Attachment 6 - Questions and Answers Amendment 3.pdf

Questions and Answers Solicitation Title: National Agricultural Library (NAL) Facility Operations and Maintenance Support Services Solicitation Number: 1232SA23Q0028

Reference

(Document name, Section #, page #)

Question/Comment

1 Question: In reading the amendment and all documents, we did not see the technical and price proposal submission due date. Can you please direct me where to find the submittal is due?

Answer: The submission due date for all submission elements is located in the following areas of the solicitation:

• SAM.gov Opportunity Details, General Information Section, Date Offers Due and within the Description Section.

2 Question: Is this a brand new contract or if there is an incumbent performing these services? If not brand new, could you please provide the current/previous contract number?

Answer: There is an incumbent. The current contract is 1232SA24D0001 awarded to International Support Group, LLC.

3 Attachment 3 – Pricing Schedule

Question: Will the Union allow for a Part-Time position? If so, are the benefits the same as a Full-Time Engineer/GMW?

Answer: Attachment 2 Collective Bargaining Agreement provides the requirements of labor under this agreement. Any labor that is not applicable to Attachment 2 Collective Bargaining Agreement falls under Attachment 5 – SCA Wage Determination 2015-4281 in accordance with the Department of Labor.

The Service Contract Labor Standards require part-time employees to receive prorated benefits or the equivalent in pay.

4 Attachment 3 – Pricing Schedule

Question: Appears the government has 2080 hours for annual labor hours, who covers the shifts when an Engineer takes vacation or is sick? Does the second Engineer have to pull OT, if so, how will the contractor get re-imbursed for OT hours as it’s not part of the Pricing Requirement?

Answer: Generally, the engineers and general maintenance would provide some coverage during vacation / sick time. The Government does estimate OT would be needed for coverage, and vendor should make sure that their Fixed monthly rates for CLIN 0001, 1001, 2001, 3001, and 4001 reflect the requirement for coverage.

5 Attachment 3 – Pricing Schedule

Question: Just to clarify, all costs go into the Labor Burden Rate (OH, G&A, FEE, ODC’s, etc.)?

Answer: Yes, except for material as listed on the Material tab within Attachment 3 – Pricing Schedule.

6 Attachment 1 – NAL Facility Maintenance PWS Section C.2.2.02.1

BUILDING AUTOMATION SYSTEM Provide technical expertise and operational support for systems that have integrated into the Siemens Building Automation System (BAS). Question: What is the model BAS?

Answer: Siemens Desigo system 7 Attachment 1 – NAL

Facility Maintenance PWS Section C.2.2.04.3, Appendix E

Generator preventive maintenance shall be done every 3 months and/or according to manufacturer’s recommendations. SP will change oil and filter every 6 months, change coolant once per year, replace hoses, and exercise once per week. Visually inspect once per month.

Question: Can USDA provide the model#, VIN#, and KW rating?

Answer: Onan Model # 500DFFB / VIN# L940564624 / 3PH KW 500;

Attachment 1 – NAL Facility Maintenance PWS Appendix E has been updated.

8 Attachment 1 – NAL Facility Maintenance PWS Section C.2.2.09, Appendix E

SMOKE / FIRE SERVICE MAINTENANCE AND DETECTION

Question: Is the SP responsible for the monitoring system to the Fire Department?

Answer: Yes 9 Attachment 1 – NAL

Facility Maintenance PWS Section C.2.2.09, Appendix E

SMOKE / FIRE SERVICE MAINTENANCE AND DETECTION

Question: Can the Smoke/Fire Maintenance Systems be tested and inspected during normal or after hours?

Answer: Testing and inspection can occur during normal hours.

10 Attachment 1 – NAL

Facility Maintenance PWS Section C.2.2.09, Appendix E

SMOKE / FIRE SERVICE MAINTENANCE AND DETECTION

Question: How many fire extinguishers and type? And how many FM-200 systems?

