Questions and Answers Solicitation 12639525Q0124 Amendment PA02 June 23 2025.pdf
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- Solicitation number
- 12639525Q0124
About this file
This document is a Questions and Answers (Q&A) file for Solicitation 12639525Q0124, addressing a facilities maintenance services contract for the USDA Agricultural Marketing Service (AMS) Cotton and Tobacco Program in Memphis, TN. Key details include a five-year Indefinite-Delivery, Indefinite-Quantity (IDIQ) contract for maintaining building systems at a 83,600 square foot facility, with 24/7 emergency response requirements and a two-hour emergency service response time. The contract covers standard services like preventative maintenance, scheduled inspections, indoor pest control, and emergency power equipment maintenance, with additional services available on an as-needed basis.
The Q&A document clarifies several contract specifics, including that this is a new contract with no incumbent, water treatment is excluded, and the contractor is responsible for providing floor protection materials and moving large equipment when necessary. There are 53 fire extinguishers requiring routine inspection, and the contractor must maintain equipment to manufacturer standards. The contract will be awarded as a firm fixed-price with potential additional task orders, with the government evaluating quotes based on technical approach, key personnel, experience and past performance, with these factors being significantly more important than price.
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Solicitation 12639525Q0124 Questions and Answers
Q: (Is) there (a) current or past incumbent for this project? Additionally, we would appreciate it if you could share the current contract value and total spend to date.
If available, the contract number would also be helpful for our reference.
A: There is not an incumbent contractor for this requirement; this will be a new contract for maintenance services at this location (Memphis, TN).
Q: Is an Equipment Inventory List Available?
A: Please see the attachment “Exhibit 9 - Mechanical Equipment Information”; this document was uploaded to the solicitation attachments on 06/23/2025 and is the extent of the equipment information that is made available.
Q: What is the square footage of the facility?
A: Approximately 83,600 square feet total.
Q: Is it true that the Mechanical contractors (submitting quotations) will need to provide the water treatment program to support this RFQ? Or, is water treatment not required for this RFQ?
A: HVAC maintenance is not a requirement of this solicitation/requirement; water treatment is already being performed separately.
Q: If water treatment is required, will you be so kind in providing the Mechanical Contractors “contact names and e-mail/phone numbers” who will be bidding so we may participate in this bid?
A: Not applicable; see previous answer regarding water treatment.
Q: Electrical - Infrared Inspection: Please confirm whether infrared inspections of electrical switchgear and panels are included in the scope of work.
A: Unless specifically listed, it is not included in the scope of work.
Q: Electrical - Load Bank Testing: Section 1.1.4.4 references monthly generator testing at 75% load. Is there an existing on-site load bank available, or should the contractor include the rental and transportation of a mobile load bank in the base bid?
A: On-site load bank is NOT available.
Q: Architectural - Interior Finishes: Please confirm whether the replacement of acoustic ceiling tiles and carpet tiles is included in the scope of work.
A: Replacement of ceiling tiles and carpet tiles would be an Additional Service (ref. Sec.
1.2 within the Performance Work Statement) and performed as needed, as ordered by USDA under the IDIQ contract.
Q: Fire Protection - Fire Extinguisher Inventory: Please confirm the total number of fire extinguishers requiring routine inspection under the contract.
A: Fifty-three (53) fire extinguishers.
Q: Fire Protection - Fire Extinguisher Replacement: Will the replacement of fire extinguishers, if needed, be ordered as an IDIQ task order under Additional Services?
A: Yes, the Contractor will not be responsible for the replacement of fire extinguishers as a part of the standard services. Should USDA determine that fire extinguishers require replacement, USDA reserved the right to purchase new extinguishers outside of this contract.
Q: Contractual & Scope Clarifications - Emergency Response Requirement: PWS Section 1.2.3 states that the contractor must respond to emergency service requests within two (2) hours. Please confirm whether this emergency response requirement is applicable to this contract.
A: Yes - It is in so much as emergency services are needed to maintain working conditions in the cotton classing laboratory. Typical needs covered in this contract would be in the form of electrician work as it relates to vital electrical services and a low probability of plumbing issues.
