MASTER Maintenance RFI Q and A FINAL.pdf

HQ0034-11-R-0063

Preventative Maintenance for Mechanical Systems

Dated 8/5/11

1 J-2 Pricing Submission

Revised Amendment 0002

How does the government expect a contractor to price preventive maintenance on equipment without knowing the specifics (manufacturer, model, etc.) of the equipment?

Attachment J-1 does list manufacture and model data when available. The master list tab shows tonnage and quantity of equipment to be maintained.

2 J-2 Pricing Submission

Revised Amendment 0002

Some sub-sections of this document list over 90% of equipment with no specific equipment information.

How does the government expect a contractor to develop a proper preventive maintenance plan if detailed equipment information is not provided?

Attachment J-1 spells out a starting point (listing initial estimated frequencies) for PM of equipment on the master tab. Detailed equipment information is referenced in

Attachment J-1.

3 J-2 Pricing Submission

Revised Amendment 0002

Does the government expect the PM price-per-unit to include travel, direct overhead, supervision, indirect overhead, and access delay costs? How does the government expect these ordinary and necessary costs to be accommodated?

Contractor shall allocate these costs amongst their unit prices proposed utilizing their best business judgement.

4 J-2 Pricing Submission

Revised Amendment 0002

J-2 lists specific preventive maintenance frequencies for some pieces of equipment. Does the government expect this frequency to be followed, or is the contractor expected to develop and implement an appropriate preventive maintenance program that will properly maintain equipment in accordance with manufacturer's recommendations?

The frequencies listed in J-1 are a starting point estimate of the servicing. The contractor is responsible for determining the frequencies to meet performance requirements set by the OEM. The frequencies are no longer listed in attachment J-2.

5 J-2 Pricing Submission

Revised Amendment 0002

How are system preventive maintenance costs that necessarily include costs of unlisted assets, to be calculated in advance?

This is according to the contractor's best business judgment in reference to the equipment included in J-1. Additions to J-

1 will be made through bilateral modifications.

6 C2.8, C8.4.10, C13.2, C13.4, C13.6, C13.8, C13.10

Were these paragraphs intentionally left blank or is there information missing?

These blank sections will be removed from the solicitation.

7 1.1 Are the Pentagon, the Pentagon Heating and

Refrigeration Plant, the Modular Office Complex, and the Reservation grounds and parking areas, the only locations of performance for this contract?

Heating & Refridgeration Plant is not included. Complete

Equipment list and locations to be maintained are listed in

Attachment J-1.

8 1.1 What specific facilities on the Pentagon Reservation does the government expect the contractor to be responsible for under this contract?

Attachment J-1 lists all equipment that will be maintained and its location.

Dated 8/5/11

9 2.0 Attachment J-1 describes pieces of equipment not systems. Please provide specific information on systems and their definitions.

The combination of equipment; such as AHU's and FPIUs make up air delivery systems and are listed in Attachment J-

1.

10 2.0 This is the only reference to Attachment J-1 which states

“illustrative inventory” – all other references imply that

Attachment J-1 is a complete equipment list. Is

Attachment J-1 a complete equipment list for this contract?

Yes

11 2.1 How does the government define "predictive maintenance."

Section 3.0 in the Descriptions and Specifications describes it as maintenance to achieve little or no down time due to systems or equipment failures.

12 2.2 How does the government define "periodic testing of air speed and radiant temperatures."

Field verifying sensors and equipment for proper operation.

13 2.2 Humidity Control - do all of the AHU, fan coils, etc., have pre-heat, chill water, reheat coils and humidifiers such that humidity control is possible?

No; the majority of AHU's & fan coils, etc., do not have humidity control. Primarily CRAC units do.

14 2.2 If "replacement equipment" results in more total assets than are indicated by Attachment J-1, or assets that are harder to maintain, how will the contract be modified?

Bilateral Modifications will be negotiated to deal with these issues as they arise.

15 2.3 Attachment J-1 lists equipment, please provide list of specific mechanical systems, and specific associated assets that will be maintained under this contract. This is necessary for bidders to accurately estimate workload and pricing of the effort.

Attachment J-1 lists all the equipment to be maintained;

The list of equipment and associated devices listed in the

Attachment J-1 are integral parts that make up complete systems.

16 2.3 Does the government expect the PPMI program to be adjusted every time the government adds equipment as indicated in section 2.2?

Yes

17 2.3, 7.1, 7.3.1 PPMI Program: Para 2.3 indicates 10 days for submission of plan and Para 7.1 states 30 days. Please clarify.

7.1 is correct; 2.3 shall be changed to 30 days.

Dated 8/5/11

18 2.4 Are "corrective maintenance procedures" and

"corrective maintenance repairs" part of the

Preventative Maintenance Program as defined in section

14.0?

Yes

19 2.4.1 When will the existing "SOMMs" be provided to the contractor in order to facilitate developing the PPMI program?

