Questions and Answers - AB Dorm Mx.docx

*General Note: For pricing purposes, the Contractor should consider facilities, systems, and equipment within standard. The Government will afford the awardee a period of time immediately following award to identify and assess facilities, systems, and equipment not within standard. The awardee and the Government will evaluate the Contractor’s findings and develop a recovery plan to bring identified assets back to standard.

1. The pricing spreadsheet, it does not specify if the cost for each item is material only or does that include labor as well? My assumption would be that we submit labor in the technical and pricing write-up and the price on the spreadsheets to be just material.

Pricing sheet revised in amendment 1. Update posted to SAM. All quotes should be all inclusive and fully burdened.

2. Power washing and gutter cleaning, would that be just material or labor as well?

All Costs associated with scheduled power washing and gutter cleaning of buildings identified in the PWS shall be priced into CLIN X001. Reference General Note above.

3. We have historically provided:

Labor Category (SCA):

Not required with submission of quote.

Overtime rate/emergency call rate:

Not required with submission of quote.

Full-Time Employee QTY:

Not required with submission of quote.

Vehicles needed:

List of vehicles not required with quote submission. IAW PWS 1.1, Except where otherwise stated, the Contractor shall furnish all labor, supervision, management, administration, tools, materials, equipment, transportation, communications, and other items necessary to provide the services.

Tools/material/fuel/vehicle maintenance:

Itemized list not required with quote submission. IAW PWS 1.1, Except where otherwise stated, the Contractor shall furnish all labor, supervision, management, administration, tools, materials, equipment, transportation, communications, and other items necessary to provide the services.

Annual certifications:

Not required with quote submission. IAW PWS 1.1.4, The Contractor shall be responsible to ensure that all trades performing work under this contract possess the proper experience, qualifications and or certification as well as ensure all required safety training is current and documented. The Contractor shall maintain required records of all employee training and certification and provide copies to the Contracting Officer (CO) or COR upon request.

Sub-Contract work:

Sub-contracts for PM shall be priced into CLIN X001.

Sub-contracts for repairs/service calls under the limits of liability shall be priced into CLIN X001.

A separate CLIN will be established for repairs/service calls over the limits of liability. This CLIN shall be for parts, materials, rental equipment, and subcontracts only. Mark-ups and prime/direct labor are not allowed.

4. With the current pricing spreadsheet, I am not sure about the submission pricing package details. Also, I see we are responsible for the exterior parking lights and there is nowhere to price them.

Pricing sheet revised in amendment 1. Update posted to SAM. All quotes should be all inclusive and fully burdened. Exterior parking lights shall be priced into CLIN X001.

5. Are bucket trucks or lifts provided by the government for gutter cleaning and street light maintenance?

No. IAW PWS 1.1, Except where otherwise stated, the Contractor shall furnish all labor, supervision, management, administration, tools, materials, equipment, transportation, communications, and other items necessary to provide the services.

6. Does the locksmith need to be GSA certified?

No.

7. Is the Government providing any GFEs (equipment, vehicles, etc.) If so, will the Government provide a list?

No. IAW PWS 1.1, Except where otherwise stated, the Contractor shall furnish all labor, supervision, management, administration, tools, materials, equipment, transportation, communications, and other items necessary to provide the services.

8. Who is responsible for pest control?

IAW PWS 4.4, the Government is responsible for pest control.

9. What type of DDC program is used to control HVAC systems?

Trane Ensemble.

10. For work order processing and the DDC system is the government providing computers or computer access for these systems?

IAW PWS 4.1 a computer and VOIP will be provided at Building 464 and Building 626. Computer access will be provided for Contractor personnel who have completed security clearance and network access requirements. The Government HVAC section controls rights to the DDC.

11. Is power washing just the buildings or does it include sidewalks, bicycle racks?

The biennial power washing referenced in section PWS 2.1.10 refers to all vertical surfaces and covered walkways of facilities. Sidewalks and bicycle racks are included in the “items not pre-priced” and may be issued via individual work orders; a quote will be required for “items not pre-priced”.

