Questions Generator maintenance RFP - Amendment 3.docx

1. What is the frequency of service? Refer to the second paragraph of the “Scope of Work” section of the PWS.

2. What is the list of material to service? Refer to last page of the PWS.

3. What is the period of performance? Refer to “Period of Performance” section of the PWS.

4. Is it the Owners intent to have the PMIS completed weekly. Defined as “weekly (SM) - Services performed 52 times during each 12-month period of the contract at intervals of 4 to 13 calendar days”. No. Weekly services will be removed from PWS and handled by VA Staff.

5. Can you provide details of the Load Bank System in place at the Campus, and a contact familiar with the procedures from Louisiana Cat? Our previous contacts with Louisiana CAT have been with Spencer

6. Will the contractor be using the facility Load for the monthly One-Half hour load test, or will a separately load bank be needed and included in the costs? Contractors will use the facility for monthly generator tests.

7. Are all Emergency rentals costs to be billed separately as an additional charge, or should a standby cost be included in the Annual pricing? Emergency rental costs will be procured separately, no retainer.

8. Are the costs for all antifreeze, all belts, air cleaners, indicator lights, control boards, screens, brushes, ancillary replacement and ALL repair parts to be included in an annual cost, or will those be quoted as repairs and billed separately? Those will be billed against the parts rider CLIN.

9. Is the owner looking for Diesel Fuel Maintenance to be included in this RFP? if so, can you provide tanks Sizes? Diesel fuel maintenance is not covered in this contract.

10. Is this a new requirement or is there a current or previous contractor who has performed similar services? Please provide the name of the previous/current contractor and contract number. This is a new requirement.

11. What is the estimated magnitude of construction for this project? This is not a construction project, so there is no such cost range allowed to be given.

12. Is this project sales tax exempt? If the project is sales tax exempt, will the Government provide a sales tax exemption certificate? All Government contracts are exempt from sales tax. Work with CS to get tax exempt information.

13. Will the Government provide VA badges/PIV cards for contractors working on-site for this project? Refer to: “PWS Check In Requirements”.

14. If contractors are provided a VA badge/PIV card, will they be allowed to move throughout the facility without a VA escort? If not, what areas of the facility specifically require VA escorts to enter? See above answer.

15. Will the Government provide contractors with access to locked workspaces (such as mechanical rooms and plumbing closets) via badge/keycard access? PIV cards and sign out keys will be issued. It may be necessary for the VA to provide escort until that process is completed.

16. Will the Government provide contractors with access to locked workspaces (such as electrical rooms and plumbing closets) via a master key? See above

17. Will the VA allow a single individual to act as the Quality Control Manager (QCM), Site Safety & Health Officer (SSHO), and on-site Superintendent (Super) for the prime contractor on this project? If they are qualified and have experience in all areas.

18. Where will the designated parking area be for workers accessing the construction site? There is no construction site to access.

19. Will the VA provide a location to store materials on-site prior to the start of work, and will this location be available for the full length of the project? A small amount of space in the generator room may be used for storage on the main campus only.

20. Can the VA clarify exactly what equipment is included in the “QUANTITY” for each CLIN item in the “B.2 Price/Cost Schedule”? See PWS “General Requirements section” that says, “The Contractors shall furnish all labor, transportation, equipment…”

21. In addition to the question above, there are multiple concerns regarding the price schedule provided in the solicitation including the following:

a. Item #0002 states that work includes “both” CBOC locations. However, there are 5 CBOC locations in the solicitation. PWS to be corrected for the 5 CBOC locations as listed in the solicitation.

b. Items #0005, #0006, & #0007 all state that quarterly maintenance is to be provided “Four quarters at 2 Generator units per quarter.” Does this language mean that only 2 generators will receive maintenance per quarter? If so, only 8 generators will receive maintenance per year. And since there are 5 pieces of equipment at the CBOC facilities, not all equipment will receive the same number of maintenance services each year. Is this intended for the scope of work on this solicitation? This needs to be corrected in the PWS to read 4 quarters at 5 generators per quarter.

