Amendment_0001_-_Solicitation_GS-08-P-16-JE-D-7001_-_Utah_O M _Custodial _and_Pest_Control.pdf

AMENDMENT OF SOLICITATION/MODIFICATION OF CONTRACT 11 . CONTRACT ID CODE IPA~E OF PAGES

I 26

2. AMENDMENT/MODIFICATION NO. 3. EFFECTIVE DATE 4. REQUISITION/PURCHASE REQ. NO. 15. PROJECT NO. (If applicable)

0001 09/20/2016 EQ8PSMPU-16~5041 N/A

6. ISSUED BY CODE 8P2PQ 7. ADMINISTERED BY (If other than Item 6) CODE l8P2PQ

Acquisition Management Staff Acquisition Management Staff W 6th AVE & KIPLING ST W 6th AVE & KIPLING ST Denver, CO 80225-0546 Denver, CO 80225-0546

8. NAME AND ADDRESS OF CONTRACTOR (No., street, county, State and ZIP Code) ~ 9A. AMENDMENT OF SOLICITATION

NO.

D GS-08-P-16-JE-D-7001

9B. DATED (SEE ITEM 11)

08/15/2016

10A. MODIFICATION OF CONTRACT/ORDER NO.

D 10B. DATED (SEE ITEM 13)

CODE I FACILITY CODE

11. THIS ITEM ONLY APPLIES TO AMENDMENTS OF SOLICITATIONS

~ The above numbered solicitation is amended as set forth in Item 14. The hour and date specified for receipt of Offers ~ is extended, D is not extended.

Offers must acknowledge receipt of this amendment prior to the hour and date specified in the solicitation or as amended , by one of the following methods:

(a) By completing items 8 and 15, and returning 1 copies of the amendment; (b) By acknowledging receipt of this amendment on each copy of the offer submitted;

or (c) By separate letter or telegram which includes a reference to the solicitation and amendment numbers. FAILURE OF YOUR ACKNOWLEDGMENT TO BE RECEIVED AT THE PLACE DESIGNATED FOR THE RECEIPT OF OFFERS PRIOR TO THE HOUR AND DATE SPECIFIED MAY RESULT IN REJECTION OF YOUR OFFER. If by virtue of this amendment your desire to change an offer already submitted, such change may be made by telegram or letter, provided each telegram or letter makes reference to the solicitation and this amendment, and is received prior to the opening hour and date specified.

12. ACCOUNTING AND APPROPRIATION DATA (If required)

13. THIS ITEM ONLY APPLIES TO MODIFICATION OF CONTRACTS/ORDERS.

IT MODIFIES THE CONTRACT/ORDER NO. AS DESCRIBED IN ITEM 14.

CHECK ONE A. THIS CHANGE ORDER IS ISSUED PURSUANT TO: (Specify authority) THE CHANGES SET FORTH IN ITEM 14 ARE MADE IN THE CONTRACT ORDER NO.

IN ITEM 10A.

D D

B. THE ABOVE NUMBERED CONTRACT/ORDER IS MODIFIED TO REFLECT THE ADMINISTRATIVE CHANGES (such as changes in paying office, appropriation date, etc.) SET FORTH IN ITEM 14, PURSUANT TO THE AUTHORITY OF FAR 43.103(b).

D

C. THIS SUPPLEMENTAL AGREEMENT IS ENTERED INTO PURSUANT TO AUTHORITY OF:

D D. OTHER (Specify type of modification and authority)

E. IMPORTANT: Contractor D is not, D is required to sign this document and return ____ _ copies to the issuing office.

14. DESCRIPTION OF AMENDMENT/MODIFICATION (Organized by UCF section headings, including solicitation/contract subject matter where feasible.)

See continuation pages.

Except as provided herein, all terms and conditions of the document referenced in Item 9A or 1 OA, as heretofore changed, remains unchanged and in full force and effect.

15A. NAME AND TITLE OF SIGNER (Type or print)

15B. CONTRACTOR/OFFEROR

(Signature of person authorized to sign)

NSN 7540-01-152-8070

Previous edition unusable

15C. DATE SIGNED

16A. NAME AND TITLE OF CONTRACTING OFFICER (Type or print)

16B. UNITED STATES OF AMERICA 16C. DATE SIGNED

(Signature of Contracting Officer)

STANDARD FORM 30 (REV. 10-83)

Prescribed by GSA FAR (48 CFR) 53.243

Amendment 0001 – Incorporate Questions/Answers and the Changes in Rented Space Clause Page 2

Amendment 0001, September 20, 2016

Continuation of Block 14 of Standard Form 30

Solicitation GS-08-P-16-JE-D-7001 – Utah O&M, Custodial and Pest Control Services

Amendment 0001 is issued to 1) provide questions and answers received in response to the Operations and Maintenance, Custodial and Pest Control Services solicitation for multiple facilities throughout Utah and 2) incorporate the clause Changes in Fee Due to

Changes in Rented Space.

1. The following clause is hereby incorporated into the solicitation document (see page 15 of the revised solicitation document) and any resulting contract:

Changes in Fee Due to Changes in Rented Space

The monthly fee paid to the contractor for custodial services shall be increased or decreased when there is a change in tenant occupancy (i.e., either a vacancy or re-occupation of space) in the rented square footage of the building. The change in monthly fee shall be triggered when there is a change in tenant occupancy that affects 1,000 rentable square feet or more, for a period of at least one calendar month. However, the reduction will be taken for a vacancy on the effective date (first day) of that vacancy, if it is known in advance that the vacancy will last more than the one calendar month (e.g. a tenant agency is moving out with no immediate – or only a future – plan for backfill).

