Question_Set_2,_47PB0018R0001.pdf

Custodial and O&M Combined Services At the St.Albans FB (VT0018ZZ), Highgate Springs LPOE (VT0057BH), Alburgh Springs LPOE

(VT0551BS) and Swanton Sector HQ (VT0029SW) Solicitation 47PB0018R0001

Question Set 2

4. What is the recommended water testing company?

ANS: The current water testing company is Dubois for St. Albans and Bardon for Highgate, Swanton, and Alburgh.

5. Please provide the contact information for the Manger with LB&B.

Fred W. Jones, PMP Contracts Administrator LB&B Associates Inc.

9891 Broken Land Parkway Columbia, MD 21046 301-596-2440 (Office) 301-596-7879 (Fax) fjones@lbbassociates.com

6. In going through the documents supplied for the SOW, the equipment inventories had an extra building inventory in with the other ones. It is Building VT0062BH.

Since the inventory did not have a building name on it, I do not know the location of the building. Is this something that we should included in our proposals?

ANS: The below have been added to the Building Information Exhibit.

VT0062BH is Waste water which is now the GSA storage building.

VT0064BH is the Vacis Building.

VT0063BH is the canopy for the hazmat facility.

7. When were the last switchgear PM's done? A number of panels were out of date as noted on the site walk in all locations.

ANS: ST. Albans 2017 Highgate 2015 Swanton 2017 Alburg 2017

8. When were all 5 year Sprinkler Testing last done? Noted a number of Gauges on Sprinkler systems not replaced in the last 60 months, which is an NFPA requirement.

ANS: St. Albans 2015

9. When were the 6 and 12 Year PMs on all Fire Extinguishers last done?

ANS: St. Albans done 2015.

Highgate Springs done 2015 Swanton done 2013 Alburg Springs done

10. Please provide the name of the current Class III Water Operator for Highgate Springs, this is very critical for pricing.

ANS: Chevalier Drilling company. Claude Chevalier.

11. Who is the current Subcontractor for Fire Alarm Maintenance per location?

ANS: Vermont Electric for highgate and Alburg Springs. Swanton is Simplex. St. Albans is Pratt and Smith.

12. When was Eddy Current Testing in Saint Albans last done? Was the Condenser and Evap Bundles done or just the Condenser side?

ANS: Condenser/Evap Feb. 2018.

13. Does the current HVAC Staff hold any NATE Certifications?

ANS: Highgate holds a Nebb, and Noar Cert.

14. Please explain how Emergency Callbacks work for the sites by Location: What time at each location is considered the time an Emergency Call Back would apply?

ANS: Alburg outside of 7-5pm.

St. Albans outside of 7-5pm.

Highgate outside of 7-5pm.

Swanton outside of 7-5pm.

15. Who is the current subcontractor providing Pest Control services?

ANS: Orkin for all sites.

16. Section C.6.20.5: Please be more specific re: Central Plant Equipment that has to be toured every 2 hours. Please indicate if this is a 24hr/7 day a week requirement including holidays?

ANS: This is not a 24/7 requirement. Border station weekend and holiday.

17. When was the UST last PM'd for the 4 year PM?

ANS: Highgate Springs 2014

18. Fire Alarm System Central Station Monitoring- a) Does GSA provide the telephone lines for this service?, b) If not and it is a contractor responsibility, how many telephone lines are required?

ANS: GSA provides the telephone lines.

19. Is there parking available for employees? If so, please provide which buildings.

ANS: Highate has 4 spaces for parking and Swanton has two. Alburg Springs has one just for the time for cleaning. St. Albans has zero spaces available.

20. Are there Advanced Meters currently operating in the building, and if so how many?

ANS: All sites have them.

21. The building information sheets do not list window data for Highgate. May we get that please?

ANS: see below

22. If possible, are you able to provide the number of windows in each building?

ANS: VT0018ZZ 120 windows.

VT0018ZZ 93 Blinds VT0057BH 394 windows, 58 Blinds.

VT0059BH 66 windows, 28 blinds.

VT0060BH 40 windows VT0061BH 7 windows VT0062BH 6 windows.

VT0020SW 11 Windows, 3 blinds.

VT0029SW 75 Windows, 44 blinds VT0551BS 22 windows, 14 blinds VT0552BS 2 windows.

23. C.1.1 – General item #11 lists Elevator and Vertical Transportation systems including locks and key card systems as included in the contract which is in contradiction with statements made at the site visit.

Please clarify that elevator and vertical transportation systems are NOT included in the PWS for mechanical maintenance of the elevator system itself.

