Portland_O&M_Questions_and_Answers.pdf

Reference: Combined Synopsis Portland O&M, page 3 of 163, “A pre-award meeting will be held in Portland over a period of two days 04/11/2018-04/12/2018 to allow for an overview of the solicitation and a site visit to all 4 buildings.”

Q1: Can the government provide a copy of the pre-award meeting minutes?

A1: The Government will provide agenda, but no minutes will be provided

Q2: Can the government provide a list of attendees? –

A2: Yes, will be added by separate amendment.

Reference: Combined Synopsis Portland O&M, page 7 of 163, Section B, paragraph B.2, O&M and Related Services: General Requirement, “General Services Administration, Region 10 has a requirement for Operations and Maintenance services at multiple buildings within the locations listed in the Schedule of Items. This is not a new requirement.

Q3: Can the Government provide the contact number for the current contract?

A3: Current Contract Number: GS-10P-13-LSA-0052/GS-P-10-15-LS-7041

Q4: Can the Government provide the name of the incumbent contractor and the current value of the contract?

A4: Current Contractor: Total Systems Services Inc, Contract Value: $2,244,257

Reference: Combined Synopsis Portland O&M, page 22 of 163, Section C, paragraph C.1.1.k Child Care Center, The Contractor shall repair systems upon request and according to work items identified by the annual Child Care Center survey.”

Q5: Can the government provide a copy of the Child Care Center survey?

A5: Reference to Child Care Center Survey will be removed by amendment. Child Care Center Surveys are no longer completed in Region 10. Amendment will replace current language of C.1.1.k with the following: The Contractor shall maintain all fixed equipment and systems, including playground equipment associated with the Child Care Center. The Contractor shall repair systems according to work order items identified by the annual Tenant Satisfaction Survey and the NCMMS.

Reference: Combined Synopsis Portland O&M, page 35 of 163, Section C, paragraph C.5.3 “The Contractor shall be responsible for making immediate adjustments or corrections that fall within the scope of routine preventive maintenance required by this Contract at no additional cost to the Government. This includes, but is not limited to: making adjustments to controls;

adjusting the BAS software, e.g., correcting set points; reloading programs; restoring equipment being operated manually to automatic operation (this does not include changing established sequences of operation or programming sequences); applying lubricants; cleaning HVAC components such as fan housings, fans, coils, dampers, air handling unit (AHU) sections, and equipment rooms; and replacing consumable parts or components.

Q6: Is the in-coming contractor required to perform incomplete work orders left behind by the out-going contractor?

A6: 911- There should be no overdue PM’s to be completed. Incomplete unscheduled work requests due to parts on order and not received would be the incoming vendors responsibility.

Q7: If so, how many back-order work requests will the incoming contractor be responsible for?

A7: 911 - See A6

Reference: Combined Synopsis Portland O&M, page 43 of 163, Section C, paragraph C.10.e, Equipment Inventory, “The Contractor shall: Collect and maintain the following equipment data:

Equipment ID, Equipment Type, Equipment Description, Asset Identification Code, Manufacturer, Model Number, Serial Number, Equipment Status, Building Number, and Location.”

Q8: I the equipment data currently up-to-date?

A8: 911 - Yes, but the incoming vendor is responsible for verifying and updating as necessary.

Gus Solomon - Yes, but the incoming vendor is responsible for verifying and updating as necessary

Q9: Can the government provide equipment inventories for each facility to include Equipment ID, Equipment Type, Equipment Description, Asset Identification Code, Manufacturer, Model Number, Serial Number, Equipment Status, Building Number, and Location?

A9: 911 and Gus Solomon - All data is available in the NCMMS.

Reference: Combined Synopsis Portland O&M, page 44 of 163, Section C, paragraph C.10, Equipment Inventory, “Omissions on existing inventory do not relieve the Contractor from the responsibility for the maintenance of the equipment.”

Q10: Is the current equipment inventory complete?

A10: SEE A8

Reference: Combined Synopsis Portland O&M, page 48 of 163, Section C, paragraph C.2.1.2, Extended Operating Hours, Gus J. Solomon Courthouse, “Note: Because of its historic significance and proximity to the Portland downtown area, the Gus. J. Solomon Courthouse has on average 4-6 events on weeknights and weekends to serve the community and for TV and movie industry filming. The Contractor will be notified of any additional services required prior to these events.”

Q11: Are these services included in the Firm Fixed Price, CLIN 0001, or to be paid from IDIQ Additional Services Pre-Priced, CLIN 0004 through CLIN 0009?

A11: Services outside of the Core Building Hours are paid as additional services but must be preapproved.

Reference: Combined Synopsis Portland O&M, page 55 of 163, Section C, paragraph C.34, Plumbing and Restrooms, “The Contractor shall ensure all system drains, including storm drainage and roof drains, remain clear and unobstructed.”

Q12: Can the government provide the size of the sewage lift station tanks for each location?

A12: 911 and Gus Solomon - No sewage lift station.

Reference: Combined Synopsis Portland O&M, page 62 of 163, Section C, paragraph C.38, Lamps and Ballasts “The Contractor shall replace failed lamps, to include appropriate ballasts if required, with the most efficient products available in accordance with existing building standards defined by the P100 or CO or designee.” And the GSA's Preventive Maintenance Guide, ELEC-LTG-02-05Y, Fluorescent Lighting Fixture, Relamping Only, Frequency: 5-Year

Q13: Is the contractor required to replace only failed lamps per the RFP or replace all lamps (relamping) per the GSA PM Guide every 5 years?

A13: The Contractor is required to replace only failed lamps and not perform a relamp.

Reference: Combined Synopsis Portland O&M, page 88 of 163, Section C, paragraph C.8.4, Work Request / Work Order and Administrative Support, “This includes Work Request / Work Orders for work not under the scope of this Contract (i.e., performing a central Work Request / Work Order desk function for the facility, regardless of who is responsible for responding to the Work Request / Work Order) and to include janitorial, pest control, elevator and landscaping service calls when requested.”

Q14: Can the government provide historic data on the number of Work Request/Work Order received year?

A14: 911 - Data is available in the NCMMS.

Q15: How many of these Work Request/Work Orders are within the scope of this contract?

A15: 911 - All

Reference: Combined Synopsis Portland O&M, page 118 of 163, Section H, Paragraph H.15, Government-Furnished Materials. “The following items are furnished by the Government: c.

Space in the building, including locker rooms, if available.”

Q16: Will parking be furnished by the government for contractor use? If so, how many spaces will be made available for each facility?

A16: 911- No parking is available.

Gus Solomon- No parking available

Vancouver- 1 slot is available on first come first serve Troutdale - N/A

Q17: Will parking be furnished by the government for contractor employees?

A17: 911- No parking is available.

Gus Solomon - No parking available

Vancouver - 1 slot is available on first come first serve Troutdale - N/A

Q18: What are the recertification dates for Roof Anchors of 911 FB and Gus J. Solomon Federal Buildings.

A18A: 911 – Re-Certified - 02/15/2018 A18B: Gus Solomon – Re-Certified 7/2017

Q19: Are attachments included for Edith Green or Portland O&M

A19: Attachment Labels marked Edith Green are improperly marked, all attachments for labeled EG/WW posted with the Portland O&M solicitation are hereby amended to read Portland O&M and will be confirmed as necessary upon award.

Q20: Attachment 16 Submittal Checklist is not included or mislabeled.

A20: Attachment 16 Submittal Checklist is hereby removed as a required submittal.

We understand each facility has a Repair Liability Limit that the contractor is responsible for, prior to any Shared Liability. Is this maximum reached by every out of pocket expense, or only by each occurrence over the Repair Liability Limit set for each building?

Q21. How is this contract considered a Performance Based Contract if the contractor is being held to specific FTE/hour counts based on bid estimates versus what is actually determined necessary to meet the requirement? Per FAR 37.602(b)(1) - (b) Agencies shall, to the maximum extent practicable – (1) Describe the work in terms of the required results rather than either “how” the work is to be accomplished or the number of hours to be provided. With the current wording in the contract, if the contractor underestimates the staffing required will the government potentially increase the value of the contract after the base year to accommodate?

This sounds more like Cost-plus than Fixed Price. Will the government please clarify their position?

A21: This contract contains a Performance Based Work Statement with Performance standards. The Staffing Declaration will be incorporated into the contract for the first year and maybe negotiated after that point. Hours worked are expected to be estimates.

General Services Administration’s intent is for the vendor to put forth their best estimate of what positions they feel are required based on the requirements of the PWS total contract performance. As stated in the pre-proposal and solicitation, GSA will allow for potential adjustment of the staffing plan at each option with 90 day notification to the Contracting Officer.

Q22: Do all current union employees have the required certifications? If not, will the gaining contractor be reimbursed for the cost associated with bringing the required employees certifications up to standard?

A22: No reimbursement will be made to bring any employees up to certification standards.

Q23: Does the Utility Mechanic position in the current CBA meet the electrical requirements for low and medium voltage work per PWS section C.41.10 Electrical Safety? If not how is electrical work to be performed in house if not covered by the CBA.

A:23: CBA contains employee position descriptions, please refer to those requirements as well as the solicitation requirements. GSA does not endeavor to tell the vendor how these services must be completed, only that they are covered by an employee or subcontractor with the correct qualifications.

Q24. How many building managers and COR’s are on this contract and where will they be located?

A24: One for Gus Solomon and One for 911, Vancouver, Troutdale

Q25: Does the government have a preference as to which building has the contractor’s PMO office?

A25: 911 - No preference

Q26: Does the incumbent contract include the same scope of work as this new solicitation, or have items of significance been added/changed?

A26: There are no significant changes; vendors are cautioned that the solicitation should be reviewed in its entirety.

Q27: What is the demarcation point between the 905 and 911 buildings considering the communal space between the two buildings?

A27: The south wall of the building in the basement parking area, South exterior wall of the first floor from NE 11th Ave over to the Child Care outside fenced play area to the South wall of the Auditorium to NE 9th Ave.

Q28: Will the government please explain in more detail the BAS Firewall access and what the contractor’s responsibility is for managing and updating the BAS software and database?

A28: Vendor is not responsible for BAS Firewall Access, Cat 6 Network, or network switches, network servers or any of software. BAS Hardware, operations and repair including field equipment and RS482 Trunk. See Solicitation PWS “C.35.4.1.1” for further requirements.

Q29: Is the NCMMS system accessible remotely, or only onsite from government owned computers?

A29: Using two factor authentication you can log in remotely

Q30: Is the NCMMS up to date with all assets appropriately entered, PM schedules uploaded, and service call backlog annotated?

A30: 911 and Gus Solomon - Yes, but the vendor is responsible for maintaining.

Q31: Will the government consider using CPARs in lieu of PPQs, or, possibly allowing submission of existing PPQs, or just the current PPQ cover page with our proposal? Requiring PPQ submission by government personnel not only strains resources and our relationship with reviewers, it makes submission of a qualified bid reliant upon their timely response. Frequently, government personnel refuse to complete PPQs citing that this is the whole reason that CPARs / PPIRs system was created.

A31: Submittal of PPQ is an evaluation factor. GSA will not consider just CPARS.

CPARS is a mandatory review element by the government on any and all solicitations.

Q32. Please provide the current monthly cost of the FFP portion of the current contract for each of the four facilities.

a. What is the current FFP monthly cost for the 911 Federal Building, Portland, Oregon?

b. What is the current FFP monthly cost for the Gus Solomon Federal Building, Portland, Oregon?

c. What is the current FFP monthly cost for the Troutdale Warehouses, Portland, Oregon?

d. What is the current FFP monthly cost for the Gus Solomon Federal Building, Portland, Oregon?

A32. See A4 above

Q33. Does the existing contract cover the same four buildings and only the same four buildings, as referenced in the solicitation?