Answer: 135 C02 and Dry Chemical / 1 FM-200 11 Attachment 1 – NAL

Facility Maintenance PWS Section C.2.2.09, Appendix E

SMOKE / FIRE SERVICE MAINTENANCE AND DETECTION

Question: How many elevators/ are elevators recalls included?

Answer: 4

12 1232SA24Q0028

Continuation Sheet – Amendment 1, Section E.5.3 Factor 1:

Technical Factors

Subfactor 2: Personnel Provide resumes for key personnel assigned to this contract. Key personnel include Project Manager, Lead Building Maintenance/Stationary Engineer, and Senior Building Maintenance/Stationary Engineer.

Question: What jurisdiction licenses are required for the Engineers?

Answer: Engineers need Maryland 1st Class Engineer License 13 Attachment 1 – NAL

Facility Maintenance PWS Section C.2.4.16

Question: Can USDA provide a copy of the roof anchorage design and layout along and the date of the last 10-year certification record?

Answer: Roof plans have been included in Attachment 1 – NAL Facility Maintenance PWS Appendix B3 and Appendix B4. Certification record cannot be provided.

14 Attachment 1 – NAL Facility Maintenance PWS Section C.2.4.16

Question: Have the windows received restoration in the past, and if so, how long ago?

Answer: Windows in the tower from the 3rd to 14th floor replaced in 2006.

15 Attachment 1 – NAL

Facility Maintenance PWS Section C.2.4.16

Question: Are there any tint on the windows, we would need to know which side the tint was applied?

Answer: Tint applied on the inside.

16 Attachment 1 – NAL

Facility Maintenance PWS Section C.2.2.06.3

Test backflow preventers and domestic water pressure booster system once per year in accordance with Washington Suburban Sanitary Commission (WSSC) requirements.

Question: Can USDA provide the number of and size of backflow preventers?

Answer: 8 total: Watts 909 1 ¼; 1 ½; ¾; 2”; 4” | Watts 709 8”; Watts 009-M2 2”;

Ames 4000SS 2 1/2 “;

17 Attachment 1 – NAL Facility Maintenance PWS Section C.1.9.2

Job Ordering Tracking System Question: What is the tracking system currently in use?

Answer: Currently using an in-house, proprietary system.

18 Attachment 1 – NAL

Facility Maintenance PWS Section

Security Camera and Security Controlled Access System. SP will service and maintain NAL’s video system and access control system (ACS) hardware

C.2.2.03.3.3.1, Appendix E components. SP will perform quarterly software version verification and semi-annual preventive maintenance.

Question: Can USDA provide the make, model, and mfg. and quantity of the video system and access control system (ACS)?

Answer: ACS SP maintains hardware only. 55 card readers of two types: HID RP40; HID PR10. SP provides camera hardware and software maintenance.

Software = Wisenet. SP updates camera firmware.

See Attachment 1 – NAL Facility Maintenance PWS Appendix J

19 Attachment 1 – NAL Facility Maintenance PWS Section C.2.2.03.3.3.1

Security Camera and Security Controlled Access System. SP will service and maintain NAL’s video system and access control system (ACS) hardware components. SP will perform quarterly software version verification and semi-annual preventive maintenance.

Question: Is the system or any parts currently under manufacturer warranty?

Answer: Cameras and NVR are under warranty 20 Attachment 1 – NAL

Facility Maintenance PWS Section C.2.2.03.3.3.1

Security Camera and Security Controlled Access System Question: Will the SP be permitted to add overhead and profit to the costs of repair/replacement to these systems or their components?

Answer: Yes 21 Attachment 1 – NAL

Facility Maintenance PWS Section C.2.2.03.3.3.3

Spare Parts Inventory Question: Is the SP to include the estimated cost of these spare parts in their price proposal?

Answer: No 22 Attachment 1 – NAL

Facility Maintenance PWS Section C.2.3

General and Project Support Question: This section includes assembly and disassembly of furniture in the work to be done to assist the staff, to be done in 5 hours per month. However, Appendix A lists two elements, “provide for the needs of the staff…” and “assemble and disassemble furniture…” at 5 hours per month each. Please clarify.

