1305M423RNAAJ0020_A0005.pdf

AMENDMENT OF SOLICITATION/MODIFICATION OF CONTRACT

1. CONTRACT ID CODE PAGE OF PAGES

1 30

SSAD

1325 EAST WEST HWY, SSMC2

SILVER SPRING, MD 20910

ATTN: MICHAEL KONCHESKY

8. NAME AND ADDRESS OF CONTRACTOR (Number, street, county, State and ZIP Code) (X) 9A. AMENDMENT OF SOLICITATION NUMBER

9B. DATED (SEE ITEM 11)

10A. MODIFICATION OF CONTRACT/ORDER NUMBER

10B. DATED (SEE ITEM 13)

CODE FACILITY CODE

3. EFFECTIVE DATE 4. REQUISITION/PURCHASE REQUISITION NUMBER 5. PROJECT NUMBER (If applicable) 2. AMENDMENT/MODIFICATION NUMBER

A0005 09/20/2023

6. ISSUED BY CODE 7. ADMINISTERED BY (If other than Item 6) CODE

11. THIS ITEM ONLY APPLIES TO AMENDMENTS OF SOLICITATIONS

The above numbered solicitation is amended as set forth in Item 14. The hour and date specified for receipt of Offers is extended. is not extended.

Offers must acknowledge receipt of this amendment prior to the hour and date specified in the solicitation or as amended, by one of the following methods:

(a) By completing items 8 and 15, and returning copies of the amendment; (b) By acknowledging receipt of this amendment on each copy of the offer submitted;

or (c) By separate letter or electronic communication which includes a reference to the solicitation and amendment numbers. FAILURE OF YOUR ACKNOWLEDGMENT TO BE

RECEIVED AT THE PLACE DESIGNATED FOR THE RECEIPT OF OFFERS PRIOR TO THE HOUR AND DATE SPECIFIED MAY RESULT IN REJECTION OF YOUR OFFER. If by virtue of this amendment you desire to change an offer already submitted, such change may be made by letter or electronic communication, provided each letter or electronic communication makes reference to the solicitation and this amendment, and is received prior to the opening hour and date specified.

12. ACCOUNTING AND APPROPRIATION DATA (If required)

13. THIS ITEM APPLIES ONLY TO MODIFICATIONS OF CONTRACTS/ORDERS.

IT MODIFIES THE CONTRACT/ORDER NUMBER AS DESCRIBED IN ITEM 14.

CHECK ONE A. THIS CHANGE ORDER IS ISSUED PURSUANT TO: (Specify authority) THE CHANGES SET FORTH IN ITEM 14 ARE MADE IN THE CONTRACT ORDER

NUMBER IN ITEM 10A.

B. THE ABOVE NUMBERED CONTRACT/ORDER IS MODIFIED TO REFLECT THE ADMINISTRATIVE CHANGES (such as changes in paying office, appropriation data, etc.) SET FORTH IN ITEM 14, PURSUANT TO THE AUTHORITY OF FAR 43.103(b).

C. THIS SUPPLEMENTAL AGREEMENT IS ENTERED INTO PURSUANT TO AUTHORITY OF:

D. OTHER (Specify type of modification and authority)

E. IMPORTANT: Contractor is not is required to sign this document and return copies to the issuing office.

14. DESCRIPTION OF AMENDMENT/MODIFICATION (Organized by UCF section headings, including solicitation/contract subject matter where feasible.)

Except as provided herein, all terms and conditions of the document referenced in Item 9A or 10A, as heretofore changed, remains unchanged and in full force and effect.

15A. NAME AND TITLE OF SIGNER (Type or print) 16A. NAME AND TITLE OF CONTRACTING OFFICER (Type or print)

Michael Konchesky, Contracting Officer

Michael.Konchesky@noaa.gov; 240-233-4131

15B. CONTRACTOR/OFFEROR 15C. DATE SIGNED 16B. UNITED STATES OF AMERICA 16C. DATE SIGNED

(Signature of person authorized to sign) (Signature of Contracting Officer)

Previous edition unusable STANDARD FORM 30 (REV. 11/2016) Prescribed by GSA FAR (48 CFR) 53.243 mailto:Michael.Konchesky@noaa.gov

Operations and Maintenance (O&M) RFP #1305M423RNAAJ0020

NOAA Daniel K. Inouye Regional Center (IRC), 1845 Wasp Blvd, Honolulu, HI, 96818

Question

RFP Section and Page Number

Relevant Language Question NOAA Responses

1 PG 136 of 143 - CAR 1352.215-72

Inquiries / PG 136 of 143 - 1352.270-

71 Para (b) /

CAR 1352.215-72 “Questions should be received no later than

5:00 pm, Eastern Time (ET), Tuesday, August 29, 2023.”

CAR 1352.270-71 states

“Offerors are encouraged to submit all questions in writing within seven (7) days after the conference.”

Can the Government please confirm that questions are due within seven (7) days after the pre-proposal conference so that Offerors may ask questions relating to the pre-proposal conference?

An amendment was executed and posted on SMA.gov, extending the questions submission deadline to 3:00 pm

(ET), Tuesday, September 5, 2023.

2 PG 137 of 143 Para Proposal Format

Items 1 and 2 Para Proposal Materials

PG 138 of 143 Volume/ Instructions

Table

Proposal Format reference states

“The Offeror shall submit:

Volume 1: Technical, Volume 2:

Cost/Price.” Proposal Materials reference states “1: Technical, 2:

Cost/Price Proposal.”

The Volume/Instructions table requires, Volume 1: Business

Proposal (signed SF 1449), Volume 2: Technical, Volume 3:

Cost/Price

Can the Government please confirm the required volumes and the associated titles?

Will the Government also please confirm the page limits and file format for each volume?

