Final_Questions_and_Answers_W912D019R0016.pdf

PWS

1. PWS Section 2.1.1 – Please define what “Interior of Alaska DFA Services” are. Is there an associated publication as we have been unable to locate?

“Interior of Alaska, means any DFA services that will be required in the interior of the state of

Alaska. If the need for an additional location is needed other than the locations mentioned within the

PWS the awardee would get the opportunity to submit a quote/proposal for the additional services/location.

2. PWS Section 2.1.4 – “In the event that the military cooks (92G) have to deploy, the Contractor must provide Contingency Cooks in their absence, as identified in paragraph 3.1.2. In most instances, there shall be a minimum of four (4) hours advance notice provided by the Government or as soon as possible.” It is our understanding that during Extended Hours, hours of operation can change with a minimum notice of four (4) hours. Given the remote location of the Fort Wainwright Installation as well as the consistent occurrence of inclement weather, four (4) hours advance notice does not provide sufficient time for a Contractor to hire and fully vet a staff of Contingency Cooks. Will the

Government revisit the minimum of four (4) hours advance notice for Contingency Cooks?

Industry Standard is 4 hours advanced notice for emergency situations. This statement states that this is a ‘minimum’ advanced notice of a response. Consideration is given to the facts that Ft. Wainwright is a remote location and has consistent occurrence of inclement weather.

3. PWS Section 2.2.3 – The previous Government answer (issued on 7/31/2019 within Amendment

0002 to question 4a) stated that “…as long as the Shift Leader is qualified, which means they would meet the same qualifications as the PM”, however the PWS Section 2.2.3 “Key Personnel” does not state any required qualifications for positions other than the Project Manager. Section 1.6.2.3 of the

BACH PWS states qualifications for the Shift Leader that are different than that of the PM. Please advise.

2.2.3.1 states what qualifications the PM must carry. The expectation is that in the absence of the

PM, a qualified replacement must be used. This replacement must meet the same qualification as that of the PM.

4. PWS Section 3.1.1 -What is each facilities specific SOP for the items listed in the following questions.

There is no specific SOP for the DFA requirement. The contractor must abide by the PWS and the references listed within it.

5. PWS Section 3.1.1.1(a) – States “The Contractor shall clean and sanitize food contact surfaces and equipment in designated serving and self-service locations (e.g. serving lines, self-service salad bars, and condiment areas, drink dispensers, bussing carts, display refrigerators and warmers).

Is it the Government’s intent to have the Contractor perform the following duties in addition to cleaning and sanitizing the listed items:

i. Removal all food pans and containers from the serving lines, self-service lines, salad bars, display refrigerators and warmers.

No. DFAs will clean the lines, after it has been broken down by Government personnel.

ii. Removal of all food items from the bussing carts

Government personnel are responsible for removal of food items from the serving lines and carrousels. DFAs are responsible for cleanup of food residuals from tables.

iii. Emptying the condiment containers (packets of ketchup, mustard, relish, etc.)

Government is responsible for emptying the condiment containers.

iv. If so, what is the specified timeframe for the Contractor to complete these tasks

N/A

When spills occur behind the Serving Lines – as to include the warmers (not self-service) during set-up, meal service and breakdown by the Government personnel who are serving the food, what is the Government’s intent on assigning responsibility for cleaning these spills? This is not specified in any Publication – please advise.

Government is responsible for issue discussed in this question.

Are the listed requirements only for the equipment that is found outside the double doors of the kitchen and forward through the dining room area to the entrance – not in the main kitchen? This is not specified in any Publication – please advise.

The contractor is responsible for everything located forward of the double-doors throughout the dining facility and the pots and pans room located within the kitchen. Within the kitchen, the contractor is only responsible for the pots and pans room.

6. PWS Section 3.1.1.1(b) – States “…clean and sanitize storage compartments of ice making machines, in self service area using alternative procedures listed in Tri Service Food Code”

Is it the Government’s intent that the Contractor is to drain and clean the inside of the dining facility ice machine in the self-service areas only?

No. This is Government responsibility.

What is the Government’s intent for assigning who is responsible for disassembling the soda machine lines for cleaning?

The Government disassembles the soda machine lines. DFAs are responsible for cleaning them.

The Government will reassemble.

Are the listed requirements only for the equipment that is found outside the double doors of the kitchen and forward through the dining room to the entrance – not in the main kitchen?

The contractor is responsible for everything located forward of the double-doors throughout the

7. PWS Section 3.1.1.1(c) – The previous Government answer (issued on 7/31/2019 within Amendment

0002) to question 15c stated “yes, mermite containers are included in Pots, Pans, Serving Pans, Food

Containers shall be cleaned and sanitized IAW Tri Service Food Code (TB Med 530)”.

