ii.FM Laredo Contractor Q&A-Amend 003- 2021.01.06.pdf

Laredo FM Questions and Responses Form Question

# Solicitation Section Spec

Page # Paragraph Relevant Figure, Exhibit, or Attachment Question Answer

Solicitation, C.5.5.9 Disposition of Hazardous Waste

The Word Trade Facility has a Hazardous Waste Inspection building.

a. Will contractor be responsible for sampling, profiling, and disposal of the contents of pits?

b. Will profiling and disposal cost be covered by GSA separate form contractors Fix Firm pricing?

c. Is the offeror responsible for trash and recyclable haul away cost(s)?

a. C.9.5.5.9 references consumable hazmat disposal generated by the successful contractor. See C.9.5.2.5 Hard Surface Areas and C.9.10.2.1 Extent of Work which covers hydraulic fluid and oil only as well as adsorbents. b. no for hydraulic fluid or oil See C.9.5.2.5. c. yes see C.9.10.1.2

C.5.11.2.2 Partially Reimbursable Repairs 2

Can the Government please provide how many partially reimbursable repairs were issued in 2020 that exceeded $2500?

In 2020, there were 5 (five) orders that exceed the shared liability threshold in reference to C.5.11.1.

3 Is an updated quantity available for assets 382679, 382684, and 382689? This information is not available at this time.

Solicitation, C.6.10.2 Operation 3

The solicitation states, “The Contractor shall provide fuel up to $2,000.00 per Contract year.” Is the $2,000.00 requirement by individual locations or a combination of all locations?

Reference C.6.10.2 Operations. The $2,000 fuel limit is a combination all locations.

BL3 Local General Information How does this information correlate to the RFP? Reference Exhibit C1

6 BL5 Roof Information How does this information correlate to the RFP? The Exhibit is RESERVED

Amendment+BL2+Invento ry+to+Include+Fire+Alarm +Devices & Amendment+BL2+Conven t+Inventory+to+Include+Fi re+Alarm+Devices

Each attachment only contains 17 items ending with ID “NW” referencing World Trade POE. Is another inventory available?

This new inventory with the missing information will be included in the Amendment 003 BL2

Solicitation,C.1.2.1 Contractor Key Personnel is it the Government's intent that General Maintenance Workers and Administrative Support staff are all considered key personnel and would require resume submissions?

Or is the intent that the Project Manager, Onsite Supervisor and Engineer positions are to be the Key Personnel?

The positions defined as Key Personnel are included in C.1.2.1 and this includes the General Maintenance Workers as well as the Administrative Support position.

B.5 Addition/Removal of buildings, The cost for adding additional facilities cannot exceed 20% of the total contract dollar value, including options. It is assumed the 20% is determined to be the amount considered to be within scope of the contract. If the dollar value exceeds 20%, will the Government compete the new work?

Depending on the circumstance that leads to adding facilities exceeding 20% of the contact value, GSA will determine the best method to procure the additional services.

B.6 Addition/Reduction of Staffing, Staffing levels proposed and accepted at the time of award shall not be reduced unless requested at the end of each contract year. Will the Government consider reductions at other times if conditions warrant?

Deductions shall be incordance with the contact terms and conditions.

Reference G.7, and G.7.14(1).

Form Figure L-1 Management Plan Baseline Worksheet the government list both a Project Manager and Chief Engineer Will the Government accept the PM and Chief Engineer as the same person? No, these are considered separate positions.

Attachment 2 CBA Wage determination standard form 98 the government list King & George, LLC as the incumbent Can the Government confirm in the incumbent is King & George or Tigua Enterprises. King & George LLC is the incumbent

13 C 9.5.1.8

Is the contractor responsible for wiping down agency owned equipment to include telephones, computers, keyboards, docking stations, computer power supplies, computer mouse, and personal fans and heaters? Please reference amendment to Section C.9.5.1.8

14 C 9.5.1.8 Figure B-3 Pricing of Services require pricing for base year and each option year. On the spreadsheet in the option years the block for COVIG cleaning is blacked out. Will the Government transfer the pricing from tab 1 (B-3 Pricing of Service) to all the option years for total pricing purposes?

