47PE0121R0028 0001 Solicitation Amendment Knoxville Combined Services.pdf

Offers must acknowledge receipt of this amendment prior to the hour and date specified in the solicitation or as amended, by one of the following methods:

(a) By completing items 8 and 15, and returning or (c) By separate letter or electronic communication which includes a reference to the solicitation and amendment numbers. FAILURE OF YOUR ACKNOWLEDGMENT TO BE RECEIVED AT THE PLACE DESIGNATED FOR THE RECEIPT OF OFFERS PRIOR TO THE HOUR AND DATE SPECIFIED MAY RESULT IN REJECTION OF YOUR OFFER. If by virtue of this amendment you desire to change an offer already submitted, such change may be made by letter or electronic communication, provided each letter or electronic communication makes reference to the solicitation and this amendment, and is received prior to the opening hour and date specified.

E. IMPORTANT: Contractor is not is required to sign this document and return copies to the issuing office.

AMENDMENT OF SOLICITATION/MODIFICATION OF CONTRACT 1. CONTRACT ID CODE

2. AMENDMENT/MODIFICATION NUMBER 3. EFFECTIVE DATE 4. REQUISITION/PURCHASE REQUISITION NUMBER 5. PROJECT NUMBER (If applicable)

7. ADMINISTERED BY (If other than Item 6) CODE

STANDARD FORM 30 (REV. 11/2016)

Prescribed by GSA FAR (48 CFR) 53.243

FACILITY CODE

9A. AMENDMENT OF SOLICITATION NUMBER

9B. DATED (SEE ITEM 11)

10A. MODIFICATION OF CONTRACT/ORDER NUMBER

10B. DATED (SEE ITEM 13)

11. THIS ITEM ONLY APPLIES TO AMENDMENTS OF SOLICITATIONS

The above numbered solicitation is amended as set forth in Item 14. The hour and date specified for receipt of Offers is extended. is not extended.

12. ACCOUNTING AND APPROPRIATION DATA (If required) copies of the amendment; (b) By acknowledging receipt of this amendment on each copy of the offer submitted;

13. THIS ITEM APPLIES ONLY TO MODIFICATIONS OF CONTRACTS/ORDERS.

IT MODIFIES THE CONTRACT/ORDER NUMBER AS DESCRIBED IN ITEM 14.

CHECK ONE A. THIS CHANGE ORDER IS ISSUED PURSUANT TO: (Specify authority) THE CHANGES SET FORTH IN ITEM 14 ARE MADE IN THE CONTRACT ORDER

NUMBER IN ITEM 10A.

B. THE ABOVE NUMBERED CONTRACT/ORDER IS MODIFIED TO REFLECT THE ADMINISTRATIVE CHANGES (such as changes in paying office, appropriation data, etc.) SET FORTH IN ITEM 14, PURSUANT TO THE AUTHORITY OF FAR 43.103(b).

C. THIS SUPPLEMENTAL AGREEMENT IS ENTERED INTO PURSUANT TO AUTHORITY OF:

D. OTHER (Specify type of modification and authority)

Except as provided herein, all terms and conditions of the document referenced in Item 9A or 10A, as heretofore changed, remains unchanged and in full force and effect.

15C. DATE SIGNED

15A. NAME AND TITLE OF SIGNER (Type or print)

16C. DATE SIGNED

16A. NAME AND TITLE OF CONTRACTING OFFICER (Type or print)

14. DESCRIPTION OF AMENDMENT/MODIFICATION (Organized by UCF section headings, including solicitation/contract subject matter where feasible.)

PAGE OF PAGES

6. ISSUED BY CODE

8. NAME AND ADDRESS OF CONTRACTOR (Number, street, county, State and ZIP Code) (X)

CODE

15B. CONTRACTOR/OFFEROR

(Signature of person authorized to sign)

16B. UNITED STATES OF AMERICA

(Signature of Contracting Officer)

Previous edition unusable

47PE0121R0028/0001

Description of Modification Continuation Page

... 3046, 4015, 4016, 4025, 4026, 4035, 4036, 4045, and 4046 for COVID Cleaning as a standard service.

c. Remove Section C.6.12.4: Elevator Maintenance at the James Quillen Federal Building.

d. Remove Section C.12.1.6.1 and incorporate COVID cleaning as a standard service in Section C.12.1.6.

e. Provide answers to questions for INFORMATIONAL PURPOSES ONLY. No further questions will be accepted.

f. Include as attachments the following documents: 1.) Price Schedule Excel Spreadsheet, 2.) Site Visit Sign-in Sheets, 3.) Site Visit Slide Presentation, 4.) Hire Dates List for Current Employees

g. All other terms and conditions remain the same.

47PE0121R0028 – Knoxville Combined O&M/Janitorial Solicitation

Questions & Answers

1. Can we modify the O&M Minimum Performance Standards and Janitorial Performance

Standards documents as we fill in the blanks with our information?

Answer – You can add information to the documents, but you cannot change any information already included in the document.

2. Can you please advise if there is an existing Collective Bargaining Agreement for this contract? If so, can you please provide a copy on SAM?

Answer – There is no existing Collective Bargaining Agreement for this contract.

3. The Solicitation Notice posted on SAM.gov for this procurement as we see it includes the following statement just below the “Attachment/Links” box: “Please Request Role:

This opportunity has controlled attachments. You need a role to access them.”

Also,below the solicitation is a link to “Request Role.” A role was requested and approved by our SAM registration administrator but we still don’t see any controlled attachments. It just reverts to Request Role. Are there controlled attachments in addition to those in RFP Section J and, if so, what are they?

Answer - There are no controlled attachments. The only document that was uploaded to

SAM.gov was the solicitation. Any and all documents uploaded to SAM.gov regarding this solicitation will be made with public access so there should not be a need for any special Role Requests.

