QUESTIONS 1 .pdf

RFP GS-01P-12-BW-D-0050

JANITORIAL AND MECHANICAL MAINTENANCE SERVICES AT 9 LAND PORTS

OF ENTRY (LPOE) THROUGHOUT NORTHERN MAINE

QUESTIONS AND ANSWERS (5/17/2012)

1. Q: In Section L sub paragraph 2 you ask for executed contracts with sub contractors. How can I obligate our company for work we may not have? This requirement can be satisfied after the award more easily.

A: Section L states” All offers submitted must include a copy of any executed subcontract or written agreement (with original signatures) or other documentation clearly explaining the nature and extent of the contractual relationship. Clearly define the proposed roles and responsibilities of each Team Member;” If an executed subcontract exists, provided it. If an executed subcontract does not exist, provide the other documentation specified.

2. Q: Section L item 5 under the management plan requires “Resume(s) for any individual(s) designated to have supervisory authority and for any person considered key to the successful performance (including administration) of the contract”. Will you provide resumes for the existing staff?

A: No. It is the Offerors responsibility to provide resumes for qualified candidates whether they be incumbent or new hires.

3. Q: Will space be provided for the Contractor to maintain an office and store supplies?

A: Yes. See Special Provision H.16 for a complete list of what will be available to the Contractor.

4. Q: Is there space available at Calais New Bridge, Vanceboro and Van Buren to store snow removal equipment and bulk snow removal supplies (sand, salt. etc.)

A: There is space available at for equipment at new bridge and space for bulk snow supplies at

Ferry Point. Vanceboro does have space available for both. Van Buren does have adequate space available for equipment and storage.

5. Q: Can the CMMS/Maintenance data system be internet based?

A: Information will be forthcoming when available.

6. Q: Does the Firing range use lead ammo?

A: Yes.

7. Q: Who is doing commissioning at Van Buren, the Constructor or an independent, 3 rd party, commissioning Contractor? When is this contract commissioning services expected to start?

A: Sebesta Bloomberg, an independent 3rd party, is doing commissioning. Commissioning is currently underway and ongoing.

8. Q: What is the basis for the $1000.00 reimbursable repair threshold and is there any possibility that it could be reduced to $250.00?

A: The reimbursable repair threshold is not a standard amount applied to every O&M contract but rather is determined on a contract to contract basis considering the sites involved, operational needs, site location, etc. The $1000.00 threshold specified for this contract was arrived at after a careful evaluation of all pertinent factors and we feel that it is justified in this case. The $1000.00 threshold for reimbursable repairs will remain unchanged.

9. Q: Would it be possible to review the PM records for these sites for the past 5 years?

A: The PM records are not releasable; however, I am exploring other possibilities to get summary data that can be released. If this data can be obtained, it will be published in FBO.

10. Q: Is elevator maintenance covered under this contract?

A: No. There are only janitorial requirements associated with elevators.

11. Q: Para C.14.13.2.2 Tour Frequencies states” Although this section is not intended to be prescriptive, for purposes of this contract the Government considers it industry standard that minimum tour frequencies are as follows:

1. DAILY: Major HVAC equipment (when in operation), including boilers, chillers, cooling towers, pneumatic control air compressors, and air handler rooms. Fire alarm system control panels (fire alarm system control panels shall not have any unwanted trouble conditions). Steam system reducing and regulating stations. Special HVAC for critical functions.

2. WEEKLY: Distributed HVAC equipment including package units and external condensers, pumps, motors, sewage ejectors, fire pumps, and generators.

3. TWICE PER MONTH: Battery systems and uninterruptible power systems (UPS).

4. MONTHLY: Transformers, secondary electrical rooms, switchgear and primary electrical equipment rooms, and condensate drip pans. “

Does the Government intend this to apply to outlying sites (St Pamphile and Estcourt) or can we propose an alternate tour schedule?

A: The tour schedule frequencies proposed shall be based the Equipment Inventory for each facility.

12. Q: Likewise, para C.14.15.4 requires monthly water testing by an independent water treatment specialist. Does the Government intend this to apply to outlying site (St Pamphile and Estcourt) or can we propose an alternate plan for sample collection?

A: As long as state, local and federal requirements are met an alternate schedule can be proposed. Be advised that monthly water treatment is meant for closed loop systems such as heating and cooling loops which neither St. Pamphile or Escort have according to the equipment schedule. Water testing refers to domestic water. Escort testing is the responsibility of the lessor and St. Pamphile is on a public water source.

13. Q: Are there extended warranties (i.e. greater than 1 year) on any equipment items, and if so which ones?

A: At New Bridge the roof and chiller compressors are still under warranty. Van Buren has not been accepted as of yet so warranties have not been finalized.

14. Q: Is there any bid preference for firms located in the city of Calais?

A: No, there are no bid preferences associated with this solicitation.

15. Q: Can there be a grace period to certify the proper individuals to maintain the shooting range, upon the award.

A: There is normally a minimum of one month between award of the contract and start of performance. This time period is provided to get required certifications, among other things.

16. Q: Can the time for receipt of proposals be changed from 1:00 PM EDT to 4:00 PM EDT?

A: No. The reason for specifying the earlier time is to insure that any packages received can go through security screen and be transported to the bid repository while there is someone there to receive them.