Amendment 001.pdf

Amendment 001 Department of the Treasury, Bureau of the Fiscal Service

Division of Procurement

DATE: November 19, 2024

FROM: Kaitlyn Eaton, Contract Specialist

SUBJECT: RFQ: 20342325Q00005 – AFRH Pool Maintenance Services

Amendment 001

The purposes of this amendment are:

1. To provide the Government’s answer to vendor questions.

2. To provide an Attachment A – Pricing Sheet for vendors to submit for their proposal.

3. To inform vendors of a site visit on Friday, November 22nd at 2:00pm ET. All vendors are welcome to attend, please see question 7 for details.

4. To extend the solicitation period to Friday, November 29th at 10:00am ET.

Please find vendor submitted questions below with the Government’s response to the questions.

1. What is the exact address of the AFRH Scott Building Pool? The address provided on page 24 of the solicitation appears to be for a post office.

The Government Response:

AFRH Scott Building, 1st Floor 3700 North Capitol Street NW Washington, DC 20011

2. What should offerors submit for pricing?

Offerors should submit pricing in accordance with Attachment A – Pricing Sheet for a 12-month base period and four 12-month option periods.

3. What else needs provided for a proposal other than pricing?

Submission of a proposal to the solicitation that shows the abilities to provide the services in accordance with the RFQ/PWS and pricing using Attachment A – Pricing Sheet.

4. How often does maintenance need done on the pool – weekly, bi-weekly, monthly?

The Government Response:

Twice a week

5. Will there be a separate CLIN on the award for pool repairs?

The Government Response:

Yes, please see Attachment A – Pricing Sheet for details.

6. Is there an incumbent for this award? If so, who was the awardee and what was the award total and contract number?

The Government Response:

Yes, Millennium Pools and Spas, LLC, award number 20342320P00005, total contract value $79,700.00.

7. Can a site visit be scheduled? If so, can instructions be provided? Are there any access considerations, such as gate codes, security protocols, or parking arrangements?

The Government Response:

Yes, a site visit is arranged for Friday, 11/22 at 2:00pm ET. Vendors MUST submit names of who will be visiting the building by Wednesday, 11/20 at 2:00pm ET to kaity.eaton@fiscal.treasury.gov and purchasing@fiscal.treasury.gov. Parking for the building is in lot 7.

8. Are we quoting for 12 months of service or for a base and option years?

The Government Response:

Pricing should be provided for a base and four option periods, see Attachment A – Pricing Sheet.

9. How should the proposal look?

The Government Response:

See Attachment A – Pricing Sheet.

10. Are equipment failures and maintenance repairs additional costs? For instance, probes for the CAT controller, should those probes need to be replaced are the billed separately from the maintenance? Same for filter media replacements, etc.

The Government Response:

Yes, equipment failures and maintenance repairs are additional costs.

mailto:kaity.eaton@fiscal.treasury.gov mailto:purchasing@fiscal.treasury.gov

11. Can additional details about the current condition of the pool and its equipment be provided, including ages?

Not at this time

12. Will pool maintenance personnel be on call or will they be required Monday – Friday and as needed on the weekends?

Yes – Monday – Saturday is a requirement

13. The solicitation mentions designated onsite office space for the contractor. Could you please confirm if this onsite office is mandatory for performing contract administration tasks, or if it would be permissible for the contractor to handle administrative duties, such as reporting, record-keeping, and coordination, from our main office location?

The Government Response:

The office space is a designated storage closet, it is mandatory that administrative tasks be performed offsite.

14. What type of pool is this?

Plaster

15. Can you provide an estimate or range for the number of services anticipated during a

12-month period?

96 visits during a 12 month period, twice a week

16. How would you like the proposal submitted?

Proposals should be submitted by email to purchasing@fiscal.treasury.gov and kaity.eaton@fiscal.treasury.gov.

mailto:purchasing@fiscal.treasury.gov mailto:kaity.eaton@fiscal.treasury.gov

17. Does this solicitation require management services and lifeguards or only equipment replacement, repair and pool renovations?

Equipment only

18. Is the contractor responsible for purchasing any new equipment (e.g., pumps, filters, heaters) during the contract period, or is the responsibility solely for maintenance of existing equipment?

Yes, the contractor must purchase any new equipment.

19. Could you provide historical spending data for the previous pool maintenance contract at AFRH-W, including any details on additional costs incurred beyond the base service requirements?

No, see question 6 for incumbent contract information.

20. Will the government consider offering mobilization payments, monthly invoicing, or progress payments instead of payment solely upon contract completion to aid in managing cash flow for ongoing maintenance services?

Monthly invoicing is allowed.

21. Can you specify the criteria and metrics that will be used to evaluate the contractor’s performance throughout the contract term, especially during the option year renewals?

See tasks 4.1 – 4.4.1 in the PWS.

22. Are there specific security clearance or background check requirements for pool maintenance staff accessing the AFRH-W facility, and will there be any associated costs the contractor should account for?

No

23. Will the government allow for an annual price escalation percentage for the option years to account for inflation and potential increases in labor costs?

The Government Response:

Option year pricing will be proposed by the vendor and evaluated for pricing fair and reasonable by the COR and CO.

24. Can you clarify the level of detail required for the maintenance reports, and will there be a specific format or software that needs to be used for submission?

The Government Response:

Weekly submission of reports via email. The vendor should have their own format or software to capture reporting tasks in the PWS.

25. If unexpected equipment failures occur that are beyond the routine maintenance scope, will there be an allowance for submitting change orders or additional invoicing for these unforeseen costs?

The Government Response:

Only the COR on record can approve change orders and or additional invoicing for unforeseen costs. Change orders or additional invoicing costs are not permitted without COR approval.

26. Is there a requirement for an SF 1449 to be submitted with the proposal?

No

27. Is the pool’s chlorine in tablets or liquid?

Tablets

28. Will the Government consider using best value procedures?

No, proposals will be evaluated using lowest priced technically acceptable conditions.

Period of Performance:

(01/01/2025 - 12/31/2029)

Item Hours Rate Total Hours Rate Total Hours Rate Total Hours Rate Total Hours Rate Total Pool Maintenance Services (in accordance with PWS) $0.00 $0.00 $0.00 $0.00 $0.00

Firm Fixed Price Total $0.00 $0.00 $0.00 $0.00 $0.00

Pool Repairs/Maintenance (additional, as needed)* 10 -$ $0.00 10 -$ $0.00 10 -$ $0.00 10 -$ $0.00 10 -$ $0.00

Not to Exceed Total $0.00 $0.00 $0.00 $0.00 $0.00

Period Total $0.00 $0.00 $0.00 $0.00 $0.00

Cumulative TOTAL $0.00 $0.00 $0.00 $0.00 $0.00

Notes to Offerors: Complete firm fixed price yearly total for services in accordance with PWS.

Complete fixed price rate to create a Not to Exceed total for a separate line item which will include additional pool repairs and/or maintenance as needed.

*The contractor will submit a written proposal for COR review that will include the cost of overhead, parts, and labor for any additional hourly repair/maintenance.

Attachment A Pricing Sheet for AFRH-W Pool Maintenance Services

Option 4: 12 MonthsOption 1: 12 Months Option 2: 12 Months Option 3: 12 MonthsBase Period: 12 Months

Amendment 001