Barriers QA Gov response.pdf

Question 1: In PWS 1.2 it is written and requires that the contractor must have a valid company certificate from the manufacturer "Perimeter Protection Group" for the entire duration of the contract in order to be able to deliver certified and warranty parts. Also in Solicitation page 58, under "Technical Capability" section d.) Is written down and requires that the certificates required from the vendor to the other also necessary certificates must also present a valid certificate from the manufacturer "Perimeter Protection Group". Specifically, it is mentioned here that the interested vendor must also submit the certificate from the "Perimeter Protection Group", the lack of this and other certificates excludes the provider entirely, even if the offered competitor tender prices are lower and the "past experience" would be okay. It can be seen from the "equipment list" in the solicitation that the complete equipment list of the systems to be maintained and repaired consists also important of 20 different manufacturers. Here in the solicitation, however, a certificate is only required from one of these and also important 20 each different manufacturers. Aren't the other manufacturer certificates important?

Answer 1: Historically this contract has had issues receiving Perimeter Protection Groups (PPG) parts timely. Through market research it was determined through PPG only sells parts to companies in which have a valid PPG certification. There is an elevated performance risk where a contractor does not have this certification. Quick and proper repairs with minimum downtime is an objective of this contract. The ability to secure parts from all manufactures is important as it is required for the contract but the PPG Certificate requirement represents a key area of importance to the Government. Further, market research has shown that PPG certification is obtainable by other companies.

Question 2: Why are we only get asking for a "Perimeter Protection Group" certificate here?

Answer 2: See answer to question 1

Question 3: It looks like that only "Perimeter Protection Group" or a provider with whom the manufacturer "Perimeter Protection Group" wants to work can only receive the contract. Do you actually need a solicitation here for this contract?

Answer 3: Yes, a solicitation is required for this contract, see answer to question 1.

Question 4: It can actually award the contract directly to the one manufacturer of 20, the "Perimeter Protection Group" or a provider with whom the manufacturer "Perimeter Protection Group" wants to work. But if the contract is only awarded to the company "Perimeter Protection Group" directly or via detours to the company "Perimeter Protection Group", is it even necessary to make a solicitation?

Answer 4: See answer to question 3. Market research has identified several interested companies with a PPG certification outside of PPG, therefore this requirement is being competed.

Question 5: It is not described in PWS in which way the spare parts that are necessary for the repair of the US. Government will be charged or billed. As it is described, the future contractor could determine the spare part price himself and without proof of the price at which he actually bought the parts and also add his profit surcharge to the spare parts and bill the US. Government, and according to PWS it will accepted that way.

Is this so correct?

Answer 5: The new contract will no longer provide for a CLIN that allows for reimbursement of materials. All costs must be included in the price. This is not a cost type contract nor a time and materials contract as such parts will NOT be separately charged. This is a full service contract in accordance with the PWS. Contractor shall use their knowledge of product lifecycle and repair cost, historical data, labor etc. and risk to formulate a firm fixed price for each identified CLIN.

Question 6: In PWS 1.5 “Repair Service” Here it is mentioned that on the invoice to the US Government, “Labor Hours” Page. Are the Repair Work billed according to the required and actually necessary hours of work? Or are billed in a kind of fixed price for labor call, regardless of which working hours have become necessary?

Answer 6: This solicitation will result in a Firm Fixed Price Contract. The sentence from PWS para 1.5 has been removed as it was a remnant from the previous PWS and does not apply to this requirement. No labor hours is mentioned in the PWS dated 17 May 2021.

Question 7: If the invoice for a "repair call" should be billed as a flat-rate version?

Answer 7: Repair services will be billed monthly of a firm fixed price basis against CLINs 0005, 1005, 2005, 3005, 4005.

Question 8: How many working hours have "Routine Repair Calls" and "Emergency Repair Calls'' been necessary on average in the last 5 years?

Answer 8: During the acquisition planning phase it was determined that each contractor performs at their own levels of performance. For example what may take one contractor 5 hours to repair may take another more experienced contractor, 1 hour. As a result the government did not gather data on how long it took the incumbent contractor to complete each repair.

