Question and Answer Sheet - October 30th.docx

Question and Answer Sheet

1. The PWS Final Document and the PWS stated in the published RFQ document are not aligned. The stand alone PWS attached with solicitation has been removed. This version was attached by accident. Please refer to the PWS located within the solicitation. Look to page 5 of solicitation for correct PWS labeled “36C25627Q0041 Final”.

2. How many Ansul systems are there? Twelve (12)

3. How many FM 200 systems are there? One (1)

4. How many wet pipe sprinkler systems are there? Four (4)

5. How many dry pipe sprinkler systems are there? Four (4)

6. How many standpipes are there? There are multiple throughout the campus

7. Section 1.1 in PWS states there will be 17 buildings, but then lists only 12 buildings. Which number is correct? There are sixteen (16) buildings: Concourse, Inpatient (2), D&T (4), Outpatient (2), Staff parking, Patient Parking, Transitional Living, Central Energy Plant, Research Building, Pan Am, and Fisher house.

Pages 25 through 38 in the PWS lists all the applicable EP's with device counts. Can we get the same roll-up for the rest of the buildings that are listed (either 12 or 17) from section 1.1? All buildings have device counts on the PWS. They are highlighted green. These are estimates as stated in the PWS; Total number of fire alarm devices to be serviced under this task order are estimated at 6749 +/- 20%. Total number of sprinkler system devices (sprinkler heads, fire pumps, jockey pumps, tamper switches, etc.) to be serviced are estimated at 4,000 +/-

8. As this is a one-year contract, in the PWS it says fire dampers are inspected the first year after installation, and every six-years after that, will we need to inspect the fire dampers this contract year? No

9. Are there any five-year internal pipe inspections due on the sprinkler systems, or are they all just due for a standard annual inspection? There is a five year internal pipe inspection but it’s not on this contract

10. Parts Rider questions:

a. For section 4.1 of the PWS the solicitation specifies a $50,000 annual parts rider, while Section 4.1 of the standalone Performance Work Statement Final specifies $35,000. Please Clarify. The correct allowance is $50,000.

b. Whether the allowance is included in the fixed monthly service price or billed separately as authorized parts are purchased. It is included.

c. What is the required approval process for purchases and emergency replacements? There is a 50K parts rider in the contract. The Prime will have to bill against that CLIN

d. Whether freight and material handling or markup are allowable? No

e. How unused funds and repairs exceeding the annual allowance will be handled? Excess funds will be de-obligated after contract completion. Contract can be modified to obligate additional funds to the subject CLIN if necessary.

11. Section 12.12 states, “All contractors who do testing and inspection are precluded from this contract.” The preliminary Q&A states that this contract is only for preventive maintenance and repairs, while other PWS provisions and the pricing schedule reference scheduled testing. Please clarify whether Section 12.12 excludes the facility’s existing independent testing and inspection contractor, any company that performs testing and inspection services generally, or another category of contractor. Does the restriction also apply to subcontractors? We have a testing contract in place with a contractor but, whatever is being repaired on or replaced will have to be tested in this contract. The subcontractor is responsible to test their repairs and replacements.

12. Please identify which scheduled tests, inspections, annual sprinkler backflow certifications, and post-repair verification tests are included in this requirement and which will be performed under a separate contract. This will include all 6749 +/- 20% fire alarm and suppression devices

13. The solicitation requires 40 hours per week of on-site scheduled service, and the preliminary Q&A confirms that the Program Manager/Agent must be an employee of the prime contractor. Please confirm:

a. Whether the 40 hours may be provided by multiple qualified personnel or must be performed by one dedicated technician. Two dedicated technicians

b. Whether the Program Manager may be a part-time W-2 employee of the prime while qualified technical personnel provide the required on-site service. The Program Manager will need to be here to fulfill the requirements of this contract.

c. Whether qualifying maintenance work performed by the Program Manager may count toward the 40 hours. This can be discussed with Engineering, but the PM would count as two qualified technicians. The Program Manager will need to be present to fulfill the requirements of this contract.

d. The required daily schedule and coverage expectations for federal holidays and personnel absences. The government does not work on Federal Holidays except for emergencies. As far as personal absences, the contractor must provide a backup technician.