Attachment J-1 indicates a starting point for frequency and manufactures guidelines will further indicate guidance.

SOMMs will be available and provided by the government after award.

20 2.4.2 The government has indicated that there is typically less than 50 Corrective Maintenance repairs with a valued less than $2000. Please clarify if the government will reimburse the contractor for all Corrective Maintenance

Repairs in excess of the typical number (50) stated? If so, how will the contractor receive reimbursement? If not, provide the number of Corrective Maintenance repairs the contractor must perform that are under

$2,001 before a reimbursement threshold is reached.

If there are material differences in the level of performance that the contractor could have reasonably anticipated at contract award, then the contractor has the right to request equitable adjustment in accordance with DFAR 252.243-

7002. The Government will not negotiate a contract reduction, if the repairs are lower than the number stated.

21 2.5 How will Corrective Maintenance Repairs performed during preventive maintenance be differentiated from

Corrective Maintenance Repairs performed as a result of a service call?

Service calls are Government driven, where as corrective maintenance and repairs are derived by the contractor during PM.

22 2.5 How will the contractor be notified of a service call? Contracting Officer's Representative

23 2.5 If there are several components of a "system" requiring repair under a service call, will it be grouped under one service call for purposes of computing the cost of repair

(i.e., under or over the $2K threshold), or will the government require each component of repair be a separate service call to avoid exceeding the $2K limit for reimbursement?

The threshold will be based on the total cost to bring an individual piece of equipment(as listed on J-1) back into service.

Dated 8/5/11

24 2.4; 2.5 Both paragraphs require the contractor to perform corrective maintenance under $2,000. Para 2.4 indicates there are typically less than 50 corrective maintenance repairs. Para 2.5 indicates there are typically 240 routine responses and 60 urgent responses. Please clarify that the contractor is required to absorb $2,000 on the first

50 corrective maintenance repairs required during a PM as well as the first $2,000 on 240 routine service calls and $2,000 on the first 60 urgent service calls.

If there are material differences in the level of performance that the contractor could have reasonably anticipated at contract award, then the contractor has the right to request equitable adjustment in accordance with DFAR 252.243-

7002. The Government will not negotiate a contract reduction, if the repairs are lower than the number stated.

25 2.5 Attachment J-1 Equipment Inventory is the basis from which bidders will estimate their staffing and pricing for this contract. Please confirm that PM's and service calls under the fixed price portion of the contract will only be issued relating to the equipment specifically listed in

Attachment J-1, and that repair/maintenance for any item of equipment or system which may be later identified but not included in Attachment J-1 Equipment

Inventory will be performed under a Task/Delivery

Order. If this is not the case, bidders cannot accurately estimate the scope and cost of this contract effort.

Attachment J-1 indicates equipment to be maintained. New requirements will be added through a bilateral modification.

26 2.5.1 How will the government objectively measure routine service call response?

Time when the call was given to the contractor and logged by the COR and the contractor followed by 2.5.3-2.7

27 2.5.1 When does the clock start and stop for routine service call responses?

From time called to responding on site to service call location.

Dated 8/5/11

28 2.5.1 How will routine service calls in excess of the typical number (240) be reimbursed to the contractor? Please clarify that 240 is the threshold before the contractor will be reimbursed. If that is not the reimbursement threshold for service calls please provide the number of service calls under $2,001 that the contractor must perform before they will be reimbursed.

If there are material differences in the level of performance that the contractor could have reasonably anticipated at contract award, then the contractor has the right to request equitable adjustment in accordance with DFAR 252.243-

7002. The Government will not negotiate a contract reduction, if the repairs are lower than the number stated.

29 2.5.1 Is 6:00am-6:00pm the window for receiving responses for service or the actual window for a technician to provide service?

It would be both.

30 2.5.1 Does the project manager respond back to the three individuals indicated in paragraph 2.5, or directly to the customer?

The Project Manager shall respond back to the Contract

Officer's Representative and carbon copy the other 2 individuals listed in 2.5 through electronic mail.

31 2.5.1 Does the project manager have to be on-site within 2 hours or does the government actually want a qualified technician with tools/parts to respond?

The Project Manager will be on site daily, during normal operating hours and is responsible for coordination and response of the qualified technician for service calls and keeping the COR informed.

32 2.5.2 How will the government objectively measure urgent service call response?

Time when the call was given to the contractor and logged by the Contracting Officer's Representative and the contractor followed by 2.5.3-2.7

33 2.5.2 When does the clock start and stop for urgent service call responses?

From time called to responding on site to the service call location and verifying by contacting the Contracting

Officer's Representative.

34 2.5.2 How will urgent service calls in excess of the typical number (60) be reimbursed to the contractor? Please clarify that 60 is the threshold for urgent service calls before the contractor will be reimbursed. If that is not the reimbursement threshold for urgent service calls please provide the number of urgent service calls under

$2,001 that the contractor must perform before they will be reimbursed.

