Q A 10-15-09.doc

QUESTIONS AND ANSWERS

GS-10P-09-LS-D-0038

OPERATIONS AND MAINTENANCE SERVICES

MARK O. HATFIELD U.S. COURTHOUSE AND THE PIONEER COURTHOUSE

PORTLAND, OREGON

Q1.

Is there currently high speed internet access at the buildings? Is DSL satisfactory?

A1.

Yes, to both questions.

Q2.

Is Maximo currently in use at both buildings?

A2.

Yes.

Q3.

Is the Project Manager on-site or local position?

A3.

On-site.

Q4.

Per the instructions for Past Performance Survey in Part IV, Page 7A states “…Provide a list… On Page 2 of the form, it leaves you with the impression that only one name is required, yet above, it is asking for both CO and COR. My questions are: should we submit two separate surveys one for the CO and one for the COR or are you needing only one contact. The other question is that above you specifically state the CO or COR, can we submit a reference for a CS?

A4.

No, only one contact is needed - the CO, COR, or CS.

Q5.

On the Price Schedule, item numbers 0003 through 0007, and similar items in the option periods, are listed with quantities but the column that would be the total is not filled in. Is the contractor to fill in the total prices or not? Please clarify.

A5.

No, fill only unit rate.

Q6.

Part IV, Page 7-A, under Past Performance Surveys, requires the offeror to list no more than seven contracts that have concluded within the last three years. Does “concluded” include contracts still in progress, but where the contractor has concluded at least one contract period? From a legal point of view, this can be held to be a completed contract. The Government mentions that it will use past performance not necessarily listed by the contractor. This presumably could include contracts still in progress.

A6.

Yes Q7.

The PWS, in section 21.2, pages 23-24 of 156, identifies several areas with extended hours but does not say what those hours are (e.g., 24/7, 12/5, etc). Please provide extended hours.

A7.

These areas are Server rooms that are unmanned that need 24/7 cooling.

Q8.

The PWS, in section 23.2, on page 25 of 156, includes people stuck in an elevator as an example of an emergency service request. However, elevator maintenance is excluded from this contract per list item 12 on page 10 of 156. Does the Government intend that a contractor employee open the stuck elevator doors to get the people out before the elevator contractor arrives on the scene? Please clarify contractor’s role in this situation.

A8.

You are not required to extract the persons that are trap in an elevator. What will be required of the contractor will be to locate what floor the car is stuck on and notify the Property Management Office of the problem. GSA would notify the Elevator contractor of the problem.

Q9.

PWS items 43.1 and 43.2 on page 46 of 156 discuss the roles and qualifications of the Project Manager and On-Site Supervisor. Can the Project Manager be the same person as one of the On-Site Supervisors? If not, how far away can the Project Manager be located?

A9 One in the same person.

For the Pioneer Courthouse, per the Scope of Work page 9 of 156:

Q10.

Will GSA require an annual building cleat inspection, load test and certification for window washing?

A10.

Yes, Yearly inspections are required.

Q11.

Will the contractor be required to maintain the water control irrigation stations?

A11.

Yes, The spring start-up with testing of all zone stations and winterization

Q12.

Do the irrigation systems include underground PVP piping & couplings?

A12.

Yes

Q13.

Will the contractor be required to make sprinkler head routine adjustments?

A13.

No, the landscaper will make head adjustments.

Q14.

Will the contractor be required to replace any sprinkler heads?

A14.

Only on the initial spring start-up.

Q15.

When is the next vertical transportation (elevators) 5-year load test due date?

A15.

Requirement is not in this contract.

Q16.

Will the contractor be required to maintain exterior lighting and controls?

Q16.

Yes.

Re the Mark O. Hatfield U.S. Courthouse, per the Scope of Work:

Q17.

Current air-handling equipment - does it have UV lighting installed?

A17.

Yes, AHU 1 & 2 are Huntair system model number CSU-12K-4H-24 23,000 CFM. The UV section are Lumalier EXTV Series with (8) 4 pin single ended bi-tube lamp Philips PL-L60WTUV Q18.

Will GSA require an annual building cleat inspection, load test and certification?

A18.

Yes

Q19.

Is the contractor responsible for the equipment to service light fixtures above 20-foot ceilings?

A19.

Yes

Q20.

When is the next vertical transportation (elevators) 5-year load test due?

A20.

Not part of the contract.

Q21.

Will the contractor be required to maintain the exterior lighting & controls?

A21.

Yes Q22.

