Atch 5 Q and A as of 27 Mar 23.pdf

FA461323R0005 CCTV Maintenance Questions and Answers REV04 as of 27 March 2023, 1:00 pm

MT:

Question #1: Is this a follow on contract?

Govt’s Answer: Yes, this is a follow on contract for FA461318P0023 CCTV Maintenance awarded in

2018. The new contract will begin 1 September 2023 through 31 August 2028, as a Firm Fixed Price, Base with Four Option Years. Proposals shall remain valid until 1 September 2023.

Question #2: Is the scope of work different from the current contract or just continue to maintain/repair/replace like it has been with the current contract?

Govt’s Answer: The scope of work from the current contract stayed the same but a few adjustments in reporting, invoicing, CLIN structure and procedural clarifications added to the Performance Work

Statement dated 20 March 2023.

Question #3: How are we going to price labor for Attachment 02 Replacement Parts?

Govt’s Answer: Per PWS dated 13 March 2023, CLIN 0001 (and corresponding CLIN OYs) shall be an hourly labor rate to be utilized for maintenance, repair and replacement visits.

CLIN 0002 (and corresponding CLIN OYs) shall be designated as a Not To Exceed Price, with Firm

Fixed Price List for replacement equipment/materials. Pricing on this CLIN is ONLY for materials.

Labor rate shall be calculated per CLIN 0001 (Semi-Annual Visit) and the corresponding option years’s labor rate.

CLIN 0003 (and corresponding CLIN OYs) shall be designated as an hourly labor rate to be utilized for emergency service where contractor is required to report on site within 24 hours of call request (M-Th) and Fridays by next business day.

Attachment 02 Vendor Confirmation Form was revised.

Attachment 03 Replacement Parts List was revised.

Question #4: Were there other offerors in the local area interested?

Govt’s Answer: Yes.

Question #5: Were there a site visit conducted?

Govt’s Answer: No site visit was requested by any offeror in time with the deadline noted in the solicitation.

Q&A as of 20 March 2023:

Govt’s Narrative:

After discussion, the Government’s narrative below addressed all questions received but also highlighted the revisions made to this solicitation. We greatly appreciate the questions submitted as it made us looked at our requirements more closely. We hope that the clarification provided defines the level of work expected on this follow-on contract. Additionally, the CCTV system has been on an uninterrupted maintenance schedule for the past five years.

This will be the NEW and final CLIN structure for this solicitation:

CLINS 0001, 1001, 2001, 3001, 4001: Semi-annual inspection and preventative maintenance @ 2

Jobs each service year.

This CLIN ONLY covers semi-annual routine maintenance/inspection of the system in conjunction with the work listed in the PWS dated 20 March 2023, para 1.1. “Each semi-annual visit includes full maintenance and responsibility for the equipment identified in Appendix A. Except for those services identified for total equipment replacement and emergency calls, the fixed price includes all inspections, maintenance and minor repairs (no replacement, alterations to existing equipment).”

Additionally, para 1.2 describes what is included in this CLIN and defines what preventative maintenance includes:

1.2. Provide Preventive Maintenance Inspection/Service (PMI/S) on a semi-annual basis, for all

DVRs, camera, UPS units, and associated/miscellaneous equipment. The expected service is to provide:

▪Clean filters

▪Adjust, focus, and set cameras

▪Check/repair connections

▪Correct maintenance prob

This CLIN does NOT cover any new/replacement equipment.

CLIN 0002, 1002, 2002, 3002, 4002 Equipment and Labor is a Not to Exceed (NTE) amount set by customer based on availability of funding. Unused funds shall be deobligated at the end of the service year.

This CLIN shall be used for replacement equipment costs and associated routine labor hourly rate.

