EMC_Consolidated Q and A.docx
DOCX document 60 KB Posted
- Attached to
- Electrical Equipment Operation and Maintenance Services Contract Electrical Maintenance Contract (EMC)
- Solicitation number
- FA239626RB004
About this file
This is a consolidated Questions and Answers document supporting proposal preparation for the Electrical Maintenance Contract (EMC) at Wright-Patterson Air Force Base. The document compiles inquiries, pre-proposal questions, and walkthrough discussion transcripts organized into six categories: Contract Scope & Facilities, Staffing & Qualifications, Equipment & Tools, Scheduling & Emergency Response, Security & Site Access, and Proposal/Financial Matters. Each question is classified as Answered, Tentative, or Needs Formal Clarification to guide bidders in understanding contract requirements and filling gaps in solicitation documentation.
Key clarifications include: the contractor maintains medium-voltage electrical systems and over 3,000 devices across 49 research facilities at the base, with scope expanding beyond the previous contract; the team must be fully dedicated on-site in Building 62, with minimum staffing including one Program Manager, three Electrical Engineers (two Professional Engineers), Foremen, and multiple Technicians; the contractor supplies tools and equipment as a turnkey operation; scheduled weekend outages (approximately four annually) and emergency response with conflicting response-time guidance (1 hour versus 2 hours, to be clarified by the government) are required; and physical site access requires standard security screening while network access requires cybersecurity training and CAC cards. The document identifies several unresolved issues requiring formal bidder queries: exact technician qualification levels, mobilization timeline, GFE versus CFE equipment boundaries, Doble equipment lease transferability, arc flash study scope, historical emergency callout metrics, security clearance requirements, and CLIN cost allocation methodology. The solicitation is single-award and was conducted in a small-business context, with a proposal deadline of September 1 at noon.
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Other files
| File | Type | Posted |
|---|---|---|
| RFI questions and answers 9 sept 26.docx | DOCX document | |
| Attachment 5 - Total Evaluated Price Spreadsheet.xlsx | XLSX spreadsheet | |
| EQUIPMENT LIST FOR SOLICITATION.xlsx | XLSX spreadsheet | |
| Solicitation - FA239626RB004_2 1.pdf | ||
| RFI Questions with Answers to post 8 28.docx | DOCX document | |
| Solicitation - FA239626RB004_1.pdf | ||
| Pricing Template EMC.xlsx | XLSX spreadsheet | |
| Solicitation - FA239626RB004.pdf | ||
| Attachment 3 - Historical CME.xlsx | XLSX spreadsheet | |
| Attachment 1 - RAYO_EMC_PWS.pdf | ||
| Attachment 2 - CDRLS.pdf | ||
| Attachment 4 - DD254 pdf.pdf |
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EMC Consolidated Q&A Document Note: This document compiles and consolidates all questions, pre-proposal queries, and walkthrough discussion transcripts into a unified, categorized reference guide to support proposal preparation.
Executive Summary of Statuses To assist in preparing your proposal, each consolidated question is classified into one of three statuses:
● Answered: Clear and definitive guidance was provided during the tour or transcript.
● Tentative: Answered generally, but with a recommendation to verify the exact parameters in the Performance Work Statement (PWS).
● Needs Formal Clarification: Either not addressed, conflicting in the documents, or explicitly flagged during the tour as requiring a formal written submission.
1. Contract Scope & Facilities
| ID |
| Topic / Question |
| Original Source |
| Status |
| Consolidated Answer & Context |
| Q1.1 |
| Building List & Scope Expansion |
• What is the list of buildings?
• How many additional buildings are being added?