The pricing for the Monthly CDC Cleaning should be inserted in the blue line below the blacked out area.

15 General Question Is the RFP Requirement in the current solicitation different from the previous contract?

The solicitation contains many changes and updates from both the National and Regional level.

16 C.1.2 Personnel Is the contractor required to provide resumes with the proposal submission or once the contract is awarded, we need to provide the information? Reference C.1.2.1 and L.12 Management Plan (4)

L.12. 1. (c) states that the offeror “may elect to hire incumbent staff positions….”

The RFP states that resumes are required for key personnel ” If the bidder elects to start the bid with incumbents, are resumes still required? Reference C.1.2.1 and L.12 Management Plan (4)

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Page # Paragraph Relevant Figure, Exhibit, or Attachment Question Answer

(C.9.5.2.4), (C.9.5.2.2), (C.6.8.1)

Based on the RFP for cleaning canopies, sallyports and overhangs (C.9.5.2.4), and window cleaning (C.9.5.2.2) plus lighting bulb replacement on light poles (C.6.8.1). Does the government provide a bucket truck or man-lift or is the contractor responsible for providing these items?

There is no Government provided equipment available for the use under this contract.

19 General Question

In the bid document, there is no line item for phase in cost, and considering this is a protracted (60 day) phase-in, is the government willing to accept phase in costs as part of the first year?

Reference B.2.1, Standard service is defined as all services that are included in the monthly price and are defined in the contract document. The monthly price shall include all applicable labor, materials, supplies, training/certifications, equipment (except as otherwise provided), supervision, and management.

20 General Question Will the government accept NICET Level II Inspection and Testing of Fire Alarm Systems for Fire Alarm System Technician? Reference C.1.2.7.1

21 General Question Will the government accept NICET Level II Water Based Systems Layout for Water- Based Fire Suppression System Technician? Reference C.1.2.7.2

22 General Question Can the government provide that last hydro dates for the extinguishers?

This information is not available at this time, however they have been completed within the past five years.

23 Extinguishers Extinguisher Report list a “qty?” for Asset 382679, Asset 38284, and Asset 382689. Can the government provide a count, size and type of each extinguisher?

Quantity for fire extinguishers for the Courthouse are as follows: Basement total of 16, First Floor total of 12, Second Floor total of 9, Third Floor total of 11. (size and type) This information is not available at this time.

24 General Question Can the government provide the number and size of cylinders for all type of nonwater-based suppression systems? This information is not available at this time.

25 General Question Can the government provide the last hydro dates for all cylinders for all nonwater-based suppression systems?

This information is not available at this time, however they have been completed within the past five years.

26 Can the government provide the last 5yr internal inspection dates for sprinkler systems?

Wet system is currently due for a 5 year assessment of the internal conditions of the alarm valves and piping.

27 Amendment BL2 “Convent Inventory to Include Fire Alarm Devices” has the Description column cut off.

Can the government provide a complete description for all assets?

This inventory list will be included in the Amendment. Reference BL2 Amendment 003

28 Amendment BL2

“Inventory to Include Fire Alarm Devices” list assets that describes devices for entire building, such as Asset 384376 “Automatic Fire Detection, Smoke Detectors” with a location of TX0325JL – Entire Building. This inventory does not accurately provide a clear list of all notification devices, initiating devices, LOC’s, transmitter, mass notification panels, and Fire Alarm panels. Can the government provide a complete list for each building?

This inventory list will be included in the Amendment. Reference BL2 Amendment 003

29 Amendment BL2

“Inventory to Include Fire Alarm Devices” list assets that describes devices for entire building, such as Asset 382310 “Sprinkler Head, Sprinklered Areas (per 1,000 Square”.

This inventory does not accurately provide a clear list of all systems and components.

Can the government provide a complete list for each building to include quantity and type of each sprinkler system (Wet, Dry, PreAction), fire pumps and size, standpipe totals, and antifreeze loops?

This inventory list will be included in the Amendment. Reference BL2 Amendment 003

30 General Question Can the government provide a last annual inspection reports for the fire alarm, water-based fire suppression, and non-water based fire suppression systems? These inspection reports will be provided and included in the Amendment 003.

