Industry Day Questions and Answers.pdf

Questions for DOL RFI – Frances Perkins Building O&M

1. Ref: PWS Paragraph 1.4, Scope and PWS 5.1.13. Service Requests / Calls - Paragraph 1.4 requires offerors to conduct “24 hour service desk operations,” but Paragraph 5.1.13 only requires offerors to provide a means to receive service requests twenty for (24) hours a day. Can the Government clarify exactly when offerors will be required to conduct service desk operations? This an error, there is NO 24 hours service desk requirement.

2. PWS Paragraph 1.6.3, Administrative Requirements & PWS 3.2, Equipment– This paragraph indicates “Certain key personnel and other Contractor personnel may be supplied with a DOL laptop computer, as deemed necessary for performance of services and access to DOL IT systems.” Can we assume this would include Production control clerks and/or Service Order dispatchers? There are x-amount of DOL laptops for the contract to utilize as they seem fit.

3. Ref: PWS Paragraph 1.6.5, Hours of Operation/Place of Performance - Please clarify that the normal building “hours or operation” and the building g “operating hours” are 6:00 a.m. and 8:00 p.m. Monday through Friday, except Federal holidays or when the Government facility is closed due to local or national emergencies. The hours of operation will be from 6:00am to 6:00pm.

4. Ref: PWS Paragraph 1.6.8, Key Personnel – This paragraph addresses a Project Manager position and an Assistant Project Manager position. It also addresses O&M On site Supervisor(s). The paragraph states the “Project Manager position and/or the Assistant Project Manager must be on site between 6:00 am and 8:00 pm. Shifts may be split but one of the two must be onsite during these hours.” The paragraph also states “ O&M On site Supervisor(s) must be onsite between 6:00 am and 8:00 pm and may split shifts during these hours. At a minimum, an onsite supervisor must be on site during any after hours or weekend work associated with this contract or reimbursable repair at no additional cost to the government.” Does this mean offerors must have at least four (4) key personnel (a Project Manager and an Assistant Project Manager, and two O&M On site supervisors)? NO. The offerors must have a Project manager and an Alt. Project Manager, one these key personnel must be on site (6:00am – 6:00pm). A supervisor or the Alt. Supervisor must be on site one these key personnel must be on site (6:00am – 6:00pm). Any after hours work, at lease the supervisor or the Alt. Supervisor must be on site one these key personnel must be on site.

5. Ref: PWS Paragraph 1.6.8, Key Personnel – This paragraph contains this statement:

“The Contractor Staff, including Subcontractors are expected to be in uniform within 30 calendar days from the date he/she is hired.” While we agree it is the Government’s prerogative to require all contract employees to be in an approved uniform, we assume that subcontractors will be in the uniform of their respective company rather than the uniform of the O&M contract offeror. Is that correct? That is correct.

6. Ref: PWS Paragraph 1.6.8.1. Project Manager, and PWS Paragraph 1.6.8.2.

Assistant Project Manager. - Are both the Project Manager and Assistant Project Manager required to have Project Manager Professional (PMP) Certifications? This may present problems with obtaining resumes for the positions. This requirement is NO longer required.

7. Ref: PWS Paragraph1.6.13.2, Uniforms – This paragraph contains the statement: “The COR must approve the clothing.” We assume this refers to the fact that the COR will approve the design of the uniform as indicated in Paragraph 1.6.8, Key Personnel. Our company will take appropriate management action to resolve any instance if an employee reports for duty in an incorrect or soiled uniform. The COR will NOT be required to approve a company’s clothing. The company’s uniform is the business of the company.

8. Ref: PWS Paragraph 5.1.1.1.b, Staffing Plan – Can the Government provide a copy of the current staffing? No. The offeror must make its own determination of have the right staffing plan for the execution of the day-to-day work.

9. Ref: PWS Paragraph 5.4.1.2, Reimbursable Repairs and Alternations: This paragraph indicates the non-reimbursable repair threshold is $7,500. This non-reimbursable repair threshold appears excessive. Many GSA contracts typically establish the non-reimbursable repair threshold at $2,500; however, we acknowledge a recent GSA solicitation established a non-reimbursable repair threshold of $5,000. We believe a non-reimbursable repair threshold of $7,500 would escalate risks for this Frances Perkins Building O&M contract. Would the government consider lowering the non-reimbursable repair threshold for this contract? This threshold will be revere downward and noted by the CO.

10. Ref. Pricing - Can the Government provide the current monthly cost of this contract? No.

11. Is this a small business set aside opportunity. A determination has not been made at this time.

12. When will the final RFP be coming out? An issue date for the RFP is not known at this time.

13. Are there CBAs for the site team? No.

14. Draft RFP 3.1 38 Can the government confirm as to whether full custodial services will be required under this RFP? No.

