NPTU_Questions_and_Answers_20131223.pdf

NPTU Facility Maintenance Site Visit Questions

1. Will the contractor be permitted an opportunity to perform an equipment deficiency inspection? Who will bear the costs to remedy any deficiency (NPTU or the contractor)?

No, deficiencies will be noted during preventive maintenance.

2. Please provide a list of all buildings included under the contract. (Site visit included tours of TSB and piers but no other buildings; these are not listed in the solicitation).

Also please include a map that shows the locations of each building including building 339 and any other facilities not located at the main NPTU site.

See question 4. Maps are now attached at Appendix I.

3. Please provide environmental reports for each building (mentioned during the site visit in brief).

Building 43 has asbestos siding that is covered with siding. Building 339 has asbestos on the roof and on piping that is no longer used. Report to follow.

4. What is the square footage of each building?

Building: 2314- 73,659 sq. ft.

3544- 11,169 sq. ft.

3546- 11,169 sq. ft.

339- 9,743 sq. ft.

43- 2,331 sq. ft.

5. Please provide more information in appendix G to assist with more accurate pricing.

Data for more than one month would be helpful. Is there any information on the man hours required for each service call listed?

Man hours data is unavailable. This is a new requirement and Navy personnel previously performed the work. The work was tracked by job vs. hours.

6. Please provide the attendance roster for the site visit.

See Amendment Attachments

7. Are the diesels motors for operating the winches on the barges under this contract?

No

8. How many backflow preventers are there to be maintained under this contract?

See question 95.

9. Will Generators require load testing as part of the Preventative Maintenance program?

Yes.

10. Does the diesel fuel for the TSB generator require annual fuel polishing?

No.

11. There are (2) Delmonix purifiers in the TSB. Are they to be maintained under this contract?

Yes, they are part of the air system.

12. Are the RSA doors motor driven roll-up or sliding?

Motor driven/Sliding

13. What type of security clearances is required for new employees to be able to access the site?

Confidential. See DD 254 attached to solicitation Amendment 2

14. Does the contract going to require a GSA certified locksmith?

15. Who is responsible for Collection Holding and Transfer (CHT) System spill and clean-up?

If you work on the system and you have a spill, you as the contractor is responsible for the clean-up.

16. Where do the mission essential personnel stay if there is a disaster on base/NPTU?

This is the contractor’s responsibility and is part of the plan required IAW the Mission Essential Services Clause in the contract.

17. What are the procedures for removing hazmat/hazardous waste at NPTU?

NPTU has on-site instructions. There is a lay-down area provided by the Government.

Contractor’s put the material at the lay down area and the Government disposes of it.

18. Who is responsible for the pure water systems to the subs if the contractor is, do they need to be Radiation Control (RADCON) certified? Will NPTU train the individuals?

The contractor is not responsible for any of this.

19. Will a transition period from contract award date to actual work start date be provided?

Contractors will need time to properly badge and issue ID cards to employees.

This process typically takes one week. An escort may be provided by the Government in the interim.

20. Will the Government furnish a vehicle to commute between work sites (NPTU main facility and any auxiliary facilities)?

21. Will the Government provide man lifts to perform work above 10 feet?

22. Will contractor have access to and be allowed to use Material Handling Equipment (MHE) already onsite (i.e forklift and gator)?

23. Will the Government furnish cell phones or mobile radios?

24. What Personal Protective Equipment (PPE) is required for work in buildings and barges?

Standard company uniforms for work in the buildings and barges. For work on the piers around active cranes, hard hats, steel toe boots, reflective vest and safety glasses. All PPE for electrical work.

25. How will the service summary (SS) thresholds be monitored and tracked by the

Government? Is the requirement for Emergency Service Call response of 100 percent currently achieved? Can you provide a sample report card or representative copy of how the Government records Preventive Maintenance and Service Call performance including frequency of Government inspections, contractor involvement, etc.?

Emergency response is 100 percent achieved. All records are recorded on a Government (EIM) site. Inspections are Random.

