QuestionAnswers Amendment 004 19032020.pdf

Question 6: Is this a new requirement? If not, who is the current incumbent and contract number?

Answer 6: This is not a new requirement. The current Prime Contract Holder is SRM Group Inc. The contract number is W912JF‐13‐C‐003

Question 7: If not a new requirement, are there any issues with the current staff?

Answer 7: No

Question 8: How many current contractor FTEs are on the current contract?

Answer 8: 76

Question 9: Regarding the National Emergency declaration surrounding COVID‐19 mitigation efforts, in the event that any State, Local, or Federal directives restrict or delay any shipping couriers during the precautionary period of COVID‐19 mitigation efforts, will one digital response via email be minimally acceptable?

Answer 9: No, offerors will be required to submit proposals electronically and in hard copy form in order to mitigate any shipping delays resulting from the COVID‐19 environment. Hard copies are still required to be sent with the goal of meeting the proposal deadline, however, by now requiring an electronic proposal, delayed receipt due to potential shipping issues should be mitigated. A complete electronic copy of a proposal received by the government POC by the due date and time for offers will be considered ‘on‐time’ (This information was added to the clause 52.212‐1 Instructions to Offerors)

Question 10: In response to PWS 1.4.4, can the Government provide ground transportation data showing the number of trips made per day during normal operating hours?

Answer 10: Varies according to Student occupancy and number of Students requiring transportation.

Historically transportation requirements are higher on Fridays (students departing) and Sundays (students arriving). Typical Friday and Sundays would involve transporting up to 600 students to and from the Little Rock Airport.

Question 11: Are soldiers required to leave a credit card on file for incidentals and or damages when checking in?

Answer 11: No

Question 12: How does the government recover monies owed for damages that are beyond normal wear and tear?

Answer 12: The Government does not recover funds for damages caused to government owned property. The Contractor could attempt to recover funds for damages to contractor owned property without Government involvement.

Question 13: Will soldiers be charged for lost or damaged keys/keycards?

Answer 13: Keycards‐ No. Hard Keys‐ Contractor is responsible for controlling and maintaining keys. If Government determines the contractor is negligent the Government could charge the contractor. For Guest negligence the Contractor could attempt to recover funds from the Guest with no assistance from the Government.

Question 13(a): Who is responsible for purchasing guest keys?

Answer 13(a): The Government.

Discussion 14:

IAW PWS 3.3.1.5 The contractor shall support and coordinate delivery and installation of all replacement equipment or furniture regardless of the source of replacement. The contractor shall be responsible for providing access to the rooms, to include moving items within the room as needed, to facilitate the removal and delivery.

Question 14: To clarify paragraph 3.3.1.5 of the PWS, is the Government responsible for the purchase and delivery of furniture to the property?

Answer 14: See PWS 3.3.1.6 and 3.3.1.7.

Discussion 15:

IAW PWS 5.1.3 Contractor shall ensure adequate staffing to quickly and efficiently register both individuals and large groups during high registration periods. Peak staffing could last for 9 hours with 80 guests per clerk in 9 hours. A 20 minute wait is acceptable in peak hours; 5 minutes during nonpeak. For high visibility conferences (up to 4 per year) guest wait time during peak hours shall be no more than 10 minutes.

Question 15: Is overtime allowed under this contract?

Answer 15: The Government will not pay or approve overtime. The contract is subject to the Fair Labor Standards Act(FLSA) and the Service Contract Act(SCA), which govern overtime requirement and rates for employees. The contractor will be responsible for managing their labor force and associated labor responsibilities in accordance with federal labor laws.

Discussion 16:

IAW PWS 5.1.6 Contractor shall purchase and maintain a stock of guest amenities toothbrushes, toothpaste, deodorant, razors, shaving cream, etc.) in the event a guest has forgotten such items or has issue of temporary lost luggage.

Question 16: What is the list of required guest amenities the contractor is responsible to maintain, and will the Government reimburse the contractor for the purchase of required amenities?

