Site Visit Questions.xlsx
XLSX spreadsheet 26 KB Posted
- Attached to
- Uninterruptable Power Supply Maintenance Services Federal contract opportunity
- Solicitation number
- FA558720Q0003
About this file
This document outlines requirements for a firm-fixed price federal contract to provide uninterruptable power supply maintenance services. The contract will encompass inspection, maintenance, replacement, and upkeep of UPS units, emergency lighting systems, and associated equipment located at RAF Lakenheath, RAF Mildenhall, and RAF Feltwell in the United Kingdom. The contractor shall provide all labor, tools, equipment, and transportation to conduct inspections, testing, preventative maintenance, replacement, and repair of any assets identified in the UPS asset list appendix. The solicitation number is FA558720Q0003 and was issued by the Department of the Air Force United States Air Forces in Europe - Air Forces Africa. The questions and answers document provides clarification on the scope of work, asset details, access requirements, schedules, and other contractual considerations. Pricing is fixed for the contract period and all maintenance must be performed according to industry standards and manufacturer specifications.
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Other files for this federal contract opportunity
| File | Type | Posted |
|---|---|---|
| Solicitation Attachment 2 - Price Sheet.xlsx | XLSX spreadsheet | |
| Appendix A - UPS Asset List.xlsx | XLSX spreadsheet | |
| Attachment 1 - UPS PWS.docx | DOCX document | |
| Solicitation Amendment 3 - FA558720Q00030003.pdf | ||
| Solicitation - FA558720Q0003.pdf | ||
| SIte Visit Questions.xlsx | XLSX spreadsheet | |
| Attachment 2 - Price Sheet.xlsx | XLSX spreadsheet | |
| Solicitation Amendment 2 - FA558720Q00030002.pdf | ||
| Attachment 1 - UPS PWS.docx | DOCX document | |
| Appendix A - UPS Asset List.xlsx | XLSX spreadsheet | |
| SIte Visit Questions.xlsx | XLSX spreadsheet | |
| Solicitation Amendment 1 FA558720Q00030001.pdf | ||
| Appendix A - UPS Asset List_Amendment 1.xlsx | XLSX spreadsheet | |
| Solicitation - FA558720Q0003.pdf | ||
| Attachment 2 - Price Sheet.xlsx | XLSX spreadsheet | |
| Appendix A - UPS Asset List.xlsx | XLSX spreadsheet | |
| Attachment 1 - UPS PWS.docx | DOCX document |
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Text version
Sheet1
Date Question Answer Issue Date Answer Received Date
1 2/28/20 Can the client please confirm the required autonomy across all UPS systems?
- All UPS supporting Emergency Lighting must have an autonomy of 180 minutes
- UPS supporting servers and other equipment can have a range of autonomy with the major restriction being available space in the rack or battery location All Emergency Lighting systems will require 3 hour (180 minute) autonomy in case of main power failure.
| UPS systems will require approximately the same level of autonomy of the system being replaced, or maintained to original specification. | 2/28/20 | 3/3/20 | |
| 2 | 2/28/20 | Can the client confirm the scope of works for the UPS listed for replacement should only include for the following: |
- Supply and installation of the new UPS system
- Re-use of existing cabling
- Use of existing bypass switching arrangements if available
| - Removal, disposal and certification of existing UPS | This is correct. New wiring installation will not be expected from the contractor. Existing wiring will need to be used to the maximum extent practicable. If existing wiring is inadequate, incompatible, or otherwise, the contractor will notify the COR of the issue and a solution will be found outside of this contract. | 2/28/20 | 3/3/20 | |||
| 3 | 2/28/20 | Can the client please confirm if the successful contractor will be provided with a location on site for the storage of units pre/post installation? | ||||
| If yes, will this be an internal location or shall the contractors allow storage containers to be placed on site for the duration of the project? | Contractor will be allowed a site to place a storage container for storing contract related materials on RAF Lakenheath. This will be at the contractor's expense and the site must be managed in accordance with (IAW) Section 1.6 of the PWS. | 2/28/20 | 3/3/20 | |||
| 4 | 2/28/20 | Can the client please confirm if security cleared engineers to complete the works or will they be escorted at all times? | Engineers will need unescorted base access and some will need flightline driving permits. These passes will be processed upon contract award. Please see Section 3.1 of the PWS. | 2/28/20 | 3/3/20 | |
| 5 | 2/28/20 | Can the client please confirm if the UPS replacement works can take place in normal working hours or if an allowance for out of hours should be included? | Replacement of units will take place during normal duty hours (PWS Section 2.6). The only work expected to be carried out outside of normal hours is in the case of emergency maintenance calls (PWS Section 1.3.1) | 2/28/20 | 3/3/20 | |
| 6 | 2/28/20 | Building 808 contained a Masterguard with VLRA batteries systems, the room contained no cooling or ventilation and the system was overheating. The UPS is for emergency lighting only and only covers a small area within the rest of the building. | ||||
| - There was a desire on site to replace the lighting with LEDs and inbuilt battery packs which would render the UPS redundant, would the client confirm if the contractors should cost for the decommission, removal and disposal of this UPS and not include for the replacement? | Building 808 will be removed from the contract. The unit is being made redundant and will be removed through alternate means. | 2/28/20 | 3/3/20 | |||
| 7 | 2/28/20 | Building 808 contained a Masterguard with VLRA batteries systems, the room contained no cooling or ventilation and the system was overheating. The UPS is for emergency lighting only and only covers a small area within the rest of the building. | ||||
| - If this UPS is being replaced it would be highly recommended to install ventilation and cooling systems in order to maintain the conditions within the UPS room. Can the client confirm if the contractor should provide optional costs for the installation of these systems alongside the replacement costs? | See Question 6 | 2/28/20 | 3/3/20 | |||
| 8 | 2/28/20 | Buildings 852, 864, 868 were marked as condemned during the site survey, can the client confirm the replacement of these UPS will not be required within this scope of works, or should the contractor provide costs for the removal only of these UPS? | Buildings 852, 864, and 868 have been incorrectly identified on the asset list. The units listed on these buildings are all located within Building 648. Changes have been made to the asset list. | 2/28/20 | 3/3/20 | |
| 9 | 2/28/20 | Building 1085A contained an Eaton 9315-12 UPS rated to 250kVA, this UPS was listed as maintenance only. On inspection of the UPS we found that the unit was in a serious state of disrepair; screen was barely functioning, filters had not been replaced, multiple batteries were expanding. |
We would not be able to offer maintenance on the unit so can the client confirm this UPS will be re-listed as requiring replacement?
| Can the client also confirm if the replacement should be like for like in terms of capacity and what would the required autonomy for the unit be. | This unit is being removed from the requirement. The asset list will be modified in the next amendment. | 2/28/20 | 3/3/20 | |||
| 10 | 2/28/20 | • You have the Eaton 120kVA Master and Slave to be replaced. I had thought that this would not be the case as it looks relatively new. Could you double check all your Y in the replace field. | We are awaiting feedback from the customer concerning this unit. | 2/28/20 | 3/3/20 | |
| 11 | 2/28/20 | • It would help us if we could understand the load that individual UPS’s feed. As an example, we know that the building 582 is a 2kVA with 3 hour autonomy providing power to the network router box |
• Ideally the rated loads of the downstream equipment. It is probable that the rated load can be equated tot he unit size, though some possible savings could be made in battery sizings.
| Rated load for all equipment is not known for most, if not all, equipment. The units listed on the asset list have been in use for quite some time and their usage has changed since installation. Conducting power analysis on each unit would be distruptive to mission efforts and cost prohibitive. Recommended that contractors quote for like-for-like specifications. | 2/28/20 | 3/3/20 | |||
| 12 | 2/28/20 | When we come will be able to get AP status | Contractor's will not be given AP status. This is a DIO process that we have no control over. | 2/28/20 | 3/3/20 |
| 13 | 2/28/20 | • When we come, will we be able to get unescorted status, or will we need to be accompanied all the time? | See question 4. | 2/28/20 | 3/3/20 |
| 14 | 2/28/20 | • When we come what will be our access to keys for the rooms? And keys for the machines? If none, that is fine, we will presume that we will have a list of key contests with Mobiles / Telephone numbers. | The CORs will be responsible for managing contractor visits under this contract, as well as all associated methods of access. All scheduled maintenance must be planned at least 30 days in advance IAW Section 1 of the PWS. In the event of emergency maintenance, the facility manager should be on-site to allow access. | 2/28/20 | 3/3/20 |
| 15 | 2/28/20 | • May we have pictures of the units and rating plates (units ONLY) and link these to the units on the spreadsheet | Name plates will be provided for all units. | 2/28/20 | 3/3/20 |
| 16 | 2/28/20 | To what extent can we use modern comms equipment, (WIFI or standard telephone cables) to allow central diagnostics / redemptive service visits? Or if not then to maybe use RFID tags to help with locating and identifying units. | Contractors will not be allowed to install monitoring equipment. We understand that this could be useful and that it is industry standard, but, due to security reasons, this will be unacceptable under this contract. | 2/28/20 | 3/3/20 |
| 17 | 2/28/20 | • What are the Project Timescales: |
o Replacements - we presume there will be a schedule of works and we would send a GANTT chart with our initial proposal o The same with the maintenance, would you expect all done on award, well in the first 1-2 months, or again phased over the year. We would suggest that an initial push would be a good idea
| Project timeframes as part of solicitation proposal are at contractor discretion. The initial timefreames will not be part of the evaluation criteria for award. The awarded contractor will meet with CORs as part of the pre-performance process to put together schedules for the maintenance and replacement of units. | 2/28/20 | 3/3/20 | |||
| 18 | 2/28/20 | Are you proposing normal hours or out of hours working? | Installations and service calls will be performed during normal duty hours. Emergency service calls are 24/7. Please see Section 2.6 of the PWS. | 2/28/20 | 3/3/20 |
| 19 | 2/28/20 | Deliveries - are you working on the assumption that this is all our problem? Including moving to the end location, decommissioning existing units and commissioning new ones? | Yes. The contractor will be responsible for all aspects of this contract. Please reference the PWS. | 2/28/20 | 3/3/20 |
| 20 | 2/28/20 | • What are the demarcation lines. Wiring is the primary concern, at the moment we are assuming that the wiring is there and fit for purpose and we do not intend to quote to replace wiring | The contractor will be solely responsible for the replacement and/or maintenance of the UPS units themselves. Wiring will not be required under this contract in accordance with the PWS. | 2/28/20 | 3/3/20 |
| 21 | 2/28/20 | • It would be very good to have electrical drawings where available | Electrical drawing for bypass switches, one-lines, and other in-line equipment will be provided at request, if available. | 2/28/20 | 3/3/20 |
| 22 | 2/28/20 | It would be good to take the spreadsheet and marked on the map | Noted. Thank you. | 2/28/20 | 3/3/20 |
| 23 | 2/28/20 | • A number of buildings have Asbestos warnings. We accept that many buildings have asbestos, and it is when it is disturbed that it provides a major health risk. So we will assume that there are no issues with Asbestos. Should this change we would see this as the job of a specialist contractor with eh USAF responsible for that cost. | Should asbestos be discovered or suspected to be disturbed during work carried out, a stop-work notice would be issued and the contractor would be responsible for hiring a certified testing agent. The USAF would be responsible for covering the costs of testing. | 2/28/20 | 3/3/20 |
| 24 | 2/28/20 | We would suggest that all units have a sticker, or equivalent, showing the last time it has been maintained. | The contractor will be required to maintain a log at each unit with report criteria. See PWS section 1.1. | 2/28/20 | 3/3/20 |
| 25 | 2/28/20 | Are there any restriction on using our materials (longer input our output cable) | No wiring is included in this contract. Please see Question 2. | 2/28/20 | 3/3/20 |
| 26 | 2/28/20 | What happens when we find more, and / or find less or defunct units? | Units found to be inoperable that were marked for maintenance only will need to be replaced. This will be done either by modification to the contract, or through other means. Contractor will not be responsible for replacement unless agreed upon by both parties. | 2/28/20 | 3/3/20 |
| 27 | 2/28/20 | We would suggest removing any UPS not in use to create simplicity | Any redundant units found to be listed for maintenance on the asset list will be recommended for removal from the contract. This will only be done if the requirement owner agrees not to support it. | 2/28/20 | 3/3/20 |
| 28 | 2/28/20 | We would suggest that in the first place the successful party does a maintenance on all machines, even if they are due to be replaced. | Units being replaced will not have maintenance preformed beforehand. | 2/28/20 | 3/3/20 |
| 29 | 2/28/20 | What Project management are you expecting? On site weekly meetings, monthly or as and when? | Please see the PWS and QASP for information regarding contract execution. | 2/28/20 | 3/3/20 |
| 30 | 2/28/20 | Can you share with us the proposed time scales o Site visits |
o Submission of questions o Submission of bids o clarification questions on bids o final submission of bids o Vendors notified of award The solicitation posted on beta.sam.gov has the timeframe for each of these, withholding award notification. Award notification will be issued to all competing parties after quote submissions have been received, and a vendor is chosen for award. Please reference Addendum 52.212-1 of the solicitation notice for details. 2/28/20 3/3/20
31 3/16/20 The price schedule updated on 13/03/20 "Attachedment 2 - Price Sheet.xlsx" Cell C10 shows the quantity of UPS being replaced as 40, going through Appendix A - UPS Asset List also updated on the 13/03/20 there are a total of 44 UPS systems with sizes requiring replacement and 6 units listed with N/A size.
| Can the client confirm if we should simply put a value of 1 and provide a sum for the replacment of all the units requested within Appendix A - UPS Asset List | Thank you for pointing this out. It has been corrected. | 3/19/20 | |||
| 32 | 3/16/20 | Within Appendix A - UPS Asset List there are a total of 6 units listed with N/A size. | |||
| Can the client confirm the size of these units or give an indication of the power requirement otherwise we shall be unable to price for these elements of the work. | The units have been updated with accurate kVA values. | 3/19/20 | |||
| 33 | 3/16/20 | Document "Attahcment 1 - UPS PWS" states the emergnecy lighting should comply with BS 5266, this governs most of the regulations around lighting levels provided by the emergency lighting. | |||
| Will the system also be required to conform to EN 50171 - Central Pwoer Supply Systems? | Yes. EN 50171 will apply to this contract. | 3/19/20 | |||
| 34 | 3/16/20 | Most we can make an assumption and up to 5kVA with will have no impact. That is what we are assuming on Buildings 1319 and 1417, we will pitch this at 3kVA and if it turns out to be 5kVA we will absorb this. If it is more, then we have a conversation, though it is a safe assumption. | The items for these buildings have had kVA values assigned to them. | 3/19/20 | |
| 35 | 3/16/20 | In building 816 in the simulator room at Mildenhall, we saw the 120kVA Eatons and that is fine and priced. The new lines building TBC we are going to assume that it is an exact copy of Building 816 … In other words 2 x 120 (125 in our case) a transformer and switchgear. | Building 816 has been removed from the requirement as of Amendment 2. | 3/19/20 | |
| 36 | 3/16/20 | Can you please provide clarity on exactly what consumables (if any) should be included in a repair and if possible the monetary value for required parts/consumables for ‘the expected cost of repair’ for the relative types of UPS/CLINS? | PWS Section 1.0 states that all maintenance shall be carried out in accordance with manufacturer specifications. Vendors will maintain each unit requiring preventive/service/emergency maintenance to these specifications. | 3/19/20 | |
| 37 | 3/16/20 | If any potential repair requires a component/s and/or consumable/s that exceeds this inclusive £xxx amount, COR approval will be required for the additional costs? | This contract is being solicited as Firm-Fixed Price. Because of this, no costs outside of each CLIN will be authorized. Vendors should price their CLINs to cover all costs for each unit of measure. | 3/19/20 | |
| 38 | 3/16/20 | Can you please clarify for each CLIN the ‘unit’ value’? In other words, what exactly is a ‘unit’? A period of time? A visit? A single engineer? (what if two engineers are required to repair a unit?) Etc. Or is it simply ‘a fix’. | Unit refers to the UPS device itself, and is applicable to CLINs 0002 through 0008. The maintenance or replacement description required by each CLIN will reflect the cost of servicing 1 device (unit) as listed on the Asset List. The unit of measure for CLIN 0001 includes services for all UPS units over the course of a 12 month period. | 3/19/20 |
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