QAs FA5613-22-Q-0014.pdf

Q&As Hangar Doors, Sol. No. FA5613-22-Q-0014

1. Please confirm the number of bumpers listed in the PWS, Appendix B, as provided with Amendment 0001.

• Refer to PWS Paragraph 2.2.: Vertical Shock Absorbers (bumpers) are not included in the contract.

2. When a lifting platform must be used in the performance of the service, can it be stored on base temporarily?

• If necessary, the lifting platform must be brought along for each operation and taken back. There is no temporary storage facility available. Please see newly added PWS paragraph 8.8. and question No. 5 below.

3. Payment for Preventive Maintenance and Technical Inspections is on a monthly basis. Is a functional inspection per month on hangar doors required as with fire doors? If yes, is maintenance also planned as a preventive measure?

• Refer to PWS Paragraph 4.2: The contractor shall develop and submit an annual written Maintenance Control Plan (MCP) for each hangar door. The MCP, at the minimum shall include required inspections, timelines for inspections and maintenance to be performed and requires the contractor to coordinate with the respective Facility Manager / Alternate of all hangar doors in accordance with the MCP.

4. Is the Government responsible for costs the contractor incurs, when the Government delays the access to the performance site, such as when maintenance/inspection/repair on a hangar door is scheduled, but the contractor is unable to access the hangar doors for mission reasons?

Please see newly added PWS paragraphs 8.6. and 8.7.:

8.6. PERFORMANCE AND SERVICES PERFORMED DURING MILITARY EXERCISES OR OPERA-

TIONS. Work stoppages may occur during the execution of this contract due to military ex-ercises or operations. During these times, access to areas supporting the exercise or opera-tion may be curtailed or not allowed. During scheduled and unscheduled exercises or opera-tions, the contractor should be prepared to move to other work locations or suspend opera-tions. No additional cost shall be incurred to the Government for moving to other work lo-cations and for the waiting time until the exercise or operation is over.

8.7. BASE CLOSURES. Work scheduled, but not accomplished because of base closures due to weather, exercises, or actual alert, will be accomplished as soon as possible after the installation is reopened.

5. In order to repair a defect as soon as possible, must the contractor have a working platform for high level repairs available at all times? Or will it suffice to show up within the prescribed time limit and diagnose the defect first and then determine the necessity of a working platform (to be coordinated with COR later) and carry out the high level repair once the platform has been obtained? It is noted that these type of lifts are not readily available when renting them, so that work may not be accomplished immediately.

• If a lifting/working platform is needed to make a repair to a hangar door, the contractor must be able to provide it immediately at any time. Please see newly added PWS paragraph 8.8.:

8.8. SPECIAL EQUIPMENT. Any special equipment required in the performance of services under this contract, such as lifting/working platforms, etc. must be made available immediately at any time to make a repair. No prior coordination with the COR is required to determine that special equipment is needed and must be obtained. Any special equipment must be brought along for each operation and taken back. There is no temporary storage facility available on base.

6. During the site visit it was noted that safety equipment such as fire extinguishing systems are in place. These systems become active during flexing and welding work. Who is responsible for shutting down the fire extinguishing safety equipment when work will be performed during the day or in case of emergency calls at night? If the systems are not shut down, the repair work cannot be accomplished. How will the contractor be reimbursed for its time and costs incurred when this occurs?

• Through our shops (786 CES ), there is the possibility 24/7 to deactivate fire extinguishing systems during welding or flexing work. The contractor has to inform the COR by email at least 24 hours prior to the repair if a fire extinguishing system has to be shut down. When the contractor arrives at the location, they will be able to start working immediately. Hourly rates for waiting times that might occur during emergency calls when fire extinguishing systems have to be shut down have to be pre-priced and included in CLIN X002, “Routine Repairs, Emergency Repairs and Parts”. Please see additional information added to PWS paragraph 8.10.:

8.10. SCHEDULE COORDINATION: (…) If flexing and welding work are required in the performance of this contract, the contractor must inform the COR by email at least 24 hours prior to the scheduled repair/maintenance to coordinate the deactivation of fire extinguishing systems. In case of emergency repairs, the contractor must inform the COR immediately upon determining that flexing or welding work is required that the fire extinguishing systems must be deactivated. No flexing or welding work shall be carried out without prior confirmation by the COR that fire extinguishing systems have been deactivated.

Deactivation of fire extinguishing systems is possible 24/7.

7. Reference DFARS 252.232-7007, Limitation of Government’s Obligation – How does the Government intend to fund this contract, specifically the Over and Above Services CLINs?

• The base period is anticipated to be fully funded, however, no prediction can be made as to the availability of funding for future option years. CLIN X003, Over and Above Services, will only be funded if required and if the required Over and Above Services are to be carried out under the contract. In case the contract is not fully funded, the CLINs for which funding is made available will be added to paragraph a) of DFARS clause 252.232-7007, and the amounts and time frames for which funding will be made available will be added to paragraph j) of this clause. Please also see paragraph b) of DFARS clause 252.232-7007, the contractor is only required/permitted to perform to the extent funding has been made available:

(b) For item(s) identified in paragraph (a) of this clause, the Contractor agrees to perform up to the point at which the total amount payable by the Government, including reimbursement in the event of termination of those item(s) for the Government’s convenience, approximates the total amount currently allotted to the contract. The Contractor is not authorized to continue work on those item(s) beyond that point.

8. Are only OEM (Original End Manufacturer) parts allowed to be used under the contract or may alternative products from other manufacturers be used as well?

• Please see paragraph 3.1. of the PWS: All work carried out shall be in accordance with standard commercial practices using only Original Equipment Manufacturer (OEM) parts.

Upon non-availability of OEM parts, items of equal or higher quality are permissible upon the COR`s concurrence.

9. Are manufacturers permitted to offer their services as subcontractors to a prime contractor under the anticipated contract? Various service providers have requested the required mechanical maintenance according to manufacturer's instructions from us. They would like to do the electrical maintenance as well as the readiness themselves. Not all companies have electrical or mechanical approvals. In this case they would require subcontractors, which would possibly have an impact on their own participation, as requested in question 10.

• Subcontractors may be used under the anticipated contract.

10. Is a cooperation between companies permitted? Cooperation means here concretely that company XYZ cannot submit an economical offer because of the required response times and would like to offer their gates through us as a subcontractor. Other suppliers would like a price from us for the maintenance of the plank gates, which we only provide if we are not excluded by this.

• Prime contractor/subcontractor cooperation between companies is permitted. A company will not be excluded if it provides pricing to other offerors. However, the Government intends to award the anticipated contract to one prime contractor, no split contract between two or more prime contractors is anticipated.

11. What is the performance start date of the contract?

• 1 December 2022

12. What is the overall period of performance of the contract?

• The overall period of performance is as follows:

Base Period: 1 December 2022 – 30 November 2023 1st Option Period: 1 December 2023 – 30 November 2024 2nd Option Period: 1 December 2024 – 30 November 2025 3rd Option Period: 1 December 2025 – 30 November 2026

4th Option Period: 1 December 2026 – 30 November 2027

Option period 1 through 4 are not guaranteed, options will only be exercised if services are required and performance in the preceding performance period is deemed “satisfactory” by the customer.

13. What is the invoicing and payment process for repairs? / How are repairs being reimbursed?

Invoices have to be submitted electronically to WAWF (Wide Area WorkFlow), the U.S.

Government’s invoicing system. Vendors have to get registered in WAWF and follow the instructions in DFARS clause 252.232-7006, Wide Area WorkFlow Payment Instructions.

Payment will be made by DFAS (Defense Finance Accounting Service) within 30 days after receipt and acceptance of a proper invoice. The Unit of Issue under the anticipated contract is ”MO” (Months), which means that monthly invoices should be submitted.

14. Who is in charge of performing maintenance on the other sliding doors / hangar doors / shelter doors on the air base?

Other sliding / hangar / shelter doors are not part of the anticipated contract.

15. Reference AFFARS 5352.223-9000, Elimination of Class I Ozone Depleting Substances, paragraph (c) – As nothing is listed under this paragraph, should there be “NONE” added?

This clause has been updated, please see updated clause.