Frequently Asked Questions_FBO.doc

Frequently Asked Questions

Operations and Maintenance Services

John F. Kennedy Federal Building, Boston, MA

GS-01P-09-BW-D-0009

1. Where may I locate the solicitation in regards to the efforts discussed under GS-01P-09-BW-D-0009?

A – The file entitled “Solicitation for Operations and Maintenance Services at the John F.

Kennedy Federal Building” was downloaded to FedBizOpps.gov on December 12, 2008. The website has alert capabilities for monitoring updates to solicitation documents.

2. I have a question on the Experience and Past Performance factor. How important is it that we have buildings that are 1,000,000 sq ft or more? Will this adversely affect our chances if our largest building is only around 450,000 sq ft?.

A – The order of importance of the technical factors is listed in the solicitation and proposals will be evaluated per the solicitation requirements.

3. What is the response date for this bid?

A – The solicitation currently identifies the Proposal Due date as January 15, 2009, but see Amendment 0002 for due date extension to allow additional time for submissions.

4. For the CLINS X003 through X008 the quantities are zero in the price schedule. Are bidders to insert the quantities located in Section M, Price Evaluation into the price sheets?

A – The quantities in the Price Evaluation section are estimates utilized to calculate the overall evaluated price. The line items are for additional service that may be ordered via separate task orders and should be stated as zero quantity on the solicitation pricing sheets.

5. Reference CLINS X009 and X010, the quantities are zero in the price schedule. Are bidders to only insert the percentage amounts in the unit price column and leave the Amount column without an entry?

A – Yes.

6. Please provide the current monthly FFP billings of the incumbent contract at JFK Building.

A – The current monthly mechanical services is $114,217.56.

7. Reference Exhibit 1, Equipment Inventory. PM Guide Number VAD references 4,906 Tempmaster VAD Model CDM-2. Please provide information as to what these items are and what the PM requirements will be. I.e., annual, quarterly, etc?

A – The Tempmaster VAD is a variable air diffuser, this is the system used to provide HVAC to the occupant space. Offerors are responsible for assessing actual requirements and should be utilizing their industry expertise to determine PM frequencies per industry standards and manufacturer recommendation.

8. What version of Metasys is the buildings Energy Management System?

A – The version of Metasys is PMI.

9. What generation are the graphics and operating system?

A – The Graphics is 5.4 and the operating system is Windows 2000 professional.

10. What are the chiller tonnages?

A – The (2) Carrier Chillers are 900 Tons each and the (2) York Chillers are 500 Tons each.

11. How many people are on the current maintenance staff and their classification?

A –The current contract does not have all the same performance based elements as the solicitation, so staffing levels should be based on the solicitation requirements. Job classifications are listed in the Union Agreement.

12. Would you provide the name of the incumbent providing the O&M Services at the building?

A –BROOKS RANGE CONTRACT SERVICES, INC., 1603 COLLEGE RD STE 2A, FAIRBANKS, AK 99709-4175

13. What is the total current contract price?

A – The current monthly price is $114,217.56

14. In order to provide a thorough response after the site visit today, we respectfully request an extension of 4 weeks for the submission of the responses.

A – See Amendment 0002.

15. Would you please provide a full list of current personnel, their title and the current staffing schedule?

A – The current contract does not have all the same performance based elements as the solicitation. Proposed staffing levels should be developed based on the solicitation requirements and Offerors experience as part of the management plan strategy.

16. Do you believe there are opportunities to reduce the current staffing level?

A – This is a performance based solicitation and offerors should be utilizing their industry expertise to determine optimum staffing levels to achieve the desired outcome per the solicitation requirements .

17. Does the building/GSA own the current CMMS software or do we need to provide it?

A – No, GSA does not own the current CMMS software-reference CMMS system requirements in section 8 of the solicitation.

18. How many fire extinguishers are in the building? What was the last date the 5 year testing was done?

A – There are 425 Fire Extinguishers in the High-rise and Low-rise and the 5 year testing was done December 2008.

19. What type of EMCS system is in the building?

A – The EMCS System for the building is Metasys, Version PMI. The Graphics is Version

5.4 and the Operating System is Windows 2000 Professional.

20. What type of lighting controls system is in the building?

A – The Lighting Control System is Nexlight and is run through Metasys.

21. Is there a water filtering system on the make-up on the cooling tower? If so, what is the type of system on the equipment?

A – The Water Filtering System on the make up water for the Cooling Tower is a Sand Filter System.

22. When was the last time the 3 year electrical maintenance was performed on the electrical equipment? The dates on the equipment indicate 1992 and 2003.

A – The 3 Year Electrical Maintenance was last performed in July 2006 and Certificates were provided to GSA in the Monthly Report for July 2006.

23. Is it the expectations of GSA that all periodic maintenance requirements be done in the 1st year of the contract, such as 3 year electrical?

A – The periodic maintenance requirements on the electrical will be required to be done in the first year of this contract because they are due in July 2009.

24. In the previous solicitation 5 years ago, many of the electrical line items were bid as “0” by the current contractor, is it the expectation that the maintenance has to be performed at the price submitted?

A – The solicitation requirements associated with base contract versus additional service line items due differ from the current contract. All requirements as defined in the solicitation should be considered as part of the monthly base contract price unless otherwise specified or identified by an additional service line item.

25. Are any resumes required for any onsite staff members?

A – Reference specification for requirements on resume submittals including Sections 8.1.2, Exhibit 2 and Management Plan requirements.

26. Can you provide a list of subcontract that is presently being used by the incumbent contractor?

A – Subcontracting strategies should be developed directly from the current solicitation requirements.

27. Is it acceptable to submit 2 references from the past performance information retrieval system and 1 reference through GSA standard vendor past performance evaluation questionnaire? (Exhibit 7 of the RFP)

28. A – The solicitation does allow for alternatives to meeting the minimum past performance requirements per the Experience and Past Performance in the Solicitation Requirements section-see Amendment0002 for clarification.

29. Where does the building get it steam from? Is this a system that we would have responsibilities for maintaining in the building?

A – The building gets steam from Trigen and the contractor is responsible for maintaining the building. Trigen is responsible for any steam lines and equipment coming to the building. The contractor is responsible once the lines enter the building.

30. Does the site have refrigerant stored at this location? If so, does the government own this refrigerant and would it be given to the incoming contractor for their use?

A – No.

31. Are there underground storage tanks on the property that the contractor would be responsible for maintaining?

A – There is an underground storage tank for the diesel for the emergency generators. It has a 4,000 gallon capacity. The contractor is responsible for the preventive maintenance.

32. Is there a radon problem in the building that the contractor should be aware of and responsible for handling if this is an issue at the present time?

A – GSA is not aware of any radon problem in the building at this time.

33. What are the maintenance frequency requirements for E-35, E-36, E-37, E-41, E-43, E-57 and E-PL.?

A –Offerors are responsible for assessing actual requirements and should be utilizing their industry expertise to determine PM frequencies per industry standards and manufacturer recommendation.

34. What type of keycard system does the building have and is the contractor responsible for maintaining this system?

A – The contractor is not responsible for the keycard system.

35. Is there an irrigation system that the contractor would be responsible for maintaining?

A – The contractor is not responsible for the irrigation system.

36. What is the approximate number of services calls handled in a calendar year?

A – The approximate number of service calls per year is between 2,200 - 2,400 calls generated by tenants, GSA and the contractor.

37. I do not see any reference to elevators…please confirm whether or not elevator maintenance/repair/inspection are included as a requirement for service within Specification No.'s GS-01P-09-BW-D-0009.

A – Reference specification for items excluded from the scope of work.

38. Reference 2.28 Service Call – Will the government please provide annual Service Call history by shop or craft.

A – The service calls typically fall into 25% Plumbing, clogged toilets and sinks, 30%

Electrical, replacement of light bulbs and tripped breakers, 35% HVAC, hot and cold calls and 10% Misc.

39. EXHIBIT 3 MINOR REPAIRS/ALTERATIONS – Will the government please provide annual work order history for Minor Repair and Alterations.

A –Estimates for these items have been supplied The PM Guide is a set of minimum expectations. Offerors are responsible for assessing actual requirements and should be utilizing their industry expertise to determine PM frequencies per industry standards and manufacturer recommendation.

in the solicitation.

40. EXHIBIT 1 EQUIPMENT INVENTORY – Generators are listed as E-41 under the old guidelines. Total Quantity 3.

KATOLIGHT 350KW 60HZ W/DETROIT DIESEL SERIES 92 ENGINE (LIFE SAFETY)

CONSOLIDATED POWER CO. EMERGENCY GENERATOR 230KW 480VOLTS 3PHASE (FBI

CATERPILLAR A EMERGENCY GENERATOR 250KW 480VOLTS 3 PHASE (EMERGENCY POWER FOR ELEVATORS) MODEL SR4

The new guidelines for generator specify the following requirements.

Based on the current listing the specification requires only quarterly preventive maintenance requirements. Typically generators require weekly, monthly, and annual preventive maintenance requirements. Please clarify

a) Is it the government intent to only require quarterly preventive maintenance requirements?

A – No.

b) If no to question (a) Please provide the expected preventive maintenance requirements.

A – The PM Guide is a set of minimum expectations. Offerors are responsible for assessing actual requirements and should be utilizing their industry expertise to determine PM frequencies per industry standards and manufacturer recommendation.

41. After reviewing the Exhibit 1 Equipment inventory we can not tell the required maintenance and quantities of the SYNERGYNISTICS CARD READER. Furthermore the GSA ID number D-4 seems incorrect. The new guide system is shown below.

a) Please provide the maintenance requirements for the card reader system.

A – The contractor is not responsible for the card key system under this contract.

b) Please provide the correct quantity of card reader systems/unit.

A – The contractor is not responsible for the card key system under this contract

c) Please specify the correct GSA guide for this item.

A – The contractor is not responsible for the card key system under this contract

42. Reference paragraph 1.1 Excluded Item number 9 – The specification states that any upgrades of the contractor provided CMMS is not to be included in the base contract price. How will future CMMS upgrades be funded?

A – Reference CMMS requirements in Section 8 of the solicitation.

43. Reference paragraph 1.1 Excluded Item number 7 – Define coffee counter type equipment not associated with the concessionaire.

A – There are water lines that are attached to the coffe machines.

44. Please provide a copy of the site visitation sign-in log showing all attendees and participants in the bid process.

A – The sign in sheet will be posted along with the solicitation on FedBizOpps.

45. Please provide a copy of all current Subcontractors and any Proprietary Subcontractor or Maintenance agreements.

A – Subcontracting strategies should be developed directly from the current solicitation requirements.

46. Please provide a list of consumable supplies/materials and any equipment owned by the Government is available to the successful bidder?

A – See Solicitation

47. Concerning Startup/Phase-In staffing and associated costs, will the GSA consider providing a separate line item on the pricing schedule for Phase-In pricing or it to be included in the base year pricing? This will affect the evaluation in accordance with the Evaluation Factors and this Contractor wishes to understand that the GSA is aware the incumbent will have a distinctive advantage concerning these necessary costs to insure compliant phase-in/startup?

A – The pricing schedule for the contract period will remain the same.

48. Please confirm that the following potential subcontracts would be the financial responsibility of the Contractor, not the GSA, and that they do indeed need to be included in the Contractor’s "mechanical" pricing line item on form 1449:

· Electrical Infrared Scanning and Testing

· Electrical Switchgear Maintenance

· UPS Maintenance

· Heavy Chiller Maintenance

· Water Treatment Program

· Emergency Generator Maintenance

· Building Automation System Maintenance (Metasys System)

A – Offerors are responsible to determine optimal subcontract strategies to meet all contractor responsibilities for the building requirements per solicitation.

49. Please provide the equipment list in excel format?

A – The list will not be provided in a different format to ensure the consistency of the information provided to date that could compromised during a conversion.

50. Regarding the subcontracting plan and the goals established by the GSA, could you please explain or clarify how the goals are calculated? There seems to be some confusion as I reference page 12, Subcontracting Plan. The percent of Dollars awarded identifies 37% for small business and follows with individual goals for five separate classifications of “Small Businesses.” Is the overall GSA goal for the small Business Subcontracting Plan 37% that includes the five classifications in it?

A – Offeror should ensure their plan is submitted in accordance with applicable FAR and GSAM plan requirements and as stated a business may count toward more than one of the goals shown above. The Region 1 subcontracting plan file posted with the solicitation as discussed in the pre-proposal also provides guidance on the plan submittal.

51. In regards to the subcontracting plan referenced above, page 12 second paragraph that states: …A business may count toward more than one of the goals shown above. For example, a small disadvantaged business owned by women may count toward three of the goals.” As a means of example, please confirm the following logic:

A firm that has three classifications: Small business, Women Owned Business and Veteran Owned Small Business can qualify in all three goals for the same services performed.

Example: SB Firm X has the three classifications as above and will be a subcontractor with an annual anticipated cost of $5,000 for services; while the overall subcontracting total is by example $100,000, therefore represents 5% of total subcontracting expense. Would that same service expense and % be applied to the total goal in arrogate as follows?

SB Firm X Small business

5% $5,000

SB Firm X Women Owned Business

5% $5,000

SB Firm X Veteran Owned Small Business

$5,000

Total

15% $15,000

Therefore this example contributes to the Goals as follows:

Actual Goal Remaining %

Small business

37% 32%

Women Owned Business

5% 5% 0%

Veteran Owned Small Business 5%

0%

15%

Following this logic, the total goal of 37% for Small Business 15% has been met by the contractor leaving a goal of 22% (37% less15%) is this correct?

Consequently the same $5,000, 5% expense is tripled and represents 15% of the $100,000 overall subcontracting plan; is this correct?

A- See answer to previous question 50 above.

52. It was noted at the site visit that last time the Electrical Testing was conducted for the building was in 2003. Should this be an additional line item?

A- The 3 Year Electrical Maintenance was last performed in July 2006 and Certificates were provided to GSA in the Monthly Report for July 2006. These items are no longer additional service line items and are to be included in the base cost of the contract.

53. Reference page 137, Experience and Past Performance. May we use references from on-going contracts?

A – Yes, the reference to completion is on page 137, is to ensure to not include any contracts that were completed more than five years ago.

54. Page 137, b., (2). Can the Vendor Past Performance Evaluation be submitted by the references via email?

A – See Amendment 0002.

55. Page 138, 4. Commitment to SDB Participation. If the Prime Contractor is a Small Disadvantaged Business, is this submittal still required/relevant?

A – Yes, and item C. is specific to prime contractor that are SDB.

56. Is having Reps & Certs in ORCA sufficient for this proposal? Or does the government require a complete paper copy of the Reps & Certs?

A – Reference FAR 52.212-3 Offeror Representations and Certifications-Commercial Items (June 2008) for requirements for commercial items in regard to ORCA.

57. Can proposal be due by 4:00 PM instead of 2:00 PM. Having a later due time will assist if proposals are sent via a commercial carrier (ie: Fedex, DHL).

A – Reference Amendment 0002 extension of due date to accommodate submission issues.

58. Due to the solicitation being released prior to the holidays, many of the government agencies and POCs who are needed to fill out Past Performance questionnaires are not available. Is it possible to extend the submission date of this solicitation or the questionnaires to help facilitate the submission of Past Performance questionnaires?

A – Reference Amendment 0002

59. Is there requirement to have the building staffed 24 x 7 x 365?

A – No, the solicitation does not include such a requirement.

60. With regards to Small Disadvantaged Business (SDB) participation (Section 4 of the Technical submittal), our company is a certified 8(a) SDB, by the Small Business Administration. We will be self performing 80 to 85% of this contract. The remainder of the contract value reflects suppliers and subcontractors. Please clarify and provide further guidance for answering item a. within Section 4 of the technical submittal:

“a. Targets, expressed as dollars and percentages of total contract value, for Small Disadvantaged Business participation in the Standard Industrial Classification (SIC) groups identified in this solicitation”

Since we are a certified 8(a), SDB are we required to provide target dollar amounts to be subcontracted to any other SDB? We are asking this because the last paragraph within section 4 states:

“Any targets will be incorporated into and become part of any resulting contract. Contractors with SDB participation targets will be required to report SDB participation”

Since we are providing 80 to 85% of the work, are we going to be required to provide additional SDB’s to work on this project?

If we answer item C as an 8(a) SDB, providing 80 to 85% of the contract work/value how are we to answer item a?

- Sub Plan guidance (pg 12) says goals must be proposed as a percentage of total dollars being subcontracted.

- Commitment to SDB Participation guidance: Targets, expressed as dollars and percentages of total contract value A – The technical factor for SDB Participation is separate from the subcontract plan requirements in the solicitation for large company submittals. Per applicable FAR regulations, GSA is requesting the information as outlined in the solicitation in order to determine the extent of participation of SDB concerns. This section does not indicate a specific level of participation.

Note ---Since the response time for questions has been extended, Frequently Asked Questions02 will be posted with any additional questions received, A few of the questions are also still pending responses and will be addressed in Frequently Asked Questions02.

If you have submitted a question prior to issuance of this document and do not see a response listed that addresses your submission, please follow up with an email to shirley.mccarthy@gsa.gov.