75N98026R00093 Facility Preventative and General Maintenance Services IDIQ -- RFI Responses (FINAL).pdf

1. The SAM.gov notice indicates that proposals shall include a technical approach, pricing, and past/relevant performance experience. However, we were unable to locate these proposal submission requirements within the solicitation documents. Please confirm whether these elements are required as part of the proposal submission and, if so, provide the applicable instructions, evaluation criteria, and any page limitations associated with each requirement.

Please see the updated solicitation document.

2. Please provide the pricing sheet the Government wants us to use to provide our pricing submission.

No set pricing sheet is required. It should be separated by each year and be as detailed as possible.

3. Is an equipment/asset inventory available by system category, including HEPA-filtered equipment, cleanrooms, HVAC systems, UPS, switchgear, controls/SCADA, and other covered systems?

Inventory/equipment list will be provided for chosen contractor.

However, the quantity of each equipment covered under this scope are:

UPS: 1

Breakers: 30 VFDs: 35 PH Tank: 1 Pit System 1 Building Air Compressor, 4 HEPA Filtration Skids, 1 Lab Air Compressor 2 Vacuum Pumps 108 Steam Traps 8 Cold Rooms 108 Backflows Control System and SCADA: 1 Wattstopper: 1

4. Can the Government provide the facility square footage and specific areas/buildings included in the contract scope?

Building 33 is approximately 152,000 square feet and consists of a ground floor, three occupied floors, interstitial utility spaces, and a penthouse housing major mechanical and electrical systems. The facility includes laboratory, vivarium, and support spaces. Equipment relevant to the project is distributed throughout the building, including mechanical, electrical, plumbing, and control systems. Detailed floor plans, equipment locations, dimensions, and system drawings will be provided after all required approvals and execution of a non-disclosure agreement (NDA) by the selected contractor.

Additionally, equipment for one ABSL-3 suite in B50 will fall under the contract. The equipment will be included in the equipment list. The equipment consists of 3 VFDs. One VFD will be in the mechanical room on the basement floor, and two will be in the penthouse.

5. Are floor plans, reflected ceiling plans, or facility drawings available for the service areas?

Yes, the final record sets are available. Relevant drawings may be provided to the selected contractor once the required NDA(s) have been executed.

6. Can the Government provide the number and classification of controlled environments and other critical spaces included in the scope?

Controlled environments included within the scope of the facility consist of BSL-2 and BSL-3 laboratories, ABSL-2 and ABSL-3 vivariums, and cold rooms. These spaces are maintained under controlled pressure conditions.

Other critical spaces include one (1) mechanical room, one (1) penthouse, one (1) pump room, one (1) electrical vault, and four (4) interstitial spaces.

No work is anticipated to be performed within the controlled environments, except for the cold rooms. Therefore, no specialized maintenance procedures, certifications, or training are required for the scope of this project. The only additional requirement is that any work with the potential to impact these areas be coordinated with facility personnel in advance to ensure operational awareness, minimize disruption, and allow for appropriate scheduling.

7. Can the Government provide the expected service frequencies, preventive maintenance requirements, and testing/certification schedules for the covered systems?

Preventive maintenance requirements are detailed in the Statement of Work (SOW).

The preventive maintenance (PM) services identified in the scope shall be performed at the following frequencies:

Cold Rooms: Bi Annually UPS Systems: Quarterly (4 times per year) Variable Frequency Drives (VFDs): Annually Switchgear: Annually pH Tank System: Annually Pit System: Annually Air Compressors, Air Purifiers, and Vacuum Pumps: Annually Infrared (IR) Scans: Annually Steam Traps: Bi Annually Control System and SCADA: Quarterly (4 times per year) Wattstopper Lighting Control System: Annually Backflow Preventers: Annually

Any available testing and certification schedules can be made available and shared as needed.

8. Can the Government provide the expected service frequencies, preventive maintenance requirements, and testing/certification schedules for the covered systems?

Repeat question.

9. For third-party components, specialized diagnostic equipment rentals, or OEM parts required to complete emergency or routine IDIQ task orders, how should offerors account for these costs? Is the contractor permitted to apply a standard, percentage-based material handling markup fee, or will there be a dedicated Government-furnished plug-number allowance?

Contractor is permitted to apply a standard percentage-based material handling markup fee.

