FA460025R0003 Infrared Heater Mx Questions 11 Dec 2024.pdf

FA460025R0003 Infrared Heater Maintenance

Questions from Contractors:

1. 0004 - Work Orders / Repair Lot? How is this to be quoted !! when the parts and labor needed are unknown? CLIN should be awarded as a LOT. The contractor does not need to provide a quote for this CLIN. The government will set aside funds to this CLIN for potential repairs. As repairs are found that meet the criteria in 7.2/7.3, they will be charged against this CLIN. (Hudson)

2. Lifts, while in the air or moving, is it required to have two people (1-service tech / 1-spotter on the ground? Section 12.3, CONTRACTOR SAFETY added to the PWS.

Work in accordance with DAFMAN 91-203, OSHA 29 CFR 1910, and NFPA 70B, 70E.

From DAFMAN91-203_ACCSUP 24 APRIL 2023 16.5.5.5. “…Whenever a worker is in or on an elevated work platform, at least one person qualified to operate the equipment shall act as a safety observer who will maintain visual or voice contact with the operator from a safe location. (T-0) Exception: Personnel working in or on an elevated boom without a qualified person near the lower-level control panel is permitted if manufacturer’s instructions allows for such operations.” (Hudson)

3. Are the IR exhaust caps to be inspected each year? Yes. Birds are a problem on Offutt and nests tend to get made in the exhaust vents if there is no cap or screen.

(Hudson)

4. Are you providing an equipment inspection check-off list, since there are different manufacturers. The government will provide an inventory template (“IR Heater Report Template DL001.xlsx”), but the contractor is responsible to obtain manufacturer PM schedules/literature. (Hudson)

5. How do we quote the additional 26 IR heaters that could be added to the contract from Flood Rebuild / New Construction work? This is put in to notify the contractor of potential expansion of scope as the south side of the base nears completion. The exact make, model, and quantity will be provided at the time that they are ready to be added in the future. (Hudson)

6. Cost of equipment used to make out of scope of contract " Basic Repairs and Maintenance " is chargeable to the government? What are the different brands of heaters? See Inventory Template “IR Heater Report Template DL001.xlsx”

7. It was noted that the contractor will create a map of the locations of the heaters. Will you provide a blank map of each building for the locations of each heater to be marked? Yes, the government can provide a blank map of each building for contractor use upon award. (Hudson)

8. Please provide a list of the specific software or equipment required to operate different brands of heaters. The PWS has been adjusted in Section 2, Definitions. A laptop and software will no longer be a requirement. If a laptop is needed, coordinate with the shops. See Section 2 and 5.1.2.

9. It was noted that some heaters are locally operated and some are centralized operated. Please provide a list of which heaters are locally operated and which have a centralized location? B491 and B492 have IR heaters hooked up to thermostats.

Most others are believed to be controlled by a panel.

10. It was indicated in the prebid that some heaters will be required to be serviced in the off hours. Which heaters will be required to be serviced in the off hours and what are the hours? B457 Bennie Davis Hangar, B491 Aircraft Mx Dock, and B565 E4 Hangar will be at the mercy of the aircraft schedule. B321 Field House will require coordination with the Facility Manager to schedule around PT Tests and customers.

It is the contractor’s responsibility to protect the flooring and running track. A POC list will be provided in “IR Heater Report Template DL001.xlsx” (Hudson)

11. What are the size constraints on the doors that lifts will have to get through? All buildings are either open or have a rollup door for access. The most difficult will be the B321 units above the pool. (Hudson)

12. In field house how have the units above the pool been serviced previously? To our knowledge, these units have not been serviced due to access issues.

