Solicitation_Questions Answers.docx

Solicitation GS-07P-12-JU-D-0074 West Texas Full Maintenance Services Amarillo, Lubbock, Midland & San Angelo, TX Solicitation Questions & Answers

The following questions were submitted to the Contracting Officer (CO), Matthew Phillips, regarding this solicitation. Answers have been provided by GSA staff:

1. Question: It has been brought to my attention that the incumbent contractor, of the West Texas Federal Buildings, has conducted infra-red testing only on the electrical switch gear, at all buildings. Would you please clarify what type of electrical testing is required on all buildings and the frequency Answer: Please see the equipment inventory. Equipment inventories were uploaded within Amendment 01.

2. Question: Page 12 of the Solicitation reads ":The offeror shall complete electronic annual representations and certifications in conjunction with the required registration within the System for Award Management (SAM), formerly the Central Contractor Registration (CCR) database, located at https://www.sam.gov/portal/public/SAM/ (see FAR 4.1102)."

We have not received our invitation to convert form CCR over to SAM and it was suggested to us that even if we get the invitation soon, to not perform the conversion until September of 2013 because there are so many glitches in the conversion process.

Is the CCR registration acceptable for this solicitation?

Answer: The CCR.gov database no longer exists; all user data entered into the CCR system should have been migrated to the SAM.gov database. Please see the Frequently Asked Questions (FAQs) located at SAM.gov for help with the migration process. Additionally, user guides may be found within the “Help” section of the SAM.gov website.

3. Question: What services are added to this new contract that are not being provided under the existing contract being performed by the incumbent, LB&B as listed in A.4?

Answer: The scope of work is clearly defined in section C of the contract.

It is the responsibility of each Contractor to develop a total solution for providing full maintenance services for this performance-based contract, including but not limited to the technical and pricing aspects of the solicitation based on the full scope of services described herein (solicitation number GS-07P-12-JU-D-0074) without regard to the current services being performed.

4. Question: Is the incumbent eligible to rebid this requirement?

Answer: Yes

5. Question: Will the response due date be extended?

Answer: Should the solicitation close date be extended, it will be accomplished through the issuance of an Amendement to this solicitation within the FBO.gov website.

6. Question: Will the existing incumbent provide sufficient supplies to ensure a seamless transition?

Answer: What supplies? The incumbent has been instructed not to remove paper supplies in the toliet rooms. Effective 4/1/2013 the new contractor is responsible for all supplies necessary to comply with contract requirements.

7. Question: I understand there will be a 30 day transition and hand off for critical system. However, up on award will there be a list of all existing vendors and applicable contact information?

Answer: See Section C.6. of the solicitation regarding the phasout transition period between the incumbent and incoming contractors.

8. Question: Prior to award will there be a list of recently installed equipment, old equipment. The CMMS should be able to generate.

Answer: Please see the equipment inventory. Equipment inventories were uploaded within Amendment 01.

9. Question: During the pre-bid conference you spoke about downloading the questionnaire forms separating on FBO as a separate document which would allow them to be emailed directly. Do you still plan to do that and extend that deadline?

Answer: Please see amendments to this solicitation for extensions.

10. Question: Reference: Solicitation/Contract Form, Page 12 of 220, Section A.1, Items of Importance, “The offeror must sign and date Blocks 17 and 18 of the Standard Form (SF) 33 to constitute acceptance of the terms and conditions of the solicitation.”

Question: The Standard Form (SF) 33 was not included in the FedBizOpps packages for this solicitation. Can the Government please re-post the Standard Form (SF) 33?

Answer: The Standard Form (SF) 33 was uploaded within Amendment 01, and was revised by Amendment 03.

11. Question: Reference: Scope of Work, Page 20 of 220, Section C.1.1. Operations and Maintenance Services, Subparagraph 5, “Update of software or software licenses for building automation systems (BAS)”.

Questions: Can the Government provide the name of the software and name of the vendor providing the licenses for the BAS?

Answer: The BAS is Tridium NIAGRA I/A, GSA cannot provide the vendor providing the licenses.

12. Question: Reference: Scope of Work, Page 20 of 220, Section C.1.1. Operations and Maintenance, Services. Paragraph 2, “Mechanical, plumbing, energy management control systems (EMCS), and heating, ventilation, and air conditioning (HVAC) systems and equipment”.

Question: Does this include parking barriers and gates?

Answer: Yes.

Question: Are the gates at each location operational?

Answer: Yes.