31 F.4.2 169 With a 60 day transition period, is the strike contingency plan due on contract award day.

Reference C.5.2.1, and F.4.2, Due not later than the end of the startup or transition phase,and updated annually on the anniversary of the contract start date.

32 B.1 6 Who is the incumbent contractor and what was the nature of their award: Emergency, Bridge King & George LLC is the incumbent. This was a FFP 11 month contract.

33 General Question What is the current contractor's monthly FFP contract price?

The monthly price is not releasable, however, the total amount current contract is $3,744,416.39 for the contract period of 11 months.

34 General Question Does the current SOW incorporate all the requirements of the this procurement PWS?

GSA does not understand the question. The Solicitation includes the terms and requirements of the required services.

35 General Question What is the name of the predecessor contractor? King & George LLC is the incumbent 36 General Question Was the predecessor contractor awarded all option years of their contract? The incumbent contract was a FFP 11 month contract.

37 C.1.2 13

The Contractor shall adhere to the submitted plan and subcontracting plan that was submitted prior to the award as part of the initial proposal. Q) Although square footage is a primary consideration for calculating maintenance, adjustments are usually made to staffing, materials and subcontractors under "Continuous Improvement" through the discovery of better, more effective and efficient processes. A Performance Based Contract fixing the contractor to the Management Plan Worksheet appears to be in conflict and does not permit the contractor to make changes for increased performance.

Reference C.1.2, The offeror may request an annual review of the staffing plan, labor mix or any changes to the proposed staffing levels, qualifications of proposed staff or key personnel, or the areas of expertise or disciplines of the proposed staff shall be submitted for review and approval from the CO or their designee 60 days prior to issuance of the first Option Period.

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Page # Paragraph Relevant Figure, Exhibit, or Attachment Question Answer

38 C.1.2.7.5 21

Will the Government provide the name of the BAS system located at each site and state whether or not it is fully open? Is the Government additionally registered as licensee for the for the software? Will the Contractor be able to make software changes if necessary?

The BAS system is Honeywell (Reference C.5.7) and is an open system.

Reference C.1.2.7.5 for technician qualifications and C.5.8.3.1 as well as all other applicable BAS contact sections for specific requirements.

39 C.1.2.7.6 21 Who was the installing contractor of the Photovoltaic Array and the contractor currently performing periodic maintenance? This information is not available at this time.

40 C.1.2.8.5 23 Since Lead Awareness Training is a requirement, will the Government provide a list of the location of the lead containing material

Training is required regardless of lead in any location, however there is lead in Convent LPOE and possibly in J&L due to the ages of these buildings.

41 C.1.7.2 33-34

Cleaning may occur after core hours: For after-hours cleaning requirements and for any cleaning or any contract requirements that disrupts tenant operations and creates tripping and/or fall hazards Q) Will the government clarify (provide) what areas are being considered in this instruction? All areas will be considered.

42 C.1.7.4 34

Contractor required to support extended operating hours Q) Is Extended Operating Hours considered outside of Cleaning Core Coverager Hours listed in C.1.7.2 and if so, is this coverage reimbursable to the contractor? No.

43 C.1.9.1 35 Is the current buiding equipment inventiry in the NCCMS take into consideration Parent- Child or does it just list equipment by type/category (i.e. pump; motor; etc.)

This inventory list will be included in the Amendment. Reference BL2 Amendment 003

44 C.5.3 56 Will the Government provide Equipment Building Inventories by location and by system (parent-child relationship)?

This inventory list will be included in the Amendment. Reference BL2 Amendment 003

45 C.5.3 56

Will the Government provide the following information: 1) Make, Model, serial Number and tonnage of all water chillers; and 2) Make, Model, serial Number and BTU output of all Heating Boilers?

This inventory list will be included in the Amendment. Reference BL2 Amendment 003

46 C.5.3 56 Will the Government provide the Make, type and size (In tonnage) of all water cooling towers?

This inventory list will be included in the Amendment. Reference BL2 Amendment 003

47 C.5.8.3.1 71

The Contractor shall procure for BAS and firmware updates and security patches sufficient to keep the system up-to-date with current versions of that application. Q) Will the Government reimburse the contractor for these expenses?