IAW the chart on page 138, Volume 1 – Business Proposal:

2 pages maximum

Volume 2 - Technical: 30 pages maximum

Volume 3 – Cost/Price: 6 pages maximum not include the

Attachment 3 spreadsheet

Volume 1 – Business Proposal pdf format

Volume 2 - Technical pdf format

Volume 3 – Cost/Price, excel format

3 PG 137 of 143 Proposal Format para 3 Copy of Offeror’s SAM database

Representations and

Certifications.

Can the Government please confirm if a copy of the offerors SAM report is required, and if so, in which volume?

Yes, a copy of offerors’ SAM report is required and can be placed in Volume 2 Item 3 entitled - Past Performance file:///C:/Users/michelle.delaney/Downloads/IRC%20OM%20Amendment%20-%20Extend%20Deadline%20for%20Proposal%20Questions.pdf

RFP Section and Page Number

Relevant Language Question NOAA Responses

4 PG 136 of 143 CAR 1352.215-72

Inquiries (Mar 2022) Last Para

If the Government issues an

Amendment to the RFP, Offerors must acknowledge the amendment(s), to be considered responsive to this RFP, via a signed SF30.

Can the Government please clarify which volume the signed SF 30 should be placed in?

The signed SF30 can be placed in Volume 1: Business proposal and will not be counted against the maximum page limit of two

(2).

5 PG 137 of 143 Para Proposal materials shall be organized in two volumes as follows:

Pages beyond the page limit constraints may not be considered during evaluation.

Can the Government please clarify if pages such as a cover page, table of contents, and abbreviation/acronym listing, copies of CPARs, etc. will count against total page counts within each volume?

The Government will not count the cover page, table of contents, abbreviation/acronym listing, and copies of CPARs against the total maximum page count within each volume.

6 PWS Technical Exhibit 8 Deliverable

Schedule various deliverables listed

Multiple deliverables - Initial, and five days when changes are made

Can the Government please clarify the initial due date for each deliverable in

Technical Exhibit 8? Some deliverables have defined deadlines in the PWS whereas others do not, for example C.5.1.4, Safety and Health

Plan within the PWS states that it is due 14 calendar days after contract award however the QCP does not define what the initial due date is within the PWS.

All plans that do not indicate a specific due date are due to the

CO, CS and COR within ninety

(90) days of contract award.

7 PG 137 or 143 Proposal Submission

Instructions

Proposals in response to this solicitation shall be submitted electronically via www.sam.gov email no later than 5:00 pm

Eastern Time (ET), Friday, September 22, 2023, to the following Government representative(s):

Contract Specialist: Patrill

Smith-Moody, Patrill.Smith-

Moody@noaa.gov, Can the Government please confirm that proposals are to be submitted directly to the Contracting Specialist and Contracting Officer via email vice a www.sam.gov submission?

You can send your proposal to the Contract Specialist and

Contracting Officer, listed in the solicitation.

It is the offeror’s sole responsibility to confirm

Government receipt by the proposal submission deadline.

http://www.sam.gov/

RFP Section and Page Number

Relevant Language Question NOAA Responses

Contracting Officer: Michael

Konchesky, Michael.Konchesky@noaa.gov, 8 SF1449 Box 5

PG 42 of 143 Introduction and

Box 5. 1305M423RNAAJ0020

Introduction “This solicitation

ACQ-NC1075-23-0010”

Can the Government please confirm the correct solicitation number?

The solicitation number is

1305M423RNAAJ0020.

9 PG 139 of 143 Relevant tech experience

The offeror shall provide documentation that shows experience managing, planning, implementing, and completing O

& M services

Can the Government please clarify the types of documentation that would meet the Governments standard of showing experience with managing, implementing, and completing O&M services?

Current or previous awarded services contracts or projects

10 Reference: PWS Section C.3.4.5.3 Inventory at Contract

Completion

Can the Government please provide the inventory list or a listing of historical consumable material/supplies from the incumbent contract?

The consumable material list from the incumbent is not available.

11 PWS C.3.4.5.4 On-Hand Inventory

Development - The Contractor shall develop and maintain an inventory of parts, materials, and supplies which will reduce the time to complete work, i.e., light bulbs, batteries (AA, AAA, C, D, and 9 volt), belts, lubricants, emergency repair parts, inexpensive long-lead items, etc.

The contractor shall provide an inventory list to the COR for approval before purchasing.

PWS C.3.4.5.4 states “The contractor shall provide an inventory list to the

COR for approval before purchasing.

These items shall remain the property of the Government.”

Will the Government please confirm that offerors are not required to bid materials/consumables, as described in the referenced PWS section, and that all consumables will be provided by the Government?

Government will provide all materials/consumables, these are not required to be provided in the bid.

RFP Section and Page Number

Relevant Language Question NOAA Responses

These items shall remain the property of the Government.

12 Reference: Attachment 3 Pricing

Schedule

Can the Government please provide a

Not-To-Exceed (NTE) value for the

Emergency/Unplanned Maintenance

CLINs?

A NTE value is unable to be provided due to the unknown of

Emergency/Unplanned

Maintenance even occurring.

13 TECHNICAL EXHIBIT 9 Estimated

Workload Data

Can the Government please provide an estimated quantity of hours for

Elevator Inspection?

5-10 hours per annum

14 PWS C.5.12

Technical Exhibit 3

Can the Government please clarify if the contractor is to price 200 or 160

UPS Batteries for the Main Building in CLIN X005?

Will the Government please provide the number of batteries contained in each battery cabinet listed in

Technical Exhibit 3?

Government recommends pricing 200 UPS batteries.

Government is unable to provide the number of batteries in each cabinet.

15 PG 44 of 143 Pricing Schedule

Attachment 3

CLIN 0002 - Provide monthly operation and maintenance services for the IRC, in accordance with the PWS –

Corrective Maintenance

Will the Government please consider providing a plug number for CLIN

X002 since by nature, Corrective

Maintenance (CM) is generally more unpredictable than Preventative

Maintenance?

