Amendment 0001 - Questions and Answers Document .docx

Questions and Answers Document - Fire Alarm and Protection System Inspection and PM Solicitation 36C26127Q0025 Fire Alarm and Protection System Inspection and PM

1. Can the Government provide a copy of the most recent fire-alarm and fire-protection inspection/test reports (or an inventory export) showing device counts by site and, if available, by building for the following locations:

· VA Palo Alto, 3801 Miranda Ave, Palo Alto, CA 94304

· VA Menlo Park, 795 Willow Rd, Menlo Park, CA 94025, including the CWT houses at 729 18th Ave and 556 Gilbert St

· VA Livermore, 4951 Arroyo Rd, Livermore, CA 94550

· VA Mountain View, 1776 Old Middlefield Way, Mountain View, CA

· VA Sunnyvale, 1080 Innovation Way, Sunnyvale, CA Please see Attached Document.

2. Device and system inventory. PWS 1.1 cites approximately 12,000 devices and PWS 5.2 cites 12,313. Please provide the current barcoded device inventory or Building Reports export by building and device type, a panel list with model numbers for each building in PWS 3.1, and counts of sprinkler risers, fire pumps, standpipes, dry or pre-action systems, backflow preventers, and water storage tanks.

Please see Attached Document.

3. Parts and repair pricing. PWS 4.2 requires the Contractor to provide all replacement parts within the fixed monthly price. The Unscheduled Maintenance and Repair Services section states that deficiency repairs will be quoted separately with fully burdened labor hours, that the Government may furnish parts, and that approvals will be issued against a CLIN for labor hours. Section B.2 contains a single CLIN per period with no labor-hour or parts line. Please clarify which of the following are inside the monthly price and which are quoted separately:

a. labor to correct deficiencies found during testing,

b. replacement parts for those corrections,

c. 24/7 emergency service call labor,

d. after-hours labor for hood test witnessing and other coordinated work. HPSI has assumed scheduled ITM labor, routine maintenance labor, batteries, and detector cleaning are inside the monthly price, and that deficiency repairs and their parts are quoted separately.

The monthly rate should include scheduled and coordinated labor for routine maintenance labor. The unscheduled maintenance CLIN includes repairs for emergency services, and after-hours calls.

This contract shall only include labor and routine maintenance. Repair parts will be purchased separate from this contract on an as needed basis. Please review the revised price schedule.

4. Incumbent and historical data. Please provide the incumbent contractor name, current contract number and annual value, the annual parts spend under the current contract, and the number of emergency service calls and after-hours calls in the most recent 12 months.

The services are currently being provided by SCDataCom LLC under Contract 36C26126P0480, awarded for $544,600.00. The annual expenditure on parts is not available at this time, however there are an estimated 1-3 emergency service calls per month.

5. Monitoring scope. PWS 4.10 lists monitoring for Palo Alto, Livermore, and Menlo Park; PWS 8.0 states all buildings under the contract. Please confirm whether Mountain View and Sunnyvale are included. Please also state how many monitored accounts or communicators exist, who owns the communicators (DACT, cellular, or IP), whether the VA pays for the communication paths, whether the existing central station accounts can transfer to the new Contractor, and whether the central station must be UL listed. HPSI has assumed the VA owns the communicators and pays for phone or cellular service.

Mountain View and Sunnyvale are included, both on cellular and monitored by Costco. JCI, Saba, and Universal do the rest of the campus through POTS line phone calls.

6. Manufacturer programming access. Simplex 4100-class and 2100-family panels, Notifier 3030 and 640 panels, and EST panels each require manufacturer programming software, keys, or dealer credentials. Does the VA hold the software licenses, program files, and passwords for its panels and will they be furnished to the Contractor? If not, does the Government accept a manufacturer-authorized subcontractor for programming on the Simplex panels?

The government currently only owns passwords. Subcontracting is acceptable provided sufficient communication is maintained with the station.

7. Mountain View and Sunnyvale. PWS 3.1 gives addresses but no panel or building list for these two sites. Please provide the panel manufacturer, panel count, device count, and confirm whether NFPA 25 sprinkler inspection and testing and monitoring are included at each.

Please see Attached Document.

8. Building Reports. PWS 5.2 states the devices have been barcoded; PWS 6.9 requires barcoding within 60 days. Does the VA own an existing Building Reports account and database that will be transferred to the new Contractor, or must the Contractor license Building Reports at its own cost? HPSI has assumed the Contractor licenses Building Reports and receives the existing barcode inventory electronically at contract start.

The VA maintains a database and the awardee will receive access due to sensitive information that cannot be publicized.

9. Five-year internal inspection. PWS 9.0 requires the NFPA 25 five-year internal inspection of 70 buildings in Option Year 4. Please confirm this work is to be priced within CLIN 4001 with no separate line. Please also confirm how many water storage tanks and manual standpipes exist, whether internal obstruction investigations (if an obstruction is found) and sprinkler head replacement are inside the price or quoted separately, and whether any five-year tasks fall due in earlier contract years.

