - 31 | Consider either eliminating the CLINS for Service Contract Reporting (SCR) or making them Not Separately Priced (NSP). As it currently stands, this will be burdensome to account solely for SCR. | SCR CLINS will be removed | |
| Square Footage | Draft_SF_1449_W911SG24R0016_12_05_24.pdf, pp. 3 - 31 & | |||
| PricingSheet Tab | The Quantities for all Main-Cantonment Red CLINS have different values between the SF 1449 and A07. Please reconcile the differences. | Noted, corrections will be made on final solicitation. | ||
| Square Footage | Draft_SF_1449_W911SG24R0016_12_05_24.pdf, pp. 3 - 31 & | |||
| PricingSheet Tab | The Quantities for all Museum/Libraries-Red CLINS have different values between the SF 1449 and A07. Please reconcile the differences. | Noted, corrections will be made on final solicitation. | ||
| CLINS | Draft_SF_1449_W911SG24R0016_12_05_24.pdf, pp. 3 - 31 & | |||
| PricingSheet Tab | There are no CLINS for Phase-In or Phase-Out in A07 as in SF 1449. Please reconcile the difference. | Noted, corrections will be made on final solicitation. | ||
| CLINS | Draft_SF_1449_W911SG24R0016_12_05_24.pdf, pp. 3 - 31 & | |||
| PricingSheet Tab | The CLIN numbering in A07 does not match the numbering in the SF 1449. Please reconcile the difference. | Noted, corrections will be made on final solicitation. | ||
| 52.212-1 Instructions to Offerors | Draft_SF_1449_W911SG24R0016_12_05_24.pdf, p. 86, last line | The string of characters "CUI//SP- SSEL//FED CUI//SP- SSEL//FED 10" appears to be extraneous and doesn't fit within the context of the paragraph. | Noted, this will be removed. | |
| 52.212-2 Evaluation (Cont'd) | Draft_SF_1449_W911SG24R0016_12_05_24.pdf, p. 100 | The second and third paragraph under 52.212-2(a) (Cont'd) are incomplete and don't align with the tailored portion of 52.212-2(a) beginning on page 95. | Noted, corrections will be made on final solicitation. | |
| Square Footage | TE_C___Active_List_2024_08_06__Values_.pdf | In Technical Exhibit (TE) C, there are 17 buildings with no square footage listed . Since pricing is based on square footage, are we to assume that no custodial services are required in these buildings even though they are on the Active List? | Noted, correction will be made to clarify in final solicitation. | |
| Service Levels | TE_C___Active_List_2024_08_06__Values_.pdf, |
Draft_SF_1449_W911SG24R0016_12_05_24.pdf, pp. 3 - 31 &
| PricingSheet Tab | In TE C, no buildings are shown to require Level 4 - Black service but the CLINS and the Pricing Sheet do require Black level service. Please reconcile the differences. | The pricing sheet and CLINS show the ceiling SqFt per level of cleaning. TE C shows what is currently being serviced and at what level. There is currently no Black level service. | |||
| Technical Exhibits | TE_Q___GFF_Bldg_2637.pdf & | ||||
| Draft_SF_1449_W911SG24R0016_12_05_24.pdf, p. 75 | TE Q - GFF Building 2637 is provided but is not referenced in the PWS. How should we use this document? | Noted, correction will be made to clarify in final solicitation. | |||
| Wage Determination | A02__Wage_Determination__Date_of_last_revision_07_22_2024_.pdf | A new revision of the Wage Determination was published in December 2024. Please update the attachment. | We will provide an updated Wage Determination with final solicitation. | ||
| Collective Bargaining Agreement | Attachment 03 Collective Bargaining Agreement (CBA) | Please provide the current CBA. | Copy of CBA will be provided with final solicitation. | ||
| Collective Bargaining Agreement | Attachment 03 Collective Bargaining Agreement (CBA) | Please provide the Years of Service (Seniority) for all incumbent employees to enable fair pricing of employee benefits. | Copy of CBA will be provided with final solicitation. | ||
| Hours of Operation | PWS 2.2.3.2 Normal Hours of Operation, | ||||
| Draft_SF_1449_W911SG24R0016_12_05_24.pdf, p. 35 | Would the Government consider expanding the normal hours of operation to include Saturdays? | No change to hours of operation. Please follow the PWS. | |||
| Government Furnished Equipment | PWS | What, if any, are the Government Furnished Equipment and supplies? | No Government Furnished Equipment or Supplies. | ||
| Supplies | PWS | Does the contractor provide all consumable supplies (soap, paper products, etc.) for restrooms and other common areas? | Refer to paragraph 5.5.3 "Stocking of Supllies" of the PWS. | ||
| Square Footage | PWS | What are the floor types and their square footage for each building? | Noted, Technical Exhibit will be added to final solicitation to provide additional information. | ||
| Fixture Count | PWS | What is the fixture count per building? | Noted, Technical Exhibit will be added to final solicitation to provide additional information. | ||
| Square Footage | PWS | What is the square footage of the restrooms per building? | Government will consider providing with final soliciation. | ||
