Responses_to_Vendor_Questions_(2).docx

1. With regard to reimbursable parts (Section 1.5 of the Performance Work Statement) are we allowed to charge for the labor hours expended in procurement and transport of spare parts?

Yes. The labor will be coordinated with the COR just like any other service.

2. With regard to Section 1.6, Fire Extinguisher Maintenance, no guidance is provided on how to charge for the labor and parts expended for recharging and re-furbishing extinguishers that are discharged in the normal course of use. Currently the RFP only accounts for predictive maintenance. How is the contractor to pursue this labor and part expense when it occurs?

Labor and parts for recharging and re-furbishing will be the same as discharge in normal use. The same process for re-enabling extinguishers will be expected to take place and will all be billable under CLIN 0004. The parts and material to fill expended devises will be provided by the government.

3. Paragraph 1.2.4 states that service calls shall be documented and approved by the COR prior to commencing any work. 1.2.4.1 states that the contractor shall respond in person to all service call requests within 30 minutes. When does the chargeable time for a service call begin against the annual allotment of 350 hours?

Chargeable time for a service call to CLIN 0002 begins 2 hours after the start of work per 1.2.4.2. The 2 hours credit starts after personnel arrive on site.

4. Paragraph 1.2.4.2 refers to the 2 hour labor credit to be provided to the Government for all service calls. Is that 2 hour credit to be deducted against the 350 normal duty hours or 100 off duty hours? Or are those hours only to provide for payment for individual calls which extend beyond the 2 hour per service call credit?

The duty and non-duty hours are for calls exceeding the 2 hours of service. The labor credit should be anticipated when bidding CLIN 0001.

5. Paragraph 1.1 Special Qualifications. This paragraph states that other qualifications may be substituted for NICET Fire Alarm Level 2, if such other qualifications are equal to or greater than those required for NICET Fire Alarm Level 2. What is the criteria by which “equal to” or “greater than” will be determined?

All certifications must contain all or more of the NICET Level II Content Outline found here: http://www.nicet.org/become-certified/how-do-i-get-certified/technician-certification-programs/electrical-and-mechanical-systems/fire-alarm-systems/ The Scott AFB fire chief will authorize any non-NICET certification usage before work by that personnel is permitted.

6. Paragraph 1.1, What is the definition of proprietary work versus inspection, testing and repair?

“Work on proprietary systems” is not a separate classification of work. This section is to ensure work on proprietary systems can be achieved during inspection, testing, and repair.

7. Paragraph 1.1 mentions ability to provide work on proprietary systems. Is it anticipated that the contractor will be handling modifications to the existing, approved proprietary fire alarm systems and their programming software, or would those events be outside the scope of this contract, thus not requiring the need to perform proprietary work?

All existing fire detection systems in buildings of appendix A are considered in the scope of this contract. If the maintenance of a device/system is unachievable by the prime contractor, repairs are still expected to be performed whether that is through hiring a sub or other means of service.

8. Instructions to Offerors - Paragraph G - 3. Part III - Technical Evaluation. This states that the only a current and valid NICET Certification Fire Alarm Level 2 certificate shall be provided for contractor and subcontractor employees. Paragraph 1.1 of the Performance Work Statement states that certification is not needed. If certification is not needed, what other criteria will be required for Part III Technical Evaluation?

Paragraph 1.1 states “All contractor employees and, as applicable, subcontractors shall have current and valid National Institute for Certification in Engineering Technologies (NICET) certifications, Fire Alarm Level 2.” The sentence stating no need of certification is referencing certifications for proprietary systems.

9. Paragraph 1.1 of the PWS – Will NICET Fire Alarm Level 2 be required for the fire extinguisher technician or just a State of Illinois fire extinguisher license?

NICET Fire Alarm Level 2 certification will not be required for the fire extinguisher technician, but if that technician will be used for any service other than fire extinguisher maintenance/researching, the certification will need to be provided.

10. Paragraph 1.2.4 of the PWS - How many fire alarm service calls were placed each of the last five years?

A total number service calls per year is currently unavailable. This is why we have added the requirement for digital invoicing, so we can have a quick and accurate source of information. Although we do not have an exact number, please note, there are multiple service calls a day ranging from supervisory notifications, ground faults, alarms, and suppression assistance. After hours duty calls are very rare with less than 4 calls in each of the past two years.

11. Paragraph 1.2.4.2 of the PWS – The bid form requires that we provide a price for 350 hours (plus or minus 20%) of service call time for each service call that is up to 2-hours in duration. Is each service call a minimum of 2-hours or how are those hours counted (i.e. actual time on site, door-to-door time spent, time spent researching, procuring, handling and transporting replacement parts, etc.)?

Service calls can certainly be under 2 hours. The duty and non-duty hours are for calls exceeding the 2 hours of services, and should be bid with a per hour rate in mind. Normal hour labor time (CLIN 0002) for service calls start 2 hours after personnel arrive to the building with service in need. Other hours such as transporting parts will also be billable after COR approval.

