Questions_2_Draft_RFP_Questions_JBLE_BOS_FA4800-12-M-SE04.pdf

JBLE BOS Revised Draft PWS/Draft RFP Questions

Solicitation Number FA4800-13-R-0004

Reference:

TECHNICAL EXHIBIT 1-001 PERFORMANCE REQUIREMENTS SUMMARY

Question 1

The “method of sampling” table included in Technical Exhibit 1-001 lists the “Lot Description” for

Routine (Priority 3) SOs to be “Urgent SOs”. We believe the Lot Description for Routine SOs should be

“Routine SOs”. Please clarify. Tech Exhibit is incorrect; the “Lot Description” for Routine SOs should be Routine SOs, not Urgent SOs.

References:

TECHNICAL EXHIBIT 5-002 - UNSCHEDULED TASK (SO) WORKLOAD SUMMARY

Table 1. Unscheduled tasks by Priority.

Priority Percent of SOs

Priority 1 16.78%

Priority 2 52.87%

Priority 3 30.34%

Total 100.0%

5.1.1.2 Unscheduled tasks (Service Orders=SOs) (italics added)

… Based on historical data, the number of SOs projected per year, the distribution of SOs by priority, and the distribution of SOs by craft is specified in Technical Exhibit 5-002. …

Contractor will be responsible for managing resources (labor and materials) required to complete SOs within required time and cost limitations for “Unscheduled Tasks”. …

The Contractor shall respond to SOs in accordance with the following guidelines:

5.1.1.2.2 Priority 1/Emergency SOs, Unscheduled Tasks. The contractor shall respond to Priority

1/Emergency Unscheduled Tasks within 30 minutes after being notified during normal business hours

(0730 to 1600 hours, Monday through Friday) and within 1 hour during non-business hours. …

Priority 1/Critical SOs/Unscheduled Tasks. SOs are classified as Priority 1/Critical SOs when immediate action is required to prevent loss or damage to Government property, protect the environment, restore essential services, or respond to command priorities. Priority 1/Critical SOs take priority over Priority 2 and Priority 3 SOs, may require after hours work and may require the diverting of a craftsman from an operations type job or calling in the required craftsmen to perform the work. The Contractor shall respond to Priority 1/Critical SOs within 4 hours after being notified during normal business hours (0730 to 1600 hours, Monday through Friday) and within 4 hours during non-business hours. The Contractor shall continue work on Priority 1 SOs until condition has been corrected or stabilized, and utility or service is restored, the threat of additional damage or the threat to health and safety of personnel has been eliminated. …

5.1.1.2.3 Priority 2/Urgent SOs/Unscheduled Tasks. SOs are classified as Priority2/Urgent SOs when the failure in service does not immediately endanger personnel or property, but would soon inconvenience or affect the security, health, or well-being of personnel. Priority 2 SOs are also those that correct a condition which could become an emergency, are of a command emphasis or interest, or aid an activity in accomplishing its mission. … The Contractor shall receive Priority 2 SOs, schedule the work within 2 business days of the receipt of SO (see Work Scheduling) and perform the work as scheduled. If materials and equipment are not immediately available, they will be ordered by priority shipment. All work will be completed within 5 business days of the issuance of the SO. …

5.1.1.2.4 Priority 3/Routine SOs/Unscheduled Tasks. SOs are classified as Priority3/Routine SOs when the work does not qualify as Emergency, Critical or Urgent, and if not accomplished, would continue to be an inconvenience or cause an unsightly condition. The Contractor shall receive priority 3 SOs and schedule the work (see Work Scheduling) within 5 business days of the SO issuance. The Contractor shall complete Priority 3 SOs within 30 calendar days of the issuance of the SO.

Question 2

The percentages listed in Table 1 show an unusually high percentage of urgent (52.87%) and emergency/critical (16.78%) service orders as compared to the percentage of routine service orders

(30.34%). Based on the response and completion requirements provided in the PWS, our understanding is that the contractor is thus required to complete approximately 70 percent of all service orders within five business days (or less). Can the Government confirm if this is accurate?

If yes, can the Government provide additional data or information to help bidders understand the underlying conditions/requirements that produce such a high volume of emergency and urgent service orders and a corresponding low volume of routine service orders?

During the time period used to provide this information, that was percentages experienced. Right now the percentage of routine is slightly over 50%. So the condition of facilities and systems within those facilities has improved somewhat over time. We cannot guarantee what the percentages will be in the future.

References:

ITEM NO SUPPLIES/SERVICES MAX QUANTITY UNIT UNIT PRICE MAX AMOUNT

0004 58 Each

WORK ORDERS

FFP

Work Orders will represent project-oriented work such as modifications, total replacements, and new work that are above the catastrophic replacements limitations and exceed Service Order thresholds.

5.1.1.3 Work Orders

Work Orders will represent project-oriented work such as modifications, total replacements, and new work that are beyond the Service Order criteria. Work Orders can vary significantly in nature and scope and may involve multiple crafts and locations. Work Orders will be initiated by and approved by the

Operations Flight Chief, CED Deputy Director or CED Director. All TOs that affect major changes to real property will be identified and documented within the AF Form 332 process. The Government has the right to either use the contractor to perform Work Orders or seek other sources as it deems appropriate.

5.1.2.4.3 Work Order Approval

5.1.2.4.3.1 Work Order Estimating and Approval. The Government will select projects to assign to the

Contractor. The Contractor shall receive requests for proposals from the KO. The Contractor shall provide a detailed proposal to the Government. The Contractor shall prepare such proposals in sufficient detail to be able to evaluate the proposal. The Contractor shall analyze the scope of the work requested and determine the specific methods to be used to accomplish the work requested. If available, the Government will provide a risk assessment code for TOs based upon the example in Technical Exhibit 5-007. The contractor shall notify the Civil Engineer Division for all system repairs failures or jobs that affect major changes to real property to be identified and documented within the AF Form 332 process.

The Contractor shall provide all necessary detail for the AF Form 332 to include Scope of Work, Model

Number and Serial number of equipment to be repaired, (if applicable) and a clear statement of the actual impact if the work is not accomplished, estimate project duration time and a preliminary cost estimate.

The CED shall initiate TOs upon identification of a need for a corrective action by completing AF Form

322 and submitting request to the KO. Service Orders will take priority over Work Orders and any conflict (s) will be addressed between CED and the Contractor.

Question 3

CLIN X004 in Schedule B indicates that work orders (58 each) are to be bid as FFP. However, the PWS references included above refer to “task orders” and imply an IDIQ or reimbursable process.

a. Can the Government please clarify if work orders will be FFP? They will be FFP

b. If work orders will be FFP, can the Government provide additional detailed data that bidders will need to estimate and bid this work, including the limit of liability for work orders, whether engineering design will be required (i.e., PE stamp), etc.? These work orders are such that limited design would be required and PE stamps would not be required. These may include the replacement of a Chiller. Work orders requiring detailed designs are accomplished by other contracts.

Fort Eustis FA4800-13-R-004 Draft RFP

Question 4:

We reviewed the Draft RFP and did not find any proposal format or specific content requirements (i.e., Section L requirements). Will the Government provide bidders proposal format and content requirements in a future RFP release? This is a draft RFP - Proposal format requirements will be communicated with the solicitation RFP when posted on FedBizOps.

Technical Exhibits: Table 2 Historical Data for FY 10

Failure Code: Grounds Total Service Orders: 477 Total Labor Hours: 2882

Question 5:

What does “Grounds” refer to in this table—facility and equipment grounding systems or actual grounds maintenance tasks (grass, shrubs etc.)? Historical grounds maintenance tasks which is not a Functional

Area covered under this Contract include.

Reference:

5.4.2.1.6 Energy Management Control System (EMCS). The Fort Eustis EMCS consists of remote management and operation of central air conditioning and central heating equipment control systems on the Installation and management of installation peak electrical demand (i.e., cycling or shedding air conditioning or heating equipment). The Contractor shall be responsible for operating and maintaining the field components of the EMCS.

5.4.4.7 Energy Monitoring and Control Systems (EMCS)

The Contractor shall be responsible for maintaining the field components of the EMCS.

5.4.4.7.1 As required, the Contractor shall install, repair, modify, adjust, calibrate, clean, or replace automatic and semi-automatic control systems and instruments which are either single or various combinations of electrical, electronic, pneumatic, and hydraulic functions.

Question 6:

a. Can the Government please provide a description of the manufacturers, types, locations and quantities of “EMCS Field Components” to be maintained and repaired?

The predominate manufacturer is Johnson Controls with minimal standalone systems such as

Trane, Automated Logic, and Reliable. In terms of quantities, there are approximately 23,000 hardware (actuator, valves, damper, temperature sensors, humidity sensors, differential sensor, CO2 sensors, occupancy sensors, power meters, water meters, smoke detectors, current switches, pump status sensors and switches, output relays, variable frequency drives, etc). These components are throughout the base facilities.

b. Can the Government please provide historical workload data on EMCS support requirements, including labor hours and quantities of service orders?

The workload data for EMCS data is not broken out in the current contract; controls are groups under HVAC category.

Reference:

5.5.3.3.1.2 Off-Season Operation. During the cooling season, the Contractor shall operate boiler plants

587 and 2701 to provide steam, 24 hours a day, 7 days a week.

Question 7:

a. Please Clarify the Governments dedicated attendance and staffing requirements (if any) for the boiler/steam plants during both the “Off-Season and “On Season’’.

Eustis has year round boiler plants as well as winter only plants. They require roving operators

(24/7/365) based upon AFI32-1068 table 1 (twice per 8 hour shift). There is not a required continuous manning due to the pressure and MBTU capacities of the plants.

b. When is 24-hour per day attendance required for the boiler/steam plants and is there a requirement for more than one operator to be on duty at a given time?

Normally, a mechanic and operator work in concert, during normal duty hours to provide continuous operation and safety to employees. Then after hours a single operator works in conjunction with our CED service order desk operator.

c. What months are historically the “On Season and “Off Season” for heating/ steam and cooling?

Heating season is generally Nov-Apr and Cooling season is generally May-Oct.