13. Question: Reference: Scope of Work, Page 20 of 220, Section C.1.1, Operations and Maintenance Services, “The Contractor must provide management, supervision, labor, materials, equipment, and supplies and shall be responsible for the efficient, effective, economical, and satisfactory operation, scheduled and unscheduled maintenance, and repair of equipment and systems located within the property line of the building(s) listed in paragraph C.1 above, to include the following:”

Questions: Which facilities have chillers that require Non-Destructive Chiller Tube Eddy Current Testing?

Answer: Please see the equipment inventory. Equipment inventories were uploaded within Amendment 01.

14. Question: Reference: Scope of Work, Page 31 of 220, Section C.6, Phaseout Transition Period, “When this contract expires or is otherwise terminated, the Contractor must cooperate with the incoming contractor during a phaseout period. For planning purposes, the Contractor must assume a phaseout period of 30 days.”

Questions: Is the 30 day phaseout period before or after the expiration or termination date of the contract?

Answer: The Phaseout Transition Period will occur before expiration of the current Blanket Purchase Agreement.

15. Question: Reference: Scope of Work, Page 33 of 220, Section C.8.5, Use of CMMS, “The Contractor must use the Government furnished CMMS, to include validating and updating the equipment inventory database, including all data fields specified by the COR or designee.”

Questions: What is the current CMMS system and version being used on this contract?

Answer: INFOR7 (previously D7i).

16. Question: Reference: Scope of Work, Page 35 of 220, Section C.8.6, Building Automation System (BAS), “The Contractor shall provide PM on the system either by a subcontract with an authorized manufacturer representative or by contract employee who is trained and certified by the manufacturer as a SERVICE TECHNICIAN.”

Questions: Can the Government provide the manufacture of the BAS systems?

Answer: The BAS is Tridium NIAGRA I/A.

17. Question: Reference: Scope of Work, Page 35 of 220, Section C.8.6, Building Automation System (BAS), “The BAS includes but is not limited to all field panels, stand-alone control units, unitary controllers, associated sensors, wiring, software and firmware upgrades, etc.”

Questions: Can the Government provide the type of BAS systems is used on this contract and in which buildings?

Answer: The BAS is Tridium NIAGRA I/A. All buildings under this contract are controlled (at least in part) by the central BAS system.

18. Question: Reference: Scope of Work, Page 39 of 220, Section C.10. Equipment Inventory, “The Contractor is responsible for maintaining and updating the inventory of building equipment, to include nomenclature, part number, serial number, manufacturer name, component name and other data of value for maintaining the equipment, or defined as attributes in the required CMMS.”

Question: In order for contractors to provide an accurate cost proposal for Operations and Maintenance Services a complete inventory of equipment to be service is required. Can the Government provide an update electronic copy of the inventory list?

Answer: Please see the equipment inventory. Equipment inventories were uploaded within Amendment 01.

19. Question: Reference: Scope of Work, Page 44 of 220, Section C.23.1. Service Calls, “The Contractor must respond to service calls and initiate corrective actions and identify any repair requirements during normal working hours.”

Questions: Can the Government provide historic data on the number of services calls per location in the last four years?

Answer: Please see the list of service calls for each location; service call lists were uploaded within Amendment 01.

20. Question: Reference: Scope of Work, Page 44 of 220, Section C.23.2. Emergency Service Call and Callback Response, “The Contractor must respond to emergency service call and callback response work requests immediately (within the shortest possible time consistent with the mechanic's location) during normal working hours immediately or within 1 hour when the work request is made outside of normal working hours.”

Questions: Can the Government provide historic data on the number of emergency services calls per location in the last four years?

Answer: Please see the list of service calls for each location; service call lists were uploaded within Amendment 01.

21. Question: Reference: Scope of Work, Page 45 of 220, Section C.23.3. Urgent Service Call Response, “The Contractor must respond to urgent work requests within 1 hour during normal working hours.”

Questions: Can the Government provide historic data on the number of urgent services calls per location in the last four years?

Answer: Please see the list of service calls for each location; service call lists were uploaded within Amendment 01.

22. Question: Reference: Scope of Work, Page 49 of 220, Section C.32.1, Maintenance Program, “Fuel levels for generators shall be maintained at least 75% full unless otherwise directed by the COR or the CO. Cost of fuel is the responsibility of the contractor.”

Questions: Can the Government provide the quantity, size, and location of each fuel tank?

Answer: Please see the equipment inventory. Equipment inventories were uploaded within Amendment 01.

Questions: Can the Government provide the historic data on the amount of fuel required for refueling each year?