Contractor is responsible to determine based on provided labor hour estimates.

RFP Section and Page Number

Relevant Language Question NOAA Responses

And only the incumbent contract would have a true estimate/knowledge of CMs that need to be completed.

16 PWS The PWS is unclear as to whether there is a dollar threshold for which the contractor is responsible for material costs under such a threshold. E.g., PWS C.2.1.34 states “The COR may authorize unscheduled/unplanned repairs up to $20,000 per repair. Repair costs that exceed $20,000 shall

E.g., be authorized by the

Contracting Officer prior to execution. A modification to the contract may be required.” And

PWS 5.2.1, Electrical Switchgear states “The Contractor shall maintain, and repair as required.

PMs requiring a complete shutdown of the switchgear or if the repair costs exceed $20,000, shall be authorized by the

Contracting Officer prior to execution.

Can the Government please clarify, if there is a dollar amount where the contractor will be responsible for materials up to a specific cost?

C.2.1.34 and 5.2.1 refer to the

T&M CLIN only. Under the

T&M CLIN, Government is responsible for materials as needed.

17 PG 71 of 143

CAR 1330-52.232-70 NOAA

LIMITATION OF FUNDS ON

TIME-AND-MATERIALS LABOR

HOUR CONTRACTS

It is estimated that the total cost to the Government for the performance of this contract shall not exceed the ceiling price of

$500,000.00. Funds in the amount of $20,000.00 are hereby allotted.

Will the Government please clarify if the ceiling amount in the referenced section is correct?

If it is not correct, will the

Government please update with correct ceiling?

Yes, the $500,000.00 T&M is the not to exceed ceiling amount for the entire contract period of performance.

RFP Section and Page Number

Relevant Language Question NOAA Responses

If it is correct, will the Government please clarify if this is the ceiling for the entire period of performance?

18 Technical Exhibit 3 Building 176 Equipment List Can the Government please confirm if all items identified in Technical

Exhibit 3 are to be maintained by the

Contractor? E.g. The equipment list for Building 176 includes weight lifting/exercise equipment? Is the contractor expected to maintain this equipment?

If this list is not accurate? Will the

Government please provide a revised list?

Yes, all items identified are to be maintained by the contractor, to include fitness equipment.

19 Technical Exhibit 2 ARCHIBUS Preventive

Maintenance Work Orders

(Historical) – Years 2018 - 2020

Can the Government clarify why the number of PM work orders is the same for 2018 – 2020?

Does the Government have workload data from 2021 and 2022?

The PM schedule remains consistent each year, data provided applies to each year.

20 PWS C.5.1.1 The government contracts for excavation services in excess of

18 inches shall be done by an outside Contractor

For excavations under 18” that are performed by the contractor, does the

Government provide any excavation equipment or is this required to be provided by the contractor?

Provided by the contractor.

21 PWS C.5.2, C.5.10.1 How many SOPs currently exist for the referenced requirements?

The government does not currently have any SOPs to provide.

22 PWS C.5.2.1 This shall include infrared thermal imaging and motor circuit analysis to identify weak or failing system components

Does the Government provide a camera for infrared scanning, or is this to be provided by the contractor?

Provided by the contractor.

RFP Section and Page Number

Relevant Language Question NOAA Responses

23 PWS C.5.15.1 This includes training personnel on protective and defensive procedures for nuclear, chemical, and conventional weapons; fires;

earthquakes; workplace violence;

power outages; bomb threats;

terrorism; etc. The Contractor shall support the FMB in annual

IRC emergency response exercises. Support shall include planning the scenario(s), locate and control hazards, establish contamination control station(s), provide Exercise Evaluation

Team support, and perform recovery actions.

The training required under this section appears to be specific to the

IRC and its location. Will the

Government please confirm that this training is Government provided, and that time spent during training is considered billable?

Since the contractor is required to support the referenced planning and training, which CLIN should this support be charged to?

Drill and response exercises are performed during normal working hours. Training is provided in the form of drill participation. These hours are billed to CLIN 0001, Planned

Maintenance.

24 The U.S. Government Accountability

Office has recognized that agencies may attribute to an Offeror the experience or past performance of a parent or affiliated company, if the

Offeror’s proposal demonstrates that the resources of the parent or affiliate will affect contract performance

(Iyabak Const., LLC, B-409196, Feb.

6, 2014, and Wolf Creek Federal

Services, Inc., February 6, 2014). Can the Government please confirm that affiliate past performance will be considered when submitted by the

Offeror, as long as Offeror is able to demonstrate how the affiliate will contribute to the contract/requirement

(i.e., resources, best practices/lessons learned, policies, and/or procedures, etc.)?

The government confirms that affiliate past performance will be considered when submitted by the Offeror, as long, as

Offeror is able to demonstrate how the affiliate will contribute to the contract / requirement.

RFP Section and Page Number

Relevant Language Question NOAA Responses

25 RFP Clause 1352.228-70 Insurance coverage (APR 2010)

Can the Government please provide information on the type of Vessels that will be requiring liability insurance?

N/A

26 Attachment 3 Pricing Schedule Can the Government please provide

Part Numbers for the UPS Batteries?

Eaton 9395 550/275 UPS

225–550 kVA (Main Facility) and Back-UPSTM

BX1300G/BN1350G/BX1500G

(B130)

27 Would you like to receive a proposal for just monthly service and maintenance and yearly testing on just the elevators assigned to this solicitation?

Or are you looking for a proposal to cover all maintenance requirements as a whole?

The elevator maintenance, per the Base and Option Period

CLINs, shall be broken out….

