Questions_and_Answers_-_Elevator_MX.doc

1- Do the elevator telephones operate off of a typical “10-digit” phone number system, or another in house system? If in house (such as a 5 digit LAN) does AAFB have a list of all telephone numbers?

The elevator telephones operate off a typical 10-digit number that goes directly to the fire house. There is no known list.

2- Acknowledging that the walkthrough was not comprehensive of all of the vertical transportation equipment, nor all areas of those units we did visit, will there be an opportunity to submit “deficiencies” to the equipment?

No; when you preform the PM or are called in for a service call, you can document any issues that the equipment may have along with a cost proposal.

3A- Will there be an opportunity so submit proactive maintenance or improvements through proposals and when should these be submitted? (Example: The contract is for preventative maintenance or keeping what exists running properly, when system upgrades and improvements to provide a higher standard or operational efficiency and reliability are available we would submit them separately as they are outside of the scope).

Proactive maintenance or improvement proposals may be submitted at any time.

3B- Is there a time of year when proposals should be submitted for budgeting purposes?

Proposals should be submitted as early as possible. Fiscal years are from 01 October through 30 September.

4- What are the vendor experience qualifications for the Contractor or Subcontractor who will be physically be servicing the elevator equipment? Can this be clarified in terms of years the company has been in existence as well as demonstration of similar size portfolio experience?

The technicians have to be certified to work on elevators and lifts and must provide a copy of their certification to be kept on file. The company shall be insured/bonded.

5- Can AAFB provide a list of what equipment is likely to come off warranty, or other service contracts, and be added to this portfolio during the term of this proposal contract period? It was indicated during the walkthrough that at least one elevator controller was upgraded within the last 6 months.

In April 2015, the warranty on the controls, motor and pump in bldg. 1413 will expire. The incoming contractor will be responsible for repairing or replacing any equipment through minor repairs or submitting a cost proposal.

6A- Similar large scale facilities such as University of Maryland, Bowie State, Catholic University, George Washington University, require that contractors installing any new equipment provide a set of all drawings, software, tools, etc. for their equipment, for the University to retain in their possession. The (7) Gen-II model elevators installed and still maintained by OTIS has a hoist belt stretch monitoring device which OTIS has insisted is their proprietary property. In the past OTIS has removed these devices as their service terms on such properties ended. Does AAFB have provisions to ensure that all components currently installed on the equipment will remain at the time of Otis departure?

There is no known provision for this.

6B - For any equipment with proprietary considerations, will AAFB be willing to pay to convert to non-proprietary or replace proprietary components removed by the incumbent vendor with non-proprietary?

If something is needed for the system to operate properly and the proprietary equipment cannot be used, then the new contractor must raise the issue to the COR and provide a proposal to correct what is or isn’t in place.

7- (Quality Assurance Surveillance Plan) Section 5.3: What is the frequency of reporting to be provided by Contractor.

A monthly report will be completed through the PM&I checklist and a yearly report from your annual certification inspections.

8A– (Performance Work Statement PWS) Section 1.1.1: Are all costs associated with 5 year full load testing of traction elevators to be included in the initial bid including delivery and removal of test weights to the facility?

All equipment, tools, tax, shipping, overhead, and profit should be included in your upfront costs. You will not be able to charge for them on an individual basis. For example, if you require a forklift each year, you will not be able to charge the Government with a yearly bill. You can only charge what amount is in the CLIN for the yearly inspection/certification.

8B- Does AAFB have a list of when 5 year full load testing is due for elevators not visited during the survey?

Yes, the list will be provided upon contract award. The 5 year full load testing will need to be accomplished during the period of performance of this new contract.

9-(PWS) Section 1.1.2 – Can reports that are to be submitted by contractor following all annual testing and inspections be submitted in conjunction with the QEI inspector reports already generated by the inspector? Can the inspector’s reports be submitted instead of the Contractor’s?

The Contractor’s reports can be submitted in conjunction with the QEI inspector reports. Both reports are required to be submitted.

10- Will CEIS be retained as the third party qualified elevator inspector (TPQEI)? They were the vendor on record on test documentation.

No, the new contractor can use whoever they wish as long as they meet the qualification requirements to perform inspections.

11- Whom is responsible for scheduling and coordinating visits between the elevator maintenance provider (Contractor) TPQEI, fire alarm and/or emergency generator vendors during elevator inspections? Contractor, CO, COR?

It is the contractor’s responsibility to coordinate these inspections with the facility managers, the outside inspector, the fire alarm contractor and the Power Pro shop for the generator test. The COR will provide a POC for everyone except he outside independent elevator inspector. The COR can also provide assistance in the contractor is having difficulties in getting back timely responses. Building 5016, in particular, requires a week notice before it may grant access to the building. It would be a good idea to establish a pattern of doing this building and building 1500 the same time/day every month.

12- (PWS 1.2.2) The hours of the facility are 0700-1700 which can fall outside of the normal 8 hour day of an elevator technician in the elevator trade. Will there be any opportunity for overtime compensation at the facility?