Reference B.2.1, Standard service is defined as all services that are included in the monthly price and are defined in the contract document. The monthly price shall include all applicable labor, materials, supplies, training/certifications, equipment (except as otherwise provided), supervision, and management.

48 C.6.6.1 98

Will the Government provide the following information to assist in determining requirements for HVAC Water Management: 1) What sites have water softeners; 2) what is the hardness of the Raw water being used as make-up for each system; and 3) what is the annual make-up water usage for cooling water for each system with a water softener?

1. The only water softner is located at Convent. 2. This information is not availble. 3. This information is not availble.

49 C.6.13.8 111 When was the last annual and 10 year inspections performed on the roof anchors and will the Government provide a copy of the report? This information is not available at this time.

50 C.7.1 113

Existing Deficiency inspections are viewed as primarily "visual inspections" not a teardown inspection. Q) Is the Government stating appearance/aesthetics will be the determining factor if an item is deficient and what role will an equipment or systems operating status play?

Reference C.7.1 for specifics of inspection and items allowable to be included in the list.

51 C.9.5.1.4 126 Will the Government provide a list of Floor Mats and Runners required by site. Please state size and composition (carpeted, rubber, etc.) This information is not available at this time.

52 C.9.5.4.4 136 Will the Government provide a copy of the last Arborist survey The latest Arborist survey was conducted in 2017 and is therefore, not useful at this time.

53 C.9.10 142

Will the Government provide the size of each waste and recycle containers by site.

Historically, how many pulls per week have been provided for each site and on what days of the week

This information is not available at this time. Collection varies and is dependent on building occupancy and flow.

54 General Question

Dusting of blinds and coverings is required as part of the firm-fixed price of the contract.

Please describe the expectation for Washing Blinds and Coverings in the additional services section of the contract? Does the government expect wash in place or remove and clean in an ultrasonic dip?

Reference C.9.6.4 Washing Blinds and Coverings (Not Including Drapes, Curtains and Unique Coverings). This is a Performance Based Contract. This procurement strategy seeks to issue technical requirements that set forth outcomes for performance instead of specific requirements on how to perform the service. This strategy shifts the risk of performance to the Contractor by allowing the Contractor to design the methods of achieving desired results as defined by the performance quality standards established by the Government.

55 C.9.5.4.17 Ref. C.9.5.4.17 Watering. Does the requirement for hand watering include all lawn and planted areas, unimproved grounds, trees and shrubs? All locations with the exception of the unimproved grounds.

56 Please provide seniority list

Employee and Subcontractor information is proprietary information of the incumbent and will not be made available. Per FAR 52.222-41(n) - Such list shall be turned over to the Successor Contractor at the commencement of the succeeding new contract.

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Page # Paragraph Relevant Figure, Exhibit, or Attachment Question Answer 57 Please provide the date of the last 3 year switchgear test This information is not available at this time as this requirement has changed.

58 Please provide the date of the last 5 year fire main sprinkler test.

Wet system is currently due for a 5 year assessment of the internal conditions of the alarm valves and piping.

59 M9 Preventative Maintenance (PM) 2018 GSA OM Guide is not complete. It appears to only contain table of contents Refer to Exhibit+M9

60 Amendment BL2

Convent Inventory to Include Fire Alarm Devices file does not show what equipment is in each building. The pricing sheets requires the contractor to give a price for each building.

Please provide building equipment list for each facility Refer to Amendment 3 BL2

61 C.6.8.3 104 Are the UV lights GFE or contractor provided? Contractor provided.

62 C.6.7.1 103 We understand there are irrigation issues. Will an assessment for repair be part of the validation / deficiency process?

Reference C.9.5.4.16 Irrigation System Walk-through, and C.7.1 Existing Deficiency Inspection/Initial Deficiency Report

63 C.5.9.1 73 We understand there are fire system issues. Will an assessment for repair be part of the validation / deficiency process? Reference C.7.1 Existing Deficiency Inspection/Initial Deficiency Report

64 C.9.5.4.2 135 Will a sweeper be allowed for optimal traffic lane maintenance?

Yes. Performance Based Service Contracting is a procurement strategy that seeks to issue technical requirements that set forth outcomes for performance instead of specific requirements on how to perform the service. This strategy shifts the risk of performance to the Contractor by allowing the Contractor to design the methods of achieving desired results as defined by the performance quality standards established by the Government.