Routine and Periodic Code

Inspections are defined as follows. Routine Code

Inspection - ASME inspection and test to be performed at intervals not longer than six ( 6) months. Periodic Code

Inspection - ASME inspection and test to be performed at intervals not longer than one (1) year (includes routine inspection and test as well as additional items required for periodic inspection and test). 3

Year - Weight Testing.

28 Is this requirement currently performed by AHTNA

ENVIRONMENTAL, INC. under contract #: DOCST133017CN0153 and is set to expire on November 30, 2023? Am I missing any other active incumbent contracts? If yes, may I ask for the contract number please? Is there an estimated value available for

IRC OPERATIONS AND

MAINTENANCE (O&M) -

HAWAII

(1305M423RNAAJ0020) will be a new contract. This requirement is currently performed by AHTNA

ENVIRONMENTAL, INC.

under contract #:

RFP Section and Page Number

Relevant Language Question NOAA Responses this effort? Is it estimated to be greater than $250,000?

DOCST133017CN0153 and is set to expire on November 30, 2023. It is above the SAP threshold.

29 PWS-C.1.2.2-Critical Facilities Can you provide details about any recent upgrades or improvements made to the critical systems within these facilities to enhance their performance and reliability?

Minor improvements have been made to the systems over time, however, the details of these improvement are not available.

30 PWS-C.1.2.2 What is the current maintenance and testing schedule for the Electrical, UPS, and backup generator systems in these critical facilities?

Monthly

31 PWS-C.1.5.1 Could you clarify whether the submission of the Quality Control

Plan (QCP) is an evaluation factor in the proposal? If so, what criteria will be used to evaluate the QCP?

The QCP is not included as an evaluation factor but is, IAW the RFP, required within five

(5) business days, after contract award.

32 PWS-C.1.5.4 Can you define the criteria for an

"adequate workforce" that the

Contractor is required to maintain for uninterrupted performance during operational hours?

Are there specific benchmarks or staffing levels to be met?

Determined by the contractor and approved by the COR.

33 PWS-C.1.5.4 In the event of a Government facility closure, is the Contractor permitted to perform tasks off-site, remotely, or during alternative hours to ensure minimal disruption to project timelines? If so, what is the process for seeking approval for such arrangements?

O&M contract staff to remain on-site during a facility closure as they perform critical services.

RFP Section and Page Number

Relevant Language Question NOAA Responses

34 PWS-C.1.5.7 Can these be filled with subcontractors?

Yes, as long as qualified subcontractor(s) meet the contract requirements.

35 PWS-C.1.5.10 May the alternate be any Employee who works on this contract designated in writing by the Contract Manager or is it limited to just the key personnel?

No it is not limited to key personnel and may be another employee who works on the contract.

36 PWS-C.1.5.15 How are we compensated for having personnel on board during the 30

(assuming day) phase-in / phase-out period so that we are familiar with performance requirements in order to commence full performance of services on the contract start date

(since the 30 days occur before the contract start date)?

Contractor will be compensated starting on the first day of the period of performance (POP).

37 PWS-C.1.5.17 Is this TRL currently up to date with all GFE the contractor will be responsible to maintain?

Yes

38 Is there a specific office and cubicle spaces available to the contractor?

And where are they located?

There is an office and 3 cubicles on the 3rd floor

(includes Service Desk) and additional space located on the

1st floor.

39 PWS- C.3.4.4 Could you clarify whether the availability of the industrial trucks, Skytrak forklift, and mobile scissors lift is exclusive to the Contractor, or will these resources be shared with other parties? If shared, what procedures should the Contractor follow to schedule and coordinate their usage?

Exclusive to contractor.

40 PWS- C.3.4.4 Is there any specific maintenance or inspection schedule that the

Contractor should adhere to for the

Determined by the contractor based on need.

RFP Section and Page Number

Relevant Language Question NOAA Responses industrial trucks, Skytrak forklift, and mobile scissors lift to ensure their safe and reliable operation?

41 PWS- C.3.4.5.4 When is the initial on-hand inventory due to the Govt.?

Within thirty (30) calendar days of the contract’s effective date.

42 PWS- C.3.4.5.4 Will the Govt. provide current On-hand inventory list with minimum counts to be maintained or allow oncoming contractor the discretion to establish the list pending approval?

Government will provide current list.

43 PWS- C.5.1.2.2.1 Is there a special vehicle provided to transport bin, or materials inside of the bin to the designated location? Does the bin need to be unloaded/loaded by hand?

No vehicle provided as process has recently change to recycling pick up vs. drop off.

44 PWS- C.5.1.2.2.2 Will the Govt. ensure that facility tenants are complying with the established waste reduction program for the IRC campus? Otherwise how would the contractor be expected to render accurate reports to the Govt. on

January 30?

Government is responsible to ensure tenants comply.

45 PWS- C.5.1.11 This section states that SD is an 8 hour a day system that shall be physically manned by the contractor from 8:30 am - 3:30 pm. 8:30 -3:30 represents a

7 hour day. If this was not intended, will you adjust the time frame the SD is expected to be manned 1 hour earlier or later?

This was intended to provide flexibility to the contractor to determine best use for additional hour.

46 PWS- C.5.1.18 Notify the requestor by electronic mail of the expected completion date and actual completion date of the work as soon as possible and according to the minimum response time for each priority". Will the auto-generated

Work Order dependent. Some cases will require additional notification to the requestor.

RFP Section and Page Number

Relevant Language Question NOAA Responses

"completed" email from the TIFMS to the requestor satisfy the actual completion date requirement?

47 PWS- C.5.1.18.1 Does the Contractor's requirement to address a 41-1 request end if/when a customer does not approve of

Contractor supplied proposal?

Yes

48 PWS- C.5.1.20.1 This requirement appears to contradict the table in C.5.1.18.1. Would you please clarify which response time the contractor needs to adhere to outside of "normal working hours"?