If there are material differences in the level of performance that the contractor could have reasonably anticipated at contract award, then the contractor has the right to request equitable adjustment in accordance with DFAR 252.243-

7002. The Government will not negotiate a contract reduction, if the repairs are lower than the number stated.

35 2.5.2 What does the government expect when an “urgent situation” arises outside of the “Standard Hours”?

After hours service calls are not part of this contract.

Dated 8/5/11

36 2.5.3 How will the government objectively measure "the COR will be immediately notified"?

The contractor shall notify the government of any delays when identified.

37 2.5.3 If a repair in response to a service call exceeds the 24-hour requirement for reasons beyond the contractor's control will the government consider this as "unable to complete services"?

Delay outside contractor's control is excusable.

38 2.6 If a repair in response to a preventive maintenance exceeds the minor repair category for reasons beyond the contractor's control will the government consider this as "unable to complete services"?

Delay outside contractor's control is excusable.

39 2.6 What is the required method of communication these deficiencies? Is there a required deficiency reporting format?

Phone call followed by email to the Contracting Officer's

Representative (COR). Contractor recommended format must be approved by the government.

40 2.7 Does the government expect this deficiency report to be submitted to the COR before repairs commence?

Yes

41 2.7 If the deficiency repair falls in to the Major Repair category and cannot be completed in the 24 hour period after a service call, will the government consider this to be unacceptable in the performance matrix?

Delay outside contractor's control is excusable.

42 2.7 Preparing a mechanical equipment repair estimate at times requires direct communication with suppliers.

During extended off hour periods, weekends, and weekends with holidays, a 24 hour period for providing an estimate may not be possible. Will a violation of the

24 hour estimate preparation time under these circumstances be considered as unacceptable in the performance matrix?

Delay outside contractor's control is excusable.

Dated 8/5/11

43 2.7 This sentence implies a total of 26 hours to provide a cost estimate and schedule to the COR and to actually complete the necessary repairs – 24 hours from paragraph 2.5.3., and 2 hours from paragraph 2.6. Is this really the intent, or is the 24 hour deadline for the cost estimate and schedule measured after the notification to the COR?

Measured after notification from the COR

44 3.2 Does the government expect the contractor to identify all of the mechanical equipment?

The contractor must identify and properly label all equipment listed on J-1.

45 3.2 Does the government expect the contractor to identify all of the mechanical systems?

Yes, the contractor is required to be able to identify the systems.

46 3.2 How often does the government expect the contractor to report the status of the mechanical equipment and systems?

Monthly reports covered in 7.3.5

47 3.2 If the government expects the contractor to perform emergency repairs, will the government provide 24-hour access to the work locations for such repairs?

After hours service calls are not part of this contract.

48 3.2 Will the government provide 24-hour access through the

Remote Delivery Facility (RDF) for delivery of parts/materials for emergency repairs?

Yes; 24hr access can be provided but not always through the RDF.

49 3.3 What are the specifications of the "Hardware and

Software" that are part of this contract.

HVAC Controls are primarily handled by Johnson controls equipment via Metasys; Gas detection systems are provided by MSA.

50 3.3 What are the specifications on the "gas detectors" that are part of this contract.

Manufacturer is MSA; Multiple headed panels (Ultima X) and associated (carbon monoxide and combustible gas) devices in the field.

51 3.3 What are the specifications on the "current direct digital control system" that is part of this contract.

Controls are provided by Johnson; Metasys

52 3.4 Does “mission critical” mean anything beyond the previously stated response time requirements in paragraphs 2.5.1., and 2.5.2?

No

53 3.4 Does “timely manner” mean anything beyond the previously stated response time requirements in paragraphs 2.5.1., and 2.5.2?

No

Dated 8/5/11

54 3.4 How will the government objectively measure "timely manner" related to the contractor's addressing system disruptions.

Delay outside contractor's control is excusable.

55 5.0 Will the government provide computers and office space for this activity?

One (1) computer and one (1) workstation will be provided.

56 6.1 Does the government expect the contractor to provide the COR with MSDS for "each material in use or stored on the Pentagon Reservation" or only the MSDS for the materials used by the contractor in the performance of this contract?

MSDS for all materials being used and stored by the contractor will be provided to the COR

57 6.1 If there is no mention of government furnished storage space, does this apply?

One 12 x 25 storage room will be available; just in time delivery should be used at the Pentagon.

58 6.1 Can the contractor provide MSDS, if applicable, for materials that may be used within 30 days of their actual use?

Only the materials that will be used. Refer 6.1 in Description and Specifications.

59 7.1 How will the government objectively measure

“excessive or repeated system breakdowns or deficiencies.” The age of the facilities and systems bears greatly on the performance and failures of the systems which is not within the control of the contractor.

