2031ZA27Q00004 Questions and Answers_Updated 10.26.26.pdf

2031ZA27Q00004 – Q&A

Note: Due to the high volume of questions, duplicate and substantially similar questions have been consolidated below. Please review all questions and answers fully before submitting a response.

Questions – Amendment 1

Category 1: Proposal Submission & Evaluation Instructions

1. Page Limit & Formatting

• Clarify the applicable page limit for Volume I (Technical), as the RFQ instructions specify a 5-page limit in one section and a 10-page limit in another. Page limit is 5.

• Specify which documents count toward this page limit and which are excluded (e.g., cover page, table of contents, resumes, ICC/NAFED technician certifications, and supporting documentation). Cover page, table of contents, resumes, ICC/NAFED technician certifications, and supporting documentation are excluded from the page limit.

2. Submission Instructions & Administration

• How should quotes be submitted (e.g., via email, SAM.gov, or another solicitation portal)? Email to bryan.sheppard@bep.gov.

• Should signed SF-1449 forms and Representations & Certifications be submitted with the quote, or is an active SAM.gov registration sufficient? Active SAM.GOV registration is sufficient.

• Confirm whether CLINs 0001–0006 correspond to Ordering Period 1 (Dec 2026 – Nov 2027) through CLINs 4001–4006 for Ordering Period 5. Correct, though see updated Attachment 3. CLINs have been expanded.

3. Subcontracting, Qualifications & Licensing

• Limitations on Subcontracting: FAR 52.219-6 is cited, but FAR 52.219-14 is not listed. Does the 50% service limitation apply, and do subcontracts awarded to similarly situated small businesses count toward the prime contractor’s share? Is there a cap on subcontracted work? FAR 52.219-14 is not applicable.

• Qualifications via Subcontractor: Sections 1.6.8 and 5.1.7/5.1.8 of the PWS state that the "Contractor" must meet the 3-year experience and ICC/NAFED certification requirements, whereas evaluation language indicates subcontractor capabilities may qualify. Confirm whether a small-business prime contractor may fulfill the technical experience and ICC/NAFED certification requirements through a qualified mailto:bryan.sheppard@bep.gov subcontractor and/or certified technicians performing the field work. Yes, subcontractor experience and certification is qualifying.

• Licensing Requirements: Are there specific local licensing requirements imposed by the DC Fire and EMS Department beyond ICC/NAFED certifications? No other licensing needed.

4. Past Performance Assessment

• How will "no adverse past performance" be assessed (e.g., CPARS evaluation only, or submitted past customer references)? CPARS.

• Will an offeror/newer business with no prior federal past performance record be evaluated as Neutral? Yes.

5. MISC. What quality inspection plan the government will use, the insurance amounts required, and the format you want for the 48-hour report after the inspection.

These items will be shared after award. See clause 1052.228-70 INSURANCE (APR 2015).

Category 2: Pricing, Ordering & BPA Terms

1. Price Review & BPA Call Structure

• Clarify the language stating that "pricing will be reviewed on a per-call basis." Do quoted fixed unit prices in Attachment 3 serve as firm-fixed pricing for each ordering period, or will prices be subject to renegotiation upon issuance of each BPA call?

Quoted fixed unit prices in Attachment 3 serve as firm-fixed pricing.

• Will fixed unit prices remain fixed across the 5-year period, and will economic price adjustments (e.g., Service Contract Act / Wage Determination rate increases) be permitted? Adjustments will be considered as required by Wage Determination rate increases.

• Which Service Contract Act job classification applies to field personnel (e.g., Fire Extinguisher Repairer)? 23310 – Fire Extinguisher Repairer

2. Quantities & Guarantees

• Are the quantities listed in Attachment 3 (e.g., 160 six-year maintenance units, 80 twelve-year hydrotest units, 40 replacement units) evaluation estimates, and may the Government order more or fewer units? Confirm if these quantities apply to each annual ordering period. See updated Attachment 3. Estimates are for price evaluation purposes only and will vary depending on annual inspection results.

• Is there a guaranteed minimum order value or maximum ordering limit for this BPA?

No minimum order. A maximum will be established after evaluation of quotes.

