Washer Dryer Maintenance Consolidated RFI 2 10 Sep 26.xlsx
XLSX spreadsheet 31 KB Posted
- Solicitation number
- FA442726Q1130
About this file
This is a Request for Information (RFI) responses document consolidated with accompanying clarifications from the Government regarding a solicitation for washer and dryer maintenance services at Travis Air Force Base, California (Solicitation FA442726Q1130). The RFI contains 28 numbered inquiries and corresponding government responses addressing scope ambiguities, equipment specifications, pricing structure, and performance requirements.
The contract requires quarterly preventive maintenance, reactive repairs, and replacement of 303 laundry machines (146 washers and 157 dryers) distributed across 17 dormitory buildings. Equipment inventory consists of 41 Whirlpool washers (2024), 44 Whirlpool dryers (2024), 98 Speed Queen washers (2017), 106 Speed Queen dryers (2017), and 4 LG washer/dryer double-stack units (2022). The contractor must provide all repair parts, materials, and labor within a fixed LOT price (CLINs 0001, 1001, 2001, 3001, and 4001) that covers quarterly preventive maintenance, reactive repairs, and freight. A separate CLIN will be established for replacement equipment, which the contractor must furnish and install at contractor expense when the Government authorizes replacement due to beyond-economical-repair status or safety concerns. Historical data indicates 46 washers and 23 dryers were replaced in the last 24 months; however, the Government does not provide historical service-call volumes or repair costs, requiring offerors to develop pricing independently. Key performance requirements include on-site response within three duty days, completion of repairs within three days (excluding parts-delay time), 100% machine operational status, quarterly preventive maintenance, complete dryer vent ductwork cleaning from dryer to building exterior, and provision of new connection hoses/fittings only when replacement is necessary due to wear or upgrades. The contractor is responsible for disconnection, removal, and disposal of replaced equipment off-base. Amendment 1 extended the RFQ deadline to 15 September 2026, with RFI responses posted by 10 September 2026.
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Sheet1 Project Title: FA442726Q1130 Dorm Washer & Dryer Maintenance Travis Air Force Base, CA
| INSTRUCTIONS: Please complete this form if your firm has questions concerning any aspect of the application process. All questions must be submitted to the Contracting Officer by RFI due date. Specify the page, section, and paragraph number(s) pertaining to your question. Late inquiries/questions may not be entertained. | |||||||
| # | Document | Page | Section | Paragraph | Questions | Responses | |
| 1 | PWS | - | - | - | Could you please provide the approximate age or installation year of the following equipment? | ||
| 1. | Whirlpool Washers: | ||||||
| 2. | Whirlpool Dryers: | ||||||
| 3. | Speed Queen Washers: | ||||||
| 4. | Speed Queen Dryers: | Whirlpool washers and Dryers in 1352-1356 age and installation date 2024. Speed Queen all manufactured and installed in 2017. | |||||
| 2 | PWS | - | CLIN SCOPE | 5 | Paragraph 5 prices each period as a single LOT (CLINs 0001, 1001, 2001, 3001, and 4001), described as "Maintenance/repairs, washer replacement, dryer replacement IAW the PWS." |
Please confirm whether the LOT price is intended to include all of the following:
a. Quarterly preventive maintenance on all 146 washers and 157 dryers (303 machines) across the 17 dormitory buildings listed in Appendix B;
b. All reactive repair labor in response to service calls under PWS 2.2;
c. All repair parts and materials;
d. All replacement washers and dryers required under PWS 2.2.4 and 5.8.1;
e. All freight and shipping.
| If any of these elements are not included in the LOT price, please identify what the LOT price does cover and describe how the excluded items are to be ordered, priced, and paid. | Yes. LOT pricing includes all the following below, however further details of each CLIN and what it entails can be clarified by Contracting. | |||||
| 3 | Solicitation and PWS | - | EQUIPMENT REPLACEMENT | - | The solicitation and PWS require replacement of washers and dryers but do not state a quantity, annual allowance, or not-to-exceed value. |
a. Can the Government provide the number of washers and dryers replaced during each of the last two contract years or the last 24 months?
b. Will the Government establish a separate replacement CLIN, a not-to-exceed amount, or a unit-price schedule for replacement equipment?
c. If replacement remains within the fixed LOT price, what basis should offerors use to estimate replacement quantity so that quotes are prepared on a common assumption?
d. PWS 5.8.1 requires replacement with "the same model machine (or suitable substitution)." Who approves a substitution, and is there a required specification, brand, or performance standard for replacement units? a. 46 washers and 23 dryers have been replaced in the last 24 months.
b. The government intends to establish a separate CLIN for replacement equipment. Replacement units shall only be provided when the government determines that an exisiting washer or dryer is beyond economical repair and authorizes replacement. The Contractor shall not purchase or install replacement equipment without prior Government approval.
c. The Contracting Officer (CO), or authorized Government representative as designated by the CO, shall approve any proposed substitute prior to purchase or installation 4 PWS REPAIR PARTS 2.2.3 & 2.2.4 PWS 2.2.3 addresses parts required to return equipment to operating condition but does not state how parts are priced.
a. Are repair parts contractor-furnished at contractor expense within the LOT price, or are they separately reimbursable?
b. Is there a dollar threshold or repair-cost-to-replacement-cost ratio above which a unit is considered damaged beyond economical repair under PWS 2.2.4?
a. Repair parts necessary to perform routine maintenance return equipment to normal operating condition shall be contractor-furnished and included in the applicable maintenance CLIN price. The government will not seperately reimburse the Contractor for routine repair parts unless specifically authorized by the CO under a seperately established contract provision or CLIN.
b. Negative; the contractor shall notify the Government when based on its assessment, repair is no longer economically advantageous and provide the estimated repair cost. The Government will make the final beyond economical repair (BER) determination and authorize any replacement prior to the Contracot proceesing with replacement.
5 Solicitation DEFINITION OF "NEW EQUIPMENT" 15(a)(7) Paragraph 15(a)(7) states that the Government will not accept any refurbished equipment and that all equipment provided must be new.
Please confirm the intended scope of "equipment" in this provision. Specifically, does it apply only to complete replacement washers and dryers, or does it also prohibit the use of remanufactured, rebuilt, or factory-reconditioned components (for example motors, transmissions, or control boards) in the repair of existing government-owned machines? The requirement that the equipment be new and not refurbrised applies to complete replacement washers and dryers furnished under the contract. Replacement washers and dryers shall be new, unused equipment and shall not be refurbrished, rebuilt, remanufactured, or previously placed in service.
This provision does not prohibit the repair of exisiting Governmetn-owned washers and dryers. Repair parts and components used to restore exisiting equipment to operational condition shall meet the rquirements of the PWS and be suitable for their intended application 6 PWS Appendix B NEW CONNECTION HOSES AND FITTINGS Appendix B lists "Back Flow Required: Yes" for all 17 buildings. Backflow prevention is not otherwise addressed in the PWS, the CLIN descriptions, or the contract clauses.
a. Are backflow prevention assemblies existing government property at the utility connection points?
b. Is the contractor responsible for supplying, installing, testing, or certifying backflow prevention assemblies under this contract?
| c. If testing or certification is required, what frequency and what certification must the performing technician hold? | "Backflow Required: Yes" identifies the requirement for backflow protection associated with the applicable facility water connnections. Exisiting building backflow prevention assemblies and associated facility plumbing instrastructure are Government property and are not included within the Contractor's washer/dryer maintenance responsibilities under this PWS. | |||||
| 7 | Solicitation | Site Visit / Walkthrough | Would the Government permit interested offerors to conduct a pre-proposal site visit/walkthrough of the dormitory laundry facilities prior to the quotation due date? A site visit would assist offerors in verifying the equipment inventory and configuration, general equipment condition, venting arrangements, accessibility, and connection requirements. | We have not issues at Dorm Mgt as long as it doesn't delay the project and is truly value added at this stage; needs to be quick-turn.- | ||
| 8 | PWS Appendix B | Total Equipment Inventory | Appendix B identifies 146 washers and 157 dryers, for a total of 303 units. Please confirm that these quantities represent the current inventory to be covered by the contract. | Yes, these quantities are current and correct. | ||
| 9 | PWS Appendix B | Double-Stack Dryer Quantities | Appendix B identifies equipment described as “Gas Stacked Dryer” and “Double Stack,” while Appendix C depicts commercial stack dryers containing two independently operable dryer compartments. Please clarify whether the stated quantity of 157 dryers represents 157 individual dryer baskets/tumblers or 157 physical dryer cabinets, some of which contain two dryer baskets. For each building containing stacked dryers, please provide the number of physical stack-dryer cabinets and corresponding number of independently operable dryer baskets. | We have 24 Double-Stack Dryers and 30 Washer/Dryer Double Stacks | ||
| 10 | PWS | Physical Equipment Count | Please confirm the total number of physical washer/dryer cabinets and the total number of independently operable washer/dryer units or pockets that the contractor will be required to inspect, maintain, and repair. | We have 109 standalone dryers and 110 standalone washers (non-combo types) | ||
| 11 | PWS | Equipment Make/Model Inventory | Would the Government please provide, if available, a current equipment inventory identifying the manufacturer, model number, approximate age or installation date, and quantity of each model? | 41 whirlpool washers manufactured in 2024. 44 whirlpool dryers manufactured in 2024. 98 speed queen washers manufactred in 2017. 106 speed queen dryers manufactured in 2017. 4 LG washers and Dryer double stack manufactured in 2022. | ||
| 12 | PWS Appendix B | Buildings 1314, 1315, and 1316 | Appendix B identifies Buildings 1314, 1315, and 1316 as containing multiple equipment types, including Speed Queen and LG equipment, but does not identify the quantity of each make/model. Please provide the quantity and type of Speed Queen and LG washers and dryers located in each of these buildings. | 1314-12 speed queens. 1315-10 speed queens and 2 LGs. 1316-10 speed queens and 2 LGs. | ||
| 13 | Current Equipment Condition | Please provide, if available, the approximate number of washers and dryers currently (a) fully operational, (b) out of service, (c) awaiting parts or repair, or (d) identified or anticipated for replacement. If a current equipment-condition report or inventory exists, would the Government please provide it? | 3 washers awaiting parts, 2 out of service. 6 dryers awaiting parts, 2 out of service. Machines awaiting parts will be repaired in 5 days. 141 opertional washers and 152 operational dryers. No equipment condition report exists. We get machines fixed as they break. | |||
| 14 | Historical Service-Call Volume | To assist offerors in estimating anticipated corrective-maintenance workload, would the Government provide the approximate number of washer and dryer service calls during the most recent 12 months, or the most recent 24 months if available? | Historical washer and dryer service call quantities for the previous 12 or 24 months are not available. Offerors shall develop their proposed pricing based on the requirments and equipment information provided int eh solicitiation. | |||
| 15 | Historical Parts and Repair Costs | Would the Government provide, if available, the approximate historical annual expenditure for washer/dryer repair parts and major components during the most recent one or two years? | Historical annual expenditures for washer/dryer repair parts and major components are not available. Offerors shall develop their proposed pricing based on the requirmetns and equipment information provided in the solicitation. | |||
| 16 | PWS | Repair Parts Responsibility | Please clarify whether all repair parts and components, regardless of cost, are to be included in the contractor's fixed price. If so, is there a dollar threshold or other mechanism for Government authorization or reimbursement of unusually expensive components or major repairs? | All repair parts, componenets, materials and associated costs necessary to perform the repair requirments of the PWS shall be included in the Contractors proposed fixed price. There is no separate dollar threshold, reimbursment mechanism or aditional government payment for unusually expensive components or major repairs. If the Contractor determines that a washer or dryer is beyond economical repair, the Contractor shall follow the notification and replacement procedures identified in PWS paragraph 2.2.4 and applicable replacment requirments of the PWS. | ||
| 17 | PWS | Replacement Equipment Responsibility | 5.8.1 | PWS paragraph 5.8.1 states that the contractor shall replace a machine that would violate fire or safety regulations or pose a risk to life or property and requires replacement with the same model or suitable substitution within ten duty days. Please clarify whether the contractor is financially responsible for purchasing replacement washers and dryers under this provision, or whether replacement equipment will be Government-furnished, Government-purchased, or separately reimbursed. | The Contractor is financially responsible for furnishing and replacing washers and dryers that meet the replacement conditions identified in PWS paragraph 5.8.1. Replacement equipment shall be the same model or a suitable substitution and shall be provided within ten (10) duty days. Replacemnt equipment willnot be government furnished, government purchased, or seperatly reimbursed. The Contractor shall include anticipated replacmetn costs in its proposed fixed price. | |
| 18 | PWS | Beyond-Economical-Repair Equipment | 2.2.4 | PWS paragraph 2.2.4 requires the contractor to notify Dorm Management when a washer is determined to be beyond economical repair and provide an estimated repair cost and justification for replacement. Please clarify who is financially responsible for purchasing the replacement equipment after the Government approves a replacement recommendation. Additionally, does this provision apply to dryers as well as washers? | I have updated 2.2.4. to include dryers as well. So washers and dryers are included. The contractor is responsible for furnishing and replacing washers and dryers that meet the conditions indentified in PWS para 5.8.1. Replacement equipment shall be the same model or a sutiable substitution and shall be replaced within 10 duty days. Replacement equipment is not Govt furnished, govt purchased, or seperatly reimbursed; the contractor shall account for replacemnt costs in its proposed price. | |
| 19 | Historical Equipment Replacements | If available, how many washers and dryers have been replaced due to age, mechanical failure, safety concerns, or being beyond economical repair during the most recent 12 and/or 24 months? | 50 washers and 50 dryers were repalaced in 5 buildings 2 years ago. | |||
| 20 | PWS | Three-Duty-Day Requirement | The PWS requires the contractor to develop a repair-sequencing plan so that no equipment is broken for more than three days, while other provisions require response to service calls within three duty days and contemplate additional downtime while parts are ordered. Please clarify whether the performance requirement is (a) on-site response within three duty days or (b) completion of repairs and return of the machine to operational status within three duty days. Please also clarify how downtime caused by parts availability or other circumstances outside the contractor's control will be treated. | On site response/assessment of machine within 3 days. Parts delay is not included in the 3 day timeframe. | ||
| 21 | PWS | 100% Operational Performance Standard | The Service Summary identifies a performance threshold of “100% of machines are operational.” Please clarify whether machines awaiting parts, approved replacement, Government action, utility repair, or repair of damage caused by vandalism/user abuse are excluded when measuring this performance standard. | Machines awaiting parts are excluded. If issues has been identified/assessed and has a plan for repair this will not affect to 100% | ||
| 22 | PWS | New Hoses, Fittings, and Connections | The PWS states that the contractor shall provide new connection hoses and fittings for each building for water supply, drains, gas connections, and ventilation. Please clarify whether this requires replacement of the existing connection hoses and fittings on every applicable washer and dryer at contract commencement or whether new connections are required only when an existing connection requires replacement. If all connections are to be replaced initially, please provide the required connection types/specifications and quantities, if available. | New ones are only required when an existing connection needs replacement due to wear and tear, or upgrades. No new connections are required initially. | ||
