Contractor_Questions_and_Answers_for_W91QF5-16-B-0002_Ft_Lee_custodial_(v2)_Posted.pdf

Questions in Reference to Solicitation: W91QF5‐16‐B‐0002 Fort Lee Base Custodial Services

Number Issues/Reference/Exhibit Question 1 General Question Who is the incumbent and what is their current monthly pricing?

Answer: AMR U.S, INC, is the incumbent. Price can be requested thought Information Freedom Act.

2 Child Development Center For Child Development Center:

A. Who is responsible for the fingerprinting (does the government do this)? Answer: The Contractor would be responsible for the Child Care National Agency Check. The Government does not provide any fingerprinting.

B. What is the extent of background checks and how long does it take? Answer: Contractor does initial background checks on each employee. If employee meets the standards for employment, the Contractor submits request through the COR for Post Access Passes. Passes normally take 3-5 days to process, but during the periods of end of fiscal and calendar years, the time can be longer because of the number of passes that are processed during these time periods.

C. What is the duration (i.e., hours) of annual training for child abuse prevention and is there any cost to the contractor associated with this training? Answer, there is no cost to the contractor for the training, the classroom training is 1 HR of instruction.

D. What are the medical tests and records required by the government for persons working in the CDC and is the government responsible for the cost or is it the contractor? Answer: The COR is not aware of a paragraph in the PWS that asks about medical testing for CDC?

Par 2.1.6 talks about reporting and dealing with minor personnel injuries and notifying supervisor.

3 PWS – paragraph 2.1.12 There is a significant number of government entities the contractor must submit this list to (e.g., submitting their names to the following agency officers: Army Central Registry, Provost Marshal Office (PMO), Criminal Investigation Division Records Check to include Defense Central Investigative Index Check (DCII), Civilian Law Enforcement Records Check, and the Alcohol and Drug Prevention and Control Program (ADAPCP).

Is there any cost to the contractor for review of the list by these agencies? Answer: There is no cost to have these names reviewed at Fort Lee, but Fort Lee is only reviewing the names. Contractor does initial background checks on each employee to determine if employee meets the standards for employment at the CDC.

Who pays for the Child Care National Agency Check? Answer: The Contractor shall include this cost in their bid.

Also on this subject, how long will the government give the contractor to initiate this process? Answer: There is a 30 day phase-in transition period for the new contractor to be within standards.

If the contractor is responsible for the Child Care National Agency Check, will the government assume cost of the fingerprinting?

Answer: It is the responsibly of the contractor.

4 Level I Cybersecurity Training Will the government provide this training to contractor employees at cost or no cost? Answer: The training is an online course and there is no cost for contractor other than labor time. There is no place on Fort Lee for the contractor’s employees to take the training. Each employee has to take the training.

What are the number of hours the training takes and what frequency?

Answer: It takes around 2 hours to take the course and pass the test.

The course must be taken once a year and all new employees must take the course and pass the test before employment can begin.

5 Asbestos Training Is there any Asbestos Training requirements, and if so, will it be via internet and what is the duration in time? Answer: No asbestos training requirements in this PWS.

6 OSPEC Training Will the government provide this training to contractor employees at cost or no cost? Answer: The training is an online course and there is no cost for contractor other than labor time. There is no place on Fort Lee for the contractor’s employees to take the training. Each employee has to take the training.

What are the number of hours the training takes and what frequency?

Answer: It takes around 2 hours to take the course and pass the test.

The course must be taken once a year and all new employees must take the course and pass the test before employment can begin.

7 PWS 2.5.2.1 Under what circumstances will the government permit access to perform work requirements outside the normal operating hours?

Answer: When post passes are issued by the Provost Marshal Office, there are no particular hour restrictions an employee can access the Post to perform their scheduled duties.

8 Section B & Spreadsheet Most CLINs have a blank for a price/SF to be filled in on Section B but not on the spreadsheet. Respectfully request that such a column be added, making it easier for both the contractor and the Government to check consistency and accuracy.

Answer: Use the pricing spreadsheet to submit bids.

9 Section B & Spreadsheet CLIN X010 has a unit of 1 Each in Section B but a unit of 1 Month in the spreadsheet. Should that not also be 1 Each? Please clarify.

Answer: Spreadsheet corrected to reflect 1 each for CMR.

10 Spreadsheet Is week defined as 7 days or and one fourth of a month? Please clarify.

Answer: in ref to the spread sheet a week refers to a weekly price however billing will occur monthly.

11 Spreadsheet Per the instructions at the bottom, the contractor is to fill in the square footage for the different CLINs using the information on the specific technical exhibits indicated. While this seems relatively simple and straightforward, not having the Government actually fill in the contractual SF raises the possibility of contractor error and this is of particular concern since this is an IFB. Respectfully request that the Government fill in the square footage numbers on the spreadsheet or confirm their intent as originally stated.