The change to the monthly fee shall be calculated according to the following algorithm to a negotiated rate for reduction/addition on a per- net cleanable square feet basis (i.e. X/sf). A reduction/addition rate will be negotiated specific to each building having custodial services under the contract. Contractor and the Government agree to engage in the negotiation of those rates during the Transition Phase of this contract – and prior to the beginning of Base Year services.

Those rates can then be used beginning with the first day of the period of performance under the contract.

If no agreement is reached on a reduction/addition rate per building prior to the beginning of the Base Year under the contract, then the following algorithm will be used to calculate the reduction/addition rate for any vacant/added space, beginning with that effective date. This algorithm will continue to be used to calculate such changes until new rates can be agreed and added to the contract through modification:

[Yearly Total Fee] / [Total Net Cleanable Square Footage] = Price per NCSF

Reduction/Increase in monthly fee:

[Change in Net Cleanable Square Footage X Price per NCSF] / 12

When space is to become vacant or re-occupied, the contractor will be so advised prior to the effective date (first day of vacancy). And the monthly fee under the contract will be adjusted based on the negotiated reduction/addition rate for that building beginning with that effective date.

2. The third paragraph under Factor 2: Offeror Past Performance is hereby changed as follows:

From: For each Offeror reference, Offeror shall provide the completed Attachment EI, Offeror Experience Information document

(see Factor 1) to the reference along with a blank Attachment EII Past Performance Questionnaire. The reference must provide the completed Attachment EII directly to the Government (Rhonda Widick at rhonda.widick@gsa.gov and a copy to Kim Westerhaus at kim.westerhaus@gsa.gov). Past Performance Questionnaires are due as provided for and no later than the proposal due date for this

Solicitation.

To: For each Offeror reference, Offeror shall provide the completed Attachment 14, Offeror Experience Information document (see

Factor 1) to the reference along with a blank Attachment 15, Offeror Past Performance Questionnaire. The reference must provide the completed Attachment 15, Offeror Past Performance Questionnaire directly to the Government (Rhonda Widick at rhonda.widick@gsa.gov and a copy to Kim Westerhaus at kim.westerhaus@gsa.gov). Past Performance Questionnaires are due as provided for and no later than the proposal due date for this Solicitation.

Attachment 14: Offeror Experience Information and Attachment 15: Offeror Past Performance Questionnaire have also been revised to correct attachment numbers and titles and to include the appropriate solicitation number in the header of each document and are hereby incorporated into the solicitation via this Amendment 0001. NOTE: this correction is clerical in nature, references who have

Amendment 0001 – Incorporate Questions/Answers and the Changes in Rented Space Clause Page 3 already submitted Offeror Past Performance Questionnaires will not need to resubmit this form. The required pertinent information on these attachments has not changed.

3. Questions and answers are provided as follows:

Question 1: Is this a follow-on contract or is this a new requirement which combines previously separate contracts?

Answer 1: Follow on requirement

Question 2: Can you provide any previous contract numbers that are currently providing these services to these buildings?

Answer 2: The current contract number is GS-08P-15-JC-D-7001

Question 3: Part C – Solicitation Provisions, Format, Submission, and Acceptance of Proposals, (2) Format, (b) Delivery Dates;

this paragraph states that proposal submission shall be delivered to “the Email and physical address below.” Additionally, the FBO notice has a link for electronic upload of submission documents. Please clarify if offerors are to submit a hard copy to One Denver

Federal Center PLUS an email submittal to both Ms. Widick and Ms. Westerhaus. Or may offerors use the FBO upload portal to submit proposal?

Answer 3: Offerors shall be submitted as both, 1) a hard copy to U.S. General Services Administration, ATTN: Kim

Westerhaus, One Denver Federal Center, Gate 2, Building 41, Dock E, Room 177, Building 41, P.O. Box 25546, Denver, Colorado

80225-0546, and 2) an electronic copy to rhonda.widick@gsa.gov and kim.westerhaus@gsa.gov. The FBO site will not be checked by the Government for proposal submissions; therefore proposals uploaded through the FBO site will not be accepted.

Question 4: Part C – Solicitation Provisions, Content of Proposals, Factor 3) Management Plan, second paragraph, the length of the Management Plan “shall not exceed eight (8) pages double sided.” The paragraph goes on to explain that a “page is defined as each face of a sheet of 8 ½ x 11 inch paper containing information.” This reads as though the plan is to be no more than 4 sheets of paper printed on both sides, to equal the 8 page limit. Please confirm this understanding.

Answer 4: Yes, your understanding is correct.

Question 5: Are prime contractors that did not participate in the mandatory pre-proposal conference scheduled from August 23, 2016- August 25, 2016 deemed ineligible for award?

Answer 5: The solicitation was issued as “Offerors are urged and expected to inspect the site where services are to be performed to satisfy themselves regarding all general and local conditions that may affect the cost of contract performance, to the extent that the information is reasonably obtainable. In no event shall failure to inspect the site constitute grounds for a claim after contract award”. The site visit was not mandatory, but was highly encouraged. Firms who did not attend the site visit may submit an offer to be considered for award.

Question 6: Per FAR 52.219-14, Limitations on Subcontracting, at least 50 percent of the cost of contract performance incurred for personnel must be employees of the prime contractor. The Small Business Administration considers this rule extremely important for 8(a) set-asides. At the site visit, it was mentioned by potential 8(a) firms that they intend to subcontract both custodial and mechanical operations and maintenance. Subcontracting both functions on this particular contracts means the 8(a) prime contractor will not perform at least 50 percent of personnel cost. Will the Government take steps to guard against this approach to ensure a level playing field for 8(a) prime contractors that intend to self-perform the majority of personnel cost as mandated by FAR 52.219-14?

