Hawaii OM - Questions-Answers Rev 01.pdf

Operations and Maintenance Services at the Honolulu, HI Institutional Removal Program (IRP) project for DHS/ICE- Ref# 70CMSW22Q00000004

Date: March 02, 2022

Specific Question 1 Key staff for this O&M contract will be dedicated on-site and full time. Providing opportunity for hire of qualified current or most recent staff working at the site to the new contract is typical (and often legally required) when transitioning to a new contractor. Consequently, requiring resumes of all key staff during the proposal phase is, in many cases, premature. It can also unfairly favor the incumbent in several ways, especially if a new firm is required to offer positions to the current employees. Can this requirement be omitted with the provision that fully qualified and vetted staff will be hired and on board by contract start-up phase?

Answer: Please see answer 10 below.

Specific Question 2 Will the Government be providing an original Standard Form for this RFQ?

Answer: No.

Specific Question 3 Which volume should offerors submit standard forms and Representations, Certifications and completed Contract Clauses?

Answer: Please submit with Factor 3 Price.

Specific Question 4 The statement in the RFP leads to believe only PPQs and reference sheets are required with the Past Performance volume. Can the Government confirm what is required in Volume 2, Past Performance?

Answer: That is correct.

Specific Question 5 Will the Government please confirm the Staffing Matrix required in Factor 1, Sub-factor 2 is excluded from page count.

Answer: That is correct.

Specific Question 6 The RFQ states: Contractors need to provide quotes in two (2) separate parts: Technical Quote (Part 1) and Past Performance and Pricing (Part 2).

Answer: The Quote contents are to be separated and submitted via email into three (3) parts (Factor I:

Technical, Factor II: Past Performance and Factor III: Price), each as a standalone document.

Specific Question 7

In section titled FORMAT on page 3 the RFQ states: The Quote contents are to be separated and submitted via email into three (3) parts (Factor I: Technical, Factor II: Past Performance and Factor III:

Price), each as a standalone document.

This statement contradicts the previous instructions to submit the proposal in 2 separate parts. Will the Government please clarify how many separate parts (standalone documents) are required for proposal submission?

Answer: Please submit the quote in three (3) parts.

Specific Question 8 Can the Government confirm Table of Contents and Cross-Reference Matrix are excluded from page limits?

Answer: Yes, they are excluded.

Specific Question 9 Can the Government confirm the required Cover Sheet is excluded from page limits?

Answer: Yes, it is excluded.

Specific Question 10 RFQ States that:

“Resumes must be submitted for Key Personnel identified in the PWS. This would be Project Manager/CMMS Administrator, HVAC Technician, General Maintenance Worker and one General Maintenance Worker Helper/Groundskeeper. Executive Order 13495, The Non-Displacement of Qualified Workers Under Service Contracts provide first right of refusal to incumbents on contracts states “If the position is accepted by the incumbent on the job, other application/resume of non-incumbents will not be reviewed”.

Since the employees listed other than the Project Manager are subject to EO13495 can the requirement for these resumes be lifted?

Answer: With the reintroduction of the Non-Displacement of Qualified Workers under Executive Order 13495 subfactor 2 has been revised. The only key personnel position that contractors are required to submit a resume for is the Project Manager/CMMS Administrator. The other two key personnel positions will not be evaluated as part of the contractor’s quote.

Specific Question 11 PWS Paragraph 1.9.1 General states “There is not a CMMS system currently in use.” which is reiterated in paragraph 4.1.2 Computerized Maintenance Management System (CMMS) while paragraph 5.16.2 Operations states “ICE requires the Contractor to provide a CMMS administrator and an administrative/operations support specialist to maintain and operate the government provided CMMS to manage/dispatch the work of the Contractor.”

Is there a government provided CMMS or is the contractor required to provide one? If contractor provided how many user license’s need to be provided for government use?

Answer: Currently there is not a CMMS system in use and most records are hard copies or tracked with basic spreadsheets. The government is in the process of piloting a CMMS system however there is no set rollout date for Honolulu yet. Until the government system is rolled out the contractor will need to provide a CMMS system.

The government will need two user licenses, one for the OAFM Building Manager and one for the OAFM Program Manager.

