Q and R.pdf

75F40123Q00016 A00002

QUESTIONS AND RESPONSES

Question 1: Questions IDIQ Pricing Schedule tab

According to federal and local laws employers need to include the fringe benefits/costs shown in the table below. Can I include lines to the excel form to include these additional costs?

Health and Welfare 740.3x9 Workman Compensation 8% S.S. Medicare (FICA) 7.65% Federal Unemployment (FUTA) Unemployment (SUTA) Disability

Yes. The fringe benefits need to be considered as part of your proposal following state and federal laws and regulations.

Question 2: Questions Details for O&M and C&GM svc tab

In this tab are the costs presented per month expenses? If this is the case, I can include the average costs per month based on the Base Period and Optional Periods (for example total in Materials and divide per period and month). Is this what you need? if not, can you send me an example of further instructions?

This tab shall be eliminated since is redundant information.

Question 3: Pricing Schedule Attachment (“IDIQ Pricing Schedule” tab)

a. The provided attachment Excel file contains formulas on some cells generating significant computational errors. Is there an instruction on how to fill out the form or another file containing cell restrictions for involuntary modification?

No instruction has been provided to fill out the spreadsheet since the intent is to provide a reference to contractors. Therefore, contractor shall not consider the existing formulas within the spreadsheet to make calculations. Each contractor shall make their own analysis and formulas to provide the price for the info requested by the government in this solicitation.

b. There are items in this pricing schedule estimate worksheet that were left blank. Specifically, the following items:

i. Air Dryer and Vacuum (Semi-annual) for Base Period

ii. Air Compressor (Quarterly) for Base Period

iii. Pest Control for Base Period

iv. Trash Removal/Waste Management/Recycle for Base Period

v. Diesel Tank Cleaning for Base Period

vi. Bottled Water Delivery for Base Period

vii. Gasoline for Base Period and Option Periods 1, 2, 3, and 4

viii. Tools and Equipment for Option Periods 1, 2, 3, and 4

ix. Please confirm if the above line items are NOT included in the Contract and should be left out of the Offer.

All the items indicated in question 3.b above shall be considered in your proposal since they are essential part of this contract.

c. We respectfully request a more detailed explanation of the scope of work for each line item included in the Pricing Schedule bid form. We have included in this RFI questions on some of these items, but we highly recommend each price item scope be defined in the solicitation documents.

This was not a question, therefore, please reference the existing RFP for requirement details.

Question 4: Pricing Schedule Attachment (“Details for O&M and C&GM svc” tab)

a. What is this spreadsheet for?

Refer to answer provided on question 2.

Question 5: Pricing Schedule Attachment (“IDIQ Pricing Schedule” tab)

a. Mechanical, HVAC Quarterly; (Ductwork Cleaning)

i. Please provide a detailed scope for this service. Section D.4.5

Contractor shall provide cleaning and disinfection for supply and return ducts associated to each building. The services shall be provided on a yearly basis.

ii. Please provide all building ductwork drawings for which this service will be provided.

Ductwork drawings are attached at the end of this document.

iii. Please advise if the price to be provided for each year shall include quarterly ductwork cleaning services for the ductwork at all FDA San Juan campus buildings.

The prices to be provided is for the cleaning of all ductworks along the San Juan Campus on a yearly basis.

b. Mechanical, HVAC Annual Final Filter (box filter)

i. Please provide filter specifications and quantities for each unit that requires filter changes as part of this service.

A list of A/C units with model, serial numbers, filters, and their amounts were provided. For additional reference, see word document. Technical Exhibit 21

c. Plumbing, Pure Water Systems Maintenance. (Monthly)

i. Please provide more details pertaining to this maintenance service

1. Inspection of Water Sources:

• Check the condition of your water source (PRASA Inlet, reservoir, etc.) for signs of contamination, debris, or pollution.

• Ensure the water source is properly protected to prevent surface water infiltration.

2. Water Quality Testing:

• Collect water samples and perform routine water quality tests to check for parameters such as pH, turbidity, chlorine levels, and any contaminants of concern.

• Monitor for microbial contamination by conducting bacteriological tests like coliform and E. coli.

3. Storage Tank Inspection:

• Inspect all water storage tanks for signs of corrosion, leaks, or contamination.

• Clean and disinfect potable water tanks in a yearly basis.

4. Distribution System Check:

• Examine the distribution pipelines and valves for leaks, corrosion, or damaged components.

• Flush stagnant water from dead-end pipes to maintain water quality.

