Attachment 8 - Questions and Government Responses.pdf

QUESTIONS and GOVERNMENT RESPONSES

QUESTION 1. How does the Prime Contractor Coefficient shown in Attachment 4 – Pricing Overview Sheet factor into total evaluated price?

GOVERNMENT RESPONSE: The Pricing Overview Sheet is intended to capture the overview of pricing, including the proposed contractor prime personnel rates and the proposed co-efficient rate for the duration of the intended contract. This will result in rates that consist of a set, contractually agreed-to amount for the base year and for each option year in order to avoid ambiguity or surprises in rate changes.

For specifics regarding how the co-efficient will be used, please review PWS sections pertaining to the application of the coefficient:

C.1.3.3.4.1 Coefficient C.1.3.3.6.4 Coefficient C.1.3.3.8.4 Coefficient

QUESTION 2. Attachment 3 – Line Item Detail is laid out by building; however, they do not all match up with what is provided in the inventory. Can the government advise how to price the buildings when they do not match the inventory?

GOVERNMENT RESPONSE: The government will provide a revised Line Item Detail that matches the Facilities List, Attachment 1.

QUESTION 3. What are the yearly FFP values of the current contract?

GOVERNMENT RESPONSE: These are two separate stand-alone requirements. There is no relevance between the yearly FFP value of the current contract and the new requirement.

QUESTION 4. Has the current Solicitation changed significantly from the incumbent contract? If so, please describe significant differences.

GOVERNMENT RESPONSE: These are two separate stand-alone requirements.

QUESTION 5. Can the government please provide Word versions of Attachment 5A - Past Performance Contract Reference and Attachment 5B - Past Performance Relevant Experience?

GOVERNMENT RESPONSE: Yes, word versions are now included for ease in populating the information requested.

QUESTION 6. Attachment 4 – Pricing Overview Sheet has the bidder pricing HVAC technicians;

however, PWS only specifies them as maintenance technicians. Can these be a variety of service technicians, or are they required to be HVAC technicians?

GOVERNMENT RESPONSE: These can be a variety of service technicians. Per PWS Section C.6.3.1.4., at a minimum, each maintenance technician shall be a qualified journeyman in their specific trade, or of comparable training, experience, and ability. Per PWS Section C.6.3.1.5., all contractor personnel performing maintenance, repairs or alterations must be qualified and have the appropriate level of education and experience for the particular task being performed, per the manufacturer, federal, state, or local requirements. Appropriate certifications, training and licenses shall be required.

The Pricing Overview Sheet has been amended for clarity to reflect Maintenance Technicians rather than specifically listing HVAC Technicians. The intent of inclusion of these rates is to lock in the rates for the base year and each option year to avoid ambiguity and surprises to the government.

QUESTION 7. Are there special labor requirements on this contract, such as annual Christmas bonuses for all Puerto Rico employees?

GOVERNMENT RESPONSE: No.

QUESTION 8. Are all assets and PM schedules updated in Maximo?

GOVERNMENT RESPONSE: Reference PWS Section C.1.5.1: “The CMMS is an integral part of the Quality Control and Assurance Surveillance process and shall be continuously maintained by the Contractor.”

All assets and PM schedules are required to be managed by the Contractor. All data should be current in the CMMS at all times.

QUESTION 9. Are only the resumes of Key Personnel – not technicians – required as part of Factor 2:

Management Approach and Methodology?

GOVERNMENT RESPONSE: Yes, correct. Key Personnel resumes are required as part of Factor 2:

Management Approach and Methodology. The Technicians’ resumes are required upon award.

QUESTION 10. In Attachment 4 – Pricing Overview Sheet, the 12 HVAC Technicians are included for pricing, but no Administrative personnel is shown. Does this mean that Administrative personnel duties can be performed by one or more Key Personnel listed in the spreadsheet? If not, how are Administrative personnel to be priced?

GOVERNMENT RESPONSE: Administrative personnel duties are to be part of the overall preventative maintenance costs (normal overhead) and not separately priced. Technicians, for example, are included in the Pricing Overview Sheet solely for the purpose of capturing the rates.

QUESTION 11. Must the comprehensive preliminary Preventative Maintenance Guide for the base contract year (required as a part of Subfactor A: Overall Technical Approach) include each piece of equipment or can that level of detail be included in the Preventative Maintenance Guide due within 70 days of contract award (PWS C.5.2.6. Submittal List for Required Plans and Reports table)?

GOVERNMENT RESPONSE: The preliminary Preventive Maintenance Guide should include each asset class, not each piece of equipment.

QUESTION 12. What is the name of the incumbent?

GOVERNMENT RESPONSE: Native Energy and Technology

QUESTION 13. What is the current contract amount?

relevance between the current contract’s total value and the new requirement.

QUESTION 14. How many employees are currently performing the project?

relevance between the current contract’s number of employees and the new requirement.