Answer 16: The Government will not reimburse the Contractor for guest amenities purchased.

Amenities required at the Front Desk are: soap, body wash, shampoo, lotion, hair dryers, combs, feminine hygiene products, shaving cream for men and women, razors, sewing kits, extra towels, extra bed sheets (this information has been added to section 5.1.6 of the PWS dated March 19, 2020)

Amenities required in all guest rooms are: tissues, plastic drinking cup, and soap. In the 15 VIP rooms:

soap, glasses (2), coffee cups (2), soap, shampoo, conditioner, and tissues. (this information has been added to section 5.1.6 of the PWS dated March 19, 2020)

Discussion 17:

IAW PWS 5.2.1 Contractor shall maintain cleanliness of guest rooms (including bathrooms), lobbies, offices, and common use areas in a clean and professional condition. Contractor shall provide all labor and cleaning supplies needed to provide and maintain a clean and sanitary environment. The cleaning supplies which the Contractor must provide include such things as cleaning chemicals and dispensers, paper products, trash can liners, etc. As indicated in Exhibit 4, the Government will provide vacuum cleaners, shampooers, and housekeeping carts at the start of contract performance. However, as this equipment becomes unserviceable, the Contractor will be responsible for replacing it. The Government anticipates replacement of 12 vacuum cleaners, 1 shampooer, and 4 housekeeping carts per year. In addition, at the start of contract performance, the Government will also provide cleaning equipment such as mops, buckets and brooms. However, as such equipment becomes unserviceable; the contractor will be responsible for replacing it.

Question 17: Will the Government reimburse the Contractor for cleaning supplies and equipment that needs to be replaced?

Answer 17: No

Question 18: What types/brands of cleaning supplies does the Government require or deem acceptable for cleaning?

Answer 18: OSHA Industry Standards apply. Must meet State of Arkansas environmental considerations, to include MSDS sheets. There is not a brand‐name requirement for cleaning supplies.

Question 19: What brand of equipment is provided or required for use (i.e. shampooers, vacuums housekeeping cart)?

Answer 19: There is not a brand name requirement for equipment. Previous or current brands that have been used are Windsor (vacuum), Bissell (commercial‐shampooer) & Rubbermaid (housekeeping cart)

Question 20: Since the items highlighted in paragraph 5.6 of the PWS are Government issued property, will the Government be purchasing and providing replacement parts?

Answer 20: No

Question 21: Will pest prevention treatment costs, as mentioned in paragraph 5.10.2 of the PWS be reimbursed by the Government?

Answer 21: No

Question 22: During the Contractor transition inspection, will the outgoing Contractor be held responsible for any bed‐bug issues discovered?

Answer 22: Outgoing Contractor will be responsible up to end date of current contract.

Question 23: Do the personnel servicing the ice machines, as indicated in paragraph 5.15 of the PWS, require any special qualifications/certifications?

Answer 23: There is not a specific ‘ice machine’ licensing standard requirement. Past practice utilized commercial appliance repair services. The cleaning/sanitizing/maintenance schedule expected is as follows: Service cleaning involves roughly 2 hours and includes the following: Emptying the ice for the machine, cleaning inside and outside, cleaning coils, making adjustments as needed and changing the filter. Frequency is 2 times a year minimum. (this information has been added to section 5.6.1 of the PWS‐PWS dated March 19, 2020)

Question 24: Since the ice machines are government property, will the Government be purchasing and providing required replacement parts?

Answer 24: No. Contractor is responsible for all costs associated with ice machines.

Question 25: In paragraph 5.2.3 of the PWS, the Contractor is responsible for handling and cleaning, “Towels, wash cloths, and bath mats, “ as well as, “Bed sheets, mattress pads, blankets, and pillow covers,” and bathroom amenities. Will the Government supply these items?

