Solicitation_Amendment_47PJ0018R0005_0002.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 telegram 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 your desire to change an offer already submitted, such change may be made by telegram or letter, provided each telegram or letter 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 NO. 3. EFFECTIVE DATE 4. REQUISITION/PURCHASE REQ. NO. 5. PROJECT NO. (If applicable)

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

STANDARD FORM 30 (REV. 10-83)

Prescribed by GSA FAR (48 CFR) 53.243

FACILITY CODE

9A. AMENDMENT OF SOLICITATION

NO.

9B. DATED (SEE ITEM 11)

10A. MODIFICATION OF CONTRACT/ORDER NO.

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 ONLY APPLIES TO MODIFICATION OF CONTRACTS/ORDERS.

IT MODIFIES THE CONTRACT/ORDER NO. 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 NO.

IN ITEM 10A.

B. THE ABOVE NUMBERED CONTRACT/ORDER IS MODIFIED TO REFLECT THE ADMINISTRATIVE CHANGES (such as changes in paying office, appropriation date, 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 (No., 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)

NSN 7540-01-152-8070

Previous edition unusable

INSTRUCTIONS

Instructions for items other than those that are self-explanatory, are as follows:

Item 1 (Contract ID Code). Insert the contract type identification code that appears in the title block of the contract being modified.

Item 3 (Effective date).

(1)

(2)

(3)

(4)

(5)

For a solicitation amendment, change order, or administrative change, the effective date shall be the issue date of the amendment, change order, or administrative change.

For a supplemental agreement, the effective date shall be the date agreed to by the contracting parties.

For a modification issued as an initial or confirming notice of termination for the convenience of the Government, the effective date and the modification number of the confirming notice shall be the same as the effective date and modification number of the initial notice.

For a modification converting a termination for default to a termination for the convenience of the Government, the effective date shall be the same as the effective date of the termination for default.

For a modification confirming the contacting officer's determination of the amount due in settlement of a contract termination, the effective date shall be the same as the effective date of the initial decision.

(a)

(b)

(c)

(d)

(e)

(f)

Item 6 (Issued By). Insert the name and address of the issuing office. If applicable, insert the appropriate issuing office code in the code block.

Item 8 (Name and Address of Contractor). For modifications to a contract or order, enter the contractor's name, address, and code as shown in the original contract or order, unless changed by this or a previous modification.

Item 9, (Amendment of Solicitation No. - Dated), and 10, (Modification of Contract/Order No. - Dated). Check the appropriate box and in the corresponding blanks insert the number and date of the original solicitation, contract, or order.

Item 12 (Accounting and Appropriation Data).

When appropriate, indicate the impact of the modification on each affected accounting classification by inserting one of the following entries.

(2) Accounting classification Net decrease $

Include subject matter or short title of solicitation/contract where feasible.

Item 16B. The contracting officer's signature is not required on solicitation amendments. The contracting officer's signature is normally affixed last on supplemental agreements.

(i)

NOTE: If there are changes to multiple accounting classifications that cannot be placed in block 12, insert an asterisk and the words "See continuation sheet".

Item 13. Check the appropriate box to indicate the type of modification. Insert in the corresponding blank the authority under which the modification is issued. Check whether or not contractor must sign this document. (See FAR 43.103.)

Item 14 (Description of Amendment/Modification).

Organize amendments or modifications under the appropriate Uniform Contract Format (UCF) section headings from the applicable solicitation or contract. The UCF table of contents, however, shall not be set forth in this document

Indicate the impact of the modification on the overall total contract price by inserting one of the following entries:

(i) Total contract price increased by $

(ii) Total contract price decreased by $

(iii) Total contract price unchanged.

State reason for modification.

When removing, reinstating, or adding funds, identify the contract items and accounting classifications.

(g)

(h)

When the SF 30 is used to reflect a determination by the contracting officer of the amount due in settlement of a contract terminated for the convenience of the Government, the entry in Item 14 of the modification may be limited to --

(i) A reference to the letter determination; and

(ii) A statement of the net amount determined to be due in settlement of the contract.