26. In PWS Paragraph 1.1.2.2. Fuel Testing, Certification, and Tank Cleaning Notification, you have indicated that the Contractor will perform annual preventive maintenance including certification. (a) Is there a particular American Society for Testing and Materials (ASTM) (such as D4176) that we should follow and (b) is the certification a self-certification process that the fuel meets the clear and bright standard? Tanks are not listed in the Real Property List or in the Non-Real Property list. The only indication that we can find in the solicitation of fuel tanks to be supported is that associated with generators (including fuel system generator pumps). (a) Are there other fuel tanks; and,

(b) what kind of fuel is involved? (c) Are these to be classified as Real Property or Non- Real Property?

The fuel tanks are Real property and fuel testing is the only responsibility of the contractor. There are three fuel tanks, one above ground at the head of each pier and one underground tank for the TSB B-2314.

27. In PWS paragraph 1.2.1. Limitation of Liability (LoL) you state that “Service calls at or below the standard limitation of liability of $500 shall be accomplished by the Contractor at no additional cost to the Government.” In order to properly scope the amount of effort required and develop our pricing, would you please provide: (a) the Government’s estimate of the number of service calls below the $500 LoL on an annual basis; (b) the Government’s estimated number of Service calls above the LoL on an annual basis; and,

(c) the Government’s estimated number of cost estimates for emergency service calls and urgent and routine services calls.

15 Emergencies below the LOL, 55 urgent below the LOL. Routine 20 above LOL and 25 at the LOL. 1750 below the LOL.

28. In the PWS paragraph 1.2.2. Service Calls there is this statement, “Service Calls: Defined as any deficiency that does not qualify as an emergency or urgent. Would you please clarify this for us since “emergency” and “urgent” appear to be two of the three types of service calls?

See PWS para 1.2.2 changes.

29. Regarding PWS paragraph 1.2.2.3.5. Warranty Management, would you please provide access to warranty documents or a list of all equipment that is under warranty, the duration/expiration of the warranty period, and the method of which warranty information is now managed.

There is no equipment currently under warranty.

30. With regard to PWS paragraph 1.4.3. Preventative Maintenance and Service Call

Spreadsheet there appears to be an example, Appendix I. Would you please provide a copy of this example?

This reference has been removed from the PWS. PWS para 1.4.3 now reads:

“1.4.3. PM and Service Call Spreadsheet. The Contractor shall develop a and submit weekly updates to the COR in Microsoft Excel on Tuesday of each week via electronic mail.”

31. There is no indication of the age or condition of the list of Real Property and Non-Real

Property listed in Attachment I. Would you please provide the in-service date or approximate age for each major piece of equipment and approximate life expectancy (or approximate date of when the Government might replace). This is necessary to assess the risk of possible unplanned maintenance actions.

See mechanical inventory posted with these Q&A’s.

32. Does the SCUBA air compressor require certification? What are the other compressors

(LPAC/HPAC) used for and do any of them require certification? Is the contractor allowed to self-certify each compressor?

There are no SCUBA air compressors. The LPAC is used for breathing air and sliding door air bladders and the HPAC is on the pier. The contractor cannot self-certify.

33. As clarification: meetings, planning, scheduling, data entry into CMMS, training, cost accounting, report preparation, establishing and maintaining records, developing a Preventative Maintenance schedule of equipment, and quality control, etc. that are required at contract start-up and throughout the performance period should be included in the cost for both NPTU Real Property Fac Mx Svc and Non-Real Property Fac Mx Svc CLINs (e.g., 0001 and 0003, etc.). Is this correct?

34. Would you please verify that the material, parts, etc. used in Preventive Maintenance is reimbursed using the CLIN 0002 and 0004 Repair Parts Cost Mark-up?

No, The contractor provides all materials and labor to perform preventive maintenance to all equipment. If a defect is discovered during maintenance, a service call ticket will be issued to correct the defect.

35. Would you please tell us what “CE” in CE Service Desk stands for and is this service desk a Government position?

This is the 628th Civil Engineering Squadron located on the Joint Base Charleston Air Base and it is a Government Position.

36. In paragraph 1 of the PWS there is an indication and an example of equipment required to be supported for Moored Training Ships (MTS). How many MTS are there? Does the number of MTS change from time to time? How much and of what type of NON - RPIE and Mission related equipment is to be supported?

