RFQ Attachment 5 - RFI Log (Final) - FY24 Fire Alarm Maintenance.xlsx
XLSX spreadsheet 28 KB Posted
- Solicitation number
- F3S3523107AQ05
About this file
This document contains a request for information log and related federal contract opportunity for fire alarm maintenance services at Scott Air Force Base in Illinois. Key details include the following:
The request for information log details 34 questions received from potential offerors relating to the scope of work. Questions cover topics such as fire extinguisher and fire alarm system inventories, inspection schedules and procedures, accessibility requirements, and meeting attendance. Responses provide clarification on inspection responsibilities, equipment needs, and facility access procedures.
The related federal contract opportunity is solicitation number F3S3523107AQ05 for fire alarm maintenance services at Scott Air Force Base. The solicitation seeks maintenance and repair of fire alarm, fire suppression, and fire extinguishing systems. Inspections and testing are required on a monthly, semi-annual, or annual basis as defined in the performance work statement. The period of performance is one base year with four optional one-year extensions.
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RFI
| Requests For Information (RFIs) - FY24 Fire Alarm Maintenance Service Contract | |||||
| RFI # | Date Recv'd | Date Sent to CES | RFI | Response | Date Answered |
| 1 | 11-Sep-23 | 12-Sep-23 | Can you please provide a list or amount of fire extinguishers? The solicitation says the following "including 150 pounds Halon flight line extinguishers, handheld aircraft Halon, and 150 pound Dry Chemical extinguishers" but we do not see an actual count. | Actual extinguisher quantities and types will vary over time as a result of construction and various other factors. The raw data of fire extinguisher inspections collected over the past 5 years can be viewed at the sheet labeled "Fire Extinguisher Data" and appears to be reasonably consistent over time. | 12-Sep-23 |
| 2 | 13-Sep-23 | 14-Sep-23 | Looking through the list of panels there are several on the list that are no longer supported by the manufacturer and in some cases parts are no longer available through normal channels. With these will we be able to purchase refurbished or use non-traditional means to procure the material (i.e. purchase from online, rather than a major supply house as we are often required to do)? | Obsolete panels and devices are an ongoing issue. Each situation was handled differently based on various factors. Sometimes the decision was to replace the entire system. Other times the situation was resolved through alternate means. In any case, online purchases are typically allowed as long as the part(s) is/are from a supplier that is in the fire alarm business with a solid reputation. | 14-Sep-23 |
| 3 | 13-Sep-23 | 14-Sep-23 | Is there a plan to replace, whether through a one for one replacement of parts and pieces, or a full redesign of these buildings, and if so what is the panel/system of choice that you would like to see installed? | Full system replacements, especially larger more complex systems, are typically executed via a separate construction project rather than with the service contract. | 14-Sep-23 |
| 4 | 13-Sep-23 | 14-Sep-23 | Is it expected that an employee will be stationed at the fire department during normal duty hours to inspect, repair, and replace fire extinguishers as they are brought in, or will the fire department collect a specific number of extinguishers and then notify us that we have X number of extinguishers to inspect or repair? | It is expected that all Scott AFB fire extinguishers be inspected as required by applicable code. The method by which this happens is up to the contractor. The fire extinguisher equipment is at the fire house so that's where most of the repairs will be made, I assume. What's worked well in the past is to have building occupants drop off fire extinguishers at the fire house and pick them up at a later date. The current fire extinguisher inspector has found it beneficial to him, as well as the government, to set up an inspection station at larger buildings whereby people can drop off and pick up on the same day. I don't believe the fire department will be involved in collecting or counting extinguishers. As mentioned, it's merely the place where the repair equipment is housed. | 14-Sep-23 |