Answer 25: No, Contractor is responsible to provide all items and services in PWS 5.2.3. Government will provide initial inventory listed in exhibit 4. Contractor is responsible for all follow on replacement for the life of the contract. There will be an initial on‐hand inventory of towels, wash cloths and bath mats available at contract start. (This information was added to the PWS Exhibit 4 as a footnote – PWS dated March 19, 2020)

Question 26: The CLINS juxtaposed against the PWS requirements makes analysis difficult—will the government map the requirements to CLINs?

Discussion 26:

CLIN 1 Billeting & Furniture, CLIN 2 Housekeeping Services, CLIN 3 Guest Registration and Custodial Services, CLIN 4 Laundry Services, and CLIN 5Transportation Services when juxtaposed against the PWS requirements 5.0, 5.1 Front Desk Services, 5.2 Housekeeping, 5.3 Public Area Cleaning, 5.4 Deep Cleaning, 5.5 Elevators, 5.6 General In‐house Maintenance, 5.7 Signage and Placards, 5.8 Ensure the areas inside and around the outside of the facilities are kept clean and free of trash; 5.9 Key Control and Security, 5.10 Pest Control; 5.11 Transportation; 5.12 Special Event/Conference/Unscheduled Services;

5.13 Reports and Records; 5.14 Lost and Found; 5.15 Ice Machines, and 5.16 Recycling.

Answer 26:

Due to certain funding restrictions costs associated with work performed under this contract must be broken out in categories.

The costs associated with CLIN 1 are the lifecycle of furniture and furnishings (rooms and common areas), and equipment (ice machines, refrigerators, room furnishings and cleaning equipment).

The costs associated with CLIN 2 include the labor and the supplies for cleaning and deep cleaning of the billet rooms only. This includes making the beds, vacuuming, and cleaning bathrooms.

The costs associated with CLIN 3 include all other costs that are not mentioned in the other CLINs (Cleaning and upkeep of common areas, general maintenance, signage and placards, registration desk labor, operations cost, pest control, etc.).

The costs associated with CLIN 4 are for providing clean bed linens and towels.

The costs associated with CLIN 5 are for providing all transportation services, including labor costs, required by the PWS.

The main cost factor will be the overall bid amount to provide the service. The break out for these CLINs should be presented as outlined by this explanation and your business plan.

Question 27: Will the Government add specific WD Labor Categories to the WG Statement of Equivalents? What is the WG Labor Category for Custodian Support? What is the labor category (LCAT) for Furniture Management and Custodial Services?

Answer 27: In accordance with the Federal Acquisition Regulation (FAR) at 22.1016, the provision at 52.222‐42, ‘Statement of Equivalent Rates for Federal Hires’ provides wage rates and fringe benefits that would be paid by the contracting agency to classes of employees expected to be utilized under the contract if wage grades or general schedule employees were used by the government to fulfill the requirement. The provision provides supplemental information, it is not a wage determination nor a directive to use the labor categories specified in the provision. Due to the nature of the provision, adding labor categories to the provision does not provide any substantive value. The provision is attempting to describe “the labor categories the government believes it would use, if, the government we executing the requirement.” The contractor is responsible to determine the labor category mix required to accomplish the contract effort. Custodial Services are mentioned in the CLIN 0003 description of the solicitation. The answer to question 26, correlates tasks in the PWS with CLIN 0003 Guest Registration and Custodial Services. Determining the appropriate labor category or categories to accomplish the contract effort is a function that resides with the contractor and is in agreement with the the subject requirement being a non‐personal services effort. The government will not assign labor categories from the applicable wage determination to the PWS requirements.

Question 28: Will the Government provide a list of the approved cleaning supplies?

Answer 28: No. See question number 18.

Discussion 29:

3.3.1.4 states that, “All property listed shall remain the property of the government. The contractor shall not be responsible to replace televisions or any property designated as non‐expendable except for ice machines. The contractor shall replace all other durable or expendable property when it is no longer serviceable. This includes room items such as irons, ironing boards, ironing board covers, trash cans, lamps, clocks, refrigerators, luggage racks, hangers, ice buckets, and power strips. The contractor shall coordinate with the COR for proper disposition or disposal”.

