June 2 - Questions and Answers.xlsx
XLSX spreadsheet 22 KB Posted
- Solicitation number
- 70B01C25R00000058
About this file
This document is a Questions and Answers (Q&A) file for Solicitation Number 70B01C25R00000058, a Preventative Maintenance, Repair and Alteration Services contract for Customs and Border Protection (CBP) in Southern California. The solicitation is a small business set-aside IDIQ contract with a 12-month base period and four one-year option periods, covering facilities maintenance across ten counties in Southern California. Key details include the use of Tririga as the primary Computerized Maintenance Management System (CMMS), a $10,000 threshold for minor repairs, requirements for 24/7 telephone services, and provisions for government-furnished equipment including up to 20 laptops/tablets and 20 cellular phones.
Notable technical requirements include maintaining water plant permits, using licensed California operators, performing preventive maintenance and quality control inspections, and managing various certifications and permits across multiple facility locations. The Phase 1 proposal submission deadline has been extended to July 8, 2025, with specific instructions for past performance documentation, including the option to submit CPARS evaluations. The contract will involve maintaining 36 facility locations encompassing 239 buildings, with an estimated up to 1,500 preventive maintenance tasks performed contract-wide per month, and strict quality control management requirements including a third-party Quality Control Manager and dedicated Quality Control Technicians.
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Other files
| File | Type | Posted |
|---|---|---|
| 70B01C25R00000058-A0004.pdf | ||
| 70B01C25R00000058-A0003.pdf | ||
| 70B01C25R00000058-A0002.pdf | ||
| Attachment 1C Permits and Certifications List Recompete Rev1.xlsx | XLSX spreadsheet | |
| Amendment A0001.pdf | ||
| Attachment 1B Equipment List Recompete Rev3-Final.xlsx | XLSX spreadsheet | |
| Attachment 1A Facility List Recompete Rev5-Final.xlsx | XLSX spreadsheet | |
| Amendment A0001 - Questions and Answers.xlsx | XLSX spreadsheet | |
| Attachment 2 Line Item Summary.xlsx | XLSX spreadsheet | |
| Attachment 5- SCA Wage Determination - Southern California.pdf | ||
| Attachment 4 - Pricing Overview Sheet 1.xlsx | XLSX spreadsheet | |
| Attachment C.pdf | ||
| Attachment 3 Line Item Detail.xlsx | XLSX spreadsheet | |
| Attachment 1 - Performance Work Statement.pdf | ||
| RFP 70B01C25R00000058.pdf | ||
| Attachment B.pdf | ||
| Attachment A.pdf |
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Sheet1
| Questions | Document | Location | Page | Statement | Vendors' Questions | Government's Responses |
| 1 | What are the specific guidelines for the preventive maintenance (PM) of a piece of equipment, and are troubleshooting problems during the process of the PM considered to be a part of the PM? | Reference C.13. Statement of Need (Scope) in the PWS | ||||
| 2 | Has the dollar amount of the Minor Repairs been increased from $2,500 to $10,000? | Yes, the amount has increased to $10,000. | ||||
| 3 | Is the contractor now expected to maintain their own proprietary CMMS system and also be required to use the Government's Tririga system? Is the intent for the contractor to now manage two separate systems? | No, the Government does not expects the vendor to maintain their own system | ||||
| 4 | Is a contractor required to maintain a separate CMMS system (Maximo) and then required to re-enter this exact same information into the CBP's Tririga System? | No | ||||
| 5 | Assuming 2 separate systems, will the Government's Tririga system be able to schedule and track PMs? Or does the contractor have to track and schedule PMs with our own CMMS system? | No, the Government does not expects the vendor to maintain their own system | ||||
| 6 | Since the Government's CMMS - Tririga is the CMMS of record for this new contract, will the contractor still have to provide CMMS licenses for the Government for the contractor's proprietary system? | No | ||||
| 7 | If the contractor has to maintain 2 CMMS, does the contractor have to give the Government's personnel access to the contractor's CMMS system? | No, because the Tririga system will be the only system use for the resultant IDIQ Contract and subsequent task orders. | ||||
| 8 | Scheduling for the PMs, will this come from the Tririga or the contractor's CMMS? | Scheduling for the PMs will be gerenrated from the Tririga system | ||||
| 9 | Since 2 systems would now be involved, is a separate person necessary to input information into the Tririga System or is a separate person really necessary? | The Tririga system will be the only system use for the resultant IDIQ Contract. | ||||
| 10 | Will the contractor be given Government computer hardware for the Tririga System? Or is the contractor to provide this equipment? | IAW the PWS, GFE will be limited to no more than 20 laptops/tablets and 20 cellular phones to perform work-related tasks. | ||||
| 11 | What are the required contractor working hours for this contract? 7 am to 4 pm or 6 am to 2 pm? | In accordance with the PWS, C.1.3.11., Hours of Operations & Holidays, the required working hours is from 0700 am to 1600 pm PST | ||||
| 12 | C.1.3.3.4.1 Coefficient In this section, there is a statement that the coefficient shall only be applied to subcontracted work for minor repairs (work under $10,000). Please confirm that the intent here is that the contractor is not allowed to apply a coefficient to any contractor furnished labor or supplies? What is the intent here? This would seem to incentivize the contactor to subcontract most of this work? | The Coefficient shall only be applied to subcontracted work for minor repairs as stated in the PWS. | ||||
| 13 | C.1.3.3.4.1 Coefficient Assuming that a contractor coefficient is not allowed to be applied other than to subcontract work, please confirm that if contractor labor or supples is used to complete a minor repair, that a contractor will be reimbursed the costs for the provided contractor labor or supplies? | Please review the Coefficient paragraphs in the PWS for clarification | ||||
| 14 | C.1.4. Telephone Services. Please confirm that the contract is requiring 24/7 telephone answering services. | IAW the PWS, The Contractor shall provide a readily accessible telephone number for calls related to the execution of this contract that will be answered twenty four (24) hours/ seven (7) days per week. | ||||
| 16 | C.3.1.1.1. Please confirm that it is the Government's intent to provide up to 20 laptops and 20 cellular phones. | IAW the PWS, GFE will be limited to no more than 20 laptops/tablets and 20 cellular phones | ||||
| 17 | C.6.1. Key Personnel In this section, there is a requirement for the contractor to employ and have as a key personnel, a Quality Control Manager. However, in C.6.1.2 there is a statement that the contractor is to employ a 3rd party Quality Control Manager. This seems to be conflicting. Is the intent for the Contractor to hire a 3rd party Quality Control Manager or is the contractor to hire an in-house Quality Control Manager? | IAW, the PWS, "the Contractor shall provide a 3rd party quality control manager who shall be responsible for the quality of the work, and for drafting and monitoring the Quality Control Plan." | ||||
| 18 | C.6.1.2.1. At a minimum, the contractor shall employ three quality control technicians, two (2) for San Diego sector and one (1) for El Centro sector, to work with the quality control manager and perform the necessary Quality Control inspections. Can these technicians perform work on the equipment, in addition to their QC responsibilities? Or must they strictly be used only for QC work? | Part 1 question: The answer is No. Part 2 question: The technicians are required to have experience performing Quality Control inspections on building equipment and systems. | ||||
| 19 | Please confirm that the following 8 water plants have current permits and are working as designed: CAX BPS, Hwy 111 BP Chkpt, Hwy 86 BP Chkpt, CAO BPS (Pine Valley), I-8 BP Chkpt, Hwy 94 BP Chkpt, Hwy 79 Chkpt (Oak Grove), BLV BPS (Boulevard) | They all have current permits with the exception of two sites, I-8 and HWY 94 | ||||
| 20 | Do all of the water plants mentioned above require the services of a licensed California operator (minimum of a T3 designation)? | Yes | ||||
| 21 | For the I-8 water plant, it is our understanding that the water plant does not have a permit (due to the lack of re-claim tank), if a permit is not there, will the Government allow this as a deficiency? | No. | ||||
| 22 | For the I - 94 plant. The plant has never performed as designed. A certified water operator is currently tasked to operate the plant weekly. Will the Government also allow this as a deficiency in the new contract? | No. | ||||
| 23 | Is the cleaning of the solar panels considered as a portion of the PM of this equipment? | Yes | ||||
| 24 | C.1.3.3.10 Certifications and Permits This section states the following: "The generator, elevator, fuel station, water system permit/testing, DEH, etc. permits listed on Attachment 1C are a representative example of assets requiring certifications and permits. This list is not all inclusive and should only serve as guide for bidding purposes." However, Attachment 1C, in the DEH permit section, lists the location and that a DEH permit is needed. No equipment is listed. Can the Goverment provide what type of DEH equipment permit or permits are needed for the following 17 locations: CHU BPS (Beyer), IMB BPS (Saturn), BRF Air Unit - AMO (Pogo Row), SDC FAC/OIT/VMG, BRF BPSBrittannia CT, CAO BPS (Pine Valley), BLV BPS (Boulevard), Hwy 94 BP CHKPT, SCM BPS/I-5 CHKPT, ECJ BPS Kenney), ECJ SBS Forest Gate, SDC McCain Range, ELC SHQ/BPS, IDO BPS, CAX BPS, CAX BPS, ELC FAC/VMG. | Please contact the respective counties for further guidance on the DEH permit requirements. | ||||
| 25 | There is a generator tracking system for the generators. Is the cost of this service to be paid by the Government or the contractor? | The Contractor | ||||
| 26 | The berm lead maintenance and removal is required twice per year. Does the subcontractor required to be licensed in California? Or can the berm mining contractor be licensed from another state? | Licensed in California | ||||
| 27 | What is the total number of permits across all sites for this contract? | Please see Attachment 1C, CA Certifications and Permits | ||||
| 28 | What is the current Government process for tracking these permits? | Tririga is the system of record for tracking permits and certifications | ||||
| 29 | For the Government provided laptops, will the contractor's PIV cards be required to access them? | The answer is, yes. | ||||
| 30 | Attachment B | N/A | N/A | Will the Government please advise in which tab offerors should include the Attachment Bs, and confirm that the attachments, and any applicable separate sheets required, are not included in the overall page count? | Offerors are required to submit their The Past Performance Relevant Exerience Form(s) under Tab 2 Experience (Factor 2) 12 pages, single sided. | |
| 31 | RFP 70B01C25R00000058 | Tab 3: Past Performance (Factor 3) | 65 | Will the Government please confirm nothing is required to be included in offerors' proposals under Tab 3 - Past Performance? | The offeror are required to send the attachment Past Performance Questionnaire in the solicitation to their respective customers and request to be emailed to denise.v.thompson@cbp.dhs.gov. The offeror is allowed to send a list of the respective customers and contact information as a reference point under Tab 3 - Past Performance. This will help the evaluators to make sure all the past performance are received and assigned to each individual offeror. | |
| 32 | RFP 70B01C25R00000058 | Tab 1: Cover Letter | 65 | Please confirm only the SF 30s are required - not the SF 1449 - for Phase 1. | IAW the PWS, Vendors are required to "Acknowledgement of any Amendment to this RFP." | |
| 33 | RFP 70B01C25R00000058 | B. Instructions to Offerors | 64 | Will the Government please consider lowering the header and footer font size to 10-point? | No. The page requirements are stated in the solicitation. | |
| 34 | RFP 70B01C25R00000058 | Tab 3: Past Performance (Factor 3) | 65 | We strive to reduce the onus on our Government clients who need to complete the PPQs repeatedly for proposals. Also, contracting representatives are reluctant to (or even discouraged from) completing PPQ forms if formal performance CPARS evaluations have been completed. Would the Government please consider inclusion of CPARS evaluations in our proposal in lieu of the Past Performance Questionnaires (Attachment C)? | Yes,the CPARS evaluations can be submitted in lieu of the Past Performance Questionnaires (Attachment C)? Please note that the Government will be utilizing CPARS in its evaluation of the offerors Past Performance and will be contacting past custmomers for verification purposes. | |
| 35 | Attachment 1 (PWS) | C.6 Key Personnel | 39 | Could the government please confirm whether Quality Control Technicians are permitted to serve in dual roles as Maintenance Technicians? | No. The technicians are required to perform Quality Control inspections on building equipment and systems. As such, the technicians are only required to perform quality control work. | |
| 36 | Attachment 1 (PWS) | C.1.5 Web-Based Tracking | 19 | Can the government please confirm that TRIRIGA CMMS is government provided? | Tririga is the management system for the resultant contract, and will be provided by the Government | |
| 37 | Attachment 1 (PWS) | C.1.5 Web-Based Tracking | 19 | Can the government please confirm that TRIRIGA CMMS is compatible with mobile devices? | Tririga is the management system for the resultant contract and is compatible with mobile devices. | |
| 38 | Attachment 1 (PWS) | C.1.5 Web-Based Tracking | 19 | How many seats on TRIRIGA will the granted to the contractor? | TRIRIGA access will be granted to each Background Investigated cleared employee whose daily duty requires access to the system. The number is required seats is to determined at contract award. | |
| 39 | Attachment 1 (PWS) | C.1.3.3.4 Minor Repair | 4 | Could the government please confirm whether contractor labor associated with minor, intermediate, and major repairs is allowable for invoicing? | Labor associated with Minor, Intermediate, Major repairs are not allowable for invoicing, unless the contract specifically states that the repairs and associated labor are included in the fixed price. | |
| 40 | Attachment B | Item #9 | 1 | Can the Government please clarify what is meant by 'develop program performance baselines and controls'? Specifically, is this referring to the establishment of measurable service standards and the implementation of monitoring systems or processes to ensure ongoing compliance and performance tracking? May we have an example | Each offeror is asked to read and follow the instructions in the RFP. No, you may not have an example. | |
| 41 | Attachment B | Item #15 | 3 | Can the Government please clarify the request for "how many such maintenance schedules did you manage?" and provide an example of what is considered a "separate maintenance schedule?" | Each offeror is asked to read and follow the instructions in the RFP. No, you may not have an example. | |
| 42 | N/A | N/A | N/A | Due to the number of outstanding RFIs and the approaching proposal due date, will the Government please consider extending the proposal submission deadline to June 23rd to allow sufficient time to prepare a complete and compliant proposal? | The Phase 1 submission due date has been extended to 8 July 2025 | |
| 43 | Amendment 1 | RFI #9 | N/A | The response to RFI #9 does not directly address the proposed question. Will the Government please revisit and reevaluate the following: We respectfully request reconsideration of the RFP language stating that “All Experience must have been completed or substantially completed (50% or more of the overall period of performance)." While we understand the intent, this could disadvantage longer-term contracts such as GSA vehicles with 10-year POPs. For example, a contract 4 years into a 10-year term wouldn’t qualify, whereas a 2.5-year-old contract on a 5-year POP would. To ensure fairness across varying contract lengths, we propose allowing experience that is either at least 50% complete or has over three (3) years of performance, regardless of total POP. | The solicitation is amended to show the requirement has now changed from 3 years to 5 years. | |
| 44 | N/A | N/A | N/A | We respectfully request that the government extend the RFI submission window. Amendment 001 was issued during the site walk, which left contractors who attended only two business days to review the revised equipment list and request quote packages from subcontractors. Many of these subcontractors were unable to attend the site visit and are likely to have follow-up questions regarding the equipment and performance requirements. |
| Extending the RFI period—particularly for questions related to the PWS and pricing—through the start of Phase II would allow for more complete and informed responses. This additional time would help reduce assumptions and conditions in proposals, promote a clearer understanding of the government’s requirements, and ultimately result in more accurate and balanced pricing across all offerors. | The cutoff date for questions have passed. All interested parties were asked to submit questions by June 2, 2025, after the May 27 - 30 site visits. | ||||||
| 45 | Attachment B | N/A | N/A | Will the Government please confirm in which tab offerors should include the Attachment Bs, and that they are not included in the overall page count? | Attachment B, Past Performance Relevant Experience Form, in accordance with the solicitation, "the offeror shall send the attachment Past Performance Questionnaire in the solicitation to their respective customers and request they be returned electronically via e-mail to denise.v.thompson@cbp.dhs.gov, for inclusion in Volume II of the proposal." | ||
| 55 | General | Could the government please confirm whether potential bidders will be permitted to submit additional questions that may arise from the site walk or the release of any subsequent RFP-related documents? | The Phase 1 submission due date has been extended to 8 July 2025 | ||||
| 56 | Attachment B | N/A | N/A | Will the Government please confirm in which tab offerors should include the Attachment Bs, and that they are not included in the overall page count? | Attachment B, Past Performance Relevant Experience Form, in accordance with the solicitation, "the offeror shall send the attachment Past Performance Questionnaire in the solicitation to their respective customers and request they be returned electronically via e-mail to denise.v.thompson@cbp.dhs.gov, for inclusion in Volume II of the proposal." | ||
| 66 | General | Could the government please confirm whether potential bidders will be permitted to submit additional questions that may arise from the site walk or the release of any subsequent RFP-related documents? | The cutoff date for questions have passed. All interested parties were asked to submit questions by June 2, 2025, after the May 27 - 30 site visits. | ||||
| 67 | PWS | C.6 Key personnel | 38 | The Contract Manager, Quality Control |
Manager, and Service Manager shall work in close physical proximity to the locations listed in
