B08_Questions Answers Pest Control 03.11.26.pdf

Questions and Answers Pest Control

1. Is the employee (e.g. the Quality Control Manager) of the company required to be permanently on site?

Customer/RA Response: Yes. According to the Performance Work Statement (PWS), section 1.10.5.2 Quality

Control Manager (QCM), "The Contractor shall designate a QCM on site during normal duty hours." The

QCM may also perform the duties of the Quality Control Inspectors.

a. And in this case, are the working hours charged continuously, or only when an actual assignment arises?

Calculation example with hypothetical prices:

Item 0004B (and analogously 0002B) states “Regular Services Monday–Saturday between 06:00–18:00.”

Does this mean 12 hours per day × 6 days (including Saturday) = 72 hours per week = 288 hours per month at an hourly rate of EUR 60 (hourly rate for illustration purposes only) = EUR 17,280 per month?

In the case of OMA Service (0003A–0003D, monthly fix price), would this hourly rate apply additionally?

Customer/RA Response: The PWS requires the QCM's presence on-site during normal duty hours (defined in

PWS Section 1.12 as 0715-1600, Monday through Friday). This is a continuous requirement for the contract's duration. The cost for this employee should be factored into the offeror's pricing for the various contract line items (both Fixed-Price and Time & Material) as part of the overall cost of performance. The contract does not pay for this position as a separate, continuous direct charge; rather, payment is made against the specific line items for services rendered. Fixed price is for all scheduled services/tasks, and includes everything required for the related service, like e.g. manhours, equipment and all material required to perform the work.

CLIN 0002B and 0004B are Time & Material (T&M) line items. The payment structure for these is based on the actual hours of service performed, and when said services are provided. The service hours listed in the price book only indicate whether the hourly rates are to be calculated on a regular basis (on demand services performed between 06:00-18:00 hrs Monday to Saturday) and on a higher hourly rate (on demand services performed between 06:00-18:00 hrs and Sunday / Holidays). All services performed are to be documented on the Pest Control Work Performance Records and each to be signed by respective customers (see also Para

5.1.2 ff). Only the Pest Control Work Performance Records related to the on-demand service requests are basis for related hourly invoicing.

The hourly rate e.g. from the OMA T&M CLIN (*004B) does not apply additionally to the work described in the OMA Service CLINs *003A-*003D. These line items are structured differently:

• CLIN *003 (A-D): These are designated as Firm-Fixed-Price (FFP) for specific, scheduled work

(e.g., "Survey in Food Handling Facilities"). The unit of issue is "month." The offeror provides a fixed monthly price to perform this recurring work.

• CLIN *004: This covers Time & Material (T&M) services for OMA. This CLIN is used to order on-demand work or other services that are not included in the scope of the scheduled FFP work under

CLIN *003.

The two CLIN types are mutually exclusive. The FFP monthly price covers all costs for the scheduled services in CLIN *003. The T&M hourly rate in CLIN *004 is only for separate, unscheduled work ordered by the government. This applies as well to the AFH CLINs *001 FFP and *002 on-demand.

2. Could you please provide an estimate of the expected number of on-demand service requests (such as silverfish, ants etc.) in the family housing area or OMA area?

Customer/RA Response: This varies on incoming customer requests. Please see also Question. 9 below, historical data.

3. Are we provided with the W-14 formular regarding taxes?

Customer/RA Response: The W-14 can be found on the internet (IRS form) and needs to be submitted when invoicing through WAWF. https://www.irs.gov/forms-pubs/about-form-w-14 (download most recent pdf).

4. Can the Technical Project Manager (TPM) also act as the Quality Control Manager (QCM)?

Customer/RA Response: While this has never been done in the past, the Government will accept the TPM serving as the QCM as long as the proposed individual meets all requirements for both positions.

5. Which objects and services are to be carried out during the monthly service inspections (indoors and/or outdoors)?

Customer/RA Response: Monthly inspections and services are to be performed at all food handling facilities, primarily focused on preventive measures and monitoring. Tasks include, but are not limited to, food handling facilities (monthly inspections and surveys of food prep areas), rodent control (bait stations, airfield control), bedbug control, insect light traps, and general pest monitoring. Additionally monthly invoice is expected and several reports (as. e.g. DD1532 pesticide use, service records for food handling facilities, and other, please have a look also at the deliverables schedule, Attachment 2).

6. Does a technician need to be on-site every business day (Monday-Friday), or is it sufficient for a technician to be available on-site as needed within a specified response time?

Customer/RA Response: Scheduled and on-demand services will determine the level of support needed at the technician level. See Question #1, and para 5.1.2. regarding daily staffing requirements.