Overall condition and age should be taken into consideration in the PPMI to prevent excessive or repeated system breakdowns.

60 7.0 Is there an existing PPMI in place? Is it accurate and appropriate? Are all PM's and corrective maintenance repairs current? If not, please provide information on all deferred maintenance including equipment/system and last performed maintenance. How long will the contractor have to bring any deferred maintenance current?

AHU's, CRAC units and GAS detection systems have had their Annual PM within the last 6 months; within 6 months all PM should be current and meet approved PPMI plan

61 7.3.1 Who is responsible for inputting information into the

Maximo system? What specific access and user rights will the contractor be given if our responsibility?

The Contractor; Training and access will be provided

Dated 8/5/11

62 7.3.2 Section 7.3.2 states "weekly or more frequent inspections shall be performed." Does the government expect daily or weekly equipment/facility tours to be a requirement of this contract?

Government expects the contractor to follow the approved

PPMI plan.

63 7.3.5.3 Is there a required format for these reports? Contractor to provide for Government approval

64 7.3.7 Will the government provide storage space for spare parts and components?

Yes, please refer to question 57

65 7.3.7 Will the government provide storage space for the parts required to be "readily available for inspection by the contracting officer."?

Yes, please refer to question 57

66 7.3.7 Will the government provide shop space for repairs? No

67 7.3.8 We are not familiar with a "MOP." Is this synonymous with an Standard Operating Procedure (SOP)?

Yes

68 7.3.9 Will the government consider an emergency repair a violation of "3 weeks advanced notice"?

No

69 8.0 Major Repair: How many major repair task orders under

$2,001 will the contractor be required to complete annually? Bidders require this information to accurately price our liability for non-reimbursable tasks under the base portion of the contract since major repair task orders are not reimbursable unless they exceed the threshold of $2,000.

There will be no task orders issued for repairs below

$2000.01 since these are to be covered by the contractor's proposed monthly fixed price preventative maintenance line item. See paragraphs C. 2.4 and 2.5.

70 8.3 How will the contractor be reimbursed for additional staffing requirements and additional costs if the number of Major Repairs exceed the yearly historical data indicated in section 8.3?

If there are material differences in the level of performance that the contractor could have reasonably anticipated at contract award, then the contractor has the right to request equitable adjustment in accordance with DFAR 252.243-

7002. The Government will not be expected negotiate a contract reduction, if the repairs are lower than the number stated.

Dated 8/5/11

71 8.4.3 This paragraph states that any change in the applicable minimum hourly wage rates during the entire term of the contract shall not change the unit price paid by the

Government for work performed under the IQ portion of the contract. Please clarify what this means.

Minimum hourly wage rates change annually upon incorporation of the SCA and DBA wage determination requiring changes to the IQ rates. Are you requiring the contractor to escalate the Option Year wage rates for the SCA and DBA? If so, please provide the escalation rate to be used.

Major Repairs are covered by the Davis Bacon Act, the contractor will be provided an adjustment due to the fact that R. S. Means unit prices are adjusted to reflect current labor market costs. Non-major repair servicing is subject to the Service Contract Act (SCA). The contractor may submit a SCA wage adjustment in accordance with FAR 52.222-43.

72 8.4.9 Ancillary efforts, as described in this paragraph, include many items of work that are not specifically listed as part of the scope of this contract and yet are ordinary and necessary expenses required as part of the performance of a Major Repair (for example Project

Management time, estimator time, escort of subcontractors, etc). Since no task order may ever be issued on IQ projects estimated and submitted, these costs can only be recovered in the fixed price portion of the contract. How can the contractor include in the base contract, efforts that are unknown on the bid date? It is the cost of doing business. The contractor should allocate these costs accordingly.

73 8.5 Will liquidated damages be arbitrarily assigned to a Task

Order at any time and any amount ranging from the $80

- $140 stated? Or will they be pre-defined and specified in advance in the Request For Proposal (RFP) as is typical in commercial industry?

The actual rate will be calculated and based on the actual harm to the Government.

74 8.6 Will the government provide the initial SOW for estimation or will the contractor be required to develop the SOW based on verbal instructions from government representatives?

Government provided SOW.

Dated 8/5/11

75 8.8.11 How can a non-priced item be arbitrarily converted to a priced item when materials and subcontractor costs are always changing? Additionally, minimum hourly wage rates are subject to change annually as well for contractor staff.

Section 8.8.11 will be removed from the Descriptions and

Specification in the solicitation.

76 8.8.11 What happens if a Major Repair requires that the Non-

Pre-Priced items in a proposal exceed the total value of the Pre-Priced items?

Section 8.8.11 will be removed from the Descriptions and

Specification in the solicitation.

