Responses to Bidders Questions-CVG114 SS-OHL-Ltg--.pdf

Questions from the Bidders and Answers from the Site Visit Coordinator from GSA

Contract: 5 Year O&M for CVG 114 SS, Arial MV OHL & External Lighting in WO Campus

Date of site visit: January 31, 2022

Question 1: How Oil Contentment will be done for the transformers?

Answer 1: Concrete Dikes around the foot of the transformers will contain any spilled or leaked oil from the transformers. The containment will just be the simple concrete dikes around with the same height of the other dikes in the yard.

Question 2: Is it a must to store the critical spares upfront?

Answer 2: It will be the contractor’s responsibility to provide the parts required for maintenances for both regular maintenances and the emergency maintenances. So, contractor who will win the award will have to plan how the parts can be procured and used for all maintenance work. Government will not enforce any advanced procurement of the parts. However, if the contractor wants to do it for their advantage, government will welcome it.

Question 3: Does MelTech maintain the Aerial Power Lines only?

Answer 3: MelTech maintains Aerial Power lines, Underground cables, generators, transformers, panelboards, switches, and other accessories of the Medium Voltage and

Low voltage power infrastructures. Melech currently doesn’t maintain CVG 114

Substation, which is done by Honeywell.

Question 4: How much tree trimming is required?

Answer 4: All tree branches 10 feet from the power lines shall be cleared. If all tree branches are trimmed within 10 ft. from the power lines, then the hitting the power lines by any tree branches will be drastically reduced and thus the power interruptions will be reduced significantly. Tree trimming shall be done at the agreeable intervals, clearing all branches and all stray trees and to maintain continuously a Utility Grade Cleared areas such that no power interruptions happen by any vegetational hits to the aerial power lines.

Question 5: Is there any other changes in the Contract, other than the Contract Period form

10 years to 5 years?

Answer 5: No. This is the only change (From 10 Years to 5 Years). Everything else is intact in the package.

Question 6: For 10 ft. tree trimming, will it be necessary to remove any trees, not the branches only?

Answer 6: The basic expectation for the 10 ft clearance in tree trimming is to clear all the branches of the trees within 10 ft distance from the power lines. However, if stray trees or any other trees that are very close to the power lines, shall be removed, such that the branches or the upward growth of those trees do not hit the power lines.

Question 7: What is the demarcation line between the Utility and GSA properties?

Answer 7: The transformers in the switchyard which have 69 KV Primary and 13.8 KV

Secondary; are the demarcation line between PEPCO and GSA. The entire transformer is owned by PEPCO and so all maintenance work for these transformers are the sole responsibilities of PEPCO. This contract will maintain starting from the CVG 114

Switchgear line-up, down to points where power will be utilized for the loads.

Question 8: What Building # 404 contains?

Answer 8: Building 404 Primarily contains the Control Systems of the PEPCO portion of the Switchyard Equipment and Components. This building contains very little of anything for the CVG114 Medium Voltage Substation owned by GSA, other than the lighting and HVAC for the Building itself.

Question 9: What are the functions of those two new transformers in the yard?

Answer 9: These two transformers are the Isolation transformers (13.8 KV/13.8 KV) for the underground feeder lines from this transformer switchyard to two CUPs (CUP 1 and

CUP 2). These transformers are outside the scope of this contract.

Question 10: What will be the frequency of the underground power cables testing?

Answer 10: Underground power cables run from CVG 114 Substation to all the loads that consume power from the CVG114 Substation. The underground cables that connect the CVG 114 substation to the CUPs (Central Utility Plants) for local power generation, are not the parts of this contract. All the other cables that connect the Air

Force Facilities, Guard Booth, Building 130, Building 200, and Building 201, either directly laid through the underground, or transitioning to Aerial Medium Voltage

Overhead Lines and dropping the cables from the overhead lines to the ground level and underneath and connecting the transformers of these facilities, shall all be the parts of this contract. Standard NETA approved cable testing shall be performed at each alternate year (First Year, 3rd Year and 5th Year). These cable tests shall be for only regular routine maintenances. Any other cable tests that shall be warranted and required to do for the predictive maintenances, or any repair related, or any interruptions related, or for any other reasons of O&M under this contract shall be done by the contractor winning the award, shall be performed additionally, to keep the integrity of the power distribution system.