Answer: The sq. footage is stated in the Technical exhibits for the various bldgs.

12 TE 2 Several buildings have blanks for the square footage for carpet, or tile, or restrooms. However, the SF at the bottom of the Exhibit for carpet, tile, and restrooms combined is 995,376 SF while the given total is 1,901,224 SF. That’s a difference of 905,848 SF. What is this other 905,848 SF?

Which number are we to fill in on the spreadsheet? Please clarify.

Answer: TE-2 gives SF of the facilities by carpet, or tile or restrooms and if the facility is blank/0 under that column means it does not have carpet or tile in it. If all are blank means that facility’s SF is not added to this PWS. Those Facilities are to be demolished before this contract is awarded, but if not and those facilities needed to be added back into the PWS would be done by modification to the contract. The addition SF takes in for the frequency of that facility. Example: if building 100 SF and is to be clean five days a week the total SF would be 500 SF to be clean. That difference of SF by frequency.

13 TE 3 Please provide the carpet SF for Buildings 10610 and 10620. The contractor can infer from the descriptions that most of these buildings are tile, but this might not be the case for offices, hallways, etc.

Answer: The carpet for 10620 is 120 SF and 10610 is 410 SF.

14 TE 3 Please provide the square footage for the restrooms in Buildings 10610, 10620, and 10624 described as being in each classroom.

Answer: All the restrooms in the three facilities are 80 SF each.

15 TE 3 In building 10622, is the corridor carpet, tile, or some other type of flooring? Please clarify. Answer: The corridor (hallways) of all of the CDC buildings are tile.

16 Union contract Is there a CBA in place? If so, please provide a copy of the current CBA.

Are the Union rates higher than the SCA wage determination?

Answer: The current CBA expired in August 2015 and the representing Union and the current Contractor are in negotiations for a new agreement.

17 Technical Experience If the IFB requires contractors to only submit pricing, how will the government verify the capabilities of the contractors? Will past performance and experience with “hospital-grade” cleaning be a requirement for cleaning the four CDCs?

Answer: The government will determine Contractor Responsibility prior to award. Past performance and experience in hospital grade cleaning will be a requirement for cleaning all CDC facilities except administrative buildings.

18 Eligibility Determination Which SBA office will be used to determine eligibility of contractors?

Answer: Richmond, VA SBA office has cognizance over the apparent successful offeror and will determine eligibility.

19 General Will Fort Lee consider having the bid go out as an RFP as opposed to an

IFB?

Answer: No

20 We request that Fort Lee reviews the technical qualifications of companies submitting a bid, as well as its customer references.

Answer: See #17 above.

21 We would like Fort Lee to address the non-recurring work and source selection Process.

Answer: See #17 above.

22 Can you please provide a map of the base with buildings highlighted that need to be serviced under this contract?

Answer; The buildings are on TE-2 and were pointed out during the site visits. A map will be provided to the awarded contractor during our first POST AWARD meeting if needed.

23 Because we were not allowed to walk into any of the buildings on the base, can you please provide us with floor plans for each building?

Answer: The square footage is provided for each building.

24 Can you please add the hours of operation for each building on the list provided?

Answer: Refer to PWS and TE’s for any special cleaning hours or instructions outside of normal working hours IAW with PWS.

25 Can you provide any information regarding the amount of consumables (TP, hand towels, seat covers, hand soap, etc.) used on each base on a monthly basis?

Answer: DPW does not have this information as part of the PWS. Best business judgment should be used.

26 Issues Why was there a bridge contract for the recent extension and why was the dollar value about double for that time period?

Answer: This question is outside the solicitation. Bidders shall use their best business judgments to develop pricing based on the solicitation as presented.

27 Issues Is the government only evaluating based on price?

Answer: Yes, presuming a responsive and responsible bidder.

28 Issues Are all of the urinals waterless

Answer: Buildings with water free urinals have been identified and listed.

29 Issues Are we allowed to use Subcontractors Past Performance?

Answer: The only evaluation factor for an IFB is price.

30 Does the current contract have the same SOW as this new solicitation?

Answer: The current PWS/SOW follows the IMCOM template for Custodial services. Current services being provided on this contract are very similar in nature.

31 High Security Areas Are there any “high-security" areas that require an escort or security clearance? Answer: Most Customers want to have contractor with security clearance, they do not want to provide escorts.

32 RAPIDGate access Is RAPIDGate access control in place at Fort Lee, if so who pays for this facility access control service? Answer: Fort Lee is no longer doing RAPIDGATE. Fort Lee provides their own passes to the base.