Answer: The requirement is 5 hours per month for general needs, including assembly and disassembly of furniture. Attachment 1 – NAL Facility Maintenance PWS Appendix A has been updated.

23 Attachment 1 – NAL Facility Maintenance PWS Section C.2.4.08

Roads and Grounds Question: This paragraph describes both herbicides and pesticides. Should it refer only to herbicides?

Answer: No. Pesticides may be applied as needed per C.2.4.06 24 Attachment 3 – Pricing

Question: Tab Facility O&M requires “a fully burdened hourly rate for…any subcontractor rates…”. There is only one line for subcontractor rates – Is the offeror to provide a single price figure for all the subcontracted work estimated to be required in a year?

Answer: Yes, language on Attachment 3 – Pricing Schedule has been adjusted for clarity.

25 Attachment 3 – Pricing

Question: Tabs Additional Task Work and Emergency Work include job categories that are usually covered by IUOE Local 99 but are not included in this specific Collective Bargaining Agreement, such as Maintenance Electrician and Maintenance Plumber. When Additional Task Work/Emergency Work is performed, is it performed by Local 99 members?

Answer: All labor categories not listed within Attachment 2 Collective Bargaining Agreement fall under Attachment 5 – SCA Wage Determination 2015-4281 in accordance with the Department of Labor.

26 Attachment 3 – Pricing

Attachment 1 – NAL Facility Maintenance PWS Section C.2.4.13

Question: Tab Snow Removal describes snow removal as a reimbursable item. Section C.2.4.13 of the Statement of Work does not mention that snow removal is reimbursable. Please confirm that snow removal is reimbursable, and state whether snow removal requires an Additional Task work order.

Answer: Snow removal will be reimbursed using time and material pricing. A task order or line item in a task order will be included with a not to exceed ceiling.

The contractor, COR, and CO will monitor spend on this item as the services are needed to assure there is funding to cover estimated upcoming snow events.

The contractor shall not perform services above an obligated ceiling for any time and materials work.

27 1232SA24Q0028

Continuation Sheet – Amendment 1, Section E.4.2 Quote Submission Instructions

Question: Can CPARS be submitted as part of our past performance submittal?

Answer: CPARS will be pulled by the contracting staff and need not be submitted with the quote.

28 1232SA24Q0028

Continuation Sheet – Amendment 1, Section E.4.2 Quote Submission Instructions

Question: Is the Cover page mentioned on page 35 be a separate PDF or should it be included at the front of the Technical Submittal?

Answer: The Cover Page shall be a separate submission document. The solicitation has been updated for clarity.

29 1232SA24Q0028

Continuation Sheet – Amendment 1, Section E.4.2 Quote Submission Instructions

Question: Since the technical proposal is sanitized of offerers name and logo, should the offer’s name be excluded from the PDF file name?

Answer: Please do not include the Offeror’s name on the file name for the Technical Section Submittal.

30 1232SA24Q0028

Continuation Sheet – Amendment 1, Section E.4.2 Quote Submission Instructions

Question: Are Table of contents and table figures excluded from the page count in the Technical Submittal?

Answer: If a table of contents is included in the Technical Section Submittal, the table of contents will not be included as part of the page count; however, all other contents such as table figures are included as part of the page count.

31 1232SA24Q0028

Continuation Sheet – Amendment 1, Section E.4.2 Quote Submission Instructions

Question: Are cover pages, table of contents, and table of figures excluded from the page count in the Past Performance Submittal?

Answer: Only one Cover Page is required and shall be a separate submission document. If a table of contents is included in the Past Performance Section Submittal, the table of contents will not be included as part of the page count;

however, all other contents such as table figures are included as part of the page count.

32 Question: We would like to request a Bid Due Date Extension to April 12th, at

10:00 A.M. EST.

Answer: The solicitation has been extended to 3/20/2024 at 12:00pm EST within Amendment 3.

