QandA 22R0088.pdf

Preventive Maintenance of Power System Back-up Equipment

Embassy of the United States of America

Frankfurt, Germany Solicitation 19GE5022R0088

Questions and Answers

Q1: Exhibit A Emergency Power:

Please provide the equipment listing to include make and model number and capacity of the emergency power system(s) to be serviced according to the maintenance contract plan in Exhibit A Emergency Power.

A1: See detailed equipment list.

Q2: Exhibit A Emergency Power:

Will the government pay for and provide the fuel used during generator testing?

A2: Yes, the government takes care of the fuel.

Q3: Exhibit B LM Voltage Switchgear:

Does the government require the contractor to perform functional testing of the breakers in addition to visual inspection and cleaning as part of preventive maintenance?

A3: Yes, functional testing is required.

Q4: Exhibit B LM Voltage Switchgear:

Will the government constrain the contractor as to when the contractor can schedule outages and/or limit the duration of the outages in the performance of preventive maintenance of power systems? For example, requiring the contractor to perform outages during after-business hours may require overtime labor rates.

A4: Work outside the regular working hours can arise and should be planned. In regulated working hours, the work should be planned in such a way that there are no disruptions in the Consulate.

Q5: Exhibit B LM Voltage Switchgear:

Please provide make, model number and capacity of the PCS 7 Station in Exhibit B.

A5: SIMATIC IPC 547D PCS 7

Q6: Exhibits A Emergency Power, Exhibit B LM Voltage Switchgear:

Are there any unique maintenance requirements for the items in Exhibits A and B, beyond U.S. and German standard maintenance requirements?

A6: The maintenance to be carried out should be carried out according to local standards and rules. But where the American standards are higher, they should be complied with.

Q7: Exhibit A Emergency Power:

The first line of Exhibit A shows a 2 hour monthly test run of the generator; however, the frequency of maintenance is checked "annually". Can you clarify if this is an annual or monthly requirement?

A7: The test run should take place monthly and in consultation with Facilities. The specification comes from OBO. The specification with oil and filter replacement etc should take place annually.

Q8: Exhibit A Emergency Power:

Item number G180.000.05 shows the motor oil change every two years however item G183.052.03 requires an oil filter change annually along with an annual motor oil change. Is item number G180.000.05 an annual or bi-annual requirement?

A8: It’s an annual requirement.

Q9: Does this solicitation require the contractor to perform any unscheduled/unplanned maintenance (labor and/or materials) as part of the price proposal? If so, please provide historical data that the contractor can use in developing a price.

A9: No, this solicitation do not require anu unscheduled/unplanned maintenance.

Q10: Will the Government please define the scope of work for "on-call emergency hotline services" which includes "spare parts"? This appears to be corrective maintenance and not preventive maintenance

A10: We would like the maintenance company that maintains the system to be able to supply spare parts in an emergency and in a reasonable time.

Q11: What service does the Government require the contractor provide after arriving on site within 4 hours of being called? "The company commissioned with work provides a 365 days/24h on-call service with a response time of 2h and arrival time of 4h." This appears to be corrective maintenance and not preventive maintenance.

A11: In an emergency, the contracting company should have its technicians on site within 4 hours to fix any problems or replace parts. These hours and spare parts are of course paid for separately.

Q12: On page 8 of the solicitation, what length of time is meant by "short-term" in the "short-term procurement of spare parts"? In other words, how quickly does the Government require the contractor to have spare parts placed on order or onsite?

A12: The parts should be there within a day, but no more than 2 days later.

Q13: Exhibit B LM Voltage Switchgear:

What make and model switchgear equipment is in stations 319 through 337 mentioned in lines 4.01 through 4.04?

A13: See detailed equipment list

Q14: Exhibit B LM Voltage Switchgear:

What are the makes, models, capacities, and quantities of the medium voltage switchgear equipment, mentioned in line 5.01?

A14: See detailed equipment list

Q15: Exhibit B LM Voltage Switchgear:

What are the makes, models, capacities, and quantities of the batteries, mentioned in lines 6.01 through 6.05?