2 MTS. The number does not change. All utilities are required to support the MTS.

37. Is the list of Real Property and Non-Real Property (including Mission

Equipment/Temporary Equipment) in Appendices D, E, F, and I all inclusive of what is to be supported by the contractor?

38. Appendix A, Definition and Acronyms, Facilities, provides a list of equipment:

a) Waterborne Service Craft

b) Fire hydrants

c) Picnic tables and grills

d) Televisions

e) Washers and Dryers

f) Cable television lines

g) Local area network (LAN) fiber optic lines

h) Asphalt roads and parking areas

i) Specific utility lines to the buildings: Electrical (high voltage), water, sewer, and natural gas

j) Telephone lines and equipment

k) Fire alarm radio transmitter/antenna system (Kingfisher)

l) Security Fencing and Guard Posts

m) Security Radios and Transmitters, and associated wiring

Could you explain this list and to what extent is the contractor to support these items? For instance, is the contractor to maintain and repair water service craft, televisions, fire alarm radio transmitters and antenna systems, etc?

These are items that the contractor is not responsible for.

39. Appendix A, Definition and Acronyms, Facilities, indicates that all other underground utilities (i.e. steam lines, chill water lines, and storm water lines and mains) are the responsibility of the Contractor. Would you please provide information on the frequency of the maintenance and repair required? To what extent is the contractor is responsible for providing maintenance and repair?

All underground utilities, water, sewage, electrical and storm drains. All utilities running in the mechanical and electrical pits to the South pier and all utilities under the North pier. Maintain and repair as needed.

40. Appendix A, Definition and Acronyms, Frequency of Service, indicates frequencies that are not used in the PWS and also refers to a PM Guide. Please clarify how this information is to be used.

Frequency definitions are for common use only. Manufacturer’s specifications for maintenance should be used in lieu of any PM guides generated by the Government.

41. Appendix A, Definition and Acronyms, provides information regarding IWIMS and

WIMS. Would you please clarify to what extent is the contractor is required to use or support these systems?

Contractors will not support or use IWIMS or WIMS in the performance of this contract.

42. Appendix A, Definition and Acronyms, provides information on “Accounting System.”

Would you please clarify if there is a requirement for the contractor to provide an accounting system and if so, what accounting information/data is required to be delivered to the Government including content, format and frequency?

There is no requirement for contractors to provide an accounting system.

43. For pricing purposes, what will be the status of the Real Property and Non-Real Property

(including Mission Equipment/Temporary Equipment) when the contractor assumes the maintenance support responsibility? Will all preventive maintenance be current (or what portion is current) and will there be any outstanding services calls, if so how many and what type (i.e., LoL, over LoL, emergency, urgent, routine)?

The preventive maintenance will be current and there may be open routine tickets, but at this time we don’t have an approximate number.

44. Some of the equipment may be dated and manufacturers are out of business. Does the government have all O & M manuals for all equipment on the list? Since the cost to obtain O & M manuals can vary drastically from one manufacturer to another and the cost in unknown until purchased, will the Government reimburse the contractor for the cost associated with obtaining these manuals using the CLIN “Repair Cost Mark-up”?

Yes, we have the manuals and they will be provided by the Government.

45. Will the contractor, prior to starting any work, be required to perform an inventory on all equipment to verify that it exists, is operational, and/or that new equipment has been implemented after the initial bid due date? If so, how much time will the government give the contractor to perform this task? If this is a requirement, will the government add this as a CLIN to the solicitation or should we add it to the base year CLINs for RPIE and Non-RPIE?

46. Will the government identify what equipment does not have redundancy/backup and is critical to be operational 24/7/365? For such equipment, is there an annual base shutdown period (or more frequently depending on the required service) that can take place for the contractor to perform such maintenance and repairs?

No, and there is no shut-down period.

47. PWS paragraph 4.6.5 Security Clearances – What is the procedure for obtaining a confidential clearance? Typically how long does it take to obtain? Who will pay for getting clearances? Can you please provide a copy of a DD254 so we can see the extent of the requirement?

A DD-254 is attached to solicitation Amendment 02.