33 2.1.3.2 Hours of Operation Page 27 of the Solicitation, Section 2.1.3.2 Hours of Operation. States the contractor shall perform and complete scheduled cleaning services during normal hour of operation, except where scheduled after normal duty hours (CDC, and fitness centers). Does this mean that all floor related work has to be done during normal hours of operation, which consist of Monday through Friday 7:00 A.M. to 3:30 P.M EST? Other than the CDC, and fitness centers, are there any buildings that require after hour services?

Answer: most of the basic cleaning for the facilities are done during normal hours of operations to include buffing. The stripping/waxing and carpet cleaning are done on other hours depending on customer.

34 2.1.12 Supervisory and Employee Listing.

Page 29 of the Solicitation, Section 2.1.12 Supervisory and Employee Listing. States the contractor shall ensure that all personnel are screened by submitting their names to the following agency officers:

Army Central Registry, Provost Marshal Office (PMO), Criminal Investigation Division Records Check to include Defense Central Investigative Index Check (DCII), Civilian Law Enforcement Records Check, and the Alcohol and Drug Prevention and Control Program (ADAPCP), for a check of prior instances of reported misconduct involving children, assaultive behavior, substance abuse, larceny or related misconduct. Who is responsible for running these checks, the government or the contractor and who is responsible for paying for these checks? Answer: There is no cost to have these name review at Fort Lee, but Fort Lee is only reviewing the names. Contractor does initial background checks on each employee. If employee meets the standards for employment at the CDC. This price should be include in your bid.

35 Section B, Item X0005 Section B, Item X005 and the spreadsheet request a price for Special Event Cleaning, however, there is already a price completed in the field, as not to exceed. The only fields that are open to complete would be a price per square foot, price per week or price per month. Is this a mistake as it would seem to us that we would need to give you an hourly cost to provide special event cleaning? What exactly do you want us to provide.

Answer: This should be Priced by SF depending on the facility that is holding the event and hours that contractor can accomplish the work.

36 Section B, Item No X006, X007, X008 and X009

Section B, Item No X006, X007, X008 and X009 ask for pricing for Level 2 and Level 1and states “CLIN to be priced at increased level of performance only. Base performance level is priced with CLIN X002 or X004.” Please confirm that you are only requesting prices for these CLINs to provide the additional level of service required for Level 1 or 2 that is above/in addition to the Basic services requested and priced in CLINs

X002 or X004?

Answer: Price CLINS for level 1 or level 2 service as the difference in amount not already priced in X002 or respective base level service

CLIN.

37 Required Submittals Page 100 of the Solicitation, 5. Required Submittals. States we should submit the spreadsheet and fill out the unit price and total. Upon review of the spreadsheet, we see columns for Sq. Footage, Per Week and Per Month. Is it just the Per Month column that you are treating as the unit price and want completed, since this is the column used to calculate the

Total Per Period of Performance amount, or are you requesting us to complete the Sq. Footage and Per Week columns as well?

Answer: Use the solicitation spreadsheet to submit vendor bid.

38 Facility Category Codes The Technical Exhibits 1 and 2 mention Facility Category Codes/CATCODES, can you please direct us to where the solicitation identifies each building’s facility code?

Answer: Those codes will not be provided it is IMCOM standard letting Garrison know who is reimbursable and who is Garrison funded which is not part of the PWS.

39 Page 26, 1.1 Population states 34000 daily for 300 bldgs. What is it for the 195 serviceable bldgs.? For the calculation of consumable supply cost per month? Answer: That information is not available. Bidders should use their best business judgment.

40 Employee background checks Will the background security checks for Fort Lee Contracted employees be paid for by Contractor? If so what is this amount?

Answer: Contractor does initiate background checks on each employee. If employee meets the standards for employment at the CDC. This price should be include in your bid.

41 General How many employees does the incumbent currently employ at Fort Lee?

Answer: That information is not available. Offerors must propose based on their best business judgment and the PWS requirements.

42 Page 36, 3.2 Special Events How many special events were there is 2014 and 2015 that the incumbent contractor had to perform services for and what where the number of attendees? Answer: based on past experience there is between three to four special events that happen in a year timeframe.

43 Page 42, 3.19.5 How many hours were reported to CMRA in 2014 and 2015? Answer:

That information is not reported to Fort Eustis or Fort Lee.

44 Page 54, 6.6.2 What are the maximum dimensions allowed for the trailer and are there utility hook ups? If so what hook ups are available?

Answer: DPW has to approve the trailer and there is no dimension limit as long as it will fit the foot print that DPW approved. There is water and electric in the area.

45 Janitorial Closets Are there janitorial closets and spaces available in every building? If so what buildings have space and do they have water accessibility?