ANS: Please see amendment 0001, item 1.

24. RFP Section C.1.1.1 Can you please provide the most recent roof inspection report and warranty information?

ANS: Every building but VT0059BH was replaced with a new TPO roof in the fall of 2014 and is under warranty by RPI Reflex. VT0059BH is a TPO roof installed when the building was built in the fall of 2005 and warranted by Genflex for 15 years. Swanton roofs are not under warranty and is a TPO roof.

Alburg Springs is a architectural asphalt shingles install in 2009 shingles made by IKO. St. Albans has three roofing systems. Main building is a Certainteed architectural shingles installed in 2013 and the TPO roof on the postal roof is 2011 under warranty, and cooling tower TPO roof was installed in 2015 and under warranty. The 1967 section of the building roof is a modified built up roof installed 2003 by Garland roof and under warranty. No active leaks on any of them.

25. C.5 Custodial and Related Services - Can the Government please provide detailed floor plans with square footage for each floor of all buildings?

ANS: This is confidential.

26. C.5.0.1 Cleaning Hours – stated generally as 7:00AM to 5:00PM; however, during the site visit, it was stated that did not apply to all sites and some are required to be cleaned after hours. The Building Information Sheets in Exhibit 2 state Normal Building Operating Hours but do not specify cleaning hours specific to each site. Please provide cleaning hours for each respective site.

ANS: See Amendment 0001, item 4.

27. C.5.3.1.4 – Dispensers: Requires contractor to “provide dispensers.” Please clarify this requirement as it is assumed that all necessary dispensers are in place, and thus, the Contractor should only be required to replace defective dispensers. Paragraph also states O&M is responsible for All Antibacterial dispensers.

Please expound on that statement. If contractor is responsible to furnish and install these dispensers, please provide the quantity and type of dispenser required.

ANS: Contractor is to determine the quantity and type.

27. C.5.3.1.18 – Interior and Atrium Plants: Please provide an inventory of interior plants by site location that Contractor is responsible to maintain.

ANS: None.

28. C.5.3.3 – Snow and Ice Removal – Is it the Government’s intent that all snow and ice removal, both during and after hours services as well as all consumable supplies be included in the firm fixed price?

Please also confirm that other than St. Albans, the requirement for snow and ice removal is only to the main entrances, steps, and ramps to the other sites. It was noticed during the site visit that snow had not been removed from the many sidewalks at Highgate Springs.

ANS: Correct. Sidewalks were cleared until wind blew it back contractor was in route at the time of visit.

29. C.5.3.4 - Grounds Maintenance – Will the Government provide a site plan for each site showing depicting all of the areas that require grounds maintenance and snow removal.

ANS: We do not provide site plans.

30. C.5.3.15 – Irrigation – Please advise which sites have installed irrigation systems

ANS: No site has a irrigation system.

31. C.5.6.1.2 – Solid Waste/Trash/Recycling Management – Is it the Government’s intent for the Contractor to provide Solid Waste/Trash/Recycling hauling services as part of the FFP? If so, please provide the quantity, size, and frequency of service for each type of container at each site.

ANS: Yes. Contractor is to determine the quantity, size and frequency.

32. C.6.1.1 Startup Phase – This section is written in terms of a turnover from construction of a new facility. Given that is not the case, please revise this section for taking over an existing facility.

ANS:

33. C.6.1.1 Startup Phase and FAR Contract Clause 52.237-3 CONTINUITY OF SERVICES (JAN 1991): Assuming this section is revised to require 30 days start phase to transition from the incumbent per the prior RFI and according to the FAR Contract Clause “The Contractor shall be reimbursed for all reasonable phase-in, phase-out costs (i.e., costs incurred within the agreed period after contract expiration that result from phase-in, phase-out operations) and a fee (profit) not to exceed a pro rata portion of the fee (profit) under this contract.” However, there is no specific CLIN that provides for the pricing of this period on the line item pricing spreadsheet. Will the Government add a separate CLIN to cover the cost of the phase-in period?

ANS: No, its part of the price.

34. C.6.2 – Phase Out Transition Period – States “When the Contract ends, the Contractor shall cooperate with the incoming Contractor during a phase-out period. For planning purposes, the Contractor shall assume a phase-out period of 30 days.” Is it the Government's intent for this period to be inside the contract period or after it ends. If after the contract ends, will the Government add a separate CLIN to cover the cost of the phase-out period?

ANS: No, its part of the price.

