19TC1026R0003_Q A_Rev.1_FINAL.pdf

Solicitation No.: 19TC1026R0003 – Make-ready Services

Questions & Answers Page 1 of 14

Make-ready Services

RFP # 19TC1026R0003

Questions and Answers

Questions and Answers from the pre-proposal conference and raised by offeror(s):

Our answers are based on our review of the contract and any relevant guidance or regulations.

Questions & Answers Page 2 of 14

S/N Questions from Prospective Offerors Answers from Contracting Office

1. Is there any incumbent/recompete or this is a brand-new project? If yes, could you please provide us with their award number or even if the customer bought similar services in the past.

This is a new requirement. However, we had these services provided by the contractors in the past.

Below are the award numbers for your reference.

19TC1020D0002

19TC1020D0003

19TC1020D0004

STC10014D0001

STC10014D0002

STC10014D0003

2. Prime Contractor / Subcontractor

Arrangement:

We intend to submit as the Prime

Contractor and contract holder, supported by a named UAE-based subcontractor that holds the required

UAE license, personnel, equipment, and relevant residential building maintenance experience. However, we noted language in the solicitation requiring the work to be performed directly by the Prime Contractor’s employees and not subcontracted out.

Kindly confirm whether a prime contractor may rely on a named UAE-based subcontractor for local execution, licenses, personnel, and past performance, provided that the prime contractor remains fully responsible to the U.S. Government for contract performance.

The works required under contract shall be performed directly by the Prime contractor employees. Work shall not be subcontracted out per Solicitation Section C. paragraph

C.1.1.

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3. UAE Business License and Seven-Year

UAE Establishment Requirement:

Please confirm whether the seven-year

UAE establishment and valid UAE commercial license requirement must be held directly by the offeror/prime contractor, or whether it may be satisfied by a named UAE-based subcontractor/local execution partner.

See Government response to Question # 2 above.

4. Project Coordinator Experience

Requirement:

We noted that the solicitation/checklist appears to refer to both five years and seven years of Project Coordinator experience. Kindly confirm the minimum required experience for the proposed Project Coordinator.

The Project Coordinator shall have five (5) years of continuous supervisory experience in residential building maintenance per Solicitation para C.4.1. (e) and Section L. 4.3.3.

2.. We will correct the typo in the Section L. 4.3.3. 2.

5. Bond / Security Submission Timing:

Please confirm whether the required performance/payment bond or acceptable alternate security must be submitted within 10 days after award or within 30 days after award.

Performance bond must be submitted within 30 days after award (reference Section

H.3.2). An amendment is issued to correct the days in Deliverables.

6. VAT and Tax Treatment:

The solicitation requires VAT to be shown as a separate charge and separate line item. Kindly confirm whether offerors should include 5% UAE VAT in the proposal and invoices, or whether the U.S. Embassy will provide any VAT exemption documentation. Please also confirm whether the 2% tax under 26

U.S.C. 5000C will apply to this

With this amendment, the Government revises B.3.1 Value Added Tax to read, “VALUE ADDED TAX (VAT): VAT is not exempt, so therefore an exemption document will not be issued. The Contractor shall include VAT as a separate charge on the Invoice and as a separate line item in Section B.

A 2% excise tax under the James Zadroga Act applies to this procurement. Accordingly, 2% will be deducted from each invoice payment.

Pre-Proposal Conference - Meeting Minutes Page 4 of 14 procurement and whether it will be withheld from invoice payments.

7. Historical Usage / Estimated Annual

Value:

As this is an IDIQ contract, kindly advise whether the Embassy can provide historical annual usage, approximate annual task order value, or the incumbent contractor’s historical volume to help offerors prepare a realistic and competitive price.

The following data is a reflection of cost information from awards let in Fiscal Year

2014 and Fiscal Year 2020, respectively.

