Response_to_Vendor_Questions__6_posted_5-2-17_.pdf

Response to Vendor Questions #6

1 Paragraph C.5.6 Preventive Maintenance and Operations Requirements, states, “PMs will be used to perform periodic maintenance on equipment in place and SJOs/SOOs will be used as standing operating orders for reoccurring work of similar nature, such as grounds maintenance or storm damage”. Grounds maintenance is reoccurring, but storm damage is not reoccurring work. Storm damage does not meet the definition of reoccurring planned maintenance, and must be categorized as Service Order or IJO Work (storm damage work performed on this contract is included in the workload data provided in Technical Exhibit 2 as SO or IJO hours). Reoccurring Work is predictable and can be scheduled. Storm damage is an Act of God, and not reoccurring nor can be routinely planned or scheduled. Please remove storm damage from this paragraph and reoccurring work, and re-categorize.

Repairs for storm damage is a known need. It will be ordered in the manner described in the PWS on a recurring basis, without frequency definition.

2 Paragraph C.5.6.2 Mission Test Support, is also classified as an SJO. Test Support is not reoccurring work on a pre-planned scheduled. Test Support should be classified as a Service Order (SO) or IJO. This is currently how it is being performed. Workload data to perform test support in the current contract is provided in the SO and IJO categories in Technical Exhibit 2.

Test operations support at YPG is a known need. It will be ordered in the manner described in the PWS on a recurring basis, without frequency definition. The labor used for each event is similar to each other. Crane support for one test is similar in nature to crane support for a separate test.

3 Paragraph C.5.6.4 Furniture Moving, is also identified as an SJO.

Furniture moving does not meet the definition of reoccurring work. This is a frequent request, and should be classified as a service order. Please re-classify Furniture Moving as SO.

Furniture moving is a known need.

It will be ordered in the manner described in the PWS on a recurring basis, without frequency definition.

4 RFP Page

In Section L 3.3.7, Vendor Provided Projects, a separate table of contents and glossary are listed among items for this optional data. Also referenced is a List of Questionnaire Recipients. The secondary TOC and glossary seem unnecessary given their inclusion within Volume II. The list of recipients is also required for the Past Performance volume. Please provide clarifications.

The Government has prescribed a uniform method to insure equal evaluation of all material provided by the vendor. The vendor is required to use the process given by the Government so the Government does not miss or overlook something proposed or provided.

5 RFP Page

Section L 3.3.7.2 and 3.3.7.3 seem to refer to requirements for Volume III rather than Volume II. Please clarify.

These two paragraphs (as well as 3.3.7.4) have been moved to section

3.4 and renumbered.

6 RFP Page

Section L 3.3.7.3 says, “Past Performance information described herein is required on the Offeror and all subcontractors …” This contradicts Section L 3.3.7.1, which says, “The vendor is encouraged, but not required to provide specific relevant contract data ...” Please clarify.

Paragraph 3.3.7.3 (renumbered to 3.4.1.2) describes information evaluated as Past Performance. Para

3.3.7.1 describes information that is not evaluated but rather provided to clarify the information submitted for Factor I, Mission Capability.

7 RFP Page

Section L 3.4.3.1 says, “The Offeror shall provide no more than five completed examples of recent Past Performance within the last five (5) years.” Section L 3.3.7.1 says offerors shall submit no more than two references. Please clarify how many contracts demonstrating past performance can be listed in Volume III.

Paragraph 3.3.7.3 (renumbered to 3.4.1.2) describes information evaluated as Past Performance. Para

3.3.7.1 describes information that is not evaluated but rather provided to clarify the information submitted for Factor I, Mission Capability.

8 RFP Page

Section L 3.3.7.1 says offerors may submit “one, and no more than two references in accordance with the table below and the attachment at L1, to support each sub-factor in Mission Capability.” Please clarify whether this means that one to two distinct contract references may be provided for each of the three sub-factors, which would equate to a maximum of six references.

One to two contract references may be provided for each of the three sub-factors.

9 Section L, Attachment

Page

For Attachment L-1, negative performance documentation requires inclusion of copies of cure notices, show cause letters, or contract discrepancy reports. As such documentation and contractors’ responses can include several pages, we request that these be either be excluded from the five-page limit for the Attachment L-1 response or contractors be allowed to summarize negative performance documentation.

The limit will not change, neither will summarized information be accepted. Original documentation may be added at the end of Volume II as a vendor option, and will be clearly labled: Adverse Action Resolution 3.3.7.1.

10 PWS Page

PWS Section C.1.4.8.1.2 lists minimum five years’ operations experience and bachelor’s degrees as requirements for identified key personnel.