10. While the documentation dictates a rapid response to emergency situations, the explicit contractual compliance windows are unstated. Could the Government define the mandatory on-site arrival response windows for both standard business hours and after-hours/weekend emergency dispatches?

Any critical emergency will be handled through a separate NIH contract.

For Non-Emergency:

Response/Inquiry: 2 Business Days (Regular and off hours)

On site troubleshooting:

Work hours and Off- hours: 4 Business Days

11. Given that performance occurs within highly sensitive Bio-Safety Laboratories and High Containment environments, what are the facility’s explicit protocols regarding tool control, sterilization of contractor field equipment before entry/exit, and the handling/disposal of contaminated maintenance waste materials (e.g., spent filters or replaced mechanical components)? Are these waste streams managed natively by NIH or by the contractor?

There are no major equipment-specific protocols applicable to the work in scope unless the area being serviced is designated as hazardous or contaminated, which is not expected to be the case for any of the equipment included in this scope.

The water utility stream is managed by NIH, including the provision of potable water and the treatment/neutralization of any effluent. All related systems are maintained in compliance with applicable codes, standards, and regulatory requirements, including those established by WSSC and other relevant authorities.

12. Are there specific medical surveillance metrics, immunization tracking criteria, or mandatory health screenings (e.g., specific titers or vaccinations) that contractor technicians must pass prior to being granted physical access to these designated high-containment suites?

Access to active or inactive BSL-3 suites is not anticipated as part of this scope of work. All equipment and assets covered under this contract are located outside of BSL-3 containment areas and may be serviced without exposure to biological hazards or contamination risks.

13. Will the Government clarify if a standard mobilization or phase-in period will be permitted upon contract award to facilitate the onboarding, background vetting, and security badging of mechanical and specialized personnel without interrupting the existing facility maintenance schedule?

Yes. A phase-in period will be allowed after contract award to complete the ID badging and background check process required for access to the Government-issued tablets and the Integrated Workplace Management System (IWMS).

Contractor personnel are not required to have an ID badge prior to contract start.

Access to the NIH campus and buildings is not contingent upon obtaining the contractor badge. During the phase-in period, the Contractor should complete any work that does not require access to the IWMS or Government-issued tablets to ensure an efficient transition.

Contractor personnel will be issued visitor passes and escorted by NIH personnel while performing work within the building. This escort requirement will remain in effect even after a contractor badge has been issued.

14. The Statement of Work states that the selected contractor(s) shall have subject matter expertise and provide all resources necessary to perform the requirements under the Task Orders. Could you please clarify whether the required subject matter expertise may be satisfied through a qualified subcontractor or team member?

Yes. Any proposed subcontractors will be subject to Government review to ensure they possess the necessary qualifications, experience, and capabilities to perform the required work. The Government reserves the right to evaluate and approve subcontractors prior to their engagement on the contract.

15. Please also clarify whether the prime contractor must directly handle overall contract management, performance, coordination, and compliance, or whether those responsibilities may be handled by the subcontractor or team member performing the work.

Yes. The prime contractor, in coordination with the NIH team, will be responsible for performing all activities referenced in this requirement.

16. Please clarify what service frequency on the PH neutralization tanks would be required/preferred to be performed.

Once a year.

17. Please provide insight whether the contractor would be responsible for procurement of chemical. If so, please clarify what chemical is being utilized and what is the expected chemical consumption annually.

Chemicals are included in the contract. Additional chemicals may be purchased on an as-needed basis, subject to the necessary approvals.

18. Please clarify if the PH sensors would be purchased outside of the contract as needed?

The pH sensors are included in the contract. Additional sensors may be purchased on an as-needed basis, subject to the necessary approvals.

19. What make/model is the pH controller/sensors?

pH Tank is a Burts Process Equipment. Controller is a Rosemont/Emerson pH controller.

20. Please clarify what compliance logs is expected to be maintained in relation to the PH neutralization tanks.

Compliance logs shall include test results, calibration records, and any other required documentation for Government review. Documentation shall be maintained in accordance with applicable Environmental Protection Agency (EPA) requirements and established to support compliance with Washington Suburban Sanitary Commission (WSSC) and other applicable regulatory requirements.

NIH will provide any required sampling procedures, testing protocols, and other relevant documentation necessary for contract performance.

21. What is the steam trap quantity?

There are 108 steam traps.