The Contractor shall respond to an emergency within fifteen

(15) and within sixty (60) minutes following notification of the call for both normal working hours and non-normal working hours, respectively.

49 PWS- C.5.2.1 "The Contractor shall place used fluorescent bulbs back in their original packing and provide them to FMB for disposal when required." C.5.1.2.2 states "The Contractor shall perform the daily management of all hazardous, universal and non-hazardous wastes generated from

IRC." Is the recycling or disposal of the fluorescent bulbs an exception to

C.5.2.1?

No, standard procedure applies.

The process for fluorescent bulbs recently changed. At this time there no need to turn these items over to FMB.

50 PWS- C.5.5.1 Could you please clarify if you want the contractor to supply the COR with the results of the "Monthly" PM report from the elevator Sub or if you want the Contractor to create an additional weekly PM checklist for the elevators and then supply that to the COR?

Per the PWS, a preventive maintenance checklist delineating the services performed shall be provided weekly to the COR upon completion of the required services as specified.

RFP Section and Page Number

Relevant Language Question NOAA Responses

51 PWS- C.5.7.1 Is there currently a project at the IRC that is addressing active roof leaks and repairs? If so, will this requirement be waived until the completion of such a project?

Yes there is a 3 phase roof repair project underway. Phase

1 has been completed and

Phase 2 is scheduled to start in

March 2024. Requirement still applies as phases only address specific issues.

52 PWS- C.5.14.1.1 When was the last time the 5, 6, and

12-year inspections conducted?

Will be made available at time of contract award.

53 Technical Exhibit 4 GFE list item

"Rolling Cart".

Is this rolling cart mentioned in the

GFE what the technicians use to transport tools and supplies? If yes, is the Govt. only supplying 1 of them for all the technicians?

Multiple carts are available if needed.

54 Technical Exhibit 6 Is Technical Exhibit 6 a complete list of all GFMs? If so, is this the minimum count of materials the contractor is expected to keep on-hand?

Amount of GFMs needed is determined by the contractor.

55 PWS does not mention warehouse functions or pest control functions, however, RFP notes that the contractor will be responsible for both of these functions. To what extent will we be responsible for the warehouse functions & pest control functions?

Contractor is not responsible for warehouse services or pest control.

56 PWS-C.1.5.10.1 and C.1.5.10.2 Can the Alternate Contract Manager, if they meet the requirements, also fill the role of the BMS operator?

Yes

57 PWS-C.5.1.7 What approach does the RCM strategy outline for determining the most effective maintenance mix?

The RCM strategy provides an approach for determining the most effective maintenance mix and includes run to failure, condition based maintenance, RFP Section and Page Number

Relevant Language Question NOAA Responses and interval based (time, cycles, operating hours) maintenance.

58 Does it include run-to-failure, condition-based maintenance, and interval-based (time, cycles, operating hours) maintenance? How does it ensure a proactive mode of operation for the Contractor's RCM program?

To be determined by the contractor.

59 PWS does not mention warehouse functions or pest control functions, however, RFP notes that the contractor will be responsible for both of these functions. To what extent will we be responsible for the warehouse functions & pest control functions?

Refer back to NOAA response to Q55.

60 PWS-C.5.1.7 Please describe the training program in RCM techniques and procedures for employees involved in RCM activities. What is the scope of this training, and how is it documented?

Training to be provided by the contractor to their staff based on the RCM Program

Management Plan.

61 PWS-C.5.1.10 How frequent is this required? Is it only during core hours?

If referring to ARCHIBUS entry, yes, only required during core hours unless a special circumstance deems otherwise.

62 PWS-C.5.1.18 How many Priority 1 Emergency calls does the IRC have on a monthly average?

63 PWS-C.5.1.18 How many Priority 2 Urgent calls does the IRC have on a monthly average?

64 PWS C.5.1.18 How many Priority 3 Routine calls does the IRC have on a monthly average?

40-50

65 PWS C.5.1.18-1 How many Priority 4, 411 calls does the IRC have on a monthly average?

RFP Section and Page Number

Relevant Language Question NOAA Responses

66 PWS-C.5.2.1 When was the last time the Electrical

Switchgear was serviced?

Will there be an option for the awarded contract to inspect all

Switchgear and its condition prior to accepting its current condition?

Service schedule will be made available at time of contract award.

No there will not be an option for the contractor to inspect prior to accepting its condition.

67 PWS-C.5.8.1 Are there any know piping issues currently at the IRC?

None known at this time.

68 PWS-C.1.5.10.1 Can Years of experience, in excess of the 3-year minimum, be used to qualify candidates for these positions in lieu of the associate’s degree requirement?

Yes

69 PWS-C.5.4 Are all three water-cooled chillers and two air cooled chillers operable?

A project has been awarded to replace or repair these chillers as required back to optimal operating conditions. This project currently targeted to take place between September and October 2023.

70 PWS-C.5.10 Is the Vertical Turbine Pump on E-

Power? If not, will the contractor be expected to integrate the VTP into the existing E-Power grid to ensure that the water cooled chillers maintain an adequate supply of water to run? If

VTP is not on E-Power, how does the facility currently deal with a prolonged power interruption that effects the HVAC systems ability to cool critical areas of the facility?

The two air-cooled chillers (C4

& C5) supplement the HVAC during a power interruption.

Three of the chillers are on E-

Power; one water chiller (C1) and the two air-cooled (C4, C5). Current integration status/condition of the VTP connection will need to be determined upon contract award.

71 PWS-C.5.1.7 How does the RCM Program

Management Plan address the identification of areas for

To be determined by the contractor.

RFP Section and Page Number

Relevant Language Question NOAA Responses improvement and the methods for implementing proposed changes?

Additionally, can you describe how the plan determines when it is not cost-effective to perform repairs?

72 Will the Government kindly consider allowing front of proposal information to not be page counted? Cover Page?

Table of Contents? Flysheets?

Refer to NOAA response to Q5.

73 Please confirm that the CPARS included in Factor 3 – Past

Performance will not be page counted?

Refer to NOAA response to Q5.

74 We kindly ask for a larger page limit to Volume 1 – Business Proposal? At the 2-page limit that does not allow us to include all of the required information (SF 1449, Acknowledgement of Amendments, Representations and Certifications, etc.).

Volume 1 - Business Proposal page limit is changed from 2 pages to 30 pages maximum limit.

75 Please confirm if you are requiring an actual Letter of Authority for the person authorized to sign the proposal, or if a statement of authority will suffice?

If an actual Letter of Authority is required, we ask this not be page counted.

No Letter of Authority is required.

76 Please confirm that Volume 3 –

Cost/Price is essentially only the

Attachment 3 – Price Schedule Excel submittal? There was a mention of a

Pricing Matrix (Part 1), but we do not see this within the RFP documents?

Offerors are to complete both

Section B and the Attachment 3

Excel spreadsheet for computation purposes.

RFP Section and Page Number

Relevant Language Question NOAA Responses

We were given a 6-page limit for this

Volume, but then told that the

Attachment 3 Excel will not be page counted. Want to ensure we are not missing anything within our submittal.

If additional information is to be provided, is limited to 6-pages.

77 Are personnel certifications to be included with our resume submittals or will statements of certification suffice? If actual certification are required, we ask that these not be page counted.

Yes, personnel certifications is require and will not count against the maximum page limit.

78 For proposal submittal will regular electronic email to the Contracting

Officer and Contract Specialist be acceptable? Or can further instructions be given for “email via www.sam.gov” as the RFP mentions be given?

Refer to NOAA response in Q7.

79 Please confirm the following format for proposal submittal as the RFP listed contradicting instructions.

Volume 1: Business Proposal, Volume

2: Technical, and Volume 3:

Cost/Price?

Refer to NOAA response in Q2.

80 Due to the complexity of the RFP requirements and the importance of this contract will the Government kindly provide a bid extension of 2 weeks after RFI responses, allowing

Offerors sufficient time to highlight their experience and approaches? This will result in the best overall value to the government and taxpayer.

Unfortunately an extension is not possible due to the time constraints.

81 Technical Exhibit 3 Many of the equipment listings are missing the equipment size, manufacture and if possible serial

The government is unable to provide additional information at this time.

RFP Section and Page Number

Relevant Language Question NOAA Responses numbers to properly estimate the level of effort.

Can the Government provide this information?

82 Can the Government confirm the equipment Technical Exhibit 3 is the only equipment required to have preventative maintenance?

Both preventative and corrective maintenance.

83 Can the Government confirm if corrective maintenance is limited to only the equipment listed in Technical

Exhibit 3 or all facilities, equipment and systems?

Yes but corrective maintenance on other equipment may be performed as a 41.1

(reimbursable).

84 Can the Government confirm for pricing purposes that the contractor is to use Technical Exhibit 9 data?

Yes

85 How often is the Performance Walk-

Thru

To be determined by the contractor.

86 p.2 -C.1.2.3.1 Archibus On-Demand

Work Orders Historical

Is the contractor financially liable for the completion of outstanding planned or corrective workorders from previous contracts?

All outstanding planned or corrective work orders are the responsibility of the incoming contract.

87 p.37 C.5.3.1 Requirement How frequently is seawater and chill water system cleaning expected?

To be determined by the contractor.

88 p.44-45 C.5.10 Mission Critical

Support

Will routine maintenance of the special walk-in freezers be a 3rd party expectation, or will in-house staff be qualified to perform minor repairs?

To be determined by the contractor.

89 Who is the control contractor currently retained?

Don’t understand the question therefore no response provided by the government.

99 What is a Phoenix System and who currently is maintaining it?

Phoenix Systems are fire alarm and notifications systems.

Incumbent contractor is responsible for maintenance.

RFP Section and Page Number

Relevant Language Question NOAA Responses

100 Who is the contractor currently operating the Lutron system?

Incumbent contractor is responsible for operation and maintenance.

101 What is the Foreseer System and who is maintaining it?

N/A

102 Which elevator company are you using for maintenance and inspections?

Has the elevator been upgraded in the past 12 years?

Elevations, Inc. held the previous contractor for inspections. Centric performs the maintenance and repairs.

No upgrade has taken place.

103 How many onsite personnel are required to operate the site and what expertise levels are you looking for?

To be determined by the contractor.

104 I see the Service Desk is to be manned from 8:30 am to 3:30 pm, Monday through Friday. What are the hours you would expect to have contractor services on site?

To be determined by the contractor outside of meeting the contractual requirements.

105 Will the QC person be required to be full-time? Or on site while specific activities are performed?

To be determined by the contractor.

106 Are janitorial services a part of this contract? Besides the mechanical spaces?

No, janitorial services are not included in this requirement.

107 Can we get a copy of your sign-in sheet for the site visit?

The site visit sign-in sheet will not be distributed.

108 Who currently works on your emergency power systems?

Incumbent contractor.

109 What company is currently working on your chillers and cooling towers?

Incumbent contractor.

110 Who is the chemical company that does the boiler and chilled water treatment?

Incumbent contractor.

111 We noticed the condenser coils were in pretty poor shape due to the coastal

A project has been awarded to replace or repair chillers as

RFP Section and Page Number

Relevant Language Question NOAA Responses effects. Also noted that several more units were deteriorated as well.

What is presently being done to repair or replace the air-cooled chillers?

required back to optimal operating conditions. This project currently targeted to take place between September and October 2023.

