Vendor_Questions_and_Responses.pdf

QUESTION # RFP Reference VENDOR QUESTION Government Responses 1 FAR 52.212-1, 1-8 (pg. 49-51) Will a Table of Contents count towards our page counts? No

FAR 52.212-1, 2 (pg. 49)

Since this is an electronic submission, may we submit our technical, management and past performance, and price supporting documents in a PDF? We assume that Attachments 2 and 3 would be submitted in its native Excel format. Yes

3 FAR 52.212-1, 7 (pg. 50-51) Is it permissible to use a lesser font for tables, graphics other than the “12 pitch” Minimum 8 pitch font acceptable for tables or graphics.

4 FAR 52.212-1, 1-8 (pg. 49-51) Do we need a Cover Letter with Each Volume, or will one Cover Letter suffice for the Electronic Submission? No. A single cover letter will suffice.

5 FAR 52.212-1, 1-8 (pg. 49-51) Is there a size limitation on the File Size that can be accepted on the Governments Email/Server? 10 MB

III.6 52.209-7 Information Regarding Responsibility Matters (pg. 34-45)

Can you advise where this section needs to be placed, we assume in Volume III – Price. Yes, Volume III - Price

III.8 52.212-3 Offeror Representations And Certifications (pg. 35-49)

Can you advise where this section needs to be placed, we assume in Volume III – Price. Yes, Volume III - Price

FAR 52.212-1, 7,D, 1, Factor 1: Technical Approach, Subfactor B: Experience (pg. 52)

The Offeror shall describe the experience and qualifications of their proposed contract manager, service manager and quality control manager. The Offeror shall provide specific examples detailing the Offeror’s experience, demonstrating innovative approaches and problem resolution.

Q1: Can you confirm that this is correct to provide experience just for these three individuals or for the company’s experience?

The experience referred to in Subfactor B refers to both the company and the positions listed in the RFP.

FAR 52.212-1, 7, D, 2 Factor II Management

(pg. 53)

Can you confirm that these Key Personnel, Contract Manager, QC Manager, Environmental Control Specialist, and Project Security Officer do not need to be on site, just available within the hours depicted in the PWS?

Weekly progress meetings shall be held on-site at McAllen. Otherwise on-site requirements shall be sufficient to successfully meet the government's requirements.

FAR 52.212-1, 7, D, 2 Factor II Management

(pg. 53)

The Offeror shall provide sufficient detail that demonstrates its ability to perform the work, to include but not be limited to organization plan, draft Transition-In Plan, key personnel designation plan, detail staffing plan matrix of proposed personnel that demonstrates qualifications, capabilities, skills and assignments. Q1:

Are you requiring a BOE for the entire organization, as this could take several pages to complete? Q2: if they are requiring Qualifications for the entire organization, as this could take several pages to complete?

A staffing plan matrix designating qualifications/capabilities/skills/assignments can help demonstrate the Offeror's management approach to the contract per page 53 of the RFP

FAR 52.212-1, 7, D, 2, Volume II, Factor III Past Performance (Attachment B, Paragraph 10)

“Did you perform interior and routine maintenance on large HVAC (e.g. filters, vacuuming)? Indicate manufacturer/models. (use separate sheet if required.)” Q1: One of our project references covers 149 buildings and involves extensive HVAC equipment. Would it be acceptable to provide a sampling of our manufacturer/models for the HVAC systems rather than a full listing? A sample list of equipment is acceptable

Attachment 1B, Sheet 1 1718

The RPIE indicates one elevator; however, on the site-walk we observed 2 elevators and also a crane (which could possibly be used as a 3rd elevator). Can the government confirm the count and asset information of elevators?

attachment 1B, equipment list shall be used for proposal submission. Any changes in equipment shall be addressed during the equipment validation phase of the contract

13 Attachment 1. C.1.3.3.10 Can the government please advise where Backflow reports should be submitted, the Jurisdiction, or EMCOR?

Certifications and permits shall comply with federal, state , and local requirements(

PWS C.1.3.3.10)

Attachment 1B, Sheet 1 Rows 4786-4788

The solicitation does not provide information on fire protection equipment at location RGV-TX0042-TX0081. Can the government confirm if the fire protection equipment at this location is being serviced as part of a different contract?

attachment 1B, equipment list shall be used for proposal submission. Any changes in equipment shall be addressed during the equipment validation phase of the contract

Performance Work Statement (PWS), C.6.1.5

Is the Project Security Officer position strictly an administrative position? Meaning, will the individual’s task be focused only on collecting the proposed candidate’s paper work and submitting said paperwork to the Government for processing?

