Proposal_Q&A.pdf

47PJ0018R0074 – Team West Operation and Maintenance - Question and Answers

1. Question Clarify proposal due date

Answer See Amendment 0001 - Due date is August 24, 2018, Extended with Amendment 0002 to August 29, 0218 2:00pm

2. Question We would like to know if the elevators in building B-67 would be included in this new contract.

Answer No, the elevators are not included in this contract. It’s a separate contract.

3. Question Form 1449 includes Line Item schedule of supplies/services, which I presume is to be submitted. Part of the documents for download include a PPQ form. After reading through the PWS and 1449, I cannot locate exactly what is required for submission of our response. Could you please clarify what item(s) are required for submission?

Answer Please see Attachment C - Commercial Items also refer to Amendment

4. Question Is this opportunity LPTA or Best Value?

Answer Best Value

5. Question What is the staffing level currently in place?

Answer Current staffing is as follows: 1 Project Manager, 1 Production Control Clerk II included in the CBA, 1 Lead Mechanic, 1 EMS Tech, 3 HVAC Specialist, 1 Maintenance Mechanic, 2 Electricians. Total of 10.

6. Question Please advise if the positions showed on the CBA are the current staffing positions and if there is only one employee per position.

Answer Current staffing is as follows: 1 Project Manager, 1 Production Control Clerk II included in the CBA, 1 Lead Mechanic, 1 EMS Tech, 3 HVAC

Specialist, 1 Maintenance Mechanic, 2 Electricians. Total of 10.

7. Question Does the government have a current BOP in place?

Answer Yes, each building has a BOP in place, however as mentioned in the pre proposal conference this Building Operating Plan is being redefined with this solicitation.

8. Question Please provide a list of current subcontractors for the areas of:

Fire Alarm

BAS

Chiller Maintenance Boiler Maintenance Water Treatment Emergency Generators

Answer Fire Alarm - Fire Alarm Services (FAS) BAS - Siemens and Trane Chiller Maintenance - Carrier, Johnson Controls Boiler Maintenance - Cleaver Brooks, Intermountain Boilerworx Water Treatment - Iron Horse Water Treatment, RK Mechanical Emergency Generators - Cummings

9. Question C.21.2 Extended Operating Hours Does this section require that the contractor needs to maintain some onsite personnel to respond to service calls after normal working hours? If so please indicate what are the normal working hours and how many hours are required after the normal working hours.

Answer See building information sheets for building normal operating hours.

Section C.23.3 Emergency Call back hours define response times for time outside normal working hours.

10. Question Please advise if the SAM FAR report is enough as far as representation and certifications documents needed.

Answer Yes, the SAM report is sufficient.

11. Question The page limitation on technical factors 1 and 2 seems to be too tight to properly describe the required information. Please consider increasing the page limitation on these factors.

Answer See Amendment 0001 - Factor 1 was increased to 12 pages. All other remain unchanged

12. Question The agency is interested on evaluating the development / implementing quality management program. Please if possible provide more description on these two subfactors.

Answer Submit your concept for quality management that best meets the requirements in the solicitation. Since the requirements are not meant to be prescriptive in approach GSA is not able to elaborate.

13. Question If we are submitting as an 8(a) Joint Venture, do we need to submit a copy of our JV agreement with our proposal?

Answer Yes, submit your JV agreement with proposal. - Language has been added in Amendment 0001

14. Question They did not issue Attachment D.3 in the original solicitation. Can you please issue this attachment?

Answer

15. Question Under Factor 2), Offeror’s Management Approach, in the bidder’s instructions, it states:

“The offeror shall demonstrate for each of the following areas (1-4) that:”

Only three areas to address are provided. Is this a typo or is one area to address under Factor 2 missing? Please clarify.

Answer Corrected In Amendment 0001

16. Question Section C.40.4 of the PWS it states:

“The Contractor shall provide 20 miscellaneous work hours and up to $150 for parts and supplies per calendar month (hours and dollar amounts are cumulative to succeeding months) when requested by the CO or designee, to accomplish discretionary work in the buildings that are covered by this Contract. No labor cost shall be included.”

Please clarify what you mean by the hours and dollar amounts are cumulative to succeeding months?

Does that mean if miscellaneous work hours are not used for 2 months, then on the third month you have 60 hours to utilize? Normally these hours and funds for parts are not rolled over month to month. Please clarify.

Answer Rolls over month to month, but not between option years.

17. Question Reference Factor 3 – Offeror’s Relevant Experience Will there be a format/template provided for what is to be submitted for relevant experience? Guidance is minimal and the only restriction is that the contract/order description shall be no more than two (2) standard pages.

Answer The format is up to you just ensure that the experience being provided meets the definition of Similar size, scope and complexity within the parameters established in the submittal requirements.

18. Question Since Attachment E1: Past Performance Evaluation Form – Section 1 & 2 are provided as .pdf files. Can we recreate them in MS Word (or any other format) so that the evaluators can more easily fill them out?

Answer Yes, another format is acceptable.

19. Question Attachment C – Commercial Item Clauses, pg 52 Under Similar Complexity it states twice, “O&M work in a facility (one or more buildings)” and then under Similar Size it states, “O&M work involving a contract/Task Order for a facility (one of more buildings) totaling at least 500,000 sq ft.

a) Are the requirements for Similar Size also suppose to read “one or more buildings”?

b) If not, please clarify the similar size requirement. Is the total square footage of 500,000 Sq ft for one building of a group or can it be the total of all the buildings.

Answer The 500,000 sq ft could be one or the total Sq footage of several buildings.

Similar size has been corrected in amendment 001

20. Question Reliability Centered Maintenance (RCM) was mentioned during the site visit and that RCM is type of route they would like to take on this contract.

Is RCM something GSA wants or desires? Will the GSA pay for the installation of the RCM programming and sensors?

Answer Please propose according to the solicitation.

21. Question General Question – Building Occupancy What is the current occupancy (percentage) of each building on this contract? Are we required to bid this contract as if every building was 100% occupied and fully functional per the Building Information Sheets provided?

Answer Please follow Building Information Sheets provided.

22. Question General Question – Building Occupancy If we bid every building as if it was fully occupied (100%) and then are awarded the contract, will we continue to receive the full amount we bid for the life of the contract (Base and Options)? Or, will the government readjust (institute a deduction) our Firm Fixed Price (FFP) based upon the current occupancy of the building starting on day one of the contract?

Answer Does not apply - Adjustments are made on an inventory basis

23. Question Does Kitchen ductwork have to be cleaned by the contractor? If so, how many linear feet is the duct work.

Answer No, the operating vendor is responsible for the cleaning. Contractor is responsible for the duct work and associated equipment.

24. Question Is the contractor responsible for the cleaning and emptying of grease traps?

Answer Yes

25. Question Reference C.35.7 – Consumables How much fuel (in cost) is used annually for the past three years?

Answer See section C.35.7

26. Question Reference C.36.5 – Corrosion Monitoring Have coupon racks or equivalent electronic monitoring system, in treated water loops been installed.

Answer Yes

27. Question Reference C.40.10 – Warranties Is the roof or any of the major equipment within the facility covered under an installers or manufacturers warranty? If so, what is the piece of equipment and how much of the warranty remains?

Answer Roof warranties vary from building to building. Equipment warranties vary from building to building.

28. Question Reference C.41.19 When was the last time an annual inspection of the designated roof anchorage points was performed? Since the contractor has no custodial requirements with this contract, exterior window washing is the responsibility of the custodial contractor or their sub. Normally the individuals performing the window washing perform their own inspection / testing of anchorage points.

Answer None of the buildings have roof anchors. - However should roof anchorage be installed it will be the O&M responsibility to ensure annual inspection.

29. Question Reference C.42 Fire Protection and Life Safety Equipment and Systems Please confirm that the contractor is to follow NFPA guidelines for frequency, codes and standards when it comes to fire protection and life safety equipment.

Answer Refer to Attachment D - Performance Work Statement. The Requirements for NFPA are throughout the document.

30. Question Each of the CLINs refer to pricing based on agencies located in the various buildings however the inventory provided by the Government is not broken down by agency for the most part. e.g. There is some mention of different agency equipment in building 810.

Can you please provide the inventory broken down by agency and building in order to be able to price according to the CLINs.

Answer Per Amendment 0001 the 1449 has been revised to provide pricing per building.

31. Question Confirming this is not an electronic submittal; instead four hard copies and an electronic copy via CD, thumb drive or email is the requirement.

Answer GSA is requesting one electronic copy provided (via: CD, Thumb Drive or Email) and four (4) hard copies of your proposal

32. Question Please provide more specifics on the Volumes the Government would like for offerors to submit, as well as the sequence of items. For example: Two or Three Volumes?

1. Volume 1: Administrative—Amendment Acknowledgements, Reps & Certs, etc.

2. Volume 2: Technical—Factors 1-3

3. Volume 3: Pricing—SF 1449, Schedule B

Or

1. Volume 1: Technical—Factors 1-3

2. Volume 2—SF1449, Schedule B; Amendment

Acknowledgements, Reps & Certs)

Answer See Amendment 0001

33. Question Our company currently operates a GSA O&M contract as part of an 8(a) Joint Venture for a federal complex comprised of three (3) facilities totaling 2,407,914 sq. ft. with a contract value of over $21 million. Will the government permit us to use this contract as part of our Experience and also Past Performance?

Answer Yes, it will be permitted.

34. Question Are there any formatting requirements such as margins, font size, single

vs. double spacing, etc

35. Question C.2.14 Computerized Maintenance Management System (CMMS) A “computerized maintenance management system” is a database and application software package that automates the O&M and repairs record keeping requirements. GSA’s National Computerized Maintenance System (NCMMS) is designed to enhance efficiency and effectiveness of maintenance activities. Typical features include planning, scheduling and monitoring of work orders and maintenance needs

Which modules are included in GSA’s NCMMS (i.e., Work management, inventory , etc.)

Answer Maximo Version 7.5 as of 8/15/2018

36. Question The Contractor shall utilize NCMMS to handle mobile work management practices to the greatest extent practicable. This includes using the NCMMS mobile application for: management and input of work orders, and documentation of time to complete work orders in real-time when possible

Is this mobile app available to Android and iphones?

Answer The mobile application is active as of the last MAXIMO update. It is expected that the mobile application will be available at contract award.

37. Question Will subcontractor past performance be considered in the evaluation?

Answer yes

38. Question C.8.2 Communication Equipment - a. Phone/Emails/Text messaging smartphone or tablet devices. The Contractor is responsible for all initial and monthly costs associated with the device. In areas where cellular service is unavailable, or un-reliable, special exceptions may be made by the CO or designee on a case by case basis.

1. Such devices must be on the list of GSA approved devices and are to be processed through GSA’s procedures for remote mobile management. This will allow for mobile access to GSA email, and the NCMMS mobile environment. The process for this and the list of currently approved devices is available upon request Is there a cost associated with the NCMMS mobile app that is used to access GSA email?

Answer GSA has an enterprise license for MAXIMO. There is no additional cost to the O&M Contractor for mobile access to MAXIMO

39. Question H.15.2.1 Qualifications of the Project Manager - A detailed resume containing the information specified in this document shall be submitted to the CO or their designee for approval prior to the assignment of the project manager to the Contract Is a resume to be submitted with the proposal?

Answer Yes, resumes are to be submitted with the proposal.

40. Question H.15.2.2 Qualifications of Onsite Supervisors - A detailed resume containing the information specified in this document shall be submitted to the CO or their designee for approval prior to the assignment of any supervisor to the Contract Are resumes to be submitted with the proposal?

Answer Yes, resumes are to be submitted with the proposal.

41. Question Page 77 PWS - On line at all times unless approval is given during maintenance periods (C.42) Advance notification and approval per occurrence. This covers all fire system requirements.

Please clarify if this requirement is for Fire Protection and Life Safety Equipment and Systems

Answer Yes.

42. Question C.41.15 Asbestos Management - Please provide workload data for Class III and Class IV asbestos work

Answer Estimated at 5%.

43. Question Please clarify why is Vertical Transportation is listed in building operation plan if not performed (as per C.1.3, n., Exclusions

Answer For your reference

44. Question Page 37, C.10 Equipment Inventory - Omissions on existing inventory do not relieve the Contractor from the responsibility for the maintenance of the equipment.

When was the last equipment inventory?

Answer December 2017

45. Question Page 41, C.21.2 Extended Operating Hours - Areas of the building with extended operating hours may change during the performance period of the Contract. The Contractor will be notified of these changes as soon as possible.

What is the significance of any such changes? In other words, will those changes impact response to work requirements during “normal” business hours, such as overtime requirements?

Answer No.

46. Question Page 46, C.27 BAS Alarm Response - Is this only during normal business hours, or does this require 24/7 monitoring/response?

Answer 24/7 monitoring and response depending on the alarm.

47. Question Page 47, C.30 Negligence, line 6 - If equipment shall be operated beyond normal conditions to prevent damage to equipment, the Contractor will be responsible to pay for additional energy used as a result of negligence.

Please clarify this requirement or provide an example. It is not clear.

Answer If the contractor is found negligent, they will be responsible for any additional energy costs.

48. Question Page 48, C.35.1 General (Maintenance Program) - This system shall include a comprehensive list of items receiving a maintenance procedure, as well as describing the maintenance standard and frequency. The Contractor shall follow their Maintenance Program Development Plan, approved at time of award and incorporated into this contract in the development of the Maintenance Program. Must have the inventory, standards, frequencies included in the plan approved at time of award.