Answer 6: In accordance with FAR 52.219-14, Limitations on Subcontracting, by submission of an offer the Offeror agrees that at least 50 percent of the cost of contract performance incurred for personnel shall be expended by employees of the Offeror.

Offers taking exception to this clause will be considered unresponsive. If the Offeror/Contractor fails to comply with any contract terms and conditions, the Government may terminate the contract in accordance with FAR 52.212-4, Contract Terms and Conditions

– Commercial Items.

Question 7: Part C – Solicitation Provisions, Content of Proposals, Factor 2: Offeror Past Performance, there is reference to an

Attachment E-1 and Attachment E-II but these documents are not included in the issued documents.

Are offerors to understand that for each reference, we are to provide Attachment 14, 15 (from Factor 1), E-I and E-II (from Factor 2) to our clients?

Also, if these documents are returned directly to the Government, what goes into these sections of the proposal? (Factor 1: Offeror

Experience and Factor 2: Offeror Past Performance)

Answer 7: The solicitation was issued with a typo, Attachment E-I, Offeror Experience Information is Attachment 14, Offeror

Experience Information and Attachment E-II, Offeror Past Performance Questionnaire is Attachment 15, Offeror Past Performance mailto:rhonda.widick@gsa.gov mailto:kim.westerhaus@gsa.gov

Amendment 0001 – Incorporate Questions/Answers and the Changes in Rented Space Clause Page 4

Questionnaire. A correction to the solicitation language for Factor 2, Offeror Past Performance, specifically the attachments for

Offeror Experience Information and Offeror Past Performance Questionnaire, has been issued under item 2 above (page 4 of this document).

For each Offeror reference, the Offeror needs to provide the completed Attachment 14, Offeror Experience Information to the

Offeror’s past performance reference along with the blank Attachment 15, Offeror Past Performance Questionnaire to the reference providing the past performance information. The reference will use the Offeror’s completed Attachment 14, Offeror Experience

Information to complete the fifth question on Attachment 15, Offeror Past Performance Questionnaire.

For further clarification: The Offeror will complete Attachment 14, Offeror Experience Information submitting it as follows; 1) to the reference along with a blank Attachment 15, Offeror Past Performance Questionnaire and 2) to the Government as part of their proposal package. The Offeror’s reference will submit Attachment 15, Offeror Past Performance Questionnaire directly to the

Government (the Offeror will not submit this document to the Government, however, the Offeror must ensure that their reference submits Attachment 15, Offeror Past Performance Questionnaire to the Government by the proposal submission cutoff). Offeror Past

Performance Questionnaires received after the proposal submission cutoff period will not be considered.

The information submitted on Attachments 14 and 15 will be used to evaluate the Offeror’s Experience and Past Performance.

Question 8: No Service Contract Act (SCA) wage determination was provided in the original packet, can you please provide one in an amendment?

Answer 8: A collective bargaining agreement (CBA) applies to this solicitation. Please see Attachment 1 – Wage Determination –

KCorp Support Services Inc CBA of the issued solicitation.

Question 9: Part C – Solicitation Provisions, Format, Submission and Acceptance of Proposals, paragraph(2)(a). Does the GSA want the proposal hard copy to be submitted unbound? If not, please give binding instructions.

Answer 9: It is preferred that proposals be submitted unbound. It is acceptable to clip proposals together using butterfly clips or paper clips. Proposals should be easily reproducible by normal black and white photocopying machines.

Question 10: Part C – Solicitation Provisions, Format, Submission, and Acceptance of Proposals, paragraph (2)(a). Please validate that the GSA wants an email version of the proposal to be submitted in addition to electronic (CD-R) and hard copies.

Answer 10: Yes, proposals shall be emailed to rhonda.widick@gsa.gov and kim.westerhaus@gsa.gov in addition to delivery of the hard copies and CD-R compact disk(s) copies.

Question 11: Part C – Solicitation Provisions, Content of Proposals, Factor 1: Offeror Experience, should offeror experience submitted on Attachment 14 be submitted in the Technical Proposal as well as submitted to the reference in compliance with Factor 2:

Offeror Past Performance?

Answer 11: Yes, the Offeror will need to submit completed Attachment 14, Offeror Experience Information Documents to 1) the

Government as part of the proposal package, and 2) to the references completing Attachment 15, Offeror Past Performance

Questionnaire. The references will provide verification that information contained on Attachment 14, Offeror Experience Information is correct as part of their reference (see fifth question on Attachment 15, Offeror Past Performance Questionnaire).

Question 12: Part C – Solicitation Provisions, Content of Proposals, Factor 3: Management Plan, please validate that the 8 page limitation refers only to Factor 3, Management Plan and not to Factors 1: Offeror Experience and Factor 2: Offeror Past Performance.

Answer 12: Correct, the 8 page limitation applies only to Factor 3: Management Plan. Factors 1 and 2 will be submitted on

Attachment 14, Offeror Experience Information Document and Attachment 15, Offeror Past Performance Questionnaire.

Question 13: Part C – Solicitation Provisions, Content of Proposals, Factor 3: Management Plan. Is the page limitation 8 double sided pages or 8 singled sided pages, please clarify.

Answer 13: Eight single sided sheets or 4 double sided sheets.

Question 14: Attachment 14 – Offeror Experience Information Document. a. Is Attachment 14 the form we are to use to submit our experience write ups? b. Is there a page limit on how long our experience write ups are per contract? c. What level of detail do you want us to go to on answering the question on how similar our contract is to the Similar Contract Definition?

Answer 14: a. Yes, the Attachment 14, Offeror Experience Information Document is the form Offerors are to use to submit the

Offeror’s Experience. b. There is no page limit for either attachment 14 or Attachment 15. c. The level of detailed provided is determined by the offeror, offeror’s are advised to carefully review Factors in the solicitation.

mailto:rhonda.widick@gsa.gov mailto:kim.westerhaus@gsa.gov

Amendment 0001 – Incorporate Questions/Answers and the Changes in Rented Space Clause Page 5

Question 15: Part C – Solicitation Provisions, Factor 3, Management Plan. Can 11 x 17 inch paper be used as a pullout? If yes, how many pages will it count for?

Answer 15: No, all pages shall be submitted on 8 ½ x 11 inch paper in accordance with the solicitation requirements. Information submitted on pages exceeding this size requirement will not be considered during review.

Question 16: Part C – Solicitation Provisions, Factor 2: Offeror Past Performance, can a Government CPARS evaluation be used in our proposal in lieu of sending out and getting a Past Performance Questionnaire (Attachment 15) from our past performance reference?

Answer 16: No, Attachment 14, Offeror Experience Information Documents and Attachment 15, Offeror Past Performance

Questionnaires must be submitted in order for an offer to be considered responsive. You may reference a CPARS evaluation on the forms or provide a copy if you choose to do so.

Question 17: Part C – Solicitation Provisions, Factor 2: Offeror Past Performance, what is the Government’s technical evaluation team expecting to see as part of our submittal in Factor 2: Offeror Past Performance of the technical? Based on the instructions, the completed past performance questionnaires will be sent directly to Rhonda Widick and Kim Westerhaus. Should we just provide the point of contacts and contact information for the individuals we sent the past performance questionnaires to in this section?

Answer 17: The Government expects to receive completed Attachment 15, Offeror Past Performance Questionnaire documents from references as the submittal under Factor 2: Offeror Past Performance. The Offeror is responsible for ensuring that each of the

Offeror’s references submits a completed Attachment 15, Offeror Past Performance Questionnaire directly to the Government. The

Government may contact references to clarify information submitted on the Attachment 15, Offeror Past Performance Questionnaire, however the Government is not responsible for ensuring references submit the Attachment 15, Offeror Past Performance

Questionnaire.

Question 18: What are the overall evaluation/award criteria for this solicitation? It stated in the solicitation that “The weights of the non-price factors, when combined, are approximately equal to price”. Is this a best value or low price technically acceptable (LPTA) bid? Can you please clarify?

Answer 18: This is a request for proposal, not a request for bid. The evaluation criteria/award criteria are stated under Section C –

Solicitation Provisions, Content of Proposals. Please refer to all information in this section. As provided in Part One – Technical (or non-price) Proposal, “Offeror’s Technical Proposal shall address and include the non-price factors below. Non-price factors are listed in descending order of importance, except that Factor 1 and Factor 2 are of equal importance.” An award will be made using a trade-off process between price and non-price factors.

Question 19: Can we get current incumbent last year contract pricing?

Answer 19: The current, total value of the most current one year period is $3,167,913.00. However, offerors are advised NOT to use this information as a basis of their offer as the scope of services is different for the current contract.

Question 20: Potential Space Reduction, should all contractors submitting offers base their proposals on “full occupancy”?

Answer 20: Yes, Offerors shall base their pricing on full occupancy in all buildings. In accordance with the Changes in Fee Due to

Changes in Rented Space clause (incorporated above) a modification will be issued after award to adjust contract pricing based on actual occupancy.

Question 21: What is the occupancy (percentage) of each building on this contract? Are we required to bid this contract as if every building was 100% occupied per the Building Information Sheets provided as Attachment 4?

Answer 21: Offerors shall submit offers as if every building was 100% occupied per the Building Information Sheets provided in

Attachment 4.

Question 22: If offerors propose every building as if they were fully occupied (100%) and then are awarded the contract, will we continue to receive the full amount we bid for the life of the contract (base and options)? Or, will the Government readjust (institute a deduction) our Firm Fixed Price (FFP) based upon the current occupancy of the building starting on day one of the contract?

Answer 22: Proposals shall be submitted based on 100% occupancy. Once a contract is awarded the Government will request a vacant space reduction based on the current building vacancy in accordance with the Changes in Fee Due to Changes in Rented

Space clause (incorporated above)

Question 23: Will this contract require HVAC preventive maintenance and repairs to building equipment?

Answer 23: Yes

Amendment 0001 – Incorporate Questions/Answers and the Changes in Rented Space Clause Page 6

Question 24: Are the buildings on the national CMMS (Maximo)?

Answer 24: No, the equipment inventory and preventive maintenance is currently on a TMA CMMS. There is no current timeline to migrate to the national CMMS (Maximo). See Attachment 2 – R-8 Operations and Maintenance Specification – Revised via Amendment 0001, Mechanical Specification C.8.5 Use of CMMS/N-CMMS, page 20 of 83.

Question 25: Is elevator maintenance covered under the contract?

Answer 25: No, the Government has national elevator maintenance contracts for all building elevators. See Attachment 2 – R-8

Operations and Maintenance Specification – Revised via Amendment 0001,, C.43 Maintenance and repair of Vertical Transportation

Systems, page 44 of 83

Question 26: Does this solicitation and resulting contract include landscaping duties?

Answer 26: No landscaping services are not part of this solicitation and will be addressed under a separate contract. This solicitation and resulting contract does include minor snow removal services (i.e. an area approximately 10’ x 10’ at building entrances, reference Attachment 2 – R-8 Operations and Maintenance Specification – Revised via Amendment 0001,, Custodial

Specification C.5.3. Snow and Ice Removal, page 66 of 83.