22. Will the VA allow the SDVOSB prime contractor to subcontract the certified personnel needed to perform the highly technical generator maintenance task work required in this solicitation? Yes

23. Can the VA provide any and all previous maintenance reports for the equipment included in this solicitation? Maintenance reports will be made available to the contract owner after award and upon request.

24. Can the VA please clarify the scope requirements for batteries? Also, will the contractor be required to procure the batteries or will a separate purchase order be required to purchase these materials? Batteries may be purchased under the parts rider.

25. Can the VA please clarify the scope requirements for electrical wiring and conductors?

Our team believes there are no permeant wires associated with the maintenance of equipment on this project. No maintenance on conductors is warranted. This will be stricken from the current PWS.

26. We’d like to confirm whether or not we must perform a LBT to the portable units and the units installed at each new location (clinics). Per the PWS document, page 5. Load bank testing is required for the portable generators and the 5 CBOC locations in the solicitation.

27. Requesting an offer due date extension to allow time for necessary quote adjustments following the government’s response to the RFI. Extended to 4/14.

28. Is it the offeror’s responsibility to procure parts and materials required for maintenance and repairs of all generators within scope? Yes, utilizing funds from the parts rider CLIN.

29. Considering the complexity of the main campus generators, we respectfully request that the basis of evaluation be changed to best value. Declined.

30. CLIN 0002 States that two-hour load bank testing includes both (2) CBOC locations, for a total of 9 units. Please confirm the CBOC units to receive LBT, in light of there being (5) CBOC sites. Load bank testing is required for the portable generators and the 5 CBOC locations in the solicitation.

31. “Frequency. Maintenance shall be conducted at intervals of no fewer than weekly per generator. The contractor must provide maintenance at intervals of weekly, monthly, quarterly, annual and triennial maintenance at a minimum.” – Please advise the required inspections and tasks per each interval. Tasks are in accordance with manufacturer’s specifications.

32. “Monthly testing shall include generator load test at one half hour interval under load after each preventative maintenance check. What % load should the half hour interval test be completed at? Monthly generator tests shall be performed at greater than 30% load.

33. Are there any known pre-existing conditions that will require immediate attention for any of the generators? Baton Rouge North has a High Fuel alarm and Slidell has an unmounted main breaker in the panel.

34. Should the cost of labor and/or materials for corrective action discovered during PM be included in the proposal? Emergency hours shall be used for corrective action at the discretion of the COR

35. The scope states that calls NTE 10 hrs average each month for a total of 120 hrs per year are accounted for in the contract. How will approval for parts to complete corrective action discovered during an emergency or call-back be handled? Within the contract emergency hours set aside.

36. Will there be a threshold to cap the expenditure on labor and materials for repairs by the successful offeror for work performed outside of the PM requirements? Normal federal contracting rules apply. This is a Firm-Fixed Price contract with a majority of the risk placed on the winning vendor. Do not perform work outside of the scope of the contract and submit your quote based off of the risk that you forecast.

37. Are the costs associated w/ the emergency costs included as part of the contract include only the labor to diagnose the issue, or does it include the cost of executing the corrective action as well? Both are included, unless performed during regular duty hours.

38. Please advise if there are any nominal costs that the contractor will be responsible for. I.e. Under $2,500.00, $3,500.00, etc. Yes.

39. Can the VA confirm that as a service contract (based on NAICS code 811310) this solicitation requires that no more than half (50%) of a prime contracts value can be allocated to a subcontractor to perform the scope of work as specified in the following solicitation clause sited below:

Reference: VAAR 852.219-77 VA Notice of Limitations on Subcontracting – Certificate of Compliance for Services and Construction.

“In the case of a contract for services (except construction), the contractor will not pay more than 50% of the amount paid by the government to it to firms that are not VIP-listed SDVOSBs as set forth in 852.219-10 or VOSBs as set forth in 852.219-11.” Yes, this is a service contract using NAICS Code 811310 and incorporates the Limitation on Subcontracting Clause.