36C25618U0203-0001001.docx

Maximo PM Entry Questions and Answers

1. Is there an incumbent? There is no incumbent. If so, who are they and what was the winning bid, contract number and SOW? N/A

1. Are there any past experience recency requirements? The contractor must demonstrate no fewer than the following:

· 3 years experience with conducting equipment inventories

· 3 years experience with building service equipment and engineering equipment associated with building operations

· 2 years experience with electronic inventory systems (maintaining, deploying, use)

· 3 years experience with AutoCAD

1. Is it possible for subcontractor past experience to be utilized if Prime experience is deemed insufficient? Our contract is not with the subcontractor, so we need to see your past experience.

1. Are there any page limits for the submission volumes? 30 pages

1. Will the government provide bar code scanning equipment? Yes.

1. What is the approximate square footage of the area needing to be inventoried? Up to 2.9 million square feet. 1.7 million square feet is occupied, the balance includes unoccupied areas, interstitial, etc. Many of the areas to be reviewed are electrical closets, mechanical spaces, equipment penthouses, etc. While those specific areas may take up only 25% of the total square footage, there may be some above the ceiling work (verifying above the ceiling equipment such as VAV boxes, etc) that accounts for the additional square footage.

1. Approximately how many pieces of equipment will need to be inventoried? Not to exceed 9,000. Some of the equipment has been entered into Maximo already, but the location information needs to be updated in the CAD drawings.

1. What is the barcoding criteria? Barcoding criteria will be dictated by the Maximo program. The bar code looks like this:

1. Was there previously contracted inventory services? No, not for this equipment.

1. Will the contractor be provided a working area with computer access? Yes, at least one computer. The computer access will only be for Maximo entry. The contractor must provide their own machines and programs for CAD updates.

1. Is there an SF 1449 for this procurement? This is a combined synopsis/solicitation, so there is not an SF1449.

1. Which is the correct solicitation number? 36C25618U0203. (The other number may be from the first solicitation to GSA – 36C25618Q9963. This solicitation on FBO replaces that.)

1. What are the metrics on which we’re bidding? Is there an estimate of individual items? How many rooms, floors? Some items have been inventoried and entered into Maximo. Interstitial space is included in the assessment.

· For the inventory of spaces:

· No more than 80 electrical closets

· No more than 100 mechanical rooms or service bays

· Total Buildings:

· Building 1 – INP

· B – 6 floors

· C – 4 floors

· Building 2 – D&T

· D, E, F, G – 11 floors (including interstitial)

· Building 3 – OP

· H – 4 floors

· J – 8 floors

· Building 4 and 5 – Staff and Patient Garage

· K – 7 floors

· L – 7 floors

· Building 6 – TLR

· M – 5 floors

· Building 7 – CEP

· N - 7 floors (includes interstitial and “half” floors)

· Building 8 – Research

· P – 5 floors

· Building 9 – VA Admin

· Q – 7 floors (includes basement/ground level)

· Shotgun Houses

· R1 – 2 floors

· R2, R3, R4 – 1 floor each

· Space Inventory (Building Square footage):

· Tools, expendable inventory are excluded

· Equipment to be inspected by type include the following:

· HVAC:

· Air Handler Unit (AHU)

· Computer Room Air Conditioner (CRAC)

· Fan Coil Units

· Volume Boxes

· Constant

· Variable

· Variable Frequency Drives

· Exhaust Fans

· Heat Recovery Wheels (Child of AHU Parent)

· Air Valves

· Refrigerators (Built In, hard wired)

· Water Fountains

· Refrigeration Monitor

· Mechanical

· Hot Water Pumps

· Air Compressors

· Steam Generators

· Pressure Reducing Valves

· Heat Exchangers

· Sump Pumps

· Chemical Pumps

· Boiler feed water pumps

· Chilled water pumps

· Boiler pumps

· Cleaning pumps (boilers)

· Fire pumps

· Jockey Pumps

· Economizer pumps

· Sprinkler stand pipe

· Flash tank

· Air separator

· Steam trap

· Pressure relief valves

· Thermostatic Mixing Valves (For Entire Buildings)

· Backflow Preventers

· UV Systems

· Eye Wash Showers

· Pneumatic Tube System

· Reverse Osmosis Systems

· Water Softeners

· Grease Traps and Interceptors

· Vacuum Pumps

· Medical Gas Panels

· Boilers

· Chillers

· Condensing Water Units

· Cooling Towers

· Water Tanks

· Sewerage Tank

· Fire Damper/Smoke Damper/Combination Dampers

· Fuel Tanks

· Booster Pumps

· Backflow Preventers

· Dock Lifts

· Ovens

· Irrigation

· Electrical

· Electrical Panels

· Transformers

· Automatic Transfer Switches

· Switchgear

· Substations

· Elevator Controls

· Generators

· Elevators

· Battery Operated Exit Lights

· Solar Operated Lights

· Exit Signage

· Fire Alarm Panels

· Lighting Control Panels

· Uninterruptable Power Supply (Medium Voltage, serves entire areas, hard wired)

· Equipment to be inspected is estimated not to exceed 8,000. Total equipment to be entered into Maximo or review in Maximo should not exceed 9,000. Please note, some equipment is available via hand written information and can be entered into Maximo using this information. Currently, 1871 items are recorded in Maximo. This list has been provided. Field verification may be required for CAD drawing updates.

1. Will the VA provide diagrams prior to bid submission? We will describe the areas, but we will not release diagrams of the campus prior to bidding due to security concerns. Drawings that will be provided include: Mechanical, Electrical, Plumbing, Architectural and Structural.

1. Is there a threshold to be set for the Building Services Equipment (i.e. Inventory everything over $1,000, $5,000, etc.)? No threshold. Inventory shall include the items as outlined in Questions #13.