The Contractor shall supervise Program Security aspects(PWS table C.5.1, item 4).

Security Officer shall oversee background check investigations. PWS C.6.1.6)

Performance Work Statement (PWS), C.6.1.5

Can the Government please advise if the Project Security Officer will need access to JPAS? Is a current security clearance needed for this position, if so what level of clearance? JPAS is a DOD system. Refer to PWS C.6.5 for suitability.

17 General Please confirm resumes are NOT included in the page count. Resumes not included in page count

18 RFP_Attachment_1B_--_ETX_Equipment_List Please provide a list of all subcontractors. Please provide list of subcontractors per location/state. A list of subcontractors is not available at this time.

RFP_Attachment_1B_--_ETX_Equipment_List

Please provide a detailed (Make, Model, Serial Number, KW, Size, etc.) Inventory/CMMS list for ALL Equipment to include generators in excel format. To include condition. RFP Attachment 1B, equipment list is the only list available.

20 General Please provide a list of current incumbents with current staffing levels. EMCOR is the incumbent

Attachment 1A and 1B

The facility list (1A) and line item detail reflect CBP's owned Real Property portfolio.

In some cases there may be no assocaited equipment listed in attachment 1B. This will be investigated during the equipment validation.

RFP_Attachment_7_- _ETX_Filter_Frequency_Changes

Please provide the total count of systems provided in RFP Attachment 7 ETX FFC. Are the systems listed in the provided attachment fully functional/operating properly? Please provide a list of last service dates

Attachment 7 is the most recent list of functional items that require special servicing

23 General Will Letters of commitment need to be provided? Yes

24 General Will the government provide the current CMMS Database upon/after award? contractor shall provide and maintain a CMMS system (PWS C.1.5)

25 RFP_Attachment_1B_--_ETX_Equipment_List How many AFF systems are in use? When is the last time the bladders replaced on the AFF systems? RFP Attachment 1B, equipment list is the only list available.

C.1.3.9 Firing Range Maintenance Is the firing range maintenance performed inhouse or subcontracted?

If subcontracted, please provide the subcontractor name. Firing Range requirements are identified in C.1.3.9 of the PWS 27 General Will the gov’t provide a copy of the site visit sign in sheet? Names of companies in attendance @ site visit will be provided.

28 General Please identify equipment that is considered non-operational. All equipment on attachment 1B shall be considered operational

29 General Please identify the equipment and or systems that are scheduled to be replaced or upgraded soon. A list of equipment planned for replacement is not available

30 General Please clarify the requirements to escort subcontractors. Escorting requirements are stated in C.6.3.1.5 of the PWS

General

For the HVAC filters and the detention cells, are those systems designed with filters that need to be replaced with new filters or the existing filters to be washed and returned to service? RFP Attachment 1B, equipment list is the only list available.

32 General How many and what type of Maximo licenses should be provided for authorized government users?

For Bidding purposes, seven CMMS licenses are required.

SOW

The statement of work states that weekly meetings will be held.

Will those be in physically located in McAllen or can they be done via conference call?

The Contract Manager and/or the Service Manager shall attend weekly coordination meetings with CBP at the McAllen, Texas maintenance facility (PWS C.6.1)

Please provide a detailed (Make, Model, Serial Number, KW, Size, etc.) Inventory list for the Following BE-BU Numbers in excel format:

TX0088-TX0205 TX0154-TX0618

TX0127-TMP01 TX0156-TX16004

TX0129-TX7423 TX0156-TX16314

TX0131-TX15291 TX0156-TX16315

TX0143-TX1007 TX0156-TX9797

TX0143-TX1008 TX0161-TX7336

TX0190-TX7341 TX0193-TX0052

TX0196-TX8897 TX0215-TX9208

TX0216-TMP01 TX0300-TX0001

TX0300-TX7408 TX11553-TX15864

TX0529-TX9199 TX11536-TX15395

TX11492-TX15400 TX11390-TX7315

TX0016-TX14927 TX0016-TX7377

TX0016-TX7378 TX0016-TX8407

TX0016-TX8408 LA0031-LA0133

TX0021-TX8841 TX0021-TX8893

TX0426-TX8853 TX0074-TX15999

Please provide a detailed (Make, Model, Serial Number, KW, Size, etc.) Inventory list for the Following BE-BU Numbers in excel format:

TX0088-TX0205 TX0154-TX0618

TX0127-TMP01 TX0156-TX16004

TX0129-TX7423 TX0156-TX16314

TX0131-TX15291 TX0156-TX16315

TX0143-TX1007 TX0156-TX9797

TX0143-TX1008 TX0161-TX7336

TX0190-TX7341 TX0193-TX0052

TX0196-TX8897 TX0215-TX9208

TX0216-TMP01 TX0300-TX0001

TX0300-TX7408 TX11553-TX15864

TX0529-TX9199 TX11536-TX15395

TX11492-TX15400 TX11390-TX7315

TX0016-TX14927 TX0016-TX7377

TX0016-TX7378 TX0016-TX8407

TX0016-TX8408 LA0031-LA0133

TX0021-TX8841 TX0021-TX8893

TX0426-TX8853 TX0074-TX15999

34 General Is security equipment such as cameras and surveillance CCTV included in this contract?

RFP Attachment 1B, equipment list is the only list available. Excluded items are identified in the PWS. C.1.9

Personnel

Please identify all positions for which a resume should be included in our proposal.

All personnel submitted for Key Positions on the contract shall be submitted for review by CBP. CBP will review each resume to ensure the individuals meet the required qualifications (PWS C.6.1)

RFP_Attachment_1B_-- _ETX_Equipment_List/General

Who currently provides preventative maintenance services for all lifts? EMCOR is the incumbent

RFP_Attachment_1B_--_ETX_Equipment_List

Do you want the load testing for Generators to be both a building load test as well as a separate load bank test where we bring in an artificial load? Can you tell me how long you would like each of these tests to be? 0.5 hour building load test and 2 hour load bank test?

The Contractor shall provide PM on a recurring basis and as identified by the original manufacturer’s recommendations, GSA or industry standard, whichever provides the higher standard of service (PWS C.1.3.3.3 ). However, Preventive maintenance for all generators and other emergency backup power systems shall include power load testing every 6 months. The Contractor shall drop power to the building to test functionality of systems.(PWS C.1.3.8)

TX0021 Del Rio Air Branch – The equipment list shows a list of assets assigned to TX0021 BE but does not break these assets down into the BUs TX8841 and TX8893. Can the Government provide the asset inventories specific to these two BUs? RFP Attachment 1B, equipment list is the only list available.

There are numerous assets listed in Attachment 1B that are located in BUs not contained in Attachment 3 Line Item Detail. Are these assets and BUs not included in this contract?

Line item detail, equipment list, and facility list have been reconciled and changed

Is it the intent of the Government that the contractor provide a 24x7 Call Center to meet the requirements of C.1.4 Telephone Services?

The Contractor shall provide a single contact telephone number for service calls.

The Contractor shall receive calls at this number twenty four (24) hours per day, seven (7) days per week. (PWS C.1.4)

How many Government seats on the CMMS will be required under

PWS C.1.5?

For Bidding purposes, seven CMMS licenses are required.

Will any information such as the equipment histories and preventive maintenance practices contained in the current CMMS be provided to the awardee or will this information have to be assembled from scratch?

The government shall provide whatever historical information is available after contract award

Is the Government currently providing the incumbent the office and storage space mentioned in PWS C.3.1? The Government does not intend to provide Government-furnished equipment

(GFE), office space or Government-furnished information (GFI) during the execution of this contract.(PWS C.3.1.1)

The equipment list has numerous chillers but there are not any cooling towers listed. Are there any cooling towers that will be included in this contract? RFP Attachment 1B, equipment list is the only list available.

Staffing – Please define the meaning of “close proximity” with regard to staffing contractor shall be able to respond to all classification of service calls(PWS C.1.4.1.2)

Contract Manager or Alternate response times – Is a phone response within one hour acceptable? contractor shall be able to comply to all classification of service calls(PWS C.1.4.1.2)

47 PWS C.1.3.2 QC and Safety Plan – Which BAA Act governs?

Contract performance shall comply with all federal, state, and local requirements

(PWS C.5.2.2)

Are any special permits required to work in Texas?

contractor is responsible for compliance with state and local regulations (PWS C.2)

49 Instructions to Offerors, Section 7.C.2.b Typing shall not be less than 12 pitch. Please confirm that text used in tables and other graphics can be smaller than 12 pitch font. Minimum 8 pitch font acceptable for tables or graphics.

Reference PWS Section C.1.5, Web-Based Tracking System/ Computer Maintenance Management System (CMMS)

a. What is the current CMMS system used by the incumbent O&M Contractor?

