Questions 2.pdf

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Solicitation GS-01P-12-BW-D-0050, O&M for Northern Maine Border Stations

Questions and Answers 31 May 2012

Q: 17. In Reference To (IRT) C.1.0 General - Group A includes two facilities in St

Pamphile, Maine.

a. Due to the extreme remoteness and difficulty of access of this site, what is the current frequency of visit by mechanical personnel servicing this site (daily MTWTF, once or twice weekly)?

b. Can you advise the current snow removal subcontractor for St Pamphile?

A: a. This is the first time that this site has been included on an O&M contract so there is no history for servicing the site.

b. St Pamphile is not currently covered under an O&M contract.

Q: 18. IRT the existing contract –

a. What is the current contract monthly cost?

b. What are the differences in requirements for this new Statement of Work (SOW) as compared to requirements of the existing contract?

A: a. The current monthly billing (not including St. Pamphile and New Van Buren) is

$68,261.23.

b. The requirements of this RFP represent a significant change from previous SOWs issued by this Region and the differences are too numerous to list. You should base your proposal on the current SOW as reflected in the solicitation.

Q: 19. IRT C.13.1.1.1 Floor Mats and Runners – By site, what are the quantity and size of mats and runners to be provided by the contractor?

A: This information is not available at this time. Keep in mind that this is a performance based specification and as such the number, size and placement of runners and mats is at the discretion of the Contractor with approval of the COR.

Q: 20. IRT C.13.1.1.12 Blinds and Coverings (Not Including Drapes and Unique Coverings) and Section M Evaluation Factors for Awards Group A –Section C.13.1.1.12 is

RESERVED but there are schedule lines 0001I, 0002G,0003F, 0004G, 0005F for pricing entries. In the Section M Evaluation Factors for Awards Group A the corresponding

CLINs have quantities indicated but the schedule pricing lines have quantities of 0.00. If we price out these items on the schedule by the quantities indicated the extended price would be $0.00 and the evaluation criteria would use the quantities indicated. Please clarify what is the intent in so far as our price offers in the schedule. Do you intend that there be a unit price offered and the extended price to be $0.00?

A: Yes. We want you to propose a unit price on the SF1449 Schedule for those items where no quantity is listed. For evaluation of total price, the proposed unit price will be multiplied by the estimated quantity and summed to arrive at a total proposed price.

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Q: 21. IRT C.12 Asbestos Management and H-13 Asbestos Awareness Training – Please confirm that the intent is for onsite mechanical personnel to be Asbestos Awareness trained and not Asbestos Worker Certified. The Asbestos Worker Training requires that workers be trained by a certified school or course (initial 16 Hours with annual refresher training), be respirator fit tested and enrolled in a medical surveillance program.

A: The requirement is to be trained in accordance with CFR 40-763 and 29 CFR 1910, and Contractor (or its subcontractor) shall be expected to perform Class III and IV asbestos work as defined in 29 CFR 1926.1101.

Q: 22. C.14.5 Use of CMMS – Is there currently any CMMS in use and if so what software is being used? Ignore, we saw the answer in Amendment 0001.

A: See Amendment 0001.

Q: 23. IRT C.14.11 Labeling of Electrical Circuits –

a. Has Arc Flash Analysis ever been performed for these sites?

b. If not, is there any expectation of the contractor to perform ARC Flash analysis?

A: a. Yes. Thermographic testing is being done.

b. Yes. There is an expectation that the contractor perform ARC Flash analysis.

Q: 24. IRT C.14.15.3 Corrosion Monitoring –

a. Do any sites have Coupon Racks or equivalent systems in place?

b. If not, which sites are required to have coupon racks or equivalent monitoring installed?

A: a. None in Group A or Group B.

b. None of the sites have the requirement.

Q: 25. IRT C.14.21.7 Electrical Safety –

a. By site, when were the last 3 year switchgear electrical tests performed?

b. Is it the expectation that the contractor perform the 3 year electrical switchgear test in the base year of the contract or only on the 3 year anniversaries of the last tests?

c. Do you require that an annual Infra Red Thermal scan be performed in years when the 3 year test is not performed?

A: a. Group A and Group B tests were performed in 2010.

b. The test will be required when next due for Group A and Group B sites.

c. The scan is not required for either Group A or Group B.

Q: 26. IRT Water Testing - Please identify any sites that are on well water?

A: Group A – Vanceboro is on well water.

Group B – No sites are on well water

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Q: 27. IRT Annual Generator Maintenance

a. Can annual load testing of the emergency power generators be done on building power or must a load bank be used?

b. If a load bank is required, is there one provided by the government, or must it be supplied by the contractor?

A: a. For Group A there is a load bank for Ferry Point, Vanceboro, New Bridge which only covers a portion of the generators capacity. You should check MFG recommendations for testing criteria. For Group B sites a load bank should be used.

b. The load bank is the Contractor’s responsibility to provide.

Q: 28. (Ref. previous question #5)Can the CMMS/Maintenance data system be internet based?

A: Online CMMS systems are prohibited.

Q: 29. Will you provide a list of subcontractors working under the current contract?

A: "In accordance with the Freedom of Information Act (FOIA), the requested information is considered proprietary to the current contractor and is therefore not releasable."

Q: 30. (Ref. previous question #9) Would it be possible to review the PM records for these sites for the past 5 years?

A: As stated previously, that data is not releasable. However, we can give you the number of repairs, by Group, that were over and under $1000.00 during the last year. Those numbers are:

# of REPAIRS Group A Group B

Under $1,000.00 25 17

Over $1,000.00 15 10

Q: 31. What are the gross and livable square footages and ages for all facilities?

A: Square footage is in Section J.4 “Building Information Sheets”. Approximate opening dates for builidings are as follows:

Calais International Avenue - 2009

Calais Milltown - 1938

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Calais Ferry Point - 1936

Vanceboro - 1964

St. Pamphile - 1994

Existing Van Buren - 2008

New Van Buren - under construction

Madawaska - 1961

Fort Kent - 1981

Escourt Station - 1994

Q: 32. How many Federal FTEs are assigned full time to each facility?

A: Approximate numbers of Federal FTEs per Group: A- 137, B-82

Q: 33. What types of HVAC installations exist at each facility and how old are they?

A: See Section J.7 “Equipment Inventory List” for available information.

Q: 34. Who are the last two contractor(s) to perform the services requested in the procurement?

A: The current contract is held by NVT Technologies, McLean, VA. The contract prior to that was held by Acclaim Quality Services, Harker Heights, TX.

Q: 35. How many repairs and/or upgrades in excess of $1000 were completed at each facility over the past 12 months, over the past 24 months, and over the past 36 months?

A: The information provided in response to question 30 is the only information available at this time.

Q: 36. What were the annual contract values of the contracts above?

A: The value of the current contract is $871,939.32 for 16 months. The value of the contract prior to that is unavailable.

Q: 37. How many current Facility Operations FTEs (full-time and part time) support of the current contract? Are these personnel cleared for access to all areas for each facility or will special access be required each time O&M efforts are required? How many permanent onsite personnel are located at each site (full-time)?

A: The number of FTEs varies. All contractor employees must meet HSPD12

Requirements for access. International Avenue has 3 rooms and the New Van Buren will have 2 or 3 rooms that will require an escort to access. The number of full time on-site personnel is not mandated by SOW. It is left to the discretion of the Offeror to propose manning that fulfills contract requirements.

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Q: 38. What personnel requirements will be required onsite? For example, will the contractor be required to have onsite personnel, say at Calais and/or Van Buren 5 days/week, 8 hours/day?

A: Contractor shall propose sufficient hours which meet the requirements of the statement of work.

Q: 39. What kinds of Building Automation Systems are installed at each site? When were they installed and who holds the current maintenance contracts?

A: See J.7 "Equipment Inventory List" for available information. It is not our policy to disclose subcontractor information (see response to Question 29).

Q: 40. What kind of CMMS systems are installed, if any, at each site, specifically the Calais

New Bridge and new Van Buren sites? When were they installed? If there are no systems, will the contractor be afforded office space and be allowed to supply, install and manage all PM operations from Calais and/or new Van Buren?

A:There is currently no CMMS system installed. Contractor will be afforded space and be allowed to supply, install and manage all PM operations from Calais and/or new Van Buren

Q: 41. How are PM records handled now? Electronically?

A: PM records are maintained on spreadsheet. See Amendment 0001 for further discussion of

CMMS.

Q: 42:

How are procedures for PM activities handled now? Electronically?

A: PM procedures and activities are maintained on spreadsheet. See Amendment 0001 for further discussion of CMMS.

Q: 43. What spare parts are housed within these facilities currently?

A: Calais International Avenue has some attic stock (no list available), and New Van

Buren will have some attic stock when accepted (no list available). Other than that, there is nothing.

Q: 44. What shop facilities are available for the O&M personnel to utilize?

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

Contractor.

Q: 45. Is there a list of GFE (Government Furnished Equipment) available for review? Does it include vehicles and/or tools? Is there a current equipment listing?

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

Q: 46. Will incumbent personnel be available for interviewing?

A: Scheduling of contacts/interviews is the responsibility of the Offeror.

Q: 47. Is there a GSA Executive and/or Management Information System which governs all

GSA functional efforts? If so, does it contain a performance management dashboard reporting system with metrics that will be required to be statused for all contract work?

A: No. There is no Executive and/or MIS System available for Contractor use.

Q: 48. What square footage of storage and personnel space is available for the contractor at each facility?

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

Q: 49. Please identify the space allocated/available or potentially available for storage of contractor equipment inside each facility?

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

Q: 50. Please identify the space allocated/available or potentially available for exterior storage of contractor equipment such as snow removal equipment?

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.

Q: 51. Will Government computers, other IT equipment, furniture and other fixtures be supplied for secure use by contractor personnel and at what facilities?

A: No, other than the computer equipment associated with the BAS (See Section J.7).

Q: 52. What Federal training will be provided for contractor personnel?

A: There are training videos for Calais IA and once completed, there will be training videos for New Van Buren.

Q: 53. Please provide a full set of drawings and equipment listing for the new Van Buren facility, specifically including the landscaping plans.

A: .The Information in Section J.4 "Building Information Sheets" is all that is currently available.

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Q: 54. Please provide the periodicity of overtime required to be performed by contractor personnel over the past 12 months.

A: Unknown.

Q: 55. What types of radios will be required for connectivity to existing Federal systems?

A: Radios are not required.

Q: 56. Please elaborate on the specific requirements for medical monitoring?

A: Contractor shall determine requirements in accordance with local, state, and federal regulations.

Q: 57. Please provide specificity for asbestos and lead remediation which might be encountered at each facility?

A: Not available at this time. GSA is in the process of updating our lead and asbestos

O&M Plans. Any remediation will be handled under a separately priced task order.

Q: 58. Do any of the facilities require more than 8-hour manning?

A: Contractor is responsible for determining manning levels to meet the contract requirements.

Q: 59. Is it required to provide part time employees (janitors, laborers, etc.) with health and welfare benefits, or just for full time employees?

A: Part time employees are entitled to the same H&W benefits as full time employees.

Q: 60. Can we obtain the solid waste and recycling reports in order to estimate dumpster/container and removal requirements for each facility.

A: Solid waste and recycling reports are unavailable however, the current schedule is as follows:

Group A Solid Waste:

Ferry Point 2 CY dumpster serviced weekly.

Milltown - None

Vanceboro - (10 or (2) 30 gallon trash cans transported to transfer station weekly

International Ave (IA)- 6 CY dumpster serviced weekly

St. Pamphile - No contract in place. Bags are transported to Fort Kent weekly.

Group A Recycling:

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St. Pamphile - None

Milltown, Ferry Point and Vanceboro all transported to IA

IA - 30 gallon container emptied weekly for white paper, 60 gallon wagon weekly for all other recyclables

Group B Solid Waste:

Escort - No Solid Waste or Recycling requirements in this SOW

Fort Kent, Madawaska and Existing Van Buren all have a 4 CY dumpster serviced once or twice weekly as necessary

Group B Recycling: Unavailable

Q: 61. These statements in section C.13.3.5 and C.13.3.7 of the solicitation seem to contradict each other:

"Storage Containers: The Government shall provide the necessary storage containers and other equipment for use in designated holding areas. Containers shall be in sufficient quantities for the collection and storage of the recyclable materials in the holding area prior to removal from the premises by the recycling Contractor."

"C. Place recyclable materials in containers, dumpster, or compactor provided by recycler."

The first statement appears to state that all recycling containers "prior to removal of the premises" are provided by the Government. In the second statement it states that some containers are to be "provided by the recycler."

Can you please clear this up for me?

A: See Amendment 0002.

Q: 62. For carpet extraction: what is the square footage of "private" vs. "public" area for the facilities? Or what is considered private or public? Only an overall area is listed in the building specs, as well as in the line item schedule.

A: The SF listed as General/Public Space is "public". The SF listed under office space is

"private". Also, see Amendment 0003 for correction to International carpeted space.

Q: 63. For the new Van Buren site:

a) Are dispenser and receptacle quantities listed to be provided by the contractor, or will they already be in place?

b) For mat and runner estimating purposes: how many entrances to buildings will there be? How many additional areas will there be that require mats and runners to be provided?

c) For estimating supplies and usage of facilities: can we at least have an estimate of the number of people that will be working in the facility? Also if this to significantly increase/decrease, are we able to make changes to the contracted price?

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A: a) Dispensers and receptacles are in place.

b) Main Building will have 4 entrances, Commercial Building will have 3 entrances and the

Secondary Building will have 2 entrances. Contractor shall determined locations of mats and runners.

c) Group B will have approximately 82 people. Numbers per facility are not available. If there is a significant change in requirements, you would be able to request an equitable adjustment.

Q: 64. IRT J.1. INDOOR FIRING RANGE CLEANING –

a. The inventory list for Calais New Bridge does not identify which HVAC/Air

Handler(s) services the firing range. Since the pre-filters are required to be changed monthly.

1) Please provide the type, size, quantity of pre-filters and clarify which HVAC or Air handle the range.

2) What other filters type, size and quantity are in the units beyond the pre-filters?

3) What frequency are they to be changed or by what criteria?

b. Comprehensive Cleaning - Comprehensive cleaning of the range, support areas and air-handler shall be done every 60,000 rounds with a minimum of two per year.

1) How will the contractor be notified that the 60,000 round limit is reached?

2) It states that “A separate line item shall be included in the contract for comprehensive cleaning on an as needed basis.” but there is no CLIN in schedule B.

Please clarify.

A:

a. Inventory List PM Guide A-1, Equipment Number 1 states "serves: Range". This means Indoor Firing Range.

1) AC1 - (16) 30% outside air filters 24X24X2; (12) 85% 20X24X12; (8) 99.9%

24X24X12 HEPA filiters

2) See above.

3) Pre-filter changed monthly (see Routine Cleaning Requirements, page 84), and the main filter is changed under the Comprehensive Cleaning Requirements on page 84.

b.

1) The COR will notify the contractor, approximately one month's notice will be provided.

2) Line item has been added. See Amendment 0002.

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