QandA18May16.docx

W912D0-16-R-0001 Custodial Services Solicitation Questions

1. Is the service provider only paid for the actual square feet of cleaning in each category for buildings services each month? The Estimated Square Footage on the Bid Sheets does not correlate to the Historical Data in Appendix F.

Yes. Historical data for Cat II and III should correlate. Cat I shows the SF actually under contract not what was cleaned during the month.

2. Can you provide invoicing/billing instructions for this contract requirement?

Billing is accomplished through the Wide Area Workflow, e-Business Suite. Users must register at https://wawf.eb.mil for payment transactions through the Invoicing, Receipt, Acceptance, and Property Transfer (iRAPT) function of the site. The contractor is to bill for the actual square footage cleaned.

3. When will the small business set-aside be finalized?

The set aside is 100% for Small Businesses.

4. When will the adjustments to buildings and services required be finalized for this contract requirement? (PWS Appendix A-1, A-3)

Appendix updated in solicitation amendment 02

5. Can some additional clarification be provided on Bldg. 3709? The Frequency and Service Hours for the main floor seem duplicate during the day clean.

The entry and hallways for building 3709 have been removed. During the day, the cleaning consists of 5 hours of locker rooms and RRs.

6. Has the scope of work, under this new solicitation, remained the same, decreased or increased, compared to the current contract?

The scope of work has remained the same.

7. What is the total contract value for all option years, including base year, for the current contract?

The total amount for the current contract is $2,827,272.80 (Base year + plus three (12) month option periods+ 4 month extension of service).

8. Who is the current incumbent?

The incumbent is PHI Group, LLC.

9. Who is the current contractor?

The current contractor is PHI Group, LLC.

10. How much money was this contract for?

The total amount for the current contract is $2,827,272.80 (Base year + plus three (12) month option periods+ 4 month extension of service).

11. Do we get credit for being an “Alaska Bidder” under AS 36.30.321(d)?

No. There are no additional considerations.

12. If the government requires names of key personnel and their work experience, please provide us resumes of incumbent Janitorial personnel presently working at Fort Wainwright, Alaska. We are obligated to first hire all incumbent personnel per Executive Order 13495 Non-Displacement of Qualified Workers under Service Contracts when providing right of refusal of employment to all predecessor contract employees. We as a potential contractor will first hire incumbent personnel to fulfill all open job positions per Executive Order 13495. This requirement is in conflict with said Executive Order.

The government will not provide resumes of the incumbent contractor's employees.

The government will not provide interpretation of executive orders.

13. Is this a follow-on requirement? If so, could you please provide the incumbent contract number for this opportunity? If not, is this a new requirement?

It is a follow-on requirement. The current contract number is W912D0-12-C-0005.

14. What is the current amount being paid for this contract on an annual basis?

The current annual price is roughly $600K.

15. Will there be any additional consideration to hiring local companies from the North Star Borough area?

There are no additional considerations.

16. What are the insurance requirements for the service provider on this contract, and what are the minimum coverages required?

Solicitation revised to include insurance requirements.

17. Is there a collective bargaining agreement currently in place?

There is not a collective bargaining agreement.

18. Can we please have the name of the incumbent contractor, the current price per year, and the collective total under the current contract?

The incumbent is PHI Group, LLC. The current annual cost for the contract is roughly $600K. The collective total is $2,827,272.8 (Base year + plus three (12) month option periods+ 4 month extension of service).

19. Based on the site visit, can we please have updated and current job description maps for each facility?

Floor plans updated in solicitation amendment 02.

20. What size of toilet paper is required (ie. Jumbo Roll or regular roll) paper towel (ie. Roll or Multi-fold) hand soap (ie. Liquid or foam)?

The toilet paper and paper towels will be supplied by the facility staff. The Contractor’s only requirement is to stock the holders. Liquid soap shall be supplied by the contractor for restrooms equipped with wall installed soap dispensers.

21. What type of trash liners and sizes are needed at the facility?

Sizes vary per facility however, typically size for large is 33gal and small 12-18gal.

22. Will there be a fixed facility for the contractor coming in?

No

23. Who is/are the current incumbent(s)?

The current incumbent is PHI Group, LLC.

24. Does this contract have a procurement list? If so, may you please post it so as to add it to the bid.

No

25. Is there a CBA in place?

There is not a collective bargaining agreement.

26. Are there any waterless urinals being utilized in this contract? If so, how many in total are there and what type of waterless urinals are being used? ie: Zurn, Falcon, American, Eco, and/or Kohler.

