2 UPDATED - Response to Ktr Questions.pdf

Sol. No. FA251720R0006

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Government Response to Contractor Questions

Solicitation - FA2517-20-R-0006

HVAC/CRAC Services

Peterson-Schriever Garrison

*Amended: 31 August 2020

*Changes: Add Question & Answer #50

Q1. RFP Attachment 6 - Historical Data of Material Orders Placed.pdf. Can you please provide the average price of the materials ordered for the 95 orders over the life of the contract and for the 112 orders for the three-year average?

A1. Available information has be included in Attachment 6 – Historical Data of Material Orders Placed.

Q2. Can the Government provide a list of seniority accruals based on the current union employees in accordance with the CBA?

A2. The Government does not maintain that information.

Q3. The Government indicated that there were no electrical requirements other than those tied to CRAC functions in Buildings 1, 3, 1840, 1844, and 2025. Is this correct?

A3. N&NC Bldg. 2 requires a minimum of one Journeyman Electrician on duty 24/7. PAFB does not require an electrical journeyman; however, all personnel working on systems must meet standards listed in the PWS section 1.2.7.1.

Q4. Will the Government provide a filter list for all CRAC and HVAC systems, to include size and MERV rating?

A4. N&NC Bldg. 2 & PAFB CRAC and HVAC systems air filter list unavailable. Purchased as needed.

Q5. Will the Government provide a belt list for all CRAC and HVAC systems, to include size?

A5. N&NC Bldg. 2 & PAFB CRAC & HVAC systems belts list unavailable. Purchased as needed.

Q6. The Government stated that the repair threshold was either $3,000 or $2,500. What is the correct repair threshold?

A6. The correct repair threshold has be updated to $1,500 and has been incorporated into the PWS at paragraph 1.2.9.1.

Q7. The Government stated that they would provide a threshold repair history. Please provide?

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A7. Please reference PWS Appendix G.2.

Q8. In Building 1844, the Government was not sure which chillers and cooling towers were in the contract and indicated that if they were in the contract that they were going to be pulled out. Please verify what systems are to be included in the contract.

A8. Reference PWS Attachment 3. Chillers and cooling towers are not included.

Q9. If Building 1844 chiller and cooling tower systems are in the contract, is the water treatment system in the contract as well?

A9. Reference PWS Attachment 3. Chillers and cooling towers are not included.

Q10. Please provide a listing of all Government building equipment for all buildings that are internally contracted by the Civil Engineering Services relevant to the performance work statement.

A10. N&NC equipment is listed in the 10 July 2020 PWS Attachment 2. For PAFB see Attachment 3.

Q11. Is the equipment inventory in the PWS accurate and up to date?

A11. Offerors proposals shall provide for inventory listed in the PWS.

Q12. Is the Tririga CMMS platform involved in this contract? If not, is there a Government provided CMMS platform? If not, is the contractor required to provide a CMMS platform or will the Government provide access to its system?

A12. N&NC does not use a professional-commercial Facility Maintenance Software. The incumbent contractor currently uses their own software to track information and work orders.

The Government transcribes N-NC work orders onto a Tracker Spreadsheet. PAFB does not currently use Tririga. Reference 1.2.8 for reporting and Tracking.

Q13. A large supply of parts and material (belts, filters, motors, breakers, batteries, etc.) are stored in Building 2. Are these supplies Government owned and will they transition over to the new contract?

A13. Belts, Filters, Motors, Breakers, Batteries, etc. stored in Building 2 are government owned and will be transferred as needed.

Q14. What are the infrared and 3-year electrical requirements for this contract?

A14. IAW PWS Appendix A.2.1.3. Thermal Imaging: The Contractor shall provide electrical & mechanical thermal imaging of all mechanical/electrical room equipment and roof top HVAC and chillers within the first six (6) months of contract award, and every 24 months thereafter.

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Q15. If the Government does not have a dedicated PM plan, shall the contractor develop their own or follow established GSA guidelines?

A15. Reference PWS 1.2.8.9 AND Attachment 1.

Q16. What is the value of the current contract?

A16. The current Contract Value is approximately $9,900,000.

Q17. How many prime contract personnel are working on the current contract?

A17.The Government cannot release that information.

Q18. Do the incumbent prime contractor personnel possess the required security clearance for this solicitation?

A18. All Current N&NC Bldg. 2 contracted Craftsman and Project Managers have a minimum required favorable National Agency Check Investigation (NACI). PAFB uses the same contractor as Bldg 2.

Q19. Is there a requirement for specialized spare parts relevant to CRAC and UPS units? If so, what is it?

