RFIs 3.docx

RFI’s_3

1. Section 28 31 00 1.6(B) is asking for a five-year inspection cycle after final completion. As annual and semi-annual inspections of a fire alarm are done based off of device counts, and there is no current device counts because the system will be changed, can this be deleted? The way this is written, we will not know what buildings will be completed first and will thus require an extra inspection. We can only bid it is as a worst-case scenario, which in turn is going to put unfair pricing on the VA.

Response:

Specification Section 28 31 00 Paragraph 1.6(B) remains unchanged.

The contractor is responsible for providing a complete, code-compliant, and fully functional fire alarm system, including all required devices whether specifically shown on the drawings or required by code, manufacturer requirements, or system functionality.

The contract documents clearly state device counts shown on the drawings are not exhaustive and shall not be relied upon for bidding purposes. Contractors are responsible for determining required device quantities and incorporating all associated inspection, testing, and maintenance costs into their bid.

No additional compensation or future modification will be considered due to discrepancies in assumed device counts or inspection requirements.

1. Section 28 31 00 1.6 (B-F) states that we have to perform all repairs for five years. Will this be a "not to exceed price" and we quote each of the repairs and draw off that NTE money? We currently have no metric to base pricing on repairs off of. Having an NTE will prevent us from having to bid "worst case scenario" which will cost the Government a substantially higher price for work that may not be needed, furthermore the way this is worded reduces fair competition to the small businesses that want to compete, as they cannot afford to take a greater level of risk.

Response:

The Government agrees that establishing a Not-to-Exceed (NTE) allowance for corrective repairs during the five-year maintenance period is appropriate.

A Government-established corrective repair allowance in the amount of $300,000 NTE will be established for unforeseen corrective repair work during the five-year maintenance period beyond routine inspection, testing, preventive maintenance, and standard service obligations required under Specification Section 28 31 00 Paragraph 1.6(B-F).

Routine inspection, testing, preventive maintenance, and all standard service obligations remain part of the contractor’s base bid and shall not be reimbursable under this allowance.

All corrective repair work charged against this allowance must receive prior written authorization from the Contracting Officer. Reimbursement shall be limited to actual, allowable, and approved repair costs.

Any unused portion of the repair allowance at the conclusion of the five-year maintenance period shall remain Government funds and will not be payable to the contractor. The Government reserves the right to de-scope, reduce, or otherwise remove any unused balance by contract modification.

1. If we are just going to assume the risk for the repairs, can we get the number of service calls, and the number and type of replaced devices for each of the buildings for the last five years so that we have a metric to judge potential cost so we can give the VA the most accurate and fair number?

Response:

In light of the approved NTE repair allowance identified in RFI #2, historical service call and repair data will not be provided.

The established allowance is intended to address uncertainty associated with future corrective repairs during the five-year maintenance period.

No further action is required.