RFP Attachment 1 Questions Matrix - Final.xlsx
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- Attached to
- Army Housing Inspection Federal contract opportunity
- Solicitation number
- W9124J-23-R-0003
About this file
This federal contract opportunity solicitation seeks housing inspection services for the Army's privatized and government-owned military housing portfolio. The scope includes inspecting privatized family housing, privatized unaccompanied housing, government-controlled/owned family housing, and leased housing located in the continental US and overseas. The goal is to improve quality of life for residents through private sector resources, market incentives, and government support for the owned and leased inventory. Inspections will assess both interior and exterior conditions using established checklists to determine compliance with housing standards. The response deadline is May 30, 2023 with the Department of the Army Materiel Command Mission and Installation Contracting Command at Fort Sam Houston listed as the issuing agency.
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| Solicitation Questions | |||||
| Page | Section | Paragraph | Comment/Rationale | PWS Attachment 4 Housing Inventory Projected Schedule has been added to the attachments so that offerors can properly estimate travel costs at the same schedule. TEP is Total Evaluated Price of all CLINS. | |
| 1 | 24 of PDF | 1.3 | Paragraph 3 | After the initial inspection assessment has been completed and the written assessment report has been generated and submitted, assuming there may be corrections, will the offeror perform the re-inspections to ensure the deficiency has been remedied? | No, Reinspection of homes by the contractor will not be performed. Any findings will be reported to the housing office for the needed repairs. |
| 2 | Page 42 and 43 of 147 | 5.3.9 | Paragraph 2 | Is there a plan for a building contractor to perform the necessary corrections (when applicable)? And if so, what is the timeline for such work to be performed excluding an immediate need to correct the deficiencies? Then subsequently the re-inspection process? | See above answer, no repairs will be completed by the awardee of this contract. |
| 3 | Page 31 of PDF | 1.7 | Paragraph 2 | Is the InterNACHI certification required of all inspectors? Recommendation: Allow applicable ICC certifications such as ICC Residential Inspector, or ICC Property Maintenance and Housing Inspector. | The requirement is for either International Association of Certified Home Inspectors (InterNACHI) certification OR the proper applicable state/country/region certifications to meet the requirement of being a “qualified” home inspector. |
| 4 | Page 23 of RFP | 1.2.1 | Paragraph 4 | Will there be coinciding inspections at separate bases that occur simultaneously? Or will the inspections be conducted one base at a time, as assigned? | Based on funding, it is anticipated that inspections will be performed at multiple locations simultaneously. |
| 5 | Page 121 of 147 | 5.4.1 | Paragraph 4 | What will be the timeline per base to complete all inspections and is there a maximum number of inspectors that can be provided to each base? An example can be used for Fort Stewart, which appears to have 3,268 housing units. | Each location will be negotiated on individual task orders. The proposed schedule will be part of the negotiation for each task order. There is a large inventory of homes to be inspected. The goal is to get them inspected as soon as possible, based on funding availability. |
| 6 | Page 121 of 147 | 5.4.1 | Paragraph 4 |
Will there be staff assigned (escort) to the inspection team during inspections and entering the homes when no one is home at said address?
| The schedule will be coordinated with the local housing office (i.e. government owned or privatized housing partner), and provided to the inspector for execution. An escort will not be provided, however, a resident 18 yrs or older must be present when the inspections are performed in occupied homes. Inspections will be performed in vacant homes without an escort. | |||||
| 7 | Page 121 of 147 | 5.4.1 | Paragraph 4 | Will the inspection team be required to have all vaccinations up to date including COVID and booster shots pertaining to COVID. If yes - What vaccinations are required to be up to date.? | Vaccinations must be up to date to travel outside of the United States. COVID vaccines are not required. |
| 8 | Page 121 of 147 | 5.4.1 | Paragraph 4 | How much notice will be given with regards to schedule changes as depicted in 5.4.1 to include both new mobilizations and or demobilizations? | The contractor will be responsible for scheduling the inspections in coordination with the installation local housing office. Appointments are subject to change with less than 24 hour notice and must be rescheduled. |
| Page 37/Part 5 - Paragraph 5.3.1 | "Upon completion of the inspections, the contractor will provide an electronic portfolio summary report as well as an individual home summary for every home, 1) A portfolio briefing of the findings 2) A PDF version of each home inspection, 3) Portfolio summary report. The PDF and summary report is required to be uploaded into eMH by the contractor." |
Please fully enumerate and describe all deliverables:
1. "Portfolio briefing of the findings" - please describe and provide a template and exemplar;
2. "A PDF version of each home inspection" - please describe and provide a template and exemplar;
| 3. "Portfolio summary report" - please describe and provide a template and exemplar. | As a Best Value Trade Off Acquisition, the Government is interested in each Offeror's approach to these reporting requirements, so standardized templates have not been developed. Encouraging innovation in this area will allow for improvements and innovation in the reporting process. | ||
| Page 42/Part 5 - Paragraph 5.3.4.1 | "The contractor will identify no more than 3 personnel that will have access to the enterprise Military Housing (eMH) portal at https://www.emh.housing.navy.mil/ to download/upload the inspection checklist required to perform the individual home inspections. The contractor will record any homes not inspected and the reason. Upon completion of the home inspections, the contractor’s designated personnel shall upload the completed inspection checklist to include any associated documents into the designated location in the eMH portal for the governments review and acceptance." |
| We are capable of automating the upload of the eMH "checklist [and] associated documents" by establishing an Automated Program Interface (API). The completed "checklist [and] associated documents" would be automatically transmitted to eMH and could further be validated by one of the three permitted personnel. Will we be permitted to build an API to eMH to automatically upload the completed documents? | No, any interface would require the Army to provide additional funds to the Navy to develop a connection. | |||
| 5.3.3.2 | Will the government provide advance information about their API to permit preparation to begin data transfers upon award? | No, the development for an API is not permitted for this effort. | ||
| 1.6.17.5 | The link provided does not work. It is possible to have access to the link to provide training in advance of the award? | After award, the contractor will be provided access, if needed. | ||
| Page 37/Part 5 - Paragraph 5.1 | The inspections shall be a visual inspection and include inspecting both the interior and |
exterior of the home along with a visual inspection of the roof, if possible (from the ground�level). Inspectors shall only inspect the items on the established checklist (Technical Exhibit A).