Walkthrough #5, #6;
Audio Q22
| ● Answered |
| The government is expanding the contract scope compared to the previous contract, adding a few new buildings. The final building list is defined in the PWS/solicitation. Additionally, changing mission requirements may prompt support in other buildings as needed. |
| Q1.2 |
| Utility Interface & Substations |
• Is the contractor responsible for the utility substations serving the area?
| Audio Q1 |
| ● Answered |
| No. Substations are maintained by AES/the local utility. The EMC contractor's responsibility starts further downstream at the facility's electrical distribution and equipment. |
| Q1.3 |
| Types of Electrical Systems Maintained |
• What systems are maintained under the contract?
| Audio Q2 |
| ● Answered |
| Medium-voltage systems, including multiple utility feeds into Building 18, transformers, breakers, starters, controls, cabling, and large equipment (operating at approximately ). The infrastructure is generally older (some dating back to the 1940s). |
| Q1.4 |
| Utility Switching Coordination |
• Who handles switching and coordination with the utility?
| Audio Q3 |
| ● Tentative |
| The local utility is responsible for its substation equipment. Switching and work involving government-maintained equipment must be coordinated between the appropriate parties. Exact switching boundaries should be verified in the PWS. |
| Q1.5 |
| Maintenance vs. Installation Work |
• Is the contract strictly maintenance, or does it include electrical installation?
| Audio Q9 |
| ● Answered |
| It includes both. The EMC team will perform smaller installation work supporting researchers (e.g., installing a 30- or 40-amp disconnect, providing a circuit, installing outlets, lighting repairs, and sensors). Larger construction projects go through separate contracting. |
| Q1.6 |
| Equipment Demolition & Removal |
• Does the contract include removal/demolition of equipment?
| Audio Q10 |
| ● Answered |
| Yes. Both installations and removals fall within the scope of work when they meet contract guidelines. |
| Q1.7 |
| Work Inside Research Test Cells |
• Will contractors perform work directly inside research test cells?
• Could research equipment support still fall under this contract?
| Audio Q11, Q12 |
| ● Answered |
| Generally no. EMC personnel do not normally work inside the research cells themselves; they maintain the facility infrastructure and equipment supporting the research mission. However, specialized electrical support for the research facility can fall under EMC if it's within the contract's electrical scope. |
| Q1.8 |
| Project Size Thresholds for EMC |
• Is there a dollar threshold that determines whether a project stays under EMC or becomes a separate solicitation?
| Audio Q13, Q14 |
| ● Answered |
| No firm dollar threshold exists. A historical benchmark of to was mentioned but qualified. Large projects (like a major transformer replacement) will generally be separately solicited, though the government may utilize the EMC contractor if it fits within the contract's scope and supports the research mission. |
| Q1.9 |
| Research Air Facility / Mission Support |
• Does EMC work on the research process itself?
• Does specialized support associated with the facility fall under EMC?
| Audio Q20, Q21 |
| ● Answered |
| EMC does not run the research process itself but maintains the supporting electrical systems (supporting ~10 research areas, of rotating equipment plus being added, creating load). Specialized cabling/electrical support falls under EMC if within scope. |
| Q1.10 |
| Lockout/Tagout (LOTO) |
• Who is responsible for equipment isolation and lockout/tagout?
| Audio Q23 |
| ● Answered |
| The contractor has sole responsibility for equipment isolation and lockout/tagout (LOTO). |
2. Staffing, Qualifications, & Mobilization
| ID |
| Topic / Question |
| Original Source |
| Status |
| Consolidated Answer & Context |
| Q2.1 |
| Historical Staffing Baseline |
• Does the historical CME staffing of 13 FTE / 24,960 annual hours represent the expected baseline, or is it informational?
Submitted #1;
Audio Q32
| ● Answered |
| It is provided as historical information. Bidders have the flexibility to develop their own staffing approach based on the PWS and actual workload, though the government has established a minimum service capability baseline. |
| Q2.2 |
| Staffing Flexibility by Year |
• Can the contractor adjust staffing levels and labor mix from year to year based on actual workload?
Submitted #2;
Audio Q32
| ● Answered |
| Yes. Bidders have the flexibility to propose and adjust their team composition, provided all PWS requirements and service delivery standards are met. |
| Q2.3 |
| Required Key Positions & Team Structure |
• Are the PWS positions required or recommended?
