47PB0024Q0001 RFQ Amendment 03 Questions and Answers 2023 12 22.docx

U.S. General Services Administration Public Buildings Service New England Region

SOLICITATION 47PB0024Q0001 QUESTIONS 12/22/2023

Operations and Maintenance and Related Services Frederick C. Murphy Federal Records Center (MA0136ZZ) 380 Trapelo Road, Waltham, MA 02452

QUESTION #1: RFQ Section 2.2 Submission of Quote. The instructions request that the cover page be one page. Given the information required under Section 2.1, would GSA consider changing this page limit to two pages?

The referenced section requires the following: 1) A brief acceptance and affirmation statement [approximately 67 words]; 2) An affirmation that the proposed wage rates meet the current Department of Labor Wage Determination(s) rates and/or the current Collective Bargaining Agreement rates; 3) a Statement of Socioeconomic Status; 4) Statements regarding the capabilities and background of the company, or similar introductory language; and 5) Signature(s).

Items #1 - #3 and #5 can be easily fit on one page, and there is generally little evaluation value to extensive general statements of capabilities or background. Therefore, the one-page limit remains.

QUESTION #2: RFQ Section 3.1.1 Management Plan. It states that the Management Plan Attachments shall be limited to twelve pages; however, under the Management Plan Attachments section, when totaled comes to 18 pages. Please clarify the correct amount of pages allowed.

The Questioner is correct: the RFQ allows for 18 pages of Management Plan Attachments:

· Monthly Progress and Communications Plan (2 pages)

· Quality Control Outline (5 pages)

· Preventive/Predictive Maintenance (PM) Plan (5 pages)

· NCMMS Usage and Data Management Plan (2 pages)

· Repair Plan (2 pages)

· Project Management and Alteration Project Assistance Plan (2 pages)

· GSA Schedule Contractor Teaming Arrangement (CTA), if applicable (No limit)

Section 3.1.1 is hereby changed (via Amendment #3) to reflect an 18-page limit for the Management Plan Attachments:

The Management Plan shall be limited to ten (10) pages, and the Management Plan Attachments shall be limited to eighteen (18) pages (see specified individual limits below for each component of the Management Plan Attachments), not including a GSA Schedule Contractor Teaming Arrangements (if applicable), which does not count toward any page limits.

QUESTION #3: RFQ Section 3.1.1 Management Plan. Considering this section has multiple subsections and a lot of information is being requested; will GSA considering increasing the amount of pages allowed for this section?

The above-referenced page limits (see Question #2) remain unchanged.

QUESTION #4: RFQ Section 2.1.2 Past Performance. Item #11 states; “The Past Performance Factor is limited to a one (1) page cover sheet, formatted as described above, with three (3) records from either CPARS or the PPQ”. Does this mean that the one page cover sheet with all the information requested should contain all three references followed by CPARs or does it mean one cover page for each of the references followed by the respective CPAR? Also, considering the amount of information required in the cover sheet, will GSA consider changing the cover page limit to two pages?

The Government agrees to change the requirement to allow a one-page summary cover sheet with a matrix for all three projects and a one-page cover sheet for each project. Section 2.1.2 is hereby amended to reflect same:

(11) Submission Requirements - The Past Performance Factor shall be limited to a Past Performance Summary Cover Sheet (with a breakdown or table listing the associated records, with project titles, contract numbers (if available), service-type(s), square footages, performance periods, and dollar values) and no more than three (3) one (1) page Past Performance Project Cover Sheets, formatted as described above, for each of the three (3) records from either CPARS or the PPQ, or a combination thereof. The Contractor should detail how each record meets the “similar in size, scope, and complexity” requirement described above in the cover sheet. The Contractor may provide additional details for review that would justify how a project meets the requirements, as necessary.

QUESTION #5: The RFQ does not mention the quote checklist cover sheet even though the form is provided. Does GSA require us to include this in our proposal and if so, where would GSA like us to include it?

The requirement for submission of the Quote Checklist Cover Sheet is stated on Page 1:

Note: a completed, signed, and dated copy of the attached Quote Checklist Cover Sheet (see Appendix A) must be used as the cover sheet for the submitted quote.

An addition reference has been added to Section 2.2 (“Submission of Quote Package”)”

Quote Packages shall be formatted as follows: using font size 12 with 1/2” margins on all four sides. Any forms and charts shall be clearly labeled and referenced and are not subject to the font size limitation.

1. One Three (3) Page, 8-1/2” x 11”, single-sided Quote Checklist Cover Sheet (see Appendix A) completed, signed, and dated

QUESTION #6: RFQ at 6.0 Appendices, lists Appendix A as the Quote Checklist and Appendix B as the Past Performance Questionnaire and Appendix C as Self-Certification Statement. The solicitation folder lists Appendix A as Past Performance Questionnaire and Appendix B as Self-Certification Statement. Is the Quote Checklist missing or not needed?

Amendment #2 corrects the erroneous nomenclature:

Appendix A - Quote Checklist Coversheet Appendix B - Past Performance Questionnaire Appendix C - Self-Certification Statement

QUESTION #7: RFQ, Section 3.1.1 (a) Staffing Plan. Item #vii states “how the vendor will manage resources with a union agreement.” From what we can determine, there is no union agreement/CBA, only a wage determination. Will this subsection item be removed from the Evaluation criteria?

While there is currently no governing union agreement / CBA for this requirement, there is no guarantee that one will not be formed / executed during the performance of the contract.

QUESTION #8: RFQ, Section 3.1.2 Past Performance, Item (4). Are CPARs considered attachments?

Each CPARS / PPQ should be attached to its own Past Performance Project Cover Sheet, which themselves should be attached to the Past Performance Summary Cover Sheet (see Section 2.2).

QUESTION #9: C.1.2.3 Communication Equipment: Please provide the process for obtaining GSA approval of the device and the list of currently approved devices that can be used on this contract.

See Exhibit #12 (GSA Approved Devices) to the Performance Work Statement (added via Amendment #3).

QUESTION #10: C.1.9.1 General. Section states that; “The Contractor shall improve both asset scores and PM plan/schedules to 80% within the base year of the contract as illustrated in Table 1: Asset Inventory Accuracy Goals by Percentage & Location and Table 2: PM Plans and Schedule Accuracy Goals by Percentage and Location, in section C.5.3.2. After the base year of this contract is completed, the Contractor shall increase both scores by 10% each year until they achieve an audit score of 95%. Once the Contractor achieves an audit score of 95%, the Contractor shall maintain that level or better for the remainder of the contract performance period.” What are the current percentages for both asset scores and PM plan/schedules?

The current Asset List Score is 61% and the current PM Plan Schedule score is 94% [see Exhibit 13 (“NCMMS Audit Tool Goals”), Exhibit 15 (“NCMMS Asset Audit Tool Presentation”) (added via Amendment #3), and Exhibit 16 [“NCMMS Asset Audit Tool (Murphy)”] (added via Amendment #3).

QUESTION #11: C.1.9.2 Operations. This section seems to indicate that the NCMMS is not currently in use. Is the NCMMS installed and actively being used?

The NCMMS is currently in use at this location, although current use of the NCMMS may not be to the extent that is required under this new contract. Review and revalidation of NCMMS data, usage, and integration into contract operations will be required on the part of the successful awardee.

QUESTION #12: C.5.3 Equipment Inventory. Is the NCMMS asset inventory complete and up to date?

See Question #10 regarding the current Asset List score.

QUESTION #13: C.5.4.13 Emergency Shutdown Instructions. Have these requirements been met under the current contract?

There are currently no fire shutdown instructions posted at HVAC units in penthouses, or domestic water shut-off instructions posted in the boiler room.

QUESTION #14: C.5.5.11 Potable Water Systems. Does the current contractor perform periodic flushing and measuring of chlorine levels of the potable domestic water system of the building?

Currently, chlorine is metered/measured, but not flushed. See Amendment #3 for changed water requirements, which requires flushing.

QUESTION #15: C.5.8.3.1 BAS Control Systems and upgrades. Is the BAS software up to date?