Answer: See Preventative Maintenance, Equipment Inventory and Repair logs for historical data. Preventative Maintenance, Equipment Inventory and Repair logs data was uploaded within Amendment 01 to this solicitation.

23. Question: Reference: Scope of Work, Page 49 of 220, Section C.32.2, Maintenance Standard, “These PM Guides contain the PM actions needed to be performed in order to accomplish the basic PM services covered under the terms of this contract.”

Questions: In order to appropriately staff and price the basic PM service requirements, the PM Guides are needed to calculate the workload requirement for each piece of equipment. Can the Government provide an electronic copy of the applicable Buildings Maintenance Management Desk Guide for this contract?

Answer: Please see the PM Encyclopedia.

24. Question: Reference: Scope of Work, Page 49 of 220, Section C.32.2, Maintenance Standard, “The PM Guides contained in the Bidder’s Library, which a copy shall be provided to the successful offeror are documents developed by GSA Region 7 and contained in the Region 7 Buildings Maintenance Management Desk Guide”

Questions: The PM Guide for Region 7, guide number F-34, requires that the fluorescent light fixtures be washed every 2.5 years? Is this requirement applicable for this contract?

Answer: PM is to be performed on an “as needed” basis.

Questions: If this requirement is applicable for this contract, when was the last time all the light fixtures were washed?

Answer: No historical data available.

25. Question: Reference: Scope of Work, Page 49 of 220, Section C.32.2, Maintenance Standard, “The PM Guides contained in the Bidder’s Library, which a copy shall be provided to the successful offeror are documents developed by GSA Region 7 and contained in the Region 7 Buildings Maintenance Management Desk Guide”

Questions: The PM Guide for Region 7, guide number F-35, requires that the all fluorescent light fixtures be relamped every 5 years? Is this requirement applicable for this contract?

Answer: Relamping is to be performed on an “as needed” basis.

Questions: If this requirement is applicable for this contract, when was the last time all the light fixtures were relamped?

Answer: Please see the list of service calls for each location; service call lists were uploaded within Amendment 01.

26. Question: Reference: Scope of Work, Page 50 of 220, Section C.32.4, Control Systems, “Control systems must be maintained as designed. The Contractor is responsible for all system hardware. The Contractor is responsible for keeping software functioning and for reloading software in computers or controllers as necessary.”

Questions: Can the Government provide a list of control system computers, routers, hubs, switches, and controllers?

Answer: Due to the sensitive nature of network security, that information will be provided to winning contractor.

Questions: Can the Government provide a list of software currently used on the control system computers?

Answer: Due to the sensitive nature of network security, that information will be provided to winning contractor.

27. Question: Reference: Scope of Work, Page 51 of 220, Section C.34.1, Periodic Oil Analysis, “Periodic oil analysis must include, but is not limited to, chillers of 50 tons or greater cooling capacity.”

Questions: Can the Government provide a list of equipment requiring periodic oil analysis?

Answer: Please see the equipment inventory. Equipment inventories were uploaded within Amendment 01.

28. Question: Reference: Scope of Work, Page 52 of 220, Section C.35, Lamps and Ballasts, “The Contractor must replace failed lamps, to include appropriate ballasts if required, with the most efficient products available in accordance with existing building standards defined by the COR or authorized representative.”

Questions: Can the Government provide a lamp and ballast schedule for each facility?

Answer: Please see the equipment inventory. Equipment inventories were uploaded within Amendment 01.

29. Question: Reference: Scope of Work, Page 52 of 220, Section C.36, Architectural and Structural Systems Maintenance, “The Contractor must conduct routine inspection and minor maintenance and repair, not exceeding $200, of interior and exterior architectural and structural systems components”

Questions: Can the Government provide the number of minor maintenance and repairs performed each year, for each location, not exceeding $200 of interior and exterior architectural and structural systems components?

Answer: Please see the list of service calls for each location; service call lists were uploaded within Amendment 01.

30. Question: Reference: Scope of Work, Page 53 of 220, Section C.36, Architectural and Structural Systems Maintenance, “The contractor shall furnish locksmith services and key blanks for routine installation and removal of lock-sets and tumblers, duplication of keys; repair of defective lock-sets; and opening doors in the event of lost keys.”

Questions: Can the Government provide the historic data on the number of locksmith services performed each year for each facility?

Answer: Please see the list of service calls for each location; service call lists were uploaded within Amendment 01.

31. Question: Reference: Scope of Work, Page 55 of 220, Section C.37.2, Non-reimbursable Repairs, “A non-reimbursable repair is a repair requiring no more than $2,500.00 in cost for repair parts and materials only. The cost of consumable parts and materials must not be calculated as part of the Contractor’s repair parts and material costs. Non-reimbursable repairs are entirely the Contractor’s responsibility with no reimbursement from the Government.”

