Fire Protection Systems Maintenance - RFI - 11July2011.doc

Pentagon Fire Protection Systems Maintenance

Solicitation #: HQ0034-11-R-0056

RFI

Pentagon Fire Protection Systems Maintenance

Solicitation #: HQ0034-11-R-0056

Request For Information (RFI) Received 7 July 2011

Following PRE-PROPOSAL SITE VISIT

30 June 2011

1.) Regarding page 18 of the Solicitation, Section 4.14.2:

For the purpose of this contract, is an individuals' Certification on 4100+, 4100U, 4120 network, and 4020 considered valid after they leave the direct employ of SimplexGrinnell?

RESPONSE: Pls. refer to amended Statement of Work – Section 4.14.2 2.) The Solicitation requires that the contractor have at least one person who knows this system. What is the role of this person and how will data be entered into the MAXIMO system?

RESPONSE: MAXIMO shall be used to track and assign service calls and preventive maintenance on equipment.

3.) Define “Factory Certified Technician” as relates to the Simplex Grinnell system certifications.

RESPONSE: Pls. refer to amended Statement of Work – Section 4.14.2 4.) In the event that the proprietary equipment manufacturer is non-responsive to a request for remedial response, what is the remedy?

RESPONSE: While we don’t anticipate that this will be an issue, the contractor shall contact the KO or COR to resolve this conflict.

5.) Are special hazard systems, such as foam systems, included in the scope of work?

RESPONSE: Special hazard systems (i.e. foam systems) are currently covered under a different contract and will not be included in this requirement.

6.) Is technician coverage required during specific work hours, such as from 6 am until 4 pm each day, or is the scheduling of technician’s at the discretion of the contractor?

RESPONSE: Specific work hours are not required; however, the contractor shall provide coverage during the core hours of 6 am to 6 pm.

7.) Will the contractor be provided on-site terminal access to enter the inspection data into the Maximo Asset Management System, or will this be accomplished remotely?

RESPONSE: Maximo can only be accessed on-site therefore the contractor will be provided on-site terminal access.

8.) Please confirm that all programming and approval of modifications will be handled by Pentagon Staff and Pentagon AHJ?

RESPONSE: All programming and modifications will be handled by the Pentagon Staff.

9.) The solicitation calls for providing an inventory of Simplex replacement parts, is there already an existing inventory that will be made available to contract recipient?

RESPONSE: There is no existing inventory. The contractor shall maintain their own inventory.

10.) The line items on pages 2-9 of the solicitation and on the J-B1 pricing submission worksheet do not specify what the quantities are in reference to specifically hourly rate, emergency service, parts, etc. What specifically is the government requiring and looking for from potential offerors proposal in regards to these line items?

RESPONSE: Pls. refer to Section 4.18.2 of the Statement of Work.

11.) How many remote power supplies/booster panels are there in the Pentagon and outlying buildings in this solicitation?

RESPONSE: There are a total of 21 remote power supply panels.

12.) Will there be an area where ladders, tools, hose monsters, hoses etc. can be stored after they have been initially inspected through security?

RESPONSE: No storage space will be provided.

13.) What is the security procedure if there is an emergency call to the facility?

RESPONSE: Security procedures during normal business hours shall also apply to emergency calls.

14.) [Do] all stairwells have standpipes? If so, how many stairwells total?

RESPONSE: Not all stairwells are provided with standpipes. There are approximately 71 stairwells provided with standpipes.

15.) Do you have the sizes (gpm) of all fire pumps on the facility?

RESPONSE: There are two (2) 1500 gpm fire pumps, two (2) 1250 gpm fire pumps and one (1) 1000 gpm fire pump on the Reservation.

16.) Are there any areas of the building that will not be inspected due to the security nature of the building?

RESPONSE: No, all areas of the building will be inspected/tested.

17.) Will clearance be needed for all or any contractors?