According to TM 4-41.11 Section 9-1, there are prescribed “Request Lead Times” for IFCs. Is it the Government’s intent to provide the necessary information to the Contractor as prescribed in

TM 4-41.1 Section 9-1 so that adequate staff can be scheduled for cleaning and sanitizing of the upcoming scheduled IFC request(s)?

Yes. That’s is the Government’s intent.

What is the Government’s intent to:

i. Have the Government bring the IFCs (mermites) into the pot and pan cleaning area within the kitchen?

Yes, it is as listed in the solicitation.

ii. Assign a timeframe for the Government to return the IFCs so that the Contractor does not stay past required access hours to the dining facility?

It is our intent to give as much notice as possible, however, we are not expecting the

Contractor to stay behind or past normal operating hours to await the IFC containers. If they do come in after normal operating hours, the IFC containers will be staged by the loading dock, to be picked up by the DFA morning crew.

iii. In the event that the Government returns the IFCs after this above referenced timeframe

Please see above.

8. PWS Section 3.1.1.1(d) – Does the Government intend that the listed requirements are only for the equipment that is found outside the double doors of the kitchen and forward through the dining room to the entrance – not in the main kitchen?

The contractor is responsible for everything located forward of the double-doors throughout the

9. PWS Section 3.1.1.4 – States “Facilities to be closed shall be thoroughly cleaned and all subsistence products shall be protected, safeguarded and reallocated to other facilities based on the COR recommendation when the facility is prepared for closure” Is it the Government’s intent that the

Contractor is responsible for relocating the subsistence from the closed dining facility to the opening dining facility?

No. The contractor will be responsible for moving only those consumables that they are responsible for. (examples: chemicals, cleaning tools, plastic ware, paper ware)

10. PWS Section 3.1.2 – States “This service describes food preparation and tasks in a surge environment that support DFA. The Contractor is responsible for the preparation of meals that include: Breakfast, Lunch, Dinner, Brunch, and Supper, when service is requested.” Is it the

Government’s intent that the Contractor is responsible for meal prep during DFA services?

No. Sections 3.1.2 and 3.1.2.1 are the only areas that the contractor is responsible for meal preparations.

11. PWS Section 4.2 #4 – The previous Government answer (issued on 7/31/2019 within Amendment

0002) to question 13a stated that items b, c, d and e were removed. However, upon review of the

Amendment 0002 PWS, items b, c, d and e are still reflected in Section 4.2 #4.

This was an oversight. Please see the newly updated PWS for new language.

12. PWS Section 7 – Is it the Government’s intent that the Reporting Requirements for A02 are only under Contingency Cook Operations?

This was an oversight. The requirement for this Reporting has been removed from the newly updated

PWS.

MEDCOM

13. Upon further examination of the staffing matrix for CLIN 0007, the meals per day for each band do not line up with the RFP. For example in the RFP for CLIN 0007 there are only 2 bands (subClins) for “two meals (breakfast/lunch) per day 1 – 250 meals” and “two meals (breakfast/lunch) per day

251 – 500 meals”. But on the staffing matrix for CLIN 0007 it has four bands for weekdays, three meals per day; 1 – 600, 601 – 1200, 1201 – 1800, and 1801 – 2400. Also, there are only 2 bands

(subClins) for “Grab n Go (Supper) per day 1 – 25 meals” and “Grab n Go (Supper) per day 26 – 50 meals”. But on the staffing matrix for CLIN 0007 it has two bands for weekends, two meals

(Brunch/Supper) per day; 1 – 480 and 481 – 960.

The Staffing Matrix and Pricing Matrix in question has been updated and will be provided with the amended solicitation.

MEDCCOM

14. In addition for CLIN 0008, the RFP has 1 subCLIN with estimated quantities in it for “two meals

(breakfast/lunch) per day 251 – 500 meals. But the staffing matrix for CLIN 0008 shows, highlighted in blue, 3 meals (breakfast, lunch, and dinner)

The Staffing Matrix and Pricing Matrix in question has been updated and will be provided with the amended solicitation.

15. For contingency cooks (CLIN 0005 and CLIN 0008), will we not be using contingency cooks on the weekends? There is no banding for weekend hours for either CLIN.

ASC Response for CLIN 0005: CLINS 0005BA and BB are for the weekend hours; per Attachment

F the weekend hours are Brunch & Supper. If the CLINs are exercised, they will be required to work weekends and holidays.