Answer: No

46 Page 102 8(a) procedures What is the estimated fair market value of this contract?

Answer: The government does not disclose procurement sensitive information.

48 Employees contract Is there a union/CBA in place if not what is the wage determination and when will this be forwarded? Answer: The current CBA expired in August 2015 and the representing Union and the current Contractor are in negotiations for a new agreement. An agreement is not expected before the new Contractor takes over.

49 Cleaning standard What level of current cleaning is being delivered and how does this compare to the solicitation for each building?

Answer: Based on the buildings purpose, Admin, CDC, fitness, etc.

there are various levels of service. Please refer to TE 1 to determine frequency of cleaning and standard for a specific building.

50 Building lay out Will a site map with building numbers be provided so a plan of cleaning schedules can be developed to correctly price the bid? Answer; The buildings are on TE-2 and were pointed out during the site visits. A map will be provided to the contractor during our first meetings if needed.

51 TE#2 Facility and Elevator

Listing There are no buildings with no square footage. Does this mean they are not to be cleaned and/or bid? Example buildings 12011/12012/8022/8024/8035/8534 and others

Answer: TE-2 gives SF of the facilities by carpet, or tile or restrooms and if the facility is blank/0 under that column means it does not have carpet or tile in it. If all are blank means that facility’s SF is not added to this PWS. Those Facilities are to be demolished before this contract is awarded, but if not and those facilities needed to be added back into the PWS would be done by modification to the contract.

52 Page 55, 6.7.2 Does contractor have to buy all supplies through NIB or Source America?

Answer: It is mandatory sources but it has to make good cost value sense also.

53 TE#5 What is the square footage for the restrooms for 3650/4005/6207 Answer: TE-2 gives SF of the facilities by carpet, or tile or restrooms and if the facility is blank/0 under that column means it does not have carpet or tile in it. If all are blank means that facility’s SF is not added to this PWS. Those Facilities are to be demolished before this contract is awarded, but if not and those facilities needed to be added back into the PWS would be done by modification to the contract.

54 TE#2 Building 6202 has different square footage for tile and carpet in TE#5 and

TE#2, which correct? Answer TE-5 55 Window Cleaning The bid schedule states exterior window cleaning yet the solicitation does not include height, number of floors, or number of windows. In addition, the bid tour did not allow visitation of any buildings. Please supply this information so non-incumbent 8(a) can submit correct pricing for this bid.

Answer: Per TE-1 the only window cleaning both interior and exterior is for CDC, Youth and Youth Gymnasiums all other facilities are N/A.

All of these facilities are single story.

56 Roof tie downs for window cleaners

Do all buildings have tie downs for window cleaning and are the inspections of these tie downs current? If not current will the government pay for the inspections? Answer: Per TE-1 the only window cleaning both interior and exterior is for CDC, Youth and Youth Gymnasiums all other facilities are N/A. All of these facilities are single story.

57 Window Cleaning Who is the current exterior window subcontractor?

Answer: Per TE-1 the only window cleaning exterior is for CDC, Youth and Youth Gymnasiums all other facilities are N/A. All of these facilities are single story. Bidders should use their best business judgment in obtaining subcontractors.

58 Incumbent / Contract Has the contracting officer experienced any issues or expressed any concerns under the current contract?

Answer: Performance under the current contract has been rated as satisfactory or above.

59 Page 28 QCM The bid states the contract shall provide a QCM that is the “eyes and ear of the project manager”. Is the QCM required to be on the same schedule as the PM? Is the QCM required to be a dedicated full-time employee?

Answer: DPW will not tell the Contractor how to accomplish the

PWS. DPW will evaluate the contractor work. In the past QCM work on Fort Lee has taken up many hours to ensure the work is accomplished correctly which cannot be accomplished by the PM normal duties.

60 Page 29 Supervisory and Employee Listing

The bid states the “appointed supervisor’s” name shall be submitted during phase-in. Does this require a dedicated supervisor and a Project Manager or is this the same person? If separate, what is the required schedule by the supervisor? Is the supervisor another dedicated FTE or a PT

Answer: DPW will not tell the Contractor how to accomplish the PWS. Dedicated supervisor and project manager can be the same person.

61 OCI Has the current contractors/subcontractors participated in developing propriety or source selection information? If yes, what work was performed? If yes, how has this OCI been mitigated?

Answer: No.

62 Page 34 Vehicles Does the contractor pay for on-base parking? If yes, what is the cost? Is there an on-site access charge for all contractor employees as well?

Answer: No parking cost

63 Page 35 Green Procurement Please provide the Green Procurement quarterly reports submitted by the current contractor.

Answer: That information is outside this solicitation. Reports can be requested through Freedom of Information Act.