B.08 RFP Contractor Questions and Answers dated 3 September 2024.pdf

Attachment (4) Contractor Questions and Answers / W912DY-24-R-0064, dated 3 September 2024

1. Question: Is this a new requirement or an existing contract?

Government Response: There is an existing contract, however, the scope of work for this requirement is less than what is required for the existing requirement.

2. Question: If this is an existing contract, who is the incumbent and what is the current contract number?

Government Response: Ahntech, Inc. is the incumbent. The current contract number is

W912DY19C0072.

3. Question: What does the government estimate the level of effort in either Full time employees or labor hours per year to be?

Government Response: The contractor is responsible for determining its own staffing plan to meet the requirements of the PWS.

4. Question: PWS para 5.1 states that the “contractor shall provide all hand tools, bits, blades, and fasteners required under this contract in quantities as indicated in Exhibit A tool and Exhibit B materials listing.” PWS 5.3 states “Hand tools and non-consumed expendable items, bits, blades, etc.

shall be returned to the government at the end of the contract.” Will the government clarify if the contractor is required to provide the hand tools, bits, blades, etc or will the government be providing the items listed in Exhibit A and Exhibit B.

Government Response: Some tools are available, but the condition and remaining life cannot be guaranteed. Those tools will be available for contractor use however the contractor is required to provide all items in Exhibit A and Exhibit B and replace as needed for the duration of the contract.

5. Question: What was the previous award amount?

Government Response: The total value of the existing contract including all options is $1,118,915.33.

6. Question: Are the positions currently filled?

Government Response: Yes

7. Question: Who is managing this effort currently?

If it is a contractor:

What is the contractor’s name?

What is the Contract/Solicitation Number?

What is the POP of the contract?

What is the value of the contract?

How many personnel are on the contract?

Government Response: Ahntech, Inc. is the current contractor. The contract number W912DY19C0072. The PoP included a base year and four option years. The Period of Performance is 30 September 2019 to 29 September 2024. The current value of the contract is $1,118,915.33. The current contract is staffed with 4 full time employees however the scope for the new contract is reduced.

8. Question: In the Performance Work Statement (A.02 PWS) in paragraph 6.3., the government states:

“The estimated number of work orders is approximately 500 per year.”

a. Can the government provide an estimate of the time required on average per work order

(WO)?

b. Does the Government have/can you provide an historical / annual schedule by month of WOs?

Government Response: Work order completion time varies. There are regular recurring tasks / work orders included in the PWS however most all work orders are generated as the need arises. HNC recently moved into its current location, a new building with new furniture. As a result, there is no schedule or historical information that can be provided.

9. Question: In the Performance Work Statement (A.02 PWS) in paragraph 6.5., the government states:

“There are an average of 30 [special] events per year.”

a. Can the government provide an estimate of the time required on average per special event?

b. Does the Government have/can you provide an historical / annual schedule by month of projected / recurring special events?

Government Response: See response to question 8.

10. Question: Can the government provide a full list of hand tools the government will provide the contractor upon contract award?

Government Response: No, the Government cannot provide a list of available tools, the Government cannot guarantee condition and remaining life of tools on hand. The government provided an inclusive listing of items required in exhibit A and Exhibit B. IAW Section 5.1 Contractor shall provide hand tools, bits, blades, and fasteners required under this contract in quantities as indicated in Exhibit A tool and Exhibit B materials listing. The government will provide pallet jacks, ladders, carts, dolly’s, a GSA box truck with tommy lift gate. The government will also provide banding and wrapping materials and associated equipment.

11. Question: Will the government provide Internet access to the workstations?

Government Response: Yes.

12. Question: The CLIN Pricing Format appearing in the Letter appears nowhere else in the documents that have been released. Is it acceptable to copy or otherwise replicate this matrix depiction and complete the same with our submission package?

Government Response: Yes. Use the CLIN/Pricing Format provided in the RFP Letter. Pricing should also include a narrative or spreadsheet with sufficient detail for the Government to determine how the proposed price was calculated to include labor categories, rates, and hours.

13. Question: Can the Pricing (Factor 1) presentation be submitted jointly and concurrently with the presentations of Factors 2 and 3, or would the evaluators like them to appear as separate submissions?

Government Response: Factor 1 shall be submitted in a separate file from Factor 2 and Factor 3.

14. Question: PWS Sec. 7.0 refers to a transitional phase-in and phase out period. Is there an existing contract that is substantially providing the services and work efforts described in the PWS? If so, are we to rely on the current DOL Wage Determination alone or is there an existing collective bargaining agreement (CBA) in place. Also, assuming there is an existing contract, are we to assume that the directive of Executive Order #14055 is applicable for this acquisition?