QUESTION 15. In reference to PWS C.6 Personnel, the Key Personnel requirements appear to be unduly restrictive with the required years of experience and additional certifications the candidates “shall possess”. Will CBP consider easing years of experience required along with certifications?

GOVERNMENT RESPONSE: No. The key personnel requirements will remain unchanged.

QUESTION 16. Will the government be providing an escort for each facility that will have the ability to answer specific questions regarding expectation, adding /deleting equipment, special requirements etc.?

GOVERNMENT RESPONSE: The Government provided an escorted site visit to any potential offeror the week of March 13, 2023. All questions and answers are provided here. Any additional questions were required to be submitted in writing.

The Government is not providing an escort for work to be performed under the new contract.

QUESTION 17. Will the government provide stickers? Will the contractor be able to carry these stickers during the validation period or will the government be providing the stickers at each facility?

GOVERNMENT RESPONSE: The Government will provide barcodes for the equipment validation and will maintain control of these between each facility visited.

QUESTION 18. Could the validation timeline start after the kickoff to ensure all information is provided to the contractor without impact to the 60 days to complete validation.

GOVERNMENT RESPONSE: No, the validation timeline begins at the date of award, not from the date of kick-off meeting. If the awardee has questions, they may request a teleconference to prepare for the equipment validation prior to the kick-off meeting.

QUESTION 19. Should the contractor call in repair services for approval prior to correcting deficiencies?

GOVERNMENT RESPONSE: The contractor must always contact the COR prior to correcting deficiencies, or the contractor will be performing at risk and may not receive payment for unauthorized work performed.

QUESTION 20. If equipment is added or removed without modification will the contractor be held liable for maintenance?

GOVERNMENT RESPONSE: It is important for the contractor to work with the COR and CO for any equipment modifications in a timely manner. Any equipment change must be approved in writing by the CO.

QUESTION 21. If a building, area, or piece of equipment is added NOT through the PM contractor and then added to the contract will the PM contractor need absorb the warranty the government may have received from the installing contractor or provide additional warranty?

GOVERNMENT RESPONSE: No. Any new building, area or equipment that was installed, built, or replaced outside of this preventive maintenance contract holds a warranty through that contract/contractor and will remain with that contract/contractor until their warranty period ends. The Government will make every effort to provide that information upon modifying any equipment or facility into this preventive maintenance contract. The contractor is responsible for providing maintenance that meets the requirements to uphold the warranty. The awardee is responsible for a warranty on work they provided under the performance of this contract. If the building, area, or equipment is installed by the contractor’s subcontractor, then the contractor is responsible for all warranty requirements.

QUESTION 22. How many government-installed units currently have a warranty? Please provide warranty information and length of warranty left.

GOVERNMENT RESPONSE: This information is not applicable. All equipment is required to be maintained through this contract. The awardee will be responsible for preventive maintenance and any warranty will be required on repairs provided through the performance of this contract.

QUESTION 23. Does the contractor need to perform 3- and 5-year testing? If so, please provide dates for what/when inspections were performed?

GOVERNMENT RESPONSE: Yes. These are included in Attachment 1B.

QUESTION 24. Will work above $2500 require CO approval?

GOVERNMENT RESPONSE: Minor Repair work will require COR authorization and CO awareness.

Any work at or above $10,000 will require CO approval. Work below $10,000 may be approved by the government COR, who coordinates with the CO. Work valued at $10,000 and above will require an authorization to proceed from the CO, and work $25,000 and above will require a Task Order to be issued by the CO.

QUESTION 25. Please provide core hours for each facility on facility list.

GOVERNMENT RESPONSE: Reference PWS Section C.1.3.9. Hours of Operations. Government core duty hours are Monday through Friday, 0800 to 1700, local time for each facility.

The PWS Section C.1.3.9 will be amended to clarify that these hours are the local time for each facility. Some situations may require the Contractor to work outside core duty hours. These situations include, but are not limited to, disruption of services, e.g., unscheduled/scheduled outages scheduling of facility services, or contingency accidents/incidents, or other emergencies.

QUESTION 26. Please clarify is load testing mean shutting down facility/city power and testing the ATS? Have any of the facilities allowed shutting down facility city power?

GOVERNMENT RESPONSE: Reference PWS Section C.1.3.8. Emergency Backup Power Systems.

Preventive maintenance for all generators and other emergency backup power systems shall include power load testing every 6 months. Load testing shall be performed on an annual basis, load bank testing shall be performed on a semi-annual basis. In the event a site does not approve of a load test, a load bank test shall be performed in place of the load test.

QUESTION 27. Per C.1.5., will the contractor be able to access Tririga?

GOVERNMENT RESPONSE: No, TRIRIGA is not yet available for Contractor access.

QUESTION 28. Will the contractor be requested to repair these systems during the contract?