Question 11: What equipment are existing around Building 200? Please provide an equipment list.

Answer 11: Power equipment around the Building 200 are:

(1) 13.8 KV Overhead lines on Wooden Poles.

(2) Transformers on the Overhead Platforms for stepping down the voltage from

13.8 KV to 4160 V.

(3) 4160 V Aerial power lines from the Overhead transformer up to the corner of the Building 200 Yard (North-west corner).

(4) 4160 V Underground Cables for the 4160 Overhead lines transitioned to the ground and underneath and finally terminated to the Transformer on the Concrete Pad to the West side of Building 200.

(5) An outdoor substation type Surface Mounted Transformer, having lockable cubicles on the side, containing the cable connecting terminals for the Primary and

Secondary sides.

(6) A low voltage backup generator installed adjacent to the transformer.

(7) 220 V grade underground cables from the secondary of the surface mounted transformer to inside the building 200 (terminated to a 208 V main Panelboard for the building).

(8) A 208 V/120 V Main Panelboard for lighting, HVAC, and all other power needs of Building 200.

Question 12: On the pricing sheet please clarify what you are expecting to see in columns

‘Unit Price’ and ‘Total Amount’ where you have stipulated a ‘Quantity = 1’ and a ‘Unit =

Hourly’?

For example:

CLIN – 0007

Description of Services – Reset Breakers

Quantity – 1

Unit – Hourly

Unit Price - $100/hr

Total Amount - $50 (0.5 hrs x$100/hr = $50)

Answer 12: Yes, this is exactly what I am look for reimbursables. How much will your company charge an hour to come in and repair and reset breakers.

Question 13: Statement of Work Paragraph 2.9 and 2.10 contain language indicating requirements for a 10-year warranty and a 10-year period of performance. Please confirm that these should be changed to reflect 5-year warranty and 5-year period of performance?

Answer 13: The first round (original) of the invites for Bid and Site Visit were for 10-Year contract. However, that was amended later changing from 10-year contract term to 5-

Year contract term in the next (second) round of invites for Bid and site Visits. The

Contract term will be for 5 Year.

Question 14: Please confirm that the above equipment is included in the scope of this project, as it does not seem to be in the SOW?

Answer 14: These are field observations, during and prior to the site visit. These items shall be considered as the part of the SOW, even though some were not specifically and clearly included in the SOW. Shall be the part of the Solicitation.

Question 15: Please provide equipment data, maintenance frequency and details for the low voltage backup generator located at Building 200?

Answer 15: Please see the responses to the Questions by the bidders in the site visit meeting and field verification times, which have already been published to FEDBIZOPS.

Question 16: The RFP says electrical preventative maintenance will be performed per NETA.

Does the company need to be NETA certified?

Answer 16: Technicians/Electricians who will perform the PM work, shall be NETA certified. So, if the company is not NETA certified, the prime contractor shall use the subcontractors having the Technicians/Electricians NETA certified, with the cost from the prime contractor. Prime contractor will get the payments per this contract clauses.

Question 17: Site visit question 10 response indicates underground cables to the buildings listed require testing. Do we need to service electrical equipment (transformers, panels, switchgear, switchboards, ATS, etc) at these locations or any other buildings? If so, can you please provide an equipment list for each location?

Answer 17: All internal electrical work starting from the main panel of the building is the responsibility of the others, and not under the scope of this contract. Cables from the main panel towards the Medium Voltage Overhead Lines are the cables to be tested and maintained by the contractor for this contractor. So, the equipment list of the building is not relevant to this contract.