Government Response: Yes. See question 2. Service Contract Act WD #: 2015-4603 is applicable.

There is no CBA. EO 14055 is not applicable.

15. Question: Reference to: PWS Sections 4.0-6.0, and CLAUSES INCORPORATED BY REFERENCE - FAR 252.204-7019 (Notice of NIST SP 800-171 DoD Assessment Requirements).

In the discussions relating to GFE and CF Supplies and Services there are various references to required activities that imply the use of a computer and a networked connection. Is the contractor to supply such computational equipment, complete with the software referenced in Section 6.1, or is this included in the GFE and currently in use? Also, will the computer be connected solely to the HNC LAN or open to internet email connection and web connections for virtual training requirements of Section 9.0 inclusive. assuming the contractor has met the compliance objectives of NIST SP 800-171 (252.204-7020)?

Government Response: The Government will supply the computer and associated equipment and it will remain at the Government location. The computer will be connected to the HNC network, internet access to all training is available as well as access to email.

16. Question: Reference to: CLAUSES INCORPORATED BY REFERENCE - FAR 252.204-7019 Notice of NIST SP 800-171 DoD Assessment Requirements. Will the contractor be required to file a complete connectivity and informational flow compliance documentation under the NIST protocols, with the ACE, DOD and NIST? If so, will the work provided by the contractor personnel be allowed to proceed IAW contract time specifications while the approval process is undertaken by the appropriate agencies?

Government Response: No. This provision is not applicable and is removed from the solicitation.

17. Question: Reference to: PWS Section 9.13 Escorting… In situations requiring staff escorts, is the Government responsible for supplying cleared personnel or must the contractor employ at least one cleared staff member onsite to meet this obligation?

Government Response: The Government is responsible for providing escorts.

18. Question: Reference to: PWS Section 15.0, i.

Is the Project Manager (PM) listed as part of the “Points of Contact” an ACE-employed PM overseeing the performance of the contractor, in addition to the COR or is the individual listed the PM provided by an existing contractor?

Government Response: The PM is a U.S. Army Corps of Engineers employee.

19. Question: Reference to: PWS Section 6.3 - Logistics Work Order System.

The PWS mentions the need for monitoring and updating the Government-provided Logistics Work Order system daily. Can the Government clarify if there will be any specific training provided for this system, and if so, what the duration and format of this training will be? Additionally, will the contractor have access to technical support for this system throughout the contract period?

Government Response: The COR will demonstrate and provide instruction on how to use the work order system. Technical support is available if needed.

20. Question: Reference to: PWS Section 4.4 - Government-Furnished Equipment (GFE).

The PWS indicates that GSA vehicles will be provided upon request for specific tasks. Can the Government provide more details on the process and timeline for requesting these vehicles?

Additionally, what are the protocols in place if a vehicle is not available when needed for task completion?

Government Response: GSA vehicles may be checked out from the logistics office located in the same area of the building where the contractor will be working. The Government has sufficient vehicles available, however in the event there is a lack of vehicle availability the contractor shall notify the COR.

21. Question: Reference to: PWS Section 6.6.9 - Warehouse Organization.

The PWS outlines responsibilities for warehouse organization, including segregating and delivering equipment. Could the Government specify the expected frequency of these tasks, and whether there are any key performance indicators (KPIs) that the contractor will be measured against in this area?

Government Response: The frequency varies and will be tracked through the work order system.

Completion times for work orders are stated in PWS 6.3.

22. Question: Reference to: PWS Section 2.4 - National Agency Check.

The PWS requires that all personnel have a favorably adjudicated National Agency Check prior to employment. In the event that a replacement is necessary, what is the expected turnaround time for obtaining clearance for new personnel, and will any provisional access be allowed while clearance is pending?

Government Response: Provisional access can expect to be granted within 1 to 2 business days.

23. Question: Reference to: PWS Section 10.0 - Safety Requirements.

The PWS refers to the U.S. Army Corps of Engineers Safety and Health Requirements (EM 385-1-1).

Will the Government provide any specific safety training or orientation to ensure compliance with these requirements, particularly for tasks involving Personal Protective Equipment (PPE)?

Additionally, are there any site-specific safety protocols that the contractor should be aware of?

Government Response: Yes, the HNC safety office will provide a safety orientation. Safety protocols and procedures will be covered in the safety orientation after contract award.

24. Question: Reference to: PWS Section 6.5 - Special Events Support.

The PWS indicates that the contractor will be involved in setting up and supporting special events.

Could the Government provide an estimate of the number of events and their typical duration? Are there any specific protocols or guidelines that the contractor needs to follow when setting up for these events?