A19. CRAC Unit spare parts on hand are; motors, belts, humidifier bottles, sump pump. UPS spare parts are provided by the Government. This HVAC/Elect contractor is responsible for reporting UPS alarms and battery cell watch activity to the N&NC Bldg. 2 Facilities Office. PAFB doesn’t not have this requirement.

Q20. Will the Government provide any associated Memorandums of Understanding to the Collective Bargaining Agreement?

A20. Yes. The Government attached MOU’s for Paid Sick Leave and Stand-By Pay with Amendment 2 of the solicitation; posted 20 August 2020.

Q21. With regards to CBA rates, shall the contractor keep the direct labor and fringe rates constant (no escalation) after the last period shown within the CBA?

A21. Yes, fringe rates shall be constant, with no escalation after the last period shown within the CBA. New rates will be incorporated into the contract as a contract modification.

Q22. For the proposal requirements identified in paragraphs 9, 10, 11, and 13, are Offerors to submit all items as a single proposal document? Does a PDF file suffice for submitted document(s)?

A22. There is no restriction on the number of proposal documents. A single proposal and PDF document are acceptable.

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Q23. Per paragraph 9.a, are we correct to understand that the SF1449 is not required with the proposal?

A23. The SF 1449 IS REQUIRED to be signed/submitted with the proposal. Provision FAR 52.212-1, Instruction to Offers’ has been updated to clarify further.

Q24. Paragraph 9.a.v states to "identify the escalation rate applied…." Where in the proposal are we to identify escalation rate?

A24. Attachment 3 has been updated to include a place to annotate escalation within the pricing sheet.

Q25. Are there any page limits for either of the two sub-factors under Factor 2, Technical?

A25. No, there are no pages limits.

Q26. For paragraph 3.b, wouldn't the Lot for CLINs 0002, 0003, and 0005 also be multiplied by 5 years similar to CLINs 0001 and 0004 to determine the Total Evaluated Price?

A26. Provision FAR 52.212-3, paragraph 3.b. has been updated accordingly.

Q27. Paragraph 6.a states "If an offer other than the lowest priced TEP proposal is found technically acceptable, the Government reserves the right to consider all offers evaluated for price and technical up to that point." Since the Government's evaluation process only proceeds when an offer does not have a fair, reasonable, and balanced price or is technically unacceptable, there doesn't seem to be a need to reconsider all offers evaluated for price and technical up to that point. This sentence seems to imply the Government is performing a Best Value rather than LPTA evaluation. Will the Government clarify this quoted sentence?

A27. The Government will be using Lowest Price Technically Acceptable (LPTA) to evaluate all offers.

Q28. Is the Contract Manager required to be onsite? Is this a dedicated position separate from the onsite technical staff?

A28. IAW PWS paragraph 1.2.3.1. A Contract Manager is not required to be on site. Past experience with a Contract Manager on site during normal duty hours has proven to be valuable to both the Contractor and N&NC.

IAW PWS paragraph 1.2.3.1. A separate Contract Manager position is not required, however, Craftsman are not authorized to leave Bldg. 2 while on duty and if a Craftsman left to purchase parts, the Craftsman would not be able to meet the seven minute response if needed.

Q29. Including parts in the fixed price for monthly services places the burden of risk on the contractor, especially when routine and emergency calls cannot be predicted in advance.

Higher risk tends to lead to higher pricing. Would the Government consider making parts cost reimbursable which fairly captures actual costs representing best value and with no risk to the Government or Contractor?

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A29. IAW PWS paragraph 1.2.9.1. parts exceeding the threshold of $1,500 (reduced from $3,500) for service calls are reimbursable. IAW FAR 16.301-3(b) the use of cost reimbursement contracts is prohibited for the acquisition of commercial items.

Q30. Parts exceeding the $3,500 threshold for service calls are reimbursable. A lot of the equipment listed in PWS Attachments 2 and 3 for Bldg 2 and PAFB, respectively, is old. As aging equipment needs more attention, would the Govt consider reducing the threshold to $1,500 to reduce contractor risk and subsequently pricing?

A30. The Government has reduced the threshold of reimbursable parts for parts exceeding the $1,500 for service calls. See PWS paragraph 1.2.9.1 for incorporated changes.

Q31. The requirement states "Snow and Ice will be removed from exterior Chiller and Generator Yards as needed to prevent slip-fall hazards, and provide safety accessing Chillers and Generators." Since this requirement is found under the general section of the PWS and not Appendix A, will the Government confirm this requirement only pertains to Building 2?

A31. Yes-Correct; this exterior Chiller and Generator Yards snow & ice removal is intended for Bldg. 2 only.

