Q_and_A_Part_1.pdf

Operations and Maintenance Services Minneapolis US Courthouse 300 South 4th Street Minneapolis, MN 55415

SOLICITATION NO: GS-05-P-17-SA-D-0002

Questions and Answers Part 1: Questions 1-40

Question 1: We noticed the NAICS code [for this procurement] is 238220. Would the Government consider changing this to 561210 which is still quite applicable but has a higher size standard, thereby allowing more small businesses to compete?

A: The Small Business Administration’s size standards table provides guidance as to when the use of NAICS code 561210 - Facilities Support Services is most appropriate. Their guidance is as follows:

a) If one or more activities of Facilities Support Services as defined in paragraph

(b) (below in this footnote) can be identified with a specific industry and that industry accounts for 50% or more of the value of an entire procurement, then the proper classification of the procurement is that of the specific industry, not Facilities Support Services.

b) "Facilities Support Services" requires the performance of three or more separate activities in the areas of services or specialty trade contractors industries. If services are performed, these service activities must each be in a separate NAICS industry. If the procurement requires the use of specialty trade contractors (plumbing, painting, plastering, carpentry, etc.), all such specialty trade contractors activities are considered a single activity and classified as "Building and Property Specialty Trade Services." Since "Building and Property Specialty Trade Services" is only one activity, two additional activities of separate NAICS industries are required for a procurement to be classified as "Facilities Support Services."

Because this requirement is entirely for Operations and Mechanical Maintenance services, and because 50% or more of the value of this procurement can be identified with a NAICS code applicable to a specific industry, it is more appropriate for GSA to use NAICS code 238220 for this particular acquisition.

Question 2: Is service, maintenance, repairs, preventative maintenance, or other door services on any or all building door types required on this solicitation? This would include sliding doors, coiling doors, exterior doors, dock levelers, gate operators or barriers, Commercial Hollow metal Swinging, Sliding, or Rotating doors, etc.

A: Yes, the successful offeror will be required to provide service, maintenance, repairs, and preventative maintenance on the doors and door systems at the Minneapolis Federal Courthouse. Some of the applicable sections of the specifications include C.1.1; C.39.1; C.42.4;

and C.42.6.

https://www.sba.gov/sites/default/files/files/Size_Standards_Table.pdf

Question 3: Are there any specific documents, drawings, plans or specifications for any and all levels of expectation on preventative maintenance requirement, service requirements, or parts replacement and/or supply for the building’s various door systems?

A: As this is a performance-based procurement, the specifications do not provide explicit plans or specific schedules for the building’s door systems. However, the successful offeror will be responsible for the performance of these doors and systems. Please note that all fire doors and smoke doors must comply with the applicable National Fire Protection Association codes. Please also refer to Section C.39.1 of the specification, which states: “The Contractor shall conduct routine inspection and minor maintenance and repair of interior and exterior architectural and structural systems components. All replacement items and parts shall be either the same quality or better than the manufacturer’s original parts.”

Question 4: MARS inspections were recently conducted on this facility. Were there any items not addressed?

A: Nothing major was brought up in the MARS inspections. There were also no issues in the MARS inspections affecting the Operations and Mechanical Maintenance (O&M) contract.

Question 5: Can contractors take photos of the equipment during the walkthrough? (not the exits, but noting serial numbers on key pieces of equipment)

A: Yes, photos of equipment serial numbers are acceptable as part of the site visit.

Please note that photos of security devices, entrances/exits, the lobby, and persons inside the facility are not permitted. It is best practice to ask before taking photographs

Question 6: What will the day to day staff size be for the new O&M contract?

A:The minimum number of staffing hours is 120 hours per week, per Solicitation Amendment 0001

Question 7: Does that 120 hours figure include vacations and other contingencies?

A: 120 hours is the minimum number of staffing hours per week in the facility. It is up to the contractor to determine how to appropriately staff to account for vacation time, sick leave, etc. for staff members while maintaining minimum staffing levels.

Question 8: Does this procurement include elevator service?

A: No elevator service is required in this contract. Elevator services fall under the responsibility of an entirely separate contract. Please see Exhibit J.5 - Building Information Sheet.