No, these are the normal operating hours for this base. Anything outside of the core hours will be considered overtime on a case by case basis.

13- (PWS 1.7) Will AAFB allow pre-purchasing and onsite stocking of commonly used parts and wear items such as guide inserts, rollers, lubricants, lamps, fuses, etc.?

There is no place established to sore common parts. The Government will not pay for onsite stocking of materials.

14- (PWS 1.7) Will the At Cost reimbursement for materials include reimbursement for freight and shipping?

Yes; tax is also reimbursable.

15- (PWS 4.1) Are there any locations onsite where service may be needed for emergency response after normal hours during which time Overtime service rates should apply? Including residential and overnight stay buildings?

Yes; it is covered under the emergency CLIN.

16- (PWS 4.6) Deliverables: Can a copy of a typical PM Schedule which has been deemed acceptable during the course of the current contract be made available (any pricing or private company names and information removed) for comparison and formatting to the new equipment list?

The current contract PM report sheet is lacking and not suitable for this contract. The new contractor will develop their own PM schedule.

17- If the answers to any of these questions generate more questions, will there be another opportunity to submit questions?

Additional questions may be submitted after proposals have been received and discussions are opened up.

18- Are all of the equipment certified capable of performing at their rated speeds and capacities?

Currently, all elevators and lifts, with the exception of the recently added loading dock lifts should be performing at their rated speed and load capacity.

19- Are there any outstanding equipment violations?

There are no known outstanding equipment violations.

20- In the PWS, item 1.1 Maintenance Services please define the specific meaning of “basic repairs”.

Not complicated or major part replacement. Replace missing hardware such as bolts, screws, nuts, light bulbs, fuses, small relays, stuck buttons, loose bumpers, debris in tracks, directional bulbs, loose wires, loose covers, missing wire nuts, and any small items that take less than an hour and is readily available.

21- In the PWS, item 1.2 Service Call Repairs this section indicates: “Service call repairs shall be free of charge to the Government if warranties apply.” Please indicate which units are currently under warranty and terms and conditions of those warranties.

There are currently no warranties. This statement means that if a new control board were to be put in and a week later it goes bad (to no fault of the government), the replacement will be free of charge to the Government because the part should have a warranty.

22- In the PWS, item 1.2 Service Call Repairs this section indicates: “Service call repairs shall be free of charge to the Government if warranties apply.” Can the bidders assume that all others service calls are billable?

Yes.

23- Building 1500, can you advise if the installation is in possession of the “tool” for the Otis Gen2 equipment? That equipment is proprietary and only Otis can properly service this equipment based upon the Gen2 tool.

The Government does not have the programmable tools. The new contractor will have to purchase or make arrangements with Otis.

24- Upon the site visit at the hotel, was out of service, can you advise if this will this be the responsibility of the previous contract or the new awarded contractor?

The current contractor has ordered the piece for the repair and will complete the repair prior to the new contract being awarded.

25- Who is the current contractor?

Otis.

26- Are there any current deficiencies on any of the equipment?

The present contractor is working on correcting a few minor issues and there will not be any deficiencies at the start of the new contract.

27- In regard to "f. Subfactor 6 - Test Assistance" at Building 1500 (1.1.6 in the Performance Work Statement), Testing is requested on the 3rd Wednesday of every month. Will this testing be conducted before normal working hours? Or will the testing be conducted during regular working hours?

The test usually starts at around 0900 hours and usually lasts for about two hours. On two semiannual tests they go a bit longer. They require the tech to be in the area just in case they lose the elevators and they have to be reset. So it works out great if the tech is there that day performing PM on the seven elevators for that building.

28- Also, who is to be responsible for the costs associated with third party testing of the elevator equipment?

The Government has set up an hour of inspection service time each month for assistance just in case. He is not required to stand around while the shops conduct their test. This is why it is strongly recommended that the PM be performed that day of the test for this building so it does not cause a burden to the contractor.

29- Is a third party elevator inspection service required during annual inspections at Joint Base Andrew’s, and if so, is the contractor responsible for including the cost of hiring them in our base bid or does Joint Base Andrew’s have a third party inspection service?

We do not have a third party inspection service. You can figure that cost for a third party independent inspector in your annual inspection/certification CLIN.

30- Who is responsible for Testing Life Safety devices, i.e. fire recall for the annual inspections? Is the contractor responsible for including the cost of hiring a third party inspection service for Life Safety Tests or does Joint Base Andrew’s have a third party inspection service?

With the exception of the fire alarm system you are responsible for any life safety test performed for the elevator.

31- Is any of the elevator equipment onsite under warranty? If so what equipment and when does the warranty expire?

All equipment will be out of warranty.

32- If at any time during the contract a repair to a piece of equipment requires the OEM's involvement for specific proprietary tools, programs, software or updates is the cost associated with acquiring such items billable?

The new contractor must calculate this possible cost into their proposals.