13. Please provide IDIQ list of all repairable items. This is not an IDIQ contract. The government will provide an example pre-priced list of anticipated items. (EXAMPLE - Pre Priced List - Infrared MX - 11 Aug 2024.xlsx)

14. CLIN 1 Fulfillment timeframe:

a. 90 days is a very tight window considering the heating season has already started. Manpower is our primary concern. Understood; will revise PWS from 90 calendar days 120 calendar days. If unable to meet timeline, inform CO and COR immediately. (Hudson)

b. Is it possible that the first-year fulfillment window might be revised: increased to 120 or 150 days? See 14a. (Hudson)

15. Inspection & Report:

a. “Post winter inspection” to be performed by 30 April . The first year would actually be performed mid-heating season. Our experience indicates best practice is to do such inspections “PRE(or mid)-heating season.” Could 2nd – 5th year inspection be revised so that inspection would be performed Aug-Oct timeframe? PWS has been revised so that there is only 1 annual report (DL001), due 120 Calendar days from the start of each year. (Hudson)

16. Repairs:

a. Time and material repairs or quoted repairs completed while already on base for inspection would be significantly more cost effective than quoting work, waiting for approval and returning at later date (with lift cost included) to complete. All parts, components, and consumables totaling up to $75.00 and/or up to 3 man-hours per heater unit shall be the contractor’s responsibility. (7.1, 7.2) (Hudson)

b. Could approval of repairs while onsite performing inspections be an option? For approval of the repairs that exceed the threshold in 7.1/7.2, contractor shall contact the COR and inform the CO. The COR will approve work repairs to $2500.

i. If so, pre-purchasing common parts would be prudent. Are there current equipment lists (brand, model, serial, location) available for reference before bid or before inspections begin? We cannot insist that the contractor pre-purchase parts. However, it is advised that Consumables as mentioned in Section 2 and the pre-priced template be readily available.

// We will be in a much better position after the 1st inspection report. For repairs not yet approved, the parts can be ordered and executed during the off-season. (Hudson)

c. Would a cost (documented) plus markup approach to parts be an option? We are looking to have an agreed upon price for common use parts to expedite repairs.

That is what we are looking for as mentioned in 7.4 (Hudson)

17. Man lifts:

a. During the site visit is was mentioned that having a Safety man on ground is a

REQUIREMENT. (note: This doubles our man hours.). Please confirm. See Question #2.

18. Diesel Boom lifts: are there any rules regarding re-fueling INSIDE hangers? Re-fueling is not authorized inside aircraft hangars. Contractor shall be responsible for any hazmat spills and cleanup. In areas such as B321 where exhaust is a concern, recommend using diesel only when necessary and using battery backup to manipulate the boom. (Hudson)

19. Scissor lifts & Boom Lifts overnight storage: Will we be allowed to charge equipment (base electricity) and store equipment indoors? The government will need to know requirements before considering Government Furnished Space (type/quantity of equipment, electrical requirements, and indoor/outdoor preference.) (Hudson)

20. Can booms and lifts be driven on flightline/roads or do we need to have them loaded on trucks for movement between buildings? If using on base roadways, a follower vehicle must be used with flashing lights. Loading onto a trailer is also acceptable.

(Hudson)

21. Regular and Emergency Service Calls (CLIN 2 & 3): Manlift rental and delivery will greatly increase response times. Does CE have equipment available for contractor use in these situations? The government will not provide lifts in this case. We also do not want to be at the mercy of the rental company every time a lift is needed. It is recommended that the contractor have the lifts readily available and on hand.

(Hudson)

22. Controls:

a. During the Dec2 walkthrough, a comment was made that “turning equipment on/off would be coordinated with Jack” Is Jack your BMS controls contractor?

I do not recall “Jack”. The contractor’s main coordination with the CE Shops would be with Mike Ridley (HVAC Supervisor) and Kitt Jenkins (EMCS Supervisor). This info will be provided in the POC list.

23. During the organized site visit the Owners Rep advised that some are locally operated and others are interfaced to the BMS and for Prime Bidders to coordinate with “Mike”.

a. Please provide contact information for Mike and an explanation of what needs to be coordinated with “Mike”. This will be provided in the POC List.

(Hudson)

24. During the organized site visit I noted most of the heaters are manufactured by Space- Ray or Force-Ray however, all the heaters were not looked at. To that end, please provide a list of all the makes, models and manufacturers that will be serviced during performance of the solicitation. See Inventory Template “IR Heater Report Template DL001.xlsx”

25. Provide Age of Equipment – Equipment age will vary greatly from 5 – 30 years, depending on the building.

26. Please provide a copy off the site visit sign-in sheet Per Contracting, the sign-in sheet is for government use only.

27. 1. For CLIN 1 Fulfillment timeframe: 90 days is a very tight window considering the heating season has already started. Manpower is our primary concern. Is it possible that the first-year fulfillment window might be revised: increased to 120 or 150 days? will revise PWS from 90 calendar days 120 calendar days. If unable to meet timeline, inform CO and COR immediately. (Hudson)

28. For the “Post winter inspection” to be performed by 30 April: The first year would actually be performed mid-heating season. Our experience indicates best practice is to do such inspections “PRE(or mid)-heating season.” Could 2nd – 5th year inspection be revised so that inspection would be performed Aug-Oct timeframe?

PWS has been revised so that there is only 1 annual report (DL001), due 120 Calendar days from the start of each year. (Hudson)

29. Time and material repairs or quoted repairs completed while already on base for inspection would be significantly more cost effective than quoting work, waiting for approval and returning at a later date (with lift cost included) to complete. Could approval of repairs while onsite performing inspections be an option? The AF could allocate funding in advance to expedite repairs. Are there current equipment lists (brand, model, serial, location) available for reference before bid or before inspections begin? Would a cost (documented) plus markup approach to parts be an option. Section 7.3 REPAIR SHARED LIABILITY EXAMPLE has been added to the PWS. Approval for repairs under $2500 may be approved by the COR to expedite repairs. An inventory list will be provided “IR Heater Report Template DL001.xlsx”

30. Please confirm that Safety man on ground is a REQUIREMENT. (note: This doubles our man hours.) The government cannot specifically dictate contractor manning.

Section 12.3, Contractor Safety added to the PWS. Work in accordance with AFMAN 91-203, OSHA 29 CFR 1910, and NFPA 70B, 70E. Also see question #2 (Hudson)

31. Diesel Boom lifts: are there any rules regarding re-fueling INSIDE hangers? Re-fueling is not authorized inside aircraft hangars. Contractor shall be responsible for any hazmat spills and cleanup. In areas such as B321 where exhaust is a concern, recommend using diesel only when necessary and using battery backup to manipulate the boom. (Hudson)

32. Performance Work Statement :

a. Page 13 "7" Repairs states cost of lifts not chargeable . With the amount of heaters on this contract, the government will not pay for a lift to be rented/returned for each and every time a lift is used. The cost of owning/keeping the lift on rent etc. should be baked into the cost of CLIN X001 Annual Reports/PM, X002 Routine Service Calls, and X003 Emergency Service Calls. (Hudson)

b. In other words, equipment costs should be captured in the base price, not assessed for each repair incident. Correct. With this do you mean? All repairs coming from inspection, are we to provide a lift at no cost to the Government? Not necessarily at no cost, the cost should be included in CLIN X001 for the annual inspections and CLINS X002 Routine Calls or CLIN X003 Emergency Calls. We want to avoid a lift being rented/returned for each and every time that a unit must be repaired/maintained. We do not want to be at the mercy of a rental company’s hours and availability in the event of an emergency call (Hudson)

“PM” referenced below in questions means “preventative maintenance” – the question(s) at hand also could also be considered for repairs and/or replacements if applicable.

33. What month / how soon could we start the PM work? This answer weighs heavily on worker availability / forecasting. PM’s can begin anytime or in parallel with the annual inspections, provided they are documented appropriately. PM’s will be billed to CLIN X001 (Hudson)

34. Is there a deadline on repair work? Lead times could come into play and if really far out it could affect scheduling because of anticipated workloads committed to other clients. What’s acceptable? Lead times are what they are. 7.3 updated to state expectations. (Start within 5 business days, complete within 30 calendar days, inform COR if timeline will exceed 30 days.)

a. Are there any ramifications if repairs cannot be made in a timely manner for circumstances that are outside of the contractors control?

35. Will the first year only include one visit to the perform the PM or will there somehow be multiple visits required? PM’s can begin anytime or in parallel with the annual inspections, provided they are documented appropriately. PM’s will be billed to CLIN X001 (Hudson)

36. What is the name of the CO & COR for this project? A POC list will be provided upon award.

37. What happens when a repair is made, but something else immediately fails “downstream” in an operational sequence, meaning there still could be issues when a repair is made but that issue cannot be identified from initial diagnosis without running the unit. In fairness to the contractor, is there any CO / COR leniency for additional downstream repairs, I cannot see that cost can being “eaten” as implied by 4.1.2 item h. Section H applies to the contractor’s initial repair; I.E. if the first burner tube was replaced, the contractor would be responsible for that part and a premature failure of that part. If another component were to fail independently of that repair effort, it would be billed separately.

