Atch 4. Questions and Answer.pdf

QUESTIONS & ANSWERS

LAK & RND FIRE SUPPRESSION & UV SYSTEM EXHAUST HOOD

MAINTENANCE SERVICES

RFP: FA301626R0005

1. Mechanical Gas Valve - Has one been abandoned? Are other systems also using both devices?

Government Answer – No reports/records of any equipment being abandoned. All equipment is listed in the PWS.

2. What is the procedure if we need to Red Tag a system on Base?

Government Answer – Notify the Contract Officer Representative (COR). PWS 1.5.

REPLACEMENT/REPAIR COSTS - FIRE SUPPRESSION, UV SYSTEMS: The contractor shall be reimbursed for parts, materials, and recharging at the lower of the manufacturer's published list price or the supplier invoice cost, upon CO/COR approval. After inspection and before starting repairs, the contractor shall provide the COR with an itemized estimate for parts and materials. 1.6. The contractor shall submit written reports to the COR within five (5) days after inspections, tests, and/or maintenance for both fire suppression and UV systems. Reports shall detail discrepancies, system impairments, and recommendations.

3. Who needs to be notified for Red Tag?

Government Answer – COR Reference PWS 1.5

4. Does it become an immediate priority over the inspection schedule for Red Tag?

Government Answer - No

5. Are the repairs a part of this contract?

Government Answer – Yes, Reference PWS 1.5

6. Are there any notifications or acceptance test that will need to be confirmed by the base Fire

Marshal or Department upon completion?

Government Answer – No, COR will conduct a surveillance of repairs/verify repair

7. Please provide contract number of the current maintenance contract.

Government Answer – FA301622D0007

8. Can we get a few days’ extension to the proposal due date?

Government Answer – Yes, The RFP will be extended from Monday, 12 Jan to Wednesday, 14 Jan 2026 at 10:00AM CST.

9. Can you share the most recent inspection reports so offerors can review for complete system information?

Government Answer – Previous inspection reports cannot be released due to proprietary reporting formats of the incumbent contractor.

10. Fusible links are required to be replaced as part of the semi-annual inspection requirements. Can you please provide the quantity of fusible links for each system so we can accurately determine the cost to replace these during each inspection?

Government Answer – See Chart provided below. Given the information already provided in the PWS, it is expected that your team—as the technical experts—will use those details to develop

MAINTENANCE SERVICES

RFP: FA301626R0005

the necessary estimates. In addition to the chart provided, the Government relies on the contractor’s expertise to interpret that information and determine the appropriate system requirements.

Fuse Link Temp Lackland Randolph Grand Total 212 11 11 280 4 4 360 210 56 266 450 35 10 45 500 1 1 Total 261 66 327

11. CLIN X003 in the supplies or services & Prices or Cost table is for fire suppression system parts.

Is this meant to include fusible links, or is this for parts other than fusible links?

Government Answer – Fusible links shall be included as part of the semiannual maintenance service for the wet/dry chem systems.

12. Does CLIN X006 in the supplies or services & Prices or Cost table apply to replacement bulbs? Or is this for other equipment and we're to plan replacement bulbs into each year’s quarterly inspections?

Government Answer – CLIN X006 is for all replacement and repair parts, including replacement lamps for the UV systems.

13. The supplies or services & Prices or Cost table provided in the solicitation states for CLIN X004 there are 12 EA requiring quarterly inspections, and CLIN X005 shows 4 EA UV bulb temporary removal for cleaning and says specifically for B6528. Appendix B outlines the number of UV systems and the building number for each. Based on Appendix B there are a total of 18 panels, 30 hoods, and 462 bulbs across the 3 buildings.

a. What does the quantity of 12 EA represent for CLIN X004? Is this based on the 3 different buildings x 4 quarterly inspections per year = 12 total quarterly inspections?

If this is the case, be aware that Fort Sam Houston location inspections would theoretically be more expensive than the Lackland inspections based on the number of systems and hoods. Therefore, the unit price per quarterly inspection will not be representative of the true cost per inspection because calculating unit pricing using this method does not factor in the equipment differences between the 3 buildings and essentially considers a quarterly inspection the same price regardless of the building, when that's not actually the case. If this is not what the quantity of 12 EA represents, please clarify so we can ensure we populate the pricing table correctly.

MAINTENANCE SERVICES

RFP: FA301626R0005

Government Answer – CLIN X004 is for the 3 individual dining facilities 4 quarterly inspections. Unit prices would be a representation of the average cost of services per facility.

b. What does the quantity of 4 EA represent for CLIN X005? This CLIN appears to apply to B6528 based on the description, which has 4 control panels and hoods, but 108 bulbs. Does 4 EA represent 4 quarters of removing all 108 bulbs?

Government Answer – B.6582’s UV lamps are installed in a way that requires them to be removed prior to cleaning. This would involve removing the UV lamp cassette/bulbs each quarter for cleaning.

c. Considering CLIN X005 appears to apply to B6528, what about removing bulbs for B6529 and Fort Sam Houston as there are no line items for these buildings for bulb removal, but the scope of work states we're required to do this for all 3 buildings.

Where do we provide pricing for bulb replacement for the other buildings?

Government Answer – B.1287 Fort Sam dining facility has different brand of UV system that does not require them to be removed prior to cleaning.

14. For the UV system training annually, what is the expected duration in time for this training? We can develop training material anywhere from 2-hour to 16-hour classes.

Government Answer – Duration determined by the contractor.

15. Also, what is the number of attendees expected to require training each year?

Government Answer – Depends on when the training is offered (how many dates) and individuals available to attend. The intent of the training is to provide working knowledge of the systems so kitchen staff utilize them correctly and safely.