1. Is there an asset listing that you could provide for the Building Services Equipment? The systems are as outlined on question # 13. However, please see the attachment for the equipment list provided by the construction contractor. This list is not all inclusive and does not include all of the equipment covered under this contract. The contractor must confirm the items as listed.

1. In regard to PWS 2.1.7, will the vendor be required to make physical changes to the government CAD drawings or simply to provide input for such? The vendor will be required to make changes on government furnished CAD drawings.

1. What is the layout/ size of the facility (s) being inventory? The facility is approximately 2.9 million square feet (occupied and unoccupied). Please see question # 6 for more information.

1. Can you provide approximately how may Line Items or SKUs that will be inventoried? No more than 9,000. Please see questions #28 and #13 for system types to be included.

1. The Performance Work required, is this new work? Yes, for this equipment.

1. Does the Government have an incumbent that has or currently performing the wall to wall inventory work? There is no incumbent for a wall to wall inventory of the equipment types listed here.

1. Will the government release the name of the incumbent? N/A

1. Paragraph E.1 Information Regarding Responsibility Matters (Jul 2013) para 2b, is there a requirement that we include this statement in our technical. That clause states what you are required to report in FAPIIS.

1. Offeror Representations and Certifications Commercial Items (Nov 2017), if the contractor information is updated and accurate in SAMS does the government require a copy our Representation and certifications to accompany our technical? No, as long as it is in SAM.

1. Will the government identify how many line items to be inventoried? Not to exceed 9,000. Please see questions #28 and #13 for system types to be included.

1. Will the government identify how many buildings are required to be inventoried? Please see question #13.

1. Performance Work Statement Para 1.2 Scope para 1.2.1 provides a list of service equipment to be catalogued with components. Will the government provide equipment manuals for vendor to accurately identify correct components for each piece of equipment? Equipment manuals and construction submittals are available, however this information will only be made available to the winning bidder (extremely large amount of data).

1. Will the government identify approximate number of components per service equipment?

We have a few documents that can be used to estimate the number of components by service equipment:

· See document titled “Preliminary NOLA Equipment Listing CFM”. This list is not all inclusive, but consists of what we feel is at least 80% of the material. The list is sortable by: Discipline, Equipment Type, Type, Subtype, Tag Number (construction identifier)

· See document titled “Equipment in Maximo 08182018 855 am”. This outlines equipment already in Maximo. This list is sortable by description and OMNI class designations

· See document title “CEP ASSET List” and “CEP Initial PM Information 08182018”. This lists additional information specific to the Central Energy Plant. Some of the equipment is noted on the “Preliminary NOLA Equipment Listing CFM”.

· See document titled “NOLA VAMC Campus Wide Fire and Smoke Dampers 08182018”. This is based on a recent fire and smoke damper report as included with locations scrubbed. Location information will be given to the winning bidder. Drawings indicating the locations of the fire dampers will be provided (approximately 850 devices).

· See document titled “Exit Sign locations July 2018”. Construction submittals are available for use to determine model number information. Approximations can be made from the lists provided +/- 10% deviation.

Please see question #13 for the equipment types to be surveyed.

1. Since there was no scheduled site visit listed in the solicitation will the government identify the square footage of the building to be inventoried? Up to 2.9 million square feet. 1.7 million square feet is occupied, the balance includes unoccupied areas, interstitial, etc. Many of the areas to be reviewed are electrical closets, mechanical spaces, equipment penthouses, etc. While those specific areas may take up less 25% of the total square footage, there may be some above the ceiling work (verifying above the ceiling equipment such as VAV boxes, etc) that accounts for the additional square footage. A large number of items to be recorded include exit lights which are throughout corridors and interstitial. The government has drawings indicating the exit signs and a list.

1. Performance Work Statement Para 2.10.1 reporting of final deliverables says to see Attachments C and D as an example for submitting format, Will the government provide these examples they were not included with the solicitation documents? Please strike. An example will not be given. The contractor can submit a sample for review and approval by VA prior to implementation. Final deliverables should include (Note or clarifications are identified with bolded italics):

· Maximo Record of BSE (excel report) with the following columns:

· Asset Number

· Description

· Omni 23 Equipment Category

· MX Ref ID

· Type of Entry

· Model #

· Serial #

· Location

· Responsible Department

· Criticality

· Status

· This report can be generated directly from Maximo.

· Maximo Record of PM Entry Data (Excel Report) with the following columns:

· PM number

· Description

· MX ref ID

· Asset #

· Responsible Department

· Responsible Shop

· Asset Location

· Status

· Job Plan

· This report can be generated directly from Maximo.

· Spot Check 25% Of Each Equipment Type in Field

· Check the equipment has the Maximo tag

· Tag is accessible for inventory entry

· Location data matches the equipment

· Label matches the equipment its adhered to

· Check location against CAD drawings

· This will be conducted with VA staff for verification. The contractor shall provide a spreadsheet made of equipment mutually agreed by VA to review. A column shall include a signature sheet for Contractor staff and designated VA personnel.

· The spot check shall be proportionately checked between all buildings.

· For every inaccuracy, five more pieces of equipment per building for the equipment type shall checked in addition to those already identified.

36C25618U0203 Wall to Wall Inventory Question and Answers Rev. 1: 08/18/2018

See more information below for an example to the Maximo entry to be made for new assets or assets to be modified as well as data entry for Preventative Maintenance Information.

Fields with ___________ - Fill in by contractor Fields with ___________ - System fills in Fields with ___________ - Changes to be made by contractor

Maximo New Equipment Entry Fields image3.png image4.png image5.png image6.png image7.png image1.png image2.jpeg