Question 9: Are there underground fuel storage systems?

A: There is a 10,000-gallon underground storage tank and there is a 500-gallon rooftop tank that is for the emergency generator located on the roof. The Operations and Maintenance contractor will be responsible for the filling of these tanks.

Question 10: I saw in the equipment inventory list that there were no chillers on site. Is there steam on site?

A: Steam and chilled water are both provided by the city.

Question 11: Is the water treated coming into the building, or do we treat the water?

A: The water is treated coming into the building. However, the O&M contractor is responsible for treating the upper chilled water loop.

Question 12: When was the last 3-year service done on the electrical switchgear?

A: The last 3-year service was performed in April 2017.

Question 13: Are the kitchen and café area included in the O&M contract, or are these covered in a separate subcontract?

A: The equipment in the kitchen and cafe area is on the inventory list (please see Exhibit 16), and so it is part of the O&M contractor’s responsibility.

Question 14: What are the emergency back-up sources of power in the building?

A: Currently there is a generator as well as a battery-operated Uninterruptible Power Supply (UPS) system. Eliminating the UPS system is an upcoming GSA project. The building will not have UPS power backup in the future. The generator will provide all backup power once the UPS is removed. We do not have a date for this project at this time, so offerors are to include maintaining the UPS in their proposal. If/when the UPS gets removed, the contract will be adjusted via a modification, with an appropriate price adjustment.

Question 15: I didn’t see if there was going to be a 100% cyclic relamping of courtroom areas in the solicitation. Is this correct?

A: This is correct--there is no reference to 100% cyclic relamping of courtroom areas in the RFP. The contractor’s responsibilities pertaining to lighting/lamps can be found in Section C.21.5 - Tenant Environment and Section C.38 - Lamps and Ballasts.

Question 16: The Building Automation System (BAS) controls are undergoing a change from pneumatic to electric. Is it a full changeover to electric or are we maintaining pneumatic as well?

A: There will be a very small portion of pneumatic remaining after the changeover to electric. The Pressure Reducing Valve station will still be pneumatic.

Question 17: Does the contractor have to maintain a Computerized Maintenance Management System (CMMS)?

A: All buildings are on the National Computerized Maintenance Management System (NCMMS) system nationally, which includes the Minneapolis Courthouse. The NCMMS will be used to log and monitor all service calls. However, the contractor’s CMMS system should still be maintained by the contractor to log and monitor preventive maintenance activities.

Question 18: What is the Roof installation date?

A: The roof on the sixth floor was replaced in 2013. The roof on the 15th floor was replaced in 2009. The building itself is 19 years old.

Question 19: What is the Building square footage?

A: This information can be found in the Building Information Sheet, located in the Request for Proposals: Section J.5, Exhibit 5: 469,295.95 Square Feet.

Question 20: Is there a closed loop for the chill water side or all the way through the building?

A: There’s two loops in the building—one is from B1 to the 8th floor and the second is from the 8th to the 15th floor.

Question 21: This question pertains to fire alarm monitoring. Can we do an upgrade from phone lines to wireless monitoring?

A: Right now the standard is monitoring via phone lines. Any proposals for upgrades would have to be proposed to the fire and life safety experts. There are no current plans for an upgrade to wireless.

Question 22: Is there any UV lighting on air handler equipment?

A: No, there is no UV lighting on air handler equipment.

Question 23: Are joint ventures permitted? How do size standards work for joint ventures?

A: Joint ventures are permitted. A description of the special standards of responsibility for joint ventures/teaming agreements is described in Section M.4 of the RFP. If you have further questions regarding joint ventures, you can send a follow-up question in writing.

Question 24: Are there any additional instructions for the electronic submission of offers?

A: Offerors are cautioned to ensure that their offers are received electronically prior to the solicitation closing date/time of May 15, 2017 at 2:00pm Central Time. Please submit to Contract Specialist Kaye Wierzbicki at kaye.wierzbicki@gsa.gov. All submitted offers will have receipt confirmed via email. Because these files can be large, offerors are encouraged to label and number their emails clearly if they have to submit multiple emails (for example: “Email 1 of 2” or “Email 2 of 3”). Please note that all emailed offers and relevant attachments must be received prior to the deadline to be considered for award.

mailto:kaye.wierzbicki@gsa.gov

Question 25: This question pertains to Emergency Callback Services. The Collective Bargaining Agreement (CBA) requires a minimum payment of 4 hours for employees who are called back for emergencies. GSA’s contract only pays for the specific number of hours that the contractor is onsite. How can this be resolved?

A: All contractors must abide by the terms of the Collective Bargaining Agreement. It is also true that GSA’s Emergency Call-Back services are paid out via an hourly rate that covers only the time the contractor spent on-site working to correct the problem. It is up to each offeror/contractor to account for all factors as they determine their best pricing.

Question 26: How many employees are currently on staff?

A: The current staffing level does not have a bearing on this solicitation. Offerors’ proposals are to reflect the requirements of this solicitation. Please note,the follow-on procurement represented by this solicitation is not identical to the current contract. It is recommended that offerors carefully examine the specifications described by this RFP to determine their staffing plans.

Question 27: Can we get a list of all current employees titles, length of employment, and work schedules?

A: We are unable to provide this information. Offerors may consult with the current O&M contractor, CMC & Maintenance, Inc., to inquire about staffing details.

Question 29: How many journeymen/mechanic helpers/supervisors are currently employed under the contract?

A: Offerors are strongly encouraged to base their staffing plans on the specifics contained within this RFP.

Question 30: Is it possible to get a list of current subcontractors and suppliers?

A: We are unable to provide this information.

Question 31: Will there be any on-site parking provided for the contractor’s maintenance staff?

A: O&M contractors are not guaranteed on-site parking.

Question 32: C.2.15 Consumable Parts. On an annual basis, how much fuel does the emergency generator use for maintenance and testing purposes?

A: Roughly 500 gallons per year.

Question 33: C.8.4 Will the contractor be required to take service calls and create work orders for services other than O & M, i.e. janitorial?

A: The O&M Contractor will only be responsible for taking service calls and creating work orders for O&M services.

Question 34: C.8.5.1 Is the NCMMS currently fully implemented at this building?

A: The NCMMS is currently implemented for service calls. However, the O&M contractor will be responsible for logging and maintaining all Preventive Maintenance work on their own separate CMMS system.

Question 35: C.8.5.1 If the current system is not the NCMMS, is it government owned?

A: Please see the answer to question #34 above--service calls are all logged on the NCMMS system.

Question 36: C.20 Are all electrical line diagrams currently up to date?

A: Yes, they are up to date.

Question 37: C.21.6 Is the building currently achieving its energy and water use targets?

A: For the most part, the building achieves its energy and water use targets. After the BAS upgrades are complete, we anticipate hitting the targets consistently.

Question 38: Are exhibits 12 and 13 part of the current contract requirements?

A: Exhibits 12 and 13 were not included in the current contract. However, there were other requirements regarding energy efficiency and reporting. Offerors are cautioned to ensure that they are structuring their offers according to the specifications in RFP GS-05-P-17-SA-D-0002 and not the current contract requirements.

Question 39: C.35.5 Does this facility utilize the GSALink technology?

A: This facility does not currently use GSALink technology. There are no plans for implementing this technology at this time.

Question 40: Are there any [Uninterruptible Power Supply] UPS systems that will be O&M contractor’s responsibility? If yes, how old are the batteries and will replacing them be a contractor expense?

A: A similar question was asked in Question 14 above. We responded: “Currently there is a generator as well as a battery-operated Uninterruptible Power Supply (UPS) system.

Eliminating the UPS system is an upcoming GSA project. The building will not have UPS power backup in the future. The generator will provide all backup power once the UPS is removed. We do not have a date for this project at this time, so offerors are to include maintaining the UPS in their proposal. If/when the UPS gets removed, the contract will be adjusted via a modification, with an appropriate price adjustment.”

The batteries are over 6 years old. The contractor is responsible for the UPS systems until such time as the UPS is removed from the contract via a modification.