22. Please provide the UPS equipment list by location.

UPS is in emergency vault and is a Vertiv 47SA040EACM0766. Equipment list will be provided to chosen contractor.

23. How many UPS PM visits does the government require per year?

The government requires four (4) UPS preventive maintenance (PM) visits per year.

24. Please clarify if the contractor can do the PM visits during normal hours or if after-hours PM visits are required/preferred.

Work that is non-disruptive to facility operations may be performed during normal business hours. Work that is expected to have a significant impact on facility operations will generally be scheduled after hours. All work must be coordinated in advance with the Project Officer (PO) or Facility Manager.

A minimum of two (2) weeks' notice is required for scheduling purposes. The facility will make reasonable efforts to accommodate impactful work during normal business hours whenever operationally feasible.

For pricing purposes, contractors should assume that at least fifteen percent (15%) of the work will need to be performed outside of normal business hours and should account for this in their quotations.

25. Please clarify if repairs and emergency calls are covered under Full-Service coverage for the UPS portion. If so, please provide will need the UPS equipment serial numbers.

Repairs are covered under the IDIQ portion. Emergency IDIQ portion includes all equipment listed in scope. All relevant information related to UPS will be shared after any necessary clearances are met.

Emergencies will be covered under a seperate contract currently held by the government.

26. Please verify that equipment noted in SOW is a complete list of equipment that needs to be maintained.

Only additional item to emphasize are our two vacuum pumps. Information on the pumps will be included in inventory list, and any additional information can be provided.

Inventory list will include an additional 3 VFDs from Building 50.

Inventory list will be provided for the selected contractor.

27. Please provide the comprehensive equipment list that the SOW encompasses for this opportunity.

Inventory/equipment list will be provided for chosen contractor.

However, the quantity of each equipment covered under this scope are:

UPS: 1

Breakers: 30 VFDs: 35 PH Tank: 1 Pit System 1 Building Air Compressor, 4 HEPA Filtration Skids, 1 Lab Air Compressor 2 Vacuum Pumps 108 Steam Traps 8 Cold Rooms 108 Backflows

28. Please verify the following counts of AHUs, VFDs and provide the quantity of UPS units, pumps, transformers, and water heaters, etc:

a. 22 AHUs

b. 32 VFDs

The total number of Variable Frequency Drives (VFDs) included in the scope is thirty-five (35). Building 33 contains thirty-two (32) VFDs, and Building 50 contains an additional three (3) VFDs that serve the ABSL-3 suite. There are 9 AHUs and 15 EFs in 33.

Please note that the AHUs and exhaust fans themselves are not included within the scope of work. Only the associated VFDs are included and subject to the requirements of this contract.

29. Please clarify the current NDA process and restrictions on site documentation and photography.

The Non-Disclosure Agreement (NDA) will be provided by the Project Officer (PO) in PDF format and may be executed with either a digital or handwritten signature.

Upon execution of the NDA, contractors will be permitted access to applicable on-site documentation, facility drawings, and photography, as necessary to support the work. A copy of the NDA will be attached to be signed by interested parties.

Any electronic devices brought on site will require a memorandum to be filed with the building. This process can typically be completed with a minimum of twenty-four (24) hours' notice. Contractors should provide the full names of all technicians requiring access, along with the anticipated work dates.

For vehicle access and parking memoranda, contractors must provide the vehicle year, make, and model, as well as the names of the expected driver and any passengers.

30. Please provide the deferred maintenance/deficiency equipment list that the contractor will be held responsible for.

The document is currently being developed and is expected to be available for distribution within the coming months.

31. Please clarify if any onsite staff is required & respective personnel requirements.

An on-site escort will be required for all scheduled contractor activities. Facility personnel will provide full-time escort services for contractor staff while work is being performed within the building.

Contractors should coordinate schedules in advance to ensure escort availability and minimize any impact on planned work activities.

32. What is the process for maintenance personnel to be granted permission to utilize necessary handheld equipment (phones, tablet, etc) when servicing/repairing equipment?

Please refer to the response to Question 29.

Electronic devices brought on site require only a memorandum to be submitted and approved. However, photography is not permitted unless a Non-Disclosure Agreement (NDA) has been fully executed. Upon execution of the NDA, photography may be authorized in accordance with facility policies and any applicable restrictions.