Category 3: Scope of Work, Technical Requirements & Pricing Structure

1. Unit Inclusions, Repairs & Overlapping Services

• Cost Inclusions: Should unit prices for 6-year maintenance and hydrostatic testing include all associated labor, recharge agents, replacement parts (e.g., O-rings, stems, verification collars, seals, tags), hose continuity testing, and transportation?

Yes.

• Unscheduled Repairs: How should stand-alone repairs, replacement parts, or standalone recharges identified during inspections be priced, given that Attachment 3 does not include a separate repair or parts line item? See updated attachment 3.

• Overlapping Services: Confirm that when an extinguisher undergoes 5-year or 12-year hydrostatic testing (which includes teardown/maintenance), the service is billed under the hydrostatic testing line only, without a separate charge for 6-year maintenance or recharge. Do the 160 six-year maintenance units and 80 twelve-year hydrotest units represent distinct groups, or do they overlap? See updated attachment 3.

2. Annual Inspection Pricing Line

• Line Item CLIN x001 (Annual Inspection) reflects a quantity of 1. Should offerors quote a single lump-sum price to inspect all ~1,000 extinguishers, or a unit price per extinguisher? How will pricing be adjusted if the overall inventory increases or decreases over the contract term? See updated attachment 3.

3. Service Call Fee Application

• Please clarify precisely when CLIN x006 (Service Call Fee) applies:

o Does it cover a single trip/dispatch per authorized BPA call regardless of how many units are serviced, or does it apply per visit/collection/return? This is a single fee per BPA call.

o Does the service call fee apply to the scheduled annual inspection, or is travel/dispatch expected to be fully bundled into the annual inspection price? All costs (travel) should be priced into the annual inspection price.

o How many service calls per year should offerors assume for pricing purposes? Estimated to be 1 service call per year.

4. Replacement Extinguishers (CLIN x005)

• Attachment 3 lists a single fixed unit price for replacement extinguishers, but types range from 2.5 lb dry chemical up to 20 lb CO₂ and Class K units.

o Should offerors provide one blended/average unit price across the entire inventory? See updated attachment 3.

o Can the Government provide an estimated breakdown by size, type, rating, and spec (e.g., 10 lb ABC, 20 lb CO₂)? If not, should offerors quote separate prices by type/size? See updated attachment 3.

o Is the contractor expected to keep a revolving replacement inventory on-site, or will replacements be ordered via individual BPA calls as units fail inspection? Who is responsible for the disposal of condemned units?

Replacement units will be ordered via BPA call, though loaners shall be provided for any units taken off-site for servicing. Contractor is responsible for disposal.

Category 4: Operations, Logistics & Security

1. Inventory & Historical Data

• Can the Government provide an inventory list/breakdown of the ~1,000 extinguishers by type, capacity, manufacturer date, and last hydrostatic/6-year service dates? Inventory is not available, but see attachment 3 for updated quantities and weights.

• Is the prior contract/award number (e.g., 2031ZA27Q00001 or earlier), current/previous incumbent contractor name, or total historical award value available? Prior contract ID numbers are 2031ZA26P00049 and 2031ZA21P00002.

Full contract details are available on SAM.GOV.

2. Off-Site Testing & Loaner Units

• May 6-year teardowns and hydrostatic testing be performed off-site at the contractor's shop, and what approval process is required? Yes. COR will be notified.

• In accordance with OSHA 29 CFR 1910.157(e)(5), is the contractor required to supply temporary loaner extinguishers while units are removed for off-site servicing? If so, under which CLIN should loaner provision be quoted, or should it be built into service line prices? Yes, loaner prices should be built into fixed unit pricing.

3. December Inspection Window & Access

• The Period of Performance begins December 1, 2026, with annual inspections scheduled for December, alongside a BEP year-end shutdown between Christmas and New Year’s Day. What is the precise window and timeline to complete the ~1,000 unit inspections? December 1 – 22 is the anticipated timeline for annual inspections. Date adjustments will be coordinated as needed with the COR/CO.

• Are weekend, evening, or multi-shift work hours permitted to complete inspections prior to the holiday shutdown? Are contractors able to access all main and annex facility areas during regular working hours (7:00 AM – 3:00 PM)? No holiday, or evening hours. Access is limited to working hours defined in the PWS.