Questions: Can the Government provide the historic data on the number of Non-reimbursable Repairs performed each year for each facility?

Answer: Considering that the existing contractor is responsible for non-reimbursable repairs, GSA does not have access to that historical data.

32. Question: Reference: Scope of Work, Page 55 of 220, Section C.37.3, Reimbursable Repairs, “Reimbursable repairs are reimbursable to the Contractor, once approved by the CO and COR or designee, for the portion (shared liability) of the cost exceeding the non-reimbursable threshold of $2,500.00”

Questions: Can the Government provide the historic data on the number of Reimbursable Repairs performed each year for each facility?

Answer: The solicitation outlines the limits and parameters under Reimbursable Repairs within Section C.37.

33. Question: Reference: Scope of Work, Page 58 of 220, Section C.38.15, Asbestos Management, “The Contractor shall be expected to occasionally perform Class III and Class IV asbestos work as defined in 29 CFR 1926.1101”

Questions: Can the Government provide the historic data on the number of asbestos work performed each year for each facility?

Answer: Please see the list of service calls for each location; service call lists were uploaded within Amendment 01.

34. Question: Reference: Scope of Work, Page 58 of 220, Section C.38.10, Electrical Safety, “The Contractor must comply with NFPA 70 and 70E when working on or around electrical equipment or systems and use International Electrical Testing Association (NETA) certified employees when working on switchgear equipment.”

Question: Can the Government provide for each facility when the last full load test of Switchgear was performed?

Answer: Please see the Preventative Maintenance Schedule for each location; Preventative Maintenance Schedules were uploaded within Amendment 01.

35. Question: Reference: Scope of Work, Page 64 of 220, Section C.39.9, Portable Fire Extinguishers, “Services consist of, but are not limited to, the inspection, testing, and preventive maintenance of all portable fire extinguishers.”

Questions: When are the 6 year preventive maintenances required on the fire extinguishers?

Answer: Please see the Preventative Maintenance Schedule for each location; Preventative Maintenance Schedules were uploaded within Amendment 01.

36. Question: Reference: Scope of Work, Page 65 of 220, Section C.39.13, Emergency and Standby Power Systems, “Services consist of, but are not limited to, the inspection, testing, preventive maintenance, and exercising of equipment per the manufacturer’s recommendations for the following types of emergency and standby power systems”

Questions: Are emergency generators to be load tested during annual maintenance on building power or by use of a load bank?

Answer: The generators may be tested on building load.

37. Question: Reference: Scope of Work, Page 72 of 220, Section C.49.6. High Cleaning, “High Surfaces, Surfaces above 70 inches shall be cleaned free of dirt, dust, and cobwebs.”

Question: Can the Government provide the ceiling height for the court rooms at each location?

Answer: No, all courtrooms are considered to have High Cleaning/High Surfaces and have heights that exceed 70".

38. Question: Reference: Scope of Work, Page 79 of 220, Section C.54. Custodial Related Service Calls, “Contractor shall provide adequate staff to respond to custodial related service calls during building(s) operating hours (see Building Information Data Sheet in Section J) AND during the Contractor’s regular cleaning schedule.”

Questions: Can the Government provide historic data on the number of Custodial Related Service Calls per location in the last four years?

Answer: No, historical data is located in the bidder's library.

39. Question: Reference: Scope of Work, Page 79 of 220, Section C.53.8, Snow and Ice Removal, “The Contractor shall perform snow and ice removal standard services for the snow and ice removal program.”

Questions: Can the Government provide historic data on the number of Snow and Ice Related events per location in the last four years?

Answer: No.

40. Question: Reference: Scope of Work, Page 80 of 220, Section C.55, Trash and Solid Waste Disposal and Removal, “The Contractor shall provide a sufficient number of waste removal containers to accommodate all trash generated between pick-up dates.”

Questions: Can the Government provide the number of and size of containers currently being used at each facility?

Answer: No.

41. Question: Reference: Special Contract Requirements, Page 114 of 220, Section H.10, Ordinances, Taxes, Permits, and Licenses, “Without additional expense to the Government, the Contractor must fully comply with all local, city, State, and Federal laws, regulations, and ordinances.”

Questions: Are purchases of materials, equipment and supplies that are integrated into the facility or consumed as part of this contract exempt from state sales or use tax?

Answer: No.

Questions: Will GSA issue a certificate of sales or use tax exemption?