At the conclusion of the semi-annual preventative maintenance visit, contractor will provide the Contract

Administrator a service log along with a recommendation of parts that need to be replaced and provide a quotation for this repair. All parts, labor and any other costs associated with this effort with a complete breakout of costs, will be detailed as in the example provided in the NEW Attachment 06: Contractor

Quote Example. Contractors are free to use a quote format they wish HOWEVER, the items listed in the example must be included. NO work under this CLIN shall be preformed UNLESS quote is approved by the Contracting Officer, and the contractor is given the go ahead to perform the work. Please note, per the

PWS, contractor must complete approved repair/replacement withing 30 calendar days from notice of approval. Any work to include ordering parts without approval, will be at contractor’s expense.

In Attachment 02 Cost Proposal, it breaks down equipment and labor costs for CLIN 0002. The equipment costs are for evaluation purposes only. This price list shall be utilized in the determination of fair and reasonableness of the offeror’s proposal. During the technical evaluation of the proposal, offeror may be asked to provide the brand name for the basis of CLIN 0002 (and corresponding years) pricing. If offeror becomes the awardee, this price list shall be compared to the awardee’s equipment replacement costs with consideration to current market conditions.

Under the same CLIN is a Routine Labor Hourly Rate. This routine labor rate shall be firm fixed price and shall be the basis of the routine hourly labor rate utilized for all equipment repairs/replacements for each corresponding year. Multiplier utilized in Attachment 02 does not reflect actual hours for repairs and is used for evaluation purposes only.

CLIN 0003, 1003, 2003, 3003, 4003: Emergency Visit services: 20 Hrs.

The Government understood the costs it takes to report within 24 hours ON SITE at FE Warren AFB, WY per PWS para 1.8., hence, the Contractor shall be authorized to invoice for a minimum of one (1) hour for any emergency service call. This emergency labor hourly rate is expected to vary from the routine labor hourly rate due to urgency of response, whereas, a repair is scheduled and coordinated days in advance. If video footage retrieval takes 1 minute to 60 minutes, the contractor may invoice for one full hour. Should work exceed 60 minutes, the contractor shall invoice in 15-minute increments.

The Contractor will need to have a signature verification as specified in the PWS. Work performance shall begin at the agreed upon appointment time/meeting time with the Government representative (or

COR) and performance shall conclude at handover of materials requested and when facility has been secured. The contractor’s offer should be based upon the information above and include all costs for effort, as separate trip and transportation costs shall not be authorized.

Attachments for Amendment 02:

Atach 1 PWS 20 March 2023

Atach 2 Cost Proposal

Atach 3 Mission Essential Ktr Svc Plan

Atach 4 WD 2015-5405 27 Dec 2022

Atach 5 Q&A Rev04 as of 20 Mar 2023

Atach 6 Example Contractor Quote

Question #6: Amendment 01 included a new pricing worksheet that offerors are to fill out and return with bids. It appears in CLIN 0001 that the Government is looking for an hourly rate for 32 hours of work for the entire semiannual preventive maintenance for the ten buildings'-worth of cameras and associated systems. This is not the amount of hours that we have estimated to complete the PWS. A rate given here to be multiplied by 32 would necessarily be fairly large in order to accommodate the costs, on a FFP basis, for completing the work detailed in the PWS. We wonder if this is your intention here or not. Originally you had a lot of 1 priced out for this CLIN. Also, the out-years (CLINS 1001, 2001, etc) all exclude the language in CLIN 0001 regarding inputting an hourly rate, but have 32 as the multiplier in their relative rows. It is our assumption that there is a clerical error at play here. Please verify and confirm the Government's intent for this worksheet.

Govt’s Answer: Pricing worksheet has been updated to reflect CLIN 0001, and associated years, as 2

Jobs, based on the re-write the CLIN Structure and Description. See Attachment 02 Cost Proposal of

Amendment 02.

Question # 7: Section 6 and Attachment 2 both Exclude building 838, however Building 838 is referenced in Appendix A with regards to the DVR storage. Can you please confirm if Building 838 should be included or excluded in our bid?