4. C.1.2.2.1 Minimum Staffing- do these numbers include FTE for the grounds?

Answer - Custodial and related services are inclusive of grounds maintenance and should be included in the figure required for custodial minimum staffing.

5. Please confirm that all competing vendors MUST meet the minimum staffing requirements as stated at C.1.2.2.1 Minimum Staffing.

Answer – All competing vendors are required to meet the minimum staffing requirements as stated in section C.1.2.2.1.

6. The minimum staffing has janitors listed, from the site visit it appears the incumbent is conducting grounds, and landscaping type work. Should there be a WD ID# applied for that position? Also will there not be any Lead Janitors?

Answer - Custodial and related services are inclusive of grounds maintenance. Pricing should be based on the services required in the PWS and contractor’s staffing expertise for those services.

7. Page 32 of the Solicitation GSA provides a list of minimum productive staff. A management staff of four (4) FTE's is also listed below the minimum productive staff required at each facility. The management staff of four is to be stationed (based) in the

John Duncan FB and support all facilities as required (Page 33). There is no On-site

O&M Supervisor requirement for James H. Quillen FB-CT (TN0012ZZ), but there appears to be an On-Site O&M Supervisor (FTE) based in this facility. Is an On-site

O&M Supervisor required at the James H. Quillen FB-CT?

Answer - In accordance with Section C.1.2.2.1 of the PWS, The O&M Supervisor that is stationed at the John Duncan FB facility shall travel as necessary to fulfill contract requirements.

8. To ensure we properly price vacation benefits, please provide a list of anniversary dates for all staff working under the incumbent contract.

Answer – Please refer to attachment “Hire Date”.

9. If the current staffing level is not the minimum requirement for the new contract, would

GSA allow new staffing to be escorted by a cleared employee of the awarded contractor, till they obtain their HSPD12 clearance?

Answer - No. According to new GSA security regulations no person that is in the process of being cleared can be escorted on any federal property to perform work. The contractor is allowed to escort temporary employees (15 days or less) to meet contract requirements as needed while awaiting security clearances for new employees.

10. During the Site Visit meeting, it was mentioned at Baker a requirement for two times/year replanting. Can you please clarify?

Answer – Please reference Section C.12.4.9, Flowerbeds and Plants, for contract requirements. Seasonal plantings (annuals) is not a contract requirement.

11. On the site visit for Baker CRTHS, it was emphasized that the rotation of the plants is critical. Please provide an inventory of the plants to be rotated out annually.

Answer – Please reference Sections C.12.4.9 - 10 for plant requirements.

12. Can you please clarify the scope of work for the elevators? From the prebid it seems the scope in Knoxville is different than the scope in Greenville.

Answer - Elevator Maintenance shall not be included as part of this contract PWS.

Elevator maintenance is being handled by a separate contract. Section C.6.12.4 which contained elevator maintenance for the James Quillen Federal Building has been removed.

13. C.6.12.4.6 Is the government requesting elevator telephone monitoring services?

Answer – Elevator telephone monitoring is part of a separate elevator maintenance contract and is not to be included as part of this contract’s PWS. Section C.6.12.4 which

14. C.6.12.4.14 When is the next 5 year test on the elevators expected?

Answer – Elevator Maintenance shall not be included as part of this contract PWS.

Elevator maintenance is being handled by a separate contract.Section C.6.12.4 which

15. Please confirm that the only location where the O&M contractor is required to provide elevator maintenance is the Quillen Building.

Answer - No there is a change to the current process by 1 Nov 2021 these elevators will be on a new statewide GSA contract. Section C.6.12.4 which contained elevator maintenance for the James Quillen Federal Building has been removed.

16. Please confirm that KONE is providing elevator maintenance currently.

Answer - KONE is the current GSA contract provider in Knoxville only.

17. Do the elevator phone lines for Kings Three also belong to the O&M contractor? It only states fire alarm dialer, and office lines.

Answer - The O&M contractor is not responsible for paying for the elevator phone lines.

18. Elevators for all other sites , will the O&M Contractor be responsible for load /safety inspections?

Answer - Elevator Maintenance shall not be included as part of this contract PWS.

Elevator maintenance is being handled by a separate contract. Section C.6.12.4 which contained elevator maintenance for the James Quillen Federal Building has been removed.

19. How many elevator entrapments usually take place per year?

Answer - one to two per year.

20. C.6.1 – Regarding the infrared survey, can the most recent infrared survey be provided before the bid is due?

Answer - The contractor should not need the most recent survey to determine a price as the survey doesn’t provide pricing rather the results of the survey. The contractor should base their price based on the NFPA 70 requirements on all equipment that would require an infrared scan.

21. This is required in the base year, and again in option three: NOTE: Infrared Surveys shall be conducted every three years (commencing in the base year and again in option period three) to include all switchgear, Motor Control Centers, disconnects, distribution panels, transformers and bus duct and all other critical asset as stipulated by NFPA 70B.

Will the incumbent have reports on file?

Answer - All reports are in building files per GSA requirements.

22. What is the cost of having the utility shutdown during the IR Survey inspection?

Answer - The requirement of infrared scanning is that the equipment cannot be shut down during the scan. It’s actually preferable for it to be operating near full-load capacity, so distressed areas can be more accurately identified.

23. Can the government provide an estimated number of service requests or work requests for each building in a year?

Answer - The average number of service requests for the current contract where a task order was issued has been 17 per year. Service requests that fall below the Micro-purchase threshold, totaling less than $2,500.00, will be processed via use of the

Government Visa credit card or direct pay system as shown in Section G, and will not be confirmed in writing via a task order.

24. Can the government provide a history of how many work orders in a year were applied to the Contractor’s $2500 threshold?

Answer - No. The threshold amount specified in the solicitation is set by GSA and the current contract does not have the same threshold amount due to it being awarded over

5 years ago.