GOVERNMENT RESPONSE: This question is unclear. The contractor will be responsible for performing the tasks and work described in the PWS.

QUESTION 29. Will attachment 1B be modified into the contract at the completion of the equipment validation? Will attachment 1B be modified throughout the duration of the contract as equipment is added and deleted? If attachment 1B is not modified will the contractor be responsible for equipment that is not on Attachment 1B or has been removed from the facility?

GOVERNMENT RESPONSE: Attachment 1B is integral to the contract. Any modifications to the equipment list must be approved in writing by the CO.

QUESTION 30. Will the annual schedule reflect the firm date of completion of the PM? Can the date be a range of completion IE within a one-week time frame the PM will be completed.

GOVERNMENT RESPONSE: The annual schedule is a firm date. A range will not be accepted.

QUESTION 31. If the PM cannot be completed during the 8-hour window will the contractor be able to reschedule the PM at no penalty?

QUESTION 32. If the contractor needs to reschedule any PM how many days working or calendar days prior to the schedule date will the contractor need to inform the government?

GOVERNMENT RESPONSE: Reference PWS Section C.1.3.3.3.1, paragraph 2, “If the Contractor finds it necessary to reschedule PM, the Contractor shall submit a written request to the COR detailing the reasons for the proposed change at least ten (10) calendar days prior to the originally scheduled PM date for COR approval.”

QUESTION 33. If the contractor cannot complete a PM on the scheduled date due to no fault of their own, such as a subcontractor canceling, can the contractor reschedule the PM at no penalty to the contractor?

QUESTION 34. If the contractor cannot complete a PM due to an emergency/urgent work order can the contractor reschedule the PM at no penalty to the contractor?

QUESTION 35. If the contractor is unable to complete a PM due to an emergency with staff can the contractor reschedule the PM at no penalty to the contractor? Example: Technician was unable to safely go to work due to illness.

QUESTION 36. Please provide the heavy load season.

GOVERNMENT RESPONSE: The heavy load season typically runs from March through November but could begin earlier or extend later based on the conditions of a given year."

QUESTION 37. When does the one-year warranty begin? At completion or payment from the government?

GOVERNMENT RESPONSE: Upon completion of the work, not upon payment.

QUESTION 38: Is the COR going to go to each site visit for Intermediate or major repairs?

GOVERNMENT RESPONSE: Yes.

QUESTION 39. Are there any public water systems to be maintained on this contract?

QUESTION 40. Are there any oil/water separators that require special licensing or federal or state permitting?

GOVERNMENT RESPONSE: Refer to EPA and state/local guidelines.

QUESTION 41. Are there any specialty PM requirements for the paint booths noted on the equipment list? Does the paint booth in NOLA0031 need a coating similar to the coating PM requirement in

FL0086?

GOVERNMENT RESPONSE: To the best of the government’s knowledge this includes, but is not limited to, non-explosive lights/fixtures, filters, coating.

QUESTION 42. If the system is broken up within the Equipment list, Attachment B1 is the contractor responsible for portions that are omitted or intentionally removed from the Equipment list, attachment B1?

GOVERNMENT RESPONSE: Reference PWS Section C.1.3.3.2.1. Equipment Validation. The Contractor shall visit each facility location listed in Attachment 1A and perform an inspection of the facilities to verify the listed equipment exists and shall identify any equipment that is missing from the list.

QUESTION 43. Does acknowledgment of WO constitute as approval?

QUESTION 44. When is a CBP Bar code not applicable?

GOVERNMENT RESPONSE: This question is unclear. A CBP barcode is always applicable.

QUESTION 45. If CBP does not have personnel available to verify performance of work what steps does the contractor need to do to complete this requirement?

GOVERNMENT RESPONSE: The Contractor must provide all details required within the PWS for all repairs.

QUESTION 46. Is the COR or the CBP facility manager the only individuals that can sign service tickets?

GOVERNMENT RESPONSE: The Contractor must provide all details required within the PWS for all repairs.

QUESTION 47. If work is requested to be completed on weekends or holidays can the contractor charge an overtime rate?

GOVERNMENT RESPONSE: Yes, with pre-approval by the COR or CO in writing.

QUESTION 48. Per PWS Section 1.3.11. Emergency Situation: If these situations impact the ability for the contractor to complete their PMs on the scheduled date will the contractor be able to reschedule the PM at no impact to the contractor?

GOVERNMENT RESPONSE: Yes, with written approval by the COR.

QUESTION 49. Is any information created during the course of this contract or stored in the CMMS considered secret, sensitive, "for official use only" or fall under HSAR Clause 3052.204-17?

GOVERNMENT RESPONSE: Yes, the information created during the course of the contract is considered “for official use only” and is the property of the Government. HSAR Clause 3052.204-

71, Alternate II applies.