77 8.9 This states the contractor is required to submit a firm-fixed price to complete the work. It is often difficult to obtain firm-fixed pricing on materials and from subcontractors. How will unexpected increases (or unavailability) of materials, parts or subcontractor costs occurs from the time of proposal submission to the time the task order is awarded? Also, when performing the task order if additional repairs are needed that could not have been known or identified at time of proposal submission how will that additional work/cost be handled?

This is according to the contractor's best business judgment.

FAR 52.236-2 and FAR 52.236-3 are incorporated in the solicitation to address this for major repairs.

78 9.3 What does the government expect as the required number of factory trained or certified technicians required for Liebert and Stoltz CRAC units?

This is for the contractor to determine.

79 9.3 This indicates a requirement that technicians must attend or have attended classes provided by the manufacturer. Is it the intent that the contractor send employees to these classes on a regular basis? How is the contractor to include these costs in their proposal?

Yes, the contractor shall maintain trained personnel as technical staff on this contract per 9.3. It is up to the contractor to allocate these costs in the proposal.

80 9.4 We are not aware of a "Master Welder" license. Which specific welding certifications will be required? American Welding Society (AWS) entitled, Standard For

AWS Certified Welders.

Dated 8/5/11

81 9.4 This section suggests that the government has an expectation that these skills will be on-site at all times, yet section 5.0 does not address any location for these people, their tools, or any spare parts/materials. Will the government provide shop space for personnel/parts/materials and office space for the contractor's management staff?

Please see the answer to questions 55 & 57. Space for repairs is not provided. The referenced skills are not required to be on site.

82 9.6 This paragraph makes reference to Maximo 6.2 personnel trained. Is 6.2 the version number of the

Maximo software being utilized? Does the government provide the Maximo software?

Yes and yes.

83 10.3 "All interested parties…" is not clear. Who does the government expect to be "informed of problems, breakdowns and corrections"?

COR

84 10.6 Please clarify what is meant by the contractor shall ensure that all equipment is entered into the Maximo database . Does the government expect the contractor to update equipment information (including asset specifications and maintenance requirements) in the government's MAXIMO database? Does the government expect the contractor to inventory, identify and enter equipment that is not on Attachment J-1 Equipment

Inventory into the Maximo database? This does not appear to be a part of the scope of work and would require additional personnel above that required to perform PM's and service calls. Please clarify the intent of this statement.

The contractor shall ensure that all equipment is entered into the Maximo database. No the government does not expect the contractor to inventory, identify and enter equipment that is not on Attachment J-1 Equipment.

85 10.6 Will the government provide contractor access to the government's MAXIMO system?

Yes

Dated 8/5/11

86 10.7 Section 10.6 and 10.8 asks for information to be entered into the governments MAXIMO system. Section 10.7 says the contractor is to utilize a MAXIMO 6.2 compatible system. Which is correct? Is the contractor to provide their own MAXIMO system or will we have use of the government system for meeting the requirements set forth in Section 10.7 including establishing and generating the records, reports, and work control system?

The contractor will have use of the government MAXIMO system

87 10.8 Government furnished PDAs may significantly increase maintenance man-hours. How will this be accommodated? Are we to plan on use of the PDA's from contract start?

Yes, depending on availability of equipment and quantity needed. The contractor should aniticipate being required to utilize these devices and price their proposal accordingly.

88 11.2 Other than clean-up after maintenance actions, are any other custodial responsibilities expected or included in this contract?

No.

89 12.1 How will the government objectively measure the requirement of performance standard 1.a, 1.b, 1.c, and

1.d?

Periodic Inspection. Refer to 12.1.

90 13.3 Will non-standard operating hours be considered a normal requirement such that the government expects maintenance shifts to be established? So that bidders may properly estimate this requirement, please provide the number of non-standard work hours annually we should expect.

For instance food service areas may require after hours maintenance. Usually early morning or after closing. No; not considered the norm.

91 13.11 Will any Pentagon parking be available for staff and crew? Where are our management team and employees to park?

Up to 8 spaces are available. The contractor will be required to make their own arrangements through local commercial lots if additional spaces are available.

92 13.5 Please confirm that office space will be provided on-site sufficient for the contractor's full management team.

Please see the answer to question 55.

93 14.0 Please further define "Col Pro" systems, including model, size, and quantity on the Pentagon reservation.

Collective Protection is defined in 14.0. Equipment is listed in Attachment J-1

Dated 8/5/11

94 14.0 Are maintenance or repair work discovered in response to a service call considered corrective maintenance?

Yes

95 14.0 The DESCRIPTIONS AND SPECIFICATION section has not defined a "tour" or "watch" requirement. Does the government expect "tours" and "watches" to be part of the requirement for a comprehensive maintenance program? Please define further and specifically identify watchstanding requirements.

No

96 14.0 The Preventative Maintenance Program describes some activities that are defined as Corrective Maintenance.

Does the government consider "Corrective

Maintenance" to be a subset of the Preventative

Maintenance Program?

Yes

97 14.0 The DESCRIPTIONS AND SPECIFICATION section has not defined "equipment operation" as a requirement. Does the government expect "equipment operation" to be part of the requirement for a comprehensive maintenance program?

In section 14.0 definition of operator maintenance is synonymous with equipment operation. Contractor must follow OEM and SOMMS requirements.

98 14.0 The definition of Service Calls "fabrication of miscellaneous items; installation of equipment and miscellaneous items; relocation of equipment, materials, and devices; miscellaneous services" opens a requirement of performance that is not part of a comprehensive maintenance program. Please redefine this requirement to fall within the scope of a comprehensive maintenance plan.

Definition stands as is.

99 14.0 Definition of Urgent Response: How does the government expect the contractor to respond to emergency conditions outside of normal hours?

After hours service calls are not part of this contract.

100 14.0 Definition of Maintenance Services: Are Tours part of this contract? If so, provide specifically the areas in which "Tours" will be required.

No

Dated 8/5/11

101 14.0 Definition of Maintenance Services: Are Watches part of this contract? If so, provide specifically the areas in which "Watchstanding" will be required.

No

102 N/A Will the requirements of this contract include bringing existing equipment and facilities up to the current building and life-safety codes? If so, will the government consider each action to be defined as a repair or IQ task order? If a repair under the fixed price portion of the contract, please identify all areas that are not in compliance with building and life-safety codes so that bidders can properly estimate this cost.

The requirement is to maintain the equipment per SOW.

Maintaining each individual piece of equipment to meet its own performance requirement.

103 N/A Are the above-ceiling pieces of equipment marked on the ceiling grid?

The majority of them are labeled. Prints will be provided to further help locate units

104 N/A What type of pre-filters do the CBRN units use? Pre-filters are bag/sock type filters, a couple of units at the

RDF have regular 2 to 4 inch throw always

105 N/A What type of filters do the CBRN units use? Pre-filters are bag/sock type filters, a couple of units at the

RDF have regular 2 to 4 inch throw always

106 N/A Are the CBRN filters bag-in/bag-out? Pre-filters are bag/sock type filters, a couple of units at the

RDF have regular 2 to 4 inch throw always

107 N/A What are the specific CBRN filter disposal requirements? There are no special requirements.

108 N/A How does the government define the operational/maintenance responsibilities and system boundaries between Fire Alarm, Electrical, Mechanical, Plumbing, and Energy Management Systems.

Attachment J-1 serves as a guide for boundaries.

109 N/A What are the limitations on material/equipment transportation within the facility (i.e. electric carts, manual push-carts, etc.)? Does the government furnish any transportation equipment for contractor use?

Motorized vehicles are not allowed on the inside of the facility, only between facilities and A-E drive; The contractor must provide their own transportation equipment. The equipment must be approved before use.

Dated 8/5/11

110 N/A What are the limitations on material/equipment transportation between facilities (i.e. Pentagon, MOC, etc.)?

Transportation of equipment/material between facilities is the contactor's responsibility.

111 N/A Will the government provide escorts for maintenance personnel to perform work in secure locations? If not, how is the contractor to accomplish the required maintenance?

Yes; the Government will provide escorts.

112 N/A Will the government provided escorts be available on a

24-hour basis for required work? If not, how are we to accomplish contract requirements during non-standard hours and/or emergencies?

Yes; when required

113 N/A Are government security clearances required for contractor personnel in order to perform maintenance on equipment located in secure spaces?

No, but to enter secured spaces, citizenship is required.

114 N/A How does the government expect the contractor to handle bulk trash disposal? Can the contractor utilize the government's existing bulk trash disposal mechanism in order to reduce costs to the government?

Yes

115 N/A How does the government expect the contractor to handle hazardous waste disposal? Can the contractor utilize the government's existing hazardous waste disposal mechanism in order to reduce costs to the government?

Yes

116 N/A How is equipment access to be coordinated to perform preventive maintenance in customer spaces and above customer desks?

It starts with an approved schedule. Followed by

Notification to tenants by the contractor.

117 N/A Will preventive maintenance in customer spaces be allowed during normal working hours?

Typically Yes with exceptions for some high security areas.

Scheduling is key.

118 N/A Who will move customer equipment or disassemble modular furniture that obstructs access to equipment requiring maintenance or repair?

Contractor responsibility

Dated 8/5/11

119 N/A How is coordination made with facility custodial support if needed for major clean-up in the case of a system failure?

COR or BOCC (Building Operation Command Center)

120 N/A What are the limitations on access to, and use of, freight elevators?

Freight elevator access is provided with limitation to elevator equipment capabilities and size of freight to be moved.

121 N/A Does the government expect the contractor to inventory and label any mechanical equipment or systems? How will unidentified equipment/systems (i.e., not on the current inventory listing) requiring maintenance be handled? Will it be added through negotiated modification or through task orders?

Yes; mechanical equipment will be inventoried and labeled.

Mis-labeled equipment will be corrected. The addition of equipment to Attachment J-1 will be made through a bilateral modification.

122 N/A Will the government provide a list of "mission critical" equipment to the contractor?

No, this will not have an impact on the contractor since after hours repairs will be handled by the Government.

123 N/A Does the government expect a 24-hour response capability for maintenance or service calls?

No

124 Does the government expect a 24-hour on-site presence of maintenance personnel for emergency repairs or service calls? Is office and shop space provided for contractor staff?

No 24hr presence. Yes to office space.

125 N/A What are the limitations regarding driving and parking vehicles on the Pentagon Reservation grounds for the purpose of performing maintenance and repairs required under this contract?

Limited parking is available on the Reservation as per 13.9

126 N/A What is the procedure for authorizing contractor vehicles to approach and park adjacent to security structures (guard booths, barricades, etc.) for the purpose of performing maintenance and repairs required under this contract?

This will be addressed on a case by case basis

127 N/A How will the government enforce ceiling tile replacement damaged by tradesmen not working on this contract?

This is not relevant to performance under this contract.

128 N/A Who is responsible for replacing dirty or damaged ceiling tiles?

The contactor is responsible for damage to government property that they cause during maintenance.

Dated 8/5/11

129 N/A How will the government notify the contractor of the need for emergency repairs/maintenance outside of normal hours?

Emergency repair after hours service calls are not part of this contract

130 N/A How are these services currently being acquired (i.e., contractor, government performance, etc.)? If there is an incumbent contractor please provide name, contract number, and annual contract value.

Primarily Government and one time service contracts when needed

131 Page 7 of 51 CLIN Task/Delivery Order Minimum/Maximum: Please clarify that the contractor is not required to perform any repairs in excess of $100K per task/delivery order.

The Maximum is 100K

132 N/A How will new equipment/systems installed be handled in regard to adding to the equipment inventory and contractor reimbursement for maintenance/repair?

A bilateral modification will be negotiated unless new equipment of the same model is replacing the existing.

133 Step 6, page 22 of 51 It states the Government reserves the right to require shorter or longer deadlines for submission of proposals.

If the Government arbitrarily establishes a deadline and the contractor cannot complete its proposal by the deadline, what happens?

The Government anticipates that it will only deviate from the established timelines in a very limited number of occasions. The Government has the right to place orders in accordance with FAR 52.216-18.

134 Step 11, page 23 of 51 If consensus if not achieved due to price and the

Government proceeds with issuance of the task order, what remedies does the contractor have to recover costs? Will the government expect or require the contractor to perform work at a loss or at no profit?

The pricing methods under this contract are Firm Fixed

Price. Under such a contract type the contractor is not paid based on their expenses incurred. The Government has the right to place orders in accordance with FAR 52.216-18.

135 Step 11, page 23 of 51 Under the paragraph 'If Consensus is Not Achieved' it makes reference to 'construction services'. Construction services do not appear to be part of the scope of work for the base requirements of preventive and corrective maintenance or for Major Repairs. Please clarify.

Major repairs are construction.

Dated 8/5/11

136 L.2.3 In order to effectively address each of the SOW elements, please exclude Tables of Content and tabbed dividers from the page limits established for each proposal volume.

This stands as is.

137 L.3.1 Section A Various sections of the SOW indicate the PM Plan is due

30 days after contract award. Paragraph L.3.1 Section A requires submission with the proposal. How is the bidder to develop the schedule and specific procedures without access to the equipment, manufacturers O&M recommendations, and current MAXIMO schedule?

Additionally, it also states that the schedule submitted should begin on 1/1/2011. Should this have been

1/1/2012? If the PM schedule and procedures are required for submission with the proposal, request that the government provide the current MAXIMO schedule and sufficient information on the equipment so that the bidders can accurately develop the specific procedures relative to the equipment and schedule so as not to conflict with existing schedules.

A PM plan using the information provided with the solicitation will be submitted in the contractor's proposal.

Another PM plan is required to be submitted within 30 days after award of contract. 1/1/2011 has been changed to

1/1/2012.

138 1. Reference RFP Section L, Volume I, Section A – PM

Plan. Please confirm that the start date for our PM schedules should be 1/1/2011 as opposed to 1/1/2012.

Start date shall be changed to 1/1/2012

139 L.3.2 Section B While we submit our Past Performance questionnaires to our references timely, and follow-up with the references repeatedly, we have no control over when they actually send them back to the government. It is an unfair penalty on the bidder for them not to be evaluated when we have no control as to when another government agency actually submits them. We cannot force a deadline on another government agency anymore than we could on your agency. Request this be removed.

