QUESTIONS to SOLICITATION Barriers final.pdf

QUESTIONS AND ANSWERS:

Q1. what kind or barriers are these, and do you have pictures?

A1. Please see Appendix A for make and models of systems.

A2. No pictures are available. The contractors were provided a walk through on the 10th of July.

Q2. Please provide clarification to the following paragraphs as listed:

Paragraph Clarification Requested

1.1 Description of Services Introduction: This paragraph and scope of work is confusing to the Drop arm operators and Vehicle barrier systems. It states monthly service at the drop arm operators however the contract later stipulates drop arms are only serviced semiannually. Please clarify?

A1. Contractor shall preform preventive maintenance on the drop arms monthly to ensure that they are fully functional and operational. Please see appendix C.

A2. The semi-annual requirement shall be met by the monthly inspections! Appendix B line 2 shall be changed to Monthly (total: 12 annually) By the CO.

1.1 Additionally: the specific items listed such as actuators, control wiring, circuitry, structural framework, lighting, assembly, associated computerized systems, etc. what is the general purpose of listing those items as many of those are not applicable to the system or preventative maintenance service? Can we receive a list of equipment we are responsible in covering?

A1. Reference: Nasatka Barrier Inc, Magnetic Autocontrol RC02040, RC01240 AND Viking access Drop arm for parts list, parts on hand to perform the Preventive maintenance, and any other requirements listed by manufacture. Upon initial inspection the contractor shall create parts list need for PM(s) and provide it to the COR.

To further clarify this would be an extra charge if these items were to be inoperable at any given time whether during a preventative maintenance or not.

1.4 Scope: Maintenance Service

A. Please provide a list of any camera equipment, video processing cards, PLC’s, relays and parts that are expected to be covered or stocked in this agreement. To further clarify these are not standard items that are stocked, nor are they cost effective to stock for a contractor or the government. In addition to a few of the items listed I am not aware that they are onsite or in connection with the AVB system such as cameras, video cards, etc.

A1. Contractor shall perform an initial inspection, submit a detail description of any problems with a cost break down estimate to COR within two (2) duty days after being award the contract (work shall not be initiated without the COR evaluation and contracting officer’s approval to proceed. If there’s a malfunctioning barrier (inoperable) it shall be taken out of service (Clearance: barriers shall be lowered so that it cannot impede normal daily traffic). The COR or representative shall notify the Contracting Officer on the corrective action falling outside the scope of this SOW. Corrective actions outside the SOW shall be review by the COR and only approved by the CO.

B. Please clarify where “contractor is responsible for repair and replacement of all worn or failed components installed additional systems and parts including those parts which have reached their life expectancy and are prone to fail.” To further clarify… a preventative maintenance contract is for extending the useful life of the equipment by way of regular maintenance however it in no way guarantees or includes parts that deteriorate over the years or due to mechanical failure. Please clarify.

A1. Contractor shall perform an initial inspection, submit a detail description of any problems with a cost break down estimate to COR within two (2) duty days after being award the contract (work shall not be initiated without the COR evaluation and contracting officer’s approval to proceed. If there’s a malfunctioning barrier (inoperable) it shall be taken out of service (Clearance: barriers shall be lowered so that it cannot impede normal daily traffic). The COR or representative shall notify the Contracting Officer on the corrective action falling outside the scope of this SOW. Corrective actions outside the SOW shall be review by the COR and only approved by the CO.

1.4.1 Special Maintenance Projects SMP:

A. Please clarify how the charge is based on a “crew” for preventative maintenance the same as a “repair” or “smp”? To further clarify a larger repair that involves an HPU could involve 4 techs due to pure size and volume or pull of system vs a PM service that may require two. The LIN specifically states cost per hour not cost per crew.