25. Can the government provide the make and model of the roof anchors at Duncan?

Answer - The contractor would not need to know the make and model of the roof anchors to fulfill the OSHA requirements for testing.

26. Per the Building Information Sheets provided, please confirm a) that the Duncan Building is the only building with Roof Anchors, and b) are said anchors (davits) covered under the Roof Warranty?

Answer - a.) The John Duncan FB is the only building that has roof anchors.

b.)No, roof anchors are a separately installed component and not part of the roof warranty.

27. What is the total amount of roof anchorage points or davits on each facility? When was the last time the 10 year was conducted at these facilities that have roof anchorage points?

Answer - Per Section J, attachment J4 Building Information Sheets, The only building with roof anchors/davits is the John Duncan FB with 26 Davits. The last time the 10 year certification should not impact the offeror’s ability to obtain a price since the requirement must be conducted in the base year anyway.

28. In the building information sheets, under outside grounds, each building shows Utility

(Service Calls) Hrs/Month of 30. What does that mean?

Answer - Historically, those are the number of monthly service calls for all custodial and related services per facility.

29. CLIN 0002, Snow Removal – All Locations. Is the requested price for all three buildings in Knoxville? Is Greenville included? The unit indicated is PE, is that ‘per snow event’?

Answer - The line item will be updated to reflect per hour rather than per event and will apply to all three facilities.

30. Snow removal, PWS Section C.12.3, outlines the snow removal requirement but addresses it with the restriction, “cannot use ride on equipment “. However, the SF30 asks for rates for ride on equipment to remove snow piles. Does this mean the government is furnishing some ride on equipment for normal daily snow removal?

Answer – Please refer to the requirements of Sections C.12.3, Snow and Ice Removal

(Standard Services) and C.13.8, Snow and Ice Removal Requiring Heavy Equipment

(Above Standard Services). There is no requirement for heavy equipment for standard services.

31. On the Price Schedule, item Number 0002 and similar are for snow removal with a quantity of 1 and a unit of PP. Does this mean that the contractor is limited to one removal? What does PE mean? Please clarify.

Answer – The amendment will include an update of line items. The snow removal requiring heavy equipment line items will be updated to reflect per hour rather than per event and will apply to all three facilities.

32. What are the boundaries of each building for Section C.13.8, Snow Removal requiring

Heavy Equipment? What are the frequencies?

Answer – Please refer to the Custodial Building Information for grounds data.

Successful offeror will be provided additional information upon contract award.

33. Should there be a separate Line Item for Snow Removal at the Greeneville Location or is this item only for the Knoxville - All Locations?

Answer – The line item will be updated to reflect per hour rather than per event and will apply to all three facilities.

34. Snow Removal CLINS 0002, 1053, 2053, 3053, and 4053 - Is this item to be used for only pricing the services that may be required as part of PWS Section C.13.8?

Answer – The amendment will include an update of line items. The snow removal requiring heavy equipment line items will be updated to reflect per hour rather than per event and will apply to all three facilities.

35. Does the contractor incur a cost from the City of Knoxville for trash removal at Baker?

Answer - There has not been any charge to date from the City of Knoxville for trash removal.

36. Does the contractor incur a cost from the City of Greenville for trash removal at James

Quillen?

Answer - The current cost of trash removal is $98.50 per month.

37. CLIN 0010 and 0011, profit and overhead. The quantity is 8 and the unit is P1. What does that mean?

Answer – The number 8 is a place holder. This number should be filled in by the Offeror as it is the percentage of profit and overhead that the Offeror is requesting for the terms of the contract. For example, the current QTY of 8 with the U as P1 would mean that the

Offeror is requesting 8% Profit and Overhead for work on this contract.

38. What is to be priced for this clin as the unit is P1?

Answer – The Unit (U) “P1” is the code which represents “Percent” meaning that the number provided in the Quantity (QTY) block will be a percentage. The Offeror will place a number in the quantity block that equals the percentage of Profit or Overhead that they are requesting for the corresponding year in the contract.

39. Does the Profit and Overhead in CLINS 0010 and 0011 apply to additional out of scope work ordered by the GSA only?

Answer -The offeror’s profit and overhead rate for the base services shall be part of their total price for the CLINS for each building and service. The Profit and Overhead CLINS in the question are the percentages that the offeror will apply to any additional work ordered.

40. Is a performance bond required?

Answer – Performance Bonds will not be required for this procurement.

41. What is the monthly value of the current contract?

Answer - The last option year was effective on 1 May 2020 with an annual award amount of $3,889,670.81.

42. Please provide the square feet of all four (4) buildings.

Answer - The square footage listed below is based upon rentable square footage and is as follows:

Howard Baker - 311,712 | John Duncan - 120,091| The Forum - 8,852 | James Quillen -

133,532.

43. Is the NCMMS Equipment Inventory current and accurate, and being used for all

Reporting and QC Inspections?

Answer - The incumbent contractor’s were required to maintain the equipment inventory, however the Government realizes that the inventory may not be 100% accurate. As such the contractor should refer to paragraph C.5.3.1 in the PWS which could result in an equitable price adjustment for equipment that is not on the current inventory list that requires preventative maintenance actions. This section does not relieve the contractor from repair actions for equipment that is not on the inventory, but is part of a system that the contractor is responsible for.

The NCMMS database is being used to capture the majority of the reporting requirements, but not all. The NCMMS is expected to be used to record all QC inspections.

44. During the kickoff meeting GSA stated only 75% of the assets have been captured in the

NCMMS-is the % for the entire contract? Also, will the contractor have the option to reconcile during the transition and submit an equitable adjustment (MOD) any new missing assets?

Answer - Please refer to question #43

45. Is NCMMS the same as Maximo?

Answer - Yes

46. Please provide a list of all Tenant Owned Equipment that the Maintenance Contractor is not responsible for.

Answer - See Section 22 - Exhibit 5 for Occupant Agency Program Asset List

47. Is there a Government Owned Manlift onsite for contractor use at any of the buildings?

Answer – The Government does not provide lifts for contractor’s use due to liability.

48. Is there free parking available for employees at all locations? If not, what is the cost for parking?

Answer – The government does not and will not guarantee any parking for contract employees at any site. Cost for local city / area parking shall be researched by the contractor.

49. Is onsite parking available to the contractor and where do employees park at each facility?

Answer – Please refer to question #48

50. Are parking spots made available for contractor personnel at the facilities or must the contractor pay to park in nearby lots?

Answer - Please refer to question #48

51. What are the requirements for flushing of the water systems in both locations? Is it weekly and who is responsible for testing equipment and the like?

Answer – Please refer to section C.5.5.12 Potable Water Systems for the requirements for the flushing of water systems. The requirement is for all four buildings and the contractor is responsible for all associated equipment required.

52. Are any of the current mechanics certified per C.5.5.5.2 Underground and Above

Ground Storage Tanks?

Answer – The tank located at the Quillen building has a mechanic that is certified.

53. Who is the subcontractor providing annual Boiler PMs and maintenance at both locations?

Answer – As Offerors are encouraged to find their own subcontractors; GSA will not provide a list of the current subcontractors.

54. Who is the subcontractor providing annual Chiller PMs and maintenance at both locations?

55. Can the government provide a list of subcontractors?

provide a list of subcontractors.

56. Can GSA provide the current subcontractors for all facilities that support the fire alarm & sprinkler system, chillers, boilers, water treatment, eddy current testing, electrical testing, landscaping, BAS, UST, fuel oil testing, exterior window washing (where required), recycling (where required), trash removal (where required), pest control (where required)?

Answer - As Offerors are encouraged to find their own subcontractors; GSA will not

57. Is there an existing list of current additional subcontractors working at these facilities for services such as Trash Bin placement/removal/disposal, Recycling bin placement/removal/disposal, Fire Alarm Testing/Certification, Elevator Maintenance, Water Treatment, Boiler Testing/Inspection, RoofInspections / Anchors etc.?

58. It is our understanding as an ANC, Alaska Native Corporation, that the prime contractor is allowed to claim the past performance of our affiliate (or “sister”) companies during the evaluation period of an award per FAR 15.305(a)(2)(iii). Will GSA consider, as part of the evaluation, the experience and/or past performance of an offeror’s parent or affiliated company(s) as if the reference is the offerors?

Answer - A Prime can use the past performance of their teaming partner or JV partner for that specific area of expertise. However, all past performance cannot be from the

Teaming partner or JV. The Prime MUST show some past performance. Please remember that; in accordance with solicitation section L.2.A, a copy of the Teaming

Letter or JV Agreement must be included with the Proposal. Also, JV MUST be registered in SAM.gov as a JV and have its own DUNS.

59. Will GSA evaluate small business subcontractors' past performance as if the reference is the offerors?

Answer - NO. The Offeror MUST submit past performance work that is their own.

Subcontractor past performance is not required with the proposal unless the Prime intends to form a Teaming Agreement or JV. If so, please refer to the question above.

60. RFP L.2.B.3.2 states “The Offeror shall submit a detailed description of two (2) O&M service contracts.” Are two contracts a maximum or a minimum? Factor 2A,Past

Performance requires “at least” two contracts. Please clarify.

Answer – A MINIMUM of two (2) O&M Service contracts is required with detailed description.

61. How is the Total Price going to be evaluated as part of the LPTA?

Answer – Per Section M – Price Proposal: The proposed prices will be evaluated in accordance with FAR 15.404-1 to ensure that the final agreed-to price is fair and reasonable.

The Government may determine that a proposal is unacceptable if the prices proposed are materially unbalanced between line items. Unbalanced pricing exists when, despite an acceptable total evaluated price, the price of one or more contract line items is significantly overstated or understated as indicated by the application of cost or price analysis techniques. An offer may be rejected if the contracting officer determines that the lack of balance poses an unacceptable risk to the Government. Offerors are cautioned that any proposal may be rejected as non-responsive if it is materially unbalanced as to prices for the four (4) option years.

If unusual circumstances exist where the contracting officer requires additional data to determine price reasonableness, the contracting officer shall obtain additional data from sources other than the offeror.

Offerors must propose prices for all line items in order to be considered for award.

Offerors may not use pricing alternatives, which differ from these instructions.

62. Please confirm that there is not a requirement for a minimum number of hours of BAS support per month at any of the four locations.

Answer – Confirmed, no minimum hours requirement for BAS support

63. Per C.5.9.11, are any of the current mechanics trained by an authorized Generator OEM technician/company to perform the monthly Generator and transfer switch testing?

Answer – Yes, all of the Mechanics.

64. The following equipment is required to be tested in the base year per the solicitation, please confirm.

a. IR Scans. then every 3 years - CONFIRMED

b. Switchgear, then every 3 years - CONFIRMED

c. Obstruction Test on 3 floors, then in Option Year 5 - CONFIRMED

d. Eddy current test - Chiller condenser and evaporator tubes, then every three years for condenser and every five years for evaporator tubes - CONFIRMED

65. Please confirm that IR Scans are not an annual requirement.

Answer – Please refer to question #64.

66. In reference to the 2 new Trane chillers being installed, a.) when will work be completed and b.) when will the next eddy current test then be due?

Answer – a.) Installation of the Trane Chillers at the Howard Baker Federal Building has a current estimated completion date of 18 November 2021.

b.) Eddy Currents for existing chillers at all buildings are to be conducted during base year and then every three years on condenser side and every five years on evaporator side.

67. Eddy current testing on Chillers is required to be performed in the base year, how many chillers are required for both evap, and condenser?

Answer - It applies to all chillers contained in this portfolio.

68. I do not see a separate Line Item for Pest Control pricing in the 1449. Is Pest Control costs to be included in the Interior Cleaning Lines, or will you provide a revised 1449?

Answer – Pest control is a part of standard services to be included with the Interior

Cleaning line item pricing.

69. Neither solicitation attachments “J-3 PM Schedule” or “J-4 Building Information”, indicated a total electrical system 3-year equipment inventory, with only a few items being listed. Please provide an inventory which indicates all electrical equipment that needs to be tested or advise if the inventory counts set forth in J-3 and J-4 contain all electrical equipment requiring testing.

Answer – The offeror should have an understanding of what electrical equipment requires maintenance and the associated frequencies in accordance with NFPA 70. The only variance is that the Government has changed the Infrared Surveys equipment from annual to every three years.

70. In the buildings, in the area of the boilers, there were posted State of Tenn. Annual

Boiler Inspection Certificates. Is this state annual inspection part of the contract requirements?

Answer – The contractor is required to have an annual boiler inspection by a Certified

Boiler Inspector. Please refer to paragraph C.6.2.4

71. A 10 year inspection is required for equipment, and Davits, will the incumbent have the last known inspection report of a 10 year, and annual visual inspection for sites that require them?

Answer - Please refer to Question # 27, All inspection records pertaining to the operations and maintenance of the buildings will be maintained in the files.

72. Does the incumbent have the results from the latest Obstruction Test Inspection on file?

Per Solicitation Section C.5.9.3.1, a 5 year Obstruction Test is required in the base year, and again in year 5 for all locations?

Answer - All inspection records pertaining to the operations and maintenance of the buildings will be maintained in the files.

73. Can the Schedule B Price schedule be provided in a worksheet (excel) or other editable format?

Answer - An excel spreadsheet for the Price Schedule has been created and included with this amendment.

74. On the price schedule, the Supplies or Services descriptions include phrases such as

“Interior Cleaning - A11 – 100%”, “Grounds Maintenance - A12 - 100%”, and “Recycling

- A13 - 100%.” However, the terms A11, A12, and A13 do not appear to be used or explained elsewhere in the RFP. Please explain their meaning and the use of “100%” in these descriptions.

Answer – These codes are for internal accounting use only and have no effect on the performance work statement or pricing for this requirement.

75. On the Price Schedule, Item Number 0016 is listed for 1 month, but the period of performance is “05/01/2021 - 04/30/2022.” Please clarify.

Answer – Periods of performance have been updated to reflect the dates that correspond with the year of the contract.

76. On the Price Schedule, Item Number 0017 is for “Grounds Maintenance - A12 - 100%” at the Howard Baker USCH for 11 month and 0020 is for 1 month, making a full year.

However, Item Number 0002 is also for “Grounds Maintenance - A12 - 100%” at the

Howard Baker USCH and the periods of performance overlap. The same is true for items 106, 1018, and 1053 in Option One, and similar numbers in all the other Options.

Please clarify.

Answer – The amendment will correct all line item descriptions.

77. On the Price Schedule, Item number 0048 for Janitorial Additional Services first states that it is for “- Knoxville, TN - All Locations” but then states that it is for the Howard Baker

Building. Which is it? By contrast, Item Number 0050 for janitorial overtime is clearly only for the Howard Baker Building. Please clarify 0048 and comparable items 1045, 20145, 3045 and 4045 in the Options.

78. Could the Price Schedule be re-written so that the items were in order by building and/or service?

79. Could the Price Schedule be re-written so that rather than having one item number for the same service and location for one month, then another item number for 11 months, there could be one item number for 12 months?

80. Is there a required or minimum margin size for the technical proposal? Please clarify.

Answer – NO. There is no requirement for margin size.

81. Will the Fire alarm upgrade be completed by contract start date and who is the manufacturer?

Answer – Although this was mentioned in passing during the site visit, funding for this upgrade has not been approved. The contractor should bid on the current fire alarm system with the maintenance and associated repairs that are related to that particular system.

82. What type of Fire alarms and sprinkler systems are in each building?

Answer – Howard Baker, Forum and James Quillen have a Simplex System, The John

Duncan Federal Building has a Siemens System.

83. Can the government provide the current OEM BAS vendors?

84. What type of BAS and version is in each facility?

Answer - Per Section J, attachment J4 Building Information Sheets - Howard Baker, Forum and James Quillen all have Johnson Controls - Metasys and John Duncan has

Trane -Tracer Summit.

85. In Section L.2.B.3.2 Volume II Technical Proposal, Factor 1A: Minimum Performance

Standards refers to an Attachment 1, Minimum Performance Standards, and Factor 1B

Janitorial Cleaning Program refers to an Attachment 2. However, it does not appear that either form is contained within the RFP or the provided attachments. Can the

Government please direct as to where the forms are located or provide them as separate files?

Answer – The attachments listed in Section L.2.B.3.2 refer to the O&M Minimum

Performance Standard and the Janitorial Minimum Performance Standard that are listed in Section J.

86. When was the roof last serviced at each building? Are any of them under warranty?

Answer – Please refer to the 2018 GSA PM Guide for guidance on roof maintenance and service. James Quillen – No Warranty. John Duncan – Yes warranty. Howard Baker

– Yes warranty. The Forum - No Warranty.

87. What type of Access Controls and Security Control Systems are in each facility?

Answer – All card readers that are the responsibility of the O&M contractor are manufactured by Gallagher to meet GSA required security standards.

● For the Howard Baker the Perimeter card readers and associated controllers are the responsibility of the O&M contractor. The server (virtual) is the responsibility of GSA.

● For the Quillen building there is one card reader and associated field controller that will be the responsibility of the O&M contractor. The server (virtual) is the responsibility of GSA.

● For The Duncan building the Perimeter card readers and associated controllers are the responsibility of the O&M contractor. The server (virtual) is the responsibility of GSA.

● For the Forum the Perimeter card readers and associated controllers are the responsibility of the O&M contractor. The server (virtual) is the responsibility of

GSA.

88. Please confirm there are no backflow preventers in the John Duncan building?

Answer - The John Duncan Building does have backflow preventers. The offeror should assume that there are backflow preventers for domestic water, HVAC Loop make-ups, fire suppression and irrigation systems.

89. How many smoke dampers are there in each building and are required to be tested?

Answer - The contractor should assume 10 fire/smoke dampers per floor when preparing their bid. If during the annual test of these devices more dampers are found the contractor shall update the NCMMS asset inventory and submit for an equitable adjustment prior to performing testing.

90. Which facilities have lighting protection systems and that are required to be inspected?

Answer - All facilities have lighting protection and inspections are required in the GSA

2018 PM Guide under procedure ARCS-STR-01-01Y

91. Can the yearly average number of repairs be provided per facility?

Answer - The incumbent O&M contractor is required to place all work orders, repairs above and below $2500, in the NCMMS database. Based on data pulled for the most recent 12 month period the counts are as follows: Howard Baker - 269, John Duncan -

129, The Forum- 16 and the Quillen -126.

92. Can the square footage or the number of panes of vestibule windows that are required to be cleaned per section C.12.1.13 be provided per facility?

Answer - Please reference Custodial Building Information Sheets for window counts.

93. Will an extension of the proposal due date be considered?

Answer – Per the solicitation amendment, the deadline for proposals has been extended to 3 September 2021 at 2:00 pm (EST).

94. How will the GSA apply the Executive Order to raise the minimum wage for those employed on federal contracts to $15 per hour if issued on 1 October 2021?

Answer – IF issued, GSA will work with the awarded Contractor to adjust pricing in accordance with the specifications of the Executive Order.

95. Federal EO Federal minimum wage of $15.00 per hour is anticipated to take effect in

January 2022. Based on the period of performance, should we take into consideration the revised minimum wages for federal workers when developing our price to provide a more accurate bid price?

Answer - Refer to question #94 above.

96. What is the average cubic yards of grounds maintenance waste removed from the premises per month in Knoxville and in Greenville?

Answer – In 2020; 15,020 lbs. (7.5 tons) of yard waste and recyclables was hauled off in Knoxville and 11,027 lbs. (5.5 tons) of recyclables was hauled off in Greeneville.

97. "What total area is to be priced and at what frequency for each facility as PWS section

C.13.5 Pressure Washing and Steam Cleaning. Cleaning states ""with the approval of the CO"": and does not specify a quantity, frequency or total area of the buildings to arrive at the 1 EA unit/quantity in the Schedule B?

Answer – Please provide an hourly rate for Pressure Washing and Steam Cleaning.

98. For CLINS 0002, 1053, 2053, 3053, and 4053 - Please define which locations are included in this Item as it has Howard Baker USCH (TN0004ZZ) Grounds Maintenance -

A12 - 100% and 800 MARKET STREET KNOXVILLE, TN address listed as part of the

Supplies or Services Description

Answer - The amendment will provide correct line items.

99. CLIN 0016 has a PoP: 05/01/2021 - 04/30/2022 which doesn't line up with other line items and the quantity ordered is only 1 MO for this 12 month PoP?

Answer – Periods of Performance (POPs) will be updated to reflect the correct period prior to award. Due to funding, some CLINs will show with 1 month as a quantity and some will show with 11 months as a quantity.

100. O&M Miscellaneous and O&M Overtime Rates listed under CLINS 0012, 0013, 1012, 1013, 2011, 2012, 3011, 3012, 4011, and 4012. What is to be priced for these

CLINs as the quantity is 0?

Answer – The Offeror shall place the cost that they would be requesting for miscellaneous and overtime work in the Unit Price. The qty is set at zero initially because there is no estimated amount. These CLINS are for estimation purposes so

GSA will know the amount that will be charged should these services be required later.

Per Section C.5.14.2: Miscellaneous Work, When additional hours, beyond the allocated hours stipulated in the PWS are requested, the contractor shall be entitled to reimbursement at the miscellaneous labor rate specified in the bid schedule.

101. How many -Individual Deskside and Central Collection Containers - for recycling are provided by GSA for each facility and what size are these containers by volume or weight or gallons (C.15.2.5)?

Answer – The Central Collection containers are normally found on main lobbies, elevator lobbies, copy rooms and break rooms. The contractor will need to visit all deskside to collect trash therefore the deskside recycling would require no additional effort.

102. How much recycling by volume or pounds is collected at each facility per month or per year for the current contract (C.15.2.5)?

Answer – In 2020; 15,020 lbs. (7.5 tons) of yard waste and recyclables was hauled off in

Knoxville and 11,027 lbs. (5.5 tons) of recyclables was hauled off in Greeneville.

103. How much trash/waste by volume or pounds is collected at each facility per month or per year for the current contract (C.15.1.2)?

Answer – Average amounts per facility per month are as follows:

Baker - Trash: 1,352; Recycling: 611; Yard Waste: 895

Duncan - Trash: 1,601; Recycling: 379; Yard Waste: 76

Quillen - Trash: 765; Recycling: 1,009;

104. How many Trash, Wastebaskets and Ash Receptacles are provided by GSA for each facility and what size are these containers by volume, weight or gallons

(C.12.1.10)?

Answer – Please refer to question #101

105. What is the quantity of plate glass in square feet for both sides to be cleaned in the Howard Baker Bldg (C.12.1.13)?

Answer – Please refer to the Custodial Building Information Sheet for window count.

106. How much area in square feet is required to be mulched, per building, for

Knoxville and Greeneville Facilities (C.12.4.4)?

Answer – Please reference Section 12.4.4 and Custodial Building Information Sheets, Exhibit 1 for grounds data.

107. What is the average yard waste that is bagged and hauled off in Knoxville per week? Is this a seasonal average?

Answer - In 2020; 15,020 lbs. (7.5 tons) of yard waste and recyclables was hauled off in

Knoxville and 11,027 lbs. (5.5 tons) of recyclables was hauled off in Greeneville.

108. Will the Questions and Answers from Solicitation 47PE0121Q0012 be a part of this solicitation?

Answer - NO. This procurement has different acquisition requirements.

109. Will the contractor be responsible for the programing of tenant PIV cards?

Answer - NO

110. What MERV rating is currently required at all the locations?

Answer: The Government is in the process of evaluating existing AHU’s to determine if filtration can be increased to a Higher MERV rating. Those determinations are not final and as such the offeror’s should bid based on the filters that are currently installed and listed below:

Howard Baker (TN0004ZZ) has MERV 8

Forum (TN0021ZZ) has - FM SME AND FIELD TO VERIFY

Duncan (TN0076) has MERV 8

Quillen (TN 0012ZZ) has MERV 8

If Filters MERV are increased then a contract modification will be executed for any increase in pricing.

111. The PWS states that the government will furnish all matts, and runners in the base year. What is the count? And how often are they replaced each year?

Answer - The contractor should assume that there are walk off mats at all entry points to the facility to include the main entrances, employee entrances and loading dock entrances. The contractor is only responsible for maintaining the cleanliness and appearance of the mats in accordance with section C.12.1.3 in the PWS Floor Mat and

Runners.

112. All HVAC Tech are in the same classification, and shows * as a floating HVAC-

Should this fall under a Lead HVAC?

Answer- In accordance with Section C.1.2.2.1 of the PWS, there are no Lead HVAC

Technicians. The floating HVAC is not classified as a Lead HVAC Technician.

113. How many of the incumbent employees have the NATE (or equivalent) certifications?

Answer - The current number of employees with NATE certification is five (5). However, regardless of the current certifications of incumbent employees the contractor is still responsible for providing 16 hours a year of training for all HVAC employees.

114. Will the awarded contractor have the burden of all costs for employee certifications?

Answer - The Contractor is responsible for ensuring that employees are trained and certified per the requirements of the contract and their position.

115. Will GSA provide 2-way radios for communication, or will the contractor be required to purchase? If so, are there repeaters installed at all locations? If not, would

GSA partner with the O&M to absorb the cost?

Answer - Cell phones should be sufficient however, if after the contract is awarded it is discovered that 2 way radios are the only means of communication then GSA will send a request for a quote.

116. How many Jail Cells are located at all locations? Security toilets, sinks, lights, locks, and ventilation. What else is required of the O&M contractor in the jail cell area as well?

Answer - Refer to Section 22, Exhibit 1 Building Inventory Sheet for square footage and number of cells. Refer to Section C.12.1.4 for requirements in holding cells.

117. What attic stock belongs to GSA or is it owned by the incumbent contractor?

(lights, filters, belts, motors, carpet tile, VCT, and supplies in general), and could you provide a detailed list?

Answer - While GSA may own some attic stock it is only to be used by the contractor and then it must be replenished. Any other attic stock that is owned by the incumbent would be their choice to take, leave.or sale

118. Motorized shade/blinds at the Quillen, do they belong to the courts or part of the equipment assets? Not mentioned in the PWS. If blinds are part of the assets, please provide a qty-make and model.

Answer - Any repairs to blinds shall be separately funded and not part of the base services. Cleaning and dusting is part of the base services

119. How long does it take for Zone C to clear employees since we’re still under the

COVID19 protocols etc.?

Answer - Initial interim clearance is averaging 6 weeks once EQUIP is completed

120. Is there currently a BOP in place for all locations? If so, will the Government provide a copy for record?

Answer - C.2.13 Building Operating Plan

The “Building Operating Plan” (BOP) is a mandatory plan requiring Government approval that the Contractor either develops for new buildings or reviews and updates for existing facilities that documents the procedures for the operation of all the mechanical and electrical equipment and systems covered by this Contract under normal circumstances and emergency contingencies.

Current contract has a BOP in place. A copy will be provided upon contract award. This is considered to be CUI.

121. ACM training--Can you provide a list of all incumbent ACM initial 16 hour trained employees?

Answer - All incumbent employees have had their initial training. The contractor should be aware that all employees must have annual refresher training.

122. Pages 1 through 58 of 458 pages of this Solicitation are the SF 1449. From year to year the contract line item numbers change slightly; for example CLIN 0001 in the base period is Pressure Washing and Steam Cleaning in Greenville, TN at the Quillen

FB-CT, but in Option 1 CLIN 1001 is for O&M Services at the Howard Baker USCH in

Knoxville. GSA usually keeps CLIN's aligned from year to year. Will GSA update the SF

1449 to make CLINs consistent year to year?

Answer - The amendment will correct line item structure.

123. Does the awardee need to provide a special vehicle to provide waste removal services or will a normal pickup truck be acceptable?

Answer - As a performance based requirement, the expertise of the contractor will determine the most efficient method to fulfill the requirements. GSA does not provide a vehicle.

124. "Can you describe the differences in the period of performances for the

Transition effort (CLIN 0015) and startup phase?

Answer - There is no difference. The anticipated Transition/Startup phase is 1-31

October with the Contract effective start date of 1 November. The Period of

Performance for the Transition Effort may be adjusted depending on the actual award date.

125. Also, can you explain why most CLINS have a one month POP and an 11 month

POP (see CLINs 0008 and 0009 as one example)? These POPs are in the base and option periods.

Answer - Due to funding, some CLINs will show with 1 month as a quantity and some will show with 11 months as a quantity.

126. Will GSA be furnishing a vehicle to haul off recycling and if so, does it have a fuel card?

Answer - No, GSA will not be providing a vehicle for removal of recyclables from the facilities. The contractor is responsible for all elements of the recycling program. Please reference Section C.15.2, Recycling for recycling program requirements.

127. How is recycling of building and ground materials handled? What responsibility is recycling in the contract from tracking the weight, picking it up, and how is it disposed of and is GSA furnishing a place for single stream waste?

Answer - Please reference Section C.15.2, Recycling for recycling program requirements. Please reference Exhibit 8 for the Recycling/Solid Waste/Trash reporting requirements.

128. Who pays the state inspection fees for any underground storage tanks?

Answer - The contractor. Please refer to Section C.1.11 and C.1.0

129. Who is responsible for filling the diesel fuel tank at Greeneville?

Answer - The contractor is responsible for the first $5000 dollars a year and the government will be responsible for any annual expense that exceeds $5000. Please refer to Section C.6.10.2.

130. During the site visit for the Howard Baker CTHS building, the Mechanical Room floors were wet from being painted, which prevented access to most of the AHU. Please provide the Filter Inventory for this building since we could not access all of the AHU.

Answer – See Table Below for AHU Filters

HOWARD BAKER AHU # Size Qty Times Per year

AHU 1 16X25X2 8 4

20X25X2 12 4

24X24X12 8 1

AHU 2 16x20x2 12 4

20x20x12 6 1

AHU 3 16x20x2 12 4

AHU 4 16x20x2 12 4

24x20x12 3 1

12x20x12 3 1

AHU 5 20x20x2 1 4

20x25x2 2 4

24x24x2 3 4

20x24x12 4 1

24X24X12 2 1

AHU 6 16x20x2 12 4

AHU 7 16x20x2 12 4

Howard Baker Water Source Heat Pumps

BLDG Size Qty Times Per Year

Bldg 1 11x25x1 11 4

16x18x1 103 4

16x25x1 42 4

20x22x1 2 4

10x20x1 3 4

18x20x1 4 4

Bldg 2 11x25x1 8 4

16x18x1 81 4

16x25x1 8 4

16x12x1 2 4

18x20x1 15 4

Bldg 3 11x25x1 2 4

16x18x1 75 4

16x25x1 30 4

18x20x1 8 4

Howard Baker Computer Rooms

Room Size Qty Times Per Year

USATT 30x36x2 1 12

USPO 30x36x2 1 12

USDC 30x36x2 1 12

USBC 30x36x2 1 12

Howard Baker Split Systems

System Size Qty Times Per Year

1 20x20x2 36 4

FORUM Bldg

RTU Size Qty Times Per Year

RTU1 16x25x2 18 4

RTU2 16x25x2 18 4

RTU3 20x25x2 24 4

John Duncan

AHU Size Qty Times Per Year

AHU 1 20x25x2 8 4

20x20x2 12 4

AHU 2 16x25x2 8 4

16x20x2 12 4

AHU 3 16x25x2 8 4

AHU 4 16x25x2 8 4

AHU 5 16x25x2 8 4

AHU 6 16x25x2 8 4

James Quillen

AHU Size Qty Times Per Year

AHU1 16x25x2 12 4

20x25x2 12 4

24x24x12 8 1

24x12x12 2 1

AHU 2 25x20x2 24 4

20x20x12 5 1

24x20x12 10 1

AHU 3 16x20x2 6 4

20x20x2 6 4

20x25x2 24 4

20x20x12 12 1

24x20x12 12 1

AHU 4 16x25x2 12 4

20x25x2 12 4

AHU 5 20x20x2 8 4

20x25x2 8 4

24x24x12 6 1

AHU 6 16x25x2 12 4

20x25x2 12 4

AHU 7 16x20x2 4 4

16x25x2 8 4

24x20x12 3 1

24x24x12 3 1

SFAHU 16X25X2 24 4

Southeast Sunbelt Region Public Buildings Service

Combined Services (Operations & Maintenance and Janitorial Related Services) Knoxville and Greeneville, TN

August 2019 FY20

REGION 4 - Combined Services Specification

SOLICITATION NUMBER: 47PE0121R0028

SERVICE: COMBINED SERVICES (OPERATIONS / MAINTENANCE &

JANITORIAL RELATED SERVICES)

LOCATION(S):

Howard Baker, Jr. CTHS (TN0004ZZ) Forum Building (TN0021ZZ)

800 Market Street 416 Cumberland Avenue

Knoxville, TN 37902-2327 Knoxville, TN 37902-2301

John J. Duncan FB (TN0076ZZ) James H. Quillen CTHS (TN0012ZZ)

710 Locust Street 220 W. Depot Street

Knoxville, TN 37902-2518 Greeneville, TN 37743-1100

(FB)- Federal Building

(FB-CT) - Federal Building – Courthouse

(CTHS) - Courthouse

PERIOD OF PERFORMANCE: Base Year - 1 November 2021 thru 31 October 2022

Option Year 1 – 1 November 2022 thru 31 October 2023

Option Year 2 – 1 November 2023 thru 31 October 2024

Option Year 3 – 1 November 2024 thru 31 October 2025

Option Year 4 – 1 November 2025 thru 31 October 2026

SOLICITATION ISSUE DATE: August 5, 2021

OFFER RECEIPT DATE/TIME: August 26, 2021

AMENDED OFFER RECEIPT DATE/TIME: September 3, 2021

Table of Contents

A. FORMS 18

B. SERVICES, ORDERING AND PRICES 18

B.1. Description of Services 18

B.2. Bid/Offer/Basic Services Benchmark Data 18

B.3. Alternate Bid/Offer for Additional Services 19

B.4. Pricing Of Options for Contract Services 19

C. DESCRIPTION/SPECIFICATION/STATEMENT OF WORK 21

C.1.0 GENERAL 21

PARTNERING 25

C.1.0.1 Contract Systems and General Objectives 25

C.1.0.1.1 Scope Exclusions 27

C.1.1…