16. Tab C in Volume 1 states that the offeror shall submit the Representations, Certifications, and Other

Statements of Offerors “thoroughly completed with all blocks in each certification/representation completed”. As all of our information is up to date in SAM and VetBiz, are we able to submit just paragraph (b) instead of the entire FAR 52.212-3?

Yes, IAW FAR52.212-3 you only have to fill out paragraph (b) if the offeror has completed the information electronically in SAM’s.

17. We see in the news that the Alaskan ferry companies are striking, and we were worried that our mailed proposal could be affected. Do you foresee any continuing issues with the strike and would you consider all mailed proposals timestamped within a certain timeframe, in case there are any other interruptions out of our control?

After consideration, the proposal will be required to be submitted electronically. Instructions will be added to the solicitation.

18. Attachment D – To achieve further clarity on items in PWS Section 3.1.1.1(b) on food preparation equipment that is to be cleaned by the Contractor under DFA services, as well as the previous answer

(issued on 7/31/2019 Amendment 0002) 16b “New contract will require DFA to clean and sanitize items use while preparing meals by the military personnel. Including but not limited to: pots, pans, utensils, equipment (non-electrical).” – please identify which items provided in Attachment D are required to be cleaned by the Contractor during DFA services?

Applicable to Building 3416 & 3728:

KITCHEN AREA:

Contractor Responsible

Equipment Item:

DFA

Services:

Contingency

Cook

Services:

Government

Responsible:

Hot Water Booster – Hobart xxx

Hot Water Booster – Stallizer xxx

Hot Water Heater xxx

Cabinet, Dough xxx xxx

Can Opener xxx xxx

Chill Blaster xxx xxx

Deep Fat Fryer (qty 2) xxx xxx

Digital, Scale xxx xxx

Food Chopper xxx xxx

Food Steamer (qty 2) xxx xxx

Food Warmer Pass Through (qty 2) xxx xxx

Garbage Disposal Machine (qty 2) xxx

Grill, Electric (qty 2) xxx

Grill Flat Top xxx

Meat Slicer xxx xxx

Meat Tenderizer n/a n/a n/a

Mixer 15qt xxx xxx

Mixer Mach 220V xxx xxx

Oven Backing and Roasting Deck (qty 8) xxx xxx

Pan Frying/Braising Electric Tilting Type (qty

2) xxx xxx

Range, Electric, 8 eye xxx xxx

Refrigerator Pass Thru Cooler xxx xxx

Refrigerator Reach In Cooler xxx xxx

Refrigerator Reach In Cooler 4 door xxx xxx

Refrigerator Reach In Cooler, Pass Through

SS

xxx xxx

Refrigerator 2 Door Reach-In (qty 2) xxx xxx

Refrigerator 4 door Pass Thru xxx xxx

Rotisserie Chicken n/a n/a n/a

Steam Kettle (qty 2) xxx xxx

Kitchen Cart xxx

MAIN ENTRÉE SERVING AREAS

Equipment Item:

Contractor Responsible

Government

Responsible:

DFA

Services:

Contingency

Cook

Services:

Reach-In Cooler, Glass True Door (qty 2) xxx

Table, Hot Food Electric 6 hole (qty 3) xxx

SHORT ORDER SERVING AREAS

Contractor Responsible

Government

Responsible:

DFA

Services:

Contingency

Cook

Services:

Grill, Electric Flat Top xxx xxx

Refrigerator Counter, Grill Stand xxx

Sandwich Bar (qty 2) xxx

Table Hot Food: Electric w/ Carving Shelf

Drains and Casters xxx xxx

Table, Hot Food Electric 6 Hole xxx

PERISHABLE STORAGE AREAS

Contractor Responsible

Government

Responsible:

DFA

Services:

Contingency

Cook

Services:

Refrigerator Reach-In Cooler xxx xxx

Thaw Box, Roll-In (qty 2) xxx xxx

Sandwich Bar (qty 2) xxx

Table, Hot Food Electric 6 Hole xxx

SEMIPERISHABLE STORAGE AREAS

Contractor Responsible

Government

Responsible:

DFA

Services:

Contingency

Cook

Services:

Rack, Canned Food xxx

19. Amendment 0001 – Page 2 of 16 “Addendum to Provision 52.212-1 – Paragraph (c)” states that

“The offeror agrees to hold the prices in its offer firm for 90 calendar days from the date specified for receipt of offers.” Then on Page 3 of 16 “General Instructions (b) states that “Proposals shall remain valid for 120 days following the date specified for receipt of offers.” Which timeframe is the intent of the Government?

120 days, solicitation has been updated.