(g) Each individual employed under the contract shall be a citizen of the United States of America, or an alien who has been lawfully admitted for permanent residence as evidenced by a Permanent Resident Card (USCIS I-551). Any exceptions must be approved by the Department's Chief Security Officer or designee.

(h) Contractors shall identify in their proposals, the names and citizenship of all non-U.S.

citizens proposed to work under the contract. Any additions or deletions of non-U.S.

citizens after contract award shall also be reported to the Contracting Officer.

QUESTION 50. How many government personnel are required to access the CMMS?

GOVERNMENT RESPONSE: 9

QUESTION 51. If the contractor cannot find a designated CBP personnel to sign off on a WO per C.1.5.

what steps does the contractor need to take to meet the 5 days completion deadline?

GOVERNMENT RESPONSE: This is not included in this PWS – per PWS Section 3.1.3.6, designated CBP personnel signing off on a WO is not a requirement.

QUESTION 52. If the shutdown date is not approved and the contractor must reschedule the PM will the contractor be able to move the PM without penalty?

GOVERNMENT RESPONSE: Yes, if the shutdown date is not approved, an alternate date must be provided to the COR for approval.

For clarity,

1) The Contractor must notify the COR fourteen calendar days prior to the interruption when a PM requires a shutdown, and that shutdown date must be provided in the monthly PM schedule and approved by the COR. (PWS Section C.1.6.)

2) If there is any issue with a shutdown to perform the PM, then the Contractor must provide a description of the issue in writing to the COR and with the COR’s written permission, the Contractor may reschedule.

QUESTION 53. If a CBP facility is not on Attachment 1A will the contractor potentially be requested to perform WO repairs at those locations?

GOVERNMENT RESPONSE: The Government does not intend to request work for facilities outside of the contract. If the facility is not on the Attachment 1A, Facility List and the Government requests the Contractor to perform a work order (repair) at that location, the Contractor may deny the request.

QUESTION 54. If a PM is requested to be rescheduled and approved does the contractor have one week to complete the PM or one week after the completion of the month to complete rescheduled PMs?

https://www.law.cornell.edu/definitions/index.php?width=840&height=800&iframe=true&def_id=06e82d3d6a50d7761e156a566accb046&term_occur=999&term_src=Title:48:Chapter:30:Subchapter:H:Part:3052:Subpart:3052.2:3052.204-71

GOVERNMENT RESPONSE: Two parts:

• Per the PWS, Table C.5.1., Section 5. Preventive Maintenance & Repair Services, the Contractor must complete any incomplete work “within one week of the proposed schedule.” (The proposed schedule is the Monthly PM schedule.)

• If a PM is requested by the Contractor to be rescheduled and is approved by the COR, the Contractor must complete the PM on that rescheduled date.

So, if the Contractor requests a rescheduled PM, it must be requested ten (10) days prior to the scheduled PM date and rescheduled to be completed within one week of the original PM scheduled date. This ensures the PM frequency is completed as close to the original schedule date as possible.

QUESTION 55. Due to extensive materials delays would this percentage be revaluated within C.5.1.

Inventory Management?

GOVERNMENT RESPONSE: No. Unavailability of parts and supplies shall be responsible for the delay of 5% or less of all repair or maintenance actions.

QUESTION 56. What is the turnaround time for key personnel to be approved or denied?

GOVERNMENT RESPONSE: The government will review and return for approval, responses, or rejections with seven calendar days.

QUESTION 57. Do all service technicians, at minimum, have HVAC licenses and certifications?

GOVERNMENT RESPONSE: Reference PWS Sections listed as follows:

C.6.3.1.4. At a minimum, each maintenance technician shall be a qualified journeyman in their specific trade, or of comparable training, experience, and ability. All maintenance technician’s resumes must be provided to the COR for approval.

C.6.3.1.5. All contractor personnel performing maintenance, repairs or alterations must be qualified and have the appropriate level of education and experience for the particular task being performed, per the manufacturer, federal, state, or local requirements. Appropriate certifications, training and licenses shall be required.

QUESTION 58. Will the contractor be responsible for escorting government subcontractors?

GOVERNMENT RESPONSE: No, the contractor will be responsible for escorting their sub-contractors.

QUESTION 59. In the event of a public health crisis or change in government PPE requirement will the contractor be able to request equitable adjustment to cover the cost of required PPE purchases?

GOVERNMENT RESPONSE: Yes; any request for an equitable adjustment will be reviewed by the contracting officer in accordance with the relevant FAR provisions and contract language.

QUESTION 60. What if any forms will subcontractors or vendors need to complete if they do not have favorable CBP BIs?

GOVERNMENT RESPONSE: OPR requires a vetting worksheet that includes name, address, social, date of birth, place of birth, Citizen of US, and Driver’s License state and number.

All subcontractors and vendors must comply with this requirement. If the subcontractor or vendor fails this limited check or refuses to provide this information, they will not be granted access to the facility.