5. Chlorination and Disinfection:

• Maintain an appropriate level of chlorine in the water to disinfect and prevent bacterial growth.

• Adjust chlorine dosing systems as needed to meet required state and federal levels.

6. Pump Station Inspection:

• Inspect pump stations, motors, and control systems for any signs of malfunction.

• Ensure that pumps are operating efficiently and are properly lubricated.

7. Meter Reading and Billing:

• Read water meters to track water consumption and billing accuracy.

• Address any discrepancies or unusual consumption patterns.

8. Valve Exercising:

• Exercise and lubricate valves in the distribution system to prevent them from becoming stuck in one position.

9. Emergency Preparedness:

• Review and update emergency response plans.

• Conduct regular training and drills with staff to ensure they are prepared for emergencies.

10. Record Keeping:

• Maintain detailed records of water quality tests, maintenance activities, and any incidents.

• Keep records of equipment maintenance schedules and repairs.

11. Regulatory Compliance:

• Ensure that the potable water system complies with all relevant local, state, and federal regulations.

ii. How many of these water systems are there at the facility?

One potable water pump station (skid), three (3) small cistern tanks (3,000 gallons each) and 6,000 gallons cylindrical horizontal tank.

iii. Who is the preferred vendor who supplied this equipment to the FDA?

Government has no preferred vendor, but an Offeror will need to provide a vendor/company capable to meet the state and federal requirements for the intended services.

iv. Is the equipment still under warranty?

Yes.

d. Janitorial, Pest Control

i. Please confirm the frequency at which the pest control service shall be provided.

Pest control services - monthly basis

ii. Please advise what are the minimum requirements for pest control.

The pest control technician shall be licensed by law. The pest control shall perform monthly fumigation services to control, prevent and mitigate damages causes by bugs, cockroaches, lizards, mosquitos, rodents, termites, ants, wood-boring insects, and bees’ colonies. Pest controller shall follow all applicable federal, state, and local regulations regarding pest control and pesticide use.

Also, contractor shall respond to emergency pest situations promptly to prevent infestations from spreading or causing harm to occupants or property. When necessary, applying pesticides in accordance with federal, state, and local regulations. Using environmentally friendly and targeted pesticide treatments when possible and only as a last resource.

e. Architectural, Paint

i. Please define the scope of work, the amount of Square Feet to be painted, and the frequency of painting work to be considered on an annual basis.

The paint works are required every two years for all FDA San Juan facilities. For square feet reference per buildings, see picture below.

f. Architectural, Rental Equipment

i. Please define the scope This has been removed from the pricing schedule.

ii. What type of equipment is to be rented?

This has been removed from the pricing schedule.

g. Petroleum Oil and Lubrication (POL), Diesel Tank Cleaning

i. Please provide information on the tanks that require cleaning.

This work includes to store the existing diesel product in an external portable tank (classified as POL product) while interior cleaning works are performed. Contractor shall remove any debris and water from the bottom of tank and ensure there is no humidity in the tank prior to transfer the diesel from the external portable tank. The exterior cleaning shall be performed twice a year.

ii. At what frequency shall the tank cleaning be considered?

Contractor shall perform cleaning services for the interior of the tank once a year. However, the exterior cleaning shall be performed twice a year.

h. Petroleum Oil and Lubrication (POL), Gasoline

i. This price item has no amount included in the Estimate spreadsheet. Is this intentionally left blank?

Yes.

ii. Please define the scope of work for this item.

Contractor shall consider providing a 5 gallons pail (lubrication oil).

iii. What is the intended use of the gasoline to be supplied to the facility as part of this contract?

Contractor shall not consider supplying gasoline to FDA in the proposal. However, contractors shall consider the tools and equipment that need gasoline to meet ground services requirements.

i. Suppliers, Bottled Water Delivery

i. Please provide specifications of the bottled water to be supplied.

Contractor shall provide every 40 bottles of potable water (5 gallons each) to supply water through bottled water cooler. Contractor shall provide replacement (20 bottles) every 15 days.

ii. Please advise how many bottled water containers are required for each delivery.

See response to question above.

iii. Please advise at what frequency will these services be required.

See response to previous response.

j. Continency (for emergencies)

i. The provided Excel spreadsheet for the Pricing Schedule has a formula that calculates the

Contingency amount at a specific percentage of the Subtotal amount. Is this contingency rate fixed for the Contract or should this be modified by the Offeror?