| Technical Exhibit A has questions to be filled out for interior and exterior. For structures with more than one dwelling unit ("duplex, quadplex, eightplex, townhome, and multifamily"), is thecChecklist deliverable to include the exterior inspection attached to each?" | Yes, the checklist is all inclusive for both the inside and outside of each dwelling. | ||
| Page 42/Part 5 - Paragraph 5.3.4.1 | "Contractor shall conduct 100% inspections and assessments of common areas and inspect |
100% of individual homes to establish the overall condition of the units. The contractor will identify no more than 3 for the duration of the contract (not 3 personnel per task order) personnel that will have access to the enterprise Military Housing (eMH) portal at https://www.emh.housing.navy.mil/ to download/upload the inspection checklist required to perform the individual home inspections. The contractor will record any homes not inspected and the reason.
Upon completion of the home inspections, the contractor’s designated personnel shall upload the completed inspection checklist to include any associated documents into the designated location in the eMH portal for the governments review and acceptance."
| We are capable of automating the upload of the checklist delivaerable by establishing an Automated Program Interface (API). The completed checklis and associated documents would be automatically transmitted to eMH and could further be validated by one of the three permitted personnel. Will we be permitted to build an API to eMH to automatically upload the completed documents? | No, any interface would require the Army to provide additional funds to the Navy to develop a connection. | |||
| Section 1.2.2 | Section 1.2.2 - Will the Army define the specific applicable standards in the 2021 International Property Maintenance code that apply to this Contract? ((Page Number TBD)) | No, the Army will not define the specific applicable standards in the 2021 IPMC that apply to this contract. The contractor is expected to make that determination based on the tasks required under the contract. | ||
| Section 1.2.2 | Will the Army provide the current United States Army Garrison (USAG) Housing Inspection requirements and identify the applicable standards that apply to this Contract ((page number TBD)) | The USAG Housing Inspection requirements/applicable standards are already incorporated into the checklist. | ||
| Section 1.4 | Please confirm that the extent of “…assessment of the structural integrity …” is limited to visual and readily accessible elements. The Contractor is not required to perform and destructive measures or calculations to determine its findings. | That is correct. | ||
| Section 1.6.8.1 | Does the requirement for Type of Last Investigation and Date of Last investigation have a self life? Example within the last five (5) years? | As of 5 Dec 22 security investigations are good for five years from the date of the individuals last investigation. Each installation’s level of security may differ and the requirements would be determined by the local Directorate of Emergency Services’ Security Office. | ||
| Page 37 of 147 Section 5.3.1.1 | Will the Army provide the Contractor the flexible to complete the Vacant Homes as fillers. We have experience with Service Members and their Families requiring flexibility in the schedule. This way the Home Inspector can move to a vacant (be productive) and return to Service Member’s home that request a reasonable accommodation. | Yes | ||
| Page 38 of 147 5.3.1.1 | Can the Army provide guidelines as to the 5 Attempts? Same day? Over a two (2) day period? | After five documented scheduled attempts within the period of performance of the task order. | ||
| Page 38 of 147 - Section 5.3.1.2 | How is the Contractor compensated for a “partial Home Inspection.” What is the Reporting Requirement - Partial in addition to Inspected and Not Accessed categories? | Each task order will be priced on a Firm Fixed Price (FFP) basis for the purpose of the inspections. The contractor will be provided with the quantity of units to be inspected and that's what the FFP amount for the task order will be based on. Obviously the goal is to get it inspected the first time around. However, if it take 3 or 4 or even 5 attempts, the contractor will not be permitted to increase their FFP amount for that task order. Offeror's need to factor this risk towards labor costs into it pricing arrangement it proposes for the IDIQ. | ||
| Page 38 of 147 - Section 5.3.1.1 | How is the Contractor compensated for a “No Access” or “Not Accessed” service member home? | See answer to question 23. | ||
| Will the Army Provide a list of firms that have downloaded to solicitation or are involved in the solicitation | www.sam.gov and www.fpds.gov website are publicly available and doing a search for NAICS code 541350 should yield in good results in finding out the firms that may be interested in this requirement. | |||
| Page 39 of 147 Section 5.3.3.1 | Under which CLIN provide funding for or under which CLIN does the Army anticipate the Time & Materials charges associated with customized database outputs (graphs; charts; and/or tables) being built into the Platform, as desired by DCS G9? | None of the CLINs are Time and Materials (T&M). Any costs associated with building the customized database outputs (graphs, charts, tables, etc.) shall be planned for in the Program Management costs unless the offeror chooses to build the cost into its "Cost per Inspection" FFP amount. There will be no customization to the existing platform. | ||
| Page 39 of 147 Section 5.3.3.2 | Will the Army provide RFP Responding Firms early access to the enterprise Military Housing platform and API during the Response phase? It is critical to understand as early as possible the level of effort the interface will require. | See answer to question 14. | ||
| Page 41 of 147 Section 5.3.3.13 | Can this type of interview be accomplished by an On-line questionnaire hosted by the Contractor and integrated into the custom interface with eMH? This would prevent delays if at the time a representative of the RCI Company or Army (privatized Housing or government housing) is not present. | No, these are all visual inspections. | ||
| Page 129 of 147 Section 8 | When segragating costs to discrete codes, is QA/QC considered Project Management or is it considered Direct Inspection Cost | The Government will not direct offerors on its pricing strategy. This is a corporate decision that is unique to each offeror. | ||
| Page 129 of 147 Section 8 | When segragating costs to discrete codes, are direct cost associated with providing advance notice to residents, Project Management or Inspection Cost? | The Government will not direct offerors on its pricing strategy. This is a corporate decision that is unique to each offeror. | ||
| Page 30 of 147 Section 1.6.17.1 | AT Level I Training: Please provide guidance on our ability to complete training in advance of an award to assist in our ability to begin operations upon selection | Training is not required for contractor not physically working in government buildings | ||
| Page 30 of 147 Section 1.6.17.3 | iWATCH Training: Please provide guidance on our ability to complete training in advance of an award to assist in our ability to begin operations upon selection | Training is not required for contractor not physically working in government buildings | ||
| Page 30 of 147 Section 1.6.17.4 | ARMY Training Certification Tracking System (ATCTS) Registration: Please provide guidance on our ability to complete training in advance of an award to assist in our ability to begin operations upon selection | Training is not required for contractor not physically working in government buildings | ||
| Page 30 of 147 Section 1.6.17.5 | OPSEC Training: Please provide guidance on our ability to complete training in advance of an award to assist in our ability to begin operations upon selection | Training is not required for contractor not physically working in government buildings | ||
| Page 31 of 147 Section 1.6.17.6 | Threat Awareness Reporting Program: The Solicitation states it does not anticipate required security clearances, is this a requirement in light of that and if so, please provide guidance on our ability to complete training in advance of an award to assist in our ability to begin operations upon selection | Training is not required for contractor not physically working in government buildings | ||
| Page 118 of 147 Section 4.1.8 (b) | (b) last sentence “… follow instructions in paragraph 4.1.7(e),” Can the Army clarify if the reference in 4.1.8 (e). | This section has been updated to reflect the correct reference. | ||
| When a CLIN does not present with a Quantity – did the Army intend to communicate in the FY no Task Orders for that CLIN will be issued? | CLINs without a quantity shall still contain a unit price in case the Government accelerates the schedule, pricing information for that ordering period will already be available. Please use the exhibits with OCONUS locations. These locations are anticipated to be completed in the third ordering year. | |||
| Page 129 of 147 Section 8 | When segragating costs to discrete codes, is QA/QC considered Project Management or is it considered Direct Inspection Cost | The Government will not direct offerors on its pricing strategy. This is a corporate decision that is unique to each offeror. | ||
| Page 129 of 147 Section 8 | When segragating costs to discrete codes, are direct cost associated with providing advance notice to residents, Project Management or Inspection Cost? | The Government will not direct offerors on its pricing strategy. This is a corporate decision that is unique to each offeror. | ||
| Page 122 of 147 Section 5.5 Subfact 1 C Data Management | Does a technology solution require FedRAMP certification? | eMH operates on a server not the cloud. FedRamp doesn't apply. | ||
| Page 47/PWS Attatchment 1 - PRS#2 | "Conduct a physical assessment of 100% of common areas and inspect 100% of individual housing units to establish the overall condition of the units." |
| We will be using custom developed software to achieve this task. Are we required to deploy all software using GovCloud services? | The system of record for this requirement is eMH. All information must be uploaded into eMH. The information can be uploaded individually or in batches. | |||||
| Page 130 of 147 Section 8.0 | Can the Army provide clarification as to the intent with CLIN 0004 and 0005? Without a Quantity presenting in either the Excel spreadsheet or the Word Document to “Extended Amount” will be Zero Dollars. | See answer to question number 37 | ||||
| When a CLIN does not present with a Quantity – did the Army intend to communicate in the FY no Task Orders for that CLIN will be issued? | See answer to question number 37 | |||||
| Page 129 of 147 Section 8 | When segragating costs to discrete codes, is QA/QC considered Project Management or is it considered Direct Inspection Cost | This is a corporate level decision. QA/QC can be project management or direct inspection costs, that is the offeror's decision to make. | ||||
| Page 129 of 147 Section 8 | When segragating costs to discrete codes, are direct cost associated with providing advance notice to residents, Project Management or Inspection Cost? | This is a corporate level decision. These costs can be project management or inspection costs, that is the offeror's decision to make. | ||||
| Will the Army, RCI and or Privatization Partner be responsive to advance surveys of completed environmental testing within the housing to inform the inspections and reporting after award. | No, this contract does not require environmental testing. This is a visual inspection. | |||||
| 126 | 6.10, 7.0.e | 6.10 says offerors shall submit at least 3 but no more than 5 performance references and if proposing with teaming partners, then past performance information will be submitted on up to three relevant contracts for the prime, and up to two relevant contracts for each team member. 7.0.e. then lists the Minimum Quantitative Requirement for TCV with 5 socioeconomic categories of 2-3% which would be teaming partners. Is it expected that primes would spend 2 performance references demonstrating a 2% partner, or can there be clarification on teaming partners described in 6.10? We wish to shoe 5 projects for out JV as a team and for each JV partner firm, not necessarily our small business partners who will not be managing the work. | This question is unclear. However, at least part of the question has been rectified with updated language in Section L. Please review the amendment. | |||
| 3, 4, and 131 | CLINS 0002, 0003, 0004, & 0005 | Pages 3 and 4 of the RFP lists quantities for CLINS 0002 of 27,435 and 0003 of 4,842 while CLIN 0004 and 0005 have no quantities listed. On page 131 we are instructed to submit costs based on CLIN 0002 at 1,441 and 3,062 and CLIN 0003 at 254 and 540. Can you verify that the intent is to price the Sample Task Orders using the CLIN rates, but at the reduced quantities provided in the Task Order? | CLINs without a quantity shall still contain a unit price in case the Government accelerates the schedule, pricing information for that ordering period will already be available. For the Sample OCONUS task orders, offerors shall develop a unit price which assumes the sample task order were to be placed/ordered in the first year. | |||
| Attachment 3 | Attachment 3 | Are we able to use our own template for the Small Business Subcontracting Plan? If not, in the Small Business Subcontracting Plan template, can the language be changed from |
"XXX will include FAR clause 52.219-8, “Utilization of Small Business Concerns” in all subcontracts that offer further subcontracting opportunities. Further, XXX will require all subcontractors(except small business concerns) that receive subcontracts in excess of $750,000 ($1.5 million for construction of a public facility) with further subcontracting possibilities to adopt a plan that complies with the requirements of FAR clause 52.219-9, Small Business Subcontracting Plan."
to
| "XXX will include FAR clause 52.219-8, “Utilization of Small Business Concerns” in all subcontracts that offer further subcontracting opportunities. Further, XXX will require all subcontractors (except small business concerns) that receive subcontracts in excess of the applicable threshold specified in FAR 19.702(a) on the date of subcontract award and with further subcontracting possibilities to adopt a plan that complies with the requirements of FAR clause 52.219-9, Small Business Subcontracting Plan."? | Yes, you can use your own template so long as it contains at least all of the information required in the template provided, and, the change would be acceptable. | |||||
| 3 | Technical Exhibit A | Component Ratings | Does DOD have a list of pre-defined life safety hazards to be utilized? | The Life/Health/Safety hazards are incorporated into the checklist as outlined in the Army guidance. | ||
| 6 | Technical Exhibit A | Overall Unit Inspection Results | This section infers that any unit with a life and safety defect should receive a score of Fail. Is this a correct interpretation? | There is no pass/fail. Each task order will have POC's identified to report life, health, and safety issues. | ||
| 24 | 1.2.2 | First Paragraph | This paragraph refers to the applicable standards for inspections. It states that we are to incorporate applicable standards from the USAG Housing Inspection Requirements into our inspections. Will this require modification of the checklist in Technical Exhibit A? | No; the checklist has already been modified to incorporate the applicable standards. | ||
| 26 | 1.6.7 | 1.6.7.1 | In our experience it takes a long time to get individuals through the PIV process. What turn around times is DOD estimating to get individuals through the PIV process? | Access to the installation will be part of the task order preparation timeline and is undetermined as the turnaround times for access varies for each installation. There will be 3 CAC cards issued for individuals uploading information into eMH and we will not issue CAC cards for each installation. | ||
| 26 | 1.6.7 | 1.6.7.3.1 | If an individual is granted interim eligibility/suitability will they be eligible to inspect? | Eligibility and suitability will be determined by the individual Installation Security Office. | ||
| 27 | 1.6.8 | 1.6.8.1 | Will this visit notification cover a period of dates, or will we need a unique one for each inspection? | The visit notification will cover the period of performance of the task order. | ||
| 31 | 1.7 | First Paragraph | This paragraph references INTERNACHI as the desired standard. Additionally, para 5.3.2 discusses "similar" expertise and expressly states American Society of Home Inspectors (ASHI). In that context, we consider the following standards to be equivalent to or exceed INTERNACHI in scope and thoroughness: American Society of Home Inspectors (ASHI), HUD REAC, HUD NSPIRE, USDA Rural Development MPIPP, International Code Council (ICC) residential inspector. Would the government consider proof of meeting one of these standards to being equivalent to an INTERNACHI certification for performing these inspections? | See answer to Question number 5. | ||
| 38 | 5.3.1.1 | First Paragraph | What amount of notification will the properties be required to receive prior to inspection? | The contractor is required to make contact with the installation housing manager within 2 business days of being awarded the task order. The contractor should discuss the notification times with the installation housing manager. | ||
| 38 | 5.3.1.2 | First Paragraph | If an inspection cannot be completed for the reasons listed, will the inspection be compensated as a completed inspection since the inspector provided a good faith effort to complete the inspection? | See answer to question number 22. | ||
| 38 | 5.3.3 | First Paragraph | The Army uses BUILDER SMS as the standard database and facility condition assessment process across the Army enterprise to calculate and determine a BCI. Adopting this database and methodology for the designated units to receive a BCI will produce data directly comparable to the rest of the Army enterprise data for non MFH facilities and will reduce costs and burden to the government by introducing another application to calculate BCI. Doing so will also set a baseline to be compared against for future privatized housing BCI inspections. | Builder is not an option for use. We are not changing the required use of software or other inspection methods. | ||
| 131 | 7 | First Paragraph | Please confirm that the pricing for the three CLIN listed in this section is for illustrative purposes and should not be considered a binding pricing offer. | Please re-read paragraph 7. "The pricing information for CLIN 0002, 0003, and 0004 shall be for illustrative purposes only (i.e. non-binding). The pricing information for CLINs 0004 and 0005 shall be in accordance with the pricing proposed within the IDIQ. | ||
| N/A | N/A | N/A | Are there specific photograph requirements for completing these inspections? If so, what are they? | Section 5.3.9 states, Includes a sampling of digital pictures with deficiencies by neighborhood and home (if necessary). The photographs shall, at minimum, include: |
- View of Subject from “curb” Representative elevations
- Significant or commonly encountered interior and exterior physical deficiencies
- Pictures of the roof areas from the ground (to the maximum extent possible). The contractors shall never get on a roof under any circumstances. Use of drones for aerial inspections is permitted in accordance with airspace regulations within the applicable installation area (the contractor is responsible for being aware of the applicable airspace requirements/prohibitions).
