Q A 19GE5021R0016.pdf

Buildings Maintenance Services 19GE5021R0016

US Embassy Tokyo

Questions and Answers

Q1: Attachment J-2, Page 18: BAS in Chancery (DELTA) and BAS in CMR (METASYS/JCI).

Please provide a detailed scope of work. And has the incumbent contractor ordered the work related to these BAS to the subcontractors? If so, please let us know POC information in order to get the quotation from them.

A1: There are no specific maintenance for the DELTA BAS. It’s more of how to operate and monitor the system. Basic operation of the system will be trained during the transition period. CMR’s BAS System is fairly new, installed in 2018. There are no specific maintenance for the METASYS/Johnson Controls BAS. Basic operation of the system will be trained during the transition period.

Q2: Attachment J-2 Page 22 of 43: All Pneumatic System and Controls at Chancery Building and Mitsui Housing Compound shall be inspected and maintained annually. It seems that this is a new requirement. However, there does not mention the equipment information. Please provide the information of what the contractor should inspect and maintain.

A2: The Pneumatic System for Mitsui Housing Compound is as listed on the Attachment J-

2 and Air Compressor listed in Attachment J-6. For Chancery building, those are the Air

Compressors for pneumatic system (listed in Attachment J-6) and 3-way Valves for 9

AHUs in Chancery, and pneumatic thermostats located in the 10F and BF mechanical rooms, similar to the AHUs 1, 2, & 3 listed in Attachment J-2, p. 20.

Q3: Page 72 of 76 in Solicitation: Please confirm that the contractor can provide CPARS instead of Past Performance Questions Information if available? Getting Past and Present Performance

Questionnaires from Customers takes a long time.

A3: Yes, CPARS is acceptable, but the projects shall be similar in complexity and magnitude.

Q4: During the 05 February Site Visit, the Government noted that not all equipment was listed in the Solicitation and therefore an amendment will be issued. Please advise when this amendment will be issued and what types of f equipment and the approximate quantities will be included.

Depending on when this Amendment will be issued and what the contents are, the offerers might need more time and request additional time / extension.

A4: Amendment will be issued with the list of additional equipment.

Q5: Please provide historical records of the equipment’s' servicing, including trouble orders per month.

A5: There are no records for each equipment to share at this time. Reports are provided after Preventive Maintenance Inspections each month for respective/various equipment.

Deficiencies are listed and minor repairs within the scope/40 hours are performed under the contract. However, depending on the nature of the deficiency, U.S. Embassy, Tokyo ask the Contractor to provide a quotation for those repair services.

Q6: Attachment J-2 Page 12 of 43,Note: The Contractor shall subcontract Hirakawa Boiler

Company for these Preventive Maintenance Services. Attachment J-2 Page 13 of 43, Note: The

Contractor shall subcontract Nippon Thermoener Company for these Preventive Maintenance

Services. Note: The Contractor shall subcontract Kawasaki Thermal Engineering Co., for these

Preventive Maintenance Services. Please explain why there is a requirement to use these vendors. Is it possible for the contractor to utilize equal of more qualified vendor?

A6: These three Boilers are critical equipment for each facilities and U.S. Embassy, Tokyo prefers to have the Preventive Maintenance Services performed and maintained by the

Manufacturer’s Service Technician, because they know what exactly to look at and maintain.

Q7: We would like to request the excel file for the equipment inventory of the solicitation and we would like to request the historical numbers of Service Orders for the past five years.

A7: As listed in the Attachment J-2 & Attachment J-6. No historical numbers of service record to provide.

Q8: Can any of the key personnel be dual-hatted?

A8: Only QC Manager and Safety Manager.

Q9: What is the contractor’s limit of liability for unscheduled maintenance and repair?

Q9: 40 hours. Please see Sec. B.2.2 and B.3.3, and Sec C.5.3.

Q10: Are materials for scheduled and unscheduled maintenance reimbursable?

Q10: All materials will be supplied/furnished by the U.S. Embassy, Tokyo. See Sec.

B.3.1(c) and Sec. C, C.3(c) in p.12.

Q11: What is the average number of unscheduled service orders per year?

Q11: We will provide information for Answer to Q14 below.

Q12: What is the average cost of an unscheduled service order?

A12: See Sec. B.2.2 and B.3.3 for Task Orders. These “Task Orders” are for Unscheduled

Work Orders that exceeds 40 hours, or out of the scope services.

Q13: What is the typical number of snow events per year?

A13: 1 to 2 times per year. So far, we don’t have any this year.

Q14: We understand that the following requirements shall be quoted and be incorporated into our prices.

i) C.5.2 General Requirements and Procedures for Operation –Maintenance (Page 12 of 76)

ii) C.5.3 General Requirements and Procedures for Unscheduled Work Order (Page 14 of

76)

We can quote above i), but we cannot quote the above ii) without past track record i.e. labor hours for the following categories as listed in “Hourly Rates for Unscheduled Services”.We appreciate it if you could supply us with the above past track record.

a) Maintenance Technician

b) Maintenance Technician / Keysmith

c) HVAC mechanic

d) Electrician

e) Plumber

f) Carpenter

g) Painter

h) Refrigeration Appliance Technician

A14: Please refer to the attachment “Historical Data”.

Q15: Schedule listed in Page 3 of 76.Do we have to submit to you this schedule? We feel that the schedule is to be a summary of total prices per annum for sum of Standard Service and

Unscheduled Services. Is our understanding right? If so, please supply us with the data mentioned in the above Q14.

A15: The 2.1.2, 2.2.2, 2.3.2, 2.4.2, and 2.5.2 “Hourly Rates for Unscheduled Services” is a fixed hourly rate that will be applied for “Task Orders”, an additional services that are above 40 hours for Unscheduled Work Orders or any work that is not within the scope of services. Therefore, Task Orders will be paid using this hourly rate.

Q16: 40 hours for unscheduled work applies to all building? FSI Yokohama is called out separately so does that mean they have an additional 40 hours?

A16: 40 hours for unscheduled work applies for all building including FSI Yokohama. No additional 40 hours.

Q17: For the current service contract how many personnel are involved?

A17: The Government cannot release this information.

Q18: Is it possible to extend the current deadline of the Solicitation?

A18: Yes, the Government extended the deadline for submission of proposal to the

03/03/2021 at 17.00 CET time.

Q19: Is the Attachment Contract Information Sheet / Experience Listing going to be integrated in the Solicitation?

A19: The document has been integrated as attachment number 10. Please consider this latest updated version of the Attachments.

Q20: Section Pricing Summery. We understand that pricing summary is for the annual total sum of Standard Services only and it does NOT include Unscheduled Services. Please take a look at the last page of pricing summary. Schedules for “Base Year Total” to “Third Option Year Total” are based on Standard Services but “Fourth Year Total” seems to include Unscheduled Services

(CLIN0006). Is this typo?

A20: Yes, this was a typo and has been corrected. The total price for every year is based on the Standard Services on CLIN0001 to 0005.