Attachment_9_Q&A_Site_Visit_Attendees_Amendment_0001.docx

A. The following companies attended the mandatory site visit

a. Alutiiq Commercial Enterprises, 737 Volvo Parkway Ste 150 Chesapeake, VA 23320

b. LR-Associates, LLC, 2760 Eisenhower Ave Ste 404 Alexandria, VA 22314-4579

B. To follow are the questions and government answers to most questions. Answers to questions 13, 17, 28, 31, and 35 are in work and will be answered by separate amendment.

1. Are you requiring 7-pages total for all three of the Past Performance (PP) references, which must include the descriptive information in Section 7.9.1, e.g., Contract Delivery of Performance, which is about 2 to 2.5-pages?

Government Response #1. Attachment 3 Addenda 52.212-1, Instruction to Offerors section 7.4 maximum pages revised to “Not applicable”.

2. Are the resumes of the Key Personnel part of the 20 page limit, or may they be included as attachments?

Government Response #2. Attachment 3 Addenda 52.212-1, Instruction to Offerors section 7.4 note added concerning resumes.

3. Reference Contract Data Requirements List A003 Discussion Referenced CDRL requires the Offeror to submit a Quality Control Plan with the contract proposal. Attachment 3, paragraph 7.8.1.4 permits offerors the choice of providing a QCP or an example of a QCP from a previous contract.

Question/Comment Respectfully request that the Government clarify the requirement.

Government Response #3. For proposal evaluation purposes an offeror has choice of using an existing QCP or developing one. After award the successful offeror will provide the QCP as required by CDRL A003.

4. Reference Contract Data Requirements List A005, A006, A007, A020, A024 Discussion Referenced CDRLs require reports/data to be submitted within 30 days of contract award.

Question/Comment Request the Government consider revising the cited CDRLs to read within 30 days of contract full performance. Requiring a report within 30 days of contract award has the potential of a report requirement prior to the contractor actually starting to work on the contract, or at best in the middle of the phase-in period, prior to the contractor assuming responsibility for contract performance.

Government Response #4. Contract Data Requirements List A005, A006, A007, A020, A024 revised.

5. Reference Solicitation Attachment 1, Contract Line Items (CLINs) Discussion The CLIN Structure is set up so that in the base year, CLIN 0001 is Phase in costs, CLIN 0002 is Custodial Services, CLIN 0003 is Level 1 Preventive Maintenance etc. When we shift to Option Period 1, CLIN 1001 becomes Custodial, CLIN 1002 becomes Level 1 PM etc. Many Contracts offices will use CLIN 0001 for transition costs, and not have any other CLIN x001 entries, this preserves the alignment of the CLIN structure so that CLIN x002 will always be Custodial, CLIN x003 will always be Level 1 PM etc. By introducing this level of consistency, it makes it clearer to identify the work in the outyears Question/Comment Respectfully request the government revise the CLIN structure to align the option periods with the base period Government Response #5. Noted. CLIN structure numbering will remain as is.

6. Reference General Question Discussion Specialized Equipment is critical to performing PMs, and can be quite expensive. Often, some of the more unique equipment is provided as Government Furnished Equipment Question/Comment Is there GFE under this contract, if so, could the Government please provide a GFE list for the contract? (tools, test equipment, machines, specialized computers for Security System & SCADA maintenance, etc).

Government Response #6. There is no GFE or specialized equipment or tools separate from the inventory list of equipment to be maintained.

7 .Reference General Question Discussion Question/Comment For all annual requirements listed in the PWS, can the contractor assume the base period of the contract is for half the annual requirement? If “annual” requirement are exhausted, are additional services provided by Lv II and Lv III reimbursable services or is the contract modified?

Government Response(s) #7. Assume base period requirements are one-half of all annual requirements listed in the PWS as the base period is only 6-months. It’s not possible to exhaust annual firm-fixed-price level 1 service requirements given level 1 service requirement are provided at the evaluated and accepted price.

8. Reference General Question Discussion Often, Contractors are allowed to engage Government employees on a part time basis if no conflict of interest occurs.

Question/Comment Are Government Employees and other contractors allowed to work part-time on this contract after hours if approved by their supervisor and if no conflict of interest exist? (after hours custodial and disintegrator operator).

Government Response #8. A government employee may work part-time in a custodial capacity as long as they have their government supervisor’s approval.

9. Reference 3.5 Reference: Government Work Order Reception and Processing System.

Discussion Question/Comment How does this system differ from the required MMS in paragraph 5.1.1? Is this system on NIPRNet?

Government Response#9. The Government Work Order Reception and Processing System differs substantially and does not reside on NPR. The system in PWS section 5.1.1 does reside on NIPR.

10. Reference 3.7 Supervisory Control and Data Acquisition System.

Discussion Question/Comment What is the current programming used for SCADA? (Triduum?) What is current software update used? What is the date of the last software update? What version?

Government Response #10. The Government will provide SCDA with current software. The current SCADA software on our system is 3.7.106.3.

11. Reference Paragraph 5.1.1. Level I Preventive maintenance PM Discussion Question/Comment Can the Government identify the name of the computerized maintenance management system (CMMS) currently used? (iMaint, MAXIMO, MS Excel)? Will those files be turned over as part of the Phase-In period? Does the GOV require a “read-only” seat for the CMMS?

Government Response(s) #11. The current CMMS is Microsoft Excel and a copy of it will be turned over to the successful offeror during phase-in. The government does require “read only” access the CMMS.

12. Reference Paragraph 5.1.2. Level II Service Orders.

Discussion Question/Comment What is the initial level of Service Order funding on the contract?

Government Response #12. For the initial 6-month base period, $26,000.00.

13. Reference Paragraph: 5.1.2: Level II Service Orders.

Discussion Question/Comment Can the GOV provide a complete Service Order (Lv II) list from the previous contract to help determine Lv II level of effort?

Government Response #13. A response is in work and will be provided in a separate amendment.

14. Reference Paragraph: 5.1.3: Level III HDV Maintenance.

Discussion Question/Comment Approximately, what is the anticipated number of Level III (HDV) jobs per year?

Government Response #14. The anticipated number of HDV actions ranges from 8 to 10 annually. Each HDV action is funded separately at time of Government approval of the requested maintenance or life cycle replacement.

15. Reference Paragraph 5.1.5.1.2 – Preventive Maintenance After-Action Report. Paragraph references the following form: EHSC Form 4288-2.

Discussion Question/Comment Can the Government provide a copy of this form?

Government Response #15 PWS paragraph 5.1.5.1.2 revised.

16. Reference Paragraph 5.2 Facility Maintenance Records Services.

Discussion Question/Comment Paragraph 5.2.1.2 & 5.2.1.3 defines IDIQ administrative support directed by GOV personnel and not the Project Manager. Paragraph 1, General, defines RSFMS contract as non-personal services contract. Can the GOV provide better guidance of the anticipated work load for administrative support?

Government Response #16 PWS paragraph 5.2.1.1 Level-I (Preventive) Maintenance revised to provide historical level of effort.

17. Reference Paragraph 5.3.1 General Discussion Question/Comment Is this contract, responsible for the “cleanliness” of the kitchen equipment in the commercial kitchen or is that equipment’s cleanliness the responsibility of the catering contractor?

Government Response #17. A response is in work and will be provided in a separate amendment.

18. Reference Paragraph 5.3.5 installation and Removal of Food Service Equipment Discussion Question/Comment Does removed/unserviceable kitchen equipment have to be turned into DRMO under this contract? If so, how many unserviceable kitchen items are turned in annually?

Government Response(s) #18. Turn-in property to Property Book Office. Historically, seldom used as service life of kitchen equipment is over 10-years.

19. ReferenceParagraph 5.6.6 – CCTV Outside the Facility Discussion Question/Comment The requirements in paragraph do not list any sustainment requirements for outside cameras. Are sustainment activities included in this contract? Does it include dome cleaning and operational checks? If so, what is the frequency? Also, does it include LOS clearing operations for the cameras? Is LOS clearing operation a Lv I, II or III task? Is below ground work described in this paragraph a Lv I, II or III task?

Government Response #19. PWS section 5.6.6 revised.

20. Reference Paragraph 5.6.9 Protective Distribution System (PDS).

Discussion Question/Comment Does the Government have any GFE tools for PDS system? (Manhole lock sockets, manhole cover lifts). Are the PDS manholes designated “confined space”? Who approves confined space work permits on Rivanna Station?

Government Response(s) #20. The Government will hold and provide PDS tools to successful offeror, as needed. The PDS manholes are designated “confined space” but successful offeror will not have to enter PDS manholes to meet this requirement. All maintenance services, including work in confined spaces, shall always require a written job hazard analysis approved by NGIC Safety Office prior to work start.

21. Reference Paragraph 5.6.10 Security Key and Lock Maintenance Services.

Discussion Question/Comment How much of this requirement does the Government considered Lv I FFP tasks? The requirements read as if it is IDIQ services verse a defined maintenance and service requirement.

Government Response: Government Response #21. Level 1 preventative maintenance on all.

22. Reference Paragraph 5.6.10.1 “Contractor shall schedule and conduct PMs services lock cores…” Discussion Question/Comment Can the government provide/define required preventive maintenance for lock cores? Frequency?

