Atch 7 - Q and As (as of 09APR24).pdf

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Solicitation FA461324R0005 – Active Vehicle Barrier (AVB) Maintenance

Q&A (09 APR 24)

Questions and Answers as of 09 Apr 24

Question One (Q1):

Q1. Document Solicitation - FA461324R0005.

The period of performance for CLINS 0001 and 0004 is listed as 1 Jul 2024 – 30 Jun 2025, but the quantity for each CLIN is shown as 3 months. Please clarify how many preventive maintenance services are included in the base year. Is the expectation for bi-monthly services of PMs?

Q1 Answer: The Full Preventative Maintenance and Inspections (FPMI) services are expected to be performed bi-monthly on schedule for the following months of each service period: July, September, November, January, March, and May.

CLIN 0001 shall be for bi-monthly performance on: (July, September, November) Gate One (1). Four (4) Barriers total.

Gate Two (2). Two (2) Barriers total.

Weapon Storage Area (WSA). One (1) Barrier total.

Seven (7) Total Barriers.

CLIN 0004 shall be for bi-monthly performance on: (January, March, May) Gate One (1). Four (4) Barriers total.

Gate Two (2). Two (2) Barriers total.

Weapon Storage Area (WSA). One (1) Barrier total.

Gate Five (5). Three (3) Barriers total.

Ten (10) Total Barries.

Question Two (Q2):

Q2. Document Solicitation - FA461324R0005.

The period of performance for CLINS X001 and X004 is listed as 1 Jul 202X – 30 Jun 202X, but the quantity for each CLIN is shown as 6 months. Please clarify how many preventive maintenance services are included in the option year performance periods. Is the expectation for bi-monthly services of PMs?

Q2 Answer: The Full Preventative Maintenance and Inspections (FPMI) services are expected to be performed bi-monthly on schedule for the following months of each service period: July, September, November, January, March, and May.

Question Three (Q3):

Q3. Document Solicitation - FA461324R0005, page 3.

CLIN 0004 is for “Full Preventative Maintenance and Inspection (FPMI) for seven (7) Barriers in accordance with the Performance Work Statement (PWS)”, but Attachment 6 lists 10 total barriers.

Which seven (7) Barriers of the total ten (10) Barriers will have the FPMI during this performance period?

Q3 Answer: Please refer to page 22 of Attachment 1 - Performance Work Statement (PWS) for Appendix C – Barrier System Chart. The Barriers located at Gate 5 will not be incorporated into the contract until after 07 Dec 2024, due to their warranty. As a result, the remaining Barriers are the seven (7) that will require FPMI services under CLIN 0004:

Gate One (1). Four (4) Barriers total.

Gate Two (2). Two (2) Barriers total.

Weapon Storage Area (WSA). One (1) Barrier total.

Seven (7) Total Barriers.

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Question Four (Q4):

Q4. PWS, page 9, Table 2-1: Services Summary, Performance Thresholds, SS-1, Perform Preventive Maintenance.

Please confirm the Government’s intent for the limit of 1 discrepancy per FPMI.

Is that stating that all FPMIs must occur as scheduled, that no more than one technical finding is permitted per FPMI, or is there another intent for this metric?

Q4 Answer: The Government’s intent for the limit of 1 discrepancy per FPMI is for the performance of the FPMI.

Example A: Incorrect maintenance performed on a barrier would be considered a discrepancy.

Example B: If an FPMI cannot be performed as scheduled, then advanced notification is to be provided to the COR/CO. This would not be considered a discrepancy.

Example C: If an FPMI cannot be performed as scheduled, and late or no notification is provided to the COR/CO, then this would be considered a discrepancy.

Question Five (Q5):

Q5. PWS, page 22, Appendix D, X003-Painting states, Sandblasting & Full Repaint 1.5 hours and Full Repaint 1 hour per barrier. Please confirm if the Option Year repaints are a full sandblast and repaint of all 10 barriers, or just touch up repaint per manufacturer recommendations.

Q5 Answer: The Option Year repaints are for full repaint of all ten (10) barriers. Not touch ups and no sandblasting.

Question Six (Q6):

Q6. PWS, page 22, Appendix D, X003-Painting states, Sandblasting & Full Repaint 1.5 hours and Full Repaint 1 hour per barrier. Please confirm the Government wants the successful offeror to sandblast and repaint all 10 barriers each year, including ones shown as being installed in 2023.

Q6 Answer: The Government requires a full sandblast and repaint of all 10 barriers in the Base Year only. The following four (4) Option Years require full repaint.

Question Seven (Q7):

Q7. PWS, page 22, Appendix D, X003-Painting states, Sandblasting & Full Repaint 1.5 hours and Full Repaint 1 hour per barrier. Please confirm 1.5 hours or 1 hour for basis of bid. A full repaint with sandblasting and drying time will take much longer than indicated, and the barrier(s) will not be usable while drying. Should offerors price in the time specified in the RFP, or the time required to perform the work per manufacturer recommendations?

Q7 Answer: The 1.5 hours and 1 hour are estimates for each barrier’s paint/corrosion control in the Base and Option Years, respectively. These estimates are for the time spent sandblasting and/or painting one barrier. Offerors should price in the time specified in the RFP and the Attachment 2 – Contractor Worksheet.

Example: For CLIN 0003, the Contractor Worksheet requires the fill-in for the Sandblast & Repaint of 10 Barriers.

As a result, the input would be the total 15 hours spent for all 10 barriers of that service.

Question Eight (Q8):

Q8. PWS, page 5, Paragraph 1.1.7.1 requires the contractor to coordinate with the COR and Security Forces per paragraph 4.3, but there is no paragraph 4.3 in the PWS. Is it the expectation of the Government to require the contractor to coordinate with multiple Government agencies to schedule work, or will the primary contact be the COR?

Q8 Answer: Please refer to page 11 of the PWS for paragraph 4.3. Location/Hours of Operation. The primary contact will be the COR. Schedule coordination must be confirmed by all three parties.

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Question Nine (Q9):

Q9. PWS, pages 7-8, Paragraph 1.7. Is the expectation for the contractor to provide the Government a hard copy, or is electronic transmission of the requested information acceptable, assuming the document has sections clearly labeled?

Q9 Answer: All documents are to be electronically transmitted only. Please refer to page 51 of the Solicitation (Conformed).

Question Ten (Q10):

Q10. PWS, page 9, Table 2-2, Contract Data Requirements List (CDRLs).

Are exceptions permitted for the 10-day requirement on Safety Data Sheets for emergency responses or upon contract award to permit immediate response?

Q10 Answer: Emergency responses will require the Safety Data Sheet(s) to be submitted with the Over and Above Work Proposal (within 24 hours after responding to an emergency call).

Question Eleven (Q11):

Q11. PWS, page 9, Table 2-2, Contract Data Requirements List (CDRLs). Please confirm if the requirement to submit Over and Above Reports within 24 hours of an emergency response call is accurate, or if that is intended to be 1 business day as defined in Paragraph 4.3.

Q11 Answer: The Over and Above Reports are due within 10 business days. The Over and Above Proposal (for an emergency service call) is due within 24 hours after responding to an emergency service call.

Per paragraph 4.3.2., “The Contractor shall perform emergency repairs required under this contract within 24 hours of request.” The Government does not consider “within 24 hours of request” to define “one (1) business day”.

Question Twelve (Q12):

Q12. PWS, Page 15, Paragraph 4.11.2.1, Electrical Requirements. Please define the maintenance and service electrical work requiring Wyoming electrician license. Is it the Government’s intent that no FPMI or other work can be performed on these barriers unless a licensed electrician is on site? This is not standard throughout the industry, as most FPMI work is performed by AVB technicians and other workers with different expertise and lower pay scale.

Q12 Answer: In the event electrical work is required to be performed on the barriers, a State Licensed electrician with a license from any of the 50 United States would perform the work. Examples of electrical work are wiring, replacing damaged wiring, etc. The Government does not intend to restrict performance of FPMI or other work with the requirement of a licensed electrician if electrical work does not require performance.

Question Thirteen (Q13):

Q13. PWS Page 10, Table 2-2, Item A002. Please consider adjusting the requirement for Wisconsin electrical licensing to be included in the contractor’s proposal unless the intent is to mandate only local companies may propose on this solicitation. Obtaining licensing through reciprocity is relatively simple if awarded the contract but is an unnecessary expense to incur as part of a solicitation.

Q13 Answer: The Government has considered this request and determined the electrical license requirement to be changed to require an Electrician License/Certificate of Fitness from any of the 50 United States of America. The skill level requirement remains the same and State equivalents will be accepted.

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Question Fourteen (Q14):

Q14. PWS, page 18, Paragraph 5.1, Security Requirements. How long will passes remain valid once issued?

Q14 Answer: Base Badges are valid one year from the date of issuance or as determined by the Contracting Officer.

Question Fifteen (Q15):

Q15. PWS, page 6, Paragraphs 1.2.4.1.2 and 1.2.4.2.2 as they relate to PWS, page 18, Paragraph 5.1, Security Requirements. Does the response time count when the contractor arrives at the gate for access, or when they arrive at the specific AVB needing service?

Q15 Answer: The Response Time requirement of “within 24 hours” begins from the time of notification. The performance response time begins when the contractor arrives at the AVB that requires service.

Question Sixteen (Q16):

Q16. PWS, page 20-21, Appendices A and B. Both Appendices define Additional In Scope Work (AISW), but that term is not used elsewhere in the PWS. How will AISW be requested, proposed, authorized, and invoiced?

Q16 Answer: Additional In-Scope Work (AISW) will be removed from the PWS. There is no expectation for its use. In the rare event AISW is used, the process will remain the same as Over and Above Work.

Question Seventeen (Q17):

Q17. Atch+6+-+AVB+Specs+Summary+Only, Active Vehicle Barriers list contains two barriers that have an installation date of 2023. When does the construction warranty end, if still under warranty?

Q17 Answer: Please refer to Appendix C, page 22 of the PWS. The warranty for the AVBs of Gate 5 will expire 7 Dec 2024.

Question Eighteen (Q18):

Q18. Atch+2+-+Contractor+Worksheet requests pricing for the Engineer Technician Lead III and Engineer Technician II. Should the contractor assume that only the Engineer Technician Lead III and Engineer Technician II will be paid, and no additional personnel may be included in invoicing for any service? Are contractors able to propose different labor categories more consistent with workers to be used on this contract, or listed on applicable GSA contracts?

Q18 Answer: Any additional personnel, any different labor categories proposed, and reference(s) to applicable GSA contracts should be annotated in the Solicitation’s CLINs. (**Additional personnel & labor roles are optional, and may/may not affect the total evaluated price (TEP)).

When utilizing the Attachment 2 – Contractor Worksheet, there are no separate line items/labor categories for administrative requirements. Incorporating administrative costs into the Contractor Worksheet is will not show any distinction of labor roles on the form as it is currently formatted and will affect the TEP.

Example:

CLIN Description Labor Roles Associated 0001 Full Preventative Maintenance and Inspection

(FPMI) of 10 Barriers Lead Barrier Technician Barrier Technician

0002 Over and Above Work Lead Barrier Technician Barrier Technician

0003 Paint/Corrosion Control Painter/Corrosion Control

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Question Nineteen (Q19):

Q19. Atch+2+-+Contractor+Worksheet states Estimated Average Hours. What is the intent of this document if pricing must be entered in the CLIN pricelist provided in the Solicitation document? If the Contractor Worksheet must be provided as part of the proposal, are offerors able to change assumptions such as labor categories and hours required to perform work?

Q19 Answer: The Government’s intent for Attachment 2 – Contractor Worksheet is to obtain a cost proposal reflective of historical average hours while utilizing a standardized multiplying factor. If there are differences between Attachment 2 and the pricing entered in the Solicitation CLINs, annotations of such differences should be included.

The Hourly Wage rates inputted will be Firm Fixed-Price, according to each service year.

Question Twenty (Q20):

Q20. Atch+2+-+Contractor+Worksheet states Estimated Average Hours. How will contractor invoice if technicians are onsite for more or less than the estimated average hours in a performance period? Is this a time and materials contract where the successful offeror will have to document all hours on site?

Q20 Answer: This will be a Firm Fixed Price (FFP) award. The Estimated Average Hours are to be utilized as a standard multiplier for evaluation purposes only. For Routine or Emergency Service Calls, the Awardee shall provide an Over and Above Proposal with detailed materials and labor costs for CO determination of fair and reasonable pricing, prior to commencement of work.

Question Twenty-One (Q21):

Q21. Please provide information on the equipment to be included in this solicitation.

While the equipment details could potentially be obtained during a site visit, participation is not required to bid on this solicitation. Please provide pictures of the equipment included in this solicitation, specifically photos of the barriers, manufacturer name plates with the model & serial numbers, Hydraulic/Electric Power Units (HPU/EPUs), controls panels, signal devices, and the surrounding areas (work conditions) would allow offerors to more accurately determine the level of effort needed to perform tasks associated with the SOW.

Q21 Answer: The Specifications of the barriers are provided via Attachment 6 – AVB Specs Summary Only (provided upon request via DoD SAFE Link). A Site Visit was offered for Vendor utilization, but attendance is not required to submit a proposal on this solicitation. Requested pictures, serial numbers, and etc. will not be provided.

Question Twenty-Two (Q22):

Q22. What is the date of the last preventive maintenance (PM) service?

Q22 Answer: Projected last PM service is April 2024.

Question Twenty-Three (Q23):

Q23. What type of service was the last preventive maintenance? (monthly, quarterly, semi- annual, annual)?

Q23 Answer: Quarterly.

Question Twenty-Four (Q24):

Q24. For scheduling purposes, when was the last annual PM conducted?

Q24 Answer: No annual PM. Prior maintenance contract conducts quarterly PMs and still ongoing. Refer to Contract Number FA800319DA001; Task Order FA461322F0021.

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Question Twenty-Five (Q25):

Q25. Who performed the last PM service?

Q25 Answer: Unable to provide Contractor information. Refer to contract number in Question 26.

Question Twenty-Six (Q26):

Q26. Please provide the service contract number and contractor contact information if previous preventive maintenances were reoccurring.

Q26 Answer: Prior PMs were performed quarterly. Prior Contract Number FA800319DA001; Task Order

FA461322F0021.

Question Twenty-Seven (Q27):

Q27. Document Solicitation+-+FA461324R0005. The price list does not include a 6-month extension period, but Atch+2+-+Contractor+Worksheet does. What is the expected period of performance for this contract, and where should offerors submit pricing for the Government’s evaluation?

Q27 Answer: The expected period of performance for this contract is: 1 July 2024 – 30 June 2029; for Base and all Option Years.

The purpose of including the 6-month extension period in Attachment 2 is to provide a total estimated price relative to Option Year Four (4), in the rare event that the 6-month extension period is required to be exercised. The Government will be evaluating prices from Attachment 2. Prices filled in the Solicitation’s CLINs will be evaluated as well.

See section L on page 51 of the Solicitation (Conformed) for instructions on how to submit the proposal.

Question Twenty-Eight (Q28):

Q28. If there is a 6-month extension period, is it the Government’s expectation for an annual PM service to be included in the 6-month extension period?

Q28 Answer: The 6-month extension period is not a guaranteed Option. The Government reserves the right to exercise this extension for up to 6-months for mission necessity. If, in the rare event, the 6-month extension period is exercised, the number of PMs in CLIN 5001 are the PMs expected to be performed on schedule (bi-monthly), per Para.

1.4.1.1. in the PWS.