If not, is the Government combining two or more previous contracts?

A.33 The solicitation is for the same 4 buildings as the existing contract

Q34. Who is current contractor?

A34. See A3 Above

Q35. Attachment 15, Contractor - Supplied Experience Questionnaire imposes a THREE-year limit on submitting experience for relevant contracts. Our company has additional contracts possessing significant relevant experience over the past five years. Will the Government grant bidders to include contracts in our Contractor Supplied Experience completed during the past FIVE years?

A35. Experience Questionnaire is as stated in the solicitation and remains unchanged

Q36. Attachment 14, Past Performance Questionnaire imposes a THREE-year limit on submitting experience for relevant contracts. Our company has additional contracts possessing significant relevant experience over the past five years. Will the Government grant bidders to include contracts in our Contractor Supplied Experience completed during the past FIVE years?

A36. Experience Questionnaire is as stated in the solicitation and remains unchanged

Q37. The solicitation does not indicate a page limit for the items requested in Attachment 11B. Portland Staffing Questions (organizational and staffing structure, safety training, other site training). What are the page limits for the following paragraphs and sub-paragraphs listed in Attachment 11B:

a. Paragraph 1, Organizational Structure and Staffing?

b. Paragraph 2a, Safety Training?

c. Paragraph 2b, Other Onsite Training?

A37. All page limitations are hereby amended to be limited at 4 pages with the exception of subcontractor list which is unlimited.

Q38. Paragraph M.2.1.2 limits responses to Attachment13B to a total of two (2) pages in total.

Attachment 13B contains four separate areas (Approach to Providing Service, Approach to Limit Frequency of Service Calls, Approach to providing Customer /service, and Quality Control) bidders must address. What are the page limits for the following questions/items in Attachment 13B:

a. Approach to Providing Service?

b. Approach to Limit Frequency of Service Calls?

c. Approach to providing Customer Service?

d. Quality Control?

A38. All page limitations are hereby amended to be limited at 4 pages with the exception of subcontractor list which is unlimited.

Q39. There appears to be missing information in Question 4 under Attachment 13B. Can the Government provide the information missing after the phrase … “and briefly describe methodology QC inspector will use in determining what and when to…?”

A39. Missing word is “inspect”

Q40. Reference: Section J: List of Attachments & Exhibits (Attachment 16) and Section L Vol I- Checklist of Items to Submit. This attachment does not appear to be a checklist but only a list of attachments and exhibits.

A40. Referenced checklist is no longer required as a submittal

Q41. Does the Government want us to sign both pages and include in Vol I?

A41. Unclear, if this refers to anything within the redacted copy, then no signature is not necessary.

Q42. Reference: Attachments 17-GSA527-15B Contractors Qualifications and Financial Information.

Does the Government want Offerors to provide the 527 in Volume I and if so, what order? If not, where?

A42. This document is not required with proposal.

Q43. Will the Government please provide a current list of subcontractors?

A43. The government will not be providing a current subcontractors list

Q44. The Troutdale Warehouse has historically been a non-occupied building. Will the GSA allow a variance to the twice per day tours at that facility?

A44. Tour language for Troutdale Warehouse ONLY, his hereby corrected to reflect A44. C.24.3 Tour Frequencies

Minimum suggested frequencies for required tours are:

1. TWICE DAILY: After start-up in the AM and prior to shut-down in the PM perform tours of all major HVAC equipment such as, but not limited to chillers, boilers, cooling towers, pneumatic control air compressors, air handlers, fire alarm panels, steam system reducing and regulating stations, special HVAC for critical operations.

Fire alarm system control units shall not contain any trouble conditions not reviewed and approved by the CO or their designee. Excepted from twice daily tours are the Troutdale Warehouses. Troutdale Warehouses require 1 weekly tour and as required by call outs /work requests.

