QandA_Jan2025Update.xlsx
XLSX spreadsheet 17 KB Posted
- Attached to
- Dormitory Maintenance
- Solicitation number
- FA860125R0003
About this file
This is a Questions and Answers document containing 28 questions and government responses related to solicitation FA860125R0003 for dormitory maintenance services at Wright Patterson AFB. Key clarifications include: residents are responsible for basic cleaning before vacating units; the government will be responsible for replacing major equipment/systems like chillers and boilers while the contractor handles maintenance and repairs; the contractor is responsible for replacing appliances; touch-up painting and COM-related painting is required but major facility painting is not included; pressure washing is required bi-annually; and landscaping/snow removal are not part of the contract scope.
The related solicitation is an 8(a) set-aside with a $47M size standard under NAICS 561210, closing January 24, 2025 at 10:00 AM Eastern. A site visit was scheduled for January 7, 2025. Award will be made to the lowest-priced technically acceptable offer. The incumbent contract is FA8601-20-C-0002. The facility includes six dormitory buildings ranging from 15-28 years old. The contract requires the contractor to provide all labor, supervision, materials, equipment and services for interior/exterior maintenance, repairs, change of occupancy maintenance, and preventive maintenance of dormitories and associated structures.
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Sheet1
| Dormitory Maintenance Question and Answers | |||||
| Question | Government Response | Potential Follow-Up Questions to Government Response | Follow-Up Responses from Government | ||
| 1 | Reference: Solicitation, PWS, Spec. item 2.17 Cleaning. 2.17.1 Change of Occupancy Room Cleaning and sub paragraphs give cleaning requirements in detail. Comment: This appears to be very detailed cleaning requirements and from experience at other locations normally are performed by the vacating residents. Question: Will the Government please clarify if residents are required to clean the rooms prior to vacating to a level of a clean standard? | The residents are responsible for a basic level of cleaning throughout the unit, determined by the pre and final inspections. | |||
| 2 | Reference: Solicitation, PWS, Spec. Item 2.1 Maintenance and Repair Services, subparagraph 2.1.1 Real Property Installed Equipment (RPIE). Comment: Last paragraph under this section states:” If the Contractor has determined by inspection that a piece of large equipment or system (e.g. Chiller or Boiler) is starting to fail, they shall notify the government immediately so the Government can accelerate the programming process and elevate the priority of the replacement. The government will coordinate with the contractor on the purchase and installation of the equipment or system. In the event, that such equipment or system fails, the government will supply comparable equipment until a permanent replacement is acquired.” Question: Will the Government please clarify if a chiller, boiler, heat exchanger (High dollar items) fails and needs replacement, will this be at contractors’ expense or will the replacement in total be negotiated and reimbursed to the contractor as a Task Order or other payment methods outside of the monthly firm fixed price? | This is a maintenance and repair contract, components may be required to be replaced to repair the system or equipment. However, if equipment or system ie Boiler, Chiller need replaced, the government will be responsbile for the replacement and the cost of the replaced equipment/system and installation which will not be completed under this contract. PWS revised at paragraphs 2.1 and 2.1.1 to clarify RP vs appliances. | |||
| 3 | Reference: Solicitation, Page 49, DFAR 252.237-7024 Notice of Continuation of Essential Contractor Services, (b), the statement “The offeror shall provide with its offer a written plan describing how it will continue to perform the essential contractor services listed in attachment 5, Mission Essential Contractor Services,...”Question 1: Would the Government please clarify in which volume the MECS plan should be included? Question 2: If the MECS plan is to be included in Volume I, Technical Proposal, will the pages of the plan be excluded from the page count for Volume I? | This information should be provided in the Technical Volume. These pages will not be excluded from the page count. | |||
| 4 | Reference: Solicitation, PWS, Spec. Item 2.1 Maintenance and Repair Services, subparagraph 2.1.1 Real Property Installed Equipment (RPIE). Comment: Item aa. Concrete Walkway and Sidewalk Repair- While understood that the contractor is responsible for the work required during inspection, this is almost open-ended as to the amount of Walkway and Sidewalks that may require repair or replacement.Question: Would the Government please provide an Annual Not-To-Exceed square footage for the contractors to price? | There is no NTE, however repairs are required per the PWS not replacment. PWS revised at paragraphs 2.1 and 2.1.1. | |||
| 5 | Reference: Solicitation, PWS, Spec. Item 2.1 Maintenance and Repair Services, subparagraph 2.1.1 Real Property Installed Equipment (RPIE). Comment: Item b. Painting-Interior and Exterior is open to interpretation and unknown cost possibilities if major painting is requested or ordered. Question: Will major or extensive painting be required under this contract, and if so will the Government please provide annual square footage for both interior and exterior that offerors can price to? | There is no NTE. Touch up painting and painting of new materials is required. Painting of dorm room may be required during COM which may be considered major painting. Major painting, such as the entire interior or exterior of a facility, does not fall under the requirements of this contract and will be accomplished elsewhere. PWS revised at paragraphs 2.1 and 2.1.1. | |||
| 6 | Reference: Solicitation, PWS, Spec. Item 2.6.8 Disaster Response, the following statement: “The contractor shall repair damage to facilities caused by, but not limited to, fire, freezing, flooding and wind IAW maintenance and repair required by this PWS”. Comment: Any of these types of events could be catastrophic or require very large recovery or repair efforts. Question: Would the Government please provide a Limit of Liability that would provide offerors a known exposure in dollars that can be priced appropriately? | Per PWS 2.6.8 the contractor shall be responsible for repairs and maintence required by the PWS. For items beyond what is reuqired by the PWS "When required by the CO, the Contractor shall respond to emergency situations. The CO shall verbally advise the Contractor of the effort required and follow up with a written change to the contract. " A possible change to the contract in response to a disaster event would allow for reimbursement at the time of written change in contract. Additionally, please review FAR 52.246-25, Limitation of Liability, located in the clause section of the contract. | |||
| 7 | Reference: Solicitation, PWS, Spec. Item 2.11 Exterior Facility Inspection Schedule Comment: Repairs and replacement could be extensive, especially for touch-up painting, concrete and asphalt repairs. Question: Would the Government please provide a Limit of Liability per inspection per building or provide a square footage figure that would provide offerors with a basis for priceing? | Per PWS 2.11, repairs to listed items are possible. Replacement is not part of the requirement and would not fall within scope of this contract. Touch up painting and painting of new materials for repairs is required. | |||
| 8 | Reference: Solicitation, Attachment 4, Instructions to Offerors, page 3, item c., the statement “Each page shall be counted except the following: Covers, title pages, glossaries, and tables of contents.”Question: Will divider pages also be excluded from the page count? | Submissions are to be electronic in accordance with ITO, divider pages are not neccesary. | |||
| 9 | Reference: Solicitation, PWS, Spec. Item 2.17.2.6- Pressure Washing Comment: Contract states contractor is responsible for pressure washing of buildings and areas. Question: Would the Government please clarify the frequency (i.e., Annual, Semi-Annual, Bi-Annual, etc.?) at which this task must be performed? | Bi- Annually Spring and Fall and or requested by the COR.(PWS revised paragraph 2.17.2.6 and Appendix F) | |||
| 10 | Reference: Solicitation, PWS, Spec. Item 2.18.1.5.1 Clean and Camera Inspection of Sewer Line, the statement: “When requested by the COR, in writing, the contractor shall be responsible for cleaning and camera inspection of interior and exterior sanitary lines at the dorms.” | ||||
| Comment: This could happen multiple times per year and could be endless. Question: Would the Government please establish a not-to exceed number of times for which this would be the contractors’ expense and responsibility? | Based on historical this hasn't had to be performed in the past 5 years. The purpose of this requirement is to determine the source of an issue when initial repair is unsuccesful and may require further invesitgation. | ||||
| 11 | Reference: Solicitation, PWS, Spec. Item 2.19.1 Occupant Damage to Government Property. Comment: Contractor understands the requirements and notification process as well as providing an estimate for anticipated needed repairs.Question: Would the Government please clarify whether the contractor has any responsibility for the collection or receipt of payment/monies from residents if resident is charged for not making repairs/replacements themselves? | Contractor will not be responsible for collection. | |||
| 12 | Reference: Solicitation, PWS, Spec. Item 2.20.18 Fire Extinguishers. Comment: During the site visit walk, it was noticed that an exterior fire extinguisher cabinet had the glass missing and was rusted to some degree. Question: Will the Government please clarify whether this is acceptable, or will it be repaired or replaced by the Government prior to this contract starting? | The missing glass is acceptable for safety measures. Should the governement determine that the missing glass needs replaced, the government will be responsible. | |||
| 13 | Reference: Solicitation, PWS, Spec. Item 2.0 Scope of Work/General Information, the statement: “The Contractor shall provide all management, supervision, trained personnel, supplies, materials, equipment, vehicles, and services necessary to perform interior and exterior maintenance and repair services, to include, Change of Occupancy Maintenance (COM), Preventive Maintenance (PM), PMI, recurring maintenance, as well as all other work required to ensure dormitories, storage building, motorcycle and bicycle shelters, courtyards and pavilions are maintained to the Air Force standards provided in this PWS.”Question: Is landscaping considered any part of this contract requirement, and if so, will the Government please provide specific details on what the landscaping requirements and frequencies are per contract year? | No, landscaping is not part of this contract. | |||
| 14 | how old are the roofs? | 1212: 26 yrs, 1213: 28 yrs ,1215: 26 yrs, 1216: 26 yrs, 1218: 19 yrs, 1243: 15 yrs | |||
| 15 | are there currently any outstanding major issues that need to be addressed by the new contractor? | The government is unaware of outstanding major issues that would fall within the scope of this requirement. | |||
| 16 | who currently has this contract? | The current contract number is FA8601-20-C-0002 and the information you are requesting is publicly available. | |||
| 17 | I know frequently, there is an award notice on the sam website. I dont see any history of an award notice for maintenance on these dormitories. Is there a different place to find historical data? | This information is available on SAM.gov using the contract number stated in the previous Question#16 response. Be sure to enter contract number exactly as shown above in the search bar and select "active" and "inactive" under "Status" found on the extended search bar. | |||
| 18 | Is there any other information you can share regarding the prior awards of this maintenance contract? | Please review historical data located in the PWS. You may also find information on previous awards by searching SAM.gov see response to Question# 17 for further instructions on how to locate previous award. | |||
| 19 | In order to make the transition seamless, will we be able to get the current preventive maintenance information, warranty information, makes, models, etc. I want to make sure we don't miss any scheduled maintenance and prior records will be helpful. Likewise, will we be able to see historical data on specific machines? If there is a washing machine that's a lemon, we may decide to replace it rather than continuing to put money in it. | All appliannces logs will be made available at the start of the new contract. | |||
| 20 | The PWS says contractor is responsible for "maintaining all facilities, structures, systems and equipment to safe and reliable operational standards" etc. Does it include any snow removal, landscaping, mowing? | No it does not. | |||
| 21 | I see 3 types of work orders; Visible defects that need corrected, Work orders turned in by tenant, and Preventive Maintenance/scheduled maintenance. Are there other ways to get work orders? | refer to Para 2.9 | |||
| 22 | Does work come from anywhere other than a work order or scheduled maintenance? | refer to Para 2.9 | |||
| 23 | I'm unclear as to the responsibility of the contractor. As an example, If a boiler needs replaced, who pays for the boiler, Contractor or Government? 2.20.3.1 mentions it but not very specific. | 2.20.3.1 refers to appliances. Replacement appliances are the contractors responsibility. However, should the government choose to furnish a new appliance for any reason, the contractor is responsible for the installation of the appliance. Regarding systems and equipment (boiler), please reference government response to question #2. PWS revised at paragraph 2.1 and 2.1.1. | |||
| 24 | If stoves or washers or ice machines need replaced, who bears that cost? 2.1.1 mentions it but is not as clear as i'd like. | Please see government response to question #23 | |||
| 25 | There was discussion of painting during the walk through and I understood them to say painting had been done recently by the military personnel. Is painting of common areas a part of this contract? 2.1.1 b mentions painting. | Major painting beyond COM and touch up painting is not part of this contract. PWS revised paragraphs 2.1 and 2.1.1 | |||
| 26 | On a turn, or repairs between tenants, is painting a part of contractor's responsibility or does military personnel paint the sleeping rooms? 2.16.1 mentions it but is not extremely specific. | Painting during COM may be required per PWS 2.16.1 | |||
| 27 | Some systems or appliances may require specialized repair or maintenance. Are subcontractors able to be utilized as needed? Sub contractors are mentioned in the PWS but not explained in detail. | Yes subcontractors can be utilized. | |||
| 28 | Are all the parts and materials reimbursed by the government? If so, please explain the procedure for this process. | ||||
| Parts and materials are not reimbursed by the Government. Per PWS paragraph 1.1, Except where otherwise stated, the Contractor shall furnish all labor, supervision, management, administration, tools, materials, equipment, transportation, communications, and other items necessary to provide the services described in this Performance Work Statement (PWS). Per PWS paragraph 2.1 large equipment identified is required to be maintenance and/or repaired, however, in the event that a piece of large equipment must be replaced, the Government will be responsible and the replacement will not fall under this contract. See paragraph 2.20.3.1 for repair or replacement of appliances. |
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