Vetting form is attached for reference, titled “Attachment 9 - CBP Short Term Contractor

Information Sheet”.

Additionally, if a contract employee, technician, subcontractor, or vendor has completed their BI and their CBP BI has been determined to be unfavorable, they must be removed from the facility and contract immediately.

QUESTION 61. Will the government provide the asset numbers contractor?

GOVERNMENT RESPONSE: The Government has provided the asset numbers to the Contractor on the Equipment List. Any equipment without an asset number will require a barcode label to be affixed to it and that asset number documented. The asset number is the barcode number.

QUESTION 62. Are all back flows RPZ, which require weekly inspection?

GOVERNMENT RESPONSE: No, they are not all reduced pressure zones (RPZs).

QUESTION 63. Please expand on assets called ‘building inspection” on annual schedule and equipment list? Are these considered rounds or general building inspection?

GOVERNMENT RESPONSE: Reference PWS Section C.1.3.3.3. In addition to equipment inspections, cursory inspections of building systems, including a monthly building inspection, will be conducted by the Contractor as part of PM requirement.

A building inspection is a requirement within the PWS, and as such, a separate asset is included in each facility to ensure the Contractor does not miss this vital check. These are to incorporate the areas of each facility that do not have specific asset numbers such as the gutters, windows, doors, etc. The job plan will be approved by the COR when submitted.

QUESTION 64. When were the 3Y inspections completed on the fuel tanks?

GOVERNMENT RESPONSE: Please see Permits and Certifications Attachment 1C, and Attachment 1B.

QUESTION 65. When were the 3Y inspections completed on the transformers?

QUESTION 66. When were the 3Y and 5Y inspections completed on the expansion tanks?

QUESTION 67. When were the pressure test of the fire extinguishers last completed?

GOVERNMENT RESPONSE: Fire extinguishers are new to the contract and need to be validated during the validation process.

QUESTION 68. Are the VAV inspected separately or are they considered part of the HVAC system?

GOVERNMENT RESPONSE: Variable Air Volume (VAVs) are considered part of the HVAC system as a whole and this must be considered when planning preventive maintenance.

QUESTION 69. Are generator batteries considered separate pieces of equipment or part of the generator system?

GOVERNMENT RESPONSE: The generator batteries are considered part of the generator system.

It is the Contractor’s responsibility to plan for generator battery replacement.

QUESTION 70. For the equipment that has not been barcoded will the government have CBP and contractor barcodes added to the equipment?

GOVERNMENT RESPONSE: CBP will provide the barcodes and the contractor shall add them to the equipment.

PWS Section 1.3.3.2.1 Equipment Validation will be amended to clarify that the Contractor shall affix Government-provided barcode labels to each piece of equipment for tracking and incorporation into the CMMS.

QUESTION 71. To ensure that enough barcodes are ordered for the life of the contract, how many estimated pieces of equipment will be removed and replaced?

GOVERNMENT RESPONSE: This is an unknown factor that cannot be determined. The Contractor is required to provide barcodes anytime there’s a replacement or the barcode is no longer visible.

QUESTION 72. If there are contractor barcodes on the equipment already is the incoming contractor, if different, required to remove the old contractor’s barcode?

GOVERNMENT RESPONSE: No, the barcode in place shall remain in place. Only replace when the equipment is replaced, or the barcode is no longer visible. These barcode numbers are tied to Government records.

QUESTION 73. Is the contractor required to match the incumbent’s barcode number to the new contractor (if different) barcode number? For example, if company A has barcoded a unit as #1 does company B need to barcode the unit as #1?

GOVERNMENT RESPONSE: The existing barcode number shall remain in place. If a new barcode is required, the Government will provide the barcode range.

QUESTION 74. Does the contractor need to inventory items such as refrigerators, water fountains, breakroom equipment, etc.?

QUESTION 75. Does the contractor need to inventory portable equipment such as window units, AC, and generators on trailers?

GOVERNMENT RESPONSE: No. Portable assets are considered personal equipment, and these are the Government’s responsibility.

QUESTION 76. For fire extinguishers does the contractor need to asset tag each one or only be cognizant of the number of units at each facility?

GOVERNMENT RESPONSE: Each fire extinguisher shall be barcoded individually.

QUESTION 77. Does the incumbent utilize their own barcodes or the government barcodes?

GOVERNMENT RESPONSE: The government barcodes are to be considered the asset tags in place and shall not be removed. New barcodes must be placed by the Contractor on any asset without a government barcode. Government barcodes will be provided.

QUESTION 78. If the government adds equipment does the contractor need to add a government and contract barcode?

GOVERNMENT RESPONSE: If equipment is added outside of the contract, the Government will place a barcode onto the asset. If equipment is added through the contract, the Contractor shall place the barcode. Full procedure will be provided during the Kick-off Meeting.