Q32. Reference is made to a PWS Attachment 4. Is there an Atch 4 providing a list of specific items requiring thermal imaging and, if so, will the government provide such list?

A32. Reference to “attachment 4” is found in PWS paragraph A.1.1.1 stating all equipment to be maintained is identified in attachment 4; and, paragraph A.2.1.3 referencing thermal imaging.

Attachment 4 was used in the previous contract PWS. Attachment 4 has been replaced by current PWS Attachment 2 – Building 2 Equipment List; provided by the government. All attachment 2 equipment will be thermal imaged.

Q33. a. Will the Government confirm mechanical thermal imaging is indeed required for all mechanical room equipment, roof top HVAC, and chillers? If confirmed, what specifically of these items is to be imaged?

A33. All PWS Attachment 2 – Building 2 listed equipment will be thermal imaged. Primarily heat generating parts will be imaged; (electrical contactors, motor bearings, electrical panels, any similar mechanical-elect heat producing items)

Q34. Is preventive maintenance of CRAC equipment required for all buildings listed in PWS Attachment 3 - PAFB CRAC Equipment List? If so, is this covered under the estimated 128 labor hours per month for preventive maintenance listed in PWS Appendix G.1.2, PAFB CRAC Units (pg 62)?

A34. Yes, IAW manufactures recommendations and PWS B1.3.1. preventative maintenance of CRAC equipment is required for all building list in the PWS Attachment 3. Yes all CRAC equipment is covered in the estimated 128 hours per month based on how often PMs are required.

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Q35. The 2nd sentence states "Technicians and employees requiring regular access to these buildings are required to obtain and maintain a Secret level clearance." Will there be a DD254 requiring a Secret facility clearance and Secret personnel clearances?

A35. PAFB does not require this level of security clearance. Refer to Answer 45 for additional information for Bldg 2.

Q36. Estimates are provided for Routine Service Calls, Emergency Callouts, and Emergency Labor Hours. Since routine and emergency calls cannot be predicted, what recourse is available to the contractor if these estimates are exceeded?

A36. A Task Order will be issued accordingly to address any additional Government needs.

Q37. During the site visit, several 55 gallon drums of glycol were observed. Will the Government provide an annual average amount of glycol used for Bldg 2?

A37. About 1,000 gallons of glycol is used annually for Bldg. 2.

Q38. Should this list include Building 104 CRAC equipment?

A38. Yes, Building 104 CRAC equipment has been added to the list and incorporate into the PWS.

Q39. The Quantity and U/I for CLIN X002 is 25 Jobs annually and for CLIN X003 its 24 Jobs annually. Jobs can vary greatly in the number of required labor hours so Offerors need to know an estimate of hours required to complete these jobs. Will the Government confirm the estimated monthly labor hours in PWS Appendix G.1.2 (PWS pg 62) reflect the estimated labor to complete the number of jobs identified in these two CLINS?

A39. The information provided in Appendix G is an accurate historical reference.

Q40. Are Offerors to include Bldg 2 service call costs in this Bldg 2 Preventive Maintenance CLIN? There is no workload data for Bldg 2 service calls. Please clarify.

A40. The Government expects the responsibility to estimate Preventative Maintenance requirements is inherent upon the offeror based upon manufacturer requirements for each unti listed in the EQUIPMENT LIST.

Q41. Solicitation, Addendum to FAR 52.212-1, 9, c; 10; 10, a; 11; 12; 13: The government lists several additional requirements for the proposal, including returning any amendments, a contractor submittal form, representations and certifications, joint venture agreements, contractor responsibility, and a signed statement by person authorized to obligate company contractually. Does the government want these included in Factor 1 or 2 or should we create a separate section of the single-volume proposal named “Contractor Responsibility” and include said documents and signatures there?

A41. The Government does not require these items to be included with submittals for Factor 1 or

2. It is the responsibility of the offeror to ensure all requirements of the solicitation are met and to

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Q42. Solicitation, SF1449, Addendum to FAR 52.212-1, 11: This section only includes instructions to include any amendments. Does the government mean to exclude the return of a signed SF1449? If not, in which Factor should the SF1449 appear?

A42. The SF1449 is required to be returned signed. Instructions have been incorporated into Provision FAR 52.212-1 paragraph 11.

Q43. Solicitation, Addendum to FAR 52.212-1, 9, a; Attachment 3; Addendum to FAR 52.212-2, 3. Would the government clarify whether it is expecting Pricing Worksheet Attachment 3 to be included in Factor 1 as a pdf? Or, does the government want it included both as a pdf within Factor 1 (and the single proposal volume) and as a separately emailed excel file?

A43. The Government does not require the document to be submitted in any particular form (i.e.

PDF, excel file). Either a pdf or excel file are acceptable.

Q44. Solicitation, Addendum to FAR 52.212-2, 1: The government states, “Initially the government will review all proposals to determine if each timely received proposal meets the requirements of the RFP, PWS, and government standards and regulations pertaining to the solicitation and its requirements.” Would the government identify a way for contractors to summarize or show this to the government for ease of evaluation? Also, would the government clarify what is included in the referenced “government standards and regulations” so that we can be sure to meet and respond to them?

A44. It is the responsibility of the offeror to ensure all requirements of the solicitation are met and to ensure documents providing within the proposal clearly identify the solicitation requirement to which they pertain. Government standards and regulations are inclusive of all requirements with Solicitation and its attachments. Any exceptions to the solicitation must be clearly stated by the offeror.

Q45. PWS B.2.1.2 states: Technicians and employees requiring regular access to these buildings are required to obtain and maintain a Secret level clearance. Will there be a DD254 requiring a Secret facility clearance and Secret personnel clearances? Considering the lead time to obtain a Secret clearance of 365 days or thereabout, is there leniency during the investigation period or is the government requiring that technicians need Secret on Day 1?

A45. A Contractor is welcome to provide Secret level Craftsman; but not required for Bldg. 2.

Please refer to PWS paragraph A.61.1. Unescorted Entry (Controlled); specific to Bldg. 2; and note statement, “Minimum Building 2 required clearance is a Favorable National Agency Check Investigation (NACI).” If a Craftsman requires access to higher-level secure areas; each Craftsman will be escorted by N&NC personnel with adequate level clearance.

Refer to PWS paragraph A.6.1.6 concerning leniency during the investigation period.

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N&NC interpreted paragraph B.2.1.1. Secure Facilities, Controlled Areas. Security requirements will vary from facility to facility, and CRAC units often serve secure areas; to pertain to the PAFB CRAC contract portion; not N&NC Bldg. 2.

A Contractor is welcome to provide Secret level Craftsman; but not required for Bldg. 2.

Please refer to PWS paragraph A.61.1. Unescorted Entry (Controlled); specific to Bldg. 2; and note statement, “Minimum Building 2 required clearance is a Favorable National Agency Check Investigation (NACI).” If a Craftsman requires access to higher-level secure areas; each Craftsman will be escorted by N&NC personnel with adequate level clearance.

Refer to PWS paragraph A.6.1.6 concerning leniency during the investigation period.

Because paragraph B.2.1.2. Base and Building Access Required talks about “several buildings at PAFB require a Secret level clearance in order to gain access”; N&NC anticipated this to be a PAFB CRAC Unit only requirement.

Q46. PWS, Attachments 2 and 3: Would the government please provide install dates for the equipment lists?

A46. Attachment 2 equipment was installed between year 2002 and year 2005. PAFB’s information is in Attachment 3. Any information that is not included is not available.

Q47. PWS, Attachment 4 (references A.1.1.1 and A.2.1.3): Throughout the PWS, the government references equipment in Attachment 4; however, Attachment 4 is a Wage Determination. Would the government please provide Attachment 4 or clarify if they mean either Attachment 2 or 3 or both?

A47. Reference to “attachment 4” is found in PWS paragraph A.1.1.1 stating all equipment to be maintained is identified in attachment 4; and, paragraph A.2.1.3 referencing thermal imaging.

Attachment 4 was used in the previous contract PWS. Attachment 4 has been replaced by current PWS Attachment 2 – Building 2 Equipment List; provided by the government. All attachment 2 equipment will be thermal imaged.

Q48. PWS, Attachment 6, Historical Data of Material Orders Placed. Would the government please also provide specific material specifications (filters, belts, relays, switches, breakers, etc.) or historical costs, or provide a plug number, so that we may correctly estimate and price materials?

A48. Available information has be included in Attachment 6 – Historical Data of Material Orders Placed.

Q49. Regarding the size standard, it says 16,500,000.00 is this what you have estimated for the full term of the contract

A49. No. The Government is not allowed to disclose the Government Estimate. The size standard pertains what size (i.e. large or small) a business is considered IAW the requirements selected

NAICS.

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Q50. Can you please clarify the quantity of 10,000 for CLIN 5; are you expecting an estimated price in the total price for 10000 parts? This is not very clear, can you please clarify and send us some details.

A50. Please refer to Provision 52.212-1 paragraph 9(a)(iii) for instructions on how to price CLIN X005.