12. How many people are currently working on this effort?

Work is currently being performed in-house by CE personnel. The effort described in the PWS is beyond the extent of previous efforts and is not comparable. Service call hours provided, see Appendix C – Revision 1.

13. Is there a minimum or maximum staff size required for this effort?

Staffing is at the discretion of the contractor to meet performance standards in the PWS. As for a minimum, please be see PWS 1.1.2 and 2.4.

14. Per PWS section 2.3 REPAIRS & SERVICE CALLS (S/C), it states "Repairs identified during PMI’s and S/C repairs priced under the LOL shall be performed by the Contractor without prior approval from the Government." Can the government clarify after the contractor performs the repair will they be reimbursed for the costs (Labor/Material/Equipment) under the LOL amount ($)? ← No. This is to confirm for all contractors if the contractor is supposed to carry costs in our PMI budget for repairs under the LOL.

All contractor costs associated with the completion of PMI and repair services below the limits of liability shall be priced into CLIN X001, which can be billed monthly.

A separate CLIN will be established for repairs/service calls over the limits of liability. This CLIN shall be for parts, materials, rental equipment, and subcntracts only. Mark-ups and prime/direct labor are not allowed.

15. Per PWS section 2.6.5 SAFETY, it states "Submitted ESH Plan shall meet equivalent format and content guidelines of the most current edition of the US Army Corps of Engineers (USACE) EM-385-1-1." Can the Government clarify if a designated full time site safety health officer (SSHO), per EM385-1-1, 01.A.17, or if dual-roles will be acceptable?

A sight safety plan is required. A sight safety health officer (SSHO) is not.

16. Does the government have a current asbestos survey for the all buildings that are part of this contract?

The assumption of the Contractor should be that surveys have not been completed. The Government will provide asbestos surveys as needed to meet the requirements of the PWS.

17. As it relates to the hot water boilers when was the last full preventive maintenance performed?

Summer 2022. Due to manning shortfalls, some preventive maintenance has been deferred. Operational inspections are currently conducted on the hot water boilers.

18. What are the operating hours for the dining facility?

The Gaylor Dining Facility is open 0600-1630 for breakfast through dinner and 2300-0100 for the Midnight Meal.

19. Does the government have an as built drawing for the sewer lateral lines that are part of this contract?

Yes.

20. Please provide us the last date that the chillers associated with this contract had a full annual maintenance?

Spring 2023. Due to manning shortfalls, preventive maintenance has been deferred. Maintenance is currently limited to corrective maintenance and operational inspections incidental to repair services.

Reference General Note above.

21. Please provide us a list of the known deficiencies to the equipment located in the chiller plant.

Both centrifugal chillers were rebuilt 7 years ago. Chiller #2 had a leak repaired on economizer flange in May 2023. Secondary chilled water pump needs to be realigned. Purge unit on chiller 1 has bad compressor. Cooling tower fan motor and blade assembly on cell 2 needs replacement; however, it is currently on order. Exhaust fans need new belts.

Reference General Note above.

22. Is the contractor responsible to repair non-fair wear and tear items? Example would be an occupant causes damage to carpeting that will have to be replaced prior to the next person moving into that room will the contractor be responsible for replacement at cost to the contractor?

Yes; however, full room refreshes and renovations are not within the scope of the PWS. For acts determined to be vandalism by the Government, the limit of liability may be waived.

23. Between occupancy work - is the contractor responsible for bringing the room back to standard at the contractors expense?

Occupancy and resident turnover does not generate additional repair or PMI services from the Contractor.

24. Is there a separate contract to clean the rooms prior to a new tenant taking possession or will the contractor be responsible to clean rooms between occupancy?

Custodial services are not included in the PWS. Tenants are responsible for cleaning their rooms prior to vacating.

