W912UM19R0021 DoDEA Total Maintenance Services QA r.pdf

W912UM19R0021 DoDEA Total Maintenance Services – Q&A Contractor Questions and Government

Responses:

Q1: Is the Network included?

A1: Please refer to Section 2.5 of the PWS of what is required. The network is not included.

Q2: Do we have storage for contractor’s large mechanical equipment?

A2: It would depend on each location’s availability of space. Upon contractor’s request it might be possible, but it is NOT guaranteed.

Q3: Will the Government provide office space and restrooms for the workers at each facility?

A3: No, the Government will not provide office or storage space. Contractors are allowed to use the staff restrooms at the schools and are NOT allowed to use the student restrooms.

Q4: Is Interior Duct Cleaning included as part of the PM?

A4: If it is part of the OEM PM, then it shall be included.

Q5: Does the OEM PM CLINs include parts pricing?

A4: Yes, OEM PM CLINs should be priced to include parts as required per the OEM manuals.

Q6: Is there a specific, minimum requirements (years) of past performance period and required license?

A6: Refer to Addendum to FAR CLAUSE 52.212‐2, Section D, Recency for Past Performance. Refer to

Addendum to FAR Clause 52.212‐2, Section C, Subfactor #4.

Q7: Are you searching for/awarding one single company for this contract? Will this one single company perform maintenance works of all areas/fields listed on the solicitation such as HVAC System, Plumbing, Roof Systems, Electrical Systems, Elevator, Ground Maintenance, etc. at all 4 locations ?

A7: Contract award shall be made to a single company – Amendment shall be forthcoming.

Performance of the PWS shall be required of all areas/field at all locations specified in the PWS.

Q8: Who currently provides maintenance for the school at Osan?

A8: The 51 CES/Military provides support to maintain the schools at Osan AB.

Q9: Can the winning maintenance contractor dispose debris or any trash in the performance of their maintenance be allowed inside the base landfill?

A9: No, all trash or debris shall be the responsibility of the contractor to dispose of off base.

Q10: Will the winning contractor need to replace as an example, ceiling tiles because of the dirty appearance?

A10: No initial replacement required, however, if the ceiling tiles are dirtied or damaged during the course of the contract during OEM PM then the contractor shall be responsible for replacing. If the ceiling tiles require replacement due to repairs, moisture, or vandalism then a repair request shall be initiated through SchoolDude and treated as a repair.

Q11: Will the contractor be responsible for replacing or repairing any equipment, parts or real properties?

A11: Refer to Section 2.5, DoDEA Systems and Equipment Requiring OEM PM, Inspection and Repairs.

Q12: Will the contractor have 24/7 access to the school facilities?

A12: No. Please refer to Section 1.1, Hours of Operation and Observed Holiday Hours of Operation.

Q13: Will the SchoolDude application include material costing?

A13: No costing; SchoolDude is used to submit and track outstanding/completed work orders.

Q14: Will the contractor participate in any school emergency drills?

A14: If the contractor is in the building during a fire drill or lockdown drill, they must participate in these types of drills or lockdown until given the “all clear.”

Q15: Will the school provide the contractor office space and storage areas for their daily use?

A15: See response to Question #3.

Q16: Will the contractor be given their own sets of keys to the school for access?

A16: For accountability and security purposes, the contractor shall check out sets of keys for that day and shall be returned at the end of the day's work.

Q17: Is there an available inventory of emergency exit lights?

A17: No, but the contractor can identify all items in the as built drawings where the exits are located.

Q18: Is the fire alarms/detections, mass notifications and suppression part of the TMC?

A18: Yes, however some aspects of the Fire Protection System PM shall require coordination with base’s Fire Department. See Section 2.5 #9 of the PWS.

Q19. Page#8, 1.General, Paragraph#2, "(materials for repairs shall be invoiced separately)" Does it mean that material amount will not include 'under 5,000,000KRW' rule and will not include in FFP?

A19: Materials for a repair at any threshold shall be priced at the time the repair is requested.

Q20. Page#8, 1. General, Paragraph#1, Does FFP include 'New work request'? For example, Purchase and Install new Exit light or new countertop cabinet.