RESPONSE: All contractors will have background checks completed prior to receiving a building pass.

18.) Do all wet systems have inspectors test connections available and piped outside or to an area where hoses are not needed?

RESPONSE: Yes, all wet systems are piped to drains such that hoses will not be required.

19.) [Regarding] Page 57 L-5 Offer Due Date:

“Offerors are advised that the address above is located in a secure building. Offerors will not be allowed access to the building. Offerors should allow sufficient time for delivery of their proposal. It is the responsibility of the offeror to make arrangements to ensure their proposal is received in the office identified above prior to the time and date set for receipt of proposals. Contact Kia Myles at 703-571-0512 to make these arrangements.”

Based on the statement from the solicitation I would like to know if we can hand deliver the bid package or will the bid package have to be sent via: USPS, UPS or Fed Ex?

RESPONSE Pls. refer to amended Section L-5 in the Statement of Work.

20.) [Regarding]Page 11-12:

“1.2.6. Minor Repairs. The cost of performing minor repairs is included in the fixed price and is not Indefinite Quantity Work. Minor repairs are defined as any individual repair that do not exceed $2,000.00 (labor plus materials). Based on historical data, we have experienced 25 to 35 minor repairs annually.”

Could you be more specific regarding the 25-35 repairs? Were there parts used?

RESPONSE: The majority of the repairs have been sprinkler pipe repairs (e.g., degraded/leaking sprinkler pipe). Other repairs have included replacement of components such as flow switches, gauges, and fire alarm system communications board.

21.) [Regarding] Page 12:

“1.2.10. Barcode Scan - The Contractor shall apply a self adhesive barcode label to each fire alarm component specified in the PWS. The COR will provide the barcode label specifications. The Contractor shall use a barcode scanning device provided by the Government compatible with the Maximo Asset Management System to create a Maximo compatible electronic file.”

Are all the fire alarm devices already labeled? Will the new contractor have to reapply labels to all the devices?

RESPONSE: All fire alarm equipment is currently labeled; the contractor shall replace missing labels as needed.

22.) [Regarding] Page 12:

“1.2.11. During the term of this contract, the Pentagon may replace, renovate or improve systems and equipment at the Pentagon’s expense and by means not associated or included in this contract. All replaced, improved, updated, modernized, or renovated systems and equipment shall receive the services described in this contract at no additional cost to the Pentagon unless such changes will result in an increase or decrease in contract requirements.”

Are the above mentioned replacements, renovations or improvements covered under the Indefinite Work Clause 7.7 or is this separate?

RESPONSE: Pls. refer to Section 1.2.11 of the amended Statement of Work for clarification.

23.) [Regarding] Page 14-16:

“2.2. The government will provide access to the Maximo database system.

4.4.6. The Contractor shall have at least one (1) person with working experience of for updating the PBMO Maximo Database (Computerized Maintenance Management System) or similar system. The contractor will use the (Maximo) to document and administratively process PM work orders assigned to the contractor for work execution. The contractor will be accountable for using Maximo and responsible for the accuracy and completeness of the information input into Maximo. The contractor will provide the following information to each Maximo PM work order processed.”

Will the contractor have to purchase the Maximo program or is this program only used on site at the Pentagon? Or will the contractor have access to this program remotely (from their office)? Is this a system that is currently being used? Will the Pentagon provide training on the Maximo Program?

RESPONSE: Maximo will be provided to the contractor and shall be used on-site only at a government provided desktop computer. Maximo is currently used by the government to track repairs and preventive maintenance. The government will provide training on Maximo.

24.) [Regarding] Page 13:

“2.4. The government will provide access to a WHS computer workstation. This will allow the contractor to access the Maximo database an e-mail via the WHS network.”

Is this workstation in the Pentagon reservation or in the contractor’s office? Will the awarded contractor have an office/desk on site at the Pentagon?

