Attachment 7 Hangar Door Sources Sought Question Responses.pdf

Hangar Door Inspections & Maintenance Service Question & Answers

1. In the Performance Work Statement (PWS), Appendix #2 and #3, the total number of doors is 113, but adding the numbers in Appendix #2, # of Doors, column equals 111.

Is the total workload 113 or 111 doors? Likewise, would the total number of door inspections be 222 or 226? The correct number of doors is 111, and the number of door inspections will be 222. PWS modified to annotate correct numbers.

2. PWS 1.1.2, inspection schedule, calls for contractor to communicate with facilities managers to set up inspections. Will the government provide a facility contact list to contractor following award? If not, how is the contractor to contact facility personnel?

Yes, the COR will provide a POC and contact information.

3. PWS 1.1.2, inspection schedule says the inspection “schedule will be predicated on the date of the previous inspections.” What latitude or remedy does the contractor have when facility workload, mission, weather or other instances beyond the contractor’s control prevent maintaining the schedule? For example, if the first inspection is due in March, but the facility manager says they cannot grant access until June, how would the inspection schedule be modified to satisfy the requirements in PWS 1.1.2 and complete (2) full inspections within the contract year? In 1.1.2 it states “If communications/scheduling issues arise, contractor is to notify the COR(s) for assistance”. We will do our best to work with and assist the contractor with scheduling issues. If access to the facility falls too far outside the widow (2 months), we will cancel that inspection for the year. If this is a common occurrence with a facility, we will modify the schedule in the contract. If cancelled, it would only be that specific inspection until the next scheduled inspection occurs.

4. The PWS paragraph 1.1.3, Preventative Maintenance, says as part of the inspection process includes replacement of components such as sensors, switches, hinge pins, etc.

Are these components purchased under CLIN 0004, 1004, 2004, 3004, 4004, Parts & Materials? If not, how is the purchase price funded? Yes, all parts & materials are purchased under these CLINS.

How does the government foresee that the inspector determine what parts may be needed prior to the inspection in order to source and replace them at the time of inspection? Door condition cannot be known before an inspection. Many components are specialty items and/or not locally available. There are many door types in different quantities preventing pre‐purchase of stock parts that can be used across different facilities. The PWS states the inspection process “can include but are not limited to” and does not require that the contractor’s preventative maintenance “shall” include the items listed. The items listed are examples to provide context to the preventative maintenance tasks that may be required during the life of the contract.

In PWS 1.1.3 the terms “sensors” and “switches” is wide‐ranging. For example, a single limit switch or proximity sensor may cost $200‐$500 and may be required to be made by a manufacturer on an as‐needed basis. It is unknown what is meant by hinge pins in terms Appendix #2 Door Chart/Key. Suggest this sentence in PWS

1.1.3 be edited as follows or more narrowly defined:

“Preventative Maintenance tasks can include but are not limited to;

adjustments and/or replacement of components such as sensors, switches, hinge pins etc., the lubrication of parts via the use of grease fittings or other methods, topping‐off/changing of lubricants/fluids, and the tightening of hardware via:

nuts, bolts, screws, etc., or other adjustments of parts to the various tolerances required of those parts to prevent damage and ensure proper operation.”

Reference response provided above.

If replacement sensors, switches, hinge pins, etc. remain part of the routine maintenance portion of an inspection, what test is used to determine that a component replacement is above and beyond routine and would then be handled under PWS 1.1.4, Repairs up to $2,500.00, or PWS 1.1.5, Repairs Exceeding $2,500.00? The replacement of sensors, switches, hinge pins, etc. will be dependent on if the item is considered a bench stock item. If the item is not considered a bench stock item, PWS 1.1.4 or 1.1.5 will apply. If the item is considered a bench stock item, it will be replaced IAW PWS 1.1.3. As the subject matter experts, contractors should have awareness of the parts and materials that require routine replacement or experience wear & tear more often than other parts and materials.