Question 18: OY3 pricing at the end of the package - OY3 should be CLIN 3***. It currently shows CLIN 2 (same as OY2)?

Answer 18: This has been change to accurately reflect CLIN 3001 “see attached updated pricing sheets”

Question 19: Solicitation price sheet page 4 of 6 – CLIN 3001 says OY4. It should be OY3?

Answer 19: This has been change to accurately reflect CLIN 3001 to state OY3 “see attached updated pricing sheets”

Question 20: The price sheets at the end of the RFP Base Year 0.0 – 4.0 only lists a SOW for the batteries at CVG-114, but CLIN 0001 - 4001 are a comprehensive price?

Answer 20: Yes, that is correct, please provide a comprehensive price for pricing summary sheet for Base and the four (4) Option Periods.

Question 21: Can the cost of using Maximo be accurately assessed for all contractor’s bidding purposes?

I noticed that Maximo is to be used to document some of the maintenance associated with this scope. Can you estimate how many PM’s will be involved on a monthly basis? Do the contractors know that they will have to print these PM’s on a monthly basis and have someone take hours to close them?

Answer 21: Even though Maximo is used in different projects, contracts and maintenance work, Maximo is not a requirement for this contract with GSA. GSA Staff, including myself never used Maximo, for Managing this substation contract. So, this new 5-Year O&M Contract will probably use the traditional contract management tools.

However, if this 5-year new contract has to be managed with Maximo, it can definitely be done. A Maximo/NCMMS specialist will have to help and train us in the new way, if it eventually becomes GSA's must requirement. Only GSA Management can decide on it and proceed with it accordingly.

Question 22: Typical maintenance & repair task order contracts range from $10-20K per task order and the current RFP request for project experience is $90K or above , which is the typical value range for single high voltage project. The requirement for $90K and above for an emergency power restoration, maintenance & inspection task order seems overly restrictive.

We respectfully ask for the reconsideration to projects $10K and under?

Answer 22: Here are two scenarios:

Scenario #1:

The current contract is currently paid in two ways:

(a) First the contract is paid as a monthly flat rate payment paid every month for physically checking, investigating, minor repairing, and making sure that the entire power distribution system, starting from CVG 114 Substation to every load supplied by PEPCO down the line such as Air Force Center (AEDC), Guard Booth, Building 130, Building 132 surroundings, Building 210, Building 200, etc. all function properly, with appropriate power feeds to every load.

(b) Second the contract is paid for emergency Task Order issued against the contract with an emergency NTP by the GSA's Contract Department, with an emergency request from the GSA White Oak Management, to Mobilize the Working Vehicle, Equipment, Materials, and Labor Force on site within an Hour and to do all necessary repair work for Restoring Power to every load. These Task Orders for Emergency notice to proceed (NTP) are additional fundings above the regular monthly payments which are historically priced between $5,000.00 to $10,000.00, for every incident, based on the severity of damage assessed in the initial investigations on site. The site Inspector/Manager makes the final assessment of work that has been done and paid accordingly for the Task Order.

So, the intent of this 5 Year contract is to make these operational and maintenance functions regular or all-inclusive which is estimated that the requirement will cost about $90,000.00 and above. For example, regular repairs, regular PM, regular O&M, regular upgrades, regular tree branch trimming, plus making all necessary repairs at the instance of any break-down of the existing power infrastructure.

Question 23: Are the projects examples expected to be projects completed in a 1-year maintenance contract or a single emergency power restoration task order? The current contract has typically warranted roughly $70,000 per year?

Answer 23: The project examples referencing Evaluation Factor I “Past Performance” can be either/or a maintenance contract or single emergency restoration of power task order. If the examples fall less than $90,000.00 just indicate this in your write up and no penalty for projects less than $90,000.00.

Question 24: Can you please clarify, for emergency situations, if the contractor response time of one (1) hour is for making the assessment or if it includes repair of the issue. If it is to include the actual repair, would consideration be given to provide assessment within 1 hour and start the actual repair within 1-3 hours?