The offeror shall modify the contingency rate based on the company’s experience in contracts similar to this solicitation.

k. Tools and Equipment - The list of tools and equipment to be provided for this contract includes, amongst others, a backhoe, and a new dinghy (boat) with a minimum capacity of 4 persons, 12ft long minimum, side console, 35 hp minimum (motor), aluminum trailer, and 4 new lifeguards.

i. Please provide specifications for the Backhoe equipment.

This is item shall not be considered within the submitted proposal since government acquired recently a new equipment with these capabilities.

ii. Please provide additional specifications for the new dinghy boat, for example, should it be fiberglass, aluminum, or inflatable, an equal or similar brand and model would help clarify.

The boat material shall be resistant to the intended maintenance work and capable to allow employees perform maintenance works at the seawalls and exterior structures in contact with water. Therefore, boat shall resist impact from the walls, scratches, and other rough surfaces. The dinghy shall have its buoyancy well distributed along the boat. The contractor shall provide an aluminum material as the preferred option for the Government.

iii. What will be the intended scope of work for the use of this new boat?

Please refer to prior response.

iv. Will the Contractor personnel need to have a license to operate the boat?

Yes, and shall be in accordance with Puerto Rico Natural Resources Department.

v. Will this boat need to be registered with the local licensing agency with FDA or the Offeror as the registered Owner?

The offeror shall register this Boat on behalf of FDA-COR within Puerto Rico Natural Resources Department.

vi. Who is responsible for keeping boat registration duties up to date?

Contractor since the boat will be part of the maintenance routine.

l. Bond and Liability Insurance

i. Please advise if this contract will require Payment and Performance bonds.

The offeror shall modify the payment and performance bonds based on the company’s experience in contracts similar to this solicitation.

ii. Please clarify if the Payment and Performance bonds will be provided on a yearly basis or for the total contract award amount (Base plus Option Periods).

Yearly basis.

m. Overhead and Profit

i. The provided Excel spreadsheet for the Pricing Schedule has a formula that calculates the amount of Overhead and Profit at a specific rate. Are these the allowable rates for the Contract or can these be modified by the Offeror?

The offeror shall modify the contingency rate based on the company’s experience in contracts similar to this solicitation.

Question 6: Technical Exhibit 4, Facility Equipment and Components

a. The new equipment list included in TE-4 is different from the one found in the Pricing Schedule.

Please clarify which one of the lists shall be considered.

Please use the TE-4 for pricing purposes: One unclogging industrial piping machine similar to Rigid K-50; one drain cleaning snake auger drum machine with auto feed and 3/4 in similar to Rigid K-50; one-all terrain vehicle (ATV) with towing and hauling capabilities and plastic cargo box; one-wet pressure jet sand blasting machine; one-heavy duty battery rotary hammer drill, including its battery; two (2) industrial air blower with their hoses for confine spaces; one-inverter welding plasma machine (200 amps); one-extended multi-position heavy duty aluminum ladder (22 feet); one-6 feet aluminum ladder; one-portable battery charger with engine start (200 amps);

one-industrial heavy duty stripping and waxing floor machine; one-chain saw 20 inches; one-industrial backpack leaf blower; one-heavy duty industrial lawn trimmer (minimum 30 cc and 2 hp); one-new dinghy (boat) with a minimum capacity of 4 persons, 12' long minimum, side console, 35 hp as minimum (motor), aluminum trailer and 4 new life guards, one-silence inverter generator with a minimum capacity of 4,000 W.

Question 7: Technical Exhibit 5, PM Equipment Listing

a. The TE-5 attachment provides an equipment listing up to 15-Jan-2032. This must be a typo, please advise.

It should say “up to 15 Jan 2023”. It was a typo.

b. Some of the equipment listed in TE-5 is no longer at the facilities. Please provide an updated list.

SJDO_TE-5 PM Equipment Listing has been revised.

c. This list indicates that the Contractor is responsible for obtaining a complete existing equipment list. How can we request and get a copy of the updated equipment list before we submit our offer?

See response to above question.

Question 8: Task Order 1 – Standard Works, Item 9.a and 9.b (OFMRS) indicates the Upgrade of software or software licenses for Computerized Maintenance Management System (CMMS) and BAS.

a. Please provide the existing CMMS Software name and year version.

There is no CMMS software in place currently. However, contractor shall offer the FDA a stand-alone system, considering routine tasks, inventory, cost effective solutions, among other activities related to maintenance standpoint.

b. Please provide the existing BAS Software name and year version.

The name of the software is Facility Explorer and JCI Bundle CCT are the tools used to monitor utilities along the San Juan District, including HVAC, lighting, advanced meters, compress air, sanitary station, and diesel tank levels. The version is 14.11 and the communication protocol BACnet MS/TP.