Building 50 will not require an NDA or any additional permissions/clearances as it is not a high containment facility, only one ABSL-3 suite.

If the question is referring to the use of the Government-issued NIH tablet and the Integrated Workplace Management System (IWMS), then a contractor ID badge will be required.

Following contract award, the Project Officer (PO) will provide the Contractor with the necessary instructions and documentation to initiate the process. Generally, this includes sponsoring the Contractor for entry into the NIH Enterprise Directory (NED), after which the Contractor will receive instructions to complete the required background investigation. Upon successful completion of the background check and associated onboarding requirements, the Contractor will be issued an NIH contractor ID badge.

33. Can the Government clarify the required proposal organization and volume structure (e.g., separate Technical, Past Performance, and Price volumes)?

Please see the updated solicitation document (section L – Instructions to Offerors) Offerors shall submit separate PDF files for the Technical, Past Performance, and Price proposals. If possible, offerors shall also provide a single combined PDF containing the complete proposal package.

The naming convention for proposal files is at the discretion of the offeror, provided it is clear, logical, and used consistently throughout the submission.

There are no page limitations for the proposal volumes.

34. Does this opportunity require a facility clearance at the entity level? If so, must contractors possess this clearance prior to contract start, or will the Government sponsor the awardee?

A contractor badge will be required to use the Government-issued tablet and the Integrated Workplace Management System (IWMS). The required documentation and approval process will begin after contract award. The Contracting Officer's Representative (COR) or Project Officer (PO) will coordinate the process to ensure all required approvals and sponsorships are met.

The Contractor is not required to have the badge or any associated access approvals in place prior to contract start.

35. Is there a repair threshold for identified deficiencies under which the contractor is responsible for an established deductible before the Government reimburses repair costs?

For any deficiencies identified during inspections or preventive maintenance, the Contractor shall provide the Government with a quotation for the recommended repairs. The Government will review the quotation and provide direction on how to proceed. At this time, the Contractor will not be expected to incur any repair costs or pay any deductible.

36. What SCADA platform is currently in use?

We currently use a web-based interface hosted within the PLC. Reports and other system data are retrieved using the manufacturer's proprietary Digital Logic software and Microsoft SQL Server.

37. Can the Government provide the existing preventive maintenance plans, inspection checklists, service frequencies, and current IWMS inspection points for each covered system?

Yes, the government will be able to provide this information to selected contractor.

38. Can the Government clarify whether consumables, spare parts, batteries, filters, belts, refrigerant, lamps, sensors, and similar materials may be stored on-site?

Yes. Contractors may store materials on site, subject to space availability and coordination with facility management.

39. Do you have a list of current subcontractors providing these PM services?

Recent Reports that can be provided.

Routine preventive maintenance activities are primarily performed by facility maintenance staff and are tracked within the Integrated Workplace Management System (IWMS).

For equipment that has required contractor support, repairs, upgrades, or project-related work, supporting reports and documentation are available. Due to the sensitive nature of the information contained in these records, they may be provided only after a Non-Disclosure Agreement (NDA) has been fully executed.

40. List of assets and specifications and sizes that are required to be PM under this contract?

Inventory/equipment list will be provided for chosen contractor.

However, the quantity of each equipment covered under this scope are:

UPS: 1

Breakers: 30

VFDs: 35 PH Tank: 1 Pit System 1 Building Air Compressor, 4 HEPA Filtration Skids, 1 Lab Air Compressor 2 Vacuum Pumps 108 Steam Traps 8 Cold Rooms 108 Backflows

41. Who is in charge of the BAS/Controls work for the campus? Johnson Controls?

Siemens?

Siemens.

42. If additional repair work is required after preventative maintenance is performed will that work be completed on time and material basis, time and material (not to exceed) or lump sum?

We do not utilize time and material. Any additional repair work that is approved by the NIH will be through either a task order or change order.

43. If a lump sum task order is issued related to additional repair work required after preventative maintenance is performed, will contractor have to prepare a lump sum proposal?

Yes a proposal will have to be prepared in that instance (and will need to be approved through a technical evaluation by the COR).

44. Will contractor awarded this project be required to have any staff onsite at all times during business hours? If so, will office space or a laydown area for an office trailer be provided?

No. The contractor is not required to have staff permanently assigned or continuously present on site. Personnel shall be on site only as necessary to perform the required services.