(1)

(2)

(3)

(4)

(5)

(6)

STANDARD FORM 30 (REV. 10-83) BACK

(1) Accounting classification Net increase $

Solicitation No. 47PJ0018R0005, Operation & Maintenance Service, State of South Dakota

Amendment 0002. Correction to building information sheets, clarifications to snow removal requirements, and questions and answers 2/24/18 – 3/16/18:

A. Reference EXHIBIT 4, Building Information Sheet. Change the following on pages 148, 149, 151, 153, 155 to read:

NCMMS: Maximo for Preventative Maintenance, Maximo for Service Calls Yes CMMS: Maximo for Equipment Inventory and Preventative Maintenance Yes

B. DELETE the following sentence from Section D, paragraph D.1, item i: The Contractor will assist the Custodial Contractor to clear entrances, steps, landings, and approaches.

C. DELETE the following sentence from Section D, Paragraph D.21.7 Snow Removal – All Buildings, item B: Additional snow removal, Monday through Friday, between the hours of 7:00 AM and 6:00 PM will be requested by the Contracting Officer or the designated representative.

D. Questions and Answers:

1. Can we make a proposal for snow removal at the Pierre, SD location only?

Answer: No. The proposal must be for the entire scope of work/requirements.

2. Why isn’t there an interested vendors tab on the FBO site??

Answer: The interested bidders option is not active.

3. What hours are normal operating hours for the contractor?

Answer: Please refer to Section D.2.38 Normal Working Hours of the solicitation. “Normal working hours” is the hours of building operations under most circumstances when all services shall be provided to all occupants. Refer to Exhibit 4, Building Information Sheet, for Normal Building Operating Hours for the buildings.

4. What hours are considered after normal hours for the purpose of overtime and call backs?

Answer: Please refer to D.2.19 Contractor’s Other Than Normal Working/Duty Hours of the solicitation. Hours other than those identified as Normal Working Hours.

5. Please release the Staffing Declaration in WORD or EXCEL.

Answer: Figure B-1, Contractor Staffing Declaration, in the solicitation has been uploaded in Excel format to FedBizOpps.gov with this amendment.

6. Is the previous contract O&M and snow removal pricing is available for solicitation

47PJ0018R0005?

Answer: Please see amendment 0001 for previous contract pricing. Snow removal services are not performed under the current operations and maintenance contract.

7. D.21.7 Snow Removal: The snow removal CLIN is priced monthly (8) total for services throughout the POP with no limit of events each month. The PWS is very explicit on each building requirement, and in some cases hauling has to be performed on the day of the event with no stockpiling. That said, is the snow hauling is currently being performed by a subcontractor and if so, can you provide the monthly cost?

Answer: Snow removal services are not performed under the current operations and maintenance contract. Snow removal services are currently provided by separate contracts at each location and snow hauling is not individually tracked.

8. Sec. B, B.1, Page 7 requests mark-up, profit and overhead percentages for Additional Services but makes a statement that these would not apply to reimbursable repairs or non-reimbursable repairs. I understand why the percentages would not apply to the non-reimbursable repairs, but why would the contractor not be allowed to cover these costs and receive a profit for repairs that are beyond the scope of its financial responsibility?

Answer: Larger repairs (reimbursable repairs) shall be approved and funded by the Government for the cost amount above the Contractor threshold, and mark-up, profit and overhead will not apply.

9. Do any of the buildings systems require GSA ENT network credentialing? Answer: Yes

a. Do any of the current maintenance staff hold the credentials? Answer: Yes

10. Sec. D, D.1, item i. Section states, “The Contractor will assist the Custodial Contractor to clear entrances, steps, landings, and approaches.” Which contractor has responsibility for the snow removal for these areas the O&M or Custodial contractor?

Answer: During normal work hours, the Custodial Contractor is responsible for these areas when accumulation is under an inch. O&M contractor is responsible when 1 inch or more. See Item B of amendment.

11. If both contractors share responsibilities for these areas, how are they divided?

Answer: See response above.

12. Sec D, D.1, item p. states, “The Contractor is responsible for the purchase of fuel for the GSA provided John Deere X700 tractors for snow sweeping at Aberdeen, Huron, and Pierre.

The contractor is responsible for the purchase of fuel at Huron for the GSA provided John Deere LT155 lawn tractor, push mower, edger, and weed eater. The contractor is responsible for purchase of fuel at Pierre for the 15 KW emergency generator.” What is the average annual fuel consumption for these items?

Answer: Aberdeen average is 20 gallons of gas, Huron average is 30 gallons of gas total distributed among all equipment, Pierre average is about 10 gallons.