Question 27: How many buildings are on GSA link?

Answer 27: A total of two buildings; Wallace F. Bennett and the Frank E. Moss buildings.

Question 28: What are the responsibilities in the fitness centers?

Answer 28: Full custodial duties are expected, including bathrooms and showers

Question 29: Is recycling included in the contract?

Answer 29: Yes.

Question 30: Is the contractor responsible for trash compactors?

Answer 30: Yes.

Question 31: Section C – Custodial Specifications, Subsection C.10.1.1 questions; 1) Is performing a solid waste/trash audit on the buildings a new requirement for this upcoming contract? 2) If the current incumbent did perform a solid waste/trash audit at each facility, when were the waste/trash audits conducted?

Answer 31: 1) No, 2) The incumbent contractor submits the audits in accordance to the contract requirements, which are the same under this solicitation.

Question 32: C.10.1.2 Solid Waste/Trash Removal and Disposal and C.10.2.5 Recycling Containers, the contractor is required to provide the waste and recycling removal containers, but during the site visit our representative identified some trash/recycling containers at several facilities covered by the contract. Please list the GFE removal containers by building, their function, i.e. trash or recyclables, and their capacities.

Answer 32: Personal, deskside task and recycling containers are provided by the Government. Additionally, there are dual trash and recycling containers provided by the Government in each building. The Contractor shall be responsible to empty and replace liners. It is the Contractor’s responsibility to provide trash and recycling containers to transport building trash and recycling to appropriate dumpsters.

Question 33: Is the contractor responsible for the sprinkler heads?

Answer 33: No, but the contractor is responsible for the water system.

Question 34: How often do the windows need to be cleaned?

Answer 34: Standard services shall be completed on an as needed basis, see Attachment 2 – R-8 Operations and Maintenance

Specification – Revised via Amendment 0001, C.5.1.14 Window Washing (Interior).

Question 35: Section C – Custodial Specifications, Subsection C.6.4 – what is the frequency for washing both sides of the blinds and covering? Is it as needed or more specific (e.g. annually, or semi-annual, etc.

Amendment 0001 – Incorporate Questions/Answers and the Changes in Rented Space Clause Page 7

Answer 35: All Above Standard Services will be ordered through individual task orders as the Government requires.

Question 36: What time are the fire alarms tested?

Answer 36: Fire drills are conducted once per year and usually take place in October.

Question 37: Are the equipment lists up to date in CMMS? If not, will it be the responsibility of the O&M contractor to do this?

Answer 37: Yes, the inventory lists are complete, they were pulled from CMMS immediately prior to the release of the solicitation.

The equipment lists are up to date as of the solicitation release. According to the specification, the contractor is responsible for updating inventory.

Question 38: Are escorts needed for fire alarm inspections?

Answer 38: Not if the inspector has an HSPD-12 ID badge.

Question 39: Two of the sites have GSA link, is there a plan to add more GSA buildings to GSA link?

Answer 39: There are no current plans to add additional buildings.

Question 40: Definition or clarification of “annual load bank testing”. Do you want an artificial load bank brought in for testing or do we test building load?

Answer 40: The annual load bank testing is an industry standard verification that the emergency generator can handle the load for which it is rated. It is the Contractor’s responsibility to determine how to verify the emergency generator load. In the past, Contractors have utilized artificial loads to test the generators.

Question 41: Will GSA provide the current union staffing for each location?

Answer 41: The GSA does not maintain a list of current staffing at each location.

Question 42: Is there a charge to contract employees for parking or is there a designated no-charge area for parking?

Answer 42: The Contractor is responsible for handling parking for contract employees.

Question 43: The example of “repair deductible” being applied on page 34 and 35 seems to contradict the published limits at the top of page 34; which is correct?

Answer 43: In C.40.5 Repair Shared Liability Example (Pages 34-35 of 83), the example uses additional criteria to determine the threshold (i.e. $1,000 for buildings over 200,000 GSF and $500 for smaller buildings). While this may be confusing, C.40.2 Non-

Reimbursable Repairs (page 34 of 83) clearly shows the criteria for the non-reimbursable repair threshold and maximum annual non-reimbursable repair per building (i.e. U.S. District Courthouse, non-reimbursable repair threshold - $750 and maximum annual non-reimbursable repairs - $13,500) and does not include the GSF criteria as shown in C.40.5.

Question 44: Part B – Special Contract Requirements, Page 57 (Qualifications of Emergency & Computerized Lighting Equipment and Exit Signage Technicians.

a. Please clarify if the Government is requiring the contractor to send one of its technicians to an approved class (i.e. Lutron) and that the Government will pay up to $4,000 to attend this course. If the Government is not going to pay this expense, does the contractor have to pay for this training?

b. Once we get one of our technicians trained, are we done with this requirement for the remained of the contract?

c. If we subcontract this work, will the contractor still be required to send a technician to a class?

Answer 44: a. All qualifications provide the minimum standards for technicians engaged in work under this contract. As such, it is the Contractor’s responsibility to ensure that any technicians engaged in work under this contract (either sub-contractor technicians or prime contractor technicians) have the appropriate certifications and training and submit all current and valid certifications and training to the Government (Qualifications of Technicians, page 54, Part B – Special Contract Requirements). The cost for the

Emergency and Computerized Lighting Equipment and Exit Signage training and certification shall be covered by the Government if all requirements are met (language regarding reimbursement to the Government for the training is also included under this section).

b. This section clearly states the technicians “shall be trained and possess a current training certificate for…:”

c. The Qualifications pertain to “technicians performing contract work involving the inspection, testing, and maintenance of emergency and computerized lighting equipment (i.e. Lutron) and exit signage.