Answer: No.

42. Question: Reference: Special Contract Requirements, Page 116 of 220, Section H.15.1. Onsite Supervisors, “The Contractor must designate a minimum of one individual during each shift (when multiple shifts are required) who shall have operational authority on the job site (while work is being performed).”

Questions: Is it the requirement of the Government that the contractor assign an onsite supervisor for each location?

Answer: This will be addressed by each proposer in their management plan. There is no contract requirement that the contractor assign an onsite supervisor for each location.

43. Question: Reference: Technical Proposal Requirements, page 212, of 220, Section Ml.5.(b), Management Plan, “The Offeror shall provide a list of work that will be subcontracted for each facility covered by the Statement of Work..”

Questions: Will the Government provide a list of subcontractors who are currently performing the following tasks?

Switchgear maintenance Electrical distribution system Generator maintenance Water treatment Central station monitoring Fire alarm systems maintenance Energy management system Backflow preventer maintenance Chiller maintenance Boiler maintenance

Answer: No.

44. Question: Reference: Technical Proposal Requirements, page 215 of 220, Section L.6.(b), Pricing Proposal Requirements, “Service Order Dispatcher/CSD REP (See Section B.1.2. of the pricing template): Propose a price per month for a Service Order Dispatcher position (DOL wage classification 01320).”

Question: Can the Government please verify that the cost of the Service Order Dispatcher/CSD REP is not to be included in the Monthly Basic Services?

Answer: The cost of the Service Order Dispatcher/CSD REP is intended to be priced separately from the Monthly Basic Services.

Question: If so, is it the Government’s intent to order the Service Order Dispatch as an option based on funding?

Answer: No.

Question: If not ordered, will the government provide Service Order Dispatching services to the contract?

Answer: N/A, The contractor must provide service order dispatching service as part of the contract.

45. Question: Reference: Evaluation Factors for Award, page 219, of 220, Section M.3.(2), Past Performance. “For joint ventures, past performance records of both firms will be considered.”

Questions: Will the Government consider the past performance records of both firms with a teaming agreement?

Answer: Yes.

46. Question: Scissor Lift government furnished, or contractors responsibility?

Answer: Contractors responsibility.

47. Question: Equipment list for the facilities, will that be posted on an Amendment?

Answer: Equipment Inventories are located within the Bidder’s Library posted within Amendment 01 of the solicitation.

48. Question: Is there asbestos or lead paint in any of the sites, which ones?

Answer: Yes. Locations have varying amounts.

49. Question: Will the new contractor be able to utilize the MSDS sheets from current incumbent?

Answer: No the MSDS sheets are the property of the incumbent.

50. Question: Who does the Janitorial now? LB&B?

Answer: The incumbent contractor performs Full Maintenance services under the current Blanket Purchase Agreement (BPA), which does include custodial services.

51. Question: What is the type of BAS that are used at the sites?

Answer: The BAS is Tridium NIAGRA I/A.

52. Question: Does the contract require a Project manager and supervisory personnel?

Answer: This will be addressed by each proposer in their management plan.

53. Question: The elevator maintenance, aside from the cleaning portion, part of the contract?

Answer: Elevator maintenance will not be a part of this contract.

54. Question: Could you please clarify an item in Schedule B? Is the Service Order Dispatcher pricing required, or can that cost be contained in some other position?

Answer: The cost of the Service Order Dispatcher/CSD REP is intended to be priced separately from the Monthly Basic Services.

55. Question: Can you tell us what questions were asked during the walk through or thereafter. Do you plan to publish those questions and answers.

Answer: A summary of the topics discussed at the conference will be provided to all prospective Offerors.

56. Question: Would you please provide an assessment of the current contractors performance Answer: No.

57. Question: We are very interested in bidding West Texas opportunity, however we were unable to attend the walk through. Will our non-attendance have a impact on our bid rating?

Answer: No.

58. Question: I am unable to locate the O&M Inventory in the bid documents that are available, do I need to fill out a special request form in order to gain access to these?

Answer: Please see the equipment inventory. Equipment inventories were uploaded within Amendment 01.

59. Question: In reviewing the inventory of the buildings, I see that the only location that has an emergency generator on the list is Lubbock (Lbb Inventory 2, page 31 of 47). Is Lubbock the only location with a generator? Could I obtain the manufacturer, model and serial numbers for the generator (it is asset # TX0230E41A001-001).

Answer: Yes, Lubbock is the only location with a generator. You can find the detailed information in the equipment inventory; Equipment inventories were uploaded within Amendment 01.