B09_Attachment_4_Q_A_0001.docx

Questions and Answers Solicitation: 140P3026Q0032 Requirement: Elevator Maintenance Services, Filene Center, Wolf Trap National Park for the Performing Arts Questions are reproduced as submitted. Where an answer references a Part, it refers to the corresponding Part of the Statement of Work at Attachment 1. In line item numbers, an “x” stands for the period digit: 0 for the base period and 1 through 4 for Option Periods 1 through 4, as stated in the price schedule at Attachment 3.

Question 1 Please clarify the pricing methodology for CLIN 0002. Is the offeror to provide a fixed annual price that includes all emergency callback services during the contract year, or is CLIN 0002 intended to be priced on a per-callback basis?

Answer 1 CLIN x002 is a fixed annual price, not a per-callback price. The quoter provides one price for each 12-month period, and that single price covers all on-call and emergency callback service on all three units, at every hour of every day in the period, weekends and holidays included. Payment does not vary with the number of callbacks, the hours worked, or the time spent on site. The line is invoiced in equal monthly installments, one-twelfth of the period price each month, per Part 12 and Schedule Note 5.

The same fixed price also covers every maintenance repair with a total cost of $3,000 or less per incident, per Part 3.

Two kinds of work fall outside CLIN x002, and quoters price neither of them. Repairs exceeding $3,000 per incident are ordered and paid under CLIN x003. Pre-existing deficiencies categorized as Category 2 under Part 5 are also ordered and paid under CLIN x003, regardless of amount. Quoters should not build either into their CLIN x001 or CLIN x002 prices.

The hourly rates in the Rate Table are not a basis for payment for any line item. The Government uses them to evaluate cost proposals for repairs ordered under CLIN x003 and to price in-scope modifications.

This structure is stated in the Section B preamble at Attachment 3, in Part 1 paragraph B, in Part 8 paragraph 3, and in Part 12.

Question 2 SOW Part 6 “Preventative Maintenance” Item 5: Typically, elevator preventative maintenance contractual frequencies are monthly. Please confirm the intended preventive maintenance frequency under this contract (i.e., twice monthly, monthly, or another schedule) for pricing purposes.

Answer 2 Scheduled preventive maintenance is monthly. Part 6 item 5 does not set a twice-monthly maintenance frequency; it is a separate biweekly inspection requirement, described below.

Each unit receives nine monthly preventive maintenance and inspection visits in each 12-month period, one in each of the months April through December, performing the Monthly Items in the Part 13 guides. These nine visits are the quantities priced at CLINs x001AA through x001AC, and the quantity of nine is fixed for every period regardless of the date of award. Each unit also receives one annual preventive maintenance and inspection per period, performing the Annual Items, priced at CLINs x001AD through x001AF.

Several requirements run on their own cycles alongside the monthly schedule, and they continue through the full twelve months rather than only the nine maintenance months: the biweekly inspection of all elevator-related equipment and re-lamping under Part 6 item 5, the biweekly telephone check under Part 6 item 9, the quarterly cab emergency light test under Part 6 item 6, and the Quarterly Reviews and Semi-Annual Items in Part 13.

For pricing purposes, the CLIN x001 sub-line items are the only preventive maintenance line items and their quantities are fixed. The biweekly, quarterly, and semi-annual work is included in the CLIN x001 prices and is not separately priced, as Schedule Note 2 provides. The five-year ASME A17.1/CSA B44 safety and buffer tests are likewise included in CLIN x001 pricing for the period in which they fall, per Schedule Note 3.

Preventive maintenance is performed as applicable to the equipment installed on each conveyance. The three conveyances are identified in Part 1, Scope of Work: the Dover hydraulic passenger elevator, the Gillespie hydraulic freight elevator, and the Gillespie electric cable personnel lift. The Part 13 guides are the minimum requirements for the equipment present on each unit, per Part 6 item 1.

Question 3 Please clarify whether the Government will provide the required third-party/QEI inspector for all required code tests and inspections, or whether the Contractor is responsible for furnishing and paying for the independent inspector.

Answer 3 The Contractor furnishes and pays for the independent inspector. The Government does not have a certified elevator inspector and will not furnish one.

The inspector must be qualified in accordance with ASME QEI-1, Standard for the Qualification of Elevator Inspectors, must be independent of the Contractor, and must hold no financial interest in the results of the inspections and tests witnessed. The Contractor performs the required tests and the inspector witnesses them; the same party does not do both. Before the first witnessed test, the Contractor submits the proposed inspector’s qualifications to the COR for acceptance, and all resulting inspection reports and certificates go to the COR.

The cost of the inspector is included in the CLIN x001 prices. It is not separately reimbursed and is not ordered under CLIN x003.

Amendment 0001 amends Statement of Work Part 2 to carry this requirement, and amends Part 6 item 4 and Part 10 item 1 to remove the references to a Government elevator inspector.

On prior test records: the Government does not have the dates of the most recent five-year safety tests for the three units and cannot furnish them. Where a five-year test falls due during a contract period, it is performed under CLIN x001 for that period, as Part 2 provides. Amendment 0001 amends Part 5 so that the Contractor establishes and reports the most recent test dates for each unit in the Existing-Conditions Baseline Report.