Govt’s Answer: PWS dated 20 March 2023 reflects the appropriate locations. Vendor Confirmation

Form was removed.

Question # 8: Appendix A- references DVR/ NVR storage with digital quality and pixelation for

"facial recognition". Facial recognition is a specific industry term that can often correlate with facial detection that is used to track and identify individuals. This often requires specific cameras, NVRs and a variety of components to accomplish. If facial recognition systems will be needed as replacements it likely will require all associated cameras to be upgraded when a new DVR is deployed to meet these requirements. Can you confirm the purposes of this solicitation with regards to the new equipment and the mention of “facial recognition" is intended to obtain the best quality image of faces and people based on the current system's capabilities and not a true facial recognition system?

Govt’s Answer: Government DOES NOT want facial detection technology. The intent is to have all cameras installed with high quality pixelation so that investigators can get a clear picture of a subject’s face. Cameras should have the ability to provide quality image so that people’s faces, objects and surrounding may be discernable and recognized. Government does not want technology that connects to any system/program which runs suspect faces through a database. Government has reworded the statement in the PWS dated 20 March 2023.

Question #9: Attachment 2, CLIN 0001 has an hourly limit of 32 total hours. Can you please elaborate on the intention of this hourly amount- Is it safe to assume this is intended for the two semi annual maintenance each year and to replace the equipment indicated in Attachment 3?

To further clarify Attachment 2, CLIN 0001, if all 32 hours are used up before the second semi-anual maintenance is set to be scheduled, and no additional funds are approved, would the vendor be exempt from performing the second visit that they are contractually obligated to perform since all of the labor funds were exhausted?

Govt’s Answer: CLIN 0001, along with associated years of said CLIN, have been re-written to be “2

Job.” Therefore, the contract will be fully funded for that CLIN at time of award. The expectation is for the offeror to bid on this CLIN, based on two semi-annual maintenance visits. Repair labor hours shall be captured under routine labor hourly rate corresponding to CLIN 0002 (and succeeding years). This routine hourly labor rate is Firm Fixed Price per offeror’s pricing for each service year.

Question #10: Attachment 2, CLIN 0001 and CIN 0003, please clarify how the hours should be logged, can you confirm if that time begins when a vendor arrives at the gate and subsequently leaves the base? Assuming any delays gaining entry to the base are billable by the vendor? Most industry standards permit a 2 hour minimum arrival for all service calls, or a trip fee and labor onsite. How does the government anticipate these hours to be logged and will they permit either a trip fee and billable time onsite or a minimum number of hours for every visit?

Govt’s Answer: CLIN 0001, will not require an “in/out” time. Price is for 2 Job, therefore, the contractor is expected to complete all maintenance/inspection inclusive of CLIN 0001 offered price

(including transportation costs). The inspection/maintenance schedule still needs to be coordinated and submitted to the COR/CO at least two weeks in advance. If the COR cannot stay with the contractor throughout the duration of the maintenance, the contractor is expected to call Dorm

Office/Unaccompanied Housing or the CO, to inform the parties that maintenance has been completed for the day. Refer to PWS dated 20 March 2023, para 1.8, for emergency calls.

Question #11: Attachment 2, CLIN 0002 Calls out the equipment that needs to be replaced, to clarify, that should be the total amount calculated on Attachment 3 without any labor costs, and the labor will be calculated on CLIN 1?

Gov’ts Answer: Price List has been revised in Attachment 2 Cost Proposal. Please disregard prior versions. This cost proposal takes into account two labor hourly rate. Under CLIN 0002 Routine Hourly

Labor Rate, is for labor utilized for approved repairs/equipment replacement requests. Under CLIN 0003

Emergency Hourly Labor Rate, is for labor utilized for 24 hours ON SITE response for video footage download. Both rates are firm fixed price per offeror’s cost proposal under each corresponding service year.