65 C.9.6 139 Is Confirmed or Suspected COVID-19 Cleaning and Disinfecting part of Above Standard Services? Yes, this item will be added to the contract via an amendment.

66 C.9.4.2 123 Are dilution systems for janitorial chemicals allowed on site?

Yes. Reference C.9.4.2 Sustainable Product Standards; C.9.4.4 Green Cleaning Plan

67 C.9.12.1 149 Can the contractor propose bird control solutions to meet the free and clear of requirement? Yes.

Pre-Proposal meeting question December 14, FAR 15.305(a)(iii)—Past Performance in Proposal Evaluation.An agency evaluation should take into account past performance information regarding predecessor companies, key personnel who have relevant experience, or subcontractors that will perform major or critical aspects of the requirement when such information is relevant to the instant acquisition. Interpretation: Proposal evaluation is to consider past performance of (1) predecessor companies, -will this FAR apply?

See Section L.12 in the Solicitation, Page 259 - "In accordance with FAR 15.305 (a)(2)(iii), the evaluation will take into account Past Performance information regarding predecessor companies, key personnel who have relevant experience, or subcontractors that will perform major or critical aspects of the requirement when such information is relevant as long as it is properly identified."

69 General Question Can the government provide a copy of the GSA sign in sheet for all the contractors? (Pre proposal conference) The was provided in Amendment 002.

Can the government provide copies of the Fire and Sprinkler inspections reports from last year?

This will be provided in the Amendment 003. Refer to Attachment 5 Fire and Sprinkler inspections reports

71 General Question

Have there been any significant changes to the scope from the incumbent contract to this solicitation? If so, can the government please provide additional details on what has changed?

The solicitation contains many changes and updates from both the National and Regional level. GSA does not have a list of updates or changes. Suggest a full and complete review of the solicitation.

72 General Question Will the government please provide both the FFP and IDIQ award values for the incumbent contract?

The monthly price is not releasable, however, the total amount current contract is $3,744,416.39 for the contract period of 11 months. The IDIQ values will not be released. Please refer to previous responses for the number of orders resulting from the contractor's shared liability threshold.

FIGURE B-3 Pricing of Services, CELL H18:

How is the Total Evaluated Price being calculated? How will the Above Standard Services and the Mark-up Coefficient be evaluated for award purposes? Reference M.6 Price Evaluation

FIGURE L-1,

MANAGEMENT PLAN

BASELINE

WORKSHEET,

COLUMNS E-G:

The Management Plan Baseline accounts for Holiday, Sick, and Vacation hours that may not be in-line with our FTE calculations. Can bidders make changes to ensure the Baseline matches our price and labor buildup as long as the total hours per FTE do not exceed 2080?

Reference L.12 (c) Management Plan Worksheet, which states in part, If the offeror elects to deviate from the government’s baseline manpower projection, the offeror must submit a Worksheet Narrative explaining how their proposed manpower approach will meet the requirements of the solicitation. Failure to provide a Worksheet Narrative will result in a deficiency to the technical rating of your proposal.

FIGURE B-1 Contracting Staffing Declaration

Contractor Staffing Declaration asks for each company to provide worker’s compensation rates and whether H&W/Pension are paid directly to the employee. These questions are not relevant to determination of suitability or overall price. Will the government consider removing this requirement or allowing contractors to leave these areas blank?

Reference B.3, and F.4.1, This is not due until 21 calendar days prior to the contract start date and when modifications to the contract by GSA result in changes in staffing

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Page # Paragraph Relevant Figure, Exhibit, or Attachment Question Answer

76 C.5.11.2.1 80

Can the government please clarify the intent behind C 5.11.2.1 Non Reimbursable Repairs where it states, in part: “A non-reimbursable repair is a repair or replacement requiring no more than $2500 in cost for repair parts and materials ONLY but no labor cost is included (including any approved subcontracting costs).” As the government is aware, labor (whether in-house or subcontracted) is often the most expensive portion of any repair and by not allowing these costs to be calculated into the $2,500 liability limit the government is placing significant unknown liability on the contract. For instance, a realistic repair of $12,000 with $2,000 in parts and $10,000 in labor would be completely non-reimbursable to the contractor. Would the government please consider including labor in the $2,500 liability calculation, as is seen in the majority of other facility service contracts, to reduce unforeseen liability burden by the contractor and lower overall proposal pricing?