20. Bi-Weekly Invoicing – According to the Solicitation W912D0-19-R-0016 Clause 252.232-7003(B)

“Invoice as 2-in-1” would the Government consider changing the invoicing net terms to include FAR

32.904 (g) “Multiple Payment Due Dates” to allow the Contractor to invoice biweekly (every 14 days) as it does not currently specify net invoicing terms in the Solicitation?

No change in invoicing.

21. Accelerated Payments – Would the Government consider including:

FAR 32.903(a)(5) by clause “May authorize the use of accelerated payment methods as specified at 5 CFR 1315.5.”?

CFR 1315.5(b) “Accelerated Payment Methods – Small Business” by clause – “Agencies may pay a small business as quickly as possible, when all proper documentation, including acceptance, in received in the payment office and before the payment due date. Such payments are not subject to payment restrictions stated elsewhere in this part. Vendors shall be entitled to interest penalties if invoice payments are made after the payment due date.”

FAR 32.903(a)(1)(i) and (ii) “Responsibilities” by clause - to shorten the payment window from

30 days (but not less than 7 days per FAR 32.906(a)) for making contract invoice payments.

FAR 52.216-7(c) “Allowable Cost and Payment” by clause – “Small business concerns. A small business concern may receive more frequent payments than every 2 weeks”.

No change at this time. The COR will be required to approve invoices as soon as possible upon receipt.

22. Operating Hours – Per Attachment F, the Operating Hours for the DFAC (3416/3728) is 0745 –

1830 Mon-Fri, 0830 – 1730 Training/Federal Holidays and 0930 – 1730 on Weekends. Does the

Government intend to set the hours that Contractor staff can access the facility and the morning and the time that the contractor staff must exit the facility in the evening based on each day’s operating hours? With these Contractor access hours:

What is the Government’s intent:

i. If the Military Personnel do not have their tasks/duties/responsibilities completed prior to the

Contractor having to leave for the day (thereby hindering Contractor completion of tasks/duties/responsibilities)? This concern is directly associated with facility inspections by the Government.

ii. If the Military Personnel soil/dirty the Contractor cleaned areas prior to Contractor staff arriving for the day? This concern is directly associated with facility inspections by the

Government.

iii. If the Military Personnel Government personnel soil/dirty the Contractor cleaned areas after the Contractor staff have left for the day? This concern is directly associated with facility inspections by the Government.

Yes the government does intend to make the building available, AM/PM. Currently hours of operation dictate the report time of the contracts. e.g. If the DFAC meal begins at 0900 and the

Gov't reports at 0800, the contractor will not be required to be on station until 0800. The expectation is they work when the Government works. Payments are based on hours of operation

vs. hours in the in a working day.

i. During normal operating hours, there is no way the Contractor can complete all of their duties prior to the Government completing their requirements.

ii / iii If there are residuals left over by a night crew (for example) the PM is to bring the issue to the attention of the duty manager for corrective actions. Currently there is no night crew, so there shouldn't be left over dishes. The Govt will take consideration into left over item

23. Invoicing/Headcount Bands – Is it the Government’s intent to provide:

The applicable installation specific SOP(s) (according to TM 4-41.11 Section 2-11 and AR 30-22

Section 5-9) for determining the estimated workload (i.e. headcount/Strength and Feeder Report) for the Dining Facility?

The applicable SOP for invoicing process under headcount bands structure? Clarification is needed for who/what/when will the invoiced bands be confirmed on the side of the Government when the Contractor submits or attempts to submit their invoice for services?

There is no applicable SOP for the DFA contract. Under the Contingency Clin, the DFAC manager will provide the Band increase if applicable. The workload projection is a function of the DFAC Manager.

Projections will be provided by the Government for each day. Payment is based on actuals. A print out of the AFMIS data will be provided by COB, 2 days after the last day of the month.

24. Addendum to Clause 52.212-4 Page 9 of 16 – “Paragraph a – Inspection/Acceptance” states to see block 15 of SF 1449, which directs you to “SEE SCHEDULE” however it is just for the roll-up of the main CLINs 0001-0008. Will a Delivery breakdown of the SubCLINs be provided as well?

No, delivery break down for the subCLINs will be provided. Services will be performed at LRC

DFAC and MEDCOM DFAC.

25. Attachment G, Staffing Matrix, “BLDG 4076” Tab Discussion: The tab’s staffing request does not correspond with the Attachment H “Pricing Matrix” for the same CLIN. The serving levels and feeding times on the staffing matrix do not match what is on the pricing matrix.

Will the government be issuing a revised Attachment G or should offerors amend the current attachment as appropriate?

Yes, revised Attachment G will be provided.