Question 29:

Are those items being replaced by the contractor being reimbursed by the government and, if so, detail how that reimbursement occurs?

Answer 29: No. Items replaced will be part of the 15% annual life cycle replacement priced on the contractor’s original bid.

Discussion 30:

3.3.1.7 states, “Contractor shall submit listing to the Contracting Officer Representative (COR) and Contracting Officer for review/approval prior to purchase to ensure items are consistent…”.

Question 30:

Are those items being replaced/purchased by the contractor being reimbursed by the government and, if so, detail how that reimbursement occurs?

Answer 30: See answer 29.

Discussion 31:

5.1.6 states that, “Contractor shall purchase and maintain a stock of guest amenities…in the event a guest has forgotten such items or has issue of temporary lost luggage…”.

Question 31:

Are those guest amenity items purchased by the Contractor reimbursed by the government and, if so, detail how that reimbursement occurs?

Answer 31: No. See Answer 16.

Discussion 32:

5.2.1 states that, “…the Government will provide vacuum cleaners, shampooers, and housekeeping carts at the start of contract performance. However, as this equipment becomes unserviceable, the Contractor will be responsible for replacing it.”.

Question 32:

Are those items being replaced by the contractor being reimbursed by the government and, if so, detail how that reimbursement occurs?

Answer 32: No. See answer 29.

Discussion 33:

5.2.7 and 5.6.1 discuss maintenance and repairs of the facility. 5.2.7 states, “Repairs to the facility will be performed by PEC Facilities Management”. 5.6.1 states, “Contractor shall be responsible for general in‐house type maintenance, including but not limited to: moving of and replacement of furniture, making appropriate repairs to furniture, replacement of light bulbs, washers, dryers, filters for ice machine, etc.”.

Question 33:

Are those items being replaced or used for maintenance (parts, light bulbs, etc.) by the contractor being reimbursed by the government and, if so, detail how that reimbursement occurs? Also, does the Government have an inventory of parts and supplies and, if possible, is there a list a suppliers and parts that can be distributed?

Answer 33: Question 1‐ No; Question 2‐ No

Discussion 34:

5.10.1 states, “Contractor shall be responsible for the pest control management of all interior facilities…”.

Question 34:

Will the contractor be responsible to finding the pest control company used quarterly and ad hoc?

Will the contractor be fiscally responsible for the pest control or just the management of it?

Answer 34: Question 1. Yes; Question 2‐ Yes, the contractor will be fiscally responsible.

Discussion 35:

5.15 states, “Contractor shall be responsible for cleaning, maintenance, repair, and replacement…of 13 government ice machines…”.

Question 35:

Are those items being replaced by the contractor being reimbursed by the government and, if so, detail how that reimbursement occurs? Are any parts associated with the maintenance of the machines reimbursable or does the Government have parts on site?

Answer 35: Question 1 – No. Question 2 – No. Contactor is responsible for all costs (parts and labor) related to maintenance and replacement of ice machines.

Question 36:

Does the government have a GFP inventory for Towels, Wash Cloths and Bath Mats? If so, will the government share those numbers? Does the Government or Contractor replace/purchase these items?

Answer 36: No, the Government does not have GFP inventory for towels, wash cloths, and bath mats. Government will provide initial on‐hand inventory of towels, wash cloths and bath mats at contract start. Contractor is responsible for all follow on replacement for the life of the contract. (This information was added to the PWS Exhibit 4 as a footnote – PWS dated March 19, 2020)

Discussion 37:

The guest bathroom must be scoured and sanitized, with amenities (soap, shampoo, etc.)

replenished.”

Question 37:

Does the Contractor or the Government purchase the bathroom amenities?

Answer 37: The Contractor purchases them (see Answer 16).