Would the government define years of operations experience that would be acceptable as equivalent to a bachelor’s degree?

No. The requirement states a Bachelor’s degree is required.

11 RFP Page

Section L 3.4.1 says, “Proposals that do not contain the information requested by this paragraph risk rejection or an unacceptable performance rating by the Government.” Later in the same paragraph, it says, “In the case of an Offeror 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, the Offeror may not be evaluated favorably or unfavorably on past performance (see FAR 15.305 (a)(2)(iv)). Therefore, the Offeror shall be determined to have unknown past performance. In the context of acceptability/unacceptability, ‘unknown’ shall be considered ‘acceptable.’

” As these statements contradict each other regarding evaluations, we request clarification.

It is the vendor’s decision to provide Past Performance or not. The FAR is clear: Ratings of Neutral are considered Acceptable. If the vendor provides Past Performance that is not thorough, complete and current, then they may not be evaluated favorably.

12 RFP Page

Section L 3.4.2 defines the Past Performance Questionnaires and a summary list of POCs as the content for Volume III. As the submission of Past Performance Questionnaires remains outside the control of offerors, and the Performance Price Trade-Off evaluation places high significance on past performance, we request that the Government include the documents listed within Section L 3.3.7 as material for evaluation within Volume III.

No Volume/CD is required to be submitted as Volume III. Past Performance Questionnaires from the vendor’s customers are the only submission required for Factor 2, Past Performance.

All The amendment states that a revised PWS is included, however no highlights or other markings are made in the PWS to indicate revisions.

We request that revisions be marked in the PWS and other amended solicitation documents.

The vendor is responsible for all information submitted in the Solicitation, Amendments and any attachments.

14 Amendment

1, RFP

Section L

Page

Table 3.1.1 includes the reference “See Para 3.3.7.1” regarding the number of pages in Volume III. As Para 3.3.7.1 is included within instructions for Volume II, and Para 3.4.2 – Content of Past Performance Volume – only references the Past Performance Questionnaire and a summary list of questionnaire recipients, this is confusing. Please clarify.

Volume III, as referenced in Table 3.1.1, 3.3.7.1, and 3.4.2, has been deleted as a submitted Volume. No Volume/CD is required to be submitted as Volume III. Past Performance Questionnaires from the vendor’s customers are the only submission required for Factor 2, Past Performance.

15 Amendment

1, RFP

Section L

Page

Table 3.1.1 states that Volume II has a limit of 75 pages. Please clarify whether this limit includes the information listed in Section L 3.3.7 – Vendor Provided Projects.

The limit has been increased to 125 pages for Volume II and includes the information required in 3.3.7.

16 RFP Page

Section L 4.1.2 says, “The SF33 must be signed with a price to be considered complete.” Please advise as to where the offeror’s total evaluated price should appear on the SF33.

The Total Proposed Contract Price shall be completed in the table in Section B of the Solicitation.

17 RFP Page and

TE

#21

Section L.3.3.5 indicates that the vendor will propose their manning levels by labor category in Attachment #21. Our interpretation of this is that only those labor categories listed in Attachment #21 should be used in our proposal. However, in comparison of Attachment #21 and the SCA WD incorporated in this solicitation, not all labor categories are accounted for.

For example, High Voltage Line on Attachment #21 has no correlating position in the wage determination. Please clarify; was this the Government’s intention, to allow only the labor categories listed on Attachment #21?

Technical Exhibit #21 was prepared as guidelines for the offeror to utilize for demonstrating their staffing plan. It is the responsibility of the offeror to provide the labor categories necessary to perform the tasks described in the PWS.

18 RFP CLIN

X003

Please clarify if offerors shall include material cost in unit price or if material is cost reimbursable.

No materials are included unless the repair is completed within the 4-hour period. CLIN X003 is included primarily for the contractor to be able to develop an estimate for completing a repair after an emergency.

19 RFP CLIN

X004

Please clarify if offerors shall include material cost in unit price or if material is cost reimbursable.

No materials are included unless the repair is completed within the 4-hour period. CLIN X003 is included primarily for the contractor to be able to develop an estimate for completing a repair after an emergency.

20 Section J, Attachments

63 of

We understand there is a Collective Bargaining Agreement between the incumbent and the union that represents the hourly workforce, please incorporate the CBA into the solicitation. Please also provide a cross reference between the CBA labor categories and the labor categories listed in Attachment 21.

The CBA will be posted with the amendment as well as a revised Technical Exhibit #21. The categories of the workforce are the responsibility of the vendor.