33 Question: Please provide the existing Contract Number.

Answer: 1232SA24D0001 34 Question: Has the new Combined Synopsis/Solicitation 1232SA24Q0028 requirements have been changed from the existing Contract if yes what has been changed.

Answer: Yes, this has been changed from the previous requirement, both scope and terms and conditions have been changed to better meet the government’s needs.

35 Question: Will the program office consider extending the solicitation (2) weeks to give offers additional time for preparation?

Answer: The solicitation has been extended to 3/20/2024 at 12:00pm EST within Amendment 3.

36 Attachment 1 - Performance Work Statement

Question: Which portions of the SOW should be priced as T&M?

Answer: Attachment 1 - Performance Work Statement Section C.2.4.13 and Section C.4. Each CLIN is labeled as either Fixed Price or Time-and-Materials and is listed within the SAM.gov Opportunity Details Description Section and Attachment 7 – CLIN Structure Table

37 Question: If this is not considered a new opportunity, would the Government please provide the incumbent name and contract number?

Answer: The current contract is 1232SA24D0001 awarded to International Support Group, LLC.

38 1232SA24Q0028

Continuation Sheet – Amendment 1, Section E.5

Section E.5 states, “Award will be based on the following evaluation factors;

Technical: Technical Capability and Personnel, Past Performance, and Price.”

However, it does not indicate how these factors will be scored/rated (i.e., which factor will be rated most and least highly). Question: Will all three (3) evaluation factors be rated with equal value? Alternatively, are the evaluation factors listed in ascending or descending order? Please clarify how the evaluation factors will be rated.

Answer: Section E.5.1 has been updated with the following language: ‘The contract will be established with the Vendor whose quote represents the best value to the Government. The Government will determine best value based on evaluation of price and non-price factors; however, the Government will not establish a contract at a significantly higher evaluated price to achieve only slightly superior performance capabilities. Non-price factors when combined are more important than price.’ Evaluation factors are rated IAW the contents of Section E.5.

39 Attachment 3 – Pricing

Question: The Pricing Schedule specifies that the Project Manager will work 2080 hours per year. Please clarify this requirement.

Can you confirm the hours for the Project Manager, Lead Engineer, Engineer, and General Maintenance Worker?

Answer: Attachment 3 – Pricing Schedule has been updated.

40 Attachment 2 –

Collective Bargaining Agreement

The RFP states that the Key Personnel are the Project Manager, Lead Engineer, and Senior Engineer. The CBA has different job titles, it has two Chief Engineer categories, one with a DC 1st Class License and one with a 3rd Class License. Question: Which of these two categories of union members fulfills the RFP requirements?

Answer: PM is not part of the CBA. Lead Engineer = Lead Engineer in CBA, Senior Engineer = Engineer in CBA. DC Class 1 and Class 3 not applicable.

41 Attachment 2 – Collective Bargaining Agreement

The RFP states that the Key Personnel are the Project Manager, Lead Engineer, and Senior Engineer. The CBA has different job titles, it has two Chief Engineer categories, one with a DC 1st Class License and one with a 3rd Class License. Question: Can you confirm the current titles for the on-site staff?

Answer: PM is not part of the CBA. Lead Engineer = Lead Engineer in CBA, Senior Engineer = Engineer in CBA. DC Class 1 and Class 3 not applicable.

42 Attachment 2 – Collective Bargaining Agreement

The RFP states that the Key Personnel are the Project Manager, Lead Engineer, and Senior Engineer. The CBA has different job titles, it has two Chief Engineer categories, one with a DC 1st Class License and one with a 3rd Class License. Question: How long has each staff member been at NAL?

Answer: This is not information which the USDA can provide as it is not public information or required for submission.

43 Attachment 1 – NAL Facility Maintenance PWS, Appendix E

Facility Equipment /Systems to be Maintained Question: Is the ozone generator that is listed in the equipment list currently being used?