38. Is there any building or Area where the contractor cannot perform a PM service during normal business hours? If so, please list the building #, the area, and how many unit heaters this effects. All buildings are available during normal business hours to perform PM service. If for some reason they are not, coordination will need to be made with the building POC(s)

39. Is there any building where additional credentials / special access is required in order to perform PM’s? If so, please list each building what the process is to gain access and estimated time it’ll take to obtain entry before work can be performed. Aircraft Hangars will have access restrictions. This includes B306, B307, B457, B491, B492, B493, B517 and B565. Escorts and scheduling will be coordinated with the building owners.

40. What is the process of gaining access to roofs for repair purposes?

a. It was stated during the walk through that roof access was not necessary to perform the PM – please confirm. Roof access will be required to service exhaust hoods/screens. Contractor shall coordinate Roof Access with Facility Manager and COR. See POC List.

41. What happens if the contractor is not given a 48hr notice of a schedule conflict / change and we show up to do the work and are not able to perform the work? Is this circumstance billable? Primary obstacle is with the aircraft hangars, 48 hour notice is not always available due to ever-changing mission requirements. In the case that a building cannot be accessed, the contractor should move on to the next building in the list of heaters to inspect. If there is still a conflict, the contractor will contact the Building POC and COR to rectify the situation. In the matter of a billable contract delay, contact the CO.

42. What happens if we’ve attempted to coordinate a PM but still can’t gain physical access to an area due to area availability and work isn’t completed within the 90day window provided? Deadline has been extended to 120 calendar days. (Hudson)

a. What happens if we have to make alternative plans to access an area, meaning Saturday, Sunday, Holiday work – within the 90 day window? Are case by case changes acceptable? Government will handle requests for alternative work schedules on a case-by-case basis. (Hudson)

b. What happens if we have to make alternative plans to access an area, meaning Saturday, Sunday, Holiday work – past the 90 day window? Are case by case changes acceptable?

43. How much notice does the EMCS need for PM or repair coordination? 48 hours is preferred. (Hudson)

44. Units will always have to be shut down in order to perform PM services. With that in mind, does the execution of scheduling cover the notification of outage to COR? We would like to see your general schedule for what buildings you plan on addressing.

We just need to know which building you will be working in that day, not a notification for each heater. (Hudson)

45. We’d have to use lift rental or scaffold companies to complete PM’s. Would the rental company(s) be subject to entry inspections, like contractors are for work vans? Yes, rental companies would be subject to inspections.

a. Is there a way to bypass or expedite the entry inspections to speed up the entry process, ie badges, pre-vehicle inspections that hold a longer expiration than daily? Use different vehicle type, like an unmarked SUV? Unfortunately, there are no ways to speed up the entry process. All commercial/industrial vehicles such as semi’s, service trucks, delivery vehicles, etc. will be subject to the Search Pit. For deliveries, the driver will need to sign in at the Visitor Control Center. Passenger vehicles, such as an SUV would not be subject to the Search Pit. If a contractor has a Common Access Card, they will be able to sponsor a subcontractor on base. All contractors will coordinate with the COR for their base access badge.

46. What happens in a situation where access to a tube cannot be reached due to location? Example, the next tube in sequence is hanging over a pool and proper rigging is not in place? If the units cannot be accessed from a reasonable attempt with lifts, scaffolding, etc., the COR shall be notified. Its status shall be annotated on the annual report as such.