A20: Labor rates will be pre‐established IAW the CLINs structure. Under a new work request, the contractor shall include their pre‐priced labor rate along with the material pricing.

Q21. Page#8, 1. General, Paragraph#4, "Schools to be serviced in this requirement are:" We would like to know total square footage for each school campus include grass area, playground area, baseball field, football field, basketball field, tennis court and parking lot.

A21: The information for the square footage for each facility is in the FCAR reports, however, grass, playground, football fields, basketball fields, tennis courts and parking lots have not been measured.

Each FCAR report has a site plan which identifies playgrounds, fields, parking lots, and grass. Osan Middle High School’s site plan does not show the tennis courts but it is included in the area of responsibility. The Government does not have the square footage for every area within the campus, a determination should be made based on the site plans, FCAR reports, site visits, provided facility drawings, and industry standard sizes for football fields, tennis courts, etc.

Q22. Page#9, 2.1 Identifying OEM PM, Inspections & On‐Demand Repairs via Electronic Work Orders, Paragraph#1, "the contractor shall enter the work request into SchoolDude", Who has responsibility to receive the request phone call and who provide a office with government computer to access SchoolDude system?

A22: Please refer to the entire description under Section 2.1.

Q23. Page#13, 2.5 DoDEA Systems and Equipment Requiring OEM PM, Inspection & Repairs, Paragraph#3, "The contractor shall develop all PM schedules of the equipment and systems listed below (#'s 1‐10) and provide to the COR within 30 days of contract award." I found System Inventory Report on SAM.gov <Blockedhttp://SAM.gov> but we would like to know what is frequency and PM procedure for each nomenclature. Does DoDEA follow Real Property System Standard for the OEM

PM?

A23: The contractor shall follow the recommended frequency for each real property installed equipment per the OEM as stated in the PWS.

Q24: Could you please extend the closing date and time of the solicitation?

A24: Yes, the proposal due date is moved from 1/20/2020 to 2/6/2020 at 10:00AM Korean Standard Time (KST).

Q25: Even though we saw the sites during the site visit, we need square feet for ground maintenance.

We cannot find the drawing about the square feet.

A25: Please refer to the FCAR Reports provided in the solicitation.

Q26: Due date : The proposal due is at January 20th, 2020. Is it possible to extend the due date as February 10th at your end?

A26: See Answer to Q24.

Q27: Government Furnished Item : I didn’t notice any Government furnished items in the solicitation.

Is the Government/School providing field office and storage at each camp?

A27: See Answer to Q3.

Q28: Certification : Would you please be able to more specify what type of certifications(exact name) you require for the each certification?

A28: Refer to Section 2.5 of the PWS.

Q29: Work Period : Would you please be able to define exactly when the project begins? (Such as base year from when to when) In addition, do you consider having a phase‐in plan? If so, how long is the phase‐in plan?

A29: The project begins when the contract is awarded. There will be no phase‐in period.

Q30: Hourly Rate : We’re quite confused to if we have to provide the hourly rate for CLIN 2 ‐ on‐ demain repair for normal hours? In page 3, Item says 7,800 hours and unit price; however, in the page 37, price schedule refer to be normal hours 5,000 hrs, 500 afer normal business hour, 1,000 for weekend, 1,300 for holiday labor. Would you like us to be break down 7,800 hours to each section such as after normal hours, weekends, holiday? Or 7,800 normal flat hours?

A30: Provide pricing for each category (Normal business hours, After Normal Business Hours, Weekend, and Holiday) in CLINs 0002, 1002, 2002, 3002, 4002. Amendment shall be forth coming to update page 37 ‐ Attachment 1.

Q31: Fire Extinguisher : We'd like to request the number of fire extinguishers in each building. We're pretty sure that the maintenance of fire extinguishers is included, but not specified in the Inventory Report. Is fire extinguisher maintenance included in this PWS? If so, would you be able to provide the number of them in each building please?

A31: Fire Extinguisher are not RPIE and are not included in this contract. Once expired they are replaced.

Q32: Filter : In the inventory report, we’re not able to figure out how many filters are equipped in each building. Would you please be able to provide the number of HVAC filters, Water filters and if they can be also sorted by washable and non‐washable by each building please?