13. D.5.1 Transition Phase Start-up, item c. requires the contractor to “Revalidate NCMMS copy of equipment inventory. Provide work order history and document all deferred or open work orders. Provide a consolidated list of work orders that are deferred, open, pending completion.”

a. How old is the current equipment inventory validation?

Answer: Current building equipment inventory was completed February 23, 2018.

b. This is normally an annual requirement. Isn’t this being performed currently?

Answer: Yes it is. South Dakota transitioned to NCMMS (Maximo) in December 2017.

The 2017 inventory was uploaded and discrepancies are being corrected by the current contractor.

c. The work order history and documentation of deferred and open work orders should fall to the current contractor as a phase out item. How would this be handled during phase in without full access to the incumbent’s records/computers?

Answer: Once the incoming contractor has HSPD-12 credentials and been granted access to the GSA ENT network, the incoming contractor will have access to the records.

14. D.5.1 Transition Phase Start-up. Some of the items seem to imply that the NCMMS is up fully and operational for service calls and PM’s. Which of the buildings of this solicitation are completely transitioned to the NCMMS?

Answer: All the buildings have been transitioned to NCMMS (Maximo).

15. D.5.1 Transition Phase Start-up, item h. Section requires completion of the Annual Energy and Water Efficiency Report. Isn’t this still the incumbent’s responsibility under the current contract?

Answer: Yes. See D.6, the outgoing contractor shall assume a phase out period of 60 calendar days.

16. D.8.1 Minimum Staffing, (1) Project Manager. The section states that the location of the Project Manager shall be approved by the CO. Is this an on-site position to be located at one of the buildings from the solicitation or can the position be filled by a corporate level manager located at a corporate office?

Answer: The Project Manager position can be filled in a corporate office.

17. D.8.2 Communication Equipment, item c. Administrative Station. Which contract jobsite will the Administrative Station be located?

Answer: That decision is left to the contractor.

18. D.15 Reference Library. Are all components listed at D.15 available for each building?

Answer: Yes.

19. D.18 Inspection Assistance for Space Build Outs. Will GSA consider the contractor to provide this function as additional services? It is impossible to know how much time will be involved in providing these services or how often they will be required.

Answer: This will be handled the same as D.17. Refer to the underlined paragraph in D.17.

20. D.18 Will the contractor be allowed to perform this service prior to GSA’s final payment to the installing contractor?

Answer: Yes.

21. D.18 Will the O&M contractor be required to correct any deficiencies found during the inspection under the basic services of this contract?

Answer: No. The installing contractor is required to make the corrections listed on the punch list or any found during the warranty period. The warranty period is one year from the date of final acceptance.

22. D.18 Are there any liabilities to the contractor due to services required of this paragraph?

Answer: No.

23. D.20. Labeling of Electrical Circuits. Are all electrical panel’s labeling complete and maintained up to date as described by the paragraph?

Answer: Yes, to the best of the Government’s knowledge.

24. D.21.7 Snow Removal – All Buildings, A. Section states; “The Contractor shall monitor conditions and respond as necessary, to ensure the above areas are snow and ice-free at all times and all hazardous conditions are eliminated, throughout the snow season, which is approximately October through April.” It is irrational to think that anyone could maintain these areas “snow and ice free at all times and all hazardous conditions are eliminated…” especially while it is snowing. To eliminate all hazardous conditions one would have to constantly monitor and apply ice melt as snow and ice melts off vehicles and refreezes on cleared surfaces as temperatures drop at the end of the day creating little patches of ice. Under item B of this section 1 inch is allowed to accumulate before commencing removal. Will GSA consider revising this section using language that is more reasonable and achievable? Hazards can only be minimized as much as reasonably possible. The only sure way for GSA to achieve elimination of all hazardous conditions is to close the buildings for the snow season.

Answer: The expectation is that unsafe and dangerous conditions will be monitored and taken care of as soon as reasonably possible in accordance with commercial market practices.

25. D.21.7 Snow Removal – All Buildings, A. Section states; “Use less environmentally disruptive deicing chemicals, such as magnesium chloride, potassium acetate, and potassium chloride.” Potassium acetate is not a deicer. Its primary purpose is not to melt surface ice, but rather to diffuse down through the snow and ice to break the bond between frozen precipitation and the paved surface. The other deicers listed have varying degrees of performance benefits and detriments. Magnesium chloride will work to down to -13 degrees F. but is moderately to significantly damaging to asphalt and concrete and can be harmful to plants if over applied.