47. What happens if we can’t gain physical access to an area due to physical obstructions such as a heater head being located right in the middle of a pool, or a plane, a tank, equipment, shelving, supplies, walls, in the way? Trying to get clarification since we saw 3 of 17 buildings, and the pool came to mind.

a. A.) If the answer to #15 is complete at all costs, is there ever a situation where that notion becomes cost prohibitive, ie drain a pool, cover the pool, build a platform over, shut down for a day, etc? Some price delta?

b. B.) At what point is it OK to skip a unit and move on due to constraints given by such examples as 15A? Notify the COR for official approval/disapproval. If a unit is skipped, it must be annotated on the annual report.

c. C.) Could the answer to 15B, be on a case by case bases, meaning that the unit in question will be skipped for the moment and then addressed with CO / COR at the very end of a PM, so we can move on to complete the 90 day deadline and then propose an acceptable resolution that could result in a “change” implying added cost and/or added time? Problem units will be addressed on a case-by-case basis. The PWS has been adjusted to 120 Calendar days.

48. What if there is not an accurate count of unit heaters?

a. Does 0001 indicate line item pricing (lot cost divided by 520) or a lot price

(grand total) to full the unit heaters PM? If line item pricing (cost / 520) this would not allow for the addition of “missed” unit heaters and the implied logistics / time that go along with it, meaning more heaters = more time, which can also imply having to extend lift rentals, additional entries onto the base, equaling added cost beyond what a unit price potentially allows. How can the contractor be compensated for this dynamic, because if there are multiple units in multiple buildings, this cost can add up quickly and can explode the budget. If an undiscovered heater presents itself, it must be annotated on the report as such. The PM’s for that heater would need to be added onto the contract via modification to cover that cost. (Hudson)

49. What do lines 0002, 1002, 2002, 3002, 4002, 5002 represent? Is the unit price supposed to be contractor “regular” hourly rate for a “routine service call”? Section

9.3 is the anticipated CLIN Structure for this contract. Routine service calls would not need overtime as outline in 6.2.

a. A.) What does Qty-60 represent? Quantity 60 represents the number of anticipated routine service calls per year. (Hudson)

50. What do lines 0003, 1003, 2003, 3003, 4003, 5003 represent? Is the unit price supposed to be contractor “overtime” hourly rate for a “Emergency service call”?

Section 9.3 is the anticipated CLIN Structure for this contract. Emergency service calls would need overtime as outlined in 6.1.

a. A.) Where do we enter the hourly rate for “double time”, ie Sundays & Holidays? Overtime pay should be included in the cost of CLIN X003 to cover the emergency response time outlined in 6.1

b. B.) What does Qty-40 represent? Quantity 40 represents the number of anticipated Emergency service calls per year. (Hudson)

51. What do lines 0004, 1004, 2004, 3004, 4004, 5004 represent? How should pricing be applied? CLIN X004 is the money reserved for approved work order repairs to be billed against. Reference Section 7.2.

52. It would be helpful to know at least one typical unit heater model number and average age of the associated unit heater for each location, se we can gain parts prices. See Inventory Template “IR Heater Report Template DL001.xlsx” In order, we have Space Ray, Reflect-O Ray, CoRayVac, Ambirad, and Perfection/Schwank.

a. A.) If unit heater model numbers aren’t available for the initial PM and minor repairs are required as outlined in 7.1. Is it acceptable to categorize this first PM as work order(s) for minor repairs because we would have no way of identifying parts and will have to spend extra time procuring, rescheduling, and potentially coordinating equipment again. No, equipment list will be provided.

b. B.) What if repair parts are not readily available or are obsolete? If repair parts are not readily available or obsolete, this must be annotated in the annual inspection and the COR notified immediately. The government will then consider a way forward.

c. C.) Is there a specific price list available for each unit heater? If so, please share. The government will provide a template, but the pricing data will need to be sourced by the contractor and agreed to by both parties.

53. Is there already a list per building of Asset #, Make, Model, Serial, Mfg date for each unit heater? Yes, except for the manufacturing date.

54. Do we need to budget for government inspections? If so, what kind of time should we anticipate to perform inspections, with reference to 10.3.1? This situation would be if the actual status of the heater differs from the annual report and the government needed to investigate for QA Purposes. This is not anticipated to be a regular event.

55. How high are the unit heaters in Bldg 565? In other projects, an 86” lift had been used in the past.

56. We walked 3 buildings during the site visit, what if there are obstacles identified during the first PM and post contract that would require us to budget more time? If obstacles are encountered, the facility manager and COR must be contacted for resolution.