25. What is the average time between occupancy?

Repair services dependent on room occupancy will be coordinated on a case-by-case basis.

26. Is the contractor responsible to repair acts of vandalism? And at who’s expense?

For acts determined to be vandalism by the Government, the limit of liability may be waived.

27. Dryer venting system - is the contractor responsible to clean the dryer vents associated with this contract?

The contractor is not responsible for the cleaning of clothes dryer vents. PWS Section 2.0 will be updated to reflect this.

28. During the performance of this contract will the contractor be allowed to operate unlicensed vehicles such as golf carts on the roadways between the buildings and to and from the work area to the laydown yard?

Yes, but operation must be conducted within state and federal requirements.

29. In lieu of a full-time work order desk (fully staffed) with the government consider a web-based or kiosk-based work order reception?

Yes. The Government would consider any equivalent that meets the requirements and intent of the PWS. PWS 2.4 has been revised.

30. Reference Attachment Appendix G: It appears that this count was done in September 2019. Is there a more recent table?

There is not a more recent table, however, the list provided is accurate and currently utilized by the Government Civil Engineer Operations Flight for servicing exterior lighting.

31. Reference Attachment PWS, Section 1.1.2 Management: “An alternate site manager must be assigned in the event of the site manager’s absence.” Please clarity if this person needs to be on site.

If the site manager is not present, then the alternate site manager must fulfill all requirements of the primary site manager to include being on site. PWS shall be modified to reflect hours required on site.

32. Reference Attachment Appendix+C+-+Service+Call+Historical+Workload+Data: The document only shows two years of data, is there more historical data that may be shared including current YTD?

Appendix C revised and posted to SAM.

33. What is the current solicitation number the S/C (Service Calls) are being processed on?

This is a new contract. Military personnel are currently providing PMI and repair services.

34. Reference Attachment PWS, Section 2.1.10 PRESSURE WASHING: Is there data to show how much square footage for pressure washing it is required at this location for each building, a breakdown by sidewalks, walkways, stairwells, etc.?

The area of vertical surfaces is approximately 210,000 square feet. This does not include sidewalks, walkways, or stairwells.

35. The service provider is required to handle after-hours emergency service IAW PWS 2.3.3 EMERGENCY. There’s no mechanism in the price schedule for the service provider to bill for after-hours support. How will the service provider be reimbursed for this work? We suggest modifying the pricing schedule to allow for reimbursable hourly rates for these services.

Emergency call time after hours shall be priced into CLIN X001.

All contractor costs associated with the completion of PMI and repair services below the limit of liability shall be priced into CLIN X001, which can be billed monthly.

A separate CLIN will be established for repairs/service calls over the limits of liability. This CLIN shall be for parts, materials, rental equipment, and subcontracts only. Mark-ups and prime/direct labor are not allowed.

Feb 2017 to June 2023, there were 203 emergency work orders after hours; 401.5 hours were incurred. See Appendix C – Revision 1. It must be noted that not all documented “emergencies” in Appendix C meet the criteria of an emergency as defined by the PWS. Any work order responded to after normal duty hours, warranted or not, was historically documented as an “emergency” by the Government.

36. Is there an incumbent service provider? If so, what is the name of the company providing these services?

This is a new contract. Military personnel are currently providing PMI and repair services.

37. If there is an incumbent service provider, what is the current annual value of the contract?

This is a new contract. Military personnel are currently providing PMI and repair services.

38. Reference PWS 2.3 REPAIRS & SERVICE CALLS (S/C). Do the associated limits of liability include the costs for parts, materials, vendors and labor?

All contractor costs associated with the completion of PMI and repair services below the limit of liability shall be priced into CLIN X001, which can be billed monthly.

A separate CLIN will be established for repairs/service calls over the limits of liability. This CLIN shall be for parts, materials, rental equipment, and subcontracts only. Mark-ups and prime/direct labor are not allowed.