Please see the revised Price Schedule posted with this amendment. In order to be considered compliant with solicitation requirements, the revised Price Schedule must be utilized.

10. Supervisor presence. PWS 2.1 requires the Contractor's supervisor to meet with the COR on site daily during at least two full weeks of each month; PWS 2.2.4 refers to monthly supervision. HPSI has assumed 10 business days on site per month. Please confirm, and confirm whether the supervisor must be dedicated full time to this contract.

The services to be provided by the Contractor under this agreement shall consist of Fire Alarm and Fire Suppression System Inspections and Testing at all sites listed herein, and Maintenance of the Fire Alarm systems only. The Contractor shall conduct all testing in accordance with NFPA and Joint Commission requirements within stipulated time frames, maintain on site documentation and reports for periodic inspections from outside entities, conduct monthly on-site in-person supervision and reviews of all activity and documentation, and furnish all materials associated with the required inspection, testing and maintenance activities. The supervisor must be dedicated to this contract full time.

11. Local presence and on-site space. PWS 2.4 requires local field service representatives for 4-hour on-site response. Please define the local area. Will the VA provide office, storage, or parts space at Palo Alto for the Contractor's crew?

Local area is defined as being able to be on-site within four hours of notification. The VA will provide office, storage, or parts space at Palo Alto for the Contractor's crew in Building 41 of the Palo Alto Campus.

12. Existing conditions. PWS 4.1 states there should be no existing trouble or supervisory conditions at contract start. Please provide the current list of open trouble and supervisory conditions and the open deficiency list from the most recent annual inspections so offerors can price the transition.

Please see Attached Document.

13. QASP. The attached Quality Assurance Surveillance Plan references Burner Management Systems, chiller maintenance logs, LOTO records, and Bay Area Air Quality Management District source tests, none of which appear in the PWS. Will a corrected QASP for fire alarm and sprinkler services be issued?

Only the information located in the Performance Work Statement and Price Schedule will be applicable to this requirement. The QASP will be removed from the attachments.

14. Hoods, elevators, and CO system. Please state the number of kitchen hood suppression systems the Contractor must witness (PWS 5.7) and their test frequency, the number of elevators subject to recall testing (PWS 5.8), and the number of carbon monoxide detectors in Palo Alto Building 8 (PWS 3.1).

Please see Attached Document.

15. Certifications and past performance. PWS 2.7 requires copies of NICET Level 2 certifications with the quote. For an offeror that intends to add technicians before the November 1 start, will letters of commitment with certification copies for those named individuals satisfy Subfactor 2?

Yes, this will satisfy requirements for this subfactor.

16. PWS item 8.0 FA Monitoring Service - Our understanding is that the VA currently has several account numbers, and within some of those accounts there are multiple partitions assigned to different buildings. It is important that we have accurate information identifying which account number and partition correspond to each building when transitioning the monitoring accounts.

The account numbers and partitions are considered sensitive information and will be provided only to the selected awardee after award.

17. PWS item 3.1 Location of Service – The Livermore site states, “all Residential Rooms and Chiller Bldg”. Is this referring to 2 separate systems? If there are more, please explain.

The Livermore site refers to resident areas that utilize a compound cooling system, these are the names of the locations.

18. Wage determination classifications. Clause 52.222-42 lists only Fire Alarm System Mechanic (23290). No sprinkler fitter or sprinkler inspector classification appears in WD 2015-5641, 2015-5637, or 2015-5623. Which SCA classification does the Government expect for NFPA 25 inspection and testing personnel and for the on-site supervisor? HPSI has assumed 23290 for alarm technicians and will submit a conformance request for sprinkler inspection personnel if required.

The table located at FAR 52.222-42 represents estimated labor classifications based on historical contracts and does not constitute a binding agreement. The Wage Rates set forth in the incorporated Wage Rates are the applicable rates that will be utilized in this contract. Additionally, if a contractor anticipates staffing other than that listed in FAR 52.222-42, their rates must comply with the appropriate wage determination and labor laws. If a classification is not listed in the incorporated wage determination, the prime vendor must follow the instructions at FAR 52.222-41(c).

19. Page limits. Is there a page limit for the Technical Capability and Past Performance sections?

There is no official page limit for the technical capability section. Regarding past performance, any number of past performances that exceeds the maximum number stated in the evaluation criteria will not be evaluated.

20. May Past Performance Questionnaires be sent by references directly to jill.williams@va.gov by the closing date, or must they be included in the offeror's single PDF?

Past Performance Questionnaires must be submitted directly to jill.williams@va.gov by the closing date. However, it is strongly recommended to include past performance examples (Contract PIID, dollar amount, period of performance, contracting POC information, and a brief description of work performed) within the quote in the event the past performance questionnaire is not completed by the deadline.