Answer: Yes 44 Attachment 1 – NAL

Facility Maintenance PWS, Appendix E

Facility Equipment /Systems to be Maintained Question: When was the last Eddy Current Test Performed on the York Chiller? Does USDA require Eddy Current Testing?

Answer: 3 years ago. Yes 45 Attachment 1 – NAL

Facility Maintenance PWS, Appendix E

Facility Equipment /Systems to be Maintained Question: Does USDA want brushing the condenser tubes annually, as well?

Answer: Yes, see Attachment 1 – NAL Facility Maintenance PWS Section C.2.2.08.1

46 Attachment 1 – NAL Facility Maintenance PWS, Appendix E

Facility Equipment /Systems to be Maintained Question: Should the annual installation, maintenance and removal of the fountain be included in the O&M scope and pricing?

Answer: Yes 47 Solicitation; Attachment

2, Collective Bargaining Agreement; and Attachment 3, Pricing Schedule

Neither the solicitation nor Attachment 3 provide an anticipated period of performance for this contract. Attachment 3 provides a contract duration of five years plus Phase-In and Phase-Out. Since there is a CBA applicable to this contract, offerors need to know the period of performance in order to estimate when labor rate escalations need to be factored into our annual price estimates.

Question: Please provide the anticipated/estimated period of performance for the phase-in, base contract year, all option periods, and phase-out.

Answer: See Attachment 7 – CLIN Structure Table. Additionally, the government is working to balance the timeline for submission, and the need for an award to avoid disruption in service. The solicitation has been extended to 3/20/2024 at 12:00pm EST within Amendment 3.

48 Proposal Start Date Question: What is the expected start date for this project, and what are the option period dates?

Answer: The government is working to balance the timeline for submission, and the need for an award to avoid disruption in service. The solicitation has been extended to 3/20/2024 at 12:00pm EST within Amendment 3.

49 The proposal is currently due March 12 and Questions are due 3/8/2024.

Question: The proposal is due March 12, less than two full working days after the questions are to be submitted. This short turnaround may give the incumbent a significant advantage, as that firm may already have all the information it needs to prepare a complete response. Will the government extend the due date for at least two weeks after the questions are answered?

Answer: The solicitation has been extended to 3/20/2024 at 12:00pm EST within Amendment 3.

50 Question: What are the square footage sizes of the two primary buildings under this contract?

Answer: There is only one building comprised of a 14-story tower and 2-story wing totaling: 340,460 sq. ft.

51 Question: When was Eddy Current testing performed last on condensers and evaporators for primary cooling chillers?

Answer: 3 years ago 52 Question: For continuity of service and operational stability could USDA provide a list of names and telephone numbers for specialized key subcontractors:

• Building Automation System “BAS”

• Fire & Life Safety System

• Chiller Maintenance

• “RO” System Support

• Access Control Points

• Video Surveillance Support

• Grounds Maintenance

• Snow Removal Support

• Integrated Pest Management

• Window Washing & Maintenance

Answer: Siemens is the only subcontractor authorized to service the BAS.

None of the other systems require such name brand restrictions and therefore this information cannot be disclosed as it is not public information.

53 Question: What is the current annual value of Facility O&M Support Services contract?

Answer: Total current value of 1232SA24D0001 is $376,785.00 and the total value of 1232SA23P0003 was $1,288,237.83.

54 Question: What is the current annualized repair budget for the requirement, or for last three years?

Answer: The requirement has changed from the previous requirement. Both scope and terms and conditions have been changed to better meet the government’s needs. Total current value of 1232SA24D0001 is $376,785.00 and the total value of 1232SA23P0003 was $1,288,237.83.

55 Question: Are required monthly Project Manager performance customer meeting virtual or “on-site”?

Answer: On-site 56 Question: What is the current Siemens BAS Platform?

Answer: Siemens Desigo BAS 57 Question: Can USDA extend the response date by 7-10 days?

Answer: The solicitation has been extended to 3/20/2024 at 12:00pm EST within Amendment 3.