A32: The number of HVAC filters can be determined in the as‐built drawings for every equipment that requires filters. These filters are disposable.

Q33: Fire Suppression : For the fire pumps, would you be able to also provide the type and number of fire pump in each building please? If they’re included in the PWS for PM work, we have to also calculate the cost for the fire pump, especially engine fire pump for the oil and the work procedures.

A33: The number of fire pumps can be determined in the as‐built drawings for every facility that has pumps.

Q34: HVAC : In the inventory report, we didn’t find the manufacturer of each HVAC facility and equipment. Would you please be able to provide the information as well?

A34: Most equipment are Carrier Chillers and Handlers but there may be some other variants at legacy schools such as LG split units.

Q35: Training : In the PWS, we’re able to overview that the training is offered to the offerors; they are responsible for the all the necessary trainings. Could we please get the information of the training – where we get the training at and how much the training cost?

A35: Under Section 5.2 Training is the responsibility of the contractor. The training for “AT‐Level 1” and “Adult‐to‐Student‐Sexual Abuse” are provided by DoDEA via online at no additional cost to the contractor. The training will be available within 30 days after contract award.

Q36: In the solicitation document, it is mentioned to send the resume of key personnel. Do we have to prepare the resume of Project Manager or we can also include site managers resumes as well?

A36: Include any and all key personnel. If the Project Manager is considered a key personnel according your approach and proposal, then they should be included.

Q37: We would like to know the qualification of bidder whether only the companies who are registered or being registered to FED are possible or it is open to any companies with no specific qualifications.

A37: This question does not make sense. There is no FED registration for companies.

Q38: If there is any limit in fund amount for Preventive Maintenance, please clarify to the below examples.

Example 1) When there is a problem in Heating Boiler and if the circulation pump has to be replaced, should this replacement be considered as Preventive Maintenance or Can the contractor possibly request for payment considering that replacement as On‐Demand Repairs?

Example 2) When there is FCU filter replacement for the whole FCU, should this replacement be considered as Preventive Maintenance or Can the contractor possibly request for payment considering that replacement as On‐Demand Repairs?

A38: Example 1 ‐ Depends on what the OEM PM states. / Example 2 ‐ The contractor shall review the FCU OEM guide to determine if and when the filters are required as part of their PM. If replacement filters are considered part of the FCU OEM PM, then they shall be included as part of the OEM PM pricing.

Q39: Please provide us with the clarification why the quantity of On‐Demand Repairs increases as the option year changes after base year from Page 3 to Page 7.

A39: As the buildings age, it is anticipated the repairs may also increase. These are estimated hours, not guaranteed, and may fluctuate, up or down, depending on the need.

Q40: On the Page 3~7, it says, “On‐Demand Repair Labor Hours:

Normal Business Hour Rate (Estimated 5,000 Hours): $ After Normal Business Hour Rate (Estimated 500 Hours): $ Weekend Labor Hour Rate (Estimated 1,000 Hours): $ Holiday Labor Hour Rate (Estimated 1,300 Hours): $

Base Period: TBD”

If all the amount needs to be filled out in US Dollar, please provide us the standard exchange rate US dollar vs Korean Won for FY 2020 to fill out the above from Page 3 to Page 7.

A40: Contractors shall provide proposals in Won. See amendment changes from dollar sign to Won sign.

Q41: Please clarify that if we consume all 7,800 hours for On‐Demand Repairs in Base Year and each option Year, how the additional On‐Demand Repairs hours which exceed the quantity limit for each option years will be processed/handled?

A41: If the Base Option Year On‐Demand Repairs are consumed, the remaining quantity of hours for the option years remains the same. These are estimated hours, not guaranteed, and may fluctuate up or down from the estimated hours, year to year depending on the need.

Q42: On Page 12, it says, “2.4 On‐Demand Maintenance Threshold (DMT) Operation Procedures The DMT is any work order quote that is under ₩5,000,000. The contractor shall provide the repair and follow up with a quote to the COR IAW the thresholds below. Work orders above the DMT, the contractor shall notify the COR for evaluation and approval before any work shall be performed.”