4. Site Logistics, Addresses & Parking

• What are the specific addresses for the annex buildings, and approximately how many extinguishers are located at each facility? 301 14th and C St SW Washington DC 20228. The buildings are directly opposite of each other on 14th st sw.

• Will the contractor be required to collect and return extinguishers throughout individual main and annex locations, or will BEP aggregate units at a central point?

Contractor be required to collect and return extinguishers throughout individual main and annex locations as well as service the extinguishers that are in the storage area.

• Will dedicated staging areas, loading dock access, or service vehicle parking passes be provided at the 14th & C Street SW facilities? Yes.

5. Security Clearances & Escorts

• What is the average processing timeline for BEP low-level background checks?

Typical processing time for the required background investigations or low-level BEP clearance vary person to person. The contractor will be escorted until the contractor clears the background investigation and get there badge.

• If background clearances are pending when performance begins on December 1, will continuous BEP-escorted access be provided so technicians can execute work on schedule? When is award expected? Escort will be provided as needed. Award is expected before December 1st.

Additional Questions – Amendment 2

1. PWS v2 Sections 1.1/1.4 and Attachment 3 v2 show 1,220 extinguishers, while Sections 3.4/5.1 retain approximately 1,000 and the older type mix. Please confirm the updated inventory controls and that monthly visual inspections remain BEP’s responsibility under Section 1.3. PWS is updated. Monthly visual inspection will be conducted by the BEP.

2. The revised pricing sheet adds stand-alone recharge CLINs but no distinct stand-alone repair/parts line. Where should repairs or parts outside teardown, hydrotest, or recharge services be priced and ordered? Any repairs and parts shall be priced into the fixed unit pricing on Attachment 3.

3. Please confirm the six-year and hydrotest evaluation quantities represent separate groups, and that hydrotesting includes applicable teardown/recharge without billing those additional service CLINs for the same event. Yes. May annual inspection also be billed for those units? Yes.

4. Please provide the Class K capacity and minimum replacement specifications, including ratings, bracket requirements, and any brand restrictions, for replacement fire extinguishers. There are no brand restrictions. Replacement extinguisher must match or exceed the hazard class and capacity of the unit it replaces. Bracketing and mounting shall meet NFPA 10 installation and physical placement requirements.

5. Is evaluated price the sum of all five ordering-period totals using Attachment 3 v2’s estimated quantities? Yes.

6. Please clarify whether technicians must individually meet the minimum three-year experience and ICC/NAFED training requirements if their work is limited to annual inspections, tagging, and full extinguisher replacements. The three-year experience minimum applies to the contractor (or if subcontractor proposed). Technicians conducting work under this BPA shall be ICC/NAFED certified.

7. A separate qualified subcontractor would perform recharging, repairs, six-year teardown maintenance, and hydrostatic testing. May this subcontractor demonstrate the overall experience and certification requirements through its combined subcontractor team, with each provider’s technicians qualified for their assigned tasks? Yes. Please also confirm whether the replacement work falls under the inspection qualification requirements. Yes.

8. Please confirm that 1,220 (per Attachment 3) controls for pricing and the annual inspection. Yes.

9. PWS 1.6.11 requires a contract manager and an alternate available 7:00 AM to 3:00 PM. May the contract manager or alternate be an employee of the subcontractor performing the work? No, the contract manager and alternate role cannot be delegated to a subcontractor.

10. The revised Attachment 3 contains five groups of CLINs, but certain ordering-period headings appear misaligned. Can you confirm that bidders should price all five groups as presented without modifying the government-issued worksheet? Correct.

11. Can you confirm that technician certifications and subcontractor experience documentation may be included as supporting attachments outside the five-page technical narrative? Yes.

12. Can you confirm that the revised Attachment 3 quantities are the government's evaluation estimates for each applicable ordering period, with actual BPA calls based on services required? These are estimates for price evaluation purposes only, actual BPA call amounts will vary depending on annual inspection results.

13. Could you please provide some clarification on the extinguisher layout within the facility? Are the units located in one general area or distributed across multiple locations? Units are distributed across the main and annex facility areas.