| 37 | 5.3 | ALL | Do these inspection include common buildings or are they only for residential buildings? Also, please confirm that the time expectation for submission of inspections is 2 days? | These are family housing and single soldier housing units as identified in the PWS. The 2 day time expectation is referencing the contractor establishing contact with the installation housing manager within 2 business days of being awarded the task order. |
| 29 | 1.6.14 | First Paragraph | Is there a standard definition/minimum radius for local travel to be used for all locations in this contract? | Local travel is within 50 miles or 1 hour of travel from the base. |
| 29 | 1.6.14 | How does the Government intend to manage travel pre-authorizations and travel expsense submittal? This is an administrative burden that impacts inspection coordination and execution. Per the pricing instructions discussed in para 8 Volume 5 pricing, the travel CLIN is proposed as fixed price with a NTE ceiling. Would the Government consider change the travel CLIN to cost reimbursable with a NTE amount to justify the administrative burden of micromanaging travel to this degree? | The travel CLIN is a cost reimbursable CLIN with a NTE of $3,000,000 over the life of the contract. | |
| 2-18,24 | Section B, 1.3 | What are the correct quantities projected for CLINs in Section B? The current numbers do not match the quantities in PWS Attachment 2 refereneced in para 1.3. | Please see PWS Attachment 4 Housing Inventory Projected Schedule in SAM.GOV | |
| 27 | 1.6.7.4 | Does this paragraph only refer to the projected small number of personnel requesting a CAC card only? Local National personnel described in Para 1.6.7.4.1 to conduct inspections have no need to access any government IT system. Please clarify. | Para 5.3 - The contractor shall identify no more than 3 personnel who will be provided access to the enterprise Military Housing (eMH) portal. Inspectors do not need a CAC card. They will need a pass to the installation. | |
| 28 | 1.6.12 | "The Contractor agrees to attend any post award conference convened by the contracting |
activity or contract administration office in accordance with Federal Acquisition Regulation
| (FAR) Subpart 42.5." How many of these meetings are required? In-person or virtual? | The Post Award meeting will be scheduled by the Contracting Office. There is 1 post award meeting. Meeting will be held via MS Teams or by teleconference. | |||
| 38 | 5.3.2.1 | "The contractor is responsible for providing all tools, including |
moisture meters, and thermal imaging equipment as necessary to complete the inspections". Paragraph 5.3.2 indicates the inspections are visual only and that "No intrusions, sampling, boring or disassembly of any components, systems or infrastructure is
| required or permitted." The use of moisture meters or thermal imaging equipment or other tools infered in this paragraph conflicts with visual survey only. | Use of a moisture meter or thermal imaging equipment are not intrusive and are visual only. | |||||
| 39 | 5.3.1 | Will Government or RCI companies be required to or mandate escorts on family housing or UH? Can you confirm that winning contractor will be provided keys to Vacant units and common areas and not be dependent on an escort providing access. | Same for FH and UH - The installations will have a lock-box on the homes and the PIN will be provided to the inspection team. | |||
| 39 | 5.3.1.2 | Some residents do not make homes available for inspection (deployment, sickness, new child, etc.). Does the USAG Housing Manager have the authority to identify a home as “Can’t Inspect” due to tenant requests? | All homes will be inspected; if a child is sick a new appointment will be scheduled. There must be 5 documented attempts to inspect each home. Please refer to PWS section 5.3.1.1. | |||
| 39 | 5.3.2 | What are the specific requirements of landscaping and site improvement inspection requirements? Can we limit the scope to 10’ from the structure? | No; inspections must be within 50' ft from the structure. | |||
| 39 | 5.3.3 | Please verify that the BCI inspection will be for the entire facility and not a partial (example: one unit of a duplex). Will BCI inspections be requested for UH facilities? | The BCI Inspections will be performed in only the homes identified by the Installation Housing Office. If there is a unit with 4 homes, it is possible that only 1 of those homes will have a BCI inspection. | |||
| 39 | 5.3.3.4.3 | Please confirm that the utility inspection is limited to the home and does not extend to support structures or utility distribution lines outside of the home. | Inspect just as written in para 5.3.3.4.3, "Observe the general conditions and note any reported physical deficiencies or material problems or system inadequacies reported.The BCI Inspections will be performed in only the homes identified by the Installation Housing Office | |||
| 123 | 6.1 | K-L | Do the consent letters (attachment C) count towards the 25-page count limit in volume 3? | No. Consent letters will not count towards the 25 page count limit. | ||
| RFP Attachment 5 - 7 | 5.3.2.1 | 1 | "The Contractor shall note material building code violations of items, systems or inherent design that are readily apparent and discernable"; Does the questionare cover assessments of code compliance, will a different set of codes be followed per state, or is it up to the contractor to define these codes and check or adherance to them? | There will not be a separate set of codes per state or country. The inspection checklists that have been provided will be used. The contractor will not be defining codes. | ||
| 25 | 1.6.3 | The government tells us we cannot work on holidays, but the Army usually has 4 day weekends associated with the holidays. Are we allowed access to homes on the corresponding 4-day weekend associated with the holiday? | Yes, you will be permitted to conduct inspections on what might be considered a "family day" or "training holiday" for the service member. The contractor will observe the official Holiday only. | |||