5. Is it the government’s intention to not pay for inspections if the report is transmitted to the government after the deadlines set out in PWS 1.1.7 or if the COR objects to the report’s contents? See PWS 1.4, Invoicing, “Contractor can only invoice for Inspections that were completed and a timely and proper report was submitted to COR.” Or are the remedies limited those described in 2.3, Surveillance Methods? The contractor will be paid for completed work as set forth in the PWS, if there is a delay in the submission of invoices by the deadlines stated in the PWS the contractor will communicate with the COR. For example, if the contractor submits an invoice for work not completed, the invoice will be rejected. Work not completed to the standard set forth in the PWS may be rejected and the remedies listed in 2.3 can be used before approving an invoice. This is a case by case basis and the CO will be the deciding factor.

What is considered a “proper” report? An inspection report that provides the information required and outlined in PWS 1.1.7.

Under PWS 1.1.7, are all the door inspection reports for a facility to be turned in at one time? For example, if a facility with 16 doors has 8 doors inspected in November and the remaining 8 doors in December, are 8 reports due in December and 8 reports in January, or are all 16 reports due in January? For scheduled inspections the reports are due no later than the 10th day of the following month. Example: Bldg. 123 scheduled inspection for the month of June is completed June 4th, the report must be submitted no later than July 10th. If the inspection for a particular facility will not be completed in the scheduled month, refer to 1.1.2 Inspection Schedule: If communications/scheduling issues arise, contractor is to notify the COR(s) for assistance.

6. Under PWS 1.1.8, is the no show/cancellation fee limited to only 1 hour total, or 1 hour for every contractor employee who was assigned to the work order or inspection? For example, 2 technicians are required for a routine repair, but no escort is available. Is the no show fee 1 hour or 2 hours? One (1) labor hour per contractor assigned to perform an inspection/service call for a particular facility.

a. Is a no show/cancellation fee permitted if repair work begins, but the facility asks personnel to leave before the work is complete? Contractor would be required to remobilize to finish the work at a later date. No, this is not considered a no show/cancellation. A no show/cancellation prevents the contractor from starting work. If a situation like this arises, the contractor will reschedule and resume work on the coordinated date. The contractor will notify the COR(s).

7. Please clarify response times. PWS paragraph 1.1.6 Proposals requires the contractor to notify the COR of scheduled repairs (1) day ahead, but paragraph 1.2 calls for a 2‐day notice prior to performing a repair. 1.1.6 References proposal timelines. 1.2 is for scheduled follow up repair response times for service calls. If scheduling issues arise, the contractor is to notify the COR(s).

1.1.6. Proposals Contractor must notify the COR(s) of a scheduled repair at least one (1) working day before the work is to commence.

1.2. Response Time and Communication. In order to respond timely to calls for service. Contractor must notify the COR(s), at least two (2) working days prior to performing a scheduled follow up repair(s).

8. PWS 1.4.1 restricts charging for personnel until they arrive at the facility or its perimeter. Why isn’t time spent at security and being searched billable when it is a preliminary step to gain access to the facility itself and employees must be paid during these times?

PWS modified to reflect once contractor reaches the installation.

9. PWS 1.4.1, Labor, says that charges must not be incurred when “transporting equipment, awaiting parts, tools or additional personnel.” At the same time, contractor must follow state and federal labor laws that require it to pay employees engaged in these tasks. Please clarify what is and is not billable time to the government.

PWS section modified to reflect the Government will not reimburse the contractor for any invoiced costs associated with transporting equipment and awaiting parts, tools or additional personnel. It is the contractor’s responsibility to provide all personnel, equipment, tools, materials, supervision, and other items and services necessary to perform the work under this contract. This is a firm fixed price contract and it is the contractor’s responsibility to consider the factors and anticipated costs for the applicable CLINs they are providing pricing for.

10. PWS 1.9 Special qualifications – describe what is meant by “manufacturer’s … licenses and/or certifications, to operate required vehicles. . .” PWS section modified to reflect that contractor employees are required to have the necessary knowledge and training needed to perform the services under this contract or be supervised and inspected by an employee with the necessary knowledge and training.

Contractor employees are required to have all appropriate local, state, and federal government licenses and/or certifications required to operate required vehicles and equipment, or perform any work tasks that requires any licenses and/or certificates. .

11. PWS 1.10, Vehicles and Equipment, PWS 3.5, Contractor Furnished Property: Will the government fund under the Parts/Materials CLINs rental of special equipment that is only intermittently required to do work under the contract? For example: Contractor needs use a 10‐ ton forklift one time during the contract to conduct repairs following a door being damaged from impact. Contractor has no other use for a 10‐ton forklift as part of its equipment to perform work under the contract. Yes, only if pre-approved.

12. PWS 3.0, is the contractor required to provide additional security for the 400 square feet at 6258 Gibson beyond what is already being done by the building’s occupant? If so, what security measures are required? What security is currently in place for 6258 Gibson? No, the contractor is not required to provide additional security.

13. PWS 1.4.2, Parts and Materials, restricts contractor to reimbursement only for the actual cost of parts purchased. May contractor’s administrative time and overhead be added to actual purchase price since it is part of the cost of obtaining parts? If not, how is contractor to be compensated for research, price comparisons, administrative time and carrying costs to purchase until the government reimburses? Is it possible to negotiate a general and administrative add‐on rate for parts purchases so that contractor is adequately compensated for its time purchasing parts?

As stated in 1.4.2, the contractor will only be reimbursed for the actual costs of parts and materials purchased. It is the contractor’s responsibility to provide all personnel, equipment, tools, materials, supervision, and other items and services necessary to perform the work under this contract. This is a firm fixed price contract and it is the contractor’s responsibility to consider these factors and incorporate these costs (if needed) into their overall quoted prices for any applicable CLINs.

14. The PWS calls sets out multiple time deadlines for contractor responses and due dates.

What response times are required of the government to respond to questions, repair proposals and communications? This is at the government’s discretion as there are multiple factors that affect the Government’s ability to respond to questions, repair quotes, and communications. If there is a delay, the COR will communicate with the contractor.

15. Is the government going to assign a dollar value on CLINS that call for (1) LOT (CLINs 0004, 1004, 2004, 3004, 4004, Parts and Materials and CLINS 0006, 1006, 2006, 3006, 4006, Over‐and‐ Above)? Industry cannot determine a price when it doesn’t know what parts or materials will be needed or what jobs may be over‐and‐above. An offeror could fill in $1 and unfairly skew its total bid amount, plus leave the government with no funds on the contract to purchase parts.

The pricing worksheet modified to blackout the unit price and total price cells associated with these CLINs to alleviate any confusion.

16. Can the environmental protection plan requirements be simplified for this solicitation?

For example, inspections and hangar door repairs would never require disturbance of biological resources, wetlands, or use of a borrowing pit. A traffic control plan is nearly impossible to create since contractor must access multiple facilities at various times throughout the contract year.

The contractor is referencing RFQ attachment 4 – Section 01500 Environmental Protection on JBER. This document provides the environmental guidance and requirements for anyone operating on JBER. My response to the comment is:

“The Environmental Protection Plan segment of Section 01500 Environmental Protection on JBER applies to construction work and is not applicable to this requirement.”

17. By what method is the contractor notified of routine or emergency service calls if it is posted in NEXGEN‐IT and not initiated by the COR or CO? Is the contractor required to monitor this system? How does NEXGEN‐IT issue notice to the contractor that it should respond to a routine or emergency call? No, at this time the contractor is not required to operate or monitor NexGen. When a work request is processed and approved the COR is notified, then the COR notifies the contractor.

18. Will the service call data called for in PWS 1.3 be integrated into NEXGEN‐IT? Is there a method to report directly to NEXGEN‐IT rather than generate a standalone spreadsheet? It is the responsibility of the contractor to maintain records and logs for the contract. With NexGen being an online database access is not always guaranteed, it can go down for various reasons.