7. Food Court Scope (Clay Kaserne): Can you clarify whether the required services for the Food Court at

Lucius D. Clay Kaserne are limited to the exterior garbage disposal areas, or if the interior dining and food preparation facilities are also included in the recurring service schedule?

Customer/RA Response: Please have a look at Attachment 4 “SCHEDULED SERVICES-FOOD

HANDLING FACILITIES” and Para 5.4ff. The Food Court will be serviced at least monthly on a regular basis inside and also whenever required at the surrounding area (esp. manhole baiting).

8. Fly Management vs. Site Restrictions: The PWS highlights fly control as a significant requirement.

However, site personnel indicated that electronic light traps are prohibited in kitchen areas. We would https://www.irs.gov/forms-pubs/about-form-w-14 appreciate your clarification on whether indoor fly control measures (such as EFK or pheromone traps) are permitted in food preparation areas, or if alternative strategies are expected?

Customer/RA Response: This will be decided on case-by-case basis depending on site conditions and as recommended by the IMCOM Pest Management Consultant and/or CHPPM Europe. The info of site personnel might not be consistent with existing regulations.

9. Historical Data: We would like to kindly request whether you can provide any available historical data concerning the on-demand services requested in previous years.

Customer/RA Response: Historical data has been provided with the attachments. However, in the past an on-demand service call was approximately 360 to 400 hours. Note that this varies on incoming customer requests, which is viable to change. Also, the hours in the Price Book reflect the estimated workload based on historical data.

10. OPC Preventive Treatment: Regarding paragraph 5.5, could you confirm if the preventive treatment of all

~850 identified oak trees must be included in the fixed-price (FFP) portion of the proposal for the base year and subsequent periods?

Customer/RA Response: Please see ELIN *001B and Para 5.5.3 rate per tree needs to be provided and will be invoiced after treatment. Some of the oaks have to be treated more than once.

11. Exchange Mall Facility (Hainerberg): During the inspection, the focus was primarily on the pet food area.

Can you clarify if regular monitoring is required for the entire Exchange mall facility or only for the specifically designated food-related sections?

Customer/RA Response: Please have a look at Attachment 4 “SCHEDULED SERVICES-FOOD

HANDLING FACILITIES” this includes the current and complete list. All food handling sites have to be monitored. The pet food area also has a focus on stored product pests but has to be performed at all locations.

12. Bedbug Strategy: Can you kindly clarify whether the bedbug requirement is intended as a proactive, scheduled monitoring service, or should it be treated as a purely "on-demand" task based on reported activity?

Customer/RA Response: It is a scheduled task (CLIN *001E) as well as a task on demand.

13. Exhaustiveness of Surveyed Sites: we would like to kindly ask you if the food service areas and facilities shown during the site visit considered the complete inventory for the proposal, or are there additional locations within the footprint that must be factored into the regular maintenance schedule?

Customer/RA Response: Please have a look at Attachment 4 “SCHEDULED SERVICES-FOOD

HANDLING FACILITIES” this includes the current and complete list of food handling facilities.

14. Price Book Calculation Formulae:

a) When editing the price book, we noticed that there is no formula for CLIN 0004 – 4004 (ELIN 0004B –

4004B) for the sum and is therefore not summed.

Customer/RA Response: Thank you for identifying this error. Price Book has been corrected.

b) Is the item "Wasp nest control" under CLIN 0001 – 4001 not to be entered in the price book? The position is without ELIN and there is no formula stored there either.

Customer/RA Response: This line should be empty. Wasp nest control is an ‘on demand’ task.

15. We would like to request access to the building plans, architectural/structural drawings, and any related documentation for the facilities at Wiesbaden.

Customer/RA Response: Due to sensitivity of information, specific building plans or schematics will not be available for distribution for this solicitation. Controlled versions may be made available to the awardee on an as needed basis. Facilities specific for food handling facilities are in Attachment 3 Location and Types of

Facilities.

16. ELIN 0001A: The Pricebook requires a Firm-Fixed-Price (FFP) for the "Hainerberg, Aukamm & Clay

Manhole Survey" with a quantity of 12 months. Could the Government provide the approximate total number of manholes that must be opened, inspected, and potentially treated during each monthly cycle for each of the three locations (Hainerberg, Aukamm, and Clay Kaserne)?

Customer/RA Response: This depends on the size of the facility - the area of the installations in question needs to be covered. The exact number of manholes is not readily available. Depending on rodent density the baits will be accepted. Where baits have been accepted from the rodents the manhole survey needs to continue until no baits will be taken any more.