• Must we use the exact historical staffing configuration?
| Audio Q31, Q32 |
| ● Answered |
| The PWS positions represent the minimum services/personnel the government believes are required (including 1 Program Manager, 3 Electrical Engineers [2 being PEs], Foremen, and various level Technicians). Bidders have flexibility in structuring their proposed team as long as they demonstrate capability. |
| Q2.4 |
| Technician Qualification Levels |
• Exactly how many Level 2 and Level 3 technicians are required?
| Audio Q33 |
| ● Needs Formal Clarification |
| Not definitively resolved during the site visit. The group discussed combinations and foreman-to-technician ratios, but recommended relying on the PWS. Bidders should formally query this. |
| Q2.5 |
| Administrative / Office Manager |
• Is a separate administrative position mandatory?
| Audio Q34 |
| ● Answered |
| No. The administrative function is mandatory, but a dedicated FTE is not. The Program Manager or another team member could perform this work. |
| Q2.6 |
| Team Dedication & Operating Model |
• Is this a full-time dedicated team on-site, or can personnel be pulled from other projects?
| Audio Q17, Q37 |
| ● Answered |
| It must be a dedicated full-time team on-site. The government compares this to running an on-site electrical shop working from planned daily schedules/test plans while responding to work orders and emergencies. |
| Q2.7 |
| Mobilization / Phase-In Timeline |
• How much time does the contractor have to fully staff the contract after award?
Walkthrough #8;
Audio Q36
| ● Needs Formal Clarification |
| The government did not provide a definitive timeline during the meeting but recalled an informal range of 1 to 2 months. Bidders must verify against the solicitation's startup language. |
3. Equipment, Tools, & Technology
| ID |
| Topic / Question |
| Original Source |
| Status |
| Consolidated Answer & Context |
| Q3.1 |
| Equipment Lists & Quantities |
• Will there be an equipment list provided?
• How much equipment is involved?
Walkthrough #1;
Audio Q15, Q16
| ● Answered |
| Yes. There are more than 3,000 individual devices/pieces of equipment. The government has a database containing detailed equipment info and will provide it to the successful contractor upon selection. General equipment types are listed in the PWS. |
| Q3.2 |
| Equipment Age & Facility Condition |
• How old are the machines?
• Are many of the facilities and systems similarly old?
Walkthrough #3;
Audio Q18, Q19
| ● Answered |
| The infrastructure is older and aged. For example, the T1 transformer in Building 18 dates back to 1941. Bidders must expect systems dating back to the 1940s. |
| Q3.3 |
| Government-Furnished vs. Contractor-Furnished (GFE vs. CFE) |
• What GFE (tools, lifts, vehicles, test equipment) is available, and what must the contractor provide?
Submitted #5;
Audio Q25
| ● Needs Formal Clarification |
| The general expectation is a turnkey operation where the contractor supplies the tools and equipment (CFE) necessary to perform the work. Government-furnished network/computer resources are handled separately. Detailed GFE lists should be verified in the PWS. |
| Q3.4 |
| Doble Equipment Lease |
• Is the contractor expected to establish a new annual Doble lease, or can an existing lease transfer?
| Submitted #6 |
| ● Needs Formal Clarification |
| This was not addressed during the tour/transcript. Bidders must submit a formal question to clarify if an existing arrangement can transfer, as this represents a material recurring cost. |
| Q3.5 |
| Contractor Laptops & Relay Connections |
• Can contractor laptops connect directly to protection relays?
| Audio Q30 |
| ● Needs Formal Clarification |
| There are strict security restrictions on connecting external devices to government systems. A stand-alone, government-approved laptop will be provided to connect to protection relays. |
| Q3.6 |
| Arc Flash Study |
• Is performing Arc Flash studies part of this contract?
| Walkthrough #4 |
| ● Needs Formal Clarification |
| Yes. |
4. Scheduling, Outages, & Emergency Response
| ID |
| Topic / Question |
| Original Source |
| Status |
| Consolidated Answer & Context |
| Q4.1 |
| Testing Schedule & Priorities |
• Is there a schedule timeline and priority list?
• How will testing be scheduled?
Walkthrough #2;
Audio Q4, Q5
| ● Answered |
| Testing will be scheduled based on location and available outage windows. No fixed priority list (like "Building 18 first") exists; schedules are driven by facility operations and coordination. There has been an approximate 1.5-year lapse in portions of the testing program. |
| Q4.2 |
| Planned Outages & Weekend Work |
• Will whole-building outages occur during normal weekdays?