A1. .4.1 SPECIAL MAINTENANCE PROJECTS (SMP): The contractor shall perform preventive maintenance during each monthly inspection to ensure reliable and continuous safe operation. A preventive maintenance and inspection program shall be submitted to the Contracting Officer (CO) prior to implementation. Contractor shall ensure barriers meet manufacturer maintenance performance specifications. The contractor shall determine crew size needed for FPMI, repairs, or SMPs and payment will be based on one (1) crew not on number of individuals assigned to the crew.

Crew/on site supervisor will notify the COR they have arrived on campus and will notify the COR when they are finished and leaving the campus. Payment for travel time is not authorized. Should the contractor require additional support from factory or other representatives these individuals shall be considered as part of the crew and not billed separately.

B. Should the contractor require additional support from the factory or other representatives these individuals shall be considered as part of the crew and not billed separately. Please clarify how this is handled with programmers as programmers for the logic on the system charge by the hour and are not techs they are specifically programmers. To further clarify there is typically a charge associated with any control system or logic programmer.

A1. A1. Contractor shall perform an initial inspection, submit a detail description of any problems with a cost break down estimate to COR within two (2) duty days after being award the contract (work shall not be initiated without the COR evaluation and contracting officer’s approval to proceed. If there’s a malfunctioning barrier (inoperable) it shall be taken out of service (Clearance: barriers shall be lowered so that it cannot impede normal daily traffic). The COR or representative shall notify the Contracting Officer on the corrective action falling outside the scope of this SOW. Corrective actions outside the SOW shall be review by the COR and only approved by the CO.

1.4.3 Repairs, Full Preventative maintenance Inspections

A. Please clarify the following: Diagnostic and troubleshooting services on a system that may experience an anomaly is a service request and not a routine preventative maintenance procedure. This paragraph is cloudy as it appears to read the service is to be performed as a routine maintenance. A1.

Contractor shall perform an initial inspection, submit a detail description of any problems with a cost break down estimate to COR within two (2) duty days after being award the contract (work shall not be initiated without the COR evaluation and contracting officer’s approval to proceed. If there’s a malfunctioning barrier (inoperable) it shall be taken out of service (Clearance: barriers shall be lowered so that it cannot impede normal daily traffic). The COR or representative shall notify the Contracting Officer on the corrective action falling outside the scope of this SOW. Corrective actions outside the SOW shall be review by the COR and only approved by the CO.

Monthly FPMI Schedule: The schedule in this paragraph reads as semiannually which contradicts paragraph 1.1. as well as the subtitle of the paragraph. Just to be clear please clarify.

A1. Contractor shall preform preventive maintenance on the drop arms monthly to ensure that they are fully functional and operational. Please see appendix C.

A2. The semi-annual requirement shall be met by the monthly inspections! Appendix B line 2 shall be changed to Monthly (total: 12 annually) By the CO.

1.4.5 Repairs

A. Please clarify the following as it is contradictory to all paragraphs above “During any scheduled FPMI, the contractor shall immediately service any system that is not operating properly under the stipulation that no additional parts are required.

Additional parts are not parts which should be maintained on hand as identified in section V paragraph 1.2.

Please provide this list of parts so that it can be included in quote.

Upon initial inspection the contractor shall create parts list need for PM(s) and provide it to the

COR.

Please clarify service diagnostic time is billable time and not to be inclusive of the PM time?

A1. Contractor shall perform an initial inspection, submit a detail description of any problems with a cost break down estimate to COR within two (2) duty days after being award the contract (work shall not be initiated without the COR evaluation and contracting officer’s approval to proceed. If there’s a malfunctioning barrier (inoperable) it shall be taken out of service (Clearance: barriers shall be lowered so that it cannot impede normal daily traffic). The COR or representative shall notify the Contracting Officer on the corrective action falling outside the scope of this SOW. Corrective actions outside the SOW shall be review by the COR and only approved by the CO.

1.4.11 - Barrier Pit – Please clarify the following:

Water intrusion would be a site condition and often times not in relation to the operation of the barrier itself but rather elevation or ground drainage. Has consideration been made to the site conditions in regard to the water intrusion specifically?