| 5 | 13-Sep-23 | 14-Sep-23 | What is the number, size and type of extinguishers? | Estimated extinguisher data is provided on the worksheet/tab below labeled "Fire Extinguisher Data". | 14-Sep-23 |
| 6 | 13-Sep-23 | 14-Sep-23 | What are the dates of the last annual, 6-year and 12-year inspections on the extinguishers? | See answer #5. | 14-Sep-23 |
| 7 | 13-Sep-23 | 14-Sep-23 | What are the procedures for extinguishers that are too large, or too high of a pressure to be hydrostatically tested at the fire department and will be needed to transport to an off-site location/company that has the capability to hydrostatic test these large extinguishers? As the fire department will not be able to provide the materials when this happens will that be charged to CLIN 0005, 1005, 2005, 3005, and 4005? | The contractor is responsible for completing the inspections per applicable code(s). The procedure for completing the inspections will be at the discretion of the contractor. The fire department will not provide any materials for extinguisher inspections. It's my understanding that fire extinguisher inspection, testing, maintenance and labor for repairs will be a fixed price and billed monthly. | 14-Sep-23 |
| 8 | 13-Sep-23 | 14-Sep-23 | How many people are currently dedicated to the contract? | The FY24 fire alarm contract has been modified in verbiage, scope and CLIN structure. I must also establish that the existing contractor employees are extremely proficient with operations at Scott AFB. Employees who are unfamiliar with the base will be substantially less efficient. Therefore, I caution against projecting future employee requirements based on the existing contract. With that caveat in mind, the current contractor has dedicated 3 to 4 employees over the time I've been the COR and some work has been sub'ed out. | 14-Sep-23 |
| 9 | 14-Sep-23 | 14-Sep-23 | Fire Alarm Systems - Any restrictions on inspections, such as testing AVs during a certain time or outside of normal business hours? | All inspections shall be conducted during duty hours. The FA Contractor shall coordinate time and date with facility managers. | 21-Sep-23 |
| 10 | 14-Sep-23 | 14-Sep-23 | Fire Alarm Systems - Are there any access issues or special processes for restricted areas that we need to account for when scheduling inspectors? | Each secured facility has its own rules governing entry of people without proper clearance. FA Contractors will be required to follow the requirements. | 21-Sep-23 |
| 11 | 14-Sep-23 | 14-Sep-23 | Fire Alarm Systems - Are lifts needed and, if so, who is responsible for the cost? | Many fire alarm devices and components are out of reach. The Contractor shall furnish all tools and equipment required to inspect, test, maintain and repair fire alarm systems. | 21-Sep-23 |
| 12 | 14-Sep-23 | 14-Sep-23 | Fire Suppression Panels - Can you provide a full inventory of each system please? | A comprehensive list of fire suppression system devices is not available. | 21-Sep-23 |
| 13 | 14-Sep-23 | 14-Sep-23 | Fire Suppression Panels - Please note number of smoke detectors above the ceiling or below the floor | The location of the devices, beyond what is listed in the PWS Appendix A, is not available. | 21-Sep-23 |
| 14 | 14-Sep-23 | 14-Sep-23 | Fire Suppression Panels - What are the Inspection month(s)? | The FA Contractor shall determine the inspection schedule IAW applicable laws and codes. | 21-Sep-23 |