112 Is there a plan to bring these items up to a maintainable state?

Yes

113 Has there been a life cycle analysis on the existing equipment?

Yes, a Facilities Condition

Assessment is performed every years.

114 Are all the maintenance materials currently provided by the government? Examples…air filters, refrigerant, belts, pressure controls, ceiling tiles, cleaning supplies, etc.?

Dependent on the specific item.

115 What contractor or equipment warrantees are currently in place from recent work done?

Will be provided upon contract award.

116 How many on-site personnel are at the facility during a week and are they able to handle the number of PM work orders and service calls?

Incumbent contract staff is comprised of eleven (11) personnel.

117 If the government supplied tools and testing equipment are nonfunctional, what are the procedures to get them replaced or calibrated?

Dependent on the specific item.

118 Part 1 – Supplies or Services and

Prices/Costs, Brief Description of

Services: Paragraph 1 states OM&R services are required 24 hours a day, seven day per week, 365 days a year.

Please confirm that the requirement is to have staff on site 24 hours a day as the Performance Work Statement states the contractor is responsible for conducting business between the hours of 6:00am to 6:00pm, Monday through Friday.

Contractor determines how they will meet the contractual requirements.

119 Part 1 – Supplies or Services and

Prices/Costs, Brief Description of

Services: Paragraph 2 states the

Please clarify the shipping, receiving and campus warehousing operations

Shipping, receiving and campus warehousing operations are not included in this requirement.

RFP Section and Page Number

Relevant Language Question NOAA Responses requirement is to procure maintenance services, as well as “conduct shipping, receiving and campus warehousing operations”, “serve as key control manager”, “services also include elevator inspections and maintenance repair”, “building/window washing, and pest control”.

are to be included in this requirement.

The Performance Work Statement has no reference to shipping, receiving and warehouse operations.

120 Contractor Employee’s Identification:

states all employees shall be clearly identifiable by a distinctive badge furnished by the

Government.

Please advise if there will be any additional government documents that will need to be provided to obtain this badge.

Fingerprints and background clearance required.

121 1330-52.232-70 NOAA

LIMITATION OF FUNDS ON

TIME-AND-MATERIALS LABOR

HOUR CONTRACTS:

Please clarify if the ceiling price of

$500,000 for the performance of this contract is in reference to the base year, or the entire 5-year contract period?

Refer to NOAA response in

Q17.

122 1330-52.232-70 NOAA

LIMITATION OF FUNDS ON

TIME-AND-MATERIALS LABOR

HOUR CONTRACTS: This section states that $20,000 has been allotted for Time and Materials. Para b) requires the contractor to notify the

Contracting Officer if costs will exceed 85% of the total amount allotted. Technical Exhibit 9 of the

Performance Work Statement estimates that material costs for the base year will be $156,000 ($13,000 per month). Expected costs under this contract will exceed 85% of the amount currently funded for Time and

Materials within the first 6 weeks of performance.

Please confirm that additional funding for Time and Materials will be available within the first 6 weeks of contract performance.

Funding will be available at time of award and as necessary if need arises.

RFP Section and Page Number

Relevant Language Question NOAA Responses

123 C.1.5.4 Hours of Operation states that the contractor is responsible for conducting business between the hours of 6:00am and 6:00pm.

Please clarify if the Government expects the contractor to have OM&R staff onsite from 6:00am to 6:00pm requiring multiple shifts?

Yes

124 C.1.5.7 Special Qualifications states that contractor is responsible for ensuring some employees “or contractors” possess and maintain current special qualifications during the execution of this contract.

Please advise if the following Key

Personnel listed in the RFP, Building

Automation System or Building

Management System Operator and

Certified Elevator Inspector, may be subcontractor personnel?

To be determined by the contractor as long as contractual requirements are met.

125 C.2.1.34

Emergency/Unscheduled/Unplanned

Maintenance and Repairs states that the COR may authorize unscheduled/unplanned repairs up to

$20,000 per repair for moderate to major repair or correction requiring skilled labor.

Being that the magnitude exceeds

$2,000, will these efforts be considered “construction” efforts?

Dependent upon type and complexity of repair.

126 C.3.4.4 Material Handling Equipment and Scissor Lift:

If, at any time, the equipment listed under this section is not safe for use by contractor, will the

Government provide reimbursement for equipment rental costs?

Government is not responsible to reimburse contractor.

127 C.5.1.2.1 Compliance: states that contractor is responsible for environmental reporting requirements, IRC implementation plans and compliance procedures

Please confirm that contractor will not be responsible for any environmental activity that is an inherent government responsibility such as quarterly DMR on-line reporting, submitting environmental data to the State of

Hawaii, and EPA permit renewal application submittal?

Contractor is responsible to prepare reporting materials and ensure their accuracy, government is responsible for submittal.

128 C.5.1.2.2 Recycling: states that contractor shall perform daily management of all hazardous, Please advise if contractor is responsible for arranging for disposal of all IRC waste? Is contractor

Government is responsible for arranging disposal of waste in

RFP Section and Page Number

Relevant Language Question NOAA Responses universal and non-hazardous wastes generated from IRC.

responsible for arranging contracts with waste hauling firms?

coordination with the contractor.

129 C.5.1.2.2.1 Metal Recycling: states contractor shall remove recyclable metal placed in IRC owned bins.

Please advise the frequency that metal recycling will occur so contractor can determine the costs of transportation?

No transportation cost will be incurred due to a new policy.

130 C.5.1.18.1 Requirement: Please advise if contractor will be held to the completion timeline requirement if repair parts are not available on the island and need to be ordered from the mainland?

Contractor is not considered deficient in meeting timeline while awaiting parts to arrive.

131 C.5.2.1 Interior Lighting: states contractor utilize LED lamps for re-lamping

Please confirm this will be done utilizing the T&M CLIN?

Yes, T&M may be utilized for

LED lamps.