| 23 | PWS | Dryer Vent Cleaning Scope | Please clarify whether the contractor is responsible for cleaning only the dryer, transition connection, and readily accessible exhaust ductwork or whether the requirement includes cleaning the entire fixed building exhaust duct system from each dryer to the exterior termination point. If the latter, please provide, if available, approximate duct lengths/configurations, information regarding shared/common duct systems, roof-access requirements, and whether specialized access equipment is anticipated. | Cleaning entire duct from dryer to exterior of building. Common duct system. Need at least 10 ft duct cleaner brush. | ||
| 24 | Current/Previous Contract Information | Is this requirement currently being performed under an existing contract? If so, please provide the incumbent contractor’s name, contract number, current contract value, period of performance, and other releasable information concerning the existing contract. | There is currently no existing contract for this requirement. | |||
| 25 | Solicitation Attachment 5 | Past/Present Performance Questionnaire | Attachment 5 appears to reference “Elevated Work Platform Systems Maintenance or Repair” and contains an April 15, 2026 response deadline. Please confirm whether this attachment was included inadvertently and, if so, provide the correct Past/Present Performance Questionnaire and applicable submission instructions/deadline for this solicitation. | Attachment 5 has been corrected. | ||
| 26 | Solicitation | Solicitation Number | Please confirm the correct solicitation number that offerors should reference throughout their quotations and supporting documentation, as the solicitation documents appear to contain differing solicitation references. Veterans Appliance appreciates the Government's assistance in clarifying these matters. | FA442726Q1130 | ||
| 27 | PWS | Typically, when equipment is government-owned and a unit is determined to be beyond repair, the government would replace the unit with other government-owned equipment. This is where we remove the old and replace with the new. To ensure that our bid accurately reflects the requirements, could you please clarify the following: | ||||
| • | Are all existing washers and dryers being replaced with new equipment? We are ordering and purchasing from manufacture? | |||||
| • | If the equipment is being replaced, what will be done with the existing/old washers and dryers? | |||||
| • | If replacement equipment is being provided, will the contractor be responsible for disconnecting and removing the existing washers and dryers from the premises? | |||||
| • | If removal of all old machines is required, should the cost of removal and disposal be included in our bid? | IF they are beyond repair, yes they must be replaced and ordered from manufacturer. Old washers and dryers will be disposed of off base by contractor. Yes, contractor is responsible for dissconect of old and reconnect of new. Yes, cost of removal and disposal should be included in your bid. | ||||
| 28 | PWS | To ensure that all offerors are pricing the same scope, would the Government please clarify whether its intent is: |
| 1. | Scheduled contractor preventive maintenance is required quarterly for each washer and dryer; (Monthly is our minimum recommended amount) |
| 2. | Routine operator/user maintenance identified by the manufacturer, such as cleaning the dryer lint screen after each load, remains the responsibility of the equipment user and does not require a contractor service visit; and |
| 3. | Contractor-performed maintenance that an applicable OEM specifically requires at another interval will be performed at the OEM-prescribed interval. |
If Item 3 is intended, please provide the manufacturer and model number for each washer and dryer, or otherwise identify which units require contractor-performed preventive maintenance more frequently than quarterly, so that all offerors can price the same requirement.
We also respectfully recommend that the final PWS distinguish between operator/user maintenance, scheduled contractor preventive maintenance, and corrective maintenance, and identify the applicable frequency for each. This would eliminate potential differences among offerors in interpreting OEM maintenance requirements and provide a common basis for pricing. 1. Required quarterly (PWS has been updated to reflect this).
2. Routine operator/user maintenance as mentioned above is the responsibility of the equipment user and not the contractor.
3. Quarterly maintenance is the standard for ALL appliance make/model on campus.
Sections 2.1.5 – 2.1.5.4 have been added to the PWS to outline operator/user maintenance, scheduled contractor preventive maintenance, and corrective maintenance, eliminating potential differences in pricing.
&"Times New Roman,Bold"&14&UREQUEST FOR INFORMATION (RFI) FORM
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