Questions_and_Answers_-_Make_Ready_Solicitation_19KU2019R0001.pdf

Make Ready Services –Solicitation 19KU2019R0001

Questions and Answers

Questions Answers

1 Regarding the warehouse request, can we use a basement of a building or two to fulfill the requested area, or can we use a complete rented villas for this purpose?

Refer to paragraph B.3.3.1.2

“Warehouse/Storage and Office Space

Management) and subsequent related paragraphs for each option year

(B.3.5.1.2, B.3.7.1.2, B.3.9.1.2 and

B.3.11.1.2

“The contractor shall provide a minimum of 500 square meters of warehouse/storage space. Both the warehouse/storage and office space shall be physically located in the same location (same building), and they must be located within 10 kilometers proximity from the U.S. Embassy, Bayan area, Kuwait.”

2 Kindly clarify the minimum & maximum amount mentioned in section B2 what is represent (the complete maintenance contract or the unscheduled activity?

Minimum and maximum amounts listed in paragraph B.2 of the solicitation covers both the scheduled and unscheduled services for each year.

3 Kindly clarify the type of A/C used in the 55 villas.

All 55 houses consists of Central A/C units (package & split type) with heating elements from different manufacturers such as Carrier, Mitsubishi, York, SKM & Hitachi.

Approximately 15 of the 55 houses have an additional wall type split A/C units (240000 and 36000 BTU) from different manufacturers such as Carrier and Wansa.

4 During the routine scheduled maintenance, please clarify who is responsible for paying for the replacement of below mentioned items that are damaged and can’t be repaired/cleaned and needs to be replaced:

1. A/C compressor

2. Carpet replacement

3. Curtains replacement

Please refer to paragraph

B.3.3.1”Scheduled make ready & maintenance services” and subsequent related paragraphs for each option year

(B.3.5.1, B.3.7.1, B.3.9.1 and B.3.11.1)

1. A/C compressor - please refer to paragraph C.2.7 (f)

2. Carpet replacement – please refer to paragraph B.3.4.3 and subsequent related paragraphs for each option year

3. Curtain replacement – please refer to paragraph B.3.4.4 and subsequent related paragraphs for each option year

5 Other than HVAC, what specific services will be the responsibility of the landlord of the housing

It is the contractor’s responsibility to perform/provide all type of make ready services and comply with requirements units? How does this overlap with the contractor's scope of work?

listed in the solicitation, unless it is clearly mentioned in the solicitation and instructed otherwise that it is not the responsibility of the contractor.

This includes HVAC work and other services listed in the solicitation.

Please refer to paragraph B.3.3.1.1, subsequent related paragraphs for each option year and paragraph C.2

6 Although the work plan is part of the expected proposal from the contractors, kindly clarify if there is a minimum required and/or expected number of visits per month to each housing unit for the purposes of routine and preventive maintenance

There is no minimum expected number of visits.

Refer to paragraph C.1.3:

Routine services might include day-to-day visits for such services that includes but is not limited to: electrical;

plumbing; HVAC; carpentry; the preparation of housing units for transfer to new occupants; the preparation of housing units for return to landlords; the replacement of exterior light bulbs; the replacement of unit water filters; and the timely replacement of appliances that are worn out or are to be retired.

7 In reference to the various

Plumbing, Electrical, and HVAC

Services stipulated in the BoQ for

Unscheduled maintenance, it is

Interested offerors must comply with the pricing structure and the integrity of unit measure listed in the solicitation noticed that the unit of measurement applied in the RFP is in SQM, while the fixes for such items are usually calculated per unit (ex: valves, dumpers, fittings) or in linear meter (ex:

ducts and pipes). Please clarify.

8 In evaluating the contractor's price, will the client evaluate the price for each line item, or will the award be based on the lowest total lump-sum price for all items for base and all subsequent years?

Please refer to Section M paragraph

M.2- 52.217-5 “Evaluation of Options”

9 For the Housing make ready &

Maintenance / Repair Services or scheduled maintenance, please can you let us know the approx.

schedule of units to be maintained on daily or monthly basis.

