Questions_and_Answers_for_FWA_Portable_Latrines_Solicitation_(8.29.17).pdf

QUESTIONS AND ANSWERS

SOLICIATATION NO. W912D0-17-R-0003; PORTALBE LATRINE RENTAL

The Regional Contracting Office Alaska (RCO-AK) is providing a report on questions received from potential bidders related to the above solicitation the RCO-AK answers in order to provide a fair opportunity for all bidders. The following Q&As include relevant questions properly submitted before the deadline for questions.

Verbal responses to questions will not be provided.

Bidders will not be identified in answers.

If interpretations or other changes to this Solicitation are required as result of inquiries made during the question and answer period, the Solicitation may be amended. All amendments are posted to the same location as the posting of the original solicitation.

Vendor Question 1: On page 19 of the PWS, it begins to list the latrine vaults, and we wanted to clarify the location of each. It looks as though some of these are outside the Place of Performance described in 1.1.4 of the PWS.

RCO-AK Answer 1: We have determined that the latrine vaults numbered (6, 7, 9, and

10) listed on page 19 of the PWS are located in the Fort Greely and Delta Training Areas. Also, we have determined that on page 20 of the PWS that the latrine vaults numbered (38, 39, 40, 41, 42, 43, 44, 45, and 46) are located in the Fort Greely and Delta Training Areas as well. These latrine vaults have been removed from the PWS.

Vendor Question 2: On page 19 of the PWS, the list of latrine vaults has a quantity of tanks per location but no sizes for the tanks. We were hoping to get more detailed information on the tank sizes.

RCO-AK Answer 2: Attachment 2 of the solicitation identifies CLIN #0009 (Size Verification of Latrine Vaults) see attached PWS amended. PWS paragraph 2.5 Periodic Pumping and Cleaning Services states that the Contractor shall provide size verification for each latrine vault per terms of each task order. Unit of issue was adjusted from each to gallons for CLIN 0008 and all associated option year CLIN’s on the bid sheets.

Vendor Question 3: On page 15 of the PWS begins the price list for each type of restroom, pumping, cancellation etc. This list has a total of 65 line items and unit price fields. On Attachment 2, this list is duplicated for each option year, as a “CLIN Individual Price List” but also has a list of CLINs numbered 0001 through 0010 for each option year on separate sheet. The directions are to fill out the yellow fields only, which only appear on the CLINs list numbered 0001-0010. What is the best way to represent these multiple prices in the one yellow field per CLIN? We can fill out the Individual Price List for each option year, the fields just do not show yellow on the attachment we have.

RCO-AK Answer 3: On page 17 &18 of the PWS the Cancellation of Portable Latrine Rental Services has been removed to match to the CLIN structure described in Attachment 2. Attachment 2 ‘Bid Summary” tab on the yellow fields need to be completed by the bidder. Also within Attachment 2, the tabs “Price List” should be completed by each bidder by inputting “Unit Price” for each individual price list items.

The spreadsheet is formatted to calculate and populate the Yearly tabs and the bottom of the “Bid Summary” tab. All areas that require input from the contractor has been highlighted yellow.

Vendor Question 4: We wanted to clarify what the CLIN #0009 – “Size Verification of Latrine Vault” entailed, and what it will be used for. On Option Year 1 that CLIN changes to the same description and quantity as CLIN #0008 – “Pumping and Cleaning of Latrine Vaults, then back to “Size Verification of Latrine Vaults on the rest of the option years through 4.

RCO-AK Answer 4: CLIN #0009 – “Size Verification of Latrine Vault” the Contractor shall provide size verification for each latrine vault per terms of each task order. Option Year 1 CLIN #0009 has been amended to read “Size Verification of Latrine Vaults (Septic Tanks) consistent with the other tabs.

Vendor Question 5: It does not appear that there are any separate mileage CLINs on this solicitation. Are any mileage fees required intended to be built into CLIN #0004 – “Pumping Services” with respect to the four (4) zones available on the Individual Price List? How will that work for delivery of restrooms to the different locations?

RCO-AK Answer 5: Correct there are no mileage CLINs in this solicitation. Mileage CLINs are considered Time & Material and this is a Firm-Fixed Price solicitation.

Mileage should be included in the unit price and based on the miles from the installation identified in each zone.

Vendor Question 6: Relocation CLIN #0006 – Is mileage and service to move restrooms in one price? Is this price per restroom per trip?

RCO-AK Answer 6: Yes, mileage and service are included the price to relocate the restrooms and this price is mirrored per restroom not per trip.

Vendor Question 7: The cancellation CLINs listed on page 17 and 18 of the PWS ae not on the accompanying Individual Price List in the Excel attachments.

RCO-AK Answer 7: On page 17 &18 of the PWS the Cancellation of Portable Latrine Rental Services has been removed to match to the CLIN structure described in Attachment 2. An amended PWS has been provided.