The BAS software was updated as a part of a recent server migration in September of 2023. The incumbent is required to keep software up to date with incremental updates and patches. BAS software is updated regularly, so it is not possible to determine if the software will be fully up-to-date at the time of award. The successful offeror will be responsible to update and maintain as outlined in the PWS.

QUESTION #16: C.5.9.4 & C.5.9.6 Fire-rated Door Assemblies. Is the O&M allowed to perform the inspections on the fire doors or does this need to be performed by a sub-contractor?

The Government believes that these inspections may be performed by in-house personnel or subcontracted out, as long as the personnel performing these duties satisfy the technical requirements of Section C.1.2.6 (Employee Technical Qualifications) and the PWS at large:

Employees or subcontractors performing Contract work involving the operation, maintenance or repair, inspection, or testing of any piece of equipment or system shall be trained and possess the knowledge, experience and skills pertinent to the equipment or system as demonstrated by a current training certificate from an equipment manufacturer or a certificate by an organization acceptable to the CO. Contractor personnel shall have NCMMS skills sufficient for “Use of NCMMS” as described in this subsection. All personnel or sub-contractor personnel shall possess all certifications and licenses required by Federal, state and local jurisdictions and National Fire Protection Association (NFPA) 72, National Fire Alarm Code, section 10.5, for equipment that they shall be operating, maintaining, repairing, inspecting or testing. All personnel under the team leader or sub-contractor personnel shall have the experience and skill set knowledge as described in the Service Contract Act (SCA) Directory of Occupations, Fifth Edition or later. For example, HVAC mechanics need to be as proficient as dictated by the 23410 and 23411 series and general maintenance mechanics shall be as proficient as dictated by the 23370 series.

QUESTION #17: C.5.9.5 & C.5.9.7 Fire Damper and Combination Fire/Smoke Dampers Is the O&M allowed to perform the inspections on the fire/ smoke dampers or does this need to be performed by a sub-contractor?

See Question #16, regarding optional performance as long as expertise is appropriate.

QUESTION #18: When was the last time the fire and smoke dampers were tested?

Data currently unavailable.

QUESTION #19: C.5.9.8 Portable Fire Extinguishers. Is the O&M allowed to perform the inspections on the fire extinguishers or does this need to be performed by a sub-contractor?

See Question #16, regarding optional performance as long as expertise is appropriate.

QUESTION #20: C.5.9.10 Smoke Control Systems. Does the building have an active smoke control system that will require regular testing?

This building does not possess a smoke ejector system.

QUESTION #21: C.5.9.11 Emergency and Standby Power Systems. Is the O&M allowed to perform the inspections, maintenance and exercising on the emergency and standby power systems or does this need to be performed by a sub-contractor?

See Question #16, regarding optional performance as long as expertise is appropriate.

QUESTION #22: C.5.9.12 Emergency Lighting Systems and Exit Signage; Is the O&M allowed to perform the inspections on the lighting systems and exit signage or does this need to be performed by a sub-contractor?

See Question #16, regarding optional performance as long as expertise is appropriate.

QUESTION #23: C.5.9.15 Chemical Sensors. Are there any chemical sensors that require testing at this facility?

There are no chemical sensors at this facility that require testing.

QUESTION #24: C.5.11.3 Warranties; are there currently any warranties in place at this building? Please list all warranties.

A final (i.e., Phase III) roof repair has been shelved temporarily, and anticipated to commence in Fiscal Year 2025. Performance of the Phase III roof repair is estimated to span six months, and will supply a thirty-year warranty from the date of completion. New chiller controls (VFD) are currently under a one-year warranty, starting May 2023.

QUESTION #25: C.6.3.4 Replacement of Air Filters. What are the sizes, MERV ratings and quantities of the AHU pre and post air filters?

See MERV filter data added to Section C.6.3.4 (“Replacement of Air Filters”) and #11 (“Filters”) of Exhibit 1 (Building Information Sheet):

AHU Number from NCMMS

10”x20”x2”-MERV-8

20”-24”-2”-MERV-8

QUESTION #26: C.6.6.7 Chemical Free Water Treatment System. Are there any of these systems at the building?

There are no Chemical Free Water Treatment Systems at this facility.