Q45. Proposal Close Date and Time Clarification

A45. Proposals are due no later that May 11, 2018 at 12:00 noon

Q46/A46. Section C, PWS, 40.2 through 40.3 are hereby clarified to read: C.40.2 Non-reimbursable Repairs (See the Table below to reference amounts by building)

A non-reimbursable repair is a single repair costing under AMOUNT A for repair parts and materials only without any Contractor labor cost factored in. That amount may include approved subcontracting costs. The cost of consumable parts and materials shall not be calculated as part of the Contractor’s repair parts and material costs. Non-reimbursable repairs where parts and materials are valued at or below AMOUNT A are entirely the Contractor’s responsibility with no reimbursement from the Government.

C.40.3 Shared Liability Repairs (See the Table below to reference amounts by building)

A shared liability repair is a single incident valued over the non-reimbursable threshold amount of AMOUNT A set in C.40.2, and cannot be an accumulation of various repairs (bundling). All shared liability repairs must be approved by the CO or their designee. The Contractor’s limit on shared liability repairs is set at AMOUNT B per year.

Once the annual repair threshold of shared liability repairs has been reached (AMOUNT A x AMOUNT C= AMOUNT B), all repairs greater than AMOUNT A are reimbursable in total by GSA and must be approved by GSA.

Table of AMOUNTS for Reimbursable and Non-reimbursable Repairs

BUILDING

AMOUNT A

C.40.2, C.40.3

Non-reimbursable repair maximum per repair

AMOUNT B

C.40.2

Annual cost maximum of Reimbursable repairs to

Contractor

AMOUNT C

C.40.2

Annual quantity of Reimbursable repairs

911 FB $1000 $5000 5

Vancouver FB $500 $2000 4

Troutdale

WHSE

$250 $750 3

Gus J. Solomon

CTHSE

$1200 $12,000 10

Shared Liability Repair Example

A repair is identified and estimated by the Contractor to cost $1,200.00 for repair parts and materials only at the Vancouver FB. The CO or their designee will verify and approve both the need for the repair and the $1,200.00 estimated cost of repair parts and materials. In this example, the Contractor will pay the first $500.00 of the repair (the non-reimbursable repair threshold cost AMOUNT A) and GSA will pay the remaining $700.00. This is then classified as a shared liability repair.

Total estimated approved cost for repair parts and materials to complete repair $1,200.00

Contractor’s shared liability AMOUNT A to be subtracted -$ 500.00

Total to be paid by GSA to the Contractor for the repair $ 700.00

The required completion date for shared liability repairs shall be established when the CO or their designee approves the work, as mutually agreed upon by the CO or their designee and the Contractor. The Contractor shall attempt to complete work as promptly as possible. Immediately upon identification of a shared liability repair, the Contractor shall create a work order in the NCMMS and defer it by putting it in a “hold” status.

C.40.4 Miscellaneous Work (See the Table below for reference amounts by building)

The Contractor shall provide AMOUNT D for miscellaneous work hours and up to AMOUNT E for parts and supplies per calendar month (hours and dollar amounts are not cumulative to succeeding months.

The three buildings identified in the Table of Values below will share amounts of the thresholds, but they will also not be allowed to accumulate month to month. The value spent on all miscellaneous work will be reported in the Monthly Progress Report and managed by the Contractor and the CO and/or their designee. No labor cost shall be included.

The Contractor shall furnish the labor, tools and consumable materials as necessary to perform the work.

Miscellaneous work may be required for work that makes use of any of the trades normally employed in performing operations and maintenance services under this Contract and does not include tasks associated with the performance of services covered under the scope of this Contract. The Contractor shall create and process NCMMS work orders for all miscellaneous work, and accurately record hours of labor expended and costs incurred in the NCMMS.

Table of Values for Miscellaneous Work AMOUNTS

BUILDING

AMOUNT D

C.40.4

Miscellaneous Work hours maximum per month

AMOUNT E

C.40.4

Miscellaneous Work cost for parts/supplies maximum per month

911 FB 20 hours for all three buildings total

$75 for all three buildings total

Vancouver FB

Troutdale WHSE

Gus J. Solomon

CTHSE

16 hours $50

C.40.5 - RESERVED