Question #12: Attachment 2, CLIN 0002 Would the Government accept the semi-annual visits and emergency visits quoted at a maximum number of hours on CLIN 0001 and 0003 and permit the parts list to include the labor, shipping and misc components associated with each device? This may be more adventitious for effective budgeting of the repairs through the year, as replacing some devices may encounter unforeseen challenges that will increase the number of hours spent for the repair. Quoting on a Time and Materials basis, as the solicitation is currently written will have a hard stop limit of all time spent on repairs so it is possible approved repairs may not be completed if the allotted hours are exhausted. Alternatively, if the repair line items include labor, then that cost will be fixed regardless of the amount of time it takes to replace a device. Additionally, a challenging repair that requires extensive troubleshooting will likely absorb the maintenance hours and other approves parts repairs.

Gov’ts Answer: See Answer to Question #11.

Question #13: Attachment 2, CLIN 0002: If this requirement cannot be changed and parts/ labor need to be quoted separately as indicated in the solicitation, can you elaborate on how the

Government plans to handle cases where several parts have been approved with the associated, yet separate line items for labor and the repair takes longer than quoted? Will the vendor be permitted to stop work until additional labor can be approved and if the additional labor is not approved, would he Government accept billing for the approved parts with just the approved labor, even if the repair could not be completed because the additional time wasn’t approved?

Gov’ts Answer: Per PWS dated 20 March 2023, para 5.8, Repair/Equipment replacement recommendations by the contractor, “The repair recommendations shall have, at a minimum, justification for repair and a breakdown of individual equipment costs, and routine labor rate/labor hours. All costs with replacement parts shall be itemized. CO shall determine fairness and reasonableness based on current market conditions and in comparison to offeror’s cost proposal. Routine labor hourly rate is firm fixed price per the terms of the contract (CLINS 0002, 1002, 2002, 3002, 4002).

It is recommended the contractor submit the “Contractor Quote” form per the contract, however, contractors my utilize their own form as long as the required information is included.”

Attachment 02 Cost Proposal has been revised to reflect these changes. Equipment Price List is not firm fixed price but routine hourly labor rate is. The Government’s expectation is that this price list will be used as a basis for price reasonableness when the offeror becomes the awardee. The CO will consider the offeror’s price list and current market conditions, in the approval of equipment replacement costs.

Question #14: Section 1.1- Semi-Annual Visits: To clarify, the amendment changed this from an hourly rate to a flat rate for two visits per year?

Govt’s Answer: Yes. Per PWS dated 20 March 2023 Section 1.1, each semi-annual visit includes full maintenance, inspection and minor repairs (no replacement or alterations to existing equipment).

Question #15: Section 1.3 and 1.7- Repair quotes: To clarify, any parts we recommend to be replaced should have a breakdown of parts and labor?

Govt’s Answer: Yes. Per Attachment 06, recommended format for detailed equipment replacement and routine labor hours expected for the repair. The labor associated with all routine repairs is noted as FFP

Routine Hourly Labor Rate under CLIN 0002 (and corresponding option years) in Attachment 02 Cost

Proposal.

Question #16: Attachment 2 “routine labor rate”: To confirm, the 8 hours requested here is simply to have an hourly rate on file, and we’ll need to quote per the requirements in 1.3 and 1.7 for any labor associated with a repair quote and that may exceed the 8 hours allocated in Attachment 2?

Govt’s Answer: Per Attachment 02, worksheet instructions, the multiplier used is for evaluation purposes only and does not reflect actual labor hours for repairs during the service year. This CLIN is a not to exceed amount and shall be deobligated if funds are not utilized during the service year. FFP noted in the description is Routine Hourly Rate FFP $____________ per hour. Understanding this point, yes, if you have multiple repairs that take more than 8 hours, you can note that in the quote provided after each routine maintenance visits.