Base Year

Option

Year 1

Option

Year 2

Option

Year 3

Option

Year 4

6 month extension

STC10014D0001 316,760.00 362,500.00 210,610.00 291,890.00 222,520.00 91,390.00

STC10014D0002 209,325.00 76,095.00 57,845.00 33,870.00 - -

STC10014D0003 207,675.00 101,058.50 73,888.50 38,365.15 42,729.48 20,387.44

Award #

Total Annual Value in AED

The Awardee (Contract No. STC10014D0002) received no Task Orders during Option

Year 4 or the subsequent six-month contract extension, as the Awardee elected not to continue performance under the contract

Base Year Option Year 1 Option Year 2 Option Year 3 Option Year 4

19TC1020D0002 140,020.00 167,555.00 184,490.00 231,367.50 86,000.00

19TC1020D0003 85,623.48 150,371.53 174,023.68 202,473.72 86,121.53

19TC1020D0004 78,145.00 89,725.00 80,705.00 45,110.00 -

Award # Total Annual Value in AED

The Awardee (Contract No.19TC1020D0004) received no Task Orders in Option Year

4 due to its failure to renew SAM registration, despite being given sufficient time to do so.

8. Extension Request:

Considering the site visit schedule, the scope of required technical and commercial documentation, and the need to clarify the subcontracting/local license issue, we respectfully request an

No extension will be granted. With respect to subcontracting, refer to response to # 2 above.

Pre-Proposal Conference - Meeting Minutes Page 5 of 14 extension of the proposal submission deadline by at least 14 calendar days.

9. The current requirement appears to require ten residential building maintenance contracts completed in the

UAE during the past five years, including at least two contracts per year from 2020 to present, with each contract having a minimum duration of twelve months.

We are concerned that this requirement may be overly restrictive and may significantly limit fair competition, especially for otherwise qualified contractors with strong technical capability, licensed UAE operations, experienced personnel, and relevant maintenance, MEP, plumbing, electrical, and make-ready service experience.

Since the scope of work is primarily make-ready, plumbing, electrical, and residential maintenance task-order services, would the Government consider broadening the acceptable past performance criteria to include similar maintenance, MEP, facility maintenance, residential/commercial maintenance, or make-ready service contracts, even if they are not strictly full-time residential building maintenance contracts of twelve months each?

The qualifications set forth in Solicitation Sections C.4.1 and Section L.4.3.3 remain in effect. Accordingly, no further deviation from this requirement can be accommodated.

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We believe this clarification or adjustment may increase competition and could result in more competitive pricing and better overall value to the

Government.

10. Certification

Kindly confirm whether registration in the System for Award Management

(SAM) is mandatory for participation in this tender, or if participation is allowed without SAM registration.

As indicated in the cover letter, per FAR 4.203-1(b)(5)(ii), the Contracting Officer has determined that it is in the best interest of the U.S. Government that qualified offerors interested in submitting a proposal are registered and have an active account in the SAM

(System for Award Management) database at https://www.sam.gov at the time of submitting a proposal. According to L.4.3.3.(4), proof of an active SAM registration including SAM Unique Entity Identification (UEI) Number and CAGE Code is required.

11. BOQ

In the Make Ready Services Scope of

Work, the BOQ sections B3.3, B3.4, B3.5, B3.6, B3.7, and B3.8 are provided as estimated quantities. Kindly clarify whether these quantities are to be considered as limiting quantities under the contract, or if the execution will be based on actual site requirements and measured quantities.

The Quarters listed in sections B3.3, B3.4, B3.5, B3.6, B3.7, and B3.8 are estimated quantities under the forthcoming contract, they are not to be considered as the

Maximum Ordering Quantities.

12. Technical Details requirement

Kindly confirm the approved brand and model of the duct-in fan for the laundry exhaust duct (001.1).

The duct-in fan for laundry exhaust duct shall be 4inch diameter connection, single speed, Tempest or approved equal per sub-CLIN # 001.1. Operating at 220-240volts, AC, 50Hz.

13. Technical Details requirement

Kindly confirm the approved brands required for electrical works as mentioned in the BOQ, including items such as switches and lamps/bulbs.

Brand of the switches, breakers, RCB, RCD, RCBO, RCCB, MCB and wiring materials installed/used at residences may vary from one property to other. The Contractor is required to match with the existing brand or close to the existing brand model to maintain uniqueness of the system/parts/finishes per Solicitation paragraph C.6. (e) .

Lamps/bulbs may be from Osram, Sylvania or approved equal quality.

14. Technical Details requirement For all the Sub-CLIN items, the Contractor is required to supply necessary materials and perform installation. No materials will be provided by Embassy for any CLINs.

https://www.sam.gov/

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As per the BOQ provided, certain line items are mentioned as “instal.” Kindly confirm whether these items require installation only or if supply and installation is required for the same scope.

15. Insurance

Kindly confirm whether DBA insurance and related costing are mandatory for participation in this tender or if they are not required.

The DBA insurance is mandatory, the pricing tables for CLINs 0001 – 5001 have been modified to accommodate incorporation of costs for DBA Insurance.

Proposals that do not include a DBA insurance estimate will be deemed incomplete and will receive no further consideration.

16. Technical Details requirement

Kindly provide site images of the relevant site locations to better understand the site conditions and requirements for accurate pricing and execution planning.

Images of the site locations will not be provided.

As stated in Exhibit 1, a copy of the list of the available properties with its location details will be handed over to the awardee, after the award of the contract.

17. Technical Details requirement

Kindly confirm whether the project/site locations are single or multiple. In case of multiple locations, please provide the detailed list of sites to enable us to price the works accordingly.

Multiple project/site locations are involved in the make-ready service.

As stated in Exhibit 1, a copy of the list of the available properties with its location details will be handed over to the awardee, after the award of the contract.

18. General

Please note that the cover letter indicates submission of a soft copy, whereas the solicitation document specifies both hard copy and soft copy submissions. Kindly clarify whether both hard copy and soft copy submissions are required, or if soft copy submission alone will be sufficient.

Mailing proposals found in L.4.2 is typographical error. Proposals are only acceptable by email.

Pre-Proposal Conference - Meeting Minutes Page 8 of 14

19. General

Kindly confirm whether any working hour restrictions are applicable.

Refer to Solicitation Para F.7 for details

20. General

Kindly confirm whether all costs associated with government and authority approvals for the project will be borne by the client.

All costs associated with government and Authority approvals for the project shall be borne by the Contractor.

21. General

Kindly confirm whether the client will bear the responsibility for obtaining all statutory and authority approvals, including ADCD, DOH, TAQA, etc., for each work order.

Work under the CLINs do not require any statutory and authority approvals, including

ADCD, DOH, TAQA, etc.

22. General

Kindly confirm the defects liability period applicable to each completed work order.

Workmanship:

The Contractor shall provide a 12-month workmanship warranty for all completed work, commencing from the date of Government acceptance.

Material warranty:

All parts and materials supplied to complete the work shall carry the manufacturer's standard warranty. If any defects are identified during the warranty period, the

Contractor shall remedy those defects at the Contractor's sole cost and expense.

23. General

Kindly confirm whether the client will provide dedicated and secure storage/laydown areas for materials.

Dedicated and secured storage will not be provided for securing materials. However, a suitable space for safe-keeping materials, tools will be provided at the assigned property.

24. General

Please confirm whether we are permitted to engage and utilize our authorized subcontractors for any specific scope of work, subject to the

Client’s approval and the terms of the contract.

The works required under contract shall be performed directly by the Prime contractor employees. Work shall not be subcontracted out per Solicitation Section C. paragraph

C.1.1.

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25. Please provide the approximate breakdown of the 158 residences by property type (e.g., villas, apartments, townhouses) number of bedrooms and general location to aid in accurate pricing.

Refer to the response provided in Question # 17.

26. If possible, please provide approximate ages of the properties.

This information is not available.

27. Please confirm there is no requirement to maintain dedicated full-time personnel under the contract and that resources may be mobilized as task orders are issued.

There is no requirement to maintain dedicated full-time personnel under the contract.

Resources may be mobilized when task orders are issued.

28. If available, please provide the maintenance and repair records from the previous year, including the number and types of task orders completed.

This information is not available.

29. Please provide the MEP asset register, as we would like to understand the brands and equipment types used in the villas.

MEP asset register is not available. Brand of the switches, breakers, RCB, RCD, RCBO, RCCB, MCB and wiring materials installed/used at residences may vary from one property to other. The Contractor is required to match with the existing brand or close to the existing brand model to maintain uniqueness of the system/parts/finishes per

Solicitation paragraph C.6. (e) . Lamps/bulbs may be from Osram, Sylvania or approved equal quality.

30. Please provide the required specifications for materials including manufacturer/brand, model, capacity, material finish, or product data sheets.

For example, for water heaters, please confirm the manufacturer, model, and capacity (liters).

Brand of the switches, breakers, RCB, RCD, RCBO, RCCB, MCB and wiring materials installed/used at residences may vary from one property to other. The Contractor is required to match with the existing brand or close to the existing brand model to maintain uniqueness of the system/parts/finishes per Solicitation para C.6. (e) .

Lamps/bulbs may be from Osram, Sylvania or approved equal quality.

31. Please provide the historical annual quantities or usage of each line item

This information is not available.

Pre-Proposal Conference - Meeting Minutes Page 10 of 14 over the previous two years to assist offerors in developing realistic pricing.

32. Please confirm all personnel eligibility requirements to perform work under this solicitation, including any nationality restrictions, background checks, security vetting and Embassy access procedures.

With exception to subcontracting not being allowed as per C.1.1 there are no restrictions.

33. What is the brand and specification of the water heater?

Repairing or replacing water heaters is not a part of the requirements in the Work

Statement.

34. Residence Inspection and Snag

Report

Please confirm whether the contractor will be required to conduct an initial inspection of a residential unit during the leasing, handover, or make-ready process and submit a formal snag report before the required rectification works are authorised. If this activity is required, please clarify:

a. Whether the inspection and preparation of the snag report will be separately payable

b. Which CLIN or task-order pricing mechanism should be used for this service

c. Whether the cost must instead be included within the unit rates for the subsequent rectification works

d. How the contractor will be compensated if an inspection and snag report are completed

The Contractor is not required to conduct an initial inspection of a residential unit during the leasing, handover, or make-ready process and submit a formal snag report before the required rectification works are authorized. However, the Contractor shall develop a Contractor-Quality Control Management Plan (C-QCMP) and it is within this plan, the Contractor shall institute an appropriate inspection system as detailed per

Solicitation Section C Paragraph C.6.

Pre-Proposal Conference - Meeting Minutes Page 11 of 14 but no rectification task order is subsequently issued.

35. Section J, Exhibit 4 – Technical

Specifications and Checklists

Sections C.2.1 and C.2.2 instruct the contractor to use the checklist provided under Section J, Exhibit 4. However, Exhibit 4 on page 92 is marked

“RESERVED.” Please confirm whether a technical checklist or additional specifications will be issued through an amendment. If no further documents will be issued, please confirm that

Sections B and C contain the complete technical basis for proposal pricing.

With this amendment, the Government revised EXHIBIT 4 TECHNICAL

SPECIFICATIONS AND CHECKLISTS to read

EXHIBIT 4 – TECHNICAL SPECIFICATIONS AND CHECKLISTS

“If applicable, to be provided at the Task Order Level”

Additionally, Technical Specifications have been provided.

36. Reference under CLIN 004

CLIN 004 in Section B refers to specification Section C.2.6.2 and CLINs

014.2.a through 014.2.b. We could not locate these references in the solicitation. Please confirm whether the intended references are Section C.2.2 and Sub-CLINs 004.a and 004.b.

These are typographical errors found after publishing the solicitation; therefore, with this amendment for all SubCLINs 004 the Description of Service NAICS Code: 236118

Addition, alteration and renovation of multifamily and residential building should read

‘Provide electrical services, Type-2, including supply and installation of materials, per para C.2.2 Electrical Services and as defined in below CLINs 004.2.a and 004.2.b.

37. Flexible Metal Conduit Diameter

Sub-CLIN 002.o specifies installation of a “255 mm diameter flexible metal conduit” for existing exposed wiring.

Please confirm whether 255 mm is the correct required diameter or whether the intended size is 25 mm, 25.5 mm, or another standard conduit size.

These are typographical errors found after publishing the solicitation; therefore, with this amendment for all SubCLINs 002o, the Description of Service NAICS Code:

236118 Addition, alteration and renovation of multifamily and residential building should read ‘Install 25.4mm dia. flexible metal conduits for existing exposed wiring.

