Q A_1.pdf

RFP GS-01P-13-BW-D-0008

Mechanical Maintenance and Repair Services, J.C.Cleveland and W.B. Rudman FOB , Concord, NH

RFP Questions and Answers #1 – 21 March 2013

1. Can GSA provide the name and the monthly pricing data for the current contractor providing the operation and maintenance service at the facilities? A: The current contractor is Wilson 5

Service Co. of Kittery, ME. The current monthly costs, by facility, are: J.C. Cleveland

$13,097.21/mo and W.B. Rudman $14,177.21/mo. You should keep in mind that the current and new requirements are substantially different. You should make sure you bid the current requirement.

2. Per Section C.41.20 Roof Anchorage Points does the Cleveland or Rudman Buildings have any roof anchorage points? If so, can GSA provide the quantity at each facility, the manufacturer and the last inspection date? A: The requirement at C.41.20 Roof Anchorage Points will be deleted with Amendment 0002 to the RFP.

3. Re: Section C.36.4 Corrosion Monitoring are there coupon racks presently installed on the cooling towers? If racks are installed are they the property of the current contractor or GSA?

A: There are coupon racks presently installed on the cooling towers. They were installed by the current Contractor but, per contract, they become the property of the Government at the conclusion of the contract.

4. Is any of the building equipment or roofs under manufacturer/construction warranties? If so, can

GSA provide a list of warranties and when they expire? A: The roofs are currently under warranty which expires in 2031.

5. Can GSA provide an inventory of GSA provided tools and equipment available for contractor use? A: GSA provided equipment is limited to two way radios.

6. Will the contractor be provided onsite parking for employees at each facility? A: No. Onsite parking will not be provided.

7. Are all current employees at the facilities HVAC qualified? A: No.

8. Does either of the facilities have building systems using glycol? If so, what is the capacity of the systems and how much glycol has been added in the past twelve months? A: Yes, there are 3 radiant heat systems (one of which has an intermittent leak) that use glycol. Since the leak is a known issue, GSA provides the anti-freeze for the systems. The capacity of the systems is unknown.

9. Page 3 and 4 of 7 of the Pricing Schedule - Items 0001 thru 0012 for the Base Year and items

1001 thru 1012 for Option 1 both cover the period of 8/1/2013 - 7/31/2014. Can GSA please clarify the time periods for the Base and Option periods? A: Here are the time periods for the

Base and Option periods:

Base: 8/1/2013 – 7/31/2014

Option 1 8/1/2014 – 7/31/2015

Option 2 8/1/2015 – 7/31/2016

Option 3 8/1/2016 – 7/31/2017

Option 4 8/1/2017 – 7/31/2018

The time frame for Option 1 which is stated in the RFP is in error and will be corrected with

Amendment 0002.

10. Section C.35.4 Control Systems states initially in the first paragraph that the contractor is not responsible for providing and upgrading software, however, seems to contradict this statement in the minimum standards listed below:

a. Item a. provides that the contractor will provide an antivirus software subscription.

b. Item b. provides that the contractor will provide an approved firewall program

c. Item c. provides that the contractor will provide an approved spyware protection program

Can GSA clarify the contractor’s responsibility for control system software? A: The contractor is not responsible for updating or upgrading the BAS system software, however, they are responsible for antivirus, firewall, and spyware programs on the system. This system must be compliant with the BAS software.

11. Is bar coding of the building equipment a contract requirement and, if so, will GSA provide all software and equipment to perform the bar coding? A: Bar coding is not a contract requirement.

12. Will there be a Collective Bargaining Agreement (CBA) in place when the new contract starts? If so will GSA amend the solicitation to add the CBA agreement? A: There will be no CBA in effect at the start of the new contract.

13. Ref C.8.5 Use of CMMS. Which electronic database or program methods is government approved for use on this contract? A: This can range anywhere from a scheduling system in the form of a Microsoft Access database, to Excel Database, to a standard CMMS package system. The contractor is to propose any method of electronic data-basing program, so long as it meets all the contract requirements for the system.

14. Why is the contractor required to provide hardware and software when the paragraph states that all data will be compatible with current GSA system? A: The contractor is to provide hardware and software to operate the proposed CMMS or other electronic program method.

15. What are the "data acquisition requirements" that the inventory data must conform to? A: Refer to section C.10 for requirements relating to equipment inventory.

16. The paragraph then states that the Contractor must provide data compatible with the current

GSA system as specified by the CO, when the GSA owned National CMMS becomes available for use. Please specify the current GSA system. A: The GSA National CMMS has not yet been sourced / procured, this is anticipated to happen around June of 2013. The roll-out of this system is to begin around September / October, 2013. The GSA representative will assist in this transition as the time approaches.

17. Please identify the GSA National CMMS and approximately when it will be available for use. A:

The GSA National CMMS has not yet been sourced / procured, this is anticipated to happen around June of 2013. The roll-out of this system is to begin around September /

October, 2013. The GSA representative will assist in this transition as the time approaches.