Potassium Chloride only works down to 25 degrees F. but is minimally to moderately damaging to asphalt and concrete and can be harmful to plants if over applied. Even urea causes only minimal to non-existent damage to asphalt and concrete but is not a very effect deicer in colder temperatures. Will GSA specify which deicing agent they would like the contractor to use?

Answer: The contractor shall propose which deicer to use to meet contract requirements.

26. D.21.7 Snow Removal – All Buildings, B. section states; Prior to 7am weekdays the contractor is responsible to provide snow and ice removal without any notification from GSA.

However, after 7am on weekdays, “Additional snow removal, Monday through Friday, between the hours of 7:00 AM and 6:00 PM will be requested by the Contracting Officer or the designated representative.” How is the contractor supposed to maintain the areas free of snow and ice, eliminate all hazards but has to wait for the CO or the designated representative’s request? It seems this would put the liability back on GSA.

Answer: REMOVE the following sentence from Section C, Paragraph D.21.7 Snow Removal – All Buildings, item B: Additional snow removal, Monday through Friday, between the hours of 7:00 AM and 6:00 PM will be requested by the Contracting Officer or the designated representative. See Item C of amendment.

27. D.21.7 Snow Removal – All Buildings, D. Additional Instructions for Huron. Section 1 states to use less environmentally disruptive deicing chemicals, such as magnesium chloride, potassium acetate, and potassium chloride. Section 2 states only sand shall be applied to parking lots. Please clarify if deicers can be used in parking lots or not.

Answer: Deicers cannot be used on the parking lots in Huron due to new concrete.

28. D.21.7 Snow Removal – All Buildings, under items E for Pierre and item G for Sioux Falls, stockpiling of snow is not permitted and snow piles must be immediately removed from the site.

If snow services are requested by the CO or the designated representative during a weekday 7am to 6pm will immediate removal be expected while the building is open and in use so that there are no stockpiles?

Answer: There are no areas in these locations for stockpiling of snow and snow piles must be immediately removed from the site.

29. Please provide a list of all snow removal contractors who are currently providing services for each building.

Answer:

Aberdeen: Lien Construction Huron: Snedeker Company Pierre: Morris Inc Rapid City: Richter Bobcat and Dirtworks Sioux Falls: Arrowhead Properties LLC

30. D.22.2 Smart Buildings. Do any of the buildings employ the GSALink technology?

Answer: No.

31. D.28 Advanced Metering Program. Do all the buildings have advanced metering?

Answer: Yes.

32. D.35.4.1 Are all buildings BAS connected to the GSA network?

Answer: Yes.

33. D.35.6 When was the last Commissioning/Re-Tuning process performed on these buildings?

Answer: Aberdeen: Retro-Commissioning 2010, Zone level sensor calibration 2014

Rapid City: Retro-Commissioning 2012, Zone level sensor calibration 2014, BAS upgrade Sioux Falls: Retro-Commissioning 2012, BAS upgrade commissioning 2016 Huron: BAS upgrade commissioning 2016 Pierre: Zone level sensor calibration 2014, BAS upgrade commissioning 2016

34. D.35.7 Consumables. How much fuel do the generators use on average per year?

Answer: Aberdeen uses approximately 220 gallons every 11 months. Huron uses approximately 190 gallons per year. Sioux Falls uses approximately 190 gallons per year.

35. D.35.7 On average, how often is there a power outage at each building and what is the average amount of time it is off per outage?

Answer: Power outages are rare, maybe one per year lasting usually less than 15 minutes.

36. D.39.7 Are any of the buildings considered Historic?

Answer: Yes, US Courthouse in Sioux Falls.

37. D.39.9 Flag Procedures, section calls for 6 holidays of lowering and raising the flag and to make allowance for 4 additional instances. If more than 4 additional instances occur will the contractor be paid for this service?

Answer: Yes, this would be considered an Additional Service.

38. D.40.4 Miscellaneous Work requires the contractor to provide 4 hours and $30 of parts/supplies per month per building. If not used the amounts are cumulative to succeeding months. Will this accumulation also extend across contract option years such that the contractor may have to provide more than 48 hours of miscellaneous work and/or more than $360 of parts and supplies or do the amounts reset at the beginning of each option year?