35. C.6.4.1 – Minimum Staffing – States that the On Site supervisor’s physical location shall be at the work site. Since this contract has multiple work sites, please advise which site has work space set aside for the On Site Supervisor.

ANS: St. Albans and Highgate.

36. C.6.4.4 - Service Requests and Administrative Support – States “Contractor shall operate a service request and administrative support function during normal working hours, to act as a central point of contact for the Government and building occupants to take service requests, and track and maintain service request records in the NCMMS.” As the various sites have different normal hours of operation, please define the normal working hours requirement for this function. Will the government allow the services of an answering service or automated software to perform some or all of this function?

ANS: Non emergency after hours is addressed the following am.

37. RFP, Section C.6.31.3: What is the name of the Building Automation System(s) software and what revision(s) are currently being used? Please provide name and contact information for the current subcontractor(s).

ANS: Niagra.

38. RFP Section C.6.31.3: Are there transducer field control devices being used in association with the building automation systems?

ANS: No.

39. RFP Section C.6.32: What vendor(s) currently provide water treatment services?

ANS: See answer to question 4.

40. RFP Section C.6.32: Is the existing water treatment equipment (Controllers, injection pumps, coupon racks, spill containment, reagent kits) property of the Government and, therefore, will convey to the new contractor? If so, please provide a list of such equipment.

ANS: Yes its property of the Government. New O&M will be required to verify that it meets the new contract and if it does not the O&M is responsible for purchasing new equipment and installing it as part of the contract.

41. General Question: Can you please provide the site visit attendee list?

ANS: List of attendees will be posted with Pre-Proposal meeting minutes.

42. General Question: During the site visit, information specific to PWS requirements for certain sites was provided verbally. To ensure that all bidders receive the exact information, please provide modifications to the PWS.

ANS: Please explain what you are asking in more detail.

43. General Question: During the site visit, names of several existing subcontractors were provided verbally. As some were provided as the tour was being conducted, to ensure that all bidders receive the same information, will the Government provide a list of all existing subcontractors providing services to the incumbent?

ANS:Subcontractor list to the incumbent is considered proprietary. This list will not be provided.

44. General Question: Will the Government provide any on site parking spaces at no cost for contractor personnel on day and/or evening shifts at either site?

ANS: See answer to Question 19.

45. Section L, Page 373: Regarding the CPARS Form submission, the RFP states that references are to submit directly to GSA and a mailing address is provided. Given that this proposal is due immediately after the holidays and many of our clients will be unavailable for the next two weeks causing time to be short, can these forms be emailed directly to the Contracting Officer and/or the Contract Specialist from the references?

ANS: Yes it is preferred they are emailed to sotheavy.khon@gsa.gov.

46. Section L, page 371, Section 4: regarding the Representations and Certifications, the RFP states we are to submit these from both members of the Joint Venture. Does the Government want a completed copy of Section K from each partner or would a copy of each company’s SAM registration and a copy of the Joint Venture’s SAM registration be sufficient since all representations and certifications are completed on SAM? Since our Joint Venture is a legal entity approved by SBA, the JV is registered separately in SAM as well as each individual partner company. Please advise what is to be submitted for this requirement.

ANS: Yes a SAM registration from each Joint Venture or partnership is sufficient.

47. By what date can we expect the full Q&A to be published.

ANS: since all questions were due by 12/18/17, this will be the final Q&A that is published.

48. For the Inventory lists, it appears that:

1. There is one (VT059BH) that does not correspond to a building listed in the RFP.

2. There does not seem to be inventory list for buildings VT00552BS, VT0063BH and

VT0064BH. Is this the intent?

mailto:sotheavy.khon@gsa.gov

3. One of the inventory lists (VT0059BH) is an “xml” document.

ANS: See Amendment 0001, item 4.

49. C.6.1.2 STARTUP PHASE SCHEDULE is stated twice

ANS:

50. Section “C.5.35.8 VERTICAL TRANSPORTATION AND ASSOCIATED EQUIPMENT” should be “C.6.35.8 VERTICAL TRANSPORTATION AND ASSOCIATED EQUIPMENT”

ANS: Please see amendment 0001, item 1.

51. Section L, Is a printout from the bidders Accounting System acceptable to meet the requirement for the interim financials in the pricing volume?

ANS: Contractor shall provide CERTIFIED Financials or the GSA Form 527.

52. How many FTE are currently on the contract and what are their respective trades?

ANS: This is proprietary to the existing contractor.

53. How many services (water testing, septic, etc.) are outsourced and what are they?

ANS: This is proprietary to the existing contractor.