Amendment 0001 – Incorporate Questions/Answers and the Changes in Rented Space Clause Page 8

Question 45: Part B – Special Contract Requirements, page 57 (Qualifications of BAS/EMS Technicians/Operators).

a. See answer to question 44.

b. Will the Government dictate what controls class the contractor must send his technician to?

Answer 45: a. All Qualifications provide the minimum standards for technicians engaged in work under this contract. As such, it is the Contractor’s responsibility to ensure that any technicians engaged in work under this contract (either sub-contractor technicians or prime contractor technicians) have the appropriate certifications

Question 46: Section C.1.2., since GSA Region 8 no longer requires quarterly corporate Quality Control visits, what frequency would you like us to visit to conduct corporate level Quality Control visits? Would annually be sufficient?

Answer 46: C.1.2 Contractor Responsibilities for Management and Communication (page 10 of 83),. Paragraph c, states that the

Contractor shall “implement an effective Quality Control Plan” (emphasis added). It is the Contractor’s responsibility to determine the number and frequency for corporate level Quality Control visits that provide sufficient assurance regarding contract performance.

See also, C.8.6 Quality Control Program.

Question 47: Section C.2.15 – Consumable Parts, there is a highlighted section that looks like it needs to be completed. What is the annual fuel cost for generators that the contractor will be responsible for?

Answer 47: Section C.2.15 has been updated and provided along with this amendment.

Question 48: C.2.15 Consumable Parts, is the cost of diesel fuel reimbursable to the contractor?

Answer 48: Fuel is a reimbursable expense to the Contractor on a semi-annual basis. Fuel must be provided and maintained by the contractor at an acceptable level for emergency operation.

Question 49: Fuel for generator testing – does the contractor replace the fuel at their expense or dos the GSA cover that cost?

Answer 49: Section C.2.15 has been updated and issued along with this amendment. The Contractor shall be responsible for managing, ordering and purchasing generator fuel.

Question 50: General question on fuel, can you please clarify what fuel the contractor will be responsible for on this contract? Could the Government also please provide some historical data on usage and amounts of fuel utilized over the past couple of years?

Answer 50: The contractor will be responsible for monitoring fuel levels to ensure that they are at acceptable levels for potential emergency operation. Fuel is a reimbursable expense to the Contractor on a semi-annual basis. The Government doesn’t have readily available historical data.

Question 51: Section C.8.8.5 – Use of CMMS/N-CMMS

a. Is there a national CMMS currently in place under this contract? If not, what type of CMMS system is currently being utilized by the incumbent contractor?

b. If it is the intent of the Government to phase in N-CMMS, when will this occur and what will be the order of the buildings for its utilization?

c. What type of CMMS system will the N-CMMS consist of (e.g. Maximo, Archabus, etc?)

Answer 51: a. The current CMMS in use is TMA systems, hosted and supported by GSA Region 8 Office of Facility Management.

b. The Utah federally owned buildings will be phased in the N-CMMS but a specific date and order of the buildings has yet to be determined.

c. The N-CMMS is Maximo.

Question 52: Section C.35.4.2 – Reporting, since this is a new requirement, does the current incumbent have BAS operator on-site at each building that is able to repair and/or reprogram the BAS system, other than just operating it?

Answer 52: Section C.35.4.2 states, “If the Contractor does not have a manufacturer trained or equivalent BAS operator on-site, who is able to repair and or reprogram the system, other than just operating it, the Contractor shall enter into a subcontract, including regular scheduled support (not merely support on a contingency basis), or remote access; with a firm that has these skills.”

It is the Contractor’s responsibility to determine how this responsibility will be handeled.

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Question 53: Are HEPA filters required? If so, in what buildings and what MERV rating do they have to be?

Answer 53: HEPA filters are required in vacuums in all buildings with a MERV rating of 5 or greater.

Question 54: Are MERV filters required at any of the building locations? If so, what locations and what MERV rating?

Answer 54: The current GSA filter rating is MERV 8. Also, see note under C.35.1 General regarding filter replacement frequency.

Question 55: Do any of the facilities have a LEED rating? If so, which ones and to what level (e.g. silver, gold, etc.), Is the contractor required to have any special type of training in LEED or show that they have experience in maintaining LEED facilities?

Answer 55: Hansen – LEED-EB

Bennett – LEED-EB

U.S. District Courthouse – LEED- Gold

Refer to C.1.0.15 LEED-EB, C.3 Green Cleaning, and C.5.2.7 Graffiti Removal for more information on knowledge required to support LEED buildings.

Question 56: Section C.39.4 – Painting – “Restriping of parking areas, driveways, roads, and vehicle inspection areas is required where striping is damaged or work in a specific location, but not for general wear and tear of a large area over time” – who is responsible for painting and striping in the parking garages and parking areas on this contract? Is the responsibility of the contractor?

If so, please provide a frequency on when the re-painting and striping needs to be completed, since general wear and tear is somewhat ambiguous. Another option could be that the Government requests this work on a reimbursable as needed basis.

Answer 56: C.39.4 Painting (page 32 of 83) states that Painting is considered ‘touch-up’ for the purposes of this contract. It additionally states that repainting to correct for normal wear and tear to painted surfaces over time is not required.

Question 57: During the site visit it was mentioned that there were diagrams in Attachment 13 to show policing areas that the contractor was responsible for as part of the custodial duties. There are no diagrams located in Attachment 13. Can you please provide these diagrams in an amendment?