132 C.5.6.1.1 Elevators and Cart Lift

Inspection Program: states contractor shall be responsible for compliance with inspection scheduling.

Is it the government’s intent that the contractor’s Certified Elevator

Inspector conduct these inspections and manage this program?

Is the contractor responsible for both the elevator inspection and elevator maintenance and repair under this contract?

Yes and yes.

133 PWS C.1.5.10.1 The Contract Manager and

Alternate shall have an

Associate’s Degree, and a minimum of three years of experience.

I was wondering if we could have some clarity about the contract manager education? It states they need an associate degree, but would a bachelor’s or master’s degree still apply? Was the statement supposed to say, “a minimum of an associate degree and at least 3 years of experience”.

Yes.

134 PWS C.1.5.10.1

Part 11 – Proposal Organization, Volume 2, Technical Proposal, 2.

Management Approach

The Contract Manager and

Alternate shall have an

Associate’s Degree, and a

There is a conflict between the RFP instructions and the PWS regarding

Key Personnel requirements. Whereas the Instructions call for a Bachelor’s

NOAA is looking for, at a minimum, an Associate’s

Degree and three years’ experience.

RFP Section and Page Number

Relevant Language Question NOAA Responses minimum of three years of experience.

For each key personnel, submit a resume that provides information concerning their education, preferably Bachelor’s Degree, background, recent work experience, and accomplishments.

degree and the PWS does not. Will the

Government please confirm that the

Key Personnel requirements in the

PWS supersede those in the

Instructions? If that is the case, will the Government please revise the instructions accordingly?

Yes, the Key Personnel requirements in the PWS supersede those in the RFP instructions.

Yes, the Government will revise the language, accordingly and repost the revised RFP to SAM.gov.

135 PWS C.1.5.10.1

CAR 1352.237-75 Key Personnel

PWS C.1.5.10.1

CAR 1352.237-75 Key

Personnel

Both the PWS and the Instructions require offerors to propose a Alternate

Contract Manager as Key Personnel.

Given that Alternate Contract

Manager duties are in most cases supplemental to another employee, who serves in a backup capacity when the Contract Manager is not available, will the Government please consider removing this position from the Key

Personnel?

In cases where offerors propose the use of incumbent personnel, this gives the incumbent contractor an advantage as they are able to cross utilize incumbent personnel by name.

No, the Government will not consider removing the

Alternate Contract Manager as a key personnel position.

136 CAR 1352.215-74 Best Value

Evaluation

CAR 1352.215-75 Evaluation Criteria

The referenced RFP Section includes a reference to CAR 1352.215-75

Evaluation Criteria. CAR 1352.215-75

(b)(1) states, “The proposed prices/costs will be evaluated but not scored. The cost evaluation will determine whether the proposed costs are realistic, complete, and reasonable in relation to the solicitation

No, cost will not be evaluated for realism.

RFP Section and Page Number

Relevant Language Question NOAA Responses requirements. Proposed costs must be entirely compatible with the technical proposal.” However, the Evaluation

Criteria listed in the Solicitation does not state that costs will be evaluated for realism IAW the CAR.

Will the Government please confirm that costs / prices will be evaluated for realism?

137 Considering Hawaiian Standard Time

& the current dead-line for RFI’s to be submitted to the government, this is less than a full 24-hours for the contractor to draft and send. Can an extension be given for the current RFI dead-line?

Refer to Q1.

138 Amendment 0002, “1305M423RNAAJ0020_A0002.pdf”, Questions 11 and 114

Industry asked similar questions in question 11 and 114. However, the responses are conflicting. Answer 11 states “Government will provide all materials/consumables, these are not required to be provided in the bid,” while Answer 114 states “Dependent on the specific item.”

Will the Government please clarify whether all required materials will be provided by the Government, or if offerors are required to bid/propose/provide any materials?

And if they are, which materials?

While these two references are slightly different; one (#11) refers to the current inventory which the Government does maintain the cost for; the other

(#114) is speaking to maintenance materials in general in which there may be a circumstance that the

Government does not maintain that specific item. However, in terms of what offerors need to provide for the bid and to be consistent, the answer for #11 is applicable to both and will make the bids more consistent.

139 Question #74 answer reads: “Volume

1 - Business Proposal page limit is

Volume 1 - Business Proposal page limit is changed from 2

RFP Section and Page Number

Relevant Language Question NOAA Responses changed from 2 pages to 30 pages maximum limit.”

Question #2 answer reads: “Volume 1

– Business Proposal: 2 pages maximum

Volume 2 - Technical: 30 pages maximum

Volume 3 – Cost/Price: 6 pages maximum not include the Attachment

3 spreadsheet”

• What is the page limit for

Volume 1 – Business

Proposal?

pages to 30 pages maximum limit.

140 RFI Response #76 states - Offerors are to complete both Section B and the

Attachment 3 Excel spreadsheet for computation purposes.

Can the Government please provide the “Section B” referenced for completion as we do not see this with the RFP documents? We want to ensure we are providing everything for a compliant proposal submittal.

Section B is Part 1 of the RFP

141 In previous responses, 3 RFI questions were addressed with potential implications for the qualifications of candidates applying for positions

Questions #68, #133, and #134.

RFP Section and Page Number

Relevant Language Question NOAA Responses

In question #68 , it was asked whether years of experience exceeding the 3-year minimum could be utilized to qualify candidates in lieu of an associate's degree, and the response indicated that this flexibility was acceptable.

In question # 134, a discrepancy was highlighted regarding Key Personnel requirements between the RFP instructions and the Performance

Work Statement (PWS). The PWS outlines a specific requirement of a minimum of an associate's degree and three years of experience, while the

RFP instructions call for a Bachelor's degree.

To achieve clarity and ensure consistency in candidate qualifications,…