Question 9: In PWS 1.5.1 “Routine Repair Service Calls” The “contractor” should only submit a “cost estimate” for material if necessary in the maximum of 8 business days, in accordance with Para 1.10. Isn’t this time a little too long for such a safety device which will then stand still for a long time?

Answer 9: This section has been deleted as it was a remnant from the current contracts PWS and does not apply to this solicitation structure. Has been updated to reflect: “The contractor shall survey the repair and provide the COR a required parts list and an estimated completion of repair, within one (1) business day of survey. Upon parts availability, the contractor shall commence repair work within one (1) business day and inform the COR in advance about the planned time and date of the scheduled service.”

Source Selection Sensitive IAW FAR 2.101

Question 10: Why is “Para 1.10” mentioned here, this Para 1.10 is only “waste disposal”

Answer 10: See the answer to question 9, this has been deleted.

Question 11: Appendix 2 here it is written on the Excel Price Calculation List that “routine and Emergency Service Calls x 12 month. How is a call (related to labor) actually billed?

Answer 11: Repair Services to include calls, parts, and labor are included in the firm fixed price monthly repair price for CLINs 0005, 1005, 2005, 3005, 4005. There will be no separate invoicing.

Question 12: After actual and respective calls or not matter how often you had a repair job but for a complete lump sum (144 X routine & 34 emergency repair calls) over the entire year?

Answer 12: Invoicing will be made monthly for the fixed amount regardless of the amount of repairs completed.

Question 13: Is lump sum billing allowed every month, regardless of the actual number of calls per month?

Answer 13: Correct, the monthly amount is firm fixed price regardless of the actual calls per month.

Question 14: It is also missing “Appendix 2- yearly Bid Schedule”, the total yearly material sum CLIN. This material-parts sum is very important, because the supplier/contractor has to calculate this sum of material-parts if no profit may be added, with the interest on the labor costs. We ask for better clarification on this.

Answer 14: This is a Firm Fixed Price contract and IAW the PWS 1 Description of services when determining the Firm Fixed monthly service price each contractor shall utilize their experience, knowledge of these systems to determine any risks when determining their price.

Question 15: Will the passageways in which the systems are located be blocked for maintenance, or can some systems only be serviced on certain days of the year? If so, what is the conflict with the desired maintenance intervals? Who will set up the blocks organizationally and physically?

Answer 15: Yes the systems will be blocked for maintenance. Coordination will be with security forces, facility mangers through the COR in accordance with the maintenance intervals as described in the PWS under 1.3.1.

Question 16: Can the systems where no blocking of the passage is required be serviced at any time, e.g. to bridge any waiting times?

Answer 16: Yes. But the COR or Contractor may still need to coordination with security forces, facility managers depending on the location or circumstances of the repair.

Question 17: Is it ensured that all necessary keys are handed over at the beginning of the contract period and, if so, in what number, since several technicians may have to be supplied with keys, or is there a central point where you can receive the keys at any time?

Answer 17: Yes the Contractor will receive all keys needed to fulfill the terms of the contract for additional keys would need to be coordinated with the COR.

Question 18: If the drainage of systems is clogged, is it possible to have the appropriate rinsing trolleys or suction devices provided by the Airbase and is this done free of charge to the contractor of this contract?

Answer 18: Yes if deemed necessary from the COR, the Government would support the Contractor with the appropriate equipment and manpower at no costs to the contractor if drainage systems should be clogged.

Question 19: Is it possible to use lifting tools (e.g. forklifts) to remove the bollards? If so, can these be provided by the Airbase, or does the contractor have to use rental equipment? Can forklifts be "parked" within the Airbase for longer period of time and are forklifts allowed to move on the streets within the Airbase, or do they always have to be brought to the other location by truck?

Answer 19: No the Contractor has to provide tools, manpower, etc. as stated in the description of services.

Question 20: Can trained partner companies be used as subcontractors for various services?

Answer 20: Yes

Question 21: When can individual services be billed? In each case after completion of the service, or are there fixed intervals? If so, what do they look like?

Answer 21: See Answer to Question 5.

Question 22: Should this be a full service contract that includes all maintenance, repairs, spare parts, etc.? The following two questions are derived from this.

Answer 22: This is a full service contract where the monthly price includes all repairs and parts.

Question 23: What happens in the case of an economic total loss or Collision damage where the entire system has to be replaced? Do these costs also have to be covered by this contract? The same applies to damage caused by improper handling. Are such repairs paid for separately?

Answer 23: If there is an economic total loss, the replacement will not be handled under this contract. If there is a collision or vandalism to the system, the replacement or repair will not be handled under this contract. Normal wear and tear of the equipment will be covered in this contract.

Question 24: Do spare parts for the systems have to be included in the maintenance price for the respective systems, or are these remunerated separately according to actual requirements? See point 1 PWS

Answer 24: The spare parts for the systems have to be included in the total monthly price. As this is a commercial contract we cannot have a cost CLIN to allow for parts to be billed separately. Each contractor has knowledge of the systems and the costs of their parts and will based on risk be able to make a monthly price.

Question 26: Are there any deviations from the response times allowed, if they are coordinated with COR on a case-by-case basis?

Answer 26: Yes if coordinated and approved by the COR.

Question 27: 1.3 Changes in the contract of 20% up and down: Does this 20% refer to the inventory change of the assets? New equipment can be added and also existing equipment can be dropped? If there is a 20% increase, will the maintenance flat rates then also be increased or decreased accordingly? If defects are detected during maintenance that result in repairs, are these offered separately and billed according to the offer?

Answer 27: The 20% up and down refers to the inventory of the ATCH 3 Appendix B equipment list. If there is more than 20% increase/decrease from the current equipment list a bi-lateral modification shall be done to allow for all CLINS impacted to be renegotiated upwards or downwards.

Question 28: 1.4 The inspection according to DGVU-V3 will be charged separately or is the effort to be included in the lump sum of the maintenance?

Answer 28: This should be included in the contracts pricing.

Question 29: 1.5 Provision of spare parts and procurement. How should the billing be done? Are possible costs for spare parts included in the calculation or are the spare parts invoiced according to the offer? Currently there are major problems in procurement, long delivery times. Will there be penalties for delays? Contractual penalties? What about equipment that is damaged before the contract is signed and needs major repair? What about equipment that is beyond repair due to age or condition? Spare parts are no longer available. Does earthwork need to be considered for major repairs?

Answer 29: The repairs for normal wear and tear and age are part of this contract and any parts needed shall be part of the monthly fixed price. If there are long delivery times contractor shall provide documentation from the manufacture and or distributors to support this delay. There will be no penalties for delays out of the contractors’ control. As stated in the PWS any equipment noted as inoperable in the initial inspection will not be required of the contractor of this contract to repair. See PWS 1.3.3

Question 30: 1.5.2 Response time of 2 hours is not possible for isolated spare parts due to long delivery times at present. What happens then?

Answer 30: The response time of 2 hours is for the contractor to report not for the physical repair of the equipment.

Question 31: 1.7 and 1.7.1 Schedule: What if scheduled maintenance is cancelled by Base, but the mechanics are already on site?

Answer 31: This should not occur and if it does the COR and contracting Officer shall be notified to work out a solution. If there are costs incurred by the contractor they are able to file through the claims process.

Question 32: 2 Is a quality check performed after each maintenance or repair? And what is meant by quality inspection? Is there an existing template for a quality control plan?

Answer 32: The Contractor is responsible for the quality check after each maintenance or repair as described in the PWS under 2. Quality control and 2.1. Quality Assurance. The COR will use the contractors Quality control plan, work schedules and site inspections to ensure the safe and enduring operation of items that was repaired or maintained. There is no template. It is in the responsibility of the Contractor to establish a quality control plan.

Question 33: 2.2 What are unacceptable services? What is meant by reasonable discount?

Answer 33: Unacceptable services are those that are not conducted within manufacturer specifications. Adequate consideration (reasonable discount) could be in the form of monetary or services. This is a normal term and condition for commercial items and should only be a concern if providing poor services.

Question 34: 2.3 Are translation programs accepted for the required English skills?

Answer 34: Business needs to be conducted in English and many of our contractors use these programs to assist conducting business with the U.S. Government, but cannot be the only way to conduct business. The technicians are not required to have English speaking skills, all of our CORs speak both English and German.

Question 35: We would have asked some questions about solicitation the wages are paid in hours or as a lump sum (per call #)?

Answer 35: See answer to question 5

Question 36: Material will it be with profit or net?

Answer 36: See answer to question 5

Question 37: How will crash damages paid? Who will take over the possibly enormous earthworks and enormous parts cost?

Answer 37: Any crash damage will not be part of the contract.

Question 38: Who provides heavy equipment machines in the event of a crash? The contractor or U.S. Government?

Answer 38: Any crash damage will not be part of the contract.

Question 39: Who does the earthwork and concreting work in the event of a crash accident?

Answer 39: Any crash damage will not be part of the contract.

Question 40: Arm barriers that are equipped with special card recognition devices, who bears the costs of repair and maintenance for the hardware and software of the card reading system?

Answer 40: This is not part of this contract.

Question 41: Systems that are currently defective, who bears the cost for restoring the defective systems?

Answer 41: The Government bears the cost to restore defective systems IAW para 1.3.3 of the

PWS.

Question 42: Systems for which parts are no longer available have to be converted. Which side bears the total conversion cost or modification costs? Out of contract or in contract?

Answer 42: If a system is obsolete and no parts can be acquired to make reasonable repair/modification, the contractor shall notify the COR and Contracting Officer in writing providing the details of that piece of equipment and provide supporting data. If the cost to modify exceeds the value of the asset, the Government outside of this contract will replace the system.

Question 43: How do you envision the reimbursement of the repair costs? Monthly or call by call? And what about the par costs?

Answer 43: See Answer 5

Question 44: There are some new facilities. How long is the guarantee or when does the guarantee expire? Who bears the cost for the systems that are actually new? What about systems that are manufactured incorrectly and thus constantly cause errors? Who pays for this damage?

Answer 44: If any systems have manufacturer warranty the contractor shall coordinate the repair under each manufacturer’s specific warranty processing. The contractor bears the risk if the repair does not fall under the warranty of the manufacturer. Any systems that are incorrectly installed shall be noted in the initial inspection and the Government will be required to restore to a proper condition; once restored, the contractor is fully responsible IAW PWS for maintenance/inspection/repair.

Question 45: What about system components that are built into the ground? How do the ground loops earthworks?

Answer 45: Yes if coordinated and approved by the COR.

Question 46: A new PWS was added to the network late afternoon on May 17, 2021. In the new PWS under 1.3.3 it is mentioned that the new contractor should inspect all equipment with the COR in the first 60 Days of the stated contract in order to determine which equipment is defective and any obvious defects are noted and listed as a list COR and CO are to be transmitted. As well known, this will not be able to be carried out quickly because of blocking permits etc. but last for several days. Who should pay for the costs associated with this and that will arise? Should these cost be borne by the contractor? Or will it be from the US Government paid extra in any way?

Answer 46: This is a requirement of the contract and the price should be built into the overall price provided by the contractor. This is a Firm Fixed Price contract and contractor should look at the answer to Question 5.

Question 47: Spare parts necessary for repairs are not mentioned in the new PWS. Can these spare part costs be listed in the invoice per call # as necessary parts on the invoice and this the US Government are billed in order to get these part costs compensated?

Answer 47: See answer to question 5

Question 48: or are such parts cots in the risk area of the contractor?

Answer 48: See answer to question 5

This concludes all submitted questions and the Government is not obligated to provide any further answers.