PWS 1.2.3 Communication Equipment

Administrative Station – Contractor shall provide at least one Desktop/Laptop device for using the Contractor provided CMMS. Contractor shall maintain the device per ICE IT requirements, including patching and security software. Contractor shall maintain core Operating Systems, updates, revisions, and Microsoft Office (MS Office) tools.

Specific Question 12 PWS Paragraph 4.1.1 Computer Equipment and Internet Access states “The Government will provide two (2) computer workstations on site with internet access for the purpose of the Contractor’s administrative requirements.”

Are these computers connected to the DHS/ICE LAN and require a PIV Card for access?

Answer:

PWS 4.1.1 Computer Equipment and Internet Access The Contractor shall provide at its sole expense onsite computers and internet access for the purpose of the Contractor’s administrative requirements. Each contractor provided workstation is required to have the latest version of the Microsoft operating system/Microsoft Office Suite and keep updated with the latest security updates and patches.

Specific Question 13 PWS Paragraph 5.2 Building Operating Plan

Is there a current Building Operating Plan?

Answer: No.

Specific Question 14 PWS Paragraph 7.6 Standard Janitorial Services

Can the approximate square feet of hard floor and carpet be provided for each building on site?

Answer: Administration Building: Carpet = 6,000 sq. ft. (Total 19,010 sq. ft.)

Lanai: Carpet = 3,000 sq. ft. (Total 4,440 sq. ft.)

Garage: Carpet = 1,000 sq. ft, (Total 3,970 sq. ft.).

Specific Question 15 Will the Government issue an extension due to the timeframe of question submission and response due date?

Answer: Yes, an extension will be provided for final quote submission.

Specific Question 16 Will the government please provide the current monthly spend rate?

Answer: No, this information will not be provided.

Specific Question 17 Is there an Incumbent Facility Support Contractor for this solicitation?

Answer: Yes, the incumbent is K-Corp Reliance Company, Inc.

Specific Question 18 Will the government provide the current subcontractors and their functions?

Answer: The Government does not have this information.

Specific Question 19 Can the government clarify any scope changes between the incumbent performance work statement and current solicitation performance work statement?

Answer: The requirement is unchanged.

Specific Question 20 Can the government clarify who is responsible for the helpdesk person? Is this a required role per the contract?

Answer: This is not a required role however the following needs to be met.

PWS 1.2.3 Communication Equipment

Outside of normal working hours, the Contractor shall maintain some designated form of communication with on-call staff to allow the CO or COR to contact such on-call staff at any time for emergency response.

Specific Question 21 Can the government clarify what general-purpose office supplies and equipment are the contractor’s responsibility?

Answer: All general-purpose office supplies and office equipment are the responsibility of the contractor.

PWS 3.5 Contractor Office Space and Furnishings

The Contractor may use space in the building and furnishings, including locker rooms and lockers (not a part of any tenant rentable or commonly accessible areas) if available with permission from the COR or designee. Any existing equipment within ICE space, such as lockers, tables, benches, chairs, and appliances may be used by the Contractor during the term of the Contract, provided written authorization is received from the CO or the designee. Space in the building, furniture and furnishings, and equipment for Contractor use (including a supervisor's office) is to be used for official business only in the performance of this Contract. If the Government supplies telephones, they shall only be used for communication related to the Contract. Allocated space, furnishings and equipment shall be kept neat and clean and returned to the Government at the expiration of the Contract in reasonably the same condition as at the time of entering into the Contract. The Government may change permission for use of space and furnishings throughout the life of the Contract.

Specific Question 22 The Project Manager and Senior HVAC Technician is listed as key personnel in the solicitation. In the RFQ it also sounds like the General Maintenance and Labor are listed as well? Will the government clarify what resumes are required?

Answer: Please see the response to question 10.

Specific Question 23 We strive to reduce the onus on our government clients who need to complete the same 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. Will the Government please consider allowing offerors to submit completed CPARS evaluations or previously completed/signed PPQs in lieu of new PPQ forms?

Answer: Please follow the instructions in the solicitation.

Specific Question 24 How many dumpster-type containers are currently on site? What is the current frequency that the dumpsters are emptied? Is there a need for more dumpsters than what is currently on site?

Answer: 1 5yd trash dumpster is on site and it is emptied weekly. There is no need for another trash dumpster or increased pick-up frequency however there is no recycling containers of any kind.

Specific Question 25 Section 5.14.3 mentions fire pumps, no fire pumps are listed on Exhibit B. Are there any fire pumps on site?

Answer: No. There are three fire hose cabinets that are supplied by the city water supply.

Specific Question 26 Section 7.8.1.3 states “The Contractor shall not compost material on-site unless authorized by the COR or their designee”. What is currently being done with compostable materials?

Answer: Currently the compostable material is either being hold away by the landscaper or being disposed of in the trash dumpster.

Specific Question 27 Exhibit B shows one domestic hot water heater. Is this the only water heating system for whole campus? Please provide make/model and any available O&M reports.

Answer: There is only one 85 gal. tank hot water heater, and it only provides hot water to Building C.

RHEEM E S85-12-G. There are two tankless water heaters in Building A. Chronomite SR-30/208 and Controlled Energy Corp. (No data plate with model number listed). Equipment records are minimal for the facility and maintained only in hard copy format by the current O&M Contractor.

Specific Question 28 Exhibit B shows three backflow preventers over ¾” in size. Please provide make/model and any available O&M reports.

Answer: There are no data plates to obtain the information from. Equipment records are minimal for the facility and if records exist, they are maintained only in hard copy format.

Specific Question 29 Exhibit B shows Key Card Systems for the Administrative Building, Lounge Shed, and one gate.

Please provide make/model and any available O&M reports.

Answer: HID proximity card readers with System Link software. These items have been added to the current equipment list and where not on the equipment list that the current O&M Contractor is using so no O&M reports or records exist for these items.

Specific Question 30 Exhibit B shows two Fans in the attic of the Administration Building. Please provide make/model and any available O&M reports.

Answer: Greenheck SP-A700 & Greenheck SP-A200. These items have been added to the current equipment list and where not on the equipment list that the current O&M Contractor is using so no O&M reports or records exist for these items.

Specific Question 31 Exhibit B shows a Fire Alarm Control Panel and Remote Annunciators for builds A, B, and C. Please provide make/model and any available O&M reports.

Answer: Notifier AFP-200. Equipment records are minimal for the facility and if records exist, they are maintained only in hard copy format by the current O&M Contractor.

Specific Question 32 Exhibit B shows three Automatic Fire Detection Smoke Detectors. Please provide make/model and any available O&M reports.

Answer: Notifier SDX-551. Equipment records are minimal for the facility and if records exist, they are maintained only in hard copy.

Specific Question 33 Exhibit B shows one WALK-THROUGH METAL DECTOR. Please provide make/model and any available O&M reports.

Answer: Metor 200. This item has been added to the current equipment list and where not on the equipment list that the current O&M Contractor is using so no O&M reports or records exist for these items.

Specific Question 34 Are there any extra Cement Shingles available, or a known source for replacement shingles? Please provide any information available regarding prior roof leaks in any of the building, and O&M records.

Answer: There are approximately 100 original roof shingles currently on site. There is no documentation or historic reports of any roof leaks on any of the buildings that we are aware of.

Specific Question 35 Exhibit B shows exterior and interior security cameras. Please provide make/model and any available O&M reports.

Answer: AXIS CCTV cameras on a ExacqVision system. These items have been added to the current equipment list and where not on the equipment list that the current O&M Contractor is using so no O&M reports or records exist for these items.

Specific Question 36 Exhibit B shows four Switchgear Assemblies. Please provide Make and Model and any available O&M reports. Is there a current Control Plan in place for when Switchgear Assemblies are down for servicing?

Answer: Switchboard; Manufacturer = General Electric, Model SCP PLUS AV-LINE Branch Panels; Manufacturer = General Electric, Model AEF3242BTX AXE3B4 General Electric, Model AQF3422ATX AXS5B4N2 General Electric, Model (No Model #) General Electric, Model (No Model #) General Electric, Model (No Model #) General Electric, Model (No Model #) General Electric, Model AQU3241MBX AXB4 Square D, Model NQOD424L100CU General Electric, Model AQM3242ATX General Electric, Model AEF3181BTX AXS5B4 General Electric, Model AQF3422ATX AXS5B4N2 General Electric, Model (No Model #) General Electric, Model AQU3182RCX AXB4 Square D, Model NQOD412L100CU General Electric, Model (No Model #) General Electric, Model AQF3421ABX AXS5B4N2 Equipment records are minimal for the facility and if records exist, they are maintained only in hard copy format by the current O&M Contractor.

Specific Question 37 Exhibit B shows three Small Dry Transformers. Please provide make/model and any available O&M reports.

Answer: Service Entrance Transformer; Manufacturer = ABB, Model = HECO V7810 Distribution Transformers; Manufacturer = General Electric, Model 9T23Q3465G03 General Electric, Model 9T23Q3465G03

General Electric, Model 9T23Q3462G03 Equipment records are minimal for the facility and if records exist, they are maintained only in hard copy format by the current O&M Contractor.

Specific Question 38 Please provide any relevant information for planned Key Cards, Gates, Security Cameras to be installed.

Answer: Access Card Reader upgrade (Still in planning stages), two walk through gates, one drive through double gate, and one rolling drive through gate.

Specific Question 39 Please provide any available O&M records for itemed in Exhibit B, particularly special items (Wheelchair lift, X-ray Machine).

Answer: These items have been added to the current equipment list and where not on the equipment list that the current O&M Contractor is using so no O&M reports or records exist for these items.

Specific Question 40 Items seen during 2/15/22 site visit but not on Exhibit B:

- Ceiling Fans

- Dehumidifier Equipment

- Portable AC unit

Answer: Ceiling fans are not maintained, and, in the event, they are no longer operable will only be removed. Dehumidifier Equipment and Portable AC unit are not maintained under the contract.

Specific Question 41 For access to the attic areas are there currently OSHA compliant cat walkways or tie off points for fall protection?

Answer: Main building attic access is done through the two storage areas on the second floor of the building. There are no catwalks or dedicated approved tie off points for fall protection.

Specific Question 42 There is no generator on Exhibit B Equipment List, and none were seen during the site visit. Are there any generators on site?

Answer: There are no generators for backup power on site.

Specific Question 43 Please verify limits of area.

Answer: Property line below for Honolulu

Specific Question 44 On page 2 of 79 of the RFQ Final (Attachment 1), the instructions indicate that the contractor needs to provide quotes in two (2) separate parts: Technical Quote (Part 1) and Past Performance and Pricing (Part 2). On the next page of the RFQ, the Format section indicates that the quote contains three (3) parts (Factor I: Technical, Factor II: Past Performance and Factor III: Price), would the Government please confirm which format should be followed?

Answer: Please see answers 6 and 7 above.

Specific Question 45 Clauses and Representations and Certifications are included in the RFQ file; however, the format does not indicate where these fill-ins should be provided, would the Government please confirm what Volume this information should be provided in?

Answer: Please see answer 3 above.

Specific Question 46 PWS Section 1.2.1 mentions that all contractor personnel are key for the positions in the Management Plan and that the plan shall include resumes; however, in the RFQ, resumes are located in Subfactor2 while the Management Plan is under Subfactor 3, would the Government please clarify where these items should be placed?

Answer: Please see answer 10 above. The resume is tied to Subfactor 2 and the Management Plan to Subfactor 3.

Specific Question 47 PWS Section 1.2.1 indicates the following key personnel resumes required: Project Manager/CMMS Administrator, HVAC Technician, General Maintenance Worker and one General Maintenance Worker Helper/Groundskeeper. It then provides details under Sections 1.2.1.1, 1.2.1.2, and 1.2.1.3 for only the Project Manager/CMMS Administrator, Senior Air Conditioning and Refrigeration Maintenance Technician, and General Maintenance Worker/Grounds Keeper. The PWS personnel details mention a Project Manager and all designated alternates as well as indicates that the Building Maintenance Supervisor (PWS Section 1.2.2) will have authority in the absence of the Project Manager. Would the Government please confirm how many resumes are required for the proposal submittal.

Answer: Please see answer 10 above.

Specific Question 48 With regards to the above question, which roles are considered Key and required as part of the submittal (i.e., Project Manager/CMMS Administrator (1x resume), Senior HVAC Technician (1x resume), and General Maintenance Worker/Grounds Keeper (1x resume))?

Answer: Please see answer 10 above.

PWS 4.1.1 Computer Equipment and Internet Access