A15: See detailed equipment list

Q16: Exhibit B LM Voltage Switchgear:

What are the makes, models, and capacities of the transformers mentioned at the end of page 2?

A16: See detailed equipment list

Q17: please clarify exactly how Tabs should be labeled and organized within our proposal? For example: the table located on page 38 of this solicitation, under "A. SUMMARY OF INSTRUCTIONS" states that the Price Proposal must include "SECTION 1 - Executed Standard Form 1449, SOLICITATION, OFFER AND AWARD (completed and signed)". Then, in the following section on the following page, Tab A of the Price Proposal is labeled first as "SF 1449", and then, in the following paragraph, it is referred to under the heading of "Standard Form 1449 (SF-1449)". Furthermore, on Page 39, the Price Proposal is said to include four Tabs (referred to as Tabs A, B, D, and E), which is a reduction from the number of sections apparently given in the "Summary of Instructions" table on Page 38.

A17:

A B C

Volume Title No. of Copies

Price Proposal, to include:

SECTION 1 - Executed Standard Form 1449, SOLICITATION, OFFER AND AWARD

(completed and signed).

See a. VOLUME 1: PRICE PROPOSAL Tab A – SF 1449

ATTACHMENT 1 - Completed PRICING (for all line items) See a. VOLUME 1: PRICE PROPOSAL Tab B – Attachment 1 – Pricing

COMPLETED SECTION 5

Representation and Certifications See a. VOLUME 1: PRICE PROPOSAL Tab D – Section 5: Representations and Certifications

PROVIDE PROOF OF SYSTEM FOR AWARD

MANAGEMENT (SAM) REGISTRATION

See a. VOLUME 1: PRICE PROPOSAL Tab E - SAM Registration and Unique Entity Identifier

PROVIDE UNIQUE ENTITY IDENTIFIER –

(former DUNS number) See a. VOLUME 1: PRICE PROPOSAL Tab E - SAM Registration and Unique Entity Identifier

1 copy per email

Volume Title No. of Copies

2 Technical Proposal:

DETAILED MAINTENANCE PLAN

VOLUME 2: TECHNICAL PROPOSAL

Tab A – Detailed Maintenance Plan

TRANSISTION PLAN

Tab B – Transition Plan

BUSINESS MANAGEMENT PLAN

Tab C – Business Management

PAST PERFFORMANCE/EXPERIENCE

(Attachment 2)

Tab E – Past Performance & Experience

KEY PERSONNEL

(Attachment 3)

VOLUME 2: TECHNICAL PROPOSAL

Tab D – Key Personnel

1 copy per email

Q18: Please clarify the titles that offerors must use for each Tab required in Volume 1: Price Proposal.

A18: Please use titles as specified under Section 3.B.a. Volume 1 and Section 3.B.b.

Volume 2. For example:

Tab A – Detailed Maintenance Plan Tab B – Transition Plan Tab C – Business Management Tab D – Key Personnel Tab E – Past Performance & Experience

Q19: On page 39 of this solicitation, under the section labeled "B. DETAILED INSTRUCTIONS", subsection "a. VOLUME 1: PRICE PROPOSAL", the following Tabs are listed as being required in the Price Proposal: Tab A, Tab B, Tab D, and Tab E. Please confirm if offeror's should follow this format, which makes no mention of a "Tab C", or if this omission was done in error, and the organization of the Price Proposal Tabs should be adjusted to include only letters A through D.

A19: Please use the letters A through D.

Q20: On page 41 of the provided solicitation document, it is noted that the offeror must fill certain Key Personnel roles, and that the employees selected for this roles "are required to be able to read, write, speak and understand English, the contractor shall provide proof with their submittal."

Regarding this "proof" of proficiency that is being required--what forms of proof would be acceptable and may be submitted? Should statements (signed or unsigned) regarding individual's respective background and proficiencies as English speakers be included within each of these resumes? Will there be different requirements for personnel that were born U.S. citizens versus those born in other countries?

A20: The technicians who are to maintain the systems must be able to demonstrate the appropriate training and be certified. Also the training courses on switching operations at low and medium voltage. E.g. 10 KV switching authorization, Simatic training etc.