Answer 24: Yes, GSA would like the Contractor to report immediately to GSA Site Manager, COR, other relevant staff/management, at the instance of power failure and any systems break-downs/failures, when any Contractor personnel is on site in the WO Campus. If the Contractor personnel is not on site, and GSA Staff finds any power failure or see any system breakdowns, the GSA staff on site will contact the Contractor to come to site and make the necessary repairs/maintenance that will be required to restore power, as early as possible.

**** The Contractor's response time is "immediate" and not exceeding one (1) hour (Max Limit).

**** Emergency Work shall be started as early as possible, not exceeding 3 Hours as the Maximum Limit.

GSA will make Emergency NTP ready as soon as the contractor provides the damage assessment information to GSA.

Question 25: Please confirm that CLIN Item 3001 should read "Option Year III" instead of the way it is currently written ("Option Year IV")?

Answer 25: That is correct. Please see attached updated pricing sheets.

Question 26: Is MAXIMO the singular CMMS for contract documents and will the awarded contractor be required to use it?

Answer 26: Even though Maximo is used in different projects, contracts and maintenance work, Maximo is not a requirement for this contract with GSA. GSA Staff, including myself never used Maximo, for Managing this substation contract. So, this new 5-Year O&M Contract will probably use the traditional contract management tools.

However, if this 5-year new contract has to be managed with Maximo, it can definitely be done. A Maximo/NCMMS specialist will have to help and train us in the new way, if it eventually becomes GSA's must requirement. Only GSA Management can decide on it and proceed with it accordingly.

Question 27: The evaluation factors for past performance (pg. 64 of the soliciation) state that the standard is met when "The offeror has performed contracted work, similar to that described in solicitation, too repair, replace, modify, operate, and maintain CVG-114 Substation, 15Kv

Power Distribution, and street lighting on at least three (3) projects completed within the last five (5) years." Maintenance contracts often span many years, including a base year with multiple option periods. Please confirm that we may include ongoing projects with a completed base year as part of the past performance?

Answer 27: Yes, you may include ongoing projects with a completed base year as part of the past performance evaluation.

Question 28: The evaluation factors for past performance (pg. 64 of the solicitation) reference the offeror's experience "working with Biochemical products in high voltage line area." Please define "Biochemical" in the context of this solicitation?

Answer 28: One example of Biochemical is the Transformer Oil. There could be many other equipment that may contain biochemicals such as CFCs, oil for oil emerged contacts, etc. Biochemicals shall be handled very strictly, per Codes, Standards and

Local/State/Federal Guidelines.

Question 29: Can the Government please clarify the intent of Reimbursable CLIN 0011 for

Pepco Outages? Should the contractor provide an hourly rate for services provided by Pepco, or an hourly rate internal to the contractor to support a Pepco outage?

Answer 29: Yes, the hourly rate internal to the contractor to support a PEPCO outage.

Question 30: The Scope of Work states that "Technicians performing the inspection and testing shall be NETA certified. " Please confirm that a NICET certification is considered equivalent to a NETA certification?

Answer 30: NICET is a non-profit division of the National Society of Professional

Engineers that focuses on the certification of technology professionals with NICET

Certifications. However, unlike NICET, to obtain NETA certification requires the field service personnel to be employed by a NETA Accredited Company. So, NETA and

NICET certifications are different. They are not equivalent. NICET Certified technicians shall not replace the NETA accredited Company's NETA Certified Technicians.

Question 31: Scope of Work Section 2 Subsection 2.20: Work included Note 5 - Please confirm the count of Fire Extinguishing Devices and Eyewash Stations to be operated and maintained?

Answer 31: Most all work is in the outside environment. CVG 114 is in the open yard inside the fenced area for the PEPCO main Substation in the White Oak Campus. If the bid winner chooses to install the fire extinguishing devices and Eye Wash Stations to install on site, the adjacent Building 404 can be used. Freeze protection is not available in building 404. The number of these items depend on the number of people working on site. It will be the Contractor' responsibility to install or carry with them that will protect the workmen on working on site. Contractor shall meet the OSHA, NFPA, NEC, NETA, GSA and all Federal, State and Local safety requirements.