When the contractor submits a quotation for the DMT (On‐Demand Maintenance), can the contractor include the actual material cost, labor cost, equipment cost and overhead & profit for each DMT case?

A42: if the On‐Demand Repairs pre‐priced labor is fully burdened, then the contractor shall not include overhead and profit in their DMT repair quote. The contractor shall include the actual material cost, amount of labor hours, and equipment cost in the DMT repair quote.

Q43: On Page 8, it says, “The contractor shall furnish all labor, supervision, management, tools, materials, equipment, transportation, and other items necessary to provide PM, inspections, and on‐ demand repairs (materials for repairs shall be invoiced separately) services for all locations described below for sustainment, restoration and modernization of the DoDEA school systems. The contractor shall also provide a point of contact (POC) 24/7/365 (24 hrs/day, 7 days/week, 365 days/year) for all locations to respond to emergency calls at any of the DoDEA school locations within 1 hour of receiving the phone call. It is unknown if any single building with the locations listed that are being utilized by DoDEA may close, however this is a possibility.”

Does this mean POC has to be stationed ON SITE 24/7/365? Or does it simply mean we need to respond to emergency calls at any of the DoDEA school within 1 hour when we receive any emergency calls regardless of person who takes the call?

A43: The POC does not have to be the actual person responding to the calls but there must be one POC to simply be able to dispatch a tech to the emergency call(s) within 1 hour of receiving the phone call.

Q44: On Page 15, it says, “Playgrounds and Playground Equipment: Contractor shall provide OEM PM and Certified Playground Safety Inspector CPSI for inspections for playground systems/apparatus to optimize the life, maintain operability and safety of the system/apparatus for the students. If there is no recommended OEM PM specifications for some or all of the equipment, the contractor shall still provide a PM schedule that will be mutually agreed upon by the contractor and approved by the COR.” Regarding CPSI qualification, Landscape Engineers are recognized as qualified person for those works in Korea. Please clarify that Landscape Engineers qualifies for playground systems/apparatus work.

A44: Refer to Section 2.5 of the PWS.

Q45: Regarding “c. Leaf removal, cleanup and disposal” on Page 16, is it possible for contractor to dispose those debris to the dumpsters on post?

A45: Refer to response to Q#9.

Q46: On Page 22, it says, “10.1 Asbestos Management Asbestos containing materials are likely to exist at the DoDEA schools described in this requirement. As educational facilities, DoDEA schools fall under guidance of AHERA(Asbestos Hazard Emergency Response Act). Maintenance personnel must be trained in accordance to AHERA guidance when dealing with Asbestos. The schools are surveyed on a three year cycle as required by AHERA and copies of manuals for each school are available at the school district office. Inspection results, locations and recommended management action data can be found in these reports. Surveillance inspections which are done on a 6 month cycle by DoDEA are included in contract requirements unless otherwise specifically omitted” Does removal work of materials containing Asbestos can be included in On‐Demand Repair item?

A46: Yes, it may be included in On‐Demand Repairs but must have written approval by the COR before proceeding. See 10.1 of the PWS, second paragraph.

Q47: Please clarify whether the Government is going to provide indoor office and storage or field office and storage space for the contractor when awarded.

A47: Refer to response to Q#2.

Q48: On Page 22, it says, “Attachment 1‐ Price Proposal Schedule On‐Demand Repair Labor Hours:

Normal Business Hour Rate (Estimated 5,000 Hours): $_____ After Normal Business Hour Rate (Estimated 500 Hours): $____ Weekend Labor Hour Rate (Estimated 1,000 Hours): $_______ Holiday Labor Hour Rate (Estimated 1,300 Hours): $________” The estimated hours are specified in each category for Clin Item 0002, 1002, 2002, 3002 and 4002, and it looks like it has escalation as each Option Year exercises. However, the estimated hour is all the same regardless of Option Years in Attachment 1‐ Price Proposal Schedule. Please clarify which one is right.

A48: Amendment shall be forthcoming.

Q49: There is no Phase‐In or Preparation Period for this solicitation. Are you going to provide the contractor Phase‐In or Preparation Period when awarded?

A49: Refer to response to Q#29.