QUESTION #27: C.6.9 Electrical Switchgear and Switchboards. When was the last 3-year electrical switchgear testing performed?

The last 3-year electrical switchgear testing was performed in December 2020.

QUESTION #28: C.6.10.4 Testing and Inspecting. Will the O&M need to bring in a load bank for annual load test or does the building provide enough load for the test?

There is no need for a load bank for the annual load test.

QUESTION #29: C.6.10.4 Testing and Inspecting - b) Diesel Fuel; When was the last time the fuel was tested and can the results be provided. Having to polish the fuel is an expensive proposition and we will need to know to carry that cost in our proposal if needed.

Diesel fuel was tested on December 4, 2023, but the results are currently unavailable. GSA is preparing an Additional Services Request to swap the fuel out.

QUESTION #30: C.6.13.8 Roof Anchorages, during the site visit there were no roof anchors visible. I’d like to confirm that there are no roof anchors on the building.

There are no roof anchors on the building.

QUESTION #31: C.6.13.8 Roof Anchorages. When was the last 10-year recertification performed?

There are no roof anchors on the building, so no certification is necessary.

QUESTION #32: C.9 Snow and Ice Removal. Section states; “The Contractor shall perform snow and ice removal standard services for the snow and ice removal program. Snow and ice removal from entrances, steps, landings, sidewalks, vehicular courts, driveways, plaza areas, roadways, parking areas, handicapped accessibility areas, and approaches are included in the standard service price. This does not include snow and ice removal requiring heavy equipment (ride-on equipment such as front-end loaders, backhoes, bobcats, snow plows, etc.)”. How is the contractor supposed to remove snow and ice on vehicular courts, driveways, plaza areas, roadways, parking areas, handicapped accessibility areas, and approaches, without the use of heavy equipment as described? Is this priced under CLIN 0005?

Section C.9 has been changed (via Amendment #3) to clarify that standard services for the snow and ice removal program includes snow and ice removal requiring heavy equipment, and are not separately priced or ordered.

QUESTION #33: C.9.1 Snow and Ice Removal for Areas Requiring Heavy Equipment. Section states that heavy equipment will only be provided when an order is issued. How will the order be issued? Is this to be considered an additional service? What CLIN should this work be priced under?

See Amendment #3 language specifying that heavy equipment is included in the base price and that no separate order will be issued.

QUESTION #34: C.10 Grounds Maintenance. Is GSA happy with the current condition and care of the grounds?

GSA is satisfied with the current condition and care of the grounds.

QUESTION #35: C.10.10 Flowerbeds and Plants. How many plants need to be replaced each year?

No plants require annual replacement.

QUESTION #36: Exhibit 5 GSA Smart and Sustainable Buildings. 9.0 GSAlink Program. Does this building currently have the GSAlink program? Are there any future plans for this to be installed?

This site does not currently have GSAlink integration, and there is no plan at this time for future integration.

QUESTION #37: Who is the current subcontractor for snow removal?

As this is a performance-based contract, Vendors must determine the technical solution (including subcontractors) to meet this requirement in accordance with the performance standards.

Further information may be requested via a Freedom of Information Act Request. However, please be advised that GSA considers this information likely to be proprietary information, or unreleasable under the provisions of such a request due to the possibility of competitive harm to the incumbent contractor.

QUESTION #38: Who is the current subcontractor grounds maintenance?

See Question #37 regarding the non-releasability of the Incumbent’s technical solution.

QUESTION #39: Please confirm that although there is a 527 Form required in the Proposal, there is NOT a Bid Bond required.

There is no Bid Bond requirement.

QUESTION #40: Since Asbestos Surveillance is not a current requirement in the existing O&M Contract, please confirm that this has been added as a requirement for the new contract term.

See amended language in Exhibit #1 (Building Information Sheet), Item #3:

NOTE: The Government does not believe that there is any remaining asbestos in the building, but there may be lead-soldered pipes. Accordingly, all suspicious material found should be treated assuming it is hazardous.

QUESTION #41: Please confirm that Massachusetts requires that an individual operating the UST is to be Licensed and Certified by the State.

See Section C.5.5.5 (Fuel Storage Tank Management) of the PWS:

The Contractor shall comply with GSA Order 1095.2 PBS. “Fuel Storage Tank Management” and all applicable Federal, state, and local regulatory requirements for the periodic inspection, monitoring, permitting, certification, registration, maintenance, personnel training, and recordkeeping for underground and aboveground storage tanks. Where GSA policy and regulatory requirements differ regarding fuel storage tank management, the more stringent directive shall apply.

QUESTION #42: Please confirm that the Contract Project Manager can be a corporate person and not required to be onsite.

Per Section C.1.2.2 (Authority) of the PWS, this Contract requires onsite managerial supervision. If the Contractor decides not to have the Contract Project Manager onsite, it must provide an Onsite Supervisor (in addition to the offsite Contract Project Manager).

QUESTION #43: Proposal Format: May we include a proposal cover and table of contents in addition to the requirements outlined in the RFQ? The required Cover Sheet is more of a Cover Letter. If allowed, can the proposal cover and table of contents be excluded from the page count?

Vendors may include a proposal cover and table of contents, neither of which will affect the page count.

QUESTION #44: Key Personnel: The RFQ does not clearly call for resumes of key personnel. Please confirm a resume for key personnel is not required in the proposal.

Section C.1.2.1 (Contractor Key Personnel) of the PWS requires a detailed resume shall be submitted to the CO or their designee for approval prior to the assignment of the project manager to the Contract.

See Amended RFQ Section 3.1.1(a)(iii)

Submission Requirements - The Staffing Plan should include:

Resumes for key personnel (i.e., Project Manager, Onsite Supervisor, or any additional supervisory, non-SCA/CBA personnel assigned to the site, such as Assistant Project Manager, Quality Control, Safety Manager, etc.). [Resumes do not count toward the page limit.]

QUESTION #45: SF 1449 – Is the Electronic Pricing Sheet all that is required for pricing or must we manually complete the line items on Section B?

All Line Item pricing in Section B of the SF-1449 should be completed, in addition to the Electronic Pricing Sheet.

QUESTION #46: Section C.1.2.2: If the contractor delegates the supervisory authority to an Onsite Supervisor, it states that “the above requirements for Contract Project Manager shall be the same.” Please clarify what that means.

Even if the Contract Project Manager delegates supervisory authority to the Onsite Supervisor, the Contract Project Manager must still satisfy the qualification requirements of Section C.1.2.1 (Contractor Key Personnel) of the PWS:

The Contract Project Manager shall possess at least five years of recent (within the past seven years) experience in the management and supervision of building mechanical operations and maintenance for buildings of the approximate size, complexity and characteristics of the buildings to be covered by this Contract.

QUESTION #47: Section C.1.2.2: Can the Onsite Supervisor dual role as a working supervisor with mechanical maintenance responsibilities?

The Onsite Supervisor may be a working supervisor.

QUESTION #48: Section C.1.2.2: Can the role of the Contract Project Manager be filled by corporate personnel if the authority is delegated to an Onsite Supervisor?

See Question #46.

QUESTION #49: Parking: Is there parking available onsite for contractor personnel?

Onsite parking is available for contractor personnel.

QUESTION #50: “C.5.5.6 Solid Waste” in the PWS requires Solid Waste and Recycling Services be performed by the contractor. Typically, this is handled under Janitorial Services. Please confirm it is GSA’s intent to have this service provided under O&M.

As stated in Section C.5.5.6, the Contractor shall manage (handle, transport, collect, and dispose) non-hazardous construction and demolition (C&D) waste.

QUESTION #51: Staffing Levels: What is the current onsite staffing with labor categories and count?

As this is a performance-based contract, Vendors must determine the technical solution (including staffing levels and labor categories) to meet this requirement in accordance with the performance standards.

Further information may be requested via a Freedom of Information Act Request. However, please be advised that GSA considers this information likely to be proprietary information, or unreleasable under the provisions of such a request due to the possibility of competitive harm to the incumbent contractor.

QUESTION #52: Can you please confirm there is no associated CBA with this building?

There is currently no Collective Bargaining Agreement associated with this building.

QUESTION #53: C.5.7.4. What smart meters are installed other than the electric meter?

There is an Electrical Advanced Meter installed.

QUESTION #54: C.5.8.5. Which smart meters are connected to the building automation system?

There are no smart meters connected to the Building Automation System.

QUESTION #55: C.6.1.6. Is the 5-year obstruction testing of the water-based-fire suppression system a requirement of this contract under the firm fixed price? If so, when was the last 5-year test conducted?

Question seems to be meant to reference Section C.5.5.10 (Backflow Prevention Devices), the services of which are included in the base price of the contract. The last test was successful and performed on April 10, 2023.

QUESTION #56: C.6.16, During the site visit we believe we were told that there is no photovoltaic system at the FRC that must be maintained. Please confirm the contractor’s responsibilities for this system. If it is a contractor responsibility, please provide the manufacturer, model number, the number of panels, the number of inverters, and the installation contractor.

The photovoltaic system is not operational and requires no maintenance.

QUESTION #57: C.10.4 In regard to the tree survey, pruning, and trimming, do these provisions only apply to the trees immediately bordering the building, parking areas, and the access and exit drives? Please identify the areas or number of trees involved.

See Exhibit 7 of the PWS. There are fifteen (15) trees that mark the west property line.

QUESTION #58: C.11.1 Building Information Sheet, Paragraph 5. Two Columbia steam boilers are listed; however, the building equipment inventory lists these boilers as quantity zero. Are these boilers required to be maintained and are they operational? Are these high pressure steam boilers?

There are two (2) hot water boilers and two (2) steam boilers. The steam boilers are low-pressure (8 - 10 psi), operated seasonally and required to be maintained, and have been recently replaced.

QUESTION #59: We understand that the telephone lines for central station monitoring are GSA’s responsibility. Is acquisition of a Central Station Monitoring Service the Contractor’s responsibility?

Fire alarms trigger phone calls to the Waltham Fire Department and the FPS Megacenter through two dedicated lines. These phone lines are GSA’s responsibility. The security system (i.e., physical perimeter and external building cameras) is monitored and maintained by FPS. The Contractor is not responsible for any external fire alarm phone monitoring service.

QUESTION #60: C.11.1 Building Information Sheet, Paragraph 10. Please provide the missing device counts for the fire protection system and the periodic test and maintenance annual quantities for the fire extinguishers.

See fire alarm system quantities added below (via Amendment #2):

QUESTION #61: C.11.1 Building Information Sheet, Paragraph 10. Regarding the generator. The Building Inventory lists the generator as a Kohler Diesel. The BIS indicates that it is natural gas. Which is it?

The generator is diesel.

QUESTION #62: Is there any generator load testing imposed by the Authority Having Jurisdiction in addition to that specified in NFPA 110?

There is no generator load testing imposed by the Authority Having Jurisdiction in addition to that specified in NFPA 110.

QUESTION #63: Exhibit 9, Asset Inventory/NCMMS. What is the contents of the extinguishers? What is the capacity (weight) of the extinguishers?

There are sixty-four (64) 10 lbs capacity ABC (Class A: trash, wood, paper; Class B: liquids; Class C: electrical equipment) extinguishers, containing monoammonium phosphate.

QUESTION #64: Exhibit 10. Please confirm that the snow is to be removed from the premises.

Snow is to be removed from the premises if heavy snowfall has resulted in a large, centralized accumulation that has grown to the point where site access and parking is hampered.

QUESTION #65: Is the contractor penalized for non-removal of snow if the Contracting Officer has not allocated funds for continued snow removal once 30.46 inches is reached during a year?

Per Exhibit 9 of the PWS, the Contractor shall notify the Contracting Officer in writing when the actual snowfall reaches 80% of the historical annual average as stated above. Additional funds to continue snow services may be allotted as necessary by the Contracting Officer, following confirmation at http://www.noaa.gov/.

QUESTION #66: I am a bit unclear about the posting but it appears that you are looking for some vegetated roof maintenance for the project. If so we would be happy to put together a maintenance proposal for you and will just need some as-built drawings and or photos of the green roof.

The Murphy Center does not have a green roof, and there is no current intent to install one.

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