Please refer to paragraph B.2 and paragraph B.3.3.1 and subsequent related paragraphs at each option year.

day visits

10 Can you provide the existing schedule of preventive maintenance of the 55 units.

This data is not available.

The existing contract schedule is not relevant to the solicitation in place

11 For the warehouse /storage & office space management, it states the warehouse/storage and office space (customer service help desk) shall be physically located in the same location

Please refer to paragraph B.3.3.1.2

“Warehouse/Storage and Office Space

Management) and subsequent related paragraphs for each option year.

(same building), and they must be located within 10 kilometers from the U.S. Embassy.

Will this space be provided to have our office set up or can our existing office at Subhan be used this purpose.

12 For cleaning services also can the schedule of cleaning for the 55 units be provided on how many units should be cleaned on daily or monthly basis?

Please refer to paragraph B.3.3.1.1, and subsequent related paragraphs for each option year; paragraph B.3.3.1.3 and subsequent related paragraphs for each option year

13 In plumbing services, the unit rate for prices is mentioned in sqm. Do you mean the sqm of the plumbing area? How many fixtures or piping is to be considered approximately?

Please refer to paragraph C.2.5

The SQM of the plumbing area that needs to be repaired/serviced.

14 Is there any separate price sheet available to be filled other than the one in the BOQ

Interested offerors are required to complete the pricing structure at section B of the solicitation

15 What are the remaining documents required for submission along with the Price

Proposal.

Please refer to Section L and L.4

16 The scope states maintenance is required 7 days a week for 24hrs, does that mean our team should be present at our office space management for the full duration

This is the contractor’s option.

However, it is the contractor’s responsibility to perform all requested services within completion date listed in paragraph B.4.4

17 Kindly provide the scheduled activity to be done for the

Scheduled Routine Services;

and how many time per month ?

Please refer to paragraph B.3.3.1 and subsequent related paragraphs for each option year.

includes but is not limited to: electrical;

plumbing; HVAC; carpentry; the preparation of housing units for transfer to new occupants; the preparation of housing units for return to landlords; the replacement of exterior light bulbs; the replacement of unit water filters; and the timely replacement of appliances that are worn out or are to be retired.

18 For term “Painting, General”, Can you clarify what is required to do? Generally to repaint the whole villas or some touch up works only.

Complete painting. Please refer to paragraph B.3.3.1.3 and subsequent related paragraphs for each option year.

In addition, refer to paragraph C.2.1 for painting standards

19 For all Routine services will be executed by issuing a task order for each villa?

If yes, kindly provide us with a sample of task order.

Please refer to paragraph B.2

Please refer to Exhibit 2

20 Shall we consider GARDENING

SERVICES which not mentioned as part of routine services, please advise?

No. Gardening services is not part of the scheduled services, it is part of the unscheduled services.

Please refer to paragraph B.3.4.1 and subsequent related paragraphs for each option year. In addition, refer to paragraph C.2.10 for gardening standards

21 Who was the contractor during last period;

How much was the value of his contract per year.

Current contractor: Silver Chain

General Trading and contracting

Company

Total value of the existing contract is

KWD 915,200 ($3,040,532.00)

Please note that the new solicitation

Scope of work, the pricing structure and requirement is not the same as the existing contract.

22 Any nationality restriction in this

Contract?

All contractor’s personnel working under the contract will have to be cleared by the Embassy Security

Office. Only cleared personal will have the necessary access to work.

Please refer to paragraph H.12.2

23 Please provide us with extension of submission for queries and for the solicitation.

Questions due date was June 13, 2019.

Based on amendment 0002, the proposals due date is hereby extended till July 01, 2019 @ 02:00 pm Kuwait local time.

24 Can you advise the location of the existing warehouse used by the existing contractor?

Current warehouse storage and office space is located within 10 kilometers proximity from the U.S. Embassy, Bayan area, Kuwait.

25 Re B.3.3.1.1 regularly-scheduled preventative maintenance and repairs for at least 55 housing units for a fixed monthly price per house:

Please clarify whether this item includes BOTH scheduled maintenance and emergency as-needed maintenance, or only the former?

If both, what is a reasonable estimate (based on the previous contractor’s experience) of the extent, frequency, and scope of emergencies?

Yes, it covers both.