18. Ref C.28.2 Advance Metering System (AMS) Verification and Calibration. When was this system last calibrated? A: The requirement at C.28.2 will be deleted by Amendment0002. Contractor will only verify that the meters are functioning properly by reviewing data and utilize the information for energy reduction initiatives.

19. What is the recommended frequency for verification and calibration of the AMS? A: See Answer

18 above.

20. Ref C.35.2 States that the contractor must use utilize manufacturer's authorized representatives to perform preventive or predictive maintenance on certain critical equipment and then lists chillers, VFD's, BAS, lighting control systems, generators, ATS's, and fire control systems. Can this requirement be satisfied with subcontractors that employ manufacturer’s trained technicians who work for a company that is not the manufacturer or its authorized representative? A: As long as the technicians are certified, the requirement is met, however, they need to be able to provide proof of certification.

21. How does the contractor achieve the requirements of C.35.2 when a company goes out of business – current example – lighting controls? A: In these cases the contractor is to submit an exception request for review and possible approval by the CO and COTR will be granted on a case by case basis.

22. If an authorized manufacturer's representative does not exist (i.e. Zenith ATS) how should the contractor proceed? A: In these cases the contractor is to submit an exception request for review and possible approval by the CO and COTR will be granted on a case by case basis.

23. The contract provides for certain personnel qualifications under section H.15. There are qualifications listed for fire alarm and sprinkler system technicians which qualify them to PM and test these systems (NICET Level 2). Since the requirement for a manufacturer's representative could add unnecessary cost, is it acceptable to use a subcontractor utilizing NICET Level 2 qualified technicians, that is not a manufacturer’s representative? A: The requirement for NICET Level 2, and NFPA 72 is sufficient for maintaining systems, however, the requirement states that:

"Technicians modifying the fire alarm control panel of systems must be factory trained and currently certified for the operating system, including software version, of the particular fire alarm system and must provide documentation of this certification to the CO or designee."

24. C.41.14 Asbestos Management. Please confirm that the contractor is expected to provide 16 hour asbestos management training to its employees working under this contract. A: That is correct.

25. C.41.20 Roof Anchorage Points. Please specify the qualifications required to perform the annual inspection. A: The requirement at C.41.20 Roof Anchorage Points will be deleted with

Amendment 0002 to the RFP.

26. Does the annual inspection require a licensed engineer? A: See Answer 25 above.

27. Are there any records available for the roof anchorage system ever having been tested or certified? A: No, but see Answer 25 above.

28. What does GSA consider the "normal duty hours" referenced in paragraph C.8? A: As stated in

Amendment 0001 –

“Normal working hours” are the hours of building operations under most circumstances when all services shall be provided to all occupants. Operating hours for both buildings are as follows:

Tenant Hours: 6:00A to 6:00P

Public Hours: 7:30A to 5:30P

HVAC Hours 7:00A to 5:00P

Note: The normal working hours listed do not require the contractor to have onsite coverage during this entire time period. Staffing Plans should be developed based on the requirements of the solicitation.”

29. Does GSA require on site coverage of the buildings during any specific hours of the work day?

A: The contractor is not mandated to have on site coverage during any specific hours of the work day, the contractor is only required to provide and perform all services as stated in the SOW.

30. Section L, Technical Proposal, item 2. Management Plan, Item, 11 requires an approach for snow removal operations. Please confirm that snow removal is not required in this contract. A: Snow removal is NOT a requirement of this contract.This reference will be deleted with

Amendment 0002.

31. Amendment 1, Project Scope Overview” references Section C.1.2.6 (page 16). There is no

Section C.1.2.6. The note lists HVAC hours as 7:00 AM to 5:00 PM. Are these hours of operation or hours that occupied temperature requirements must be met? A: These are the hours during which the HVAC system is to be operated, excepting cases of extreme temperatures where it is understood that systems may need to be operated earlier in order to provide tolerable occupancy temperature.

32. Reference C.17 “Building Management Services” – Is there a limit to the number of hours the contractor has to provide before he is compensated for this service? A: When requested to perform these services outside of normal duty hours the Contractor will be compensated for the actual time required to escort the GSA personnel or contractor at the hourly rate specified in section B of the contract. Compensation begins immediately. Contractor is not compensated for services provided during normal duty hours.

33. Reference C.28.1 “Advanced Metering Program” – states the contractor shall be trained in its use of advanced meters. Who provides and pays for this training? A: GSA will provide assistance in the form of meter specific usage support, the contractor is to pay for all training related to the general knowledge of advanced meters and their application and usage.

34. Reference C.28.2 – Is there weather sensing equipment installed at this site and if not, are there plans to install it? A: The requirement at C.28.2 will be deleted by Amendment0002.

35. C.35.4.1 “B.A.S. Operating Standards” – Please list the approved antivirus and spyware protection needed for this system? A: Any industry standard software should be acceptable;

Norton, McAfee, Symantec, etc.

36. If I have CPARS in the PPIRS System do I have to copy them over onto the form provided with Amendment 0001? A: No. The form provided with Amendment 0001 was only to be used if you wanted to include a review from a client that did not participate in the CPARS program (e.g. a commercial client). If you have CPARS already in the system, simply copy them and furnish with your proposal.