Government Response #22: How to perform OEM preventive maintenance on lock cores is a business judgement left to the offeror to make.

23. Reference Paragraph 5.6.10.1 Discussion Question/Comment Is issuing new and replacement keys a Level I task? If so, can the government provide an anticipated level of effort for Level I new and replacement keys? Will the contractor be given written authorization to duplicate “Do Not Duplicate” keys? Can that authorization be conveyed to an approved local locksmith?

Government Response(s) #23. The PWS paragraph 5.6.10.1 revised to quantify and add process to duplicate keys.

24. Reference Paragraph 5.7 General Mission Maintenance Support Services Discussion Question/Comment Is level I painting in the PWS covered by the SCA or is under Davis-Bacon since it is over 100 sq ft?

Government Response #24. For clarity the former Davis-Bacon Act is now the Wage Rate Requirements (Construction). The later does apply to painting under DFARS which sets the square feet at 200 or more.

25. Reference Paragraph 5.8.2 – Power Distribution Unit Maintenance (PDU).

Discussion Question/Comment Does this maintenance activity requirement service maintenance agreement?

Government Response #25. The requirement states, “…provided by a technician certified to maintain PDUs in the NGIC inventory”. It’s a business decision for an offeror to make on how to meet this requirement.

26. Reference Paragraph 5.9. Custodial Services.

Discussion Question/Comment Does this contract replace the batteries in the automatic soap and paper towel dispensers under Lv I, FFP?

Government Response #26. Yes.

27. Reference Paragraph 5.9.1.1 – Custodial services at Bldg 2071 (RDF) and downtown warehouse.

Discussion Question/Comment Custodial services at both buildings are currently performed by other contract; does this contract replace the current services?

Government Response #27. No. This information was disclosed at the site visit.

28. ReferenceParagraph 5.9.1.2 – Clean floor services.

Discussion Question/Comment Does the catering contractor have any cleaning responsibility in the commercial kitchen for floor cleaning or is all cleaning the responsibility of this contract? Is the government paying for the same services twice? Section J Attachment 2 special notes contradicts paragraph 5.9.1.2 – which one is correct.

Government Response #28. A response is in work.

29. Reference Paragraph 5.9.4.1 – Exterior Window Cleaning.

Discussion Question/Comment Two exterior cleaning are minimum requirements as part of Lv I FFP. Are the up to two additional exterior window cleaning a Lv III reimbursable task?

Government Response #29. Yes, additional cleanings past the two initial two would be requested as level 3 HDV maintenance.

30. Reference Paragraph 5.9.1.7 – Grease Trap Discussion Question/Comment This service is currently performed by the BASOPS contractor; does this contract intend to replace the services provided by the BASOPS contractor at an increased frequency?

Government Response #30. PWS section 5.9.1.7 revised to delete grease trap.

31. Reference Section J Attachment 2, General instructions:

Discussion Question/Comment Note 3 – excludes custodial services for the warehouse. This note is contrary to Paragraph 5.9.1.1. Which one is correct?

Government Response #31. Response is in work.

32. Reference Section J Attachment 2, Task #5f.

Discussion Question/Comment Are shower curtains replaced under FFP when they become unserviceable or are they supplied by the GOV?

Government Response #32. Shower curtain is durable non-expendable item and would be replaced as level 2 maintenance.

33. Reference Section J Attachment 2, Task #5g.

Discussion Question/Comment The men’s locker room appears to be daily use only, however the women’s locker room appears to have permanently assigned lockers – Does the GOV make the employees clear out the locker space for weekly sanitizing and cleaning?

Government Response #33 There are no permanently assigned lockers. The COR, upon request, will facilitate the removal of items for locker cleaning.

34. Reference Section J Attachment 2, Task #6a.

Discussion Question/Comment Is the “Daily” frequency correct for window cleaning at the CMS “fishbowl?”

Government Response #34. Yes.

35. Reference Section J Attachment 2, Task 17.

Discussion Question/Comment Cleaning out the grease trap and food separator is currently performed by the BASOPS OPS contractor; is the intent of this contract to duplicate the same service?

Government Response #35. Grease trap is removed from PWS section 5.9.1.7. Final revisions to Section J Attachment 2 are in work.

36. I am hoping to find out if there is an incumbent contractor currently performing these services or if this is a new requirement. If there is an incumbent, could you please provide the contract number?

Government Response #36. The incumbent contract information follows:

LR-ASSOCIATES, LLC

2760 EISENHOWER AVE STE 404

ALEXANDRIA VA 22314-4579

Contract Number: W911W5-17-C-0001