21 Section B CLINs X012

Multi ple

CLINs X012, Contractor Manpower Reporting, this reference PWS Paragraph 5.15. Paragraph 5.15 refers to Operation, Maintenance and Repair of Heating Plants and Equipment. C.1.8.5 Contractor Manpower Reporting (CMR) is the only requirement for this activity within the PWS.

Did the Government mean to reference C.1.8.5 instead of Paragraph 5.15?

If, not please provide clarifications.

The paragraph number has been corrected in CLINs X012 in the forthcoming amendment.

22 Section B, CLINs X005

Multi ple

CLINs X005, negotiated IJOs – Construction, this refers to Construction Wage Rate Requirements General Decision labor categories and rates (formerly Davis-Bacon Act), but there were no schedules provided in the RFP documents. Would the Government please provide the appropriate documents?

Construction labor is based on RS Means.

23 Section B, CLINs X009

Multi ple

CLINs X009, Reimbursable, in Section B contain no quantity or unit price, but in Attachment 5 they are shown with an amount of $1,075,275.

Should Section B show a quantity of 1 and a unit price of $1,075,275? If so, please provide a change to these CLINs. If not please explain why Section B would be different than Attachment 5.

This is a “plug number”. Utilize the values provided. This has been corrected to read $1,075,000.00

24 Section B, Amend #1, CLINs X004

Multi ple

CLINS X004 have been revised and the cost constraint has changed from EST to NTE. The original CLIN was a Unit of Each and FFP. Could the Government confirm that this CLIN is now a quantity of 100, Unit of Each and still FFP? If this is not correct would the Government please provide changes to these CLINs.

Yes, the Quantity is 100 and the Unit of Issue is Each. The Total is Not to Exceed $1,000,000.00

25 L.3.1.1 15 of

3..1 Proposal Volumes Organization, Number of Copies and Page Limits, shows that for Volume IV, Price we are to submit in a Digital Format of Microsoft Excel. Would the Government allow offerors to submit their cost or pricing information narrative using Microsoft Word instead of Microsoft Excel?

Price information (as in Attachment 5 or other spreadsheets that the offeror may submit) need to be in Excel. The narrative needs to be submitted in Word

26 Amend 0001, L.3.3.5

19 of

3.3.5 SUB-FACTOR 3: STAFFING AND WORKFORCE

MANAGEMENT PLAN. This paragraph states “The Offeror shall describe its ability to recruit, hire, retain (to reduce employee turnover) and manage personnel with the knowledge, skills, education, experience, and applicable position descriptions, certifications, training (to include refresher training), and licenses required to perform in accordance with the PWS (in its entirety).

Question: Which applicable position descriptions is the Government looking for specifically?

The phrase “applicable position descriptions” has been removed from that sentence.

27 Amend 0001, L.3.3.5

19 of

Reference 2nd paragraph, last sentence which states “The Offeror shall not include resumes for this area, only the position description as stated above.

Question: We are unable to locate a reference that requires position description, please provide.

The phrase “as stated above” has been removed from that sentence.

28 Amend 1 Sec F

Pages 6 and

Per the amendment, SECTION F - DELIVERIES OR PERFORMANCE had several CLINS modified. We have reviewed the changes and cannot identify what specifically changed under the amendment. Please provide clarification.

Nothing was changed in Section F.

Due to changes within some of the CLINs, the contract writing program regenerated the Performance section related to the changed CLINs.

29 L.2.2.5 and Table 3.1.1 and 15 of

Section L.2.2.5 states that “each volume of the electronic proposal shall be in its own subdirectory on the CD-ROM, sequentially labeled Volume I, Volume II and Volume III” and that Volume IV gets its own CD-ROM.

Table 3.1.1 indicates that each volume goes on its own CD-ROM. Will the Government please clarify which of the two options is required? For compliance purposes, will the Government update either section so they mirror each other?

Paragraph 2.2.5 of Section L in the Solicitation is deleted. Inadvertently included in this Solicitation.

30 L.2.1.4 13 of

The font size restriction is Times New Roman 10 point font for tables, charts, graphs and figures. Headers and footers tend to include quite a bit of information, including the name of the solicitation, solicitation number, volume name and number as well as non-disclosure statements. Will the Government consider allowing Times New Roman 8 point font for headers and footers?

The Government has prescribed a uniform method for submitting proposals. The vendor is required to use the process given by the Government.

31 C.5.1.7 75 In the fourth paragraph, what is the source of the @30,000 limit on IJOs and the 32 man-hour limit on S/Os?

IJOs over $30k require a bond and SOs over 32 hours requires Construction Wage Rates (formerly Davis-Bacon).

32 C.5.1.7 75 In the fifth paragraph, for emergency repairs how does the contractor charge labor effort exceeding 32 man-hours?