Q: Contractual & Scope Clarifications - 24/7/365 Availability: The PWS further specifies that emergency maintenance services must be available 24 hours a day, 7 days a week, 365 days a year. Please confirm if continuous emergency service availability is a firm requirement.
A: Yes, 24/7 availability and emergency response times are a critical required component of the PWS and will be required of the contractor during performance of the contract.
Q: Contractual & Scope Clarifications - Equipment Inventory: Can USDA provide a comprehensive inventory of all equipment covered under the scope of this contract, including location, make/model, and quantity?
A: Please see the attachment “Exhibit 9 - Mechanical Equipment Information”; this document was uploaded to the solicitation attachments on 06/23/2025 and is the extent of the equipment information that is made available.
Q: Contractual & Scope Clarifications - Repair Value Cap: Is there a maximum dollar value for parts and materials that the contractor is expected to cover per repair instance under the firm-fixed-price services?
A: The clause FAR 52.216-19 will be incorporated into the contract resulting from this solicitation; the order limitations contained within the clause will apply to the contract.
Q: Contractual & Scope Clarifications - Definition of Repair Types: The PWS references “minor” and “major” repairs without clear thresholds. Can USDA define these categories in terms of labor hours, dollar value, or system criticality?
A: Section 1.2.1 of the PWS has been edited within Amendment PA02 to provide clarification on this matter.
Q: Contractual & Scope Clarifications - Parts Inclusion: Section 1.1.1 requires parts to be included in the firm-fixed-price for Standard Services, while Section
1.2.3 references separate reimbursement for parts under Additional Services. Can USDA clarify which parts must be included in the base contract pricing versus those reimbursable under Additional Services?
A: Any parts/components required to be replaced on any equipment as a standard part of the preventative maintenance, scheduled inspections/adjustments must be provided by the contractor and priced within the firm fixed-price for Standard Services under this contract. Any other parts that are discretionary or not included as a logical part of preventative maintenance, scheduled inspections/adjustments may be ordered separately from the contractor by the USDA under this IDIQ contract at the sole discretion of USDA.
Q: Contractual & Scope Clarifications - Please confirm that water chemistry maintenance for chiller water and condenser water is excluded in this contract.
A: Water treatment is excluded.
Q: Pest Control - Excluded Pests: The Performance Work Statement (PWS) excludes certain pests (e.g., birds, snakes, mosquitoes, bed bugs). If any of these present an operational or health/safety issue, will USDA issue a separate task order for their removal, or is the contractor responsible for subcontracting at their own expense?
A: Yes, if any excluded pests are determined to be an issue and operational hazard, they will be handled as a specific task order separate from the standard pest control work.
Q: Pest Control - Pollinator-Sensitive Zones: The PWS requires identification of pollinator-sensitive zones. Has USDA already mapped these zones, or is the contractor responsible for conducting ecological assessments to determine them?
A: This has been removed from the PWS in its entirety; identification of pollinator-sensitive zones is not applicable to this requirement.
Q: I would like to confirm if the project mentioned above is considered as a potential new requirement or is there an incumbent contract currently performing these services? If there are incumbent vendor(s), would you be able to provide the contract details (such as: Vendor Name, Contract Number, Award and end dates, total contract value)?
A: There is not an incumbent contractor for this requirement; this will be a new contract for maintenance services at this location (Memphis, TN).
Q: Also, just to clarify, is the notice released today the final Solicitation or just a presolicitation?
A: The Solicitation posting that states “Solicitation (Updated)” for the “Contract Opportunity Type” for Solicitation 12639525Q0124 within SAM.gov is the solicitation;
the posting that states “Presolicitation (Updated)” was the presolicitation notice for Solicitation 12639525Q0124.
Q: Lastly, is an estimated value available for this potential requirement?
A: No.
Q: Is it the responsibility of the contractor to procure floor protection materials?
A: In the event any large equipment or machinery needs to be moved throughout the building, floor protection in all areas is required. Any damages to floors resulting from the lack of floor protection will be the responsibility of the Contractor to make repairs or replacements to the satisfaction of the USDA. The Contractor is required to provide any floor protection materials that may be needed.
Q: Will the contractor be required to move large equipment and machinery?
A: Yes, if moving large equipment and machinery is necessary for a repair, preventative maintenance, or scheduled inspections/adjustments.
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