QUESTION 79. Per the sample annual schedule is the government providing the contractor the expected PM frequencies per piece of equipment?

GOVERNMENT RESPONSE: No, that is just a sample. The contractor shall provide the frequencies per the manufacturers specifications, industry standards, and/or GSA recommendations, whichever is most stringent.

QUESTION 80. Is the coefficient expected to cover diagnostics work for a work order?

GOVERNMENT RESPONSE: Question is unclear.

QUESTION 81. Is a diagnostic/troubleshooting investigation/visit considered a non-reimbursable site visit?

QUESTION 82. If a weekly inspection falls between two months such as Monday and Tuesday are the last two days of the month and Wednesday-Friday are the first three days of the following month, will the contractor be negatively impacted for completing the weekly PMs within either the previous or next working month if the schedule needs to be changed?

GOVERNMENT RESPONSE: If the Contractor finds it necessary to reschedule PM, the Contractor shall submit a written request to the COR detailing the reasons for the proposed change at least ten (10) calendar days prior to the originally scheduled PM date for COR approval.

QUESTION 83. Please confirm that the coolant in the generators is replaced annually.

GOVERNMENT RESPONSE: Reference PWS Section C.1.3.3.3.2. The Contractor shall provide PM on a recurring basis and as identified by the original manufacturer’s recommendations, GSA’s most current Preventive Maintenance Guide or industry standard, whichever provides the higher standard of service to the Government.

QUESTION 84. Please confirm that annual oil sampling is required for all generators.

QUESTION 85. Are the fire systems monitored? If not, weekly inspections are required? If monitored only monthly inspections are required, correct?

GOVERNMENT RESPONSE: This is varied. Reference PWS Section C.1.3.3.3.2. The Contractor shall provide PM on a recurring basis and as identified by the original manufacturer’s recommendations, GSA’s most current Preventive Maintenance Guide or industry standard, whichever provides the higher standard of service to the Government.

QUESTION 86. For generators, do the units have to be run manually weekly or are automatically scheduled? If automatically schedule does a tech need to be onsite?

GOVERNMENT RESPONSE: Generators must be run weekly. They must be manually run.

Reference PWS Section C.1.3.3.3.2. The Contractor shall provide PM on a recurring basis and as identified by the original manufacturer’s recommendations, GSA’s most current Preventive Maintenance Guide or industry standard, whichever provides the higher standard of service to the Government.

QUESTION 87. Are all eyewashes inspected weekly?

GOVERNMENT RESPONSE: Yes. Reference PWS Section C.1.3.3.3.2. The Contractor shall provide PM on a recurring basis and as identified by the original manufacturer’s recommendations, GSA’s most current Preventive Maintenance Guide or industry standard, whichever provides the

QUESTION 88. Are the generators to have the oil changed per manufacturer specifications? Is the oil in the generator to be changed based off hours run or annually?

QUESTION 89. Generators-is the contractor required to replace the coolant annually?

QUESTION 90. Can the contractor shutdown the building to fully perform the load test at each building? This test requires the contractor to fully shutdown the electrical at a facility.

GOVERNMENT RESPONSE: Reference PWS Section C.1.3.8. Emergency Backup Power Systems.

Preventive maintenance for all generators and other emergency backup power systems shall include power load testing every 6 months. Load testing shall be performed on an annual basis, load bank testing shall be performed on a semi-annual basis. In the event a site does not approve of a load test, a load bank test shall be performed in place of the load test.

QUESTION 91. For the transformer 3- and 5-year inspection, will the facilities allow for shutdown of the electrical system to fully inspect the unit?

GOVERNMENT RESPONSE: Yes. Reference PWS Section C.1.3.3.3.2. The Contractor shall provide PM on a recurring basis and as identified by the original manufacturer’s recommendations, GSA’s most current Preventive Maintenance Guide or industry standard, whichever provides the

QUESTION 92. If weeklies PMs are identified, are we able to move the PMs with the due week?

GOVERNMENT RESPONSE: Reference PWS Section C.1.3.3.3.1, paragraph 2, “If the Contractor finds it necessary to reschedule PM, the Contractor shall submit a written request to the COR detailing the reasons for the proposed change at least ten (10) calendar days prior to the originally scheduled PM date for COR approval.”

QUESTION 93. Do we have to call the FOS if the monthly schedule is submitted on the 15th day of the prior month?

GOVERNMENT RESPONSE: Reference PWS Section C.1.6. Coordinate work with customers. The Contractor shall coordinate with the COR to ensure the work to be performed does not disrupt the customer operations. A fourteen (14) calendar day notice to the COR and facility personnel is required for all work that requires service interruption, disconnects or cut-off of any utility to or within the facility, or requires the facility to be vacated.

QUESTION 94. Are all generators single or three phase generators?

