Q and A 09 Dec 24.pdf

Government Response to Vendor Questions

RFQ FA520525Q0001

PWCS Service, Misawa Air Base, Japan

10 Dec 24 PWS 1 Description of Services DESCRIPTION OF SERVICES. This is non-personal service. The contractor shall provide all personnel, transportation, supplies, materials, manuals, tools, and test equipment necessary to perform repairs, modifications, programming, training, installations, relocations, and customized technical solutions on the PWCS equipment and devices listed in Appendix 4. The estimated quantity of work is listed in Appendix 1, Workload Estimate. Appendix 1 is only the Government's best estimate of the workload the contractor should expect during the period of this contract. Appendix 4 lists equipment items that will require services to be performed on.

Q1- Since there is no CLIN for parts, will all parts, supplies and materials, required for repairs, modifications, or upgrades be funded through the individual units? (Installs, Removals, and replacement parts and equipment)

Govt Response: Minor parts and repairs required in performance of Basic Services in PWS para. 3.1. will be covered by CLIN X001 (see Para 3.1.). Labor and parts required to perform individual calls placed under PWS Para. 3.2. for unscheduled/on-call services, will be charged to each individual unit. All cost will be factored into the quote provided to customers from the incumbent contractor (see PWS Para 3.2.).

Q2- Is programming, referenced in paragraph 1, limited to those assets on the CS Asset Management inventory?

Will programming of deployed unit assets and assets not on the CS inventory be funded by their respective units?

Govt Response: Programming provided under Basic Services (PWS Para 3.1.) is limited to the Base Equipment Custodian Office (BECO) inventory listed on the PWS Appendix 4. All programming for other assets not on the PWS is out of scope of this contract.

PWS 3.1.2 Modifications MODIFICATIONS. Perform all modification services to all equipment identified in Appendix 4, Equipment Inventory. Upon completion of modification, the equipment will perform its intended purpose in a manner equal or superior to the manufacturer’s original standard of performance, will operate within specifications of the manufacturer, and the Federal Communications Commission (FCC). The contractor shall perform any requested modification such as, but not limited to encryption module upgrades, firmware upgrades, provisioning radios for trunked operation, and other modifications requested by the COR.

Q3 - Modifications and provisioning for radios listed on the CS Asset Management inventory list, and are home based on Misawa AB, may have a cost associated when software updates and or parts are necessary to perform the upgrade. Will parts and materials costs for modifications be quoted separately or on an individual basis as needed?

How does the government intend on paying for these services?

Govt Response: All costs associated with Modifications (PWS 3.1.4.) included in Basic Services, will be covered by CLIN X001 (Para 3.1.).

PWS 3.2 Repairs REPAIRS. Perform repair services to all equipment identified in Appendix 4, Equipment Inventory. Upon completion of repair, the equipment will perform its intended purpose in a manner equal or superior to the manufacturer's original standard of performance, will operate within specifications of the manufacturer, and the Federal Communications Commission (FCC). The contractor shall replace any defective, excessively worn, inoperative, or malfunctioning components/parts. The repair service will include relocating the equipment in order to perform the repair, installing the equipment back to where it came from, and ensuring the equipment is fully operational for the customer. The contractor is responsible for coordinating repair actions with the customers.

Repairs include ensuring that all peripherals associated with the equipment listed in Appendix 4 are functional as well (antennas, power supplies, fuses, cabling, etc.).

Q4 - We do not see an equipment inventory in Appendix 4, only a list of equipment types. Will a serialized inventory be provided?

Govt Response: Due to high turnover with equipment it makes more sense to list it as equipment types rather than giving serialized listings.

PWS 3.2.1 REPLACEMENT PARTS

Replacement parts shall be original manufacturers’ or of equal value, quality and specification to ensure original manufacturer specifications and warranty are maintained. For the repair or service of encryption equipment, the customer is responsible for acquiring the appropriate replacement parts. Only replacement parts from the original manufacturer or those approved by the original manufacturer will be used. Additionally, encryption modules will be replaced solely with modules from the original manufacturer or those that have received approval from the original manufacturer. The 35 CS will no supply replacement parts. Payment will be the sole responsibility of the customer’s unit.

Q5 - What are the requirements to maintain the manufactures’ specifications and warranty?

Govt Response: The equipment is proprietary, so only approved Motorola distributors may be able to and can meet the requirements.

PWS 3.2.2 Uneconomical Repairs UNECONOMICAL REPAIRS. During the course of a repair action, should it be determined that an item may not be economically repairable, the contractor shall cease repair and notify COR. The contractor shall provide a price estimate to the COR for the additional work effort required to return the equipment to manufacturer's specifications.

At that time, the COR will issue a determination to continue or cease the work effort. The dollar threshold requiring the contractor to contact a COR to determine whether to continue the repair work is $500.00 for parts.

Q6 - Can the threshold be modified to state “55% of the cost of a new replacement device” rather than the fixed dollar value for parts to more align with typical industry standards? One of the most common repair parts for an APX 6000 radios is the control board $1,645.

Common parts pricing for an APX6000:

1375044C10 APX Top Controls $534.34

PPMLD4771C APX6000R, BOARD ASSEMBLY, SERVICE KIT, VHF $1,645.00

PPMLF4176B APX6000R, BOARD ASSEMBLY, SERVICE KIT, VOCON $2,200.00

PPLN1696A MAIN BOARD APX CONSOLETTE $1,305.48

Govt Response: Minor repair service and parts required during regular maintenance shall be factored into CLIN X001 for Basic Service. Repairs, if the cost is expected to exceed $500, will be treated as on-call service under CLIN X002; The contractor will submit quotation to the individual unit through COR. COR will examine the reasonableness of the quote as well as the unit’s funding availability, and approve/reject before those repairs will be performed.

PWS 3.3.3 One for One Swaps Technical refreshes including installations, or relocations of base station, vehicle radios, and remote controls will not be charged for installation. Only installations, or relocations of base station, vehicle radios, and remote controls that will be considered new requirements will incur a cost, all others will be considered a One for One swap and will not incur Charge.

Q7 - What defines a Technical refresh? The contractor believes Technical refreshes would not be considered a one for one swap because the device would be a different model and type and would require updated antennas, cabling, connectors and mounts.

Govt Response: A technical refresh is replacement of existing equipment with new equipment to meet safety compliance and to maintain the equipment functional. Lifecyle management of end-user IT devices is 5 years. Our goal is to replace no more than 25% of the total inventory in any given year.

Q8 - What defines a new requirement?

Govt Response: No existing infrastructure for what the customer has requested. Example: Customer does not have any radios nor the infrastructure and would like to acquire these.

Q9 - What defines a One for One swap? The contractor believes a One for One Swap is the replacement of a device with the same model and type of device using the existing antennas, cabling, connectors and mounts.

Govt Response: a one-for-one swap refers to the exchange of one system for another, typically in situations where an existing system is being replaced with a newer model or a similar unit of equivalent functionality.

PWS 3.4 INSTALLATION, OR RELOCATION OF CONSOLE SYSTEMS

Installations, or relocations of console systems within the same building will be completed within 20calendar days from COR request. Any delays due to parts shipment, customer coordination, or any other reason must be documented and provided to the COR. The COR will determine if the delay is authorized or unauthorized.

Q10 - Since console installations, removals, and relocations are not currently assigned a CLIN, will a modification to add CLINs for consoles be added.

Govt Response: After talking to other bases with a PWCS Contract or service available, this requirement has been removed from the PWS and will not be required under the resultant contract.

PWS 3.5 Programming/Cloning Perform all programming and cloning services to all equipment identified in Appendix 4, Equipment Inventory.

Upon completion of modification, the equipment will perform its intended purpose in a manner equal or superior to the manufacturer’s original standard of performance, will operate within specifications of the manufacturer, and the Federal Communications Commission (FCC). The contractor shall perform any requested programming changes requested by the COR. These services include but are not limited to coordination creation of new talk groups and programming of radios.

Q11 - We do not see an equipment inventory in Appendix 4, only a list of equipment types. Will a serialized inventory be provided?

Govt Response: Due to high turnover with equipment it makes more sense to list equipment types rather than giving serialized listings.

Q12 - Does this paragraph require the contractor to create new talk groups on the IP2LMR system under programming and cloning services?

Govt Response: Yes. This work is done in coordination with Kadena AB.

Q13 - If so, how does Misawa expect this work to be completed?

Govt Response: Once a customer has identified the need of wanting a new talk group being created. The contractor will coordinate with Kadena AB’s PWCS Office and obtain a quote for the customer. Once the quote is approved and paid for, the work needed will be done at Kadena Air Base. Once they have finished their portion, the incumbent contractor will then be able to program that talk group into the LMRs.

Solicitation Page 3 - Supplies or Services & Prices or Costs

Q14 - Can the Install/Removal CLINs be separated into a CLIN for install and a CLIN for a removal? The contractor foresees different levels of effort for installs and of that for removals.

Govt Response: Yes. CLINs will be separated into install and removal. Please refer to RFQ Amendment 0001.

~ End of Q&A~