Refer to B.3.3.1.1 “It’s the contractor’s responsibility to maintain twenty four hours emergency response”, also, Refer to C2.16; emergencies services are required 24 hours a day.

26 What is the frequency of scheduled maintenance required?

For instance, how often would the contractor have to check that the fixtures are in good condition, or how often would the contractor have to go around and inspect or clean the units?

includes but is not limited to: electrical;

plumbing; HVAC; carpentry; the preparation of housing units for transfer to new occupants; the preparation of housing units for return to landlords; the replacement of exterior light bulbs; the replacement of unit water filters; and the timely replacement of appliances that are worn out or are to be retired.

27 Are any replacements, such as the replacement of electrical light fixtures, plumbing installations, or appliances included in the fixed monthly price quoted by the contractor, or can replacements be billed to the client separately?

Please refer to paragraph B.3.3.1, B.3.3.1.1 and subsequent related paragraphs for each option year. In addition, refer to paragraphs C.2.1 thru

C.2.13

28 It is mentioned that this item includes “checking and repairing of all carpentry, masonry, welding” what is the possible extent or scope of these repairs

(ie how minor vs major)?

Please refer to paragraphs C.2.5 thru

C.2.12

29 For Unscheduled Services, considering that CLIN items 011 through 022 (“Plumbing

Services”, “Electrical Services”, etc) are listed as a single lump sum per sqm, can you share the frequency or proportion of these services based on historical precedent?

30 For Unscheduled Services CLIN items 011 through 022, how would actual quantities be measured? For instance, if a

Will be computed by the total SQM of area that needs to be repaired. Not the size of the entire house.

bathroom in a particular house requires plumbing repair, would the quantity computed for

“Plumbing Services” be the sqm size of the bathroom itself, or the size of the entire house, or computed differently?

31 Does the scope (scheduled or unscheduled) include any repair or construction of car park shades? If yes, please provide specifications.

No

32 Please confirm whether the

Welcome Kits are to be provided by the contractor or the client?

Please refer to Exhibit 6 “Government

Furnished Property”

33 Does the Embassy have a preferred or approved list of specific suppliers of materials for each item/category? If yes, can you please share?

Refer to paragraph H.13

34 What is the maintenance/warranty period after the contract end date that the contractor is responsible for?

Please refer to paragraph H.15 “

Special Warranties” and FRR 52.246-

35 In Exhibit 10 where each position is described, no quantities are listed. How many of each are required?

No minimum number is required.

Please refer to paragraph C.1.2. The

Contractor shall be responsible for providing qualified technicians and helpers for each trade with relevant experience to perform all make-ready services within the completion date listed in paragraph B.4.4.

36 Can the Maintenance Engineer be the Project Manager/Liaison as well, or do they have to be separate individuals? What is the precedent?

Yes

37 Do all personnel have to be on the contractor’s sponsorship at the time of offer?

Please refer to paragraph C.4, L.4.2

38 It is mentioned in the solicitation that the contractor is required to maintain a 500 sqm warehouse and project offices located within

10km of Bayan. Considering that that radius consists of mostly residential or commercial areas not designated for industrial use:

o Would the US Embassy secure a permit on behalf of the contractor from the relevant local authorities?

No.

Refer to paragraph B3.3.1.1 subsequent

39 Does the warehouse/storage have to be accessible by truck or vehicle? There are basement warehouse/storage spaces in buildings within that radius but obviously only accessible by stairs.

Refer to paragraph B3.3.1.1 subsequent

40 Does the Help Desk have to be available for inquiries 24/7? How about the emergency call center?

Please refer to paragraph C.2.20

41 Will any payments have a retention amount or percentage withheld?

Please refer to paragraph G.2.5

42 Is the offer document to be filled the same as the Solicitation document posted on FBO?

(Reason I ask is because that document has watermarks…)

Interested offerors are required to fill in all pricing structure in section B.

Please refer to paragraph L.4

43 Please clarify whether any guarantees are required for this solicitation/contract. If any, please specify type and value

Please refer to Standard Form 1442 paragraph 13.B. Offeror guarantee is not required.

44 How much time do you anticipate will be available between award date and notice to proceed/start date? The contractor would need sufficient time for mobilization

(warehouse set up, recruitment, housing, etc).