Answer: Hours and dollar amounts are cumulative across the entire contract including options.

39. D.40.10 Warranties, Are there any warranties currently in force for any of the equipment covered by this solicitation?

Answer: Huron roof, Pierre roof, Sioux Falls LED lamps for Courtroom #1, Sioux Falls roof, Sioux Falls ballistic glass Room 119E, Rapid City roof are under warranty.

40. D.41.4 Local Air Quality Management Operating Permits. Are there any AQMD operating permits required for this contract?

Answer: Contact the South Dakota Dept. of Environment & Natural Resources.

41. D.41.5 Fuel Storage Tank Management. Are there any UST’s requiring operator certification/licensing? Answer: Yes. If the answer is yes, are there any personal working onsite that possess the proper certification/licensing? Answer: Yes.

42. D41.10 Electrical Safety, Has there been an Arc Flash analysis performed at the sites and do all labels reflect this? Answer: Yes. If not, will the incoming O&M be required to have this analysis performed to come into compliance with D.41.10 and NFPA 70, 70E? Answer: Not applicable.

43. Electrical Safety, Has there been an Arc Flash analysis performed onsite and do all labels reflect this? If not, will the incoming O&M be required to have this analysis performed to come into compliance with C.41.10 and NFPA 70, 70E?

Answer: See answer to previous question.

44. D.41.14 Confined Spaces. Have all confined spaces been identified and labeled?

Answer: Yes.

45. D.41.15 Asbestos Management. Does each of the buildings have an up to date ACM inventory?

Answer: Yes.

46. D.41.15 Asbestos Management, Are there any current employees certified to work with

ACM?

Answer: No.

38. D.42 Fire Protection and Life Safety Equipment and Systems.

a. Fire Doors. Have the fire doors been maintained and tested in accordance with NFPA 80 & 101?

Answer: Yes.

b. Fire/Smoke Dampers. Can GSA provide a list of the quantity and location of the fire/smoke dampers installed at these sites?

Answer: Yes.

c. Fire/Smoke Dampers. Have they been maintained and tested in accordance with NFPA 80 & 105 and if so, when was the last occurrence?

Answer: Pierre – December 2016, Rapid City – October 2017, Sioux Falls – October 2016, Huron – October 2015 (currently in progress), Aberdeen – October 2017.

d. Smoke Doors. Have the smoke door assemblies been maintained and tested in accordance with NFPA 105 and if so, when was the last occurrence?

Answer: There are no smoke doors.

e. Smoke Dampers. Can GSA provide a list of the quantity and location of the smoke dampers installed at these sites?

Answer: Yes.

f. Smoke Dampers. Have the smoke dampers been maintained and tested in accordance with NFPA 105 and if so, when was the last occurrence?

Answer: Rapid City – October 2017, Sioux Falls – October 2016. The other buildings have only fire dampers with fusible links.

47. D.42 Is the contractor required to provide central station monitoring on the fire alarm panels?

Answer: No. GSA has the monitoring contract for fire and boiler alarms.

48. D.89. O&M SERVICES - PERSONNEL QUALIFICATIONS AND CREDENTIALS,

Qualifications of HVAC Technicians. Do any of the current maintenance staff meet the qualification of this paragraph?

Answer: No current documentation can be found.

49. D.91. PROVIDED BY THE GOVERNMENT. Will the government provide parking space at the facilities for the O&M contractor’s staff? How many spaces will be provided?

Answer: No, there are none available.

50. Do any of the buildings utilize the NCMMS?

Answer: Yes, all five buildings.

51. Is the NCMMS fully operational at these sites or is it still in the implementation stage?

Answer: Fully operational, but has some bugs.

52. Does each building have an updated equipment inventory in an approved format for the

NCMMS?

Answer: Each building has equipment inventory loaded in approved format into NCMMS (Maximo), verifying and updating is in progress.

53. Do you know if the site visit is mandatory?

Answer: No, site visits are not mandatory. Offerors are urged and expected to inspect the site where services are to be performed and to satisfy themselves regarding all general and local conditions that may affect the cost of contract performance, to the extent that the information is reasonably obtainable. In no event shall failure to inspect the site constitute grounds for a claim after contract award.

115 4TH AVE SE RM 120

ABERDEEN, SD 57401

NameandTitleSigner[0]: