HE1260-14-R-0007-QUESTIONS_AND_ANSWERS-11-19-14-Final.pdf

November 19, 2014

QUESTIONS AND ANSWERS

FOR

SOLICITATION NUMBER: HE1260-14-R-0007

HVAC, Facility and Sports Field Maintenance Services & Project Repairs

NOTE TO VENDORS: The below Vendor questions have been sanitized and an individual response has been provided. Please look for your individual questions per the information provided below. If you do not see your question with a response, please contact the Contract Specialist at Georgette.Hendricksen@pac.dodea.edu

Q1. Ground maintenance is included in PWS but it’s currently part of Marine Corps contract as DoDEA portion. How would you explain this duplication?

A1. Typical grounds maintenance provided by the installations includes grass cutting, weed cutting and shrub trimming. The PWS covers those areas not typically covered by the grounds maintenance contract, such as; keeping Chiller yards, LPG storage, transformer yards, atriums free of debris/weeds and are esthetically pleasing. The Sports Field Routine Maintenance will ensure the grounds are properly maintained to provide a safe area to conduct athletic activities.

Sports fields will be clear of debris and holes, swept, raked, and watered as necessary to sustain and promote appropriate functionality.

Q2. Who will provide machinery and equipment to maintain Turf Fields?

A2. The Okinawa District has recently purchased a compact utility tractor with accompanying turf vacuum and turf rake. As indicated during the site visit, this equipment can be utilized as GFE initially by the contractor, but it is the contractor’s responsibility to procure the necessary equipment to support the contract requirements. Any GFE available and utilized by the contractor must be properly maintained and repaired as needed.

Q3. For the HVAC equipment, if any of the currently installed American made HVAC equipment products happened to become in-operable during the contract period, are we allowed to propose a replacement of those existing products, to a new Japanese made products of with "Equal" capabilities and performance specifications?

A3. In some cases yes but the intent of this service contract is to simply maintain and repair existing facility equipment not redesign. However the Government understands that in some cases “repair by replacement” is the only option to get the equipment operational and the Government will take these offers on a case by case bases but keep in mind the government withholds all rights to reject any offers and seek other options.

Q4. This question relates to the above "Question 3," but are we allowed to use any Japanese made products at all for this contract, as far as any mechanical parts or related accessories goes?

Our understanding is that any paint coating products, or materials just for patch-up maintenance work could be procured locally, but we would appreciate your clarification on this.

A4. See A3 but note all materials will be reviewed on a case by case basis.

Q5. For all routine maintenance work, are we to make note of all deficiencies even to the smallest details that are found to me most quite obvious if anyone were to see the actual site?

(Example: We saw the score board inside the Gym today, which the letter panels were deteriorated.)

A5. Minor repairs should be included in the routine maintenance work as described in the PWS, and any such repairs should be tracked in the Work Management System to allow for a detailed analysis of repairs covered under the contract.

The Contractor shall perform minor work, typically minor repairs, such minor work is defined as work that the Contractor will expend $200 or less in material costs, and includes inspection, periodic and preventive maintenance, operation of utilities, and minor repairs incidental to routine maintenance.

Q6. Solicitation Section B, General Question: Please confirm if an ITEM NO has sub-items, an offeror is to indicate unit pricing and estimated amounts on the sub items only. Example 0001 Chiller Units, pricing would be annotated on 0001AA, 0001AB & 0001AC. An offeror would not combine AA ~ AC and indicate that amount on 0001.

A6. For Section B, All sub-contract line item numbers (SUB-CLINs) should be filled out and priced separately, i.e., 0001AA should have a separate price all across the line item; 0001AB should have a separate price across the line item and 0001AC should have a separate line item.

Where there are SUBCLINS, offerors are instructed to only price the SUBCLINS. In places where there are SUBCLINS, the CLIN exists as an informational CLIN and should not be priced.

Q7. PWS, para 2.2 states in part--“Standby contact shall be provided to handle emergency services outside the normal hours of operation”. Question: What is the normal hours of operation?

A7. In accordance with exhibit 7.3.1, the hours of operation are provided for each location.

However, typically the normal hours of operation are 0700 through 1630.

Q8. PWS, para 2.6 states in part--“All personnel actions, acquisition of supplies, equipment, and other required resources and other activities required for maintenance activities shall be completed in time to begin full performance on the first day of the second month following contract start”. However, at the Pre-Proposal Conference there was mention that the Phase-In Services were to be within a shorter timeframe from award (15 days?). Question: What duration of time does the contractor have for Phase-In?

A8. Phase-in needs to be done by the beginning of the period of performance of the contract.

PWS, paragraph 2.6 has been amended to clarify this information.

Q9. PWS, para 2.7 states in part--“Survey all critical systems and components, such as;

boilers, AC systems, fire suppression systems and doors, structures, etc., and critical system components at each facility, conducting a preliminary assessment of operating status and/or integrity”. Question: Are VTE’s to be included in the Initial Survey?

A9. Yes the contractor shall provide a general sight inspection of all 11 elevators and 1 wheelchair lift (VTE’s Vertical Transportation Equipment).

Q10. PWS, para 2.7.1 states in part--“ Monthly facility inspections are identified as part of the routine preventative maintenance and will be conducted by certified craftsman qualified to identify facility and equipment deficiencies as outlined within this PWS”. Question: Is it the contractor’s responsibility to provide more than visual inspections to items such as boilers, VTE (if applicable), High Voltage Transformers, Pressure Vessels and Vehicles?

A10. No the contractor shall only provide visual inspections for the above equipment but must obtain the technical knowledge and understanding to repair all equipment listed in the PWS through a condition report if requested.

Q11. PWS, para 2.10 states in part--“Provide a Quality Control Plan (QCP) System covering all aspects of contract operations that complies with the standard, “ISO 9001:2008 Quality System – Requirements, and obtain certification of the system by an accredited third party registrar.” Question: As research indicates that ISO 9001:2008 may be prevalent in manufacturing arenas, will the Government consider removing the requirement of certification for this maintenance and repair solicitation/contract?

A11. Yes, the section 2.10 of the PWS has been amended to reflect the change.

Q12. PWS, para 4.1 states in part--“The Contractor shall provide routine maintenance for all Okinawa District facilities regarding electrical, mechanical, civil and structural disciplines in accordance with equipment and systems manufacturer recommendation via vigilant routine inspections”. Noted during the Pre-Proposal Conference and Site Visit was mention of limitations to the depth/extent of routine inspections of some equipment (i.e.

Transformers/Vehicles/Boiler/Fire Systems) that would be expected from the contractor, this may be due to other contractors (VTE?)/entities (CE?) obligations. Question: Can these limitations be defined by disciplines (electrical/mechanical/civil/etc.) and incorporated into the solicitation?

A12. The government will continue to receive limited support from the installation public works, and therefore cannot define each discipline as it is determined by the availability of the Services. The Government retains the right to seek solutions from other sources for fair market value.

Q13. PWS, para 4.1.1 states in part--“Maintenance of equipment, systems and property on Okinawa District facility sites shall be inspected monthly unless the manufacturer’s recommendations or industry standards dictate a more frequent interval between inspections, at which time the more frequent interval shall be followed”. Noted during the Pre-Proposal Conference and Site Visit was mention of limitations to the depth/extent of routine inspections of some equipment that would be expected from the contractor, this may be due to other contractors/entities obligations (examples: Pressure Vessels/Transformers/Vehicle Repair etc.).

Question: Can these limitations be defined and incorporated into the solicitation?

A13. The government will continue to receive limited support from the installation public works, and therefore cannot define each discipline as it is determined by the availability of the Services.

Q14. PWS, para 4.1.2 states in part--“Equipment, systems and property on Okinawa District grounds shall be inspected monthly unless the manufacturer’s recommendations or industry standards dictate a more frequent interval between inspections, at which time the more frequent interval shall be followed”. Noted during the Pre-Proposal Conference Fire Suppression System maintenance and inspections were touched on. Question: Is the contractor to use certified and or licensed individuals during inspection and functionality testing of the Fire Suppression Systems?

A14. No.

Q15. PWS, para 5.1 states in part--“Sports fields will be clear of debris and holes, swept, raked, and watered as necessary to sustain and promote appropriate functionality”. Question:

Are there any fields which have sprinkler systems? If so, please indicate by location and type (manual/automatic).

A15. Yes, Kadena High School, Kubasaki High School, and Ryukyu Middle School all have sprinkler systems, however they are limited in coverage.

Q16. (13 Parts) PWS, para 5.1.1 states in part “-- includes: Fertilization, Weed Control, Overseeding, Deep Tine Aeration, Earthquake, Scarifying and Sand Spreading”.

Question (a): Where are the locations of the Natural Grass Sports Fields?

Question (b): What is the size of the Natural Grass Sports Fields with respect to each location?

Question (c): What type of Fertilizer is to be used on each respective Natural Grass Sports Fields? Question (d): What is the type of grass (i.e. Bermuda - etc.) on each Natural Grass Sports Field (respective to location)?

Question (e): Is Overseeding to be accomplished using the same grass that that the respective field is sown in?

Question (f): How deep is the Verticut to be?

Question (g): Is “Earthquake” a typo in the paragraph, if not, please elaborate to the requirement. Question (h): Is the grass height being maintained between 4 and 8 cm (average) by a grass cutting contract - currently? If so, will that contractor continue to maintain that average height under their contract?

Question (i): Is lining and/or athletic field mowing requirements to be performed Mon~Fri, excluding holidays?

Question (j): What depth is to be achieved during Deep Tine Aeration?

Question (k): What depth is Sand to be Spread?

Question (l): What specific type of sand is to be used for spreading?

Question (m): What is the location of improved and unimproved areas as it applies to grass cuttings being removed (intermediate cuts)?

A16. a. We have natural grass athletic fields at each school location. However, the primary sports fields to support DoDEA athletic events are: Kadena High School, Kubasaki High School, Amelia Earhart Intermediate School and Lester Middle School.

b. Approximately 70,000 sq ft for the typical sports field

c. All fertilizers used on natural grass fields will be in accordance with standard practices, base regulations and local laws. Contractor provided materials are subject for review in accordance with environmental regulations.

d. Natural grass may vary by location and it is the responsibility of the contractor to treat accordingly

e. Preferably, but subject for review by the COR

f. In accordance with standard practices, but subject for review by the COR

g. Earthquake process is similar to aerating. It works well in hard conditions, causing fissuring of the surface, improving its results.

h. Yes, through the Installation. Installation grounds maintenance will provide most general grass cutting requirements, which follows the same height criteria.

i. Yes

j. Variation may be required depending on the consistency of the soil

k. Variation may be necessary depending on the requirement, but the typical depth of a long jump pit is 30cm

l. Typical sand that is free of debris and environmental friendly, subject for review by the

COR

m. See 5.1.1.b

Q17. PWS, para 5.1.2 General Question: What is/are the location(s) of the Turf Fields and what is the size of the Field(s) to be maintained?

A17. Currently the turf fields are at Ryukyu Middle School. The Football/Soccer field is about 70,000 sq ft and the Softball Outfield is about 45,000 sq ft. Below is a schematic of the turf fields.

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Q23. Reference: Page 103. 2. Performance Requirements. 2.9.1. Certification Requirements.

It says the contractor shall have sufficient staffing technical experience and certified craftsmen to meet the requirements outlined in this PWS, which would be limited to: a. HVAC Operation and Maintenance Class 1 Certification. b. HVAC Technical Repairs and Troubleshooting Class 2 Certification. c. Refrigerant Gas Recovery Certification. d. Gas Pipe Welding Class 2 Certification. e. Electrical Troubleshooting Class 2 Certification. f. Structural Licensing Class 2 Certification in Steel, Concrete and Wood. g. Plumbing Licensing Class 2 Certification in utilities, piping, sewer and water treatment. Question: What is the Japanese equivalent certifications that will meet the requirements of this solicitation?

A23. 2.9.1. Certification Requirements are the Japanese equivalent certifications. Japanese trade certifications are classified 1, 2, and 3. (“1” being a Journeyman, 2 is Craftsman and 3 is a Master Craftsman.)

Q24. Reference: Page 103. 2. Performance Requirements. 2.10 Quality Control Plan. It says to "provide a quality control plan (QCP) System covering all aspects of contract operations that complies with the standard, "ISO 9001:2008 Quality System-Requirements," and obtain certification of the system by an accredited third party registrar". Is this required?

A24. No, see A11.

Q25. Reference: Pre-proposal conference. Who is the contractor executing Facility and Sports Field and Maintenance Services?

A25. Grounds maintenance is currently provided by the installation contractors. Okinawa General Service Co. is currently providing general maintenance support at each school location within the Okinawa District.

Q26. Reference: Pre-proposal conference. What is the duration and value of the existing HVAC and Sports Field Maintenance Services contract?

A26. The existing HVAC contract ends on 31 December 2014. The overall contract value currently is estimated at ¥456,867,931.50. We currently do not have a separate contract for sports field maintenance services.

Q27. Reference: Pre-proposal conference. It was discussed during the pre-proposal conference that price breakdown is encouraged though not required. For clarification please confirm if price breakdown is included, where in the price proposal should contractor insert information in addition to CLIN's and attachment #2 Okinawa District TMC Labor Categories.

A27. As discussed in the pre-proposal briefing, cost breakdown is not required only backup pricing information.

Your attention is directed to the solicitation, Section L under Submittal Requirements, 4.

FACTOR 4 – Price Proposal, reference 4 b. and c. as follows:

4b. The Offeror shall also provide backup pricing information and a price breakdown that supports how the recurring fixed prices were developed (labor hours, materials, indirect costs, etc.) for each CLIN’s period of performance.

4c. In addition, the Offeror shall provide all hourly rates for each period of performance as listed in Attachment 2 – Labor Category Hourly Rates – Exhibit Line Items (ELINs). All proposed pricing shall be based on the unit of measure listed for each CLIN and/or SUBCLIN in Schedule B.

The above information should be included in your Price Volume II (see table) referenced under Section L – Instructions, Conditions and Notices to Bidders, Item 2. Proposal Content and Format.

Q28. Reference: Page 118, 4.1.1. Exterior Facility Management

i. All area within the school boundary, including play areas and playgrounds, are inspected daily and free of trash, feces, debris and obstructions or holes that present an unsafe condition. Is daily inspection required to all 13 schools 7-days a week?

A28. No. Daily inspection is required for all schools on school days only. Inspection of grounds is not required on weekends, holidays and no-school days.

Q29. Reference: Page 118 4.1.1 Exterior Facility Management

Would you clarify the numbers of vehicles / type of vehicles that will be serviced?

A29. Currently, there are (16) Mitsubishi vans, (2) Cargo vans, (1) Mini Van, (1) Mitsubishi Flatbed Truck, (1) Isuzu Flat-bed Truck

Q30. Will there be a requirement to submit a bid bond with proposal?

A30. There is no requirement for a bid bond.

Q31. Please provide your instruction again how to estimate quotation of such max quantity undefined and unit as Item 0001, 0002, 0004, 0005, 0011, 0012, 0013, 0015 and 0017.

A31. Please see Q6 and A6 for pricing specifics. For SUBCLIN 0012AB no Contractor pricing needs to be inserted into the SUBCLIN. The Government has estimated and posted a $500,000.00 monetary value for the quantity and a unit price of $1.00. For CLIN 0017, no Contractor pricing needs to be inserted into this CLIN. A quantity/unit of $1,500,000.00 has been inserted into this area with a unit price of $1.00.

Q32. I missed one of your instructions that the documents must be under 50 pages. What is it about? Please let us know again the details.

A32. Please see the solicitation at Section L – Instructions, Conditions and Notices to Bidders at the Table under Item 2. The Technical Volume I shall not be over 50 pages. This means the technical material you submit should not be over 50 pages.

Q33. After closing Q & A on Nov 17, how soon are you looking for 2nd Q & A opportunity?

A33. Second round questions will be due by 3:00 pm on Friday, Nov 21, 2014 local Japanese standard time. Vendors, please get your remaining questions in quickly.

Q34. SAM should be updated otherwise must fill out with provided forms. Is that correct?

A34. Correct. Based on the pre-proposal conference, it was explained if your Representations and Certifications are completed, updated and available for retrieval in the System for Award Management (SAM), then the Contractor does not have to be submit the Representations and Certifications in the Price Volume II but they must state that the Representations and Certifications are available in SAM.

Q35. Section H, General information of SF 1449 ADDEDUM, Please explain details the meaning of the delivery order Max $5,000,000.00 and the contract max amount $25,000.000.

A35. A delivery/task order cannot exceed $5,000,000, and the total contract price cannot exceed $25,000,000.00. for the duration of the 5 years.

Q36. How do you distinguish and relation with annual project and maintenance?

A36. Based on the pre-proposal briefing, and this solicitation, the HVAC maintenance calls for monthly, quarterly and annual performance as stated and identified per the CLINs and SUBCLINS. Project Repairs are separate and will be based on each individual project as it arises.