45. What costs besides labor should be included in unit prices for the preventative maintenance part of this contract? Vehicles, transportation, tools, project management, supervisor?

Unit prices for preventive maintenance shall include all costs necessary to perform the required services, including, but not limited to, direct labor, supervision, project management, transportation, vehicles, tools, equipment, consumable materials, overhead, general and administrative (G&A) expenses, and profit. Offerors shall include all costs required to successfully perform the preventive maintenance services in accordance with the solicitation requirements unless otherwise specified.

46. Please confirm that Davis-Bacon wage rates do not apply to this RFP, but rather Service Contract Rates?

Yes the Davis-Bacon wage does not apply to this RFP, the service contract rates do since this is a base + 4 service agreement.

47. Please confirm whether certified payrolls will need to be submitted in relation to work performed?

Certified payrolls are not submitted to the NIH, that should be done internally within the contractor’s company.

48. Will the Government please release an equipment list for the equipment that the contractor is responsible for?

Equipment list will be provided for chosen contractor.

However, the quantity of each equipment covered under this scope are:

UPS: 1

Breakers: 30 VFDs: 35 PH Tank: 1

Pit System 1 Building Air Compressor, 4 HEPA Filtration Skids, 1 Lab Air Compressor 2 Vacuum Pumps 108 Steam Traps 8 Cold Rooms 108 Backflows

49. Will the Government please include a condition assessment for each item on the equipment list, indicating the age of the equipment and how close it is to failure?

50. Will the Government please clearly indicate what equipment is the responsibility of the NIH in-house maintenance staff and what equipment will be the responsibility of the contractor?

All PM work listed in the scope is the responsibility of the contractor. NIH in house staff also performs PMs on all the equipment, but their work should supplement what the contractor is doing and vice versa.

51. If the equipment falls into both the in-house staff for simpler preventive maintenance and the contractor will be responsible for more advance repair work, please indicate where the line is that separates the two categories, and indicate what that could mean for the contractor’s workload.

The preventive maintenance (PM) tasks identified in the Performance Work Statement are the responsibility of the contractor. While Government in-house staff may perform routine preventive maintenance activities outside the scope of this contract, such work does not alter or reduce the contractor's responsibilities under the solicitation.

If, during the performance of the required PMs, the contractor identifies deficiencies or repair needs beyond the contract scope, the contractor shall notify the

Government and provide a quotation for the recommended corrective work. The Government will determine whether to authorize the additional work.

52. Is the Government expecting a full-time in-house contractor staff with a mix of disciplines who are able to handle total facility operations and maintenance, or is the Government expecting on-call services with no permanent full-time employees?

The Government expects the Contractor to provide services on an on-call or scheduled basis. A full-time, on-site staff dedicated to facility operations and maintenance is not required.

53. Please confirm that when the answers to the questions are posted, bidders will at least have 10 days incorporate the answers into their solution before submission.

Due to the time constraints, the proposal is extended for 7 days from the RFI answer post date.

54. Will the Government please release the sign-in sheet from the site visit that occurred on June 17, 2026?

Yes, that can be provided.

55. Will the Government please supply a deficiency/defective asset list on the items that the contractor will be maintaining? Additionally, what items does the NIH feel need immediate attention?

56. As a detailed Statement of Work is beneficial to the bidders as well as the Government, does the Government have any supporting documentation or attachments that bidders could find useful when building our proposal response? Additionally, if the Government would find it useful, would they like industry’s assistance with building a revised SOW?

Additional supporting documentation may be provided upon request to the selected contractor. Detailed or building-identifiable information (drawings, etc.) will only be made available after the execution of a signed Non-Disclosure Agreement (NDA), as applicable.

57. Will the Government please provide any supporting elaborate on the overall statement of work, Yes, any additional questions will be answered and clarified.

58. Does the Government have a 5-year plan to replace any critical systems that the contractor will be responsible for maintaining?

59. Will the Government please clarify if High-voltage switchgear testing is required?

They would have to specify what they mean by high voltage. HV could mean 13k feeders, but they could also mean 480v depending on their definition of high voltage.

60. Will the Government please specify the exact clearance/access process the contractor’s staff and team members go through to access the NIH campus on a regular basis? Additionally, how much time does it take for one of our cleared employees to get cleared/read-on from the NIH Security Operations Center to perform repairs without an escort?