Government Response: There are an average of 30 events per year. There are no special guidelines or protocols. Event set up consist up setting up the room or event location with chairs, tables, tents, etc Event set up does not include decorating.

25. Question: Reference to: CLAUSES INCORPORATED BY REFERENCE - FAR 52.204-21 Basic Safeguarding of Covered Contractor Information Systems.

Given the requirement for safeguarding contractor information systems, will the Government require any specific cybersecurity certifications or assessments beyond the NIST SP 800-171? If so, will there be any Government-provided resources or guidance to achieve these standards?

Government Response: No and Not applicable.

26. Question: Reference to: PWS Section 1.0 - General Requirements.

The PWS states that the contractor shall furnish "full-time labor and supervision." Is the Government requiring that the contractor hires full-time staff exclusively for this contract, or is there flexibility for the contractor to utilize part-time or temporary personnel to meet the contract requirements as long as the service levels are maintained?

Government Response: The contractor is responsible for determining its staffing plan to meet the requirements of the PWS. There is no restriction on the utilization of part time employees however, the personnel/employee requirements mandated in the PWS apply to all employees regardless of their status of full time or part time.

27. Question: I understand there is a requirement for 1 full-time onsite supervisor. In addition to the supervisor, is there an estimated number of FTEs or labor hours required for contract performance?

Government Response: The contractor is responsible for determining its staffing plan.

28. Question: Is there an incumbent, if so, can the Government please provide the Name, Contract Number and periods of Performance and total Cost of the current contract?

Government Response: See response to question 7.

29. Question: Section 2.3. Will the government provide office space for the contractor’s supervisor, if not, can the supervisor be off base & able to report within 1-hour when required?

Government Response: The Government has a dedicated workstation for the contractor’s supervisor.

30. Question: Section 5.1. Can the Government provide an estimated cost of the initial purchase and replacement/year for these CFI items during the 5-year contract performance?

Government Response: No. The contractor is responsible for pricing and sourcing the required items listed in exhibit A and Exhibit B. This includes the initial purchase and replacement through the life of the contract. See PWS Section 5.1 “Contractor shall provide hand tools, bits, blades, and fasteners required under this contract in quantities as indicated in Exhibit A tool and Exhibit B materials listing.” The government will provide pallet jacks, ladders, carts, dolly’s, a GSA box truck with tommy lift gate. The government will also provide banding and wrapping materials and associated equipment.

31. Question: Section 6.0. Can the government provide the name and version(s) of the logistics work order system that is currently being used i.e., MAXIMO, etc?

Government Response: It is a SharePoint work order system. Access will be granted to contract employees, when issued government laptops upon award.

32. Question: Section 6.5. Is the space for storage of items used for Special Events to be provided by the contractor or is it government provided space on or off base?

Government Response: The Government will provide storage space at the Huntsville Engineering and Support Center main facility located at 300 Gateway Redstone Arsenal.

33. Question: Section 7.0. How many days is the government allowing for the Transition/Phase-in period from the old to the new contractor?

Government Response: The contractor should be fully transitioned within 30 days from contract award.

34. Question: Section 9.13. We anticipate that a National Agency Check does not allow escorting in classified or sensitive areas, and would like to know what is the lowest level of clearance required for escorting in classified or sensitive areas under this contract?

Government Response: There is no requirement for the contractor to escort. Should an escort be required for contract personnel, the Government will escort the contractor.

35. Question: Can the government provide a list of stocked items? And can the government provide the number of pulls and turn-ins for the last year?

Government Response: The Vendor is provided an estimate of work orders at 500. This number includes pulls and turn ins. There is no government list of stocked items. Parts will be ordered by the government and installed by the contractor.

36. Question: Can the government identify the name of the modular furniture type?

Government Response: Hard wood office furniture is JSI brand. The modular cubicle style furniture is Herman Miller product line.

37. Question: Can the government give the size of the modular furniture moves and the timelines require to complete Work Orders (WO)?

Government Response: All dimensional requirements will be outlined by the government at the time of requests for work within the work order system. Timelines are provided by the vendor to the government, when addressing start of work and schedule for completion.

38. Question: Can the government identify the number of modular furniture piece parts in stock?

Government Response: None, the Government does not keep any in stock.

39. Question: What is the size ie: height and width of the modular furniture panels, desk and flipper cabinets?

Government Response: Upon award the contractor providing services will have access to salient characteristics of furnishings within the area of performance.

40. Question: Past Performance states projects similar in size and scope, what is the square footage total square footage for this project or the square footage for the facilities in which support services are being provided?

Government Response: RG300 is 206k SF office space with 10k SF warehouse. Building 3461 is 6k SF. Building 3447 is 6500 SF. RG100 is approximately 8500k sf.