For emergency repairs over 32 man-hours, you will need to submit a proposal using Construction Wage Rates (based on RS Means).

33 C.5.5.2.1. 79 This section states that the Work Order Receptionist "will dispatch the proper personnel after receiving approval from the COR". Shouldn't this be a concurrent action to minimize response time and preserve the condition of facilities? What is the action if the COR is unavailable?

Will the Government authorize "on-call or stand-by" pay for individuals identified to answer after hours emergencies?

During duty hours of operation, the SO Desk will call the COR for approval of emergency work.

During non-duty hours, The Police Desk will notify the individual listed on the recall roster, of any emergency work. This work is approved at the beginning of the next duty day. On-Call or Standby pay is the responsibility of the Contractor and should be included in the proposal.

34 C.5.3.5. C.1-

What is a Priority 4 Detailed Estimate and where is it defined?

IJO priorities relate to the completion times of the estimates.

The time to complete a Priority 4 estimate is defined in paragraph C.5.3.5.

35 C.5.13.1 C.1-

The cited paragraph indicates that the UPH workload is "20 units, grounds and common areas". The warehousing and furnishing movement workload given in Section C.5.13.4.3. (p. C.1-92) is inconsistent with supporting 20 units. Is this workload for all housing or does it include transient UPH units as well?

The workload is for the UPH only.

36 The top of Attachment L-3 states “The completed consent forms should be submitted as part of your Past

The completed consent forms are submitted directly from the sub-

Performance Volume III Proposal.”, but the 2nd half of the Attachment states “Please return this completed questionnaire to: ….”. Please verify whether Attachments L-3 and L-4 are to be submitted by subcontractors directly to the government, or if we are to include them in our proposal submission.

contractor to the government as part of the Past Performance Evaluation Factor. Per Amendment 0002, the Volume III requirement has been deleted.

37 Are the Recycling Services under PWS C.5.26 performed by the current ISSC? If so, is a facility on TE4 (Contractor Occupied Facilities) or any of the Equipment in Place (TE5) or Government Furnished Property (TE22) dedicated to this activity? If not, should providing all equipment and facilities be included in our proposal and cost for the scope element?

Recycling services are not currently provided at YPG. The Government will provide all equipment and facilities.

38 TE1 (Real Property) lists Government/Military housing units and associated picnic areas and parks. Is any of the maintenance and repair, including Grounds Maintenance (C.5.20) of these facilities included in the ISSC scope?

TE 1 has been updated to remove housing units and associated picnic areas and parks.

39 Multiple fuel facilities, tanks and ancillary systems are listed in TE1, however, the TE17 (POL Locations/Equipment) only lists three POL facilities (AAFES, #5& #8). Please clarify if the scope of the ISSC includes any maintenance or repair of the fuel stations and components listed in TE1 or only those specified in TE17?

Annual maintenance will be performed on those facilities listed in TE 17. As needed repairs may be performed at all other locations.

40 TE1 includes facilities occupied by Tenant activities (i.e., AEROSTAT). Is maintenance and repair of these facilities included in the scope of the ISSC or is the tenant responsible?

Maintenance and repair of these facilities is performed on a case-by-case basis.

41 In reference to TE 2, the government has provided work load data for all functional areas except Unaccompanied Personnel Housing and Test Support. Question 1: Will the Government please provide workload data for the Unaccompanied Personnel Housing? Question 2: Will the

TE 2 has been updated to include this information.

Government please provide workload data for Test Support since these are SJOs or is the Test Support included in the SJO data provided in the workload data?

42 Are contractors allowed to maintain contractor vehicles on site? Contractors will not be allowed to maintain contractor vehicles on site.

43 PWS

Section C.5.5.2.1

Priority 1-Emergency states as the last sentence, “The Contractor shall notify the SO Desk within one (1) hour of the completion of Emergency (Priority 1) SOs.” Please clarify what the SO Desk is, and whether this is a government function or a contractor function.

The service order desk is operated by the Contractor to receive and distribute service orders. Notifying the service order desk of completion of emergency service orders will ensure that they are performed in a timely manner.

44 PWS C.1-

C.5.11 FOOD SERVICE EQUIPMENT MAINTENANCE AND REPAIR,

“Limited scheduled PM and inspection will be performed on kitchen equipment that is not real property and belongs to the user.” Please describe limited PM of non-real property. Can the Government provide an inventory of non “real property” food service equipment? Who is responsible for the scoping new food service equipment, real property or non-real property, to ensure it meets current codes and service requirements?

There is no available inventory since this equipment belongs to the customers and not Public works.