38. Approved Makes and Brands for

Electrical Components

Brand of the switches, breakers, RCB, RCD, RCBO, RCCB, MCB and wiring materials installed/used at residences may vary from one property to other. The Contractor is

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For electrical components where

Section B does not specify a particular brand, please confirm whether the

Embassy has an approved makes or brands list. Alternatively, please confirm whether the contractor may propose any suitable commercial-grade product that:

• Meets the ratings stated in

Section B

• Matches the existing residence’s type, style, voltage, and technical characteristics

Complies with the applicable UAE and international electrical standards required to match with the existing brand or close to the existing brand model to maintain uniqueness of the system/parts/finishes per Solicitation para C.6. (e) .

Lamps/bulbs may be from Osram, Sylvania or approved equal quality.

Electrical operating voltage between 220-240volts, AC, 50Hz.

It shall comply with the applicable UAE Electrical standard.

39. Plumbing Installation Components and

Included Lengths

For the cold-water, hot-water, drainage, and appliance connection line items, please clarify whether the Embassy has standard assumptions regarding:

• Maximum pipe or hose length included in each unit rate

• Pipe sizes and connection diameters

• Number and type of fittings, isolation valves, flexible hoses, traps, supports, and accessories to be included

• Treatment of installations requiring additional lengths, concealed routing, wall opening, Responses in the order of question posed:

• Maximum pipe or hose length included in each unit rate: 7meter linear length

• Pipe sizes and connection diameters: Copper pipes with sizes may vary from ½" to ¾" with 1.5mm thickness

• Number and type of fittings, isolation valves, flexible hoses, traps, supports, and accessories to be included: One isolation valve with necessary piping supports, accessories to be installed

• Treatment of installations requiring additional lengths, concealed routing, wall opening, reinstatement, or other work beyond a standard connection. Per site conditions, additional lengths, concealed routing, wall opening, reinstatement may be involved.

The Contractor is required to estimate and include supplying of all necessary materials, labor, administration, profit to complete each assigned task order.

Pre-Proposal Conference - Meeting Minutes Page 13 of 14 reinstatement, or other work beyond a standard connection.

Please confirm whether any additional quantities or non-standard conditions would be separately identified and priced at the individual task-order stage.

40. Backdraft Damper

For Sub-CLIN 001.e, please provide or confirm the required:

• Nominal diameter

• Material

• Type of damper

• Fire-rating requirement, if applicable

• Louver or weather-protection requirement

• Any approved make or technical standard

• Nominal diameter: 4inch

• Material: Galvanized Iron (GI)

• Type of damper: Suitably Spring loaded

• Fire-rating requirement, if applicable: Not necessarily a fire-rated type.

• Louver or weather-protection requirement: Louver with weather-protection requirement.

• Any approved make or technical standard: Any brand with good quality.

41. Stainless-Steel Body Water Filters and

Drinking-Water Filters

Please provide the minimum technical requirements for the filters listed under

Sub-CLINs 001.a, 001.b, 001.g, 001.h, and 001.k, including:

• Filter housing size and capacity

• Required flow rate

• Pressure rating

• Filtration stages or micron rating

• Cartridge type and replacement requirements

• Whether the initial filter cartridge is included in the unit price

For CLINs 001.a. & 001.b.:

• Filter housing size and capacity: Wall mounted Size matches to Aqua Pure SS

Water Filter AP1610 SS.

• Required flow rate:8gpm or 30.3lpm

• Pressure rating: 300psi

• Filtration stages or micron rating: Single stage

• Cartridge type and replacement requirements: 5micron. Replacement of

Cartridges/filter shall not be included.

• Whether the initial filter cartridge is included in the unit price: Propose only for

Single stage.

• Any approved makes or brands: Aqua Pure or approved equal.

For CLINs 001.h. & 001.k.:

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• Any approved makes or brands • Filter housing size and capacity: Wall mounted, Ultracarb, Size matches to

British. Berkefeld, Doulton or approved equal.

• Required flow rate: 0.9 to 1.3 gallons

• Pressure rating: 10psi (minimum) to 125psi (maximum).

• Filtration stages or micron rating: Single stage, Carbon candle.

• Cartridge type and replacement requirements: Ultracarb catridge, Replacement of Cartridges/filter shall not be included.

• Whether the initial filter cartridge is included in the unit price: Propose only for

Single stage.

• Any approved makes or brands: British Berkefeld, Doulton or approved equal.