48. What is the estimated time between contract award date and the Pre-Performance

Conference date? Does this allow sufficient time for the required plans to be prepared or is the contractor expected to prepare the plans prior to contract award?

The Government plans award no later than mid-Feb, 2014. The preperformance conference will be one week following award and performance is scheduled to start 1 Mar, 2014.

49. Is there equipment to be maintained that is located in or around any hazardous areas

(such as exposure to asbestos, lead, radioactive material or other environmentally hazardous substance)? If so, what equipment at what location(s)? (Appendix B, Section 7) Yes, see question 3.

50. The solicitation indicates that cell phones are not allowed in the facility. With regard to

Emergency service call and the other types of service call requirements, in order to meet response times and be responsive to evolving requirements, there is a need to communicate requirements to the maintenance workforce. Is there some other communication means that is acceptable such as use of radios, iPads or laptops?

Yes, you can use radios and approved cell phones.

51. Please confirm the level of maintenance required for light fixtures. It was mentioned on the site visit that bulbs/lamps were not included. Also, please confirm that parking lot lights are included and street lights are not.

All lights above 10’ interior and all exterior lights attached to the building including parking lot lights.

52. Concerning the equipment list in Appendix D. Are the Emergency/Exit lights hardwired, dry cell or wet cell powered?

They are hardwired/dry cell.

53. RFP, ADDENDUM TO FAR 52.212-1, PROPOSAL PREPARATION

INSTRUCTIONS, Section C.2, PART II – PAST PERFORMANCE INFORMATION, “Limited to no more than five (5) pages per contract listed”.

54. Question 1: Does the five page limitation include table of contents, tabs, cover page, executive summary, or subcontractor consent letters?

Yes

55. Question 2: Is there any limitations of page sizes, font, pitch, or margins?

Yes, 8 ½ ” x 11” pages and Times New Roman, 12 font is preferred.

56. Question 3: Are 11”x17” fold-outs acceptable?

57. Question 4: Will an 11”x17” page count as a single page?

No, see previous answer.

58. Does the $500 of Liability apply to deficiencies in equipment or facilities identified as existing prior to the award start date of the contract?

No, any open service call work prior to the award date would not apply.

59. Does the $3,000 of Liability apply to deficiencies in substations identified as existing prior to the award start date of the contract?

See previous answer.

60. PWS paragraph 4.6.5. Security Clearances. “Prime Contractor personnel performing work under this contract shall possess a confidential clearance at time of contract performance start, and must maintain this clearance level for the life of the contract. It shall be the responsibility of the Contractor to obtain the appropriate clearance for required personnel.”

Question: Can the government clarify the security requirements for the contractor?

How often can the contractor expected to conducted work over water, and under piers?

Should work be required to be performed under piers, are contractor owned boats to be used or will the government provide.

The contractor will provide their own work boat.

61. What is the required process for the use of contractor owned boats to perform services under piers?

The operations dept. schedules and provides access.

62. During the site visit, it was noted that the Barrier Gate on the south pier was broken. Will it be the responsibility of the contractor to repair it after award?

It has been repaired.

63. Reference PWS Paragraph 1.1.e: The paragraph lists UFC 600-3; however, we believe that there’s an error in the listing. Should the table actually reference UFC 3-600-01?

The reference should be UFC-3-600-01 and it has been changed at PWS 1.1.e.

64. Reference PWS Paragraph 1.1.2.2: What type/s of fuel are being utilized?

Diesel.

65. Reference PWS Paragraph 1.4.3: Appendix I is referenced. Please release Appendix I See answer to question 30. This spreadsheet reference / example has been removed.

Appendix I now contains maps.

66. Reference PWS Paragraph 3.1: The paragraph references space for an 8’X20’ CONEX container. Is the container a Government-furnished asset?

67. Reference PWS Appendix B Paragraph 10 and PWS Paragraph 1.2.1: Does the limitations on liability extend to equipment rentals, such as the man-lifts referenced in the contractor furnished equipment paragraph for infrequent service call completion requirements?

Preventive maintenance and service calls that require any type of equipment is the responsibility of the contractor.