GOVERNMENT RESPONSE: This is varied.

QUESTION 95. Do the generators have load banks onsite to use or does the contractor need to bring in a load bank to each facility for annual testing?

GOVERNMENT RESPONSE: Reference PWS Section C.1.3.1. General. This 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 in the Southeast Region.

QUESTION 96. Does the government require the contractor to provide real time data for PM and WO completion such as mobile/tablet compatible CMMS?

GOVERNMENT RESPONSE: Reference KPI Table in PWS Section C.5.1, 1.c.) Web-based tracking system / CMMS.

Government specified web-based tracking system / CMMS. This information shall be timely and accurate data for decision making and reporting.

--Web-based tracking system information shall be current and available to CBP personnel at all times. Unscheduled outages shall be kept to a minimum. At no time shall outages be longer than four (4) hours.

QUESTION 97. Within C.1.5. bullet “(c) time /date performed & how long:” to provide how long is the contractor to provide an estimated amount of time? For example: EST 30 minutes or specific times such as 1/1/2023 11:29am – 1/1/2023 11:54am?

GOVERNMENT RESPONSE: The timeframe is expected to be in real time. That is, using the examples provided above, the timeframe should be expressed as “1/1/2023 11:29am – 1/1/2023 11:54am,” rather than “EST 30 minutes.” Please refer to PWS Section C.1.3.6. Work Orders (WO).

QUESTION 98. Monthly report due on the 7th day of the month will result in reports due on weekend days, for these times is the report due the Friday before or the Monday after?

GOVERNMENT RESPONSE: The Monday after is acceptable.

QUESTION 99. Within the pricing sheet key personnel are listed for hourly rate, are these rates billable for each labor category per work order?

GOVERNMENT RESPONSE: No. Key personnel are billable under Overhead and are not to be considered a separate charge per work order.

QUESTION 100. Within the coefficient requirements should this percentage cover the total cost of escorting subcontractors? Please expand on job site supervision.

GOVERNMENT RESPONSE: Reference PWS Sections pertaining to the application of the Coefficient:

C.1.3.3.4.1 Coefficient C.1.3.3.6.4 Coefficient C.1.3.3.8.4 Coefficient

QUESTION 101. What is the longest duration work order completed on the current contract that required the prime contractor to escort?

QUESTION 102. Is the current solicitation similar or different to the current contract? Please provide specifics regarding similarities and differences.

GOVERNMENT RESPONSE: These are two separate stand-alone requirements and therefore the PWS and all solicitation documents should be reviewed thoroughly.

QUESTION 103. Will the Government clarify where the Preventive Maintenance Guide and Schedule should be included in the proposal for evaluation purposes?

Contractor Comment: The instructions on page 70, Paragraph 6.d in the table for Factor 1 states, "The Preventative Maintenance Guide submission will not count against the page count; however, the Preventative Maintenance Guide shall be separated by a page break and shall not share pages with the Technical Approach or with any other information or pages that are restricted by the page limit"

The instructions on page 72 Paragraph 8.a for Factor 1 states, "In addition, the Offeror shall provide a comprehensive preliminary Preventative Maintenance Guide for the base contract year to demonstrate a complete understanding of the government’s requirement."

However, the evaluation criteria for Factor 1 on page 74 does not provide any reference to the Preventive Maintenance Guide. Page 75 for Factor 2 says it will be evaluated under that Factor, stating, "The Government will evaluate the Offeror’s approach to managing the contract, developing an effective Preventative Maintenance Guide and Schedule, and reporting work to the COR.

References: RFP Solicitation, Amendment 2 pg 70 Para 6.d, Volume I, Factor 1 pg 72 Para 8.a, Volume I, Factor 1, pg 75 Para d, Factor 2.

GOVERNMENT RESPONSE: The RFP has been revised to clarify that the submitted preliminary Preventative Maintenance Guide will be evaluated as part of Factor 1, Subfactor A. It will not be evaluated under Factor 2.

QUESTION 104. Will the Government clarify if contractors can use their own format to convert the PDF files to Word documents for ease of population of the information?

Contractor Comment: The table on Page 71 for Volume II, Factor 3 states to see attachments 5A and 5B, with no further details.

GOVERNMENT RESPONSE: Word versions are now included for ease in populating the

QUESTION 105. Can the cells within each document be expanded to fit the contents requested?

Contractor Comment: The instructions on page 73, Volume II, Factor 3 do not provide any details on whether the contractor can convert the format and adjust the spacing in Attachment 5A and 5B in order to provide the needed details.

References for above Questions 104 and 105: RFP Solicitation Amendment 2 pg. 71, Para 6.d, Volume II, Factor 3

pg. 73 page 8.c, Volume II, Factor 3 Attachment 5A and 5B

GOVERNMENT RESPONSE: Word versions are now included for ease in populating the

QUESTION 106. Will the Government consider an increase of 10 pages to the allocation for this part of the response?