Answer 57: Attachment 13 provides more specific information to the high quality standards for the U.S. District Courthouse in order to assist offerors during proposal preparation. C.5.1.14 Policing Inside Areas (page 64 of 83 states, “all buildings areas shall be free of papers, trash and other discarded materials” and C.5.2.9 Policing Outside Areas (page 66 of 83) states, “all areas including lawn, grounds,….”. Diagrams have been provided in the revised Attachment 4 – Utah List of Mechanical and Custodial Attachments document, see pages 86-92 for diagrams.

Question 58: Is eddy current testing required? If so, does it need to be annually or every three years? If it is to be conducted every three years, does it need to be completed in the base year and then again in option year 3?

Answer 58: The current frequency for Non-Destructive Chiller Tube Analysis is every three years. Dates of last tests are as follows:

Bennett – last: 1/1/2014; next: 1/1/2017

U.S. District Courthouse – last: 11/1/2014; next: 11/1/2017

Hansen – last: 1/1/2016; next: 1/1/2019

Forest Service – last: 1/1/2016; next: 1/1/2019

Moss – none

IRS – none – no chiller

Robinson - none – no chiller

Question 59: Attachments 6, 10 and 11, Building Inventory Listing for the Forest Service Building, Hansen Federal Building, and U.S.

District Courthouse. When was the last eddy current test performed on the chillers in these buildings?

Answer 59: See previous answer for last eddy testing dates. Both condenser and evaporator tubes require testing.

Question 60: Concerning section C.10.1.2 (Custodial Waste Removal) within Attachment 2 (R-8 Operations and Maintenance

Specifications) – How many commercial waste containers are utilized at each building. What size (yards) is each container?

Answer 60: It is up to the offeror to determine the appropriate number of containers under this performance based requirement.

However, the current number of commercial waste containers at each building is as follows:

Bennett – trash compactor (2 yards) and one container (3 yards)

Hansen – trash compactor (6 yards), recycling container (6 yards)

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Forest Service – not applicable

Robinson – trash container (3 yards)

IRS – trash container (3 yards)

Moss – shared with the U.S. District Courthouse

U.S. District Courthouse – one trash compactor (15 yards) and one cardboard compactor (2 yards)

Question 61: Concerning Section C.10.1.2 (Custodial Waste Removal) within Attachment 2 (R-8 Operations and Maintenance

Specifications) – what frequency of pick-ups is needed per site of the containers?

Answer 61: The frequency of pick-ups is on an as needed basis and must be determined by the offeror when formulating their proposal. However, the current number of pick-ups is provided as follows:

Bennett – trash daily, recycle three times per week or as needed

Hansen – three times per week or as needed

Forest Service – not applicable or as needed

Robinson – one time per week or as needed

IRS – one time per week or as needed

U.S. District Courthouse – one time per month or as needed

Question 62: Concerning Section C.10.1.2 (Custodial Waste Removal) within Attachment 2 (R-8 Operations and Maintenance

Specifications) – what size and how many commercial recycle containers are utilized at each location? What is the frequency of pick-up per week required?

Answer 62: The frequency of pick-ups are on an as needed basis and the size of containers shall be determined by the offeror under this performance base contract. Buildings with compactors will be less often than buildings with containers. However, the current number of containers is provided as follows:

Bennett – one recycle container (4 yards)

Hansen – one recycling container (6 yards)

Forest Service – not applicable

Robinson – none

IRS – none

U.S. District Courthouse – one cardboard compactor with two bins at two yards a piece

Question 63: C.10.1.4 Pick-ups on Call and C.10.2.4 Pick-ups on Call, will the contractor be reimbursed for additional /on-call trash or recyclables removal?

Answer 63: The Contractor is responsible to determine the frequency of the trash and recycling removal schedule. If the Government requires additional trash or recycling removal, these services will be issued as a task order under the contract.

Question 64: C.23 Service Requests, how many service call requests are made per building per year?

Answer 64: These are approximate numbers, not actual numbers:

Bennett – 450

Hansen – 100

Forest Service – 20

Robinson – 50

IRS – 15

Moss – 100

U.S. District Courthouse – 250

Question 65: What buildings have operational roof anchors? If the building has roof anchors, is it the responsibility of the contractor to have them inspected and tested annually by a third party? Please provide the number of roof anchors by building location.

Answer 65: Section C.41.19 Roof Anchorage Pointes is reserved, the Contractor is not responsible for inspection or testing of roof anchors on buildings under this contract.

Question 66: C.41 Safety and Environmental Management, there is no specification of roof anchorage points for the U.S. District

Courthouse Davit System. Are annual inspections required for the Davit System? Are there other buildings with roof anchors that require inspection?

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Answer 66: Section C.41.19 Roof Anchorage Pointes is reserved, the Contractor is not responsible for inspection or testing of roof anchors on buildings under this contract.

Question 67: Reference Part B – Special Contract Requirements, page 57 (Qualifications of BAS/EMS Technicians/Operators).

a. Is the Government paying for the annual BAS training (up to $4,000) or is this a cost that the contractor must annually absorb?

b. Will the Government dictate what controls class the contractor must send this technician to?

Answer 67: a. All qualifications provide the minimum standards for technicians engaged in work under this contract. As such, it is the Contractor’s responsibility to ensure that any technicians engaged in work under this contract (either sub-contractor technicians or contractor technicians) have the appropriate certification and training and submit all current and valid certifications and training to the Government (Qualifications of Technicians, page 54, Part B – Special Contract Requirements). The cost for the

BAS/EMS training and certification shall be covered by the Government if all requirements are met (Language regarding reimbursement to the Government for the training is also included under this section).

b. The Qualifications pertain to “contract personnel involved in the operation, adjustment, and maintenance of all

BAS systems” and “GSA’s intent is to align the correct BAS technician certification for the BAS installed in the Building.”