68. Can Fed/Ex access the base, and deliver to the specified address to accommodate PWS delivery & time requirements?

69. What is our operation & maintenance responsibility, if during updating of equipment inventory, there is a discovery of a large percentage of new equipment or related equipment that has not been listed on the equipment inventory provided in the RFP? Will an economic cost adjustment – contract modification be made to reflect an increase in inventory during the first contract year?

Yes, any additions or deletions will require a contract modification.

70. Are there any hours that must be staffed by the contractor’s on-site staff, other than the occupant building hours 7a.m. – 4:30 p.m. M-F? No.

71. Is it acceptable for after normal business hours service calls to be transferred to another phone number / location?

Due to security, the assigned work phone cannot be transferred to another. After hours all calls go to the fire dept.

72. When were the last time the Switchgear and Motor Control Centers in the Central Energy

Plant (Steam & Chillers) were torque down and/or tightened, and/or infrared tested per

NFPA 70?

There is no Central Energy Plant. No steam and no chillers.

73. Please clarify that there is NOT a requirement to perform an infrared Thermographic Scan’s of the Electrical Switchgear, Motor Control Centers, and Circuit breaker distribution panels as required by NFPA 70.

No, there is not a requirement to perform.

74. Are there currently any energy shared income agreements with regards to chillers, boilers, air handling units, pumps, motors, cooling towers, or emergency generators in which repairs and preventive maintenance is provided by others?

See question 72

75. Is there a requirement for Eddy Current Testing of the Chill water Machines in the first base year, or on the cyclical anniversary date? If so please identify the last year that this was performed?

76. Water Treatment; is there any requirement to operate the chill water system or steam distribution system 24/7 that would impact our cost proposal?

77. Please indicate the average number of months that the chill water services run 24/7.

78. Please indicate the average number of months that the steam distribution system runs 24/7.

79. Does the current water treatment equipment convey to the incoming contractor, or belong to the incumbent contractor?

There are no water treatment equipment.

80. Other than exterior lighting is there any other areas that may require a powered man-lift platform to perform the work required by the PWS?

Yes, interior of buildings.

81. Is there minimum staffing levels established by the government?

No, this is a performance based contract. The contractor determines approprtiate staffing.

82. Reference PWS Paragraph 1.2., BUILDING / EQUIPMENT REPAIRS AND SERVICE CALLS. Who pays for any necessary excavation? The contractor or the government?

The Contractor.

83. Reference PWS Paragraph 1.2.1. Limitation of Liability. Does the standard limitation of liability of $500 include both labor and materials?

84. Reference PWS Paragraph 3.1. Who provides the paper and toner for the printer?

The contractor provides their own office supplies and equipment.

85. Will the Government please provide Appendix I, NPTU Maps?

Included with these answers (posted to fbo.gov with solicitation Amendment 2).

86. Reference Appendix A – Monitoring. This section indicates operational visits are required for soft water systems, chillers and boilers. We do not find any soft water systems or boilers listed in Appendices D or E. Please clarify what the contractor’s requirements are for this area.

There are no boilers, or soft water systems.

87. How many Sump Pumps in Facility 2312?

Two.

88. How many Eye Wash Stations in Facility 2312 South Pier and 420 North Pier?

Two each pier.

89. How many Water/Sewer Valves in Facility 2312 South Pier and 420 North Pier?

Four main water valves on the south pier with eight sewer connections and four main water valves with eight sewer connections on the north pier.

90. How many Electric Service Panels in Facility 2312 South Pier and 420 North Pier?

No service panel, contractor is not responsible.

91. How many Brows and Brow Connections in Facility 2312 South Pier and 420 North Pier?

92. How many valve boxes are there throughout Facility 2314?

None

93. How many Turnstiles in Facility 2314 TSB?

Four

94. How many Emergency/Exit lights in Facility 2314 TSB?

95. How many Back-Flow preventers in the four facilities?

North pier has four 2-1/2” rp, one 1-1/2” rp and one 4” rp. The south pier has five 2-1/2” rp and three 1-1/2” rp. Building 339 has one ¾” rp and building 3544 has a new ¾” dc.

The backflow for 2314 TSB is not the responsibility of the contractor.