14. Please confirm whether the two-hour on-site emergency response requirement applies continuously, including nights, weekends, and federal holidays. Yes, this emergency response requirement applies continuously, including nights, weekends, and federal holidays

15. The PWS references unlimited emergency services, while the pricing schedule provides estimated callback hours and the PWS directs offerors to provide normal and overtime rates.

a. Please clarify which callback services are included in the fixed monthly price, which are billed against the callback CLIN, and how offerors should present separate normal and overtime rates in the pricing schedule. Offerors should provide their best pricing consisting of their normal rate and overtime rate together.

b. Please also clarify how additional callback hours are authorized if the estimated quantity is exhausted. The contract can be modified to include additional callback hours if necessary.

16. The preliminary Q&A identifies Notifier NFS2-640 panels and FireWorks and references manufacturer authorization requirements.

a. May an offeror use an OEM-authorized subcontractor for panel service, programming, and FireWorks support, with other appropriately licensed and qualified personnel performing suppression maintenance and other defined tasks? The contractor can use a sub-contractor to complete the work but the personnel need to be NICET Level 2 or Level 3.

17. The preliminary Q&A states that previous annual inspection reports can be provided to the awardee. Would the Government make those reports available before quotations are due, together with the latest system inventory, outstanding deficiency list, and available maintenance and repair history? No

18. Please clarify whether correction of pre-existing deficiencies is included in the fixed-price maintenance scope or will be separately authorized and funded. Yes, pre-existing deficiencies is included

19. Can the Government provide an inventory of the fire alarm and fire suppression systems covered under this contract, including the make/model and quantity of fire alarm control panels, initiating and notification devices, sprinkler risers and valves, fire pumps, standpipes, and any special suppression systems (clean agent, kitchen hood, pre-action, etc.)? Yes

20. Will a site visit be held? If so, please provide the date, time, meeting location, and any registration requirements. Yes, site visit has been scheduled for Wednesday November 4th 9:00AM CDT. Please see attached document labeled “Site Visit Information” for more details and RSVP instructions.

21. Can the Government provide the number of buildings and approximate square footage covered, or as-built fire alarm and sprinkler drawings? Unfortunately there are no drawings available.

22. Warranty Status: As the campus is newly constructed, are any systems still under the installing contractor's or manufacturer's warranty? If so, how should warranty work be handled relative to this contract? No, were not under manufacturer’s warranty

23. Does the Government require off-site central station monitoring by the contractor, or is monitoring performed through an existing VA system? It is offsite monitoring by Johnson Controls

24. Will repairs and replacement parts be priced as a not-to-exceed CLIN, a time-and-materials rate, or included in the firm-fixed price? $50,000 will be obligated to the “parts rider” CLIN for replacement parts. The COR will monitor the amount of funding available throughout the contract’s life cycle and will notify the CS/CO if additional funds are needed for the CLIN.

25. The Price/Cost Schedule for CLIN 0001 states, "The Contractor shall conduct 40 hours per week on-site scheduled service. The contractor will provide comprehensive Monthly, Quarterly, Semi-Annual and Annual Scheduled Maintenance and Testing per manufacturer's specifications." The preliminary Q&A's stated this is a maintenance and repair contract:

a. Is the requirement to have an embedded technician for 40 hours every week regardless of if maintenance and repair work is needed to fill that time? 32 hours per week, one Fire alarm tech NICET Level 2 or NICET Level 3 and one Program Manager

b. Does this technician have to meet the NICET III and Notifier Certified Technician requirement similar to the technician responding to emergency callback services? The technician can be either a Level Three or Level Two but not a Level One

c. Can you clarify if a PM/Agent of the Prime Contractor must also be on-site during these 40 hours every week similar to emergency callback services? The PM/Agent needs to be onsite in an emergency callback, 32 hours per week, one Fire alarm tech NICET Level 2 or NICET Level 3 and one Program Manager

26. The PWS identifies the Prime Contractor must provide a PM/Agent to escort their subcontractor for all emergency callback services. (no SDVOSB Notifier distributor/certified technicians exist), this automatically requires two (2) responding personnel for each service call. Yes the PM/Agent must escort their sub-contractor

27.

a. Please confirm the 250 annual hours include the time on site for both the responding NICET III/Notifier technician and the PM/Agent?

i. b. If confirmed, please confirm acknowledgment that this reduces the annual hours to 125 for responding to calls due to 2 personnel being required on site at all times. Yes this is correct

28. Would the VA be willing to reduce the requirements to 4 hour on site response time and NICET II technician to obtain a fairer and more reasonable price? Or is a higher rate preferred for the shorter response time and higher NICET level requirement? Onsite response will be within 2 hours with either a NICET Level 2 or 3 technician