41. Question: What is the anticipated award date?

Government Response: September 30, 2024.

42. Question: Will off-site event set up be required?

Government Response: Yes. HNC typically has one event each year at the Carrol D. Hudson Recreational Area on Redstone Arsenal, Monte Sano State Park, or other location to be determined within the Huntsville area that may require delivery, set up and break down of tents, chairs, etc.

43. Question: Does the contractor have to stay during event?

Government Response: No, however they are allowed to stay and participate if they wish.

44. Question: Are GSA vehicles provided to the contractor to use?

Government Response: There is 1 box truck dedicated for contractor use. Other GSA vehicles can be requested when needed. No personal or contractor vehicles are to be used.

45. Question: How many events and work orders per year?

Government Response: Average of 30 events and approximately 500 work orders per year.

46. Question: Are there any VIP events?

Government Response: Potentially, VIP events may occur. A work order will be submitted to set up for event.

47. Question: Are the number of work orders steady throughout the year?

Government Response: September and October seem to be slower for the total number of work orders submitted. Work orders remain steady throughout the rest of the year. Number of work orders per day varies.

48. Question: Where are the workstations located?

Government Response: There are 3 workstations located right outside the warehouse door. Network connectivity, power, and a total of two laptops will be provided to the contractor.

49. Question: What are the other offices in the workstation area?

Government Response: The shipping, property, and transportation offices are adjacent to the workstation area.

50. Question: Is most of the work done in this building (300 Secured Gateway)?

Government Response: Yes. 90% of the work is in relation to this building.

51. Question: Are we required to change the lightbulbs?

Government Response: Only on furniture, if any.

52. Question: What is the current staffing?

Government Response: There are 4 FTE’s. The scope of the current contract is different from what will be required under this contract. Less work will be required with this contract.

53. Question: After the warranty period is over, would the furniture work orders increase the 500 per year?

Government Response: Furniture breakdown and reconfiguration is included in the scope of work however this is for small efforts. A major floor plan redesign that requires significant breakdown, movement, and reassembly of large areas in the building are not anticipated and not considered within this scope. The most common work orders for furniture would include light bulb replacement, replacing power connections, panels etc.

54. Question: Are the contractors escorting teams coming in to do major reconfigurations?

Government Response: No.

55. Question: What is required to be included in the annual inventory?

Government Response: All GFE purchased by the contractor or issued to the contractor for their use.:

I.E Tools, parts on hand, and available furniture on hand as well as dolly’s carts and material handling equipment issue to the vendor.

56. Question: Are hand tools provided?

Government Response: IAW section 5.1 of the PWS and included in Appendix A and B are the tools required to be provided by the vendor. Quantities are included within the appendix. The government does have some tools on hand. Keep in mind they are being used by the incumbent contractor and have several years on them and the condition and remaining life cannot be guaranteed. The government will make those available to the awardee. However, this does not preclude the vendor from complying with section 5.1 of the PWS.

57. Question: Do tools have to be turned into the government at the end of the contract?

Government Response: Yes, hand tools and non-consumed expendable items, bits, blades, etc. shall be returned to the government at the end of the contract.

58. Question: What is the warehouse used for?

Government Response: Cages in warehouse are used for storage for different teams. Logistics Management contractor has their own cage for storage of tools, etc.

59. Question: Do the other locations have warehouses?

Government Response: No, the only warehouse is at 300 Secured Gateway.

60. Question: What deliverables are required?

Government Response: Monthly Status Reports and invoices are required.

61. Question: How often are the shred bins emptied?

Government Response: The contractor must comply with PWS 6.6.10. On the 2nd Tuesday of the month a truck will come to empty all bins.

62. Question: Does the contractor run the warehouse or support the warehouse?

Government Response: The contractor supports the warehouse.

63. Question: How many meeting spaces are in Building 300?

Government Response: 56 meeting spaces

64. Question: Are there any secured rooms in Building 300?

65. Question: Are contractor employees required to have CAC card and clearance?

Government Response: Contractor employees are required to obtain a CAC. A security clearance is not required.

66. Question: Are there carts available to move furniture?

Government Response: Yes. Carts are available for use and there is a freight elevator.

67. Question: Who keeps track of paper count?

Government Response: The contractor is to keep count of paper.

68. Question: Will the site visit attendee list be posted?

Government Response: It will not be posted but will be kept in the contract file.

69. Question: Are there event support request that occur with less than a 24 hour notice?

Government Response: Yes, this does occur on occasion.

70. Question: Does the Government provide the repair parts for furniture?

Government Response: Yes.

71. Question: Is there a page count limit for proposals?