15. Draft RFP 1.9.5.1.18 (a) 50-Can the government confirm as to whether a full PT&I program is currently active and if so what techniques are being utilized? There is not a PT&I currently in place.

16. Draft RFP 5.2.8 69 -Can the government provide the estimated volume of asbestos products identified on site for which the contractor is responsible for? Unable too. The building was constructed in 1974, it could be assumed that most of the AHU installation, adhesive tilts, and other installation material have some level of asbestos.

17. Draft RFP 5.5.1 79- Can the government confirm that all fire alarm testing includes smoke damper testing and duct detector testing can be performed during normal business hours? Yes.

18. Draft RFP 1.6.8.6.-1.6.8.14 17-21 These positions are under the "Key

Personnel" heading, however, I don't believe these are key personnel. Please confirm.

These are NOT key personnel.

19. Are there any collective bargaining agreements in place? This question would need to be more specific and show on this related to the RFI.

20. Is there an incumbent vendor or is this work being done by government employees?

There is an incumbent vendor on site.

21. How many Emergency Responses were required for the past three-year. Have no clear data on that but I am guessing less that 30 over 3 years.

22. Are resumes of key personnel required at RFP submission? Resume of all employees will be required for this submittal.

23. Will the any Preventive Maintenance records be provided with the RFP documents? Yes.

24. Will the number of active projects be provided with the RFP documents? Yes.

25. Will the type and age of all equipment required to be maintained be provided with the RFP documents? To the greatest extent possible, yes.

26. Once this is issued as a formal RFP, will a site visit be planned to review against the updated scope of services required? Yes.

27. What is the serviceable square footage of the building? There are multiple mentions of square footage such as the following: The 1.1 million square feet of office space is accurate. The additional 800,000 square feet refers to garage space.

The FPB is a 1.9 million square foot facility situated on 15.4 acres of land. The building composition is mainly limestone and is configured in 3 wings – South, Center, and North. The FPB has approximately 1.1 million square feet of office space that can house up to 5,200 employees

BUILDING STATISTICS

i. Rentable Square Feet 1,373,328 square feet

ii. Gross Square Feet 1,850,911 square feet

28. Will the Government clarify the expectation surrounding the roof system care? What is the current roof top maintenance plan? Is the roof top maintenance self-performed or is this a third party contractor? Are there currently any plans to replace any sections? The vendor should expect to all personnel, equipment, tools, materials, supervision, and other items deemed necessary to perform the full range of Operations and Maintenance (O&M) and repair as defined in this Performance Work Statement (PWS).

29. Will the Government clarify the accuracy of the data entered into WO management system? For equipment inducted into the WO Management System, what is the accuracy level of the information entered? What are the expectations for new equipment or existing equipment found not to be already in the system? The government assessment of the accuracy is about 80 to 90- accurate. There should be no significant impact to the offeror cost since new equipment will be treated part of the continuous maintenance effort. The offeror will be required to conduct it own building assessment to verify the equipment.

30. Are the individual equipment scheduled PM WOs properly loaded with the manufacturer's recommendations from which to guide the technician performance? No

31. Please provide an access diagram for the fountain located at the front entrance. The diagram may no longer exist but the offeror could have captured that information during the walk thru.

32. How often are the sprinkler heads replaced on your fire suppression system? Is this on a scheduled rotation? There is not an active schedule.

33. Are your generators currently in a combination of inhouse PM activities and a third party service provider? The vendor should expect to all personnel, equipment, tools, materials, supervision, and other items deemed necessary to perform the full range of Operations and Maintenance (O&M) and repair as defined in this Performance Work Statement

(PWS).

34. Is your Generac System serviced by Generac or in house Electrician? The vendor should expect to all personnel, equipment, tools, materials, supervision, and other items deemed necessary to perform the full range of Operations and Maintenance (O&M) and repair as defined in this Performance Work Statement (PWS).

35. The operating plant floors and walls are in need of scaling and painting, is this an expectation of the PWS? Yes. A maintenance program should include the entire building.

36. Will the Government provide a list of the Site Walk attendees and companies? No

37. Can the government provide the incumbent contract number and vendor name who is currently supporting existing O&M of the building? No

38. Can we integrate “Maximo” into ServiceNow? Is ServiceNow used by DOL for both IT, and building services, such as tracking preventive maintenance and equipment, warranties, etc.? No, only ServiceNow will be used for all maintenance tracking services at FPB.

39. So since it is electronic, can we submit 60 pages or 30? The page count should not exceed 30 single spaced pages.