Contractors will access the NIH campus through the Visitor Center or an authorized vehicle checkpoint and will be subject to standard security screening procedures within Building 33. Visitor passes will be issued, and memoranda for electronic devices can be arranged as needed.

Once an ID Badge is assigned, the contractor will be able to enter the campus through one of the many entrances by badging in, no longer needing to go through the visitor center. However, they will still need to follow all additional security protocols within building 33. Procedure to receive an ID badge will be initiated once appropriate.

Unescorted access requires completion of the NIH Biosurety process, which includes background screening, health and behavioral evaluations, training, and other requirements. This process typically takes six months to one year.

At this time, Biosurety access is not considered necessary for performance of the contract. If circumstances change, the requirement will be discussed with the contractor.

For Building 50, no additional screenings or security processes are required.

61. Please provide a complete asset inventory and equipment list, including quantities, age, manufacturers, models, locations, and maintenance history for all systems covered under the contract.

Inventory/Equipment list will be provided for chosen contractor.

However, the quantity of each equipment covered under this scope are:

UPS: 1

Breakers: 30 VFDs: 35 PH Tank: 1 Pit System 1 Building Air Compressor, 4 HEPA Filtration Skids, 1 Lab Air Compressor 2 Vacuum Pumps 108 Steam Traps 8 Cold Rooms 108 Backflows

62. Would Contractor Teaming Arrangements be permitted as a part of the submission of the proposal?

As long as the contractors involved are small businesses (per the solicitation requirements).

63. Is any portion of the work covered by a Collective Bargaining Agreement (CBA) requirements? If so, please provide the applicable CBAs, wage determinations, fringe benefit requirements, and identification of covered positions.

Only the service wage rates apply to the main IDIQ.

64. Is there an incumbent contractor currently performing these services? If so, please provide the incumbent staffing levels.

There is not an incumbent contractor that performs all these PMs. There are contractor working on breaker maintenance, as well as a separate contractor working on the UPS replacement as one-time projects. The government does not track or disclose the incumbent contractors staffing levels. Offerors are responsible for determining the staffing necessary to successfully perform the requirements of the solicitation.

65. Because services, resources, and personnel to support various efforts will be better defined at the task order level, please clarify what the NIH expects to be included in the proposal's pricing. Will these be rates only to be assessed against hours later after the LOE for each task is determined?

Individual task orders will be assessed separately.

66. Does the NIH expect the Project Manager (PM) to be onsite? If so, what are the estimated hours per week? If so will a workspace be provided?

No, the Project Manager is not required to be on-site full-time. The Project Manager is expected to be on-site only when performing the contracted services or providing troubleshooting support, as required. Therefore, no minimum weekly on-site hours are anticipated, and a dedicated workspace will not be provided.

67. Please provide the pricing sheet the Government wants us to use to provide our pricing submission.

There is no set pricing template. Please provide a detailed price breakdown by each year (base + 4 option years).

68. The SAM.gov notice indicates that proposals shall include a technical approach, pricing, and past/relevant performance experience. However, we were unable to locate these proposal submission requirements within the solicitation documents. Please confirm whether these elements are required as part of the proposal submission and, if so, provide the applicable instructions, evaluation criteria, and any page limitations associated with each requirement.

Please see the updated solicitation document.

69. Do preventative maintenance plans exist for all the listed systems or do these need to be created? If some exist, please provide the list of what exists and what does not exist. This will help us to determine the effort needed for development of the plans.

Not all listed systems (i.e., Asset Types) have Planned Maintenance (PM) activities or inspection activities in IWMS. Below is a summarized table. Attached spreadsheet provides additional details.

Asset Type PMs and/or Inspections

Notes

UPS Inspection Additional assets may need to be added to the inspection program

VFDs PM and inspection Switchgear Inspection pH Neutralization Tanks None No PMs or inspections in IWMS.

Sewage Sump Pumps PM

Cold Rooms PM PMs performed by a contractor, contact the CSB PCT Cont Temp Room group for info.

Air Compressors/Purifiers PM and inspection Additional assets may need to be added to the inventory and programs.

Electrical IR Scans Inspection Various asset types. See sheet “Inspections” in attached spreadsheet.

Steam Traps None No inventory, PMs, and inspections in

IWMS

SCADA Support Inspection

Wattstopper Controls None No inventory, PMs and Inspections in

IWMS

Backflow Preventers PM Additional assets may need to be added to the PM program

70. Please provide an inventory list of all equipment included in the scope, including make, model, quantity, location, year of install, and current condition.