Question #17: With regards to quoted labor on the repairs, if the work takes longer than quoted, can you confirm if the vendor should stop work until additional hours are approved, and if they are not approved, will the vendor be allowed to bill for all incurred costs (parts and approved labor)?

Govt’s Answer: As the experts on the field and on the equipment, quote (provided AFTER routine maintenance visit) submitted at time of repair as approved by the CO, shall be FFP. Offeror’s equipment pricing at time of proposal (provided in response to this solicitation) shall be utilized to determine price reasonableness. The contractor and the Government share the risks involved. The contractor is incentivized to perform work efficiently and the Government does not recoup labor costs if contractor finishes early. Vice versa, if the contractor exceeds work hours, the Government should not be penalized and charged additional costs. No parts will be replaced without first being approved.

-- E.g. – Electrician provides quote on a service (say to install new light fixtures). Homeowner, either accepts or rejects, prior to start of service. Homeowner does not get reimbursed if electrician finishes early or charged extra, if electrician takes longer.

**As for emergency calls, contractor is expected to REPORT ON SITE within 24 business hours. COR will record start (scheduled meeting time) and end times of service. The emergency labor hourly rate is charged at a minimum of one hour per emergency visit; and in increments of 15 minutes, thereafter.

Question #18: If the contractor quotes 2 hours to replace a camera and it only takes them 1 hour, they can still invoice for the full two hours quoted? And on that note; if the work takes 3 hours, they are only to invoice for 2?

Govt’s Answer: As previously mentioned, the Government and the contractor share the risks when approving repair costs but the Government is relying on the Contractor’s good faith and price reasonableness for repair service performed. The Contractor has to coordinate repair schedule with

CO/COR. The date and time of repair is recorded. It is only prudent that the Contractor also contacts the

CO/COR after completion of repair work, especially if the dormitories have to be secured prior to completion of repair service.

***If the Government sees a trend that the Contractor is abusing this process and overestimating labor hours when we do random performance checks on these repairs, this will impact contractor’s performance assessment. The Government also has the ability to consult with industry to determine expected labor hours for specific repair services performed prior to CO approval of repair and/or after completion of work. The CO has discretion to add an entry into CPARS to warn other federal agencies of the contractor’s unacceptable business practice and may result in nonrenewal of option years.

Question #19: How the labor hours are to be reported for repairs?

Govt’s Answer: Per PWS para 1.1/1.7/5.8, this addresses how routine repairs are reported and accounted for. Contractor will inspect all systems during the initial visit as part of the full service semi-annual maintenance; create a list of recommended repairs; provide quote of repairs to include routine labor rate

(flat routine hourly labor rate per proposal) and preferred template per Attachment 06 Contractor Repair

Quote Example. CO reviews labor and parts costs. CO approves/denies. These costs will be FFP for the specific repair request. Contractor proceeds with repairs upon CO approval of repair costs.

Attachment 02 Cost Proposal covers CLIN 0002 – Flat Routine Hourly Labor Rate, is FFP for all routine repair labor rate.

E.g. Replacing 5 cameras and a DVR for 9 hours work: If labor is $50 per hour x 9 hours = $450 for labor. Material costs of 5 cameras and DVR will be reviewed for price fairness and reasonableness based off of contractor’s initial materials proposal costs (in Attachment 02 CLINS 0002 and corresponding years), with consideration to current market conditions.

Question #20: Can repair labor and parts be combined on the same line item for repair cost estimate?

Govt’s Answer: No. Per PWS para 5.8 and Attachment 06 Contractor Repair Quote Example, the contractor at a minimum, shall provide justification for repair; breakdown of individual equipment costs, and routine labor rate and labor hours.

Historically, the CCTV system routine repairs/replacement has taken no more than one business day to complete. Contractor is expected to check with CO/COR after completion of repairs at the end of the duty day to inspect that appropriate equipment has, indeed, been replaced and are fully operational. The

Government has the right to inspect contractor’s work performance with random site checks.

In the commercial marketplace, service repairs are inspected prior to acknowledgement that work has been completed. The same is expected by the Government. The CO/COR shall verify work repair completion either by physical inspection or random site visits, prior to payment of service. The contractor shall provide post service maintenance records/repair reports/item inventory, if requested by the

CO/COR, at anytime throughout the duration of the contract.

Question #21: There are often issues that can’t be fully assessed until the repair begins, this is especially the case with head-end replacement items that are not working at the time of the assessment.

Govt’s Answer: Per PWS, the contractor recommendation for repairs is expected AFTER the full service semi-annual maintenance, therefore, the contractor (as equipment experts) is expected to know the conditions of each equipment and reasons for operational failure as required under CLIN 0001 Semi-

Annual Full Service Maintenance FFP. Consequentially, the inspection of each equipment per the contract is also addressed under CLIN 0001 and not part of repair costs.

Question #22: Please explain ‘flat rate labor’ only quoted hourly. It sounds like we are to estimate a number of hours of labor for that task and we are permitted to bill ONLY those number of hours, no more, no less- regardless of how long the repair tasks.

Govt’s Answer:

CLIN 0001 Full Service Maintenance to include inspection and minor repairs (e.g. repositioning or remounting a camera without equipment replacement during semi-annual maintenance).

CLIN 0002 NTE Routine Repair– cost material estimate (not FFP, only used for evaluation and comparison to awardee’s repair estimates) and FFP routine hourly labor rate. How much is the technician’s hourly labor rate to get repairs completed during normal duty hours, inclusive of other transportation/administrative cost of the offeror.

CLIN 0003 NTE Emergency Call – report onsite within 24 hrs, minimum 1 hour invoiced with 15 min increments thereafter.

Example Repair Cost Request:

Replacement is needed for 5 cameras because ………

Surevision Cameras - $500 each x 5 = $2500.00 (your proposal should also have surevision camera – maybe you priced it at $480.00 at time of proposal) – We will do our due diligence to compare what was in the proposal versus what is quoted for the repair vs market price.

FFP Routine Hourly Labor Rate (per proposal) - $60 Labor Hours: 5 hrs

Total Costs for Routine Repair: $2500 materials + $300 labor = $2800 billed under CLIN 0002 – 1 Job.

**Emergency labor rate is different since that is 24 hrs on site and minimum 1 hour billed and 15 mins increments thereafter.

Maybe this rate you will start at $100 per hour instead.

FFP Emergency Hourly Labor Rate (per proposal) - $100

Video Footage start time: 9:00 am scheduled meeting time

Video Footage recorded end time: 10:20 am COR signed off

Total Costs for Emergency Request: $150.00 billed under CLIN 0003 at 1.5 hrs.

Question #23: Clarify purpose of itemizing costs for materials:

Govt’s Answer: Materials are not FFP, however, contractor shall provide name brand used as the basis for offeror’s materials pricing. To determine price fairness and reasonableness during the service year when repair of materials is warranted, the CO reviews price indices to compare open market materials pricing versus offeror’s initial material pricing proposal versus awardee’s materials repair request.

The Government has plenty of market research tools at our disposal and can easily determine what is the current market price for commercial items. Negotiation for repair cost estimate may happen if CO does not agree with the contractor’s repair pricing.

Question #24: Can you provide a current maintenance report that would reflect the last semi-annual visit with maintenance performed and recommended upgrades?

Govt’s Answer: Equipment breakout (other than those listed in Appendix A), maintenance reports, software version shall be provided to the awardee.

Question #25: Per CLIN 001, will the semi annual maintenance visit include software patches and version upgrades.

Govt’s Answer: No software patches and software upgrades needed.

Question #26: Confirm the solicitation is only for maintenance to current system and not replacement of system.

Govt’s Answer: Only maintenance as well as “equipment replacements on as needed basis” will be provided with the contract. No entire CCTV system overhaul shall be allowed.