FA485525R0008 - QA - 04 Dec 2024.pdf

Cannon AFB Microwave System Support Services

FA485525R0008

04 December 2024

Q&A 1:

1) Could you please confirm if the contract will involve heavy machinery of any kind, or if it is limited solely to communication devices?

a. We can confirm that the Microwave MX contract will primarily focus on the maintenance of communication devices. While heavy machinery will not be required, the contractor may need to utilize specialized equipment, such as aerial lifts or climbing gear, to access the tower for maintenance purposes. However, these will be rented or leased as needed, rather than being a primary requirement of the contract.

2) The Evaluation criteria list 3 factors. Does that mean a certified minority status (woman & small business) has no grading advantage in proposal comparison?

a. As this procurement is a Total Small Business Set-Aside, all eligible small businesses will have an equal opportunity to compete. While certified minority status is an important consideration in many federal procurements, in this instance, the set-aside provision ensures that all small businesses have a level playing field. Therefore, certified minority status will not provide a grading advantage in the proposal evaluation process.

3) The Performance statement of work describes scope of work but not any intervals and yet the pricing table lists 12 months, 64 hours, 16 days, & 5 jobs. Is that your assumption for how much time the awarded contractor will spend on the describe scope of work OR just a standard units so that proposals between contractors can be compared equally?

a. Equally. 12 months is for the standard monthly maintenance done on site. The 64 hours (hourly rate for tech), 16 days (per diem rate), and 5 jobs (materials) are for emergency situations only.

4) In regard to the requested pricing for materials for (5) jobs… do you have a standard list of what materials you want priced or is each contractor expected to make an assumption of all potential materials required to price for 5 random jobs?

a. For the purposes of this solicitation, contractors are expected to exercise their professional judgment and make an informed assumption about the types and quantities of materials that may be required to perform 5 average jobs. Since the specific materials needed for MX and repair of systems can vary depending on the circumstances, we do not have a pre-defined list of materials to reference.

https://sam.gov/opp/607bd965ef704741a00306ec9b7d49bc/review

Contractors are encouraged to base their pricing on their experience and knowledge of industry standard practices, as well as their understanding of the scope of work outlined in the Performance Statement of Work.

5) Do you have or will you use an example PMI report that you have previously preferred / accepted OR does the contractor create their own in hopes of meeting your needs? If existing, could you please provide a copy?

a. We do not have a specific, pre-defined template for PMI reports. Instead, we expect the contractor to create a comprehensive report that meets the requirements outlined in the contract. The contractor's report should, at a minimum, include three key sections: an introduction, a section detailing the maintenance results, and a section outlining any recommendations for future maintenance or repairs.

While we do not have a standard template to provide, we expect the contractor's report to be clear, concise, and well-organized, and to provide sufficient detail to enable us to assess the effectiveness of the maintenance activities.

6) Same with Quality Control program… any contractor could develop a custom one specific to your needs OR better yet see a previously used example that you have liked/preferred so you get exactly what you desire. If existing, could you please provide a copy?

a. The contractor will develop their own QC that ensures all aspects of the PWS are being met.

7) Are the required Progress Meetings in 1.8 required to be in person or can be handled via online meeting?

a. The initial Progress Meeting, which will coincide with the contractor's on-site PMI (Preventive Maintenance Inspection) at the start of the contract, will be an in-person meeting. This will provide an opportunity for face-to-face discussion and ensure a thorough understanding of the requirements and expectations.

Subsequent Progress Meetings, if required, may be conducted online via virtual meeting platform such as Microsoft Teams.

8) In regard to 2.3 Physical Security… If contractor is responsible for safeguard on all government property does that mean you want the contractor to haul offsite for their own custody or if they are secured with your Facility Manager in a location specified by your Facility Manager, how can the contractor be responsible for government items not in their possession or in their control to protect?

a. The Contractor is obligated to prevent loss, damage, or misuse of government property, which includes any assets, equipment, materials, or facilities provided by the government for the contract. The contractor is liable for their required tools and belonging. The Contractor must ensure that all government facilities, including buildings, rooms, or areas where work is being performed, are properly secured to prevent unauthorized access or damage. The Contractor must ensure that all government facilities, including buildings, rooms, or areas where work is being performed, are properly secured to prevent unauthorized access or damage.

9) I see personnel requirements in 2.8, 2.8.1, 2.8.2, 2.8.3, but I do not see anything related to background checks. Are those required? Are their specifications re: “distinguishing badges” or simply on the contractor to provide simple ones without strict requirements?

a. Yes, background checks are required for contractor personnel who will be working on-site. As part of the Base Pass process, the Contractor will be required to submit a Base Pass Request Form, which will contain personally identifiable information (PII), for the purpose of conducting a background check. This is a necessary step to ensure the security and safety of the facility. With regard to distinguishing badges, the Contractor is responsible for providing badges that clearly identify the individual, the company name, and state contractor. The badges should be worn by contractor personnel at all times while working on-site.

10) In regard to Appendix A we see the list of sites with equipment but nothing related to structure/mounting/etc. Can you provide pictures of each of the sites so equipment location and dishes or antennas mounting can be seen?

a. The indoor equipment will be rack mounted, building 10 doesn’t have any enclosed cabinets for the equipment but it will all be rack mounted hardware.

MAFR equipment is located inside an enclosed rack.

b. Below are examples of towers: