Q_A for RN FACILITY MAINT_28 March 25.pdf

Q&A – Robins North Facility Maintenance Support, Grounds Maintenance, Pest Control, Dumpster Services, and Boiler Maintenance

28 March 2025

1. What is the incumbent’s contract number? FA8571-20-P-0136

2. Based on the site walk through does the PWS include all the equipment that needs to be

PMI/serviced? Yes, there were from the 3 water heaters gas that we didn’t get to see

3. In the PWS, there are several instances of “Repair as needed.” Will this repair be considered within the covered scope, or will this repair be considered as “over and above” and be repaired under Corrective Maintenance (CM)? Lubrication of bearing and replacement worm bearings should be part of preventive maintenance. Inspection of water heaters should be part preventive maintenance.

4. What is the dollar threshold for repairs above which the work will be considered as Corrective Maintenance (CM)? For example, if during routine maintenance we discover failed parts (Ex. Broken pulley) would this be considered part of normal maintenance, or would it still be processed as Corrective Maintenance under the Over and Above process detailed in section 1.4? Pulley, belts, filters, bearings are part of preventive maintenance.

Replacement of motors, ductwork repairs.

5. During the site walk, we noticed a transfer switch. Is the Emergency Generator/backup power considered within the Scope of Work (SOW) for this contract? Generator, transformers and parking lot lights are under a different contract.

6. If for any of the work related to CM, if the work is scheduled for weekends, will the labor be considered as Overtime or Standard Time? No work should be schedule for the weekends unless there is a direct impact on production due to power outage; or contractors desires to work over the weekend. Any work over the weekend or federal holiday must be coordinated with appropriate POCs.

7. Are uniforms mandatory for contractor personnel when on-site? No

8. Can the Government provide the number of fire extinguishers to be maintained on-site? 55

9. Can the Government confirm if the below equipment maintenance is excluded from SOW?

a. Overhead crane in the main hangar No, that’s government equipment. Organic maintenance is performed on it through MSXG plant services.

b. Paint Booth No, that’s government equipment. Organic maintenance is performed on it through MSXG plant services.

c. Rollup doors No, that’s government equipment. Organic maintenance is performed on it through MSXG plant services.

d. Wisconsin Oven Walk-in freezer/cooler No, that’s government equipment. Organic maintenance is performed on it through MSXG plant services.

10. Specific scrap metal recycling dumpster maintenance like Aluminum, Copper, etc which are stored under the shed. Are these dumpsters maintenance and cleanout within the SOW? No performed organically within the government.

11. During the walkthrough, we noticed a ceiling-mounted refrigerated air dryer, make "Ultra Air". Is this unit's maintenance included in this contract? Not included, property of CGTC.

Any work requested will be over and above.

12. Who is responsible for Hazardous Waste Management? If contractor, does the government have an estimated amount of hazardous waste generated monthly/annually? Government is responsible for Hazardous Waste Management of government own processes. Contract must follow rules, guidance, regulation set by OSHA, EPA, NFPA and other government agencies when using hazardous waste materials to perform maintenance and repairs. They are responsible for managing and disposing their own inventory. RAFB will not dictate means and methods but in the event of inappropriate actions; for example, disposing hazmat on general purpose waste container will not be accepted, rules will be enforced.

13. What CMMS software does the Government use for Work Order management? No dedicated software. Current methods of communication are Outlook email and calendar to schedule events. Contractor is welcome to implement CMMS.

14. Will the contractor be required to use a CMMS for documentation, forecast of WO, parts inventory, etc? No, they are not to have CMMS. Nonetheless, it is good practice to document all crucial and indispensable information.

15. The goal will be to store critical parts on-site to expedite repairs and PM to enhance facility performance. Will the Government provide a designated area for the inventory of parts storage related to this contract? Yes

16. In the pricing proposal, to fill out line items like A002, A003, etc., is this pertaining to only the administrative burden related to filling out the respective forms and related documents?

Correct. All CLINs (Contract Line Item Numbers) starting with a letter (A, B, C, etc.) are Contract Data Requirements List (CDRL) items. Complete these CDRLs according to Block 16 instructions. Do not price these CLINs; they are not separately priced.

17. Regarding the 40 HP Cleaver Brooks boiler replacement mentioned in section 1.1.1.1: What is the desired timeline for this replacement, and do you have specific efficiency requirements or environmental compliance standards you're looking to achieve with the new unit? Exact replacement or better. Must be compliant with OSHA, EPA, ASNI, and NFPA code.

18. The document mentions the HVAC equipment is primarily from 1987. Have you experienced parts availability issues with any of the systems, particularly the seven large AHUs (1-7) or the chillers? No

19. Given that this facility operates under ISO 50001 certification per section 4.13, what specific energy efficiency goals or requirements should we be aware of that might impact maintenance approaches? Best practices

20. The PWS mentions Johnson Controls is handling some aspects of the HVAC controls. What specific BMS/controls platform is installed, and what will be the contractor's interface responsibilities versus Johnson Controls' scope? HVAC integration with fire alarm is the main concern of JCI.

21. Have any IAQ (Indoor Air Quality) assessments been conducted recently, and are there specific air quality parameters we should be monitoring as part of our maintenance program? No

22. What is the current water treatment program for the cooling tower and closed-loop systems, and are there any chronic issues with scale, corrosion, or biological growth? Use best practice

23. Has the facility conducted any energy audits that identified maintenance-related opportunities for improved efficiency that we should incorporate into our approach? No

24. The document references a Quality Control Plan requirement. Do you have any specific KPIs or metrics you use to evaluate the maintenance performance of the contractor? Yes, several KPIs and metrics can be used to evaluate a contractor's maintenance performance.

The best ones will depend on the specific context of the contract and the type of maintenance being performed. For this requirement some examples include: Quality of work, safety, customer satisfaction, compliance, etc.

25. For cleaning tubes in Boilers and Chillers, does this have to be conducted by OEM factory-certified technicians, or can it be performed by contractor/subcontractor personnel?

Certified contractors or sub contractors are allowed to work on chillers and boilers.

26. Regarding grounds maintenance, are there any specialized landscaping requirements or stormwater management features that require maintenance beyond standard landscaping?

Irrigation system.

27. For Landscaping maintenance, what are the boundary limits? Everything within the chain-link fence. Except shut off valves and backflows that are located outside the fence.

28. In PWS, Section 1.5, the response time reads not to exceed two hours. Is this considered only during the 1st shift or should the contractor have personnel to cover the 2nd and 3rd shifts if the emergencies are beyond the normal hours? Within normal operation hours 0800 1630.

29. Is the contractor responsible for turnstile gate maintenance and associated programming for badge programming? No, different contract.

30. The offeror has several years of experience in facility maintenance and can suggest several facility performance enhancement systems. Will the government be open to incorporating innovations and technology implementation if it is proven to significantly enhance facility performance? Yes

31. The solicitation document reads evaluation factor is LPTA. Can the government define technically acceptable? Lowest price technically acceptable in simplest terms is the cheapest option that still meets the requirements. It prioritizes price over other factors;

however, the proposal must be technically acceptable meaning it meets all the required specifications and functions needed to accomplish the requirement.

32. Does the Government provide the contractor with any admin or storage areas for materials and equipment? Question already answered.

33. How are work orders requested by the Government, and what system is used? Government POC will contact prime contractor via email or phone.

34. Does the Government plan on replacing the boiler with an emission free electric unit or has boiler? Unit replacement unit will be as existing one or better.

35. Please provide additional information on the number of filters and sizes for existing HVAC systems. ***We are actively working on this response and will provide an updated answer as soon as possible.***

36. Please clarify the number of actual repairs to be completed on items like bearings during preventive maintenance inspections. Are bearings to be changed out every time? No, as needed it replacement. If bearings present signs of wear tear, excessive noise and other signs of malfunctioning.

37. Is upgrading of high bay and other non-LED lighting to LED preferred as part of the annual service? Yes

38. Are the VAV boxes on the main building HVAC system for the SE/SW admin areas installed with pneumatic controls? Yes

39. Are break rooms refrigerators/freezers, ice makers, and heating/steam tables to be maintained as part of this contract? No

40. Is the ventilation system supply and exhaust in the NW electrical room installed and operational? Yes

41. Is maintenance of the five air cleaners in Room D27 included in this contract? Yes

42. Is maintenance of the equipment used in classrooms included in this contract? No

43. Are inspections and maintenance of the roll-up and hangar doors included in this contract?

No

44. Please provide the size of the area to be mowed and landscaped. Question already answered

45. Are there any special disposal requirements for the dumpsters, or is this handled as non-hazardous waste for normal disposal? Handled as nonhazardous waste.

46. Will the contractor be required to turn in spent lamp batteries to Environmental

Management or outside facility? Outside facility

47. Will changeout of paint booth filters, etc. be included in this contract? If so, can the

Government provide additional information on that requirement? No part of the contract.

48. Is inspection and measuring of the local exhaust system performance on the paint booth included in this contract? No

49. Is corrective maintenance for Electrical included in over and above? It is not specified in section 1.1.7. Should be inspected and maintenance. Repairs includes the replacements of defective electrical outlets, circuit breakers, fuses and other electrical components.

50. Is historical workload on corrective maintenance performed on the current contract available? Yes

51. Will the contract include a line item for corrective maintenance? No

52. Will the Government provide a comprehensive equipment/asset list? This contract covers real property systems only. HVAC equipment (AHU, Chillers, Electrical fixture)

53. Will a pricing sheet in Excel format be provided to the contractor? No, a pricing sheet is not provided. Pricing shall be entered in the solicitation.

54. Will the Government consider delaying proposal submission to one week after questions are answered? Proposal due date has been extended to 4 April 2025

55. Will bonding be required on any of the larger work orders? If you are referring to insurance that protects the contractor against potential financial losses due to contractor failure, no, bonding will not be a part of this contract. Contractor must afford the cost to do business.

However, there will be an over and above clause in the contract for work/ services that are not included in the original scope of work but can be added at an additional cost.

56. Is a bid guarantee required? Are performance/payment bonds required? This solicitation does not require the submission of a bid guarantee. No bonds

57. Will the Government provide instructions for information required in the technical volume?

No

58. Are separate volumes required for technical, pricing, and past performance? Separate volumes are encouraged as it will help with proposal evaluation.

59. What are the proposal submission instructions? Can we email the documents to CO and the Buyer before the due date? Yes. You will email your documents directly to the CO and buyer, phillip.richardson.2@us.af.mil AND andrea.cervantes.1@us.af.mil.

mailto:phillip.richardson.2@us.af.mil mailto:andrea.cervantes.1@us.af.mil