| 97 | Section J | Attachments and Exhibits | Please provide the RFP Attachment 5 Task Order #001 PWS - Fort Leavenworth & Fort Stewart | This has been attached in SAM.GOV | ||
| 97 | Section J | General | We respectfully request an extension to the proposal deadline once Attachment 5 is released to allow time to fully review and respond to the requirements. | The RFP response date/time has been updated. | ||
| Section L | General | Please consider reducing the required font size to 10pt from 12pt, so that information can be more easily fit in to the required formats and page limits. | Section L has been updated to allow 10 point font if desired. | |||
| Section L | Past Performance | Please consider excluding elements K and L of the Section 1 Past Performance from being counted against the page limits. The amount of information to be conveyed in the items A thru O of the Section 1 is significant and could thus preclude offerors from including up to 5 projects as currently instructed due to space constraints and parts K and L being letter pages. | Section L has been updated to remove elements K & L as counting towards the overall page count. | |||
| 137 | 1.1 and 1.8 | The instructions indicate that "All Non-Priced Factors when combined are significantly more important than price. Paragraph 1.8 indicates that there is a descending order of importance. Please provide the relative ranking of selection factors | Paragraph 1.8 of Section M is clear in regards to the relative order of importance of the factors and subfactors. | |||
| 24 | 1.2.2 | Can the Government supply the desired versions of the 2021 International Property | ||||
| Maintenance code and the current United States Army Garrison (USAG) Housing Inspection requirements? | The contractor should supply their own copy of the 2021 International Property Maintenance Code and the Army will supply the USAG Housing Inspection requirements | |||||
| 24 | 1.3 | All inspection personnel shall be trained, qualified, and experienced in the inspection and assessment of a variety of family dwelling facilities using national industry standard protocols. Can the Government add / clarify what additional "industry" protocols are required beyond InterNACHI, the 2021 International Property | ||||
| Maintenance code, and the current United States Army Garrison (USAG) Housing Inspection requirements? | If InterNACHI qualifed, no other requirements are required. If state certified, the state may require further quaifications. | |||||
| 24 | 1.4 | The Army requires a contractor to conduct a thorough inspection and assessment of the structural integrity and habitability of each home. Per standard visual assessments the thoroughness of assessment and visual inspections is limited to readily visible items and non-destructive means. Performance of the required fieldwork according to requested standards does not guarantee that there may not be issues with the structural integrity and habitability of a home per a visual inspection. Can the Government clarify / expand on the statement of requested structural and habitability language within this section. | The inspectors are only required to do a visual inspection. | |||
| 24 | 1.4 | Does the Government intend on reviewing the qualifications / certifications of each home inspector prior to start of field work? | Yes, PWS has been revised to include "contractors will provide list of individuals performing inspections and InterNachi Certificates." | |||
| 28 | 1.6.10 | Are there additional security regulations that contractor employees are supposed to have read beyond the listed training requirements in section 1.6? | No | |||
| 29 | 1.6.14 | Can the Government provide the standardized expense report format such that bidders can gain an understanding of the level of information required for estimating the additional cost of invoicing? | No. The contractor needs to develop their own expense report format based on their accounting practices that fully articulates the itemized travel expenses. | |||
| 29 | 1.6.14 | Travel costs must be reviewed and receive prior approval prior to travel. How far in advance do travel projections need to be submitted and what is the expected turnaround time by the COR for getting approval? This is often a concern relative to travel bookings | Request contractor provide travel plans with estimated travel costs within 3 weeks prior to anticipated travel. The COR/ACOR will review and return within 3 business days after receipt with comment. | |||
| 31 | 1.7 | Our interpretation of language within 1.7 is that if an inspector is InterNACHI certified then they would not need to obtain additional certification as they are an international organization. Please confirm. | The requirement is for either International Association of Certified Home Inspectors (InterNACHI) certification OR the proper applicable state/country/region certifications to meet the requirement of being a “qualified” home inspector. | |||
| 37 | 5.3 | Access to eMH is limited to three individuals. Does the process allow for batch upload of completed inspection checklists or is each required form to be uploaded individually? | There is a an excel spreadsheet that can be utilized to do a batch upload. Inspectors can fill out the spreadsheet and provide the information to the Army Housing HQ POC for upload. In addition, eMH has the capability for the inspector to fill out the checklist in the system via an online connection or download the PDF and upload into the property record associated with the checklist. We anticipate the inspector to have the ability to use one of the three methods described above. | |||
| 37 | 5.3.1 | The requirement states completion of a PDF version of each home inspection (except the subset of homes selected for BCI). Would the Government consider an alternate format for the required information? Forms could be emulated in MS Excel (as an example), allow for quicker population and coordination with field collection technology, then posted as a PDF. The Government would then have a searchable repository of information for future use and update. | No, the requirement is for eMH. | |||
| 38 | 5.3.1.1 | Vacant homes are to be prioritized before occupied dwellings. However, if a home cannot be assessed then contractors are to check with the housing manager to see if a vacant home is available for assessment. Can the Government confirm vacant homes are to be assessed before occupied homes? | This refers to homes that may not have been vacant at the beginning of the inspections but may have been recently vacated due to a PCS. | |||
| 38 | 5.3.1.1 | Denied access with the expectation to revisit a home up to 5 times could create schedule obstacle for contractors resulting in trip extensions etc. What constitutes an attempt and how is the contractor to document each attempt? | An attempt is defined as: The inspector physically knocking on the door for the scheduled appointment and no one is there or the inspector is denied access. In the event that an inspection is scheduled and repeatedly cancelled, the inspector must contact the housing office. | |||
| 38 | 5.3.1.1 | Can the Government add a time based constraint (i.e. within the approved installation fieldwork period, etc.) to limit the amount of revisits necessary to inspect each home when denied access? | Contractor will notify the Garrison Commander and Housing Manager of the denied inspection. Attempts must be made during the period of performance of the task order. | |||
| 38 | 5.3.3 | The contractor is to provide a BCI using a rating system as determined by the contractor for approval. Please are any pertinent standards or examples that should be considered. | Follow codes as identified for each state | |||
| 40 | 5.3.3.4.4 | To what distance from the housing area is the contractor required to collect/assess information for special utility systems? | 50 ft from the dwelling | |||
| 40 | 5.3.3.6.1 | Is the contractor to measure / calculate the slope of homes? | The PWS states "Observe the general conditions of the roof system" measurements are not required. | |||
| 40 | 5.3.3.5 | What percentage of as-built drawings exist for the facilities under study? If they don't exist is the contractor to research to obtain information required in this section? | The inspections are expected to be performed without as-built drawings. | |||
| 37 | 5 | Is the Government going to provide escorts and unlock homes for inspectors? | The schedule will be coordinated with the local housing office (i.e. government owned or privatized housing partner), and provided to the inspector for execution. An escort will not be provided, however, a resident 18 yrs or older must be present when the inspections are performed in occupied homes. Inspections will be performed in vacant homes without an escort. Lock box with PINs will be provided for vacant homes. | |||
| Pages 1 to 22 | Technical Exhibit A | ALL | In what format is this inspection checklist inside of the portal? Is it excel, PDF, or separate software? Or is the software up to our team to provide? | Fillable PDF. The awardee of this contract must download the inspection form directly from eMH to perform the inspections as the form is a coded PDF, and in order to extract the data and populate in eMH this form must be downloaded and used to do so. IAW 5.3 of the PWS. | ||
| 2-18,24 | Section B, 1.3 | What are the correct quantities projected for CLINs in Section B? The current numbers do not match the quantities in PWS Attachment 2 refereneced in para 1.3. | Attachment 4 has been updated with the correct amounts for each ordering year. | |||
| 27 | 1.6.7.4 | Does this paragraph only refer to the projected small number of personnel requesting a CAC card only? Local National personnel described in Para 1.6.7.4.1 to conduct inspections have no need to access any government IT system. Please clarify. | Para 5.3 - The contractor shall identify no more than 3 personnel who will be provided access to the enterprise Military Housing (eMH) portal. Inspectors do not need a CAC card. They will need a pass to the installation. | |||
| 40 | 5.3.3.4.3 | Please confirm that the utility inspection is limited to the home and does not extend to support structures or utility distribution lines outside of the home. | That is correct. The visual inspections include the home and 50 feet outside the home. | |||
| 123 | 6.1 | K-L | Do the consent letters (attachment C) count towards the 25-page count limit in volume 3? | Section L has been updated. | ||
| RFP Attachment 5 - 7 | 5.3.2.1 | 1 | "The Contractor shall note material building code violations of items, systems or inherent design that are readily apparent and discernable"; Does the questionare cover assessments of code compliance, will a different set of codes be followed per state, or is it up to the contractor to define these codes and check or adherance to them? | Follow codes as identified for each state. | ||
| Attachment 6 | Notes Korea as for Task order but location on page 2 Ft Leavenworth and Ft. Stewart are the locations. Please clarify. | the task order locations have been updated in SAM.GOV | ||||
| Attachment 7 | Germany is listed as task order but on page 2 Ft Leavenworth and Ft. Stewart are the locations. Please clarify. | the task order locations have been updated in SAM.GOV | ||||
| 126 | 7.0(1)(B) | References enforceable commitments from vendors. Please clarify what forms of commitment the Government views as enforceable under this criterion. | An enforceable agreement would be some type of written and signed contract or agreement that legally binds both parties. | |||
| Small Business | If a proposal fulfills each type of small business category at least 2% over minimum with firms in enforcable agreements and fulfilling multiple categories each, would this still only receive a Good rating instead of Outstanding? | See Section M, the paragraph above Table 4, which says "The Government will evaluate the five (5) participation areas noted above in determining the rating assigned to Small Business Participation. The five (5) areas will not be assigned individual ratings, but will be used to determine an overall rating for the Small Business Participation Factor. To receive consideration for award, a rating of no less than “Acceptable” must be achieved for the Small Business Participation factor." There is not enough information in this question to determine an overall rating, because we'd also need information on the "Extent to Which SB Firms are Specifically Identified" and the "Complexity & Variety Work SB Firms will Perform" in order to give an overall rating. | ||||
| Attachment 2 | Incorrect housing total noted at privatized housing tab. Meade UH incorrectly listed as completed. | Housing locations have been updated in SAM.GOV. Meade Family Housing inspections are completed; Meade Unaccompanied Housing is not completed. | ||||
| Attachment 2 | Please verify the Army-owned housing at all CONUS locations is still being | |||||
| used as housing. For example, is there still housing at Letterkenny, McCallister, Pine Bluff, Radford, etc.? | The Government has identified the homes and locations that must be inspected on this contract. | |||||
| 38 | 5.3.2.1 | This section states that if moisture is present, "the contractor shall notify the identified location POC of the moisture indication." | ||||
| Q: Does the Army expect the contractor to make immediate notification to the location POC, or is it sufficient to include the location in the notes field on the questionnaire. | Annotate moisture concerns on the daily report | |||||
| 57 | Section H SOFA | The travel credentials for Japan, BENELUX are not listed. What are the requirements for these locations? | SOFA agreement requirements will be provided at task order level. | |||
| 9 | page 22 section 5.3.10 | This section refers to a "Final narrative report", is this narrative report on a "per home", "per neighborhood" or a "per project" basis? We would expect a summary report for each home given the total quantity followed by a per project summary report and an overal exective summary of the portfolio. | Yes, the final narrative report is on a “Per home” basis. | |||
| 10 | page 26 PRS #2 performance standard | "Provide clear and concise recommendations relative to the health and condition of the home." | ||||
| What is meant by this statement? Home inspectors observe deficiencies and recommend further evaluation by a qualified engineer, trade professional or similar. As such a recommendation to replace a roof for example is not in the standard of practice, but noting roof is worn, stained, nearing end of life expectancy is in the standard. | Refer to 1.2.2 of the PWS. The inspection shall be based on applicable standards in the 2021 International Property Maintenance Code. | |||||
| Attachement B-1 | FFP CLINs tab | Pricing spreadsheet not summing correctly | These errors and formulas have been fixed and the pricing matrix has been tested. | |||
| 37 | 5.3.1 | eMH currently requires that documents be uploaded one at a time and does not support any time of batch processing of documents such as the PDF files requested. Is it the Army's expectation that the contractor will provide the necessary labor to upload more than 100,000 documents to eMH one at a time? | There is a an excel spreadsheet that can be utilized to do a batch upload. Inspectors can fill out the spreadsheet and provide the information to the Army Housing HQ POC for upload. In addition, eMH has the capability for the inspector to fill out the checklist in the system via an online connection or download the PDF and upload into the property record associated with the checklist. We anticipate the inspector to have the ability to use one of the three methods described above. The excel document has attached as Attachment 9 FHM Inspection Assessment . | |||
| 147 | Travel Costs 1.12.5(2) | Please confirm that only ODC costs, and not travel, will be used to evaluate the cost CLINs. | Both ODC and travel costs will be included in the evaluated price. | |||
| 130 & 131 | (5) CLIN Structure | CLIN X006 & CLIN X007 | Page 130 states: "The proposed “Not-To-Exceed” amount for each ordering period will be made binding in the resulting contract, and the awardee will not be permitted to request an increase via post-award." |
Page 131 states: "If the Government accelerates the schedule and all inspections are completed within the first, second, third, or fourth ordering period, the Government is not obligated to “order” services for years where no inspections will occur."
| Q: These two statements appear to be in conflict. If the schedule may change, how can the contractor be bound to our proposed travel estimate? | The offeror shall identify its projected travel costs based on the Government-supplied schedule (see PWS Attachment 4 Housing Inventory Projected Schedule). If the Government accelerates the schedule, the estimated costs associated with the work that is accelerated will be effectively transferred into the CLIN applicable to the earlier year being used. For instance, if the Government decides to order inspections in Italy within the second year but the schedule indicated Italy would be done in year 5, the associated costs (for instance say it's an estimated of $500k for travel) will be transferred from Year 5 to Year 2, so Year 2 travel CLIN value will increase by $500k and Year 5 travel CLIN value will decrease by $500k. | |||||
| 130 | Travel Costs | Will travel costs be included in the evaluation criteria? The calculation of the "TEP" appears to include the "not to exceed" estimate for travel. This is unsual that a travel CLIN would be included in the evaluation of the overall proposal and pricing. If so, to properly estimate housing costs, the Army must provide actual locations of the housing units to be inspected and the year of inspection. Travel costs vary wildly over a given time period and costs will be vary significantly based on the location. | PWS Attachment 4 Housing Inventory Projected Schedule has been added to the attachments so that offerors can properly estimate travel costs at the same schedule. TEP is Total Evaluated Price of all CLINS. |
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