Inventory/equipment list will be provided for chosen contractor.

However, the quantity of each equipment covered under this scope are:

UPS: 1

Breakers: 30 VFDs: 35 PH Tank: 1 Pit System 1 Building Air Compressor, 4 HEPA Filtration Skids, 1 Lab Air Compressor 2 Vacuum Pumps 108 Steam Traps 8 Cold Rooms 108 Backflows

71. Will NIH provide access to the NIS IWMS system and provide our staff with tablets? What type of security access/clearance is required to use the tablets?

Yes. Both will be provided. However, access to the Government-issued tablet and the Integrated Workplace Management System (IWMS) requires an NIH contractor ID badge. The Project Officer (PO) will provide the Contractor with all necessary documentation and instructions to complete the NIH ID badging process.

72. Please provide a frequency expectation for equipment listed in the Appendix.

For example, are the pH sensors to be calibrated annually, quarterly, or on another set frequency? This information is provided for some of the equipment (switchgear), but not all of the equipment.

The preventive maintenance (PM) services identified in the scope shall be performed at the following frequencies:

Cold Rooms: Bi Annually UPS Systems: Quarterly (4 times per year) Variable Frequency Drives (VFDs): Annually Switchgear: Annually pH Tank System: Annually Pit System: Annually Air Compressors, Air Purifiers, and Vacuum Pumps: Annually Infrared (IR) Scans: Annually Steam Traps: Bi Annually Control System and SCADA: Quarterly (4 times per year) Wattstopper Lighting Control System: Annually Backflow Preventers: Annually

73. Will FCL Secret clearance be required for this contract?

No. A Facility Clearance Level (FCL) is not required for this contract. However, additional clearances would be required for unescorted access, if such access is requested in the future. At this time, unescorted access is not being pursued.

74. What level is Cyber Security Maturity Model Certification (CMMC) is required for this contract? Level 1, Level 2 self-certified, or Level 2 third party certified?

The Cybersecurity Maturity Model Certification (CMMC) is a Department of Defense (DoD) program and is not applicable to this NIH requirement.

The Contractor will access Government systems that operate under an approved System Security Plan (SSP) and Authority to Operate (ATO), as authorized by the Government.

The Contractor shall comply with all applicable NIH and HHS security policies, access control procedures, nondisclosure agreements (NDAs), and other contractual requirements governing the protection and handling of Government information and systems. Any access to Government systems or information shall be limited to that necessary for contract performance and shall be conducted in accordance with all applicable security and privacy requirements.

75. What work is expected to be completed after-hours and what is considered after-hours?

Refer to question 24.

Regular work hours are 7am-4pm. Off hours are 4pm-7am.

76. The air handlers and other HVAC equipment is discussed in the SOW and in the SF1449, but not listed in the Appendix. Please confirm maintenance on the HVAC equipment is included in the scope.

No. Air Handling Units (AHUs) and Exhaust Fans (EFs) are not included in the scope of this contract. While certain components associated with the HVAC system—such as air compressors, air purifiers, and Variable Frequency Drives (VFDs)—are included, the primary HVAC equipment, including AHUs and EFs, is excluded from the scope of work.

77. Please provide a list of all the HVAC/HEPA filters that will need to be serviced for this contract. What MERV rating is required for each AHU and filter change?

HVAC/ HEPA filters not to be included in Scope.

78. What is the required frequency of filter changes?

HVAC/ HEPA filters not to be included in Scope.

79. Please provide a copy of the sign-in list from the site walk.

The sign-in sheet will be provided.

80. Please provide the make, model, and version of the SCADA software.

Will be provided to the selected contractor.

81. Are software upgrades for the SCADA system included in the preventative maintenance portion of this contract?

Yes. Software upgrades for the SCADA system are included as part of the preventive maintenance requirements under this contract.

82. Please provide the make, model, and version of the BMS system.

The facility is currently transitioning from the Siemens Insight Building Automation System (BAS) to the Siemens Desigo platform.

BAS services are not included within the scope of this contract. All BAS-related operation, maintenance, and management activities are performed by Siemens under a separate contract.

83. Are software upgrades for the BMS system included in the preventative maintenance portion of this contract?

No. BAS-related work is not included under this contract. All BAS work is performed and managed by Siemens.