Reference B.2.1, labor costs are already included in the Basic (Standard) Services of the Contract.

FIGURE B-1 Contracting Staffing Declaration

Can the government please explain how the contractor is to provide fixed staffing per Figure B-1 as part of the FFP, and cover an unknown quantity of repair service call Work Orders with non-reimbursable in-house staff? Contractors can easily bid the fixed price, routine preventative maintenance but not open-ended service calls with no limit to the required labor. Since this does not meet the intent of firm fixed price contracting would the government consider limiting the total service calls required each option year under the FFP or allow the markup coefficient to apply to in-house labor?

Reference B.2.1, labor costs are already included in the Basic (Standard) Services of the Contract. The total number of service calls will not be limited.

78 C.5.13.2.2

Section C.5.13.2.2 discusses “labor categories and rates from the price schedule in this Contract.” Can the government please identify this price schedule being referenced and provide if necessary?

Reference B.2 Pricing of Services, Figure B-3 is the pricing sheet to be used for all proposed contract pricing.

79 C.5.14.2

Miscellaneous Work: Per Section C.5.14.2, how will the contractor be reimbursed for Miscellaneous Work in excess of the 50 hours and $100 in parts? Does all non-routine escorting, room set-up, spot cleanup, furniture removal and replacement, etc. that is not part of the fixed price maintenance scope count as Misc. Work? It appears from the Building Library of CMMS Work Orders provided with this solicitation that the government is using WOs, which are subject to the $2,500 liability limit for performance of Misc. Work.

Can the government please clarify how they will be differentiated under this contract?

Reference C.5.14.2, where the example is given for the nature of Miscellaneous Work. "Numerous small projects/requirements that are outside of the standard services requirements under this contract, are generated monthly by GSA and GSA occupancy agencies housed in the buildings covered under the scope of this Contract (ie. change out tile, hanging a picture, patchwork, etc.)"

80 C.5.12

Is there currently a WO Backlog in the NCMMS, and does the government anticipate the gaining contractor inheriting WOs from the prior contractor? If so, will these be 100% reimbursable to the gaining contractor? Refer to C.7.1 Existing Deficiency Inspection/Initial Deficiency Report

81 C.5.11.2.3

Fully Reimbursable Repairs: This section makes no mention of items outside of those assets provided in the building inventory included with the solicitation. Will the government please confirm that any repair or maintenance to any asset NOT included in the provided inventory will be considered fully reimbursable? The contractor cannot be expected to include pricing for preventative maintenance or repair liability on items not identified in the contract.

Reference C.5.11.2.3 Fully Reimbursable Repairs, which states in part, "Repairs that are caused by third party vandalism, misuse/abuse by third parties, or acts of God (e.g., hurricanes, tornadoes, earthquakes, hail, or floods), including natural disasters where the Contractor took all reasonable precautions and exercised due diligence, are fully reimbursable."

Where does the contractor include the pricing for the Scope 3 - Above standard services in the B-3?

This will be added to the Pricing Sheet, Figure B-3 and the spec section C.9.6.7 in amendment to the Solicitation.

How Many repairs were completed in 2019, and how many were greater than $2,500.00 in value?

In 2019, there were 5 (five) orders that exceed the shared liability threshold in reference to C.5.11.1.

How Many repairs were completed in 2020, and how many were greater than $2,500.00 in value?

In 2020, there were 5 (five) orders that exceed the shared liability threshold in reference to C.5.11.1.

The Production Control Clerk (PCC), administrative support (NCMMS), is critical to the performance of this Full maintenance initiative, but no clerk is listed in baseline staffing;

will this be clarified in an updated “staff roster”? This was an oversight, Figure L-1 will be amended to correct this position.

Additionally, this PCC position was added to the Union Agreement (CBA) on 9/9/2020 via union contract modification; will this addendum be incorporated to this solicitation through formal amendment? Not at this time.