No

27. Can you please provide an annual supply usage, so as to be more accurate for the bid submission?

Paper products are supplied by the facility staff. There is not a supply usage available for liquid soap which is supplied by the contractor for restrooms equipped with wall installed soap dispensers.

28. Can the government provide the number of vehicles being use and size of vehicles / cost?

There are no government vehicles used in the performance of the contract. The Government will not provide the number of contractor vehicles.

29. Are there any CDC buildings included in this contract? If so, what are the level of cleaning required for these buildings?

There are 4 CDCs. The cleaning standard is category II. The cleaning requirements are listed in Appendix A2

30. Will there be a staging area to store vehicles inside a facility?

There are no staging areas.

31. Will there be a staging area to store supplies?

Janitor’s closets only on facility availability bases.

32. Will the government provide a washer and dryer for the contractor or will allow the contractor to bring one on site?

No

33. How many personal are currently employed with the current incumbent?

This information is proprietary to the incumbent contractor.

34. Are there any facilities that are outside of base (i.e. ranges)?

All facilities are on Fort Wainwright.

35. Will there be a need for special clearances for contracted workers (i.e. entrance to base, access to facilities)?

There are procedures outlined within the PWS for installation access. There are additional requirements for access to child care facilities that require background checks.

36. What type of pay period system will this contract solicit (i.e. bi-weekly, monthly)?

Invoices are submitted and paid monthly.

37. Will the stripping and waxing that is being required be done during working hours? If not, will they be done during the weekend or during non-working hours?

Some facilities are sensitive in nature and do required periodic cleaning to be done during the day. Times and dates are to be coordinated with the facility manager.

38. Do to the harsh climate that is in this area of Alaska, will uniforms be required for this solicitation? Will specific shoes be required as well?

Government requires contract personnel to wear an ID badge at all times when performing work under this contract. It is the responsibility of the contractor and the individual personnel to dress appropriately for the climate.

39. Has the scope of work changed from the current contract?

The scope of work has remained the same.

40. What is the current monthly/annual contract cost?

The current contract cost is $600K annually.

41. Number of occupants/visitors on the site?

This information is unavailable

42. Can you explain why tracking changes to the monthly requirements is not the government’s responsibility?

Both the Government and contractor are responsible for tracking changes.

Custodial Services - W912D0-16-R-0001 Site Visit 4 May, 2016 Questions & Answers Building 2077 AC Maintenance Hanger Q: Are all the floors part of the requirement?

A: Concrete floors are part of the requirement if on the floorplan.

Q: Do leaking water faucets need to be repaired as part of the contract?

A: No, but let the Contract Officer Representative (COR) at the Directorate of Public Works (DPW) know.

Q: Is there a Collective Bargaining Agreement involved in this contract?

A: No.

Q: Which hallways and areas need cleaning?

A: The bathrooms, drinking fountains, and passageways as indicated on the floor plan.

Q: I believe the Appendix C shows 3 urinals for this building but I see 5?

A: Yes 5 urinals are present in the facility; Appendix C will be revised to include this.

Q: Is the Set Aside status for this action determined by the amount of offerors within a Socio-Economic category?

A: No the Contract Officer determines which category to Set-Aside based upon market research and coordination with the Contracting Office’s Small Business Specialist.

Q: Are the cleaning areas depicted in the red lines on the floor plan?

A: No, they are the gray lines.

Q: Who removes power cords from walkways?

A: The facility workers will remove them.

Q: What is “reimbursable” (Appendix A-1 PWS)?

A: Reimbursable are tenant occupants which do not fall under the Garrison.

Building 3437 Battle Training Command Q: What procedures are required for entry into the building?

A: There is a background check required. The Provost Marshall’s Office (PMO) issues an access card to the contract supervisor for access. There supervisor has one minute to call the PMO and confirm entry before the Military Police arrive to investigate an unauthorized access.

Q: Does the granite floor require buffing?

A: Yes, on as needed basis.

Q: How often does the granite floor require cleaning?

A: Twice a week.

Q: Does the initial cleaning of the granite floor include scrubbing?

A: Yes.

Q: Where is the marble flooring?

A: Only on the second floor.

Q: How many showers are in the building?

A: Two. DPW COR will provide pictures and post them with questions and answers.

Q: Can the contractor store supplies here or any other building included in the scope of work?

A: It is a case-by-case basis and some managers may or may not decide to provide an area for supplies/equipment.

Q: Are windows included in the cleaning?

A: No, this is a Category I building.