Question 9: 352.237-75 Key Personnel, page 35, Labor categories description for the Project Manager indicates that “The Project Manager shall possess at a minimum at least 5 years of recent (within the past 5 years) experience in the management and supervision of building mechanical maintenance operations for buildings of the approximate size and characteristics of the buildings to be covered by this contract.”. This window of experience is very narrow since this indicates that the proposed Project Manager for this contract shall have to exclusively work in the management and supervision of building mechanical maintenance operations for buildings during the past 5 years. Please advise if 5 years of experience within the past 15 years is deemed acceptable.

The contractor shall meet the requirement of having a minimum of 5 years of proven experience as a project manager in fields related to operations and maintenance of the buildings over the past 5 years.

Question 10: E.2.2 Factor 2 – Relevant Experience. We are responding to this solicitation as a Joint Venture Offeror. Please advise if the requirement of two (2) minimum relevant projects as performed by the individual Joint Venture participants as a Prime is deemed acceptable.

Please refer to section E.2.2 Factor 2: Relevant Experience for terms and conditions deemed acceptable.

Question 11: Please provide pictures of the following mechanical rooms areas and equipment as follow:

a. Fire sprinkler standpipe valves for Bldg. 1 and Toro Building

See pdf document (photos site visit) attached to the amendment.

b. Vacuum Pump for laboratory at Bldg. 1. (Not operational at the time of the site visit)

c. Lab Electrical room addition work

d. Fire Alarm Panels at Bldg. 1 and Toro building

See pdf document (photos site visit) attached to the amendment.

Question 12: Please provide information of roofing system material at Toro Bldg., since is different from Danosa at all other buildings.

Kool Seal Tundra Rubberized Silicone.

Question 13: Are all the roofing systems under warranty?

Yes, all buildings are under warranties with the exemption of the Boat House.

a. For how long is the warranty?

1. Toro Building – until 2032

2. Building 1 Middle Section – until 2031

3. Building 1 East and West Wings – until 2032

4. Building 8 – until 2031

5. Building 10 – until 2031

6. Building 11– until 2030

Question 14: Also, in building 10 there is a new solar system with panels installed on the roof., should we count with that for the quote?

The new solar system was installed in July 2023. The components of the system such as solar panels and micro-inverters are under a warranty of 25 years with the manufacturer (Enphase) and 6 months with the Prime contractor for issues related to installation works. However, this new contract should consider providing routine cleaning maintenance (every 3 to 6 months depending on dust) to ensure solar panels will be working efficiently.

Question 15: I've seen that there are some points that for me needs clarification:

a. In the pricing:

1. There is no Christmas bonus

Contractor shall consider what is required by state and federal laws, including the Christmas bonus.

2. Are the O&M employees still affected by the EO 14026 ($15.00 p/h)

As a federal agency, we obey the regulations and laws, including the executive order (EO) 14026 that you are referring to. Therefore, contractor shall use this EO as a minimum wage for employees.

However, there are some specific positions under this contract with different roles and responsibilities with a unique classification code in accordance with US Department of Labor, therefore, contractor should consider what is necessary to establish reasonable rates for those positions.

b. New equipment

1. Dinghy, what material aluminum or fiberglass?

The dinghy material shall be resistant to the intended maintenance work and capable to allow employees perform maintenance works at the seawalls and exterior structures in contact with water. Therefore, boat shall resist impact from the walls, scratches, and other rough surfaces.

The dinghy shall have its buoyancy well distributed along the boat. The material can be either aluminum or fiberglass.

2. Type of life vest (for this type of work is recommended the auto inflatable).

A life vest shall be US Coast Guard approved. The life vest shall be auto inflatable, type III personal flotation device (PFD) and performance level of 70.

3. Portable HVAC capacity

This item will not be considered as part of the proposal.

4. Electric golf cart make & model? there are several with many options that could be very useful

(Prices varies very much)

No electrical golf car is required, instead, government is requesting an ATV. Please refer to TE-4 and answer provided in question 6.

5. Sub-compact tractor with canopy, grooming mowers and backhoe (same situation as the golf cart)

Due to an emergency in summer 2023, government decided to buy one sub-compact tractor.

Therefore, contractor shall not include this item as part of the proposal.

Question 16: In the pricing schedule under "automation control/automation services" what is the information of the existing automation components in order to quote correctly.

Contractor shall consider monitoring and control the existing HVAC systems, lighting, advanced meters, compress air, sanitary station and diesel tank levels using the existing BAS.

D.15.2.10=lighting,