| 15 | 14-Sep-23 | 14-Sep-23 | Aspirating Smoke Detection Systems - Vesda systems – is there currently a system in Building 1575? | Building 1575 is currently under construction and the Aspirating Smoke Detection System (ASDS) has not been completed yet. The building 1575 ASDS will be under warranty for a period of 1 year after construction is complete. So there is a system, but it won't be on this service contract until the warranty expires. | 21-Sep-23 |
| 16 | 14-Sep-23 | 14-Sep-23 | Aspirating Smoke Detection Systems - Please provide inventory of each system such as number of panels and number of sampling tubes. | A site visit was conducted on 18 September 2023. 4 VESDA control units were identified in bldg 5160. Bldg 1575 currently has 18 Air Intelligence control units, model ASD 640, mounted on the walls and it appears several more will be installed. The total isn't known at this time. | 21-Sep-23 |
| 17 | 14-Sep-23 | 14-Sep-23 | Aspirating Smoke Detection Systems - Are there any accessibility issues or special equipment needed? | ASDS are located in secured facilities. The FA Contractor shall coordinate entry with facility managers. The FA Contractor shall provide all tools and equipment necessary to inspect, maintain, test and repair all systems identified in the PWS. | 21-Sep-23 |
| 18 | 14-Sep-23 | 14-Sep-23 | Aspirating Smoke Detection Systems - Are filter replacements included or a reimbursable part? | I consider filters to be a part and therefore reimbursable. Consumables are not reimbursable. | 21-Sep-23 |
| 19 | 14-Sep-23 | 14-Sep-23 | Aspirating Smoke Detection Systems - In which month are these inspections due? | The FA Contractor shall determine the inspection schedule IAW applicable laws and codes. | 21-Sep-23 |
| 20 | 14-Sep-23 | 14-Sep-23 | When are the annual extinguisher inspections due? Are they all due same month or is there a schedule for a certain number of them inspected in a designated month? | The previous 5 years of fire extinguisher data is available in the tab/worksheet below labeled "Fire Extinguisher Data". | 21-Sep-23 |
| 21 | 14-Sep-23 | 14-Sep-23 | When cylinders are brought to the testing area, are they secured in a safe manner? Or are these cylinders inspected in place? | Some building occupants drop off extinguishers in a drop off area at Fire Station #1. While this area is not secured under lock and key, the area has surveillance cameras and is not open to random passersby. At the discretion of the Fire Alarm Contractor, Fire extinguishers may be inspected in-place or at the fire extinguisher inspection area located in Fire Station #1. | 21-Sep-23 |
| 22 | 14-Sep-23 | 14-Sep-23 | What percentage are tested in the shop as opposed to inspectors going to the unit itself? | This information is unknown. | 21-Sep-23 |
| 23 | 14-Sep-23 | 14-Sep-23 | The RFQ says agent is provided for recharges, but is the necessary equipment also provided for onsite hydrotesting? | A site visit of the fire extinguisher inspection area was conducted on 18 September 2023. All equipment that is provided by the Government is in that area. | 21-Sep-23 |
| 24 | 18-Sep-23 | 19-Sep-23 | The PWS states: “The contractor may also be requested periodically to review construction designs/drawings provided by the government for input/suggestions and shall be billed at the duty-hours hourly rate.” RFI: Please provide a history on how often designs/drawing reviews were requested of the incumbent. | I've requested drawing reviews about 4 times a year. I wouldn't expect more than an hour to be spent reviewing any set of drawings. FA Contractor input on during design reviews is voluntary and risk-free. | 21-Sep-23 |
| 25 | 18-Sep-23 | 19-Sep-23 | Please provide a service call history (e.g., number of calls, urgent/emergency status, cost of repairs, etc.) covering at least one full calendar year, preferably two calendar years. | A comprehensive call log is not available. | 21-Sep-23 |
| 26 | 18-Sep-23 | 19-Sep-23 |
The PWS states: “The contractor shall attend weekly meetings to discuss scheduled work and service calls/tickets.” RFI: Please provide an estimated length of time these meetings last and are contractors required to attend in person, or can the meeting be held virtually/ conference call?