Is the Maintenance Program Development Plan developed during transition and due before contract start versus time of award

Answer See Evaluation criteria, Factor 1) Offeror’s Technical Approach, Submittal Requirements. A plan is due with your proposal, the contractor and GSA will work on implementation during the transition phase.

49. Question Page 57, C.40.2, Non-reimbursable Repairs - Please provide historical workload for $1K or less work requirements. Is there a threshold?

Answer Estimated 12 non-Reimbursables per month, 144 per year. There is no threshold.

50. Question Page 75, Deliverables, C.23.4 - Respond to urgent work requests/work orders within 1 hour

Is this only during normal business hours?

Answer No.

51. Question PWS Section C.8.5, Use of NCMMS - In accordance with PWS Section C.8.5, Use of NCMMS, the contractor will be required to use the NCMMS.

It is our understanding that the government desires robust reporting and trending capabilities for CMMS data. However, as the government’s standard CMMS system, contractors have limited access and customization capabilities with the NCMMS.

· Is it the government’s expectation that the contractor use the NCMMS as its sole CMMS resource?

· Will the government allow the contractor to use a second CMMS system in tandem with the NCMMS, provided all necessary data is entered or uploaded into the NCMMS?

Does the NCMMS have mobile device capabilities?

Answer The government provided NCMMS system is to be a the primary source of data.

52. Question PWS Section C.38, Lamps and Ballasts - Will the government allow contractors to use their own man lift for changing light bulbs in the warehouse space?

Answer Yes, provided it’s OSHA compliant.

53. Question H.16, Government-Furnished Materials - Bullet point c states “Space in the building, including locker rooms, if available.”

Bullet point d begins with “Space in the building for the storage of an inventory of supplies and equipment that will be used in the performance of work under the Contract.”

Will the government provide office and trailer space for the contractor? If so, approximately how much of each will be provided?

Answer 1200 square feet of office space.

54. Question Attachment D1_Performance Work Statement, Para. C.21.2, Extended Operating Hours: What are the extended operating hours and what are our expected normal working hours? Are we to provide 24 hour staffing?

Answer See solicitation. & Building Information Sheets

55. Question Attachment C_Commercial Item Clauses, FAR 52.212-2 EVALUATION, para. (c), pg. 52, Similar Size: As this is a set aside for an 8(a), will the government please reduce the size requirements to 350,000 sq. ft. and $3 million total value? This will benefit the Government by ensuring more competition.

Answer No

56. Question Please confirm that Offerors are to include their completed SF1449 and Representations & Certifications within the separate Price Volume.

57. Question Scope of Work – Electrical Systems and Equipment. - Is there a line by line available for the lighting for the 6 buildings in this PWS? Are there any lighting control systems in these 6 buildings?

Answer No. Yes.

58. Question Transition Phase Startup - Is the transition period for phase-in 30 or 60 days (30 days was stated at the site visit)?

Answer C.5 Transition Phase. The transition phase is a 60 calendar day period.

59. Question Use of NCMMS - What version of NCMMS are you currently using?

Answer Maximo Version 7.5 as of 8/15/2018

60. Question Energy and Water Efficiency - Do any of the buildings in scope have any available analytic tools (AMS, EUAS, GSAlink, etc)?

Answer AMS & EMS

61. Question Control Systems - Which buildings have had an ESPC project performed and what was the general scope (water savings, equipment upgrades, etc.)?

Answer All of them have been: Water, energy, equipment upgrades, lighting, BAS.

62. Question Smart Buildings - Have any of the buildings in scope been migrated onto the GSA network? If so, which ones?

Answer All of the buildings under this scope, except B75 are on the GSA network.

63. Question Emergency Work Request / Work Order, Urgent Work Request / Work Order Response, Routine Work Request / Work Order Response - Please provide a 5-year history of all service calls for emergency, for urgent, and for routine work

Answer A 5 year history can not be provided at this time due to a transition in systems.

64. Question BAS Alarm Response - Is there an existing remote notification system active on the site?

Answer Remote desktop

65. Question Advanced Metering Program - There is a missing reference to training, the last paragraph reads that "contractor shall have access to AMS and be trained as stipulated in.." As stipulated in what? What are terms for training provided by the govt?

Answer The government will train the contractor on this system.

66. Question Application of Diagnostic Software - Does the GSA at DFC have an active diagnostic software that is used? If so, will contractor have direct access?

Answer No