Q: Are there frequent complaints with the different types of floors?

A: No, not excessive.

Q: Does the offer need to be on a CD-ROM?

A: See Section 1. a. OFFER SUBMISION of the combined synopsis solicitation for submission requirements Q: Is there a janitor’s closet?

A: It is a case-by-case basis and some managers may or may not decide to provide an area for supplies/equipment.

Building 3401 Welcome Center Q: Are the floor mats included in the cleaning?

A: Yes, if they are in the floor plan.

Q: What type of cleaning is required for walk-off mats?

A: Vacuum the mats only. There is a separate contract for more thorough cleaning.

Q: Is there a Collective Bargaining Agreement?

A: No.

Q: Is there a janitor’s closet?

A: Several are available.

Q: What type of flooring is on the second level?

A: Luxury Vinyl Tile.

Building 3452 Melaven Gym Q: Does the Government provide soap for the locker rooms?

A: The contractor is responsible for soap in the dispensers and trash liners.

Building 3470 Army Reserve Center Q: How often is the cleaning?

A: Once per week.

Q: Do the number of complaints correlate to the usage?

A: No. Complaints must be immediate, not several days after cleaning.

Q: What is included in the floor mat cleaning?

A: Vacuum the mat and roll up to sweep and mop underneath.

Q: How often is the floor spray buffed?

A: Once per week. On an as needed basis to maintain shine and remove scratches.

Q: Does the ceramic tile in the entry get waxed?

A: No.

Building 3470 Continued Q: Is there a janitor’s closet?

A: It is a case-by-case basis and some managers may or may not decide to provide an area for supplies/equipment.

Building 3709 Q: What is the frequency for cleaning?

A: Frequencies are listed in Appendices A-1 through A-3 in the PWS.

Q: Where does the flooring requirement begin at the entry?

A: It begins between the glass doors, in the Arctic Entry.

Q: The floor plans are not depicted for the hockey locker rooms.

A: The Hockey Locker Rooms are depicted in the current floor plan.

Q: Are the hallways on the contract?

A: The entry hallways are no longer included in the contract. The Hockey locker room hallways will not be added. Hallways are the responsibility of the staff.

Building 4391 Education Center Q: What is the frequency of work versus payment?

A: Contract pays for one cleaning per week, but the contractor may take several days to complete due to the large square footage and the fact the facility is in use day and night.

Q: Are all the hallways depicted on the floor plan?

A: No. Total square footage is annotated on the floor plan.

Q: Is there carpet in the building?

A: Yes, in the computer rooms.

Q: Is there a janitor’s closet?

A: DPW will provide a list of current janitor’s closets available on the current contract. It will be separated between shared versus private closets.

Q: Are baseboards included in the cleaning?

A: Yes.

Building 4070 CRREL Q: Are all rooms on the contract?

A: Yes. There are some rooms/areas that are not on the contract. See floor plans to identify those areas.

Q: Are all rooms required to be waxed?

A: Yes. This building is reimbursable. Rooms are not waxed only at the discretion of the occupant.

Q: Are there exterior requirements?

A: Not for the basic Category I, II, and III. There are requirements under the Special and Emergency cleans. The PWS describes the requirements.

Q: Is the square footage of windows depicted on the floor plan.

A: No. The only buildings that require window cleans are the Category II.

Q: Does the entry grate need to be cleaned underneath?

A: No, it is too heavy to lift and is considered maintenance. When it needs cleaning, contact DPW. They will place a work order.

Building 4109 Youth Center Q: Must bio-degradable products be utilized as described in the PWS? SDS must be provided within 10 days of the award, for approval.

A: They must be used first, but other products may be used in order to accomplish the work.

Q: What is the height requirement for cleaning?

A: Daily cleaning is up to 7 feet. Once per week the cleaning standard is 7 – 10 feet.

Q: What are the cleaning standards for the polyurethane coated gymnasium flooring?

A: There is a separate contract for that cleaning.

Q: Is the initial cleaning expected to be accomplished in the phase-in period?

A: No the initial cleaning time period begins at full performance. Initial cleaning shall be completed within 180 days from the date of the award and within 14 days when new facility is added to the contract (PWS 1.3.2).

Q: Do floors require stripping and waxing?

A: Yes. Contractor must coordinate with facility manager to move items.

Building 4176 Child Development Center II Q: Is the initial cleaning a part of the phase-in?

A: No.

Q: Are the Arctic Entries covered on the contract?

A: Yes.

Q: Can we get a copy of the sign-in sheet?

A: Posted to FBO.