Contractor Comment: The RFP requires the contractor to provide a technical approach to meeting the objectives of the PWS, subcontractor/teaming expertise, and technical understanding and approach to performing all tasks delineated in the PWS. Additionally, the offerors must provide experience covering the tasks in the PWS as well as that of our Key Personnel, innovative approaches, and problem resolution. With 46 pages of requirements and multiple key personnel, the 20-page allocation limits the ability to adequately provide enough detail to discuss how we will meet all requirements of the PWS and thoroughly explain how our prior experience delineates us as a low risk partner.

References: RFP Solicitation Amendment 2 pg 70, Para 6.d, Volume I, Factor 1; pg. 72, Para 8.a, Volume I Factor 1

GOVERNMENT RESPONSE: No. However, the page limit for Factor 1 is revised from 20 to 22 pages to accommodate the cover letter (and table of contents if the offerors elect to include them) without impacting the Offeror’s technical response.

QUESTION 107. Would the Government consider increasing the page allocation for Factor 2 by 10 pages, or would the Government consider removing the 4 requested plans: Organization Plan, Draft Transition-In Plan, Key Personnel Designation Plan, and Risk Mitigation Plan from the page allocation?

Contractor Comment: The RFP requires a large number of different items to adequately respond to the Management Approach and Methodology. This includes:

-Description of Proposed Staffing -Full Range of Staffing Resources -Equipment Resources -Implementation and Management of Subcontractors -Project Management -Providing Qualified Personnel -Communications -Approach to Overall Staffing -Quality Control -Approach to Managing the Overall Contract -Approach for Managing each task in the PWS -Organization Plan -Draft Transition-In Plan -Key Personnel Designation Plan -Staffing Plan Matrix -Risk Mitigation Plan -Interaction with the Government Representatives

With 17 different areas of information requested, to include 4 plans requires a significant amount of space to adequately provide the level of detail needed to mitigate risk to the contract. This limits the offeror's ability to provide a sound management approach and methodology with current page allocation.

References: RFP Solicitation Amendment 2 pg. 70-71, Para 6.d, Volume I, Factor 2; pg. 73, Para 8.b, Volume I Factor 2

GOVERNMENT RESPONSE: No, 30-page limit will remain unchanged.

QUESTION 108: Will the Government clarify what the Micro-Threshold amount is for this effort?

Contractor Comment: The solicitation discusses purchase thresholds for different repairs. It states the following for micro-purchase thresholds, "The second is a funded portion for fixed priced minor repairs valued at or below the micro-purchase threshold ($2,000 for work covered by the Wage Rate Requirements (Construction) statute, 40 U.S.C. chapter 31, Subchapter IV, formerly known as the Davis Bacon Act and $2,500 for work covered by the Service Contract Labor Standards statute, 41 U.S.C. chapter 67, formerly known as the Service Contract Act, Subpart 22.10)."

The PWS also discusses thresholds for different repairs. It states, "Minor Repair (At or Below the Micro-purchase Threshold) (Valued below $10,000 per repair) includes all actions to diagnose equipment malfunctions and restore the equipment or system to normal operating condition that is beyond the scope of services performed under the preventive maintenance portion of this contract.

(Section C.1.3.3.3), valued below $10,000 per repair ($2,500 for labor for work covered by the Service Contract Labor Standards statute, 41 U.S.C. chapter 67, formerly known as the Service Contract Act, Subpart 22.10) or $2,000 for labor (for work covered by the Wage Rate Requirements (Construction) statute, 40 U.S.C. chapter 31, Subchapter IV, formerly known as the Davis Bacon Act). "

There is a disconnect between the solicitation and PWS. The solicitation does not indicate the $10,000 per repair as the micro-threshold and as written leads the reader to believe the threshold is $2,000 to $2,500.

References: RFP Solicitation Amendment 2 pg. 4, Para I.3

GOVERNMENT RESPONSE: The Micro Purchase Thresholds in the FAR are $2,500 for labor related to work covered by the Service Contract Labor Standards Statute, 41 U.S.C. Chapter 67, formerly known as the Service Contract Act, Subpart 22.10), and $2,000 for labor related to work covered by the Wage Rate Requirements (Construction) Statute, 40 U.S.C. Chapter 31, Subchapter IV, formerly known as the Davis Bacon Act).

For the purpose of contract management, the Contracting Officer has approved the approach that all actions below $10,000 will be treated under the resultant contract as Minor Repairs which may be approved by the Government COR. The Government COR will advise the CO of this approval for full awareness. For the purpose of awarding IROs, the threshold range is $10,000 to under $25,000, which must be approved by the CO via issuance of an Authorization to Proceed. Work estimated at $25,000 and above will be awarded by the CO as a separate funded Task Order issued against the awarded IDIQ.