Vendor Question 8: On previous contracts there was a pumping/cleaning service and a mileage charged assessed on pick up of restrooms. Is this still the case or any charges associated with mileage and/or pumping/cleaning for pick-up intended to be built into the rental price of the restrooms? The CLIN description for rental states that price will include delivery, set-up, and pick-up of the various types and we wanted to clarify.

RCO-AK Answer 8: The pumping of the restrooms on pick-up is a separate charge listed under CLIN #0004. The rental price of the restrooms include delivery, set-up, pick-up and related mileage and cleaning.

Vendor Question 9: Emergency CLIN #0005 – We wanted to confirm the circumstances of using this CLIN. Is this in essence used as a “callout”? So charge for late or short time from deliveries and work that is charged in addition to any other charges to be assessed for the work itself?

RCO-AK Answer 9: The Emergency CLIN #0005 is intended to perform an order to report for emergency or special work, especially at an unusual time or place for restroom rental.

Vendor Question 10: Paragraph 2.5 of the PWS – Latrine Vaults – We were hoping to get as much detailed information as possible in regard to the tank systems, parts, and components that we might be expected to encounter or repair in the execution of work required under this CLIN. Also what sampling and testing is expected, and for what purposes, so that we may provide the most accurate bid?

RCO-AK Answer 10: Paragraph 2.5 of the PWS – Latrine Vaults – has been amended to read latrine vaults services include pumping and cleaning with documentation of work performed. The requirement for repair, sampling, and testing is no longer required.

Vendor Question 11: Pumping of the latrine vaults has an estimated quantity of 67, which appears to translate to 1 pumping per year. Is there any requirement for the time of year where this has to take place? Pumping of vaults is the most feasible during summer months, and a requirement to thaw them for pumping could affect the per service price.

RCO-AK Answer 11: The pumping of the latrine vaults has been amended to gallons.

There is no longer a requirement to thaw the latrine vaults. The preferred time to pump the latrine vaults is April and Sept. However each pumping will be task order driven so times may vary.

Vendor Question 12: Page five (5) of the Combined Synopsis / Solicitation – Are there any examples of Exceptions / Assumptions that we can reference?

RCO-AK Answer 12: The government does not have examples of the requested information. This type of information generally refers to commercial industry exceptions or assumptions used when developing quotes or proposals. They can range from expecting XX number of hours to respond to detailed price data and time constraints.

Vendor Question 13: On Page1 of the Excel spreadsheets, on the Bid Summary Sheet, It states that DFARS Clause 252.204.-7011, Alternative Line Item Structure is included in the solicitation, and that in addition to filing out the attached bid sheet, we may propose an alternate CLIN structure. Is this something that the Contracting Officer (KO) is open to? We had some thoughts as to some slight changes that we could propose that would still stream line the CLIN process quite a bit not completely combine some of the CLINs that are listed here.

RCO-AK Answer 13: Yes the government is open to input for proposed CLIN structures and best practices.

Vendor Question 14: We were wondering if there was someone we could talk to in the Environmental Department in regard to the sampling and analysis that is being required for the vault toilet pumping. We aren’t sure what kinds of reports and sampling they will be expecting.

RCO-AK Answer 14: Paragraph 2.5 of the PWS – Latrine Vaults – has been amended to read latrine vaults services include pumping and cleaning with documentation of work performed. Sampling and analysis is no longer required.

Vendor Question 15: Latrine Vaults services include pumping and cleaning, thawing of septic systems if required; maintenance and repair of systems and system parts and components; respond to and correct system malfunctions and/or alarms; inspection of systems, collection, sampling, analysis, and disposal of waste products; and documentation and reporting of work performed.

RCO-AK Answer 15: Paragraph 2.5 of the PWS – Latrine Vaults – has been amended to read latrine vaults services include pumping and cleaning with documentation of work performed. The requirements for maintenance and repair system and system parts and components; respond to and correct system malfunctions and/or alarms; inspection of systems, collection, sampling, analysis, and disposal of waste products are no longer required and has been removed.

Vendor Question 16: How many past performance reports are required? We see the requirements of each but not a total number to be turned in.

RCO-AK Answer 16: There is no minimum or maximum to past performance questionnaires to submit. The only restriction are outlined in the Combined Synopsis/Solicitation.

Vendor Question 17: PWS 2.4 Pumping and Cleaning of Grease Traps/Interceptors – Grease traps can range from 30 gallons to 1000 gallons or more. Cost of disposal alone could range from $200.00 - $7500.00 per tank depending on size. Without knowing more information in regard to size and relative location of each grease trap, we cannot accurately quote the work.

RCO-AK 17: This requirement has been removed from the PWS.

END OF QUESTION AND ANSWER REPORT