A1. When there’s water intrusion in the barrier and cause it to be non- operational the contractor shall perform an initial inspection, submit a detail description of any problems with a cost break down estimate to COR within two (2) duty days (work shall not be initiated without the COR evaluation and contracting officer’s approval to proceed. If there’s a malfunctioning barrier (inoperable) it shall be taken out of service (Clearance:

barriers shall be lowered so that it cannot impede normal daily traffic). The COR or representative shall notify the Contracting Officer on the corrective action falling outside the scope of this SOW. Corrective actions outside the SOW shall be review by the COR and only approved by the CO.

1.4.15 – Parts and Materials – no replacement parts shall be ordered by the contractor for replacement for repair of barrier without a prior purchase order. How does this relate to the above paragraph stating contractors are to stock and have on hand the materials needed to repair immediately?

Please provide the list of items assumed to be covered in FPMI as chalking is unknown and parts are not replaced during a PM. Parts are only maintained.

A1. Upon initial inspection the contractor will create parts list need for PM.

1.4.16 Contractor shall have all tools prior to arrival for repair or inspection.

A1. For inspection only.

Please clarify – Is a contractor held liable for damages when other contractors and in-house team enables and disables the system as well?

Q3. We need clarification on paragraph 1.4.10, Emergency Service Calls, before we can prepare a proposal. The one (1) hour response time requirement is significantly faster than the industry norm, and we wanted to clarify that we weren't misinterpreting something. For comparison, the US Army Access Control Point Maintenance and Service contract requires an on-site presence within 24 hours of emergency service call authorization, and the standard on the US Air Force equivalent contract is six (6) hours from approval. Is the Orlando VAMC expectation for a technician to provide 24/7 telephonic support within 1 hour of notification, or to have a technician permanently assigned to the campus to ensure the ability to meet this one (1) hour response requirement? Please clarify the intent of this so staffing needed to support the requirement can be determined.

A1. The VA CO shall change the one-hour requirement to four hours to site for all emergency callouts. An emergency callout is one that keeps the equipment for operating.

A2. Parts for repairs shall be sold as new and be OEM only. No substitutions shall be accepted.

A3. All follow-up repairs based on discrepancies noted during emergency shall be submitted to the facilities COR or contract officer within 24 hours of discrepancies being discovered for items that are not service affecting. Service affecting items such as those that place a unit out of service shall be submitting prior to the close of business that particular day.

Q4. PLAW116-183 Oct 30,2020 Please clarify the following:

Can a non-veteran owned small business be utilized as a sub-contractor for specific portions of the project specifically as it involves several different trade specialties ie: blasting, painting, hydraulics, etc? These are trade specific niche items required to fulfill the needs of this contract specifically.

A3. Yes. As long as the prime contractor (SDVOSB) has not paid more than 50% of the amount paid by the VA to any firm that are not similarly situated (see 13 CFR § 125.1 for definition of “similarly situated entity”). Any work that a similarly situated subcontractor further subcontracts will count towards the 50% subcontract amount that cannot be exceeded. If the contractor is not currently meeting this criterion, it must be able to demonstrate through its business plan or other documentation that it will be met prior to the expiration of the current contract performance period.

For example, if an SDVOSB is awarded a contract $100,000.00. (Note: these are just a few examples & do not address all possible scenarios)

Scenario 1. An SDVOSB subcontracts $50,000.00 to a non-similarly situated firm (i.e. large business). This would be acceptable & complies with LOS.

Scenario 2. An SDVOSB subcontracts $75,000.00 ($25,000.00 to a similarly situated firm (i.e. another

SDVOSB) and $50,00.00 to a non-similarly situated firm (i.e. large business). This would be acceptable & complies with LOS.

Scenario 3. An SDVOSB subcontracts $51,000.00 to a non-similarly situated firm (i.e. large business). This would be unacceptable & would not comply with LOS.