Please refer to Standard Form 1442 paragraph 11. The Contractor shall begin performance within 20 calendar days from notice to proceed.

Please refer to paragraph F.7, H.4.4 and H.12.2

45 Is the option to renew/not renew beyond the base year only available to the client, or does it require the contractor’s consent too?

Refer to FAR 52.217-9

Option to extend the term of the contract allows the exercise of options to be the choice of the Government, not the contractor.

46 In reference to section B.2, what is the dispute resolution process in the event a dispute arises

Please refer to FAR 52.233-1 regarding the substance of the oral and written task order?

47 In reference to section B.3.3.1.5, please confirm that the Total amount should equal 3 x the

Total amount per year?

Yes.

48 In reference to section B.3.3.1(b), B.3.5.1(b), B.3.7.1(b), B.3.9.1(b) and B.3.11.1(b), how will

“premium pay” be calculated? Is premium pay in addition to the fixed price for Scheduled

Maintenance Services, or is it in addition to the other services except Scheduled Maintenance

Services?

Offeror price should be inclusive of premium pay.

49 In reference to section C.2.19, please define “IAW” and

“PWS”?

IAW: “In Accordance With”

PWS: “Performance Work Statement”

50 In reference to section F.1, clause

52.211-12, Liquidated Damages, could you clarify the application of part (b)? In particular, please explain the meaning of “right to proceed”.

If the Government terminates the

Contractor’s right to proceed, liquidated damages will continue to accrue until the work is completed.

These liquidated damages are in addition to excess costs of repurchase under the Termination clause

51 In reference to section G.2.6, please explain the meaning of

“certified payroll”, or provide an example explanatory form that satisfies this provision.

Bank statement of salary transfer, or other official proof from the bank or

Government entity.

52 In reference to section H.17, given that this award will be valued at a minimum of KWD

36,000.000 (US$120,000.00) and a maximum of KWD

344,000.000 (US$1,140,000.00)

(see Section B.2), please confirm whether paragraph 1 of this section applies to this award?

Yes it does.

Please refer to paragraph L.4.

On contracts exceeding $250,000 where performance will require the recruitment of non-professional third country nationals, the offeror is required to submit a Recruitment Plan as part of the proposal. Contractors providing employer furnished housing are required to submit a Housing Plan.

53 Could you clarify whether this contract would require the contractor to obtain performance bonds?

Performance bond is not required.

54 Is it possible to arrange a site visit for one of our subcontractors

(ENTOMOLOGY services)?

Entomology will be treated as unscheduled services. A site visit to the affected unit will be granted after contract award only if services will be required in accordance with paragraph

C.2.27

55 Is it possible to provide the asset list for the 55 housing units?

Depending on the size of each unit

(please refer to paragraph C.1.3).

Each residential unit is fully furnished with complete bedroom set, living rooms set, dining set, kitchen appliances, curtains, rugs and electronics.

56 Please specify the BMS (Building

Management system) name used by the current service provider?

This data is not available

57 Does carpet, curtain and furniture cleaning considered as scheduled services?

Refer to paragraph B.3.3.1.3 and subsequent paragraphs for each option year regarding scheduled services for clearing of curtains, carpet and furniture.

However, these services could be required as unscheduled services as per paragraph B.3.4.5, B.3.4.6 and B.3.4.7 and subsequent paragraphs for each option year

58 For Unscheduled services, how many hours required number when responding to urgent call?

Refer to paragraph B.4.4

59 Is there a mandatory Job positions to be fill/employ with

US Citizen for this project?

No

60 Is the Worker Compensation

Insurance (DBA) is a cost reimbursable items?

Refer to paragraph B.3

61 We understand that Solicitation submission by email preferred and kindly confirm what size of file can be send by email in MB (Mega

Bites) in one email.

File size should be less than 6 MB.

However, it is the contractor responsibility to make sure that proposal and attachments are completely sent and received.

62 Exhibit 10, minimum requirements of personnel mentioned and is it necessary to

Refer to paragraph H.12.3 and L.4 provide the CV of all the personnel’s proposed for this

Solicitations, kindly confirm.