Question 32: Scope of Work Section 2 Subsection 2.60: There is mention of a 24-month visual, mechanical, and electrical inspection and maintenance of this equipment that was completed in 2019. The Solicitation also mentions that the current inspections and maintenance are up to date. If maintenance is on a 24-month cycle, can the Government please confirm that a periodic visual, mechanical, and electrical inspection and maintenance was performed in 2021?

Answer 32: Yes completed the PM (Preventative Maintenance) work of 2021 for CVG 114

Substation and, yes completed the Aerial Power Lines and field lighting systems O&M work for 2021. After awarding the contract to the winning bidder, the copies of these documents can be requested and GSA will provide them accordingly.

Question 33: Scope of Work Section 2 Subsection 2.70: The Government has mentioned that the contractor is required to maintain a 10-foot overhead line clearance during the entire period of performance (POP), however there are only two contract years that provide an opportunity to price Tree Trimming Services. Please confirm that any tree trimming services performed during OY 1, 2 and 3 will be handled as a change order.

Answer 33: Regular monthly flat rate payment will be made to the contractor for regular

(few days every week) checking, inspecting, investigating, repairing, tree branch clearing, maintaining, and keeping the substation, aerial power lines, and field lights properly functioning. Ten feet clearance of the tree branches from all areal power line must be maintained, without any deviations. Deep Cleaning shall be done in the summer when trees grow very quickly. Over and above all these efforts, if any situations happen that the tree growth has become enormous and grow out of hand by regular maintenance, then the contractor may bring the issues to GSA for additional tree trimming and a Task Order will be issue for taking care of the out of hand situations.

Question 34: Scope of Work Section 2 Subsection 2.70: Please confirm that this work will be performed at an additional T&M rate, as shown. If not, please provide an estimated number of times that this service has been performed over the last two years?

Answer 34: Yes, these services will be performed as an additional T&M rate upon occurrence.

Question 35: Scope of Work Section 2.9 Subsection 1: Does the Government expect the bulk re-lamping to be priced into the Firm Fixed Price CLIN 005 for Pole Lighting Preventive

Maintenance? If so, should the contractor also provide material pricing to perform the re-lamping?

Answer 35: No, GSA is replacing the current luminaires with LEDs and bulk re-lamping is currently not a requirement and upon incident of needing bulk re-lamping should be price as an hourly cost under pole lightning reactive maintenance and will be done as a

Task Order which the contractor can submit material cost as well along with the hourly cost.

Question 36: The Scope of Work states that "electrical work shall be performed by Master

Electricians…" Please confirm it is sufficient if all electrical and maintenance work is performed under the supervision of a Maryland State Certified Master Electrician?

Answer 36: All testing for O&M and PM work shall be done per NETA MTS, and hence all technicians for testing and commissioning work for O&M and PM shall done by the

NETA Certified technicians, either from the prime contractor or from NETA Accredited

Subcontractor company with NETA certified Technicians. For all other work, electricians shall be State Board certified, with specific category of certifications for every specific job. Any blanket certification (even for state) shall not be applied and accepted for all work to be done.

Question 37: Can the Government please confirm the quantity of medium voltage cables that will be VLF tested as part of the electrical maintenance scope?

Answer 37: Exact quantity is not available. However, 13.8 KV cables are from the CVG

114 Substations to the insulators, cut-outs, air-fuse holers, air-switches, etc. These are the cables going away from the CVG 114 substation feeder breakers, laid to the underground, and then go up to the pole where terminated. The other 13.8 KV cables are the dropdowns from the poles the surface mounted transformers for the Air-Force

Buildings, Guard Booth, Building 130, Building 132, Building 200, Electric vehicle charging parking lot, and Building 200. All together could be a few hundred feet, but not thousands of feet.