• How many weekend outages should contractors expect?
| Audio Q6, Q7 |
| ● Tentative |
| Whole-building outages must take place on weekends to avoid disrupting weekday operations. The PWS includes an allowance for 4 scheduled weekend outages for electrical maintenance. |
| Q4.3 |
| Emergency Response Time Window |
• Does the 1-hour PWS requirement or the 2-hour Section M response requirement govern?
| Submitted #3 |
| ● Needs Formal Clarification |
| Conflicting guidance exists between PWS (1 hour for local oversight) and Section M (2 hours). Bidders must seek formal confirmation, as this significantly impacts on-call staffing and local positioning. The instructions will be updated to match the 1 hour PWS requirement. |
| Q4.4 |
| Historical Callout Metrics |
• How many unscheduled/emergency callouts have occurred annually in recent years, and what were the typical crew size and duration?
| Submitted #4 |
| ● Needs Formal Clarification |
| This was not addressed during the tour. Bidders must ask for historical metrics to accurately estimate overtime/weekend callouts. |
| Q4.5 |
| Planned Outages vs. Emergencies |
• Are outages and emergency calls treated differently?
| Audio Q8, Q27 |
| ● Answered |
| Yes. Planned outages are scheduled in advance and involve planned overtime/weekend work. Emergency response is unscheduled, on-call, and a separate service requirement. |
| Q4.6 |
| Normal Weekly Schedule |
• What is the normal weekly work schedule?
| Audio Q26 |
| ● Answered |
| The baseline is standard working hours: 8-hour days, 40 hours per week (typically Monday–Friday). |
5. Security & Site Access
| ID |
| Topic / Question |
| Original Source |
| Status |
| Consolidated Answer & Context |
| Q5.1 |
| Security Clearance Levels |
• What level of security clearance will be required?
Walkthrough #7;
Audio Q35
| ● Needs Formal Clarification |
| Informally, high-level clearances are not expected since technicians don't enter classified cells. Secret might apply to some but unlikely for all. Formally confirm this as it affects labor costs. |
| Q5.2 |
| Site Access & Physical Badging |
• How much time should contractors budget for long-term technician site access?
| Audio Q28 |
| ● Answered |
| For physical site access, technicians must pass standard security screening. The process was described as relatively straightforward and similar to visitor badging. |
| Q5.3 |
| Computer & Network Access |
• What additional requirements apply to computer/network users?
| Audio Q29 |
| ● Answered |
| Personnel requiring base network access face additional requirements (cybersecurity training, CAC, and account setup), which can take significantly longer than standard physical access. |
| Q5.4 |
| Contractor Home Base / Shop Space |
• Is there an on-site building assigned to the EMC contractor?
| Audio Q24 |
| ● Answered |
| Yes. Building 62 is designated as the EMC contractor's home base, offering office space, storage, testing/work areas, and shop activities. |
6. Proposal, Procurement, & Financials
| ID |
| Topic / Question |
| Original Source |
| Status |
| Consolidated Answer & Context |
| Q6.1 |
| CLIN Cost Allocation |
• Please clarify the intended cost allocation among CLINs 0003 (ODC), 0004 (reimbursable materials), and 0005 (Planned Outages).
| Submitted #7 |
| ● Needs Formal Clarification |
| This was not addressed during the tour. Bidders must submit a formal question to ensure appropriate indirect/material-handling rates are applied correctly. |
| Q6.2 |
| Single vs. Multiple Awards |
• Does the Government intend to make a single award or multiple awards under this solicitation?
| Submitted #8 |
| ● Needs Formal Clarification |
| Single award |
| Q6.3 |
| Proposal & Question Deadlines |
• When is the solicitation response due?
• When should questions be submitted?
• Will the solicitation deadline be extended?
| Audio Q38, Q39, Q40, Q41, Q42 |
| ● Tentative |
| The proposal is due September 1 at noon (verify against official solicitation). Questions were encouraged immediately after the tour, with answers targeted for the next day. No deadline extensions were promised, but they will be evaluated conditionally as needed. |
| Q6.4 |
| Small Business Focus & Procurement Steps |
• Was this process focused on small businesses?
• Will the government conduct another competition or open it to a broader solicitation?
| Audio Q43, Q44 |
| ● Tentative |
| The site visit was conducted in a small-business context. Future procurement decisions (whether to make an award, run another competition, or open to the public) were undecided at the time of the meeting. |
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