B. Upon award, will the incoming contractor be provided a flat file of existing government equipment and repair and maintenance history?

c. How many CMMS user licenses will the government require?

d. Will the four (4) required training sessions for government employees be conducted on site at an office in TX, on site at the government offices in DC or can they be performed via online web meeting?

MAXIMO is presently being used. The government shall provide whatever historical information is available. For Bidding purposes, 7 seat are requested. Location of CMMS training shall be determined after contract award.

51 Reference PWS Section C.1.3.3.6.4, Coefficient

a. It is anticipated that many repairs for Work Orders, Task Orders and IROs may require the one-time use of speciality contractors will not have received site clearance and will require escorting. Is it the government's intent that the contractor price escorting time into the coefficient or will the contractor be allowed to price in the escorting labor prior to adding the coefficient? b. Will the government be providing the Contractor with a transferable sales tax indemnification for purchase of parts and materials for use in the performance of repairs or should any tax liability be covered in the coefficient?

The contractor's coefficient is described in PWS C.1.3.3.6.4 and the RFP

Reference PWS Section C.1.3.7, Load Test and Certification

The equipment in this section is very important and potentially dangerous if not properly maintained. Upon award will the government provide the awardee with all pertinent maintenance records, certifications and load test results?

The government shall provide whatever historical information is available

Reference PWS Section C.1.3.8, Emergency Power Back-up Systems

The equipment in this section is CBP mission critical and could potentially lead to mission interruptions if not properly maintained. Upon award will the government provide the awardee with all pertinent maintenance records, certifications and load test results? The government shall provide whatever historical information is available

Reference PWS Section C.6.1.5, Project Security Officer

Is it required that the Project Security Officer be a key “on-site” position or can this position be fulfilled from a corporate or remote office location?

Specific requirements for the Project SecurityOfficer are identified in C.6.1.5 of the

PWS

Reference PWS Section C.1.3.3.2.1, Equipment Validation

The equipment validation is a large level of effort spanning a wide geographic area that must be completed and submitted to the government within 60 days of contract award. Please confirm that it is the government’s expectation that Contractor-proposed staffing reflect that this work

The equipment validation is scheduled to last 60 days (PWS C.1.3.3.2.1)

According to PWS Sections C.1.3.3.4, Minor Repair (At or Below the Micro-purchase Threshold); C.1.3.3.5, Intermediate Repairs (Above the Micro-purchase Threshold and less than $10,000); and C.1.3.3.7, Major Repair (Above $10,000)

All task orders shall have, at a minimum, a one-year all-inclusive warranty.” Please provide a list of all active warranties applicable to equipment included in this PWS All available warranties shall be provided upon contract award

Please provide a list of any unique, manufacturer/system-proprietary, or government- mandated software systems with which the contractor is required to work. government is not aware of any proprietary systems at this time. However, site specific energy management systems may be encountered over the course of this contract

On average over the duration of the current contract, how many task orders were issued under DBA?

Under the current contract, approximately 50-60 task orders were issued over the duration of the contract

Are we required to maintain the DDC (direct digital control) systems within the buildings?

This performance work statement emphasizes Contractor overall system maintenance responsibilities. The term “system” encompasses all ancillary parts required for the total system to properly function as intended and accomplish its purposes. (PWS C.1.3.4)

Attachment 7 frequency list and Attachment 1B Equipment List.

Upon comparing the Filter frequency list to the Equipment list, it was noted the following filters were not linked to an asset. Please provide the asset that belongs to these particular filters.

ASSET #: 8004 0883995 08893 ASSET

#: 8004 0883995 08898

RFP Attachment 1B, equipment list is the only list available.

61 Who is the current incumbent? EMCOR Government Services 62 What is the current incumbent’s price for the contract? $17,066,721.65 63 Can you provide a current seniority list for personnel? A list is not available 64 Can you provide Key Personnel List? A list is not available

Are resumes required for proposed key personnel in the technical?

All personnel submitted for Key Positions on the contract shall be submitted for review by CBP. CBP will review each resume to ensure the individuals meet the required qualifications (PWS C.6.1). The RFP identifies the submission procedures

Section C.7.3. states “The Contractor shall submit its Transition-In Plan for the COR’s approval not later than twenty-one (21) calendar days after contract award.” And C.7.5. states “Performance of transition-in services begins at contract award.” Can you clarify?

Some transition-in activities can be initiated upon contract award, that will be part of the plan's submission

67 Are performance bonds required for this contract, if so when?

Yes, for constuction task orders see RFP Section II.40 FAR 52.228-15 – Performance & Payment Bonds Construction (OCT 2010)

C.1.3.9 Firing Range Maintenance. Can you clarify scope of contractor's responsibility? Firing range maintenance requirements are described in the PWS C.1.3.9

69 Can you provide a list of current subcontractors being used? That information is not available

Are there any formatting requirements? (Margin sizes, font sizes etc..) Yes, see RFP for formatting requirements

Are there any special on site staffing requirements for the buildings? contract shall include all labor, supervision, tools, materials, parts, equipment, transportation, licenses, permits, certifications and management necessary to provide for equipment and system maintenance and repairs at government facilities(PWS C.1.3.1)

What is the expected response time for a routine and urgent service call?

contractor shall be able to respond to all classification of service calls(PWS C.1.4.1.2)

73 Can you provide an Offeror Checklist? No

Will DHS accept completed CPARS in lieu of the past performance forms? Yes

What type of building automation system is in the building?

RFP Attachment 1B, equipment list is the only list available. This performance work statement emphasizes Contractor overall system maintenance responsibilities. The term “system” encompasses all ancillary parts required for the total system to properly function as intended and accomplish its purposes. (PWS C.1.3.4)

76 Is the Project Manager required to be on site? Key personnel requirements are identified in the PWS, C.6.

As a Joint Venture submission, does past performance and experience requirements require both companies making up the JV to submit separate references? No.

78 Does DHS provide any on-site vehicles to travel between buildings?

No. Government furnished space, equipment and service is identified in the PWS, C.3.

What are the normal operating hours for each site and what is the expected hours for contractors to be on site at each? Hours of operation is described in the PWS C.1.3.10)

Volume I, Factor II: “In addition, Offerors shall provide their proposed staffing and identify Key Personnel that meet the PWS standards. At a minimum, each resume shall list education, and employment history which includes employer, timeframes and a short description of responsibilities and accomplishments.” In C.6.

of PWS it lists 10 positions. Are contractors required to submit 10 resumes with Volume I? C.6 of the PWS identifies the key personnel.

Can you release the number of current FTEs and staff at each location? That information is not available

Can the government provide us more information on the chillers.

Are they Absorption, Centrifugal, reciprocal, or screw? RFP Attachment 1B, equipment list is the only list available.

83 How much tonnage is each chiller on the asset inventory? RFP Attachment 1B, equipment list is the only list available.

This information is not readily available but it is reasonable to assume they are located in either Hangar A, B or 32C.

The following assets show up on the Attachment 1 B EXT Equipment list but only the BE is identified in the inventory. Can the government tell us which buildings these assets are associated to, the price schedule has building under this BE already, but the following are not assigned to any particular BU building?

RGV-TX0074 Air Compressor RGV-TX0074 Air Handling Unit RGV-TX0074 Condensing Unit RGV-TX0074 Evaporator RGV-TX0074 Fan (Exhaust) RGV-TX0074 Hot Water Heater

Please note that Attachment 1B EXT Equipment List is missing the following locations. Can the Government provide asset lists for these locations?

TX7423 TX7341 TX7378

TX15291 TX0052 TX8407

TX1007 TX8897 TX8408

TX1008 TX7408 LA0133

TX0618 TX15864 TX18406

TX16004 TX15395 TX8841

TX16314 TX15400 TX8893

TX16315 TX7315 TX15999

TX9797 TX14297

TX7336 TX7377

TX7423 Window Unit (No PM necessary); TX15291 Window Unit (No PM necessary); TX1007 (2) AC Units (8004 0883995 09758, 8004 0883995 09758); TX1008 (2) AC Units (8004 0883995 09730, 8004 0883995 09731); TX0618 No equipment; TX16004 No equipment; TX16314 No equipment; TX16315 No equipment. TX9797

85 cont.

TX7336 (3) Gate Operators; TX7341 No equipment; TX0052 No equipment; TX8897 No equipment;

TX7408 This is a generator; TX15864 No equipment; TX15395 No equipment; TX15400 No equipment;

TX7315 No equipment; TX14297 BE not found; TX7377 (1) Package AC Unit (8004 0883995 10006);

TX7378 (1) Evaporator (8004 0883995 26547); TX8407 No equipment; TX8408 No equipment. LA0133

TX18406 See equipment list); TX8841 See equipment list; TX8893 See equipment list; TX15999 No equipment.

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