54. We request a copy of the most recent water testing report for each site.

ANS: Not required.

55. What is the current volume of annual non-reimbursable repairs per year by site under the current contract?

ANS: We had 50 for FY17.

56. Will the baseline for water and energy spend be determined by the estimates provided? Or will actual numbers be provided prior to contract start?

ANS: It’s already provided.

57. What is the amount of annual repair fund for year 1 on the contract? If that is not available, when will it be determined and provided to the awarded contractor?

ANS: That is never provided.

58. What has been the amount of the annual repair fund for each year, by year, of the existing contract?

59. Who are the current subcontractors on site under the scope of this contract?

ANS: Please see answer to question 43.

60. Are all the current subcontracts in compliance with the scope of the contract and with the needs of

GSA?

ANS: That is proprietary to the existing contract.

61. We would like to request a 3 week extension on the due date for negotiations and communications with possible subcontractors and finalization of our proposal. Due to the holiday vacations, and business needs of the end of the year, this time will allow for a more qualified responses and enhanced communications with proposed subcontractors and their staff. This will allow time to create a proposal that is both compliant and offer the overall best value.

ANS: Please see Amendment 0001, item 2..

62. L.1, Price Proposal Submission Instructions: The proposal instructions for the price proposal state that we are to complete all line items on the SF 1449. There are no lines items on the 1449, so will the Government-provided excel spreadsheet suffice?

ANS: Correct. The line items are on the excel spreadsheet.

63. C.5.4 states that the contractor is to provide a price for additional services after award.

However, the excel pricing spreadsheet included in the RFP includes these items. Should we include these prices as part of our proposal?

ANS: Additional service pricing should be priced on the excel sheet.

64. C.5.6.1.0 P 36. States that a solid waste stream audit needs to be conducted if one has not been done. Has this been completed?

ANS: It’s part of the new contract.

65. How many recycling containers is the contractor required to provide?

ANS: Required to replace missing or damaged ones.

66. C.5.8.1 and C.5.8.4, Who pays for the initial pest assessment listed in these sections?

ANS: It’s part of the contract.

67. If submitting as a joint venture, should we include a SAM report for both companies and one for the joint venture and will this suffice for the reps and certs?

ANS: Please see answer to question 46.

68. Are elevators part of this project? The RFP, under C.1.1 item 11 states that they are, but during the site visit, it was stated that they are not.

ANS: Please see Amendment 0001, item 1.

69. There are currently two on-site supervisors assigned to this project, is that the expectation for the new project?

ANS: This is performanced base and has to be evaluated and determined by the contractor.

70. Is the project manager listed in section H an on-site employee?

ANS: Doesn’t have to be.

71. C.5.3.4.3 Is a certified grounds professional required to do the survey of the grounds every year?

ANS: Do the initial assessment.

72. C.5.3.4.9 For the required flower and plant replacement, is this an annual task and can you please provide the type and quality of the flowers needed for cost purposes?

ANS: Plant replacement is only required when a item dies. You need to evaluate the current plantings.

73. C.5.6.2.7 The section states that recycling proceeds are to be used to lower trash costs. What is the amount of these current proceeds?

ANS: Proprietary.

74. Should contractors price in the cost of the periodic maintenance activities based on last time they were completed or should we assume that all should be completed in the initial year of the contract?

ANS: You cannot assume that they all needed to be completed in the base year.

75. Are locks and keycard systems throughout the buildings a part of this contract?

ANS: Locks and door hardware are part of the contract. The key card readers are not.

76. Is the NCMMS up and operating for service calls and PMs? If not, does the incoming contractor have to set this up?

ANS: NCMMS is operating onsite for service calls. The PM’s will be up and running in 2018.

77. The contract calls for the contractor to perform service desk functions. Are we supposed to staff a service desk on this contract and which location will house this?

ANS: It’s performanced based and that is a decision the bidder needs to take into account.

78. What are the working hours for a service desk if required?

ANS: If you provide a service desk it would be during building operating hours 7-5pm.

79. Are only original equipment manufacturers (OEM) allowed to perform equipment maintenance on boilers, chillers, and generators? What other equipment requires only the use of OEMs?

ANS: This is based on the contract and size of equipment.

80. Can only state licensed electricians perform all electrical work on this contract including changing ballasts, outlets, light switches, etc?

ANS: That is correct.

81. What is the expected date when USDA employees will move into the St. Albans facility since this will increase various costs such as custodial supplies?

ANS: June 1st.