Are Electronic Door Strikes (E.G. Folger Adams); DSX System Card Readers and Associated Equipment (E.G. Magnetic Locks) the Contractors Responsibility Under This Contract And/Or Is It Considered Security? Ref: Sow Page 9 Of 156; Item No. 8.

A22.

O&M contractor is responsible for the field wiring from the security room to the field device only card reader, prox pad. Responsible for all door hardware, i.e. door locks, strikes, etc. Not responsible for video security system.

Q23.

How many FTE’s are there currently?

A23.

The O&M Contractor is viewed as an expert in their field and we expect the contractor to calculate and determine the FTE based on the information provided in the RFP (i.e. inventory, PWS, and other information).

Q24.

Who are the major subcontractors i.e. water treatment, boilers, fire protection, etc. Will their information be provided to the bidders?

A24.

No, the O&M Contractor is viewed as an expert in their field and we expect that the contractor has sources or contacts.

Q25.

Will the Government provide the latest version of the Building Operating Plan (BOP) or any other pertinent plans?

A25.

No, the O&M Contractor is viewed as an expert in their field and we expect that the contractor can prepare and develop their own BOP. See page 20, paragraph #9.2 for components of the Building Operating Plan.

Q26.

PWS Para. 6 – please clarify if the referenced 60 day Phase out period is to be observed within the active portion of the contract or after contract completion i.e. an additional 60 days beyond contract completion.

A26.

60 days phase out within the active portion of the contract. 60 days before contract expiration date.

Q27.

PWS Para. 8.4 - please provide additional information on the nature and functioning of the SCCDS so that offerors may adequately determine the workload and associated costs. Also, please explain what, if any, interface there is between the SCCDS and the CMMS.

A27.

All tenant service request are called into a central call center. The call center would then e-mail and fax the work request to the project site. There is no interface between SCCDS and the CMMS. Any replacement of parts on a PM items that is not schedule for service that month should be reported out in your monthly report to the COR. The CMMS only tracks the monthly PM items that require service.

Q28.

PWS Para 8.4.5 – Work Request Tracking System. Is this function part of any existing system, such as SCCDS or CMMS, or must the Offeror provide an additional (e.g. third) system.

A28.

The system collects all information that is submitted after the completion of the service request. You will be given a password to access this data. Part of the monthly report is to identify the number and type of calls received during the month.

Q29.

PWS Para 8.5.a – CMMS. We understand this paragraph to mean that the Government will provide the CMMS software and required seats for contractor use of MAXIMO at no cost to the Contractor. Is this correct?

A29.

The PM list will be submitted to GSA in Auburn, Washington, and entered into the CMMS system. The PM list will be e-mail to your location each month. You will be provided with a VPN access to the CMMS system to close out your PM each month.

Q30.

PWS Para 21.2 – Extended Operating Hours. Request the Government provide a realistic estimate of the extended hours so that offerors may properly price them.

A30.

The extended hours are unmanned Server room. Your responsibility will be to make sure alarms are set-up correctly (High temp alarms) to notify you if there is a problem in those areas after hours. This would be considered additional services and you would be compensated for your time when responding to this service with COR approval.

Q31.

Exhibit A1.8 – Special lighting requirements due to high ceilings. Is an appropriate manlift available to the contractor to perform this function?

A31.

No.

Q32.

Exhibit I – GFE, references 2 laptop computers and a palm pilot. What are these devices being used for currently or, what does the Government anticipate the Contractor will use them for?

A32.

These are service tools (HVACPro) software from JCI. All of these devise can be used in the performance of a PM. When at a remote equipment location you can plug it into the controller or wall stat to change the parameters, stroke value etc. for functional testing.

Q33.

Part IV B, Subfactor 2, QCP. Will the Government allow the offeror’s QCP to be outside the page limit for the Technical Proposal? Most good QCPs will exceed the 40 page limit just by themselves.

A33.

The QCP does not have a page limit and is not part of your technical proposal.

Q34.

Part IV B, Subfactor 2, requests both a QCP and a Quality Management Plan. Is it the Government’s intent to have duplicate documents of nearly the same material? This is an unnecessary strain on the page count (see above). Will the Government allow this plan to be outside the 40 page limit as, say, an attachment.

A34.

The QCP and the Quality Management Plan are two different plans. The Quality Management Plan is how the company will manage their QCP, i.e. if a PM was not performed correctly, what is the company’s procedures for correcting this.

Q35.

Part IV C, Subfactor 3, Phase In/Phase Out Plan states that plan must be provided with the offeror's proposal. Exhibit E states that the plan is due within 7 days of contract start up. Which is correct?

A35.

In the subfactor 3, phase in/phase out, company explains how they will accomplish phase in and phase out; whereas in Exhibit E is the timeline for the person who is awarded the contract and detailed with specifics.

Q36.

Part IV C, Subfactor 3, Phase In/Phase Out Plan is quite lengthy and will consume a significant portion of the 40 page limit. Will the Government allow this plan to be outside the 40 page limit as, say, an attachment.

A36.

No.

Q37.

Part IV, Factor 2, Subcontractor Consent. The RFP requests Letters of Consent from Potential Subcontractors to release their past performance information. The RFP does not request past performance information on subcontractors. Would the Government please clarity its intent regarding this requirement.

A37.

Subcontractor consent is only required if you are submitting subcontractor past performance to be considered by the Government in their evaluation of your proposal.

Q38.

Part IV, Factor 4, Financial Resources. Please clarify what is being requested here. We assume this to mean that the Government merely wishes to know the sources of funding the offeror will draw upon and is not requesting a full blown spend plan. Is this correct?

A38.

Paragraph “Financial Resources” to be removed in amendment.

Q39.

4.0 Existing Deficiency Inspection/initial Deficiency List.

Question: it states the inspection will take place 30 days after contract award; additionally 5.1 Transition Phase Start up, item 4, references updating the initial deficiency list report submitted during the initial walk thru notating what items have not been corrected by the exiting contractor. Is it the intent of GSA to use the follow on contractor’s list as the close out deficiency inspection or in addition to a GSA inspection and will the oncoming contractor be offered any list generate as a close out inspection? How will the oncoming contractor’s list be shared with the outgoing contractor? How will discrepancies in opinions between the contractors as to what is a deficiency be handled?

A39.

The incoming contractor will provide a list that has been verified by all parties (out going contractor included). CO and COR will determine which items should be corrected by the incoming contractor. CO has final say on all disputed areas of concerns.

Q40.

5.1, item #5, last paragraph states “As with other work required under this contract all work performed during the startup phase must be recorded by the contractor as work orders in the CMMS…..

Question: with the start up phase being 60 days and a lot of effort will be handled by corporate off site exactly what types of things must be logged onto the CMMS?

A40.

Not required at this time during transitional phase, No reporting required into the CMMS during this period.

Q41.

8.5 Use of CMMS. Second sentence: “where not previously established the contractor must construct the inventory database”.

Question: What percentage of the current inventory data base is not completed? Who will enter the data into the CMMS System including required PM schedule addressed in 8.5, b), 4.

A41.

We believe the current inventory is complete, but it is up to you to verify that the list you have been provided is correct. You have 120 day from the start of the Transitional period to verify and submit an updated inventory. You will need to submit a excel spreadsheet PM schedule to the CO by the end of the transitional period to be entered in to CMMS by GSA Auburn Regional Office.

Q42.

1.2 Extended Operation Hours.

Question: What type of coverage for the areas outlined in the list of Extended Operating Hours is the contractor required?

A42.

The Extended Hours are for unmanned server room. Your responsibility will be to make sure Alarms are set-up correctly (High temp alarms) to notify you if there is a problem in those areas after hours. This would be considered additional services and you would be compensated for your time when responding to this service with prior COR approval.

Q43.

21.4 Tenant Environment, paragraph 2 states “all florescent lamps will be disposed of as hazardous waste and recycle’. 35. Lamps and Ballast states “the contractor must establish and implement a lamping program…All handling and disposal of mercury containing tubes and bulbs must be in compliance with Universal Waste Rule Guidelines.”

Question: Is the contractor required to recycle all or recycle in accordance with the Universal Waste Rule and EPA guidelines?

A43.

Yes Q44.

38.15 Asbestos Management: States “Reserved.

Question: The QASP page 124 of 156, Asbestos Management states that the contractor shall be responsible for Class III and Class IV asbestos work. If it is to be reviewed in the QASP, what are the guidelines?

A44.

No asbestos in either building.

Q45.

Exhibit A1 and A2, Item 8, reads “Building has large percentage of specialty lighting due to high ceilings, yet the equipment inventory only references F-34 fluorescent 48” tubes in the Mark O. Hatfield U.S. Courthouse, with no specialty lighting listed and in the Pioneer Courthouse, T-8 lamp, T-8 & T-5 Compact lamps, diffusers and 47 halogen, Par, MR-16, G16.6 and exit LED (13). The inventory does not indicate a large number of specialty lights in either building.

Question: Can we be furnished with a count of the specialty lights by bulb types for pricing purposes as specialty lighting is more costly than tubes or compacts?

A45.

Will be provided in Amendment #AM02.

Q46.

Thanks, I am looking for a web site address for GSA that list the Public Service Operations and Maintenance Standards Draft, Section 2 for Region 10.

A46.

This is also called the 5850 which is the lowest standard of service, factory or code requirement or most stringent should be considered first in determining PM requirement. If no information is available, the 5850 can be used. You will be provide a copy if requested.

Q47.

24.3 Tour Frequencies: Due to the size of The Pioneer Courthouse Chiller/Boiler room with limited equipment, is it the government’s intent to also have this building toured in accordance with the Minimum requirements of this section, every two (2) hours?

A47.

This building is fully automated. If the building was not automated you would be required to provide watches; however, this is not the case. You will need to provide a plan on how you will tour the building.

Q48.

IRT 2.8 and 8.5 Is there an existing CMMS in use and if so, what is the software being used?

A48.

Maximo Q49.

Is a list of subcontractors whom currently perform services to the buildings available?

A49.

No.

Q50.

IRT 36.4 and 40 It would appear that the contractor is not responsible for maintenance of vertical transportation systems. Please confirm whether this is an accurate interpretation?

A50.

Yes; however, shunt trips and main breakers for the elevators are your responsibility.

Q51.

IRT 43.3.2 Weekly fire pump testing is standard practice. Is it the expectation that the mechanics assigned to this facility can perform the test without being NICERT Level II certified, or do you expect a NICERT II qualified technician to be brought in to perform this service?

Q51.

Weekly testing can be done in-house, Yearly fire pump flow test and quarterly flow test shall be performed by a certified NICERT Level II.

Q52.

When was switchgear last load tested?

A52.

January 2008 for both locations.

Q53.

Is it expected that switchgear testing will be accomplished on the 3 year anniversary of the last test or done in the first year of the contract?

A53.

Last test.

Q54.

Is any of the switchgear of age or condition that performing a full load test would be supplanted by doing an infrared scan to preclude damage to the switchgear?

A54.

No, but infrared scan are part of the NETA testing requirement.

Q55.

IRT 38.15 As Asbestos Management is “Reserved” is it a correct interpretation that there is no requirement for the conduct of Asbestos Awareness Training , Asbestos Worker Training, Medical Surveillance and Asbestos related respirator fit testing?

A55.

Yes; however, Bloodborne pathogens awareness training is required.

Q56.

IRT page 71 and 73 Building Specific information item 8, do these lights require the use of a lift and if so is the lift provided by GSA?

A56.

No lift provided by GSA.

Q57.

According to the instructions for submittal, amendments are identified as separate. In all the proposals, I’ve prepare, they are either in the Price Proposal or Tech/Price Proposal. I just want to clarify that you want the Amendments separate from Volumes I, II and III.

A57.

Correct.

Q58.

I am not sure if you can answer my question and if my question is an appropriate question. If I am incorrect, I apologize in advance. Who is your elevator contractor at Mark O. Hatfield & Pioneer Courthouse?

A58.

Fujitec America, Inc. Elevators are not part of this contract.

Q59.

Were there any notes to be posted as a result of the site visit conducted on October for the subject procurement? If they were of no relevance, could you please just let me know. I did not see anything on the FedBizOpps.

A59.

Notes will be posted under “Other” in FEDBIZOPPS.

Q60.

I noticed that in the main solicitation there is no longer a reference to an initial inventory update within the first 3 or 6 months of the contract. Is that intentional, and is an equipment up only allow on the contract anniversary dates?

A60.

Equipment Inventory is explained in paragraph 10 of the PWS. Some information was not included in this scope, see Amendment AM02 for change. An updated inventory will be due 120 days after the start of the transitional period, and updated annually.

Q61.

Would the contractor still be required to maintain additional equipment even if they are not paid for it?

A61.

Yes, you will be responsible for servicing the omitted piece of equipment. You can submit a request for equitable adjustment pertaining to physical changes to the building inventory.

Q62.

Due to the holiday weekend delaying subcontractor pricing, we request that the due date on the subject solicitation be extended until Friday 16 October.

A62.

No; however, the RFP closing has been changed from Thursday, October 15, 2009 to Friday, October 30, 2009 due to errors in the inventory list.

Q63.

Exhibit A1, item 5 states that the Government wishes a full load test every month on the emergency generators. Since full load bank testing can be expensive, please verify that the Government wishes the contractor to perform these tests with a load bank every month. If this is not the Government’s intent, would you please clarify what is desired so that we may price it accordingly.

A63.

Monthly testing will be under building load only with load bank once a year.

Q64.

Part IV, Factor 4 requests a Fiscal Plan. This is not a common requirement, so we are uncertain what level of information the Government is looking for here. Would the Government please give offerors an outline for how it wishes this plan to be written.

A64.

This was removed from Part IV on Amendment #AM01.

Q65.

Pg 23, para 17. On average, how many hours per year are required for Contractor to provide Building Management Support Services?

A65.

About 6 to 8 hours per month.

Q66.

Pg 23, para 20. Are the electrical circuits currently labeled?

A66.

Yes.

Q67.

Pg 23, para 21.2. Will we need to have a person in the building to operate and maintain the extended working hours for the listed agencies? If so, how many hours, on average, per month are required?

A67.

No, the areas listed are server rooms with A/C running 24/7, not manned.

Q68.

Pg 24, para 21.3. Please define “Core Hours”.

A68.

6:00am to 6:00pm Q69.

Pg 27, para 26, first para. Does BAS System have remote monitoring capability?

A69.

Yes.

Q70.

Pg 27, para 26, last para. Are the BAS alarm points with originating point identification information currently identified?

A70.

In most instances.

Q71.

Pg 31, para 33.4. Are coupon racks currently installed on the condenser water loops, the heating hot water loops, and the chilled water loop?

A71.

Only on the tower loop.

Q72.

Pg 31, para 36.4. Please advise the manufacturer of the window washing system (tracks, davits, and anchor points).

A72.

Spider Q73.

Pg 35, para 37.4. How will the cost of subcontractors, if any, be handled if necessary to perform Additional Services as defined in this para?

A73.

At the discretion of the Property Management Office.

Q74.

Pg 38, para 38.10. The requirement to use only NETA certified employees when working on switchgear is unnecessarily restrictive. NETA is only one of several national accreditation agencies and the GAO has determined that restricting work performance by requiring NETA certification limits competition. Request this requirement be revised to require nationally-recognized certifications such as NETA or other credentialing organizations acceptable to the COR.

A74.

Certification is being talk about at a national level. The intent of this language is to have all testing done by a company that does this type of testing and their testing procedure are as stringent as NETA testing specifications. You will need to provide a breakdown of what type of testing the subcontract is providing. If your subcontracted company test to that standard (NETA) you will have no problem getting them approved for testing for this contract.

Sidebar Discussion: The latest version (V.2) of the PBS Operations and Maintenance Standards, April 24, 2007, does not specifically require NETA Certification. It does require that technicians performing the work be certified in accordance with the ANSI/NETA ETT, Standard for Certification of Electrical Testing Personnel. It further specifies that each on-site crew leader must hold a current certification, Level III or higher, in electrical testing.

A74.

This standard is the lowest for Preventative Maintenance, Manufacture recommendation and National standard such as NFPA, ANSI should be considered first.

The ANSI/NETA ETT-2000 Standard provides multiple paths to accomplish certification. One of the alternate (other than NETA) paths within ETT-2000 is offered by the National Institute for Certification in Engineering Technologies (NICET). ANSI/NETA ETT-2000 also allows other accrediting agencies to evaluate and confirm expertise of persons in accordance with standard certification criteria promulgated by the Unites States government. Thus, requiring certification within guidelines of this ANSI standard is nonrestrictive and available to those within the certifying community, provided they meet the requirements of the standard.

Only NETA Member Companies can offer NETA Certification to their employees. Once a NETA Certified technician leaves the NETA Member Company, he is no longer NETA Certified. If the NETA Certification requirement stands, the offerors will only be able to propose a NETA member company to maintain the switchgear and will not be able to propose the incumbent, who is most familiar with the switchgear in the buildings.

A74.

We expect that your testing company procedures to include thermographic survey and insulation-resistance testing on all components that mirror the NETA standard. If these requirements are met, Your company will be approved.

Q75.

Exhibit B1. How many of the thirteen A13 Water Cooled A/C Units are designated for special purpose?

A75.

All.

Q76.

Exhibit B1. How many E-27s are there?

A76.

Q77.

Exhibit B1. What is the significance of the letters G, H, and JJ following the F-34 PM Guide designation?

A77.

G=Single Lamp, H=Two Lamps, JJ=4 or more Lamps Q78.

Exhibit B1. Please confirm that there are no special features or outside lights (L-3 and L-4) in the Hatfield Courthouse.

A78.

Confirmed.

Q79.

When was the last eddy current test performed?

A79.

January 2009 Q80.

When was the last 3-year switchgear test performed?

A80.

January 2008 for both locations.