| Storage | PWS | Is there storage or space available for contractor supplies & equipment? | Storage/space is available within most facilities to be serviced. Storage/space will also be provided within the Government Furnished Facility provided to the contractor. | ||
| Square Footage | TE_C___Active_List_2024_08_06__Values_.pdf | Are the values listed in TE C the actual flooring square footage to be serviced? If not, please provide floor square footage to be serviced. | Noted, information will be clarified in final solicitation. | ||
| PWS 2.4.3.3 | Can the Quality Control Inspector (QCI) be dual-hatted? | Recommend that QCI be dual-hatted as shift supervisors/QCI. | Government will consider providing information with final soliciation. | ||
| PWS 2.8.1 | What is the approximate approval time for badging the incumbent employees? New employees? | Time is dependent on personnel backgrounds. | |||
| PWS 5.5.1 | Is there any restriction on using a KiaVac cleaning system on the bathrooms? | Government will not answer questions regarding specific proposed equipement. | |||
| PWS | Will the contractor/team be required to possess a current International Sanitary Supply Association (ISSA) Cleaning Industry Management Standard - Green Building (CIMS-GB) certification or equivalent at contract’s start date and maintain ISSA CIMS-GB certification or equivalent throughout the contract period? | Recommend the requirement for the level of expertise and highest industry standards. | Certification is not required. Please follow the PWS. | . | |
| PWS | Section 2.3.3.1 - Draft RFP does not include TE A, TE B and TE C | Scope and square footage and cleaning requirements are not defined. For a proper proposal submission requires an understanding of the square footage and geographic distribution of the facilities. | TE A, B, C were included in the draft RFP. | ||
| PWS | Page 83-84, in section 1.b. that there will not be a site visit for this acquisition. | Providing a site visit for non-incumbent offerors is critical for a thorough understanding of the requirements and the resulting price bid by the offeror. It is in the best interest of all parties to be able to assess the condition of facilities (and distance between facilities) and logistics involved in execution of a contract. Please reconsider this item. | The Government will reconsider this item. | ||
| PWS | On page 100, the RFP lists all of the Contractors Certifications and Representations. Can the offeror simply submit its' DFAR and FAR file as downloaded from SAM? | Follow instructions on FAR 52.212-3. | |||
| RFI Question 1 | For the evaluation of the technical volume, please confirm that the following statement is valid, Offerors without a record of relevant past performance or for whom information on | ||||
| past performance is not available or so sparse that no meaningful past performance rating can be reasonably assigned, may not be evaluated favorably or unfavorably on past performance. Therefore, the offeror will be determined to have unknown past performance. In the context of acceptability/unacceptability, unknown” will be considered “acceptable. | If unknown is considered acceptable, how will evaluators determine contractors who have recent and similar scope but not scale in past performance (i.e. - square footage is less than the sqaure footage at Fort Bliss)? We have good CPARs at our current contracts. It appears that having an unknown rating is superior to having some past performance or good past performance at smaller contracts. Please clarify. | No, this is not a valid statement. Also please note, technical and past performance are separate and distinct evaluations. | |||
| RFI Question 2 | On page 89 of the draft RFP, in section 5.b - the technical volume asks for information regarding offerors FAR 52.219-8 small business utilization. However, since this is an 8(a) set aside solicitation, this information is irrelevant since 8(a) organizations are small business set asides and have limitations on subcontracting significant portions of their contracts to large businesses. | The Government will remove paragraph 5.b under Volume III- Past Performance. | |||
| RFI Question 3 | On page 91 of the draft RFP, section (6) states that the offerors shall submit no more than five (5) Specific Contract Sheets. Is there a minimum number of past performance Specific Contract Sheets that should be submitted? | Government will take into consideration prior to publishing final solicitation. | |||
| RFI Question 4 | Is this contract currently subject to a Collective Bargaining Agreement (CBA)? If yes please supply the latest version of the CBA. | Copy of CBA will be provided with final solicitation. | |||
| RFI Question 5 | Please clarify the difference between A05_Specific Relevant Contract Sheet and A06_Past Performance Questionnaire? | Government will take into consideration prior to publishing final solicitation. |
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