39. Are all of the water systems closed loop? If not, how many are open loop systems and at what locations are the open loop systems?

All water systems are closed loop with the exception of the Chilled Water Plant / Cooling Towers (Building 469).

40. Is there a Building Automation System (BAS), in use for any of the equipment?

Trans Ensemble is the DDC for HVAC systems. Computer access will be provided for Contractor personnel who have completed security clearance and network access requirements. The Government HVAC section controls administrative rights to the DDC.

41. Please provide make and model of any BAS systems used to control heating and ventilation systems Trans Ensemble is the DDC for HVAC systems. Computer access will be provided for Contractor personnel who have completed security clearance and network access requirements. The Government HVAC section controls rights to the DDC.

42. Please provide a complete inventory of electrical panels, sub-panels, transformers, ancillary devices.

Please refer to Appendix A for electrical components requiring PMI.

43. Listing of filter locations, In AHU’s / VAV’s.

Requested data not available.

44. Will existing gutters be repaired or replaced prior award? Several Linear feet are in bad shape, some small and others are completely unrepairable.

No. Reference General Note above.

45. Who is responsible for wooden fencing around Chillers? Several missing pickets and wall sections.

Wooden fencing around chillers will be the responsibility of the Government. PWS section 2.0 shall be modified to reflect this.

46. Several exterior lights have been replaced and the walls need painting. Will that be completed before the contract starts?

No. Pricing sheets shall be submitted as though all RPIE/RP is within standard. The Contractor will be given the opportunity to price the cost of bringing all assets back into standard. Reference General Note above.

47. Will the contractor have access to Trane Controls?

IAW PWS 4.1 a computer and VOIP will be provided at Building 464 and Building 626. Computer access will be provided for Contractor personnel who have completed security clearance and network access requirements. The Government HVAC section controls rights to the DDC.

48. Who is responsible for range hoods for kitchen Exhaust Fans in the dorms?

IAW PWS 2.0, dormitory exhaust fans and range hoods are the responsibility of the Contractor.

49. Is there a grace period for repair items?

Reference General Note above.

50. Will there be prints provided for all the utilities?

Any prints available will be made available to the Contractor after award.

51. Is there a history of parts that have been replaced on the chillers/cooling tower?

Reference Appendix C and question #21. Additionally, chiller @ bldg. 479 was replaced 3 years.

52. Will all the leaks in the mech rooms be repaired prior to the award?

Not all leaks will be repaired prior to award. The leaking pump noted during the site visit in Building 464 will be repaired prior to award. Reference General Note above.

53. Will maintenance vehicles be allowed to drive on grass?

Maintenance vehicles will be allowed to be driven on grass when incidental to meeting the requirements of the PWS (gutter cleaning, power washing, transportation of large items). Damage to non-paved surfaces must be restored to original condition.

54. Are Golf Carts allowed to be used?

Yes, but operation must be conducted within state and federal requirements.

55. Will contractor be held to the LOL for any major discrepancies identified? example (gutters).

Reference General Note above.

56. Is the brick exterior included in pressure washing?

The exteriors of facilities, to include brick surfaces, are included in pressure washing.

57. Is any equipment under warranty that will be transferrable?

No equipment within the scope of this contract is currently under warranty.

58. Will the Government provide the software and laptop to access the DDC?

IAW PWS 4.1 a computer and VOIP will be provided at Building 464 and Building 626. Computer access will be provided for Contractor personnel who have completed security clearance and network access requirements. The Government HVAC section controls rights to the DDC.

59. Are the cooling towers included with the Chill Water Plant LOL?

Yes. All real property assets located within Building 469 are included in the Chiller Plant limit of liability.

60. Are street legal golf cart type utility vehicles permitted on base and are there special provisions or regulations?

Yes, but operation must be conducted within state and federal requirements.

61. Is special equipment such as a manlift or forklift, permitted to be parked at building 628?

Yes, this equipment may be parked at Building 628.