RESPONSE: The WHS computer workstation will be located on the Pentagon reservation. The contractor shall be provided with workspace on the reservation and desktop computer with access to the WHS network and Maximo.

25.) [Regarding] Page 16:

“4.4.1. At a minimum, document existing conditions and findings during performance of the maintenance service and testing (including interpretations of inspections and test results), and provide recommendations and rationale for correction of deficiencies. Any discrepancies found during maintenance and testing activities shall be reported within 4 hours to the COR.”

Can we get a copy of the most recent quarterly and annual inspection reports for the fire sprinkler system?

RESPONSE: The contractor shall receive this information upon award of the contract.

26.) [Regarding] Page 19:

“4.15.2. The Contractor shall have at least one (1) Automatic Sprinkler Systems Lead Technician with a current NICET Level 2 certification at the time of inspection on site during water-based systems inspection and testing activities.

4.15.3. The Contractor shall have at least one (1) Fire Pumps Technician Trained person having a current NICET Level 2 certification at the time of inspection on site during fire pump systems inspection and testing activities.

4.15.4. The Contractor shall have at least (2) Water-Based Systems Technicians with a current NICET Level 1 or higher certification at the time of inspection on site during water-based systems inspection and testing activities.”

Do the above clauses mean that there must be a total of 4 technicians with the minimum requirements on site at the time of the inspections?

RESPONSE: No, a minimum of two (2) technicians with appropriate certifications shall be required.

27.) J -C1 02 Pentagon Water Based:

Is the J-C1 02 Pentagon Water Based a total of all the devices or is that the counts for the main Pentagon Reservation only?

RESPONSE: The J-C1 02 lists all of the Pentagon Water Based devices currently included in this requirement.

28.) [Regarding] Page 25:

“6.1.2. The Contractor shall compile a list of system/equipment tests with information of pass/fail and deficiencies noted during each inspection and testing event. Test reports shall be submitted to the COR within 24 hours following the completion of that inspection and testing event. The Contracting Officer Representative may issue a modification or repair service call (as defined below) to the Contractor for correction of the deficiencies noted, execute the work by means other than this contract, or defer the work to a later date. If, during the performance of the inspection, the Contractor deems it would be more economical to make such repairs at that time (i.e., while a valve is open for the performance of inspection and testing), the Contractor shall notify the COR of the defect and request authorization to make the repair at that time.”

Is this done via the Pentagon’s Maximo Program?

RESPONSE: Pls. refer to Statement of Work – Section 4.4.11 29.) Kitchen Hood Suppression Systems:

It was stated that Vendor and Military Kitchen Hood systems are tested under a separate contract and the successful bidder would only need to witness the test and provide documentation verifying a successful test.

Is this an accurate statement?

Could you please provide details regarding the number of kitchen hood systems the contractor needs to witness during testing? Will an amendment be issued to include the details of these inspections mention during the Pre-Bid Survey?

RESPONSE: It is optional and recommended that the contractor coordinate through the COR to conduct kitchen hood testing in conjunction with the kitchen hood maintenance contractor. Pls. refer to the amended Statement of Work for further clarification.

30.) Is GSA pricing being requested?

RESPONSE: No, GSA pricing is not being requested.

31.) Section L.C.3 (b) specifies “Typing shall not be less than 12 pitch”.

The implication of this is that only fixed space fonts (like Courier) are acceptable. Please confirm is this is your intent.If this is not your intent, please provide the minimum proportional font (like Times New Roman) point size that is acceptable.

RESPONSE: Pls. provide responses in minimum 12 point font of your choice.

32.) During the walk-thru the COR stated that any Simplex Fire Panel programming would be completed by Pentagon Building Management Office (PBMO) is this an accurate statement RESPONSE: Yes, all programming will be performed by PBMO.

33.) Will As-Built drawings be provided for use on both the Fire Alarm and Sprinkler systems

RESPONSE: Yes, as-built drawings will be provided upon award of the contract.