84. Are the Liebert systems included in the preventative maintenance program for this contract?

No. Liebert systems are not included in the preventive maintenance program under this contract.

85. Are the chilled water pumps included in the preventative maintenance program for this contract?

No. Preventive maintenance of the chilled water pumps is not included in the scope of this contract. However, the facility includes several Variable Frequency Drives (VFDs) that serve the chilled water pumps, and preventive maintenance of those VFDs is included in the contract scope.

86. Is the expectation to have a full-time presence at the facility for predictive and preventative maintenance and emergency situations or only when providing the services discussed in the SOW?

No full-time on-site presence is required. The Contractor is expected to be on-site only when performing the preventive or predictive maintenance services identified in the Statement of Work (SOW) or when responding to troubleshooting or emergency service requests, as applicable.

87. If a piece of equipment is malfunctioning, what is the expectation for response time?

Any critical emergency will be handled through a separate NIH contract.

For Non-Emergency:

Response/Inquiry: 2 Business Days (Regular and off hours)

On site troubleshooting:

Work hours and Off- hours: 4 Business Days

88. Is there a limit of liability associated with this contract?

No, the government is not responsible for any breach of contract or negligence regarding agreements between the general contractor and the sub-contractor.

89. Is all the equipment functional or will be made functional prior to assumption of this contract?

Yes. All equipment included in the scope of work is currently functional and operational. While the condition of the equipment varies, all systems are currently in service.

Please note that the pH neutralization system is operational but is scheduled to be replaced within the current year. Additionally, the existing UPS is a temporary system, and a permanent UPS is planned for installation in 2027.

90. Are any pieces of equipment still under warranty?

No. None of the original equipment covered under this contract is currently under warranty. However, certain equipment that has been recently replaced or is scheduled for replacement—such as the UPS system and the pH neutralization system—is or will be covered under the applicable manufacturer's warranty.

91. Has a condition assessment been conducted for all equipment included in this contract? If so, can we be provided a copy of the condition assessment?

A gap analysis has recently been completed for many of the facility's systems and equipment. Copies of the applicable reports may be made available to the Contractor upon request, subject to any applicable documentation-sharing requirements and confidentiality restrictions. However, not all the equipment listed in this scope have had an assessment done.

92. Are any pieces of equipment located in a secure area that will require escorts or special arrangements for access?

Yes. A full-time escort is required in Building 33 for all contractor personnel, regardless of the work location or area being accessed. Any work taking place in Building 50 will not require an escort.

93. The Statement of Work Appendix outlines twelve (12) core system categories requiring minimum PMs (including UPS Systems, VFDs, Switchgear, pH Neutralization Tanks, Sewage Sump Pumps, Cold Rooms, Air Compressors/Purifiers, Electrical IR Scans, Steam Traps, SCADA Support, Wattstopper Controls, and Backflow Preventers). To enable an accurate and transparent fixed-cost proposal for these components, will the Government provide a detailed Equipment Asset and Quantity Master List? Because our technical estimation team requires exact baseline parameters to guarantee pricing parity and eliminate blind contingencies, we respectfully request that this matrix explicitly provide the specific metrics below cross-referenced to each of those 12 system categories:

a. Exact Asset Counts and Equipment Numbers: The total number of units and individual equipment tracking numbers requiring service under this contract, specifically:

i. The exact number of Uninterruptible Power Supply (UPS) units.

ii. The exact number of Variable Frequency Drives (VFD) and Switchgears/switchgear assemblies.

iii. The exact count of pH Neutralization Tanks and Sewage Sump Pumps (Pit Systems).

iv. The total count of Cold Rooms, Air Compressors, and Air Purifiers.

v. The precise number of Steam Traps, Wattstopper Lighting Control panels/nodes, and Backflow Preventers.

b. Associated Technical Indicators: The manufacturer name, model number, and operational capacities (e.g., exact kVA/kW capacity for UPS/Switchgears, HP/voltage for VFDs, gallon capacity for tanks, and tonnage/CFM ratings for cooling/air systems) for each individual piece of equipment.

c. Associated Scope of Work per Unit: The precise maintenance boundaries, specialized checklists, or OEM-mandated preventative protocols expected for each specific asset category during scheduled site visits.

Will be provided to the selected contractor.