Questions_and_Comments__3.pdf

Questions & Answers #3

1. Attachment 3 Equipment List – Column “Maint Req’d? (0=No 1= Yes) Does the “0-No” mean that there is no maintenance required ever for the equipment or does it mean that maintenance has already been completed this year; or this is not on this contract?

This means that preventative maintenance is not required. The equipment items listed as 0-No remain on the equipment list in case a repair/replacement is required.

2. Please confirm that the price schedule only counts as 1 page in cost volume? If we foresee this being a problem, we can send an email explaining why and they will evaluate.

Contractors are discouraged from providing additional price information beyond what is requested in the Price Volume. The only items that are included in the page count for the Price Volume are the cover letter 5.1.2(a)) and the fully completed bid schedule (5.1.2(e)). Each submitted tab on the bid schedule counts as 1 page, totaling 4 pages (Note: The regular labor tab will print out with multiple pages in Excel; the Instructions tab is not to be submitted).

3. What is the total value of the current contract?

The awarded value for the 9-month bridge contract is $6,364,212.92.

4. In reference to PWS Section 4.2.1 Labor Pooling. Labs 1, 6 and 10 are the only labs where labor pooling is acceptable. Labs 3, 4, 7, 8 and 9 will have personnel exclusively assigned to that lab.

May offeror pool some specialty labor categories (IE: Sheet metal Worker and/or insulator) across labs 3, 4, 7, 8 & 9 as long as core group of personnel is exclusively assigned to those labs or are all labor categories required to be assigned exclusively to these labs.

All labor categories are required to be assigned exclusively to labs 3, 4, 7, 8, & 9.

5. In reference to PWS 3.9.2 Contractors Program Manager. Is the requirement for the Program Manager to be on site or may they reside off site? Or may the representatives suffice?

In PWS Section 3.9.2 it states, “The primary and/or alternate representatives shall be on-site during normal work hours and have full authority to act for the contractor on the installation and possess full contractual signatory authority.” So the alternate representative will suffice as long as they have full authority to act for the contractor and possess full contractual signatory authority.

6. Reference PWS Paragraphs 3.1.6.1 & 3.1.6.2. The “micro-purchase limit referred to in these paragraphs is $3,500, whereas the limit presented in the Workflow diagram (provided with Amendment

1) for the LabProcure chart is $10,000. Which is correct?

The micropurchase threshold is $3,500. Para 3.1 and subparagraphs describes the material approval process. Para 3.4-3.5.5 describe the work approval process.

7. Please confirm that this RFP must comply with EO 13706 dated Jan. 1, 2017 - Executive Order - Sick Leave for Federal Contractors, in which hourly employees can earn up to 7 days of sick leave per year?

Yes, please reference Executive Order and SCA Wage Determination in Amendment 0003.

8. Will the Government provide the number of years of service for the current hourly staff for purposes of Offerors to ascertain the number of vacation weeks for costing purposes?

The Government doesn’t have this data available.

9. Will the Government release a seniority roster for the current contracted employees?

The Government doesn’t have this data available.

10. On the regular labor tab, do we price only the labor portion by position by labor or do we consider any equipment (computers, laptops) and ODC’s (PPE/uniforms) that these positions may need?

Not including base support which is described in the PWS, these examples are to be captured in the Contractor’s proposal. They cannot be billed under CLINs 0002, 0003, or 0004 series.

11. The site visit did now afford a walk through mechanical rooms, can the Government provide a list of current service subcontractors, i.e. hoist, UPS, water treatment, and generators?

The Government cannot provide this data.

12. Where does the Government want contractor to include costs for subcontractors, i.e. water treatment, UPS, etc.?

CLIN 0003 series (0003, 1003, 2003 etc.)

13. How does the Government want contractors to the include cost for equipment, i.e. vehicles, meters, balancers, etc.?

See updated Solicitation CLIN description for CLIN 0001, 0002, 0003 series.

14. Is the attached equipment list all-encompassing or can we expect additional requirements at execution? Will the government allow for renegotiation if more equipment is purchased or placed into service by the customer?

Yes, the equipment list is all-encompassing. Yes, the government will allow for renegotiation of CLIN 0001 price if there is a +/- 10% in associated costs due to changes in the equipment list annually.

15. In 4.2.1 Labor Pooling states that Labs 3, 4, 7, 8, and 9 will have personnel assigned exclusively. If our estimates only require half an FTE are we expected to only hire a part time person even if we have the same job classification in another lab at part time as well?

See question #4.

16. Lab 3 has a requirement for an Industrial Controls Mechanic yet that lab does not have equipment identified as having any controls. However, Labs 4, 7, 8, and 9 do. Was that a typographical error?

See updated equipment list attachment 3.

17. In lab 3 there is one piece of electrical equipment identified, a Motor Control Center, are we to assume that no electrical PM work is being performed in Lab 3?

See updated equipment list attachment 3.

18. Are we allowed to track time separately for the labs so that cost can be tracked separately?

Hours/time to complete each PM, repair/replace, operations task will be entered into LabWR and LabPM as appropriate. Tracking of personnel hours is not a requirement of the government.

19. Does the Government intend to provide office space for the program manager and/or other work space to execute this requirement?

See PWS Appendix C.

20. Is there a central location for supplies such as a warehouse or space in each lab?

See PWS Appendix C.

21. The U.S. Department of Labor has released its annual memorandum with the rate increase for Service Contract Act (SCA) Health and Welfare (H&W) Fringe Benefits. The new rate of $4.41 per hour (up from the 2015-2016 rate of $4.27 per hour) is required in all government contract bids or other service contracts awarded on or after August 1, 2017. Does the Government want us to price with the rate as per the solicitation or as stated in the announcement?

Amendment 0003 includes the SCA Wage Determination.

22. Is Lab PM capable of forecasting a PM schedule with Asset PM Material?

After the first year of data input, then pm material can be forecasted.

Does the forecasting have the ability to forecast PM Labor hour estimates?

Yes, LabPM does forecast labor hours.

23. What is the state of LabPM Job Plans, will this be on the contractor to create/supply PM Job Plan tasking?

LabPM generates the pm work orders and all associated tasks per RSmeans/PMTL (ref PWS 3.3.1)

24. Does LabPM have the Last PMs completion date to help schedule the next manufacturer recommended PM?

Yes, but only after pm has been performed on this contract. No previous pm data is available.

Is it expected that the PM schedule be based exclusively on the Asset manufacturer recommendation or can industry standards be used?

Pm schedule is based upon RSmeans or PMTLS. Some PMTLS are based on manufacturer recommendations.

25. For Inventory costing, what is the SQ Ft of inventoried space, according the sheet contract has ~4500 Assets 100 buildings and 8 labs?

See appendix c for government provided space. Additional limited space for inventory may be available within individual labs.

To truly evaluate where an Asset is in its life cycle and in depth Asset condition would be required (Asset condition assessment, work order history review, assets criticality, installation date, area served and importance to operation) we need to know if this is expected to apart of the inventory, this greatly effects the inventory plan, cost, and time line.

An in depth asset condition is not required.

26. Does LabProcure allow for response plans/ rules to be set to manage PO approval process?

Labprocure workflow approval process is detailed in PWS. Also, refer to LabProcure workflow process detailed in site visit slides (posted on FBO).

27. What reports for Material/item purchases are available in LabProcure?

The user is able to sort all data and export to .cvs or .xls formats. Custom reports may be developed upon government concurrence. See lab software presentation slides from site visit for more detailed data sets (posted on fbo.gov).

28. Does LabProcure have an item inventory or store room module to manage item inventory with the ability to set proper reorder points or is all ordering done as on demand?

No, LabProcure is not an inventory tool.

Can we leverage bulk material ordering across all facilities in contract and Bill items back as used?

The contractor may purchase bulk materials as it sees fit. Billing shall be accomplished IAW PWS para

3.1.6 and subparagraphs.

Is there a storeroom/warehouse location that could be used to manage item inventory?

See appendix c for government provided space.

29. Respectfully ask for a week extension in proposal due date?

Solicitation has been extended until 1300 EST 21 August 2017.

30. These items in Attachment 3 have no Equipment ID# or Lab assigned to them, which lab is responsible to maintain them?

hot water pump hot water pump

NITROGEN PUMP

VFD

VFD

EXHAUST FAN

VFD

EXHAUST FAN

See updated equipment list attachment 3.

31. These Equipment ID #’s from Attachment 3 do not have a lab assigned to them, which lab is responsible for their maintenance?

G3015-126-9950 Vacuum Pump, Water Cooled Sihi LPHR 3708 AB 0010A 2 CA1645155-01 1

G3015-126-9950 Vacuum Pump, Water Cooled Sihi S141 C01-516405-03 1

G3015-126-9950 Vacuum Pump, Air Cooled Sullair RS-12 SW011040129-010 1

G3015-126-9950 Vacuum Pump, Air Cooled Sullair RS-12 SW011040129-010 1

G3015-126-9950 Vacuum Pump, Air Cooled Sullair RSVS-80-AC 003-V83253 1

G3015-126-9950 Vacuum Pump, Air Cooled (???) Kinney-Tuthill KT850D 228640-0912 1

G3015-126-9950 Vacuum Pump, Water Cooled Kinney KDH530 1298D2 1

G3015-126-9950 Vacuum Pump, Water Cooled Kinney KDH530 1298D3 1

G3015-126-9950 Vacuum Pump, Water Cooled Kinney KDH530 1298D4 1

G3015-126-9950 Vacuum Pump, Water Cooled Kinney KDH530 1298D5 1

G3015-126-9950 Vacuum Pump, Water Cooled Kinney KDH530 1298D6 1

G3015-126-9950 Vacuum Pump, Water Cooled Roots 20X50RGS-58-AVP 25403 1

G3015-126-9950 Vacuum Pump, Water Cooled Roots 14X35RGS 25404 1

G3015-126-9950 Vacuum Pump, Water Cooled Roots 1228VRG5XHVB 49332RP36 1

G3015-126-9950 Vacuum Pump, Water Cooled Roots 20X5RGS 26557 1

G3015-126-9950 Vacuum Pump, Water Cooled Roots RGS14X35 26559 1

G3015-126-9950 Vacuum Pump, Water Cooled Roots RGS20X50 26550 1

G3015-126-9950 Vacuum Pump, Water Cooled Allis Chalmers 27D/AW 0 1

G3015-126-9950 Vacuum Pump, Water Cooled General Electric 11S/AP 2423 1

G3015-126-9950 Vacuum Pump, Water Cooled Allis Chalmers 27D/AW 0 1

G3015-126-9950 Vacuum Pump, Water Cooled General Electric 43044 4004-79288-3 1

G3015-126-9950 Vacuum Pump, Water Cooled Allis Chalmers 27-D 2425 1

G3015-126-9950 Vacuum Pump, Water Cooled General Electric 43044 4004-79288-1 1

G3015-126-9950 Vacuum Pump, Water Cooled Kinney KDH530 0 1

See updated equipment list attachment 3.

32. What is the threshold for Contracting Officer approval or purchase requests?

In PWS 3.1.6.2 and 3.1.6.3 it states: “Unit purchases in excess of $3,500 must be approved by the CO prior to purchase via the LabProcure application.” and “Procurements greater than $25,000 are considered major purchases and shall have a minimum of three (3) quotes for the procurement and additional approval from the CO via the LabProcure application.” respectively.

However on page 4 of the Lab Software Presentation the Workflow for LabProcure indicates the threshold for Contracting Officer approval is $10,000.

The commodities micropurchase threshold is $3,500. Para 3.1 and subparagraphs describes the material approval process. Para 3.4-3.5.5 describe the work approval process.

33. Would the Government clarify the type of contract that is anticipated? From the bid schedule it appears it could be a Fixed Price, yet there is a requirement for overtime rates but no regular hour rates Then in several PWS paragraphs it appears to be a time and materials contract e.g.:

3.9.1 Technical. The contractor shall provide full time employees with the skillsets as indicated on Appendix J, “Position Descriptions and Minimum Qualifications”. Man hours for these employees will be invoiced on a monthly basis through the Wide Area Work Flow application.

This has been updated in the PWS.

3.9.2 Managerial. The contractor shall provide primary and alternate program management representatives above and beyond purchased labor hours

This has been updated in the PWS.

4.1.3. Monthly Status Report. The Contractor shall provide a monthly status report not later than (NLT) 15 calendar days after the end of each month. The monthly status report shall be uploaded to the CE SharePoint Site. The report shall: 1) show all labor hours purchased with available balance by lab.

This has been updated in the PWS.

CDRL Updated

If it’s time and materials wouldn’t the government specify the hours (other than project management and support personnel)?

This requirement is Firm-Fixed Price.

If it’s Fixed Price what difference would the pool of hours make? The government was given a price for the total effort required by the PWS.

No reporting on labor hours is required.

34. Would the government provide the text that is obscured by the logo at the bottom left corner of page 4 of the Lab Software presentation?

*Link to Material Procurement order # if material is used.

CE COR review Tickets for DD1354 applicability

35. Reference PWS Appendix A, CDRL A004 Monthly Status Report (MSR). The CDRL requires the first submittal of the MSR to be submitted 20 days after contract award. This date falls within the 30 day Transition Period (see Instruction to Offerors, para. 6.2.1.1. The information requested by the Monthly Status Report pertains to the operating period of the contract (i.e. labor hours used, quality inspections performed); most of this activity will not occur during Transition. Will the Government clarify what it wants reported on the MSR submitted during Transition?

CDRL A004 updated to 45 days. See A004 for details of the data deliverable.

36. In Paragraph 6.2.1.1.2.3 of the Instructions to Offerors to provide Labor hours designated per labor category, correlated to hours in bid schedule. Does the Government want the contractors to provide a duplicate of the complete bid schedule in their Management Approach response or just a matrix showing the first year? This would consume several of the 20 page allotment.

Element 2: Staffing plan to include organizational chart/matrix of all management and non-management employees. Include experience/duty description of each management and non-management employee included in the organization chart/matrix. Include clear description and/or depiction of lines of authority. Include labor hours designated per labor category, correlated to the prices in the bid schedule

The contractor is to indicate number of hours (FTE(s) or percentage of FTE(s) is acceptable). This information can be provided without consuming several pages. See updated paragraph 6.2.1.1.2.3 in

ITO

37. What is the annual value of the current contract?

See question #3 above.

38. What is the contract value for each of the past 3 years?

See question #12 from Site Visit questions & answers.

39. Who is the incumbent contractor?

Diversitech, Inc.

40. Who are the current sub-contractors?

The Government cannot provide this data.

41. What is the current contractor staffing by labor category?

The Government cannot provide this data.

42. Are there any Union Contracts in place?

No

43. Are there any outstanding OSHA violations?

No

44. Have there been any OSHA violations in the last 5 years?

No

45. Are there any outstanding EPA violations?

No

46. Have there been any EPA violations in the last 5 years?

No

47. The RFP states that the contractor, at a minimum, must have the ability to purchase a 100,000.00 of material and services. Based on history what is the Maximum that the contractor may be required to purchase?

$100,000 is the guaranteed minimum that the Government will award to the contractor. The maximum amount that the awarded contractor can receive would be $53,500,000.00. See FAR 52.216- 19 Order Limitations in the solicitation.

48. The RFP states that for many items up to certain thresholds the contractor should obtain 3 bids but may certify that the price is fair and reasonable and purchase without bidding. Will the contractor be permitted to bid a category (small plumbing items, electrical items, etc.) and establish “blanket” purchase orders and release against the in place purchase order(s)?

The contractor does not certify that the price is fair and reasonable, that is a responsibility held be the Government that cannot be delegated. The contractor shall provide three quotes for all purchases over $3,500. Combination of items on a single quote will be considered on a case by case basis. See PWS paragraph 3.1.6 and subparagraphs for further detail.

49. The RFP states that key contractor personnel will be trained in data entry and system use at government expense. Addition personnel training will be at contractor expense. What is the cost per person for training?

The Government cannot provide this data.

50. If a key person who has been trained leaves is the cost of training his/her replacement a Government expense?

Yes, if the training you refer to is government data entry and system use.

51. The RFP states that the labor to preform upgrades is billable to the cost of the upgrade. If some or all of that labor is provided by existing staff on an overtime basis will the Government accept billing at the Overtime rate?

Yes, only if the overtime is approved by the Government prior to the start of work.

52. What are the normal “duty” hours for the service desk?

See PWS 4.2.4

53. What are the normal “duty” hours for maintenance personnel?

See PWS 4.2.4

54. Will the Government provide vehicles to the Contractor for the movement of supplies and personnel?

No

55. Is there parking in the vicinity of the work area(s) for both contractor and employee owned vehicles?

Yes

56. Will the government reimburse the contractor for Repair and Maintenance of contractor vehicles dedicated to the facility? Fuel?

Contractor to determine how to bid this cost as necessary/ if applicable. No separate reimbursements/ charges will be approved by the Government after contract award.

57. Will the government provide “walkie-talkie” and base station radio for communications with technicians and other staff?

No

58. Does the Government provide internet access for contractor use?

See PWS 7.0

59. Does the Government provide both internal and external land line phone service?

See PWS 7.0

60. Are normal duty hours as defined in the RFP 5 or 7 days per week?

See PWS 4.2.4

61. Is there currently a regular 2nd and/or 3rd shift.

No

62. High pressure steam usually requires a qualified technician/engineer on duty whenever the steam generator (boiler) is in operation. Is there a requirement for high pressure steam generation 24/7/365?

No

How many locations support 24/7/365 high pressure steam generation.

None

63. Is the contractor responsible for outside lighting maintenance? (Wall packs, portico, parking lot and/or walkways?

No

64. Is the contractor responsible for outside sidewalk, driveway, and parking lots repair?

No

65. What are the required levels of particle size and count to be maintained in the clean rooms and under the hoods that the contractor is responsible to maintain?

ISO 5 (Class 100)

Does the Government have the monitoring and measurement equipment required to verify these specifications? (Particle counters and air flow meters)

Yes

66. How many, if any, of the Labs are designated as Bio Hazzard and require special personnel protective equipment (PPE)? (Bio hazard suits, masks, rebreathers).

N/A

If required, will the Government provide protective equipment?

N/A

67. Do the electrical labs have any specialized items such as a under floor grounding grid that requires periodic testing? Will that testing be a contractor responsibility?

No

68. Are any of the labs involved in combustion or fuels testing that require specialty fire suppression equipment?

Facility fire protection systems are adequate

69. The RFP states that the contractor shall be responsible for inventory management of both purchased items and refrigerant. Are there designated storage areas for both purchased materials and refrigerant?

See question 20

70. Are the material storage areas controlled access?

Yes

71. Is the warehouse/inventory subject to periodic audits? What has been the “shrinkage” history?

It is unclear what “shrinkage” means. See PWS Appendix C for facility space provided.

72. Is the contractor financially liable for “shrinkage”?

It is unclear what “shrinkage” means. See PWS Appendix C for facility space provided.

73. What are the refrigerants?

R22, R407C, R410A, R404A, R134A, R502, R12, R13, R23, R508B, NU-22, MP39

74. Is there any ammonia refrigerant in storage?

No

75. Is any of the refrigerant storage temperature/humidly controlled?

Yes

76. If there is a refrigerant leak in the storage facility is equipment in place to detect the leak and trigger an alarm?

Where chillers or bulk refrigerant storage tanks are inside a facility, there are refrigerant leak detection systems

77. The RFP attachment #2 lists 10 Labs with numerous buildings below each Lab. Is the contractor responsible for all building or just those highlighted on the site map? What are the numbers of the buildings that are the contractor responsibility?

You are responsible for what is on the equipment lists attached to those facilities.

78. What is the SF size and building description of each building the contractor is to maintain?

Floorplans will be provided upon contract award

79. What is the size and location of each lab the contractor is required to maintain?

Floorplans will be provided upon contract award

80. Will the Government provide interior building layouts and equipment lists by Lab and location?

Floorplans will be provided upon contract award

81. The equipment list is silent concerning interior lighting, is the contractor responsible for bulb replacement and fixture repair or replacement.

Only if the items are contained on the Lab equipment listing.

82. The equipment list is silent concerning elevators and escalators. Is the contractor responsible for personnel lift maintenance?

No

83. Does the contractor have responsibility for roof maintenance and waterproofing?

No

84. The equipment list contains “dock levelers” but no mention of overhead doors. Is the repair and maintenance of overhead doors and related loading dock equipment a contractor responsibility?

Only if the items are contained on the Lab equipment listing.

85. Are fire alarm systems and extinguishers a contractor responsibility?

No

86. Is the contractor responsible for restroom plumbing and fixture maintenance?

Only if the items are contained on the Lab equipment listing.

87. Is the repair and maintenance of breakroom and kitchen equipment a contractor responsibility?

Only if the items are contained on the Lab equipment listing.

88. Is the contractor responsible for building maintenance such as but not limited to glazing, door repair, and painting?

No

89. Is the contractor responsible for furniture movement and repair?

No

90. Do the equipment lifts and cranes require periodic testing and certification by independent testing agencies?

Yes

91. The equipment list does not provide equipment location nor indicate what location(s) it supports. Is there a document available that will provide that information?

See attachment 3 for location. What the equipment item actually supports is not available.

92. Are the boilers, chillers, air compressors dedicated to one location each or is there a central utility plant that provides service to the Lab locations?

No, the piece of equipment could be feeding several different facilities.

93. Are the boilers hot water, low pressure steam or high pressure steam? What are their operating pressures?

Hot water

94. Are the boilers dual fuels capable and if dual fuels capable, what is the fuel of choice?

Natural Gas

95. If the boilers are oil fired are the tanks under or above ground

N/A

96. Is EPA permitting required for “stack” emissions and condensate water discharge? Is applying for and obtaining the permits a contractor responsibility.

Not contractor responsibility

97. Is the air handling and potable water system periodically tested for contaminants under the direction of an industrial hygienist?

See paragraphs 3.3.10 thru 3.3.19 in PWS for water treatment.

Potable water is not contractor responsibility.

98. Are underground tanks and piping tested for leaks on a regular basis? What is the current status of the tanks and underground piping systems?

There are no underground tanks on the equipment list.