12. Paragraph 1.2.4 of the PWS – Is the service call time tracked in 1-hour increments or another time increment?

Service calls can be tracked in increments that the government and contractor feel are appropriate for accurate invoicing. One hour increments are too broad for invoicing in this service agreement, and will be more around ½ to ¼ hour increments. Upon award, the COR and contractor will determine an appropriate hourly accruement.

13. Paragraph 1.5 of the PWS – Do reimbursable parts include fire extinguisher parts (i.e. valves, O-rings, siphon tubes, etc.) or is this only in reference to fire alarm parts?

Reimbursable parts include all from fire detection, suppression, and extinguisher services.

14. Paragraph 1.6 of the PWS – Can you define “easily transportable” or is there an estimate as to the number of units (including size and type) that are not considered “easily transportable”?

With paragraph 1.6.3. in mind, easily transportable will define any extinguisher that is not a fixed unit or exceeding 60 lbs charged weight.

15. Paragraph 1.6 of the PWS – Does “reload equipment” include all the extinguisher parts needed for a 6-year and 12-year fire extinguisher service?

The equipment provided will be devices and equipment needed to testing and recharging. Parts will be bought by the contractor and reimbursed by the government. These will be fire extinguisher parts such as pins, O-rings, labels, etc.

16. Paragraph 1.6.5 of the PWS – Will the 6-year maintenance require the extinguisher valve to be rebuilt and a new O-ring for pressurized dry-chemical units?

Depending on manufacturer’s requirements, rebuilding and O-ring replacement may be necessary. All requirements can be found in Paragraph 7.3. of NFPA 10.

17. Paragraph 1.6.5 of the PWS – Will the 12-year maintenance require the extinguisher valve to be rebuilt and a new O-ring for pressurized dry-chemical units?

Depending on manufacturer’s requirements, rebuilding and O-ring replacement may be necessary. All requirements can be found in Paragraph 7.3. of NFPA 10.

18. During the site inspection it was noted that Scott AFB would like to have the fire extinguishers serviced within 1-week of them being dropped off at 177 Hangar Road location. Is there a maximum duration which the fire extinguisher will be allowed to be at the 177 Hangar Road location?

Due to the fire safety of extinguishers being out of their respective locations during maintenance, 1 week is the maximum duration in which fire extinguishers will be aloud at the service location. This week deadline also gives the facilities a time they can expect their extinguishers to be ready for pick up after servicing.

19. What is the maximum number of fire extinguishers that might be delivered to the 177 Hangar Road location in a single week?

The busiest month this past year had approximately 275 ABC, 50 6 Year ABC, and 25 12 Year ABC, so with the added facilities on the new contract, 80-100 a week is a good, high range estimate. This does not include the various 2.5 gallon and halon extinguishers which can add 5-10 a week.

20. Can a list (or close estimation) of the sizes of each fire extinguisher be provided by type (i.e. of the 3,000 ABC extinguishers about how many are 2.5 lb., 5 lb., 10 lb., 20 lb. and 30 lb. sizes?)

Current logs for annual ABC extinguishers do not annotate size as they are classified the same in terms of maintenance and inspection. All material will provided for recharge, so we expect the extinguishers to maintain a steady, per item cost independent of size. (Strictly talking about Annual ABC extinguishers.)

21. Is there a “Buy American” component to this solicitation? If there is, what are the percentages or amounts required to meet the Buy American clause?

This solicitation is covered by the Buy American Act. As long as the items being purchased are “Commercial Off-The-Shelf” items, they are considered to be in compliance with the Buy American Act.

22. If there is a “Buy American” component there are very often only a single supplier for fire safety parts in order to maintain code compliance. Will waivers be granted for those instances where Buy American components are not available and capable of maintaining code compliance?

As long as the items being purchased are “Commercial Off-The-Shelf” items, they are considered to be in compliance with the Buy American Act.

23. Will equipment and facilities be provided for the Hydro test and OSHA Inspections?

Yes. All equipment for testing and inspections will be provided.

24. With respect to the answer to Q2 in the September 8, 2016 Vendor Question responses, is the contractor to maintain the wiring between the building Fire Alarm Control panel and the Suppression Releasing Control panel - OR - is the contractor to maintain the wiring from the Suppression Releasing Control panel and the Suppression System Notification, Detection and Control devices?

Any wiring that, if faulty, would cause a cease in notification to the fire department will be maintained on this service contract. Wiring between devices strictly for suppression releasing operations that has no relevance notification will not need to be maintained.

25. With respect to the answer to Q3 in the September 8, 2016 Vendor Question responses, when direct billing between contractors is to take place, how will the CO/COR be involved in handling payment disputes and resolutions, such that future contractor-to-contractor direct billed service calls will be responded to and handled in a prompt manner?

Service calls that result in contractor-to-contractor interaction will cease to be a part of the contract at time of determination that it will not be billed under this service agreement. Therefore, if the fire detection contractor does not wish to do service with the other non-government company, there is no obligation to do so. It is up to that non-government company to perform their hired duty irrelevant of how they do so. However, as stated in Q3, if the government agrees to bill the work through the service agreement, billing will act as any other service call.