| Attachment 1A. | Attachment 1A has not been provided as of yet! When will attachment 1A be provided to the bidders so that we may plan appropriately. | Attachment 1A, Facility List was provided to all interested vendors through Amendment A0001 | |||||
| 68 | Can you provide a listing of all current and previous subcontractors that have performed work at these facilities? | This is procurement-sensitive at this time cannot be provided | |||||
| 69 | PWS | C.1.2.3. The Building Operations, Maintenance, and Repair (BMO) | 2 | There are 36 facility locations and 239 buildings for this requirement, also to be referred to as the California Region. | There is no attachment as of yet that lists the 36 facility locations for the California Region (or building address), can you please provide these locations/addresses for planning/bidding purposes. | Attachment 1A, Facility List was provided to all interested vendors through Amendment A0001 | |
| 70 | On average, how many PMs are performed per operating location per month? | Up to 1,500 contract-wide per month - not per site | |||||
| 71 | The Boulevard processing location is currently under renovation, can you provide a estimated date of when it will be returned to service? | No, not at this time. | |||||
| 72 | Equipment Listing | Can you provide the missing data from the generator listing, example, lines 957 and 1088 from the equipment listing? | No, the information is not readily available | ||||
| 73 | Equipment Listing | Are there load banks associated with any of the generators? If so, which ones? | The Contractor supplies the load banks | ||||
| 74 | Equipment Listing | Can you provide the equipment associated with the second Firing Range, the Equipment Listing only shows assets from the Boulevard Range? | Please refer to Attachment 1B, Equipment List | ||||
| 75 | PWS | C.6 Key personnel | 38 | The Contract Manager, Quality Control |
Manager, and Service Manager shall work in close physical proximity to the locations listed in
| Attachment 1A. | By this statement, are you referring to proximity to the Elcentro and San Diego Sector Headquarters? | Yes | |||||
| 76 | RFQ | Tab 3: Past Performance (Factor 3): | |||||
| As part of the Past Performance requirement, and associated with Factor 2 Experience projects that have been completed or substantially (50% or more of the overall period of performance) completed. | Many Faciltiy O&M contracts have a 10 year period of performance. Would the governemnt accept contracts that have a completed CPAR or have over 1 year of performance on any length contract? | No | |||||
| 77 | PWS | 12 | The job requirements include "shower and dress" daily. | Will contractor personnel have access to the government locker rooms at the facility and be able to shower and dress in accordance with PWS requirements? | Specific to the McCain Road Indoor Range (CA0180) | ||
| 78 | Attachment 1B | The equipment list does not include a list of filter sizes required for the equipment. Will the government please provide a list of filters, to include sizes, of all filters required for this contract? | No, not at this time. | ||||
| 79 | PWS | Other similar contracts have had a list of filters that require more frequent changingthan typically associated with this type of equipment. | Please confirm that none of the filters require more frequent changing than typically associated with this type of equipment. | No, not at this time. | |||
| 80 | Can the Government provide the incumbent contract number? | This is procurement-sensitive at this time cannot be provided | |||||
| 81 | When does the Government anticipate TRIRIGA will be available for contractor access? | Yes | |||||
| 82 | Regarding CMMC, how many licenses are needed for the Government? | To be determined at contract award | |||||
| 83 | Do the Government CMMC licenses require the ability to input Work Orders or Read Only access? | Tririga is the management system for the resultant contract | |||||
| 84 | Can the solicitation 70B01C25R00000058 be extended? | The Phase 1 submission due date has been extended to 8 July 2025 | |||||
| 85 | How the proposal should be submitted? | The submittals for Phases I and II are to submiited in accordance with the instructions in the Solication. | |||||
| 86 | Due to the delayed site visit and to allow offerors ample time to response to the RFP after that visit, please accept this email as formal request for extension to the current June 9, 2025 dealine for submission of proposal ewsponse to the Preventative Maintenance, Repair and Alternation Services: Southern California, solicitation number 70B01C 25R00000058 RFP. We respectfully request a two (2) week extension | The Phase 1 submission due date has been extended to 8 July 2025 | |||||
| 87 | Does the Government consider the period of performance as one year since contracts are only awarded for one-year with options to renew, which means there is no contract for performance period beyond one year? | Yes |
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