| The meeting length varies. Typically it only takes 15 minutes to discuss the current issues. The meeting will naturally be longer when serious issues arise. Contractors must attend in person. | 21-Sep-23 | ||
| 27 | 18-Sep-23 | 19-Sep-23 | The PWS states: “The contractor shall be responsible for procuring all required repair and replacement parts, reimbursable by the government at cost. For the purpose of such reimbursements, a copy of the supplier's original invoice shall be attached to the request for reimbursement and submitted to the designated COR. … Prior to purchasing replacement parts with an estimated value of $2,500 or more, the contractor shall seek two or more competitive price quotations.” |
This is not feasible for any contractor, as there is cost associated with said contractor procuring this material which results in said contractor losing money rather than simply “breaking even” to service this CLIN. As an example, each proposal/quote could take time spent communicating with vendors, assessing prices, generating quote forms, placing orders, tracking shipments, and so on is all being completed by an employee of the contractor. Depending on the number of quotes that need to be prepared, there could be dozens if not hundreds of man hours dedicated to servicing this portion of the contract, against which contractors are contractually bound to lose money on. This will result in a net loss of thousands of dollars over the duration of the contract. Any contractor on this effort would face the same loss situation, which would likely result in the government receiving fewer qualified offers. Requiring two or more quotes (for parts greater than $2,500) adds additional administrative time, that the contractors cannot be fairly compensated for under the current PWS language.
| RFI: Can the Solicitation be modified to allow for a reasonable amount of overhead and profit to line item x005? As an example, it could be quoted on a percentage basis (e.g., X% overhead and profit factor for materials – where one contractor might quote 30%, another might quote 26%, and so on). | The overhead and profit you are requesting should be factored into your overall overhead/proposal price. By giving NTE amounts we have anticipated the amount of the reimbursable parts CLIN, and the FAR only allows us to pay for actual costs on time & material CLINs. Please go about factoring the time communicating with vendors, assessing prices, generating quote forms, placing orders, tracking shipments, and so on into their overall cost under another CLIN in your proposal. | |||||
| 28 | 18-Sep-23 | 19-Sep-23 | Who is the current service provider? | National Contracting Services | 21-Sep-23 | |
| 29 | 18-Sep-23 | 19-Sep-23 | Could you provide a copy of the site visit attendees list? | In the Sam solicitation RFQ attachment 4 has the sign in sheet. | 21-Sep-23 | |
| 30 | 18-Sep-23 | 19-Sep-23 | If any DoT rated cylinders are due for hydrotesting, can we ship them offsite to perform the hydrotesting? We have a supershop with a controlled environment where we provide this service to other air force base customers. We return the customer’s own cylinders after the hydrotest is completed. | Shipping fire extinguishers off site may be allowable if the turn around time is reasonably similar to the existing procedures. Coordination and approval from the base fire department would necessary. | 21-Sep-23 | |
| 31 | 18-Sep-23 | 19-Sep-23 | Can DOT cylinders due for hydrotesting be shipped to a controlled-environment supershop to perform this maintenance? This is how this service is fulfilled at several other air force bases. The customer’s own cylinder is returned after the hydrotest is completed. This applies to DOT-rated cylinders only, all others can be hydrotested on site. | Shipping fire extinguishers off site may be allowable if the turn around time is reasonably similar to the existing procedures. Coordination and approval from the base fire department would necessary. | 21-Sep-23 | |
| 32 | 18-Sep-23 | 19-Sep-23 | Can you provide a comprehensive inventory of all DOT-rated cylinders please – size, type and make? | A comprehensive list of fire extinguishers is not available. Fire extinguisher inspection data over the past 5 years is located below on the tab/worksheet labeled "Fire Extinguisher Data". | 21-Sep-23 | |
| 33 | 18-Sep-23 | 19-Sep-23 | Are all extinguisher inspections and required maintenance up to date? If not, can you please provide a list of what is due – size, type and make of unit and what is past due? | A comprehensive list of fire extinguishers which are overdue inspections is not available. Fire extinguisher inspection data over the past 5 years is located below on the tab/worksheet labeled "Fire Extinguisher Data". | 21-Sep-23 | |
| 34 | 18-Sep-23 | 19-Sep-23 | For any fire alarm control panels that are not in normal status, please confirm that they will be returned to normal status before contractor is to perform inspections or be responsible for maintenance. | It is not possible for the Government to guarantee the proper operation of all systems at the start of this contract. | 21-Sep-23 | |
| 35 | 18-Sep-23 | 19-Sep-23 | Please provide a scope of work and frequency for testing and maintaining fire suppression panels. Are any of them part of an AFFF system? At the site visit, it was discussed that the only testing requirements are the battery and relay of the fire suppression panel to the fire alarm control panel, and nothing tied to the system including initiating devices, AVs, cylinders, actuators or abort switches are to be tested. If any field devices are to be maintained, please provide a device count and type associated with each system. Additionally, is the fire alarm inspector required to witness the inspection of these systems by another party? | AFFF systems are not part of the FA Service Contract. However, there are fire suppression panels located in build 433 and 506. Scope of work and inspection requirements is found in the PWS. Devices connected to a wet pipe or AFFF system are not included in this FA contract. I don't understand the last question. | 21-Sep-23 |
Fire Extinguisher Data
| Extinguisher Inspection Data | ||||
| 2019 | Annual | 6 Year | 12 Year | Total |
| ABC Portable | 1958 | 286 | 196 | 2440 |
| Handheld Halon | 55 | 7 | 2 | 64 |
| 150 lb Halon | 76 | 5 | 16 | 97 |
| 150 lb ABC | 22 | 0 | 0 | 22 |
| 2.5 Gallon Water | 7 | 56 | 16 | 79 |
| Wet Chem | 21 | 0 | 1 | 22 |
| 2020 | Annual | 6 Year | 12 Year | Total |
| ABC Portable | 1701 | 191 | 317 | 2209 |
| Handheld Halon | 59 | 15 | 2 | 76 |
| 150 lb Halon | 74 | 0 | 15 | 89 |
| 150 lb ABC | 25 | 0 | 2 | 27 |
| 2.5 Gallon Water | 7 | 55 | 6 | 68 |
| Wet Chem | 19 | 1 | 4 | 24 |
| 2021 | Annual | 6 Year | 12 Year | Total |
| ABC Portable | 1975 | 246 | 450 | 2671 |
| Handheld Halon | 74 | 6 | 3 | 83 |
| 150 lb Halon | 70 | 17 | 17 | 104 |
| 150 lb ABC | 24 | 0 | 0 | 24 |
| 2.5 Gallon Water | 7 | 41 | 7 | 55 |
| Wet Chem | 24 | 0 | 7 | 31 |
| 2022 | Annual | 6 Year | 12 Year | Total |
| ABC Portable | 1804 | 269 | 359 | 2432 |
| Handheld Halon | 53 | 3 | 0 | 56 |
| 150 lb Halon | 75 | 0 | 0 | 75 |
| 150 lb ABC | 25 | 0 | 0 | 25 |
| 2.5 Gallon Water | 0 | 0 | 0 | 0 |
| Wet Chem | 2 | 0 | 1 | 3 |
| 2023 (11 of 12 Months) | Annual | 6 Year | 12 Year | Projected Total = Add 8.33% |
| ABC Portable | 1519 | 285 | 313 | 2293 |
| Handheld Halon | 40 | 10 | 3 | 57 |
| 150 lb Halon | 46 | 16 | 1 | 68 |
| 150 lb ABC | 22 | 0 | 0 | 24 |
| 2.5 Gallon Water | 8 | 48 | 7 | 68 |
| Wet Chem | 8 | 0 | 8 | 17 |
| Average Extinguisher Inspections | ||||
| Annual | 6 Year | 12 Year | Total | |
| ABC Portable | 1791 | 255 | 327 | 2409 |
| Handheld Halon | 56 | 8 | 2 | 67 |
| 150 lb Halon | 68 | 8 | 10 | 87 |
| 150 lb ABC | 24 | 0 | 0 | 24 |
| 2.5 Gallon Water | 6 | 40 | 7 | 54 |
| Wet Chem | 15 | 0 | 4 | 19 |
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