Question 68: Is all of the equipment on the inventory lists provided in the solicitation fully functional and operational? If not, can you please provide a list of what equipment is not operational and how long it has been out of service?

Answer 68: The Contractor’s offer should include all equipment provided on the equipment inventory lists. See C.4.1 Existing

Deficiency Inspection and Closeout Inspection and C.5.1 Transition Phase Startup, paragraph f. provides information regarding any potential equipment deficiencies under the contract.

Question 69: C.40 – Repairs, how many non-reimbursable and reimbursable repairs (above and below the threshold limit) were ordered against each building in the last three years?

Answer 69: The GSA does not currently have a reliable mechanism to show how many repairs were ordered at this time. We will keep this in mind for future solicitations.

Question 70: C.40.2 Non-Reimbursable Repairs, for each building, please provide the number of repairs under the assigned threshold and the number of repairs over the assigned threshold per year.

Answer 70: The GSA does not currently have a reliable mechanism to show how many repairs were ordered at this time. We will keep this in mind for future solicitations.

Question 71: Sections C.40.2 and C.40.3 Non-reimbursable and Reimbursable Repairs, can you further explain the repair threshold and the annual repair threshold ceiling? For example, on the Moss Courthouse ($500 not exceeding $9,000 per year).

a. Does this mean once the contractor pays $9,000 in shared liability (annual repair threshold ceiling amount) for the year that all remaining repairs over $500 will be fully reimbursable?

b. Does it mean that the Government is only going to pay $9,000 a year in reimbursable repair (shared liability) cost for the

Moss Courthouse?

c. Who does the annual repair threshold apply to? The contractor or the Government?

d. Is the annual repair threshold ceiling per building a cap on how much the Government budgeted to spend on repairs per building per year?

e. Or, is the Government anticipating on buying 18 reimbursable repairs over the course of the year ($500 x 18 - $9,000).

All of the confusion is based upon the sentences after the list of repair thresholds:

Frank E. Moss Federal Courthouse $500 not exceeding $9,000 per year

U.S. District Courthouse $750 not exceeding $13,500 per year

J Will Robinson Federal Building $300 not exceeding $5,400 per year

IRS Building $250 not exceeding $4,500 per year

Wallace F Bennett Federal Building $500 not exceeding $9,000 per year

James V. Hansen Federal Building $500 not exceeding $9,000 per year

Forest Service $500 not exceeding $9,000 per year

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Repairs not exceeding the non-reimbursable repair threshold are limited to an annual repair threshold ceiling. Repair below the non-reimbursable repair threshold are not applied against the annual repair threshold ceiling. (This is confusing, since it is under the non-reimbursable repair paragraph)

Answer 71: Repairs exceeding the non-reimbursable repair threshold will be limited to the annual repair threshold ceiling. For example at the Frank E. Moss Courthouse:

Repair

Number

Type Repair

Cost

Threshold Contractor

Cost

GSA

Cost

Threshold

Ceiling

1 Reimbursable repair $700 $500 $500 $200 $500

2 Non-reimbursable repair $400 $500 $400 $0 $0

3 Reimbursable repair $1500 $500 $500 $1000 $500

4 Reimbursable repair $2100 $500 $500 $1600 $500

5 Non-reimbursable repair $200 $500 $200 $0 $0

6 Reimbursable repair $2200 $500 $500 $1700 $500

7 Reimbursable repair $5975 $500 $500 $5475 $500

8 Non-reimbursable repair $150 $500 $150 $0 $0

Total $3250 $2500

As of Repair 8 in the example, the Contractor has paid $3,250 and the threshold ceiling is $2,500 of $9,000 for repairs at the Moss E.

Moss Courthouse. Therefore, the Contractor will incur another $6,500 in repairs over the non-reimbursable threshold before the

$9,000 annual repair threshold ceiling comes into effect. During this same time, any repairs below the non-reimbursable repair threshold (see Repair 2, 5, 8 in the example) will not be applied to the annual repair threshold ceiling and the Contractor will continue to incur costs for those repairs regardless of the number that are below the non-reimbursable repair threshold.

Question 72: C.40.3 Repair Shared Liability Example, please relate the example to the thresholds delineated in C.40.2.

Answer 72: Please see the preceding question and answer.

Question 73: C.5.2.9 Policing Outside Areas, can you please provide diagrams (per location) that show us what outside areas (i.e.

boundaries) the contractor is responsible for policing?

Answer 73: Diagrams have been provided in the revised Attachment 4 – Utah List of Mechanical and Custodial Attachments document. See pages 86-92 of the attachment.

Question 74: Section C.30 – Negligence, can you please clarify the last sentence of this paragraph, “If equipment shall be operated beyond normal conditions to prevent damage to equipment, the Contractor will be responsible to pay for additional energy usage as a result of negligence” it makes no sense.

Answer 74: If equipment must be operated outside of normal conditions (or schedule) due to any damage caused by the Contractor, the Contractor is responsible for reimbursing the Government for any additional energy used to operate equipment outside of normal conditions (or schedule).

Question 75: Section C.39.8 – Vertical Transportation and Associated Equipment, in section C.1.3 it states that Vertical

Transportation Equipment is excluded from this contract, but in Section C.39.8 it says that the Contractor shall provide assistance in

Amendment 0001 – Incorporate Questions/Answers and the Changes in Rented Space Clause Page 13 performing elevator testing,…