Questions and Answers_Amendment 0002.pdf
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- Attached to
- O&M Support Services, Charleston, SC
- Solicitation number
- 1232SA25Q0541
About this file
This document is a detailed Questions and Answers (Q&A) file for a facility maintenance and services contract, covering historical workload, facility scope, equipment details, and service expectations. The contract encompasses routine maintenance across multiple service categories including HVAC, electrical, plumbing, building repairs, custodial, and grounds maintenance. Key facility details include 33 labs, 46 offices, 11 restrooms, and approximately 19,600 sq/ft of VCT waxing areas. The facility contains a diverse range of equipment, with 36 exhaust fans, 14 Air Handling Units (AHUs), 2 chillers, multiple pumps, greenhouse cooling systems, and other mechanical assets. The maintenance approach is workorder-driven, with 63% of current work orders being maintenance requests and 37% planned maintenance occurrences, spanning categories like general maintenance, electrical, appliance, heating/cooling, and plumbing services.
The contract specifies government-furnished materials including cleaning supplies, and outlines seasonal work patterns such as bi-weekly mowing and bi-annual pruning. Staffing will be contractor-determined and work-order driven, with rare weekend/after-hours emergency responses estimated at two calls per year. Approximately 2% of routine work orders may be reclassified as additional work, with exhaust fans and building re-heats being typical examples of tasks prone to scope expansion. The facility is located in Charleston, SC, and experiences minimal snow events, with the most recent year having only one snowfall. The Q&A document provides comprehensive details to help potential contractors understand the scope, historical workload, and service expectations for the maintenance contract.
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Q&As
Historical Workload – Routine Services
1. Please provide the total number of Routine Work Orders issued annually for the past three years. See
Diagram on the last page, data timeline from 2023 to current.
2. Please break down Routine Work Orders by service category: HVAC/Refrigeration, Electrical, Plumbing, Building/Facility Repairs, Custodial, and Grounds Maintenance. See diagram on the last page, data timeline from 2023 to current.
3. For each service category, please provide the average labor hours required per work order. This type of data is not historically tracked by the government.
4. For each service category, please provide the average material cost per work order, including minimum and maximum ranges. This type of data is not historically tracked by the government.
5. Please provide the number of preventive maintenance (PM) tasks performed annually for each asset type listed in Attachment 2. See Diagram on the last page, data timeline from 2023 to current.
6. For each asset type in Attachment 2, please provide the average labor hours required per PM task. This type of data is not historically tracked by the government.
Facility Scope & Measurable Areas
7. Please confirm the total square footage of custodial cleaning areas, broken down by space type:
33 Labs 560 sq/ft each 46 Offices 130 sq/ft each 11 restrooms 143 sq/ft each Breakroom 364 sq/ft Large conference room 2059 sq/ft Small conference room 266 sq/ft Medium conference room 540 sq/ft 4 Stairwells 240 sq/ft each Hallways 5,568 sq/ft approx.-all Elevator 35 sq/ft Kitchen 126 sq/ft ***19,600 sq/ft – VCT -Waxing areas (Approx) ***9,625 sq/ft- Carpeted areas (Approx) ***1,323 sq/ft Atrium wood floors (Approx)
8. Please provide a breakdown of floor types (carpet, tile, VCT, concrete) within the custodial cleaning scope. Include but not limited to VCT, carpet, wood floors, tile, concrete
9. Please confirm the total acreage for mowed/landscaped areas, semi-improved grounds, and unimproved grounds. Please refer to PWS for total acreage
10. Please confirm the total number of restroom fixtures to be serviced. 20 toilets, 6 urinals, 16 sinks, 2 showers
11. Please provide the total number of drinking fountains to be serviced. 6
12. Please provide the total number of windows or glass surfaces that require cleaning. 12 glass doors, 8 mirrors
Equipment & Asset Details See below
13. For each asset in Attachment 2, please confirm the exact quantity, including multiples of the same type. Refer to chart below
14. For each asset in Attachment 2, please provide the building and room location. The type of information not readily available
15. For each asset in Attachment 2, please provide the installation year or in-service date. The type of information not readily available
16. For each asset in Attachment 2, please provide the manufacturer’s recommended PM frequency and estimated labor hours if different from the listed frequency. Contractor shall be responsible for ensuring manufacturer’s recommended PM requirements if differ to the listed frequency.
17. Please identify any additional equipment covered by this contract that is not listed in Attachment 2.
The information provided is what is readily available but may not be limited to the equipment listed.
18. Please identify any equipment classified as critical that requires higher availability standards. None
Exhaust fans 36
AHU 14
Chillers 2 Cooling Towers 2 cells CW pumps supply 2 CW pumps return 3 Condenser pumps 3 Ice machines 3 Air compressors 2 Boilers 2 POD containers 16 5-ton Bard units each Mini splits 5 Electric re-heats 114 277v and 240v Heat pump HVAC 2 Greenhouse cooling 26 sump pumps & cooling pads Greenhouse Fans 54 Greenhouse fans 2 8 Greenhouse fan B16 4 Bld 46 window unit 3 IT Server rm HVAC 1 Walk-in chambers 2
Government-Furnished Materials (GFM)
19. Please confirm the complete list of Government-Furnished Materials (custodial supplies, grounds chemicals, HVAC chemicals, etc.). Toilet paper, napkins, soap, cleaning tools, glass cleaner, mops, buckets, trash bags, brooms, dusters, cleaning chemicals, vacuums, wax, stripper, water
20. For each GFM category, please provide historical annual consumption quantities. N/A
21. Please clarify which consumables must be provided by the contractor under the FFP portion of the contract. Buffers, mops & buckets (for waxing only), scrappers, drying fans, extractor machines, Seasonal & Special Work Patterns
22. Please identify seasonal workload variations for grounds maintenance, including +mowing- Every two
(2) weeks for 12 months +leaf removal- N/A +pruning cycles 2 bi-annually
23. Please identify seasonal workload variations for HVAC services, including summer and winter peak service levels. Routine PM (Quarterly -yearly services)
24. Please provide the typical number of snow or ice events annually that require removal. Based on a Google search, Charleston, SC had one instance of snowfall last year.
25. Please provide the historical annual count of urgent or emergency tasks that were classified as Routine Work under the PWS. 2 emergency counts in 2024-2025
Staffing & Service Expectations
26. Please confirm the minimum on-site staffing levels required during normal working hours. Staffing levels will be the responsibility of the prime contractor to determine. Workorder driven and PM driven.
27. Please clarify the after-hours and weekend response expectations for emergencies that are included in the FFP portion. Weekend/emergency responses are rare and should be calculated with 2 weekend/after-hours/emergency calls per year (16 hours total). This cannot be quantified due to the unknown nature of the inimitable event. The past 3 years averaged 2 weekend calls.
28. Please provide the historical annual number of off-hours callouts that were billed as Routine Work.
Same as #27.
Coordination with Additional Work
29. Please provide the historical percentage of work orders that began as Routine Work but were reclassified as Additional Work. 2%
30. Please identify any recurring tasks that typically begin as Routine Work but result in Additional Work
Orders. Exhaust fans and building re-heats
Historical Workload Diagram
| Q&As |
| Historical Workload – Routine Services |
| Facility Scope & Measurable Areas |
| Equipment & Asset Details See below |
| Government-Furnished Materials (GFM) |
| Seasonal & Special Work Patterns |
| Staffing & Service Expectations |
| Coordination with Additional Work |
File details come from the government source that posted it. Updated .