The PM/inspection and repairs will be performed via service order.

45 PWS C.1-

C.5.14 OPERATION, MAINTENANCE AND REPAIR OF

ELECTRICAL SYSYTEMS AND EQUIPMENT. Regarding distribution systems, will the Government provide historical data as to the number of power poles replaced annually?

There is no avail data. Power poles are typically replaced after damage.

Mass pole replacements will be performed via IJO.

46 PWS C.1-

C.5.14 OPERATION, MAINTENANCE AND REPAIR OF

ELECTRICAL SYSYTEMS AND EQUIPMENT. Will the Government provide historical data as to the number of transformers replaced annually?

Historically, there have only been three transformers replaced under service order. All others have been replaced via IJO.

47 PWS C.1-

C.5.14.9 “The Contractor must repair emergency service engines (generators, water pumps, fire pumps), when the non-emergency operating hours exceeds 100 hours per a 12 month period or the total hours of operation cannot be determined.” Please clarify this statement. Who

The contractor will determine what repairs, if any are needed. The Government will determine who will accomplish the repairs.

determines what repairs will be accomplished with unknown or 100 hours of operation?

48 PWS C.1-

C.5.15.3 AIR COMPRESSOR SYSTEMS. Air receivers/flasks are not identified for testing/inspection. Who is responsible for testing/inspecting air receivers/flasks?

The operator is responsible for testing/inspecting air receivers/flasks.

49 PWS C.1-

C.5.16 OPERATION, MAINTENANCE AND REPAIR OF WATER

SUPPLY DISTRIBUTION SYSTEMS. Is the contractor required in the repair of water source wells to repair/replace well motors/pumps or casings?

The contractor is required to repair or replace, as needed, if it is within service order limits or if the Government approves an IJO for the repair.

50 PWS C.1-

C.5.18.3.1 HEAT EXCHANGER MAINTENANCE. “The Contractor shall initiate and maintain a water treatment program for all re-circulating water systems, automatic chemical feeders, or injection systems that will minimize scale and corrosion buildup.” With the statement that the contractor shall “initiate,” does this mean there currently is no water treatment program in place? Will the Government define what systems are currently under a water treatment program and what systems need to be added to the water treatment program?

The contractor will “initiate’ a water treatment program based on the approved PMP. The contractor will determine was systems require a water treatment program.

51 PWS C.1-

C.5.18.6 ICE MAKING SYSTEMS. Will the Government provide the number and locations of non-real property ice making machines? Is the contractor required to replace non-real property ice machines as specified in this paragraph, if repairs are deemed not cost effective?

Repairs of ice-making machines are performed via service order. The contractor is not required to replace non-real property ice machines.

52 PWS C.1-

C.5.18.7 EVAPORATIVE COOLER GENERAL REQUIREMENTS.

“The Contractor shall perform maintenance, repair and replacement of evaporative coolers”. Who is responsible for the replacement of unserviceable coolers? Will the Government provide the number of evaporative coolers replaced annually?

Historical records show only five evaporative coolers replaced via service order. All others were replace via IJO.

53 PWS C.1-

C.5.21.6 CULVERTS: Will the Government provide the number and location of the culverts to be maintained/repaired?

There is no data on culvert location.

Culvert maintenance will be performed as required.

54 Are there any facilities on the north range(s) of YPG requiring any maintenance?

There are range buildings north and east of the main cantonment areas which require maintenance.

Periodically, those buildings have limited access due to testing.

55 C.1.7.2 Position Sensitivity: “The contractor shall ensure that individuals complete the appropriate forms for needed background investigations.”

Question: Is the background check conducted by the Provost Marshal a requirement for badging or is this background check required for all employees prior to employment? Will these results be provided to the contractor?

A background check will be conducted on all employees. Access to YPG will not be provided to those who do not pass the check. Results are not typically provided to the contractor.

56 C.1.7.7 Key Control:“Range Passes: All contract employees whose responsibilities take them down range must obtain a Range Access Pass”

And 3rd sentence: “must be escorted by an employee with a permanent pass”

Question: Is a security clearance required for those individuals whose responsibilities require them to obtain a Range Access Pass (permanent pass)?

A security clearance is not required to obtain a Range Access Pass.

57 C.5.6.2 Mission Test Support: Test support can be broken down into several different categories:

• Test Site Setup (set-up of bomb proofs and blast shields)

• Crane Support

• Test Course Maintenance

Question: What is the average number of mission tests supported by the contracting for the above categories?

The TE 2 has been updated to include the following information:

Test Site Setup – 4,000 hours Crane Support – 2,900 hours Test Course – 2,596 hours