Questionnaires received after the deadline will be considered. This is to take into account for non-responsive questionnaires that are out of the contractor's control.

Dated 8/5/11

140 Is a personal security clearance required for the performance of this contract?

No; employees working in secure spaces must be US citizens.

141 What level of security clearance is required? No security clearance is required.

142 If clearances are required by the pentagon will the government bear the cost of the clearances?

Clearances are not required.

143 What quantity of pieces of equipment, if any, require an escort to perform the work in the SOW?

Approximately 10%

144 Reference Section C 3.4 – Which systems are in mission critical areas/high security level areas that would require an escort?

same as question 4; approximately 10%

145 Reference Section 5.0 – Will the government provide the hardware and software for the contractor to access the Maximo CMMS?

yes

146 Is the $2,000 threshold everything up to $2,000 or the first $2,000 of all occurrences? (Example – If the corrective action is $2,100 does the government pay the entire repair or is the contractor responsible for the first

$2,000, and the government pays $100)

Individual equipment repair costs of the $2,000.00 and below is the contractor's responsibility. In the example the entire amount would be the Government's responsibility.

147 Please provide a list of assets with quantities of equipment with the top 10 failure rates.

This information is unavailable

148 Verify if metric data such as failure rate time, repair time and wait time available for the equipment. If so, will it be provided to contractors?

This information is unavailable

149 What subcontractors does the government currently use to perform the work covered by this contract?

Government currently performs the work with the support of one time service contracts when needed.

150 Reference Section 3.3 --Please provide a list of the systems tied to the EMCS which requires calibration.

All equipment listed in Attachment J-1 with the exception of water meters and MOC HVAC units.

Dated 8/5/11

151 What is the age of the equipment covered under this contract?

The age of the equipment ranges from 1 to 10 years old within the Pentagon. Corridors 3 & 4 completed full renovation in 2002, corridors 5 & 6 in 2003, corridors 7 & 8 in 2006, corridors 9 & 10 2009 and corridors 1 & 2 just completed renovation this year. The Metro entrance renovation was built and completed in 2001. The Remote

Delivery Facility was completed in 1998. The equipment at the Sand MOC buildings are approximately 13 years old.

Attachment J-1 under room # or location will indicate floor, ring and corridor. For instance; 2D1032; 2 indentifies the floor, the D indentifies the ring and 10 indicates the corridor. The locations of the equipment are listed on J-1.

See http://www.hqda.army.mil/aoguide/Pentagon_Map.htm to determine the appropriate corridor.

152 Who is the incumbent contractor currently performing the work?

No there is not a current incumbent contractor.

153 What is the estimated start date of the contract? Sep-11

154 Is the President’s executive order (non-displacement of qualified workers) included under this contract? Will the current employees have first right of refusal?

No, that has not been implemented.

155 Please provide a list of preventive maintenance supplies

(filters, belts) for the equipment covered under this contract?

Attachment J-1 manufacture data can indicate belt and filter requirements. A complete list of every maintenance supply that may be required is not available.

156 Does the government provide any means of transportation to get from job to job and delivery of supplies? (i.e. Golf Carts)

Transportation of equipment/material between facilities is the contactor's responsibility.

Dated 8/5/11

157 If the government does not provide transportation could the contractor provide this transportation and what are the limitations?

Yes; transportation would need to be approved by the building and all vehicle operators would need to be certified and properly badged. The government would provide training. Motorized vehicles are only allowed between buildings and in A-E drive.

158 Reference 8.3 What timeframe period is this historical data from?

2009 - 2010

159 Is there a current Collective Bargaining Agreement (CBA) for this site?

No there is not a current Collective Bargaining Agreement covering this work.

160 What percent of work needs to be performed after hours?

An estimated 6%

161 Evaluation Factor 2 states that resumes are required.

Are resumes required for other positions other than the

Project Manager and the HVAC Technicians?

According to the Evaluation Factor, only the Project

Manager and the HVAC Technicians are required to have resumes.

162 Are bar scanners and PDA’s currently used in the performance of the SOW? Is there a requirement for the contractor to use bar scanners? If so, does the government supply them?

PDAs are used and provided by the Government.

Dated 8/5/11

163 RFP Section C.9.3 states, “The Contractor shall provide qualified journeyman, factory trained or certified maintenance personnel for Liebert and Stulz computer room air conditioning units.” It is unclear if this key personnel requirement applies to all proposed HVAC

Mechanical Equipment Technicians on staff, or only to those technicians that will be servicing computer room air conditioning (CRAC) units. Typically, a project team is comprised of a mixture of technicians, each with requisite expertise based on the scope of work, such as chillers, boilers, CRAC units, etc. Therefore, every technician would not require CRAC unit experience.

Please confirm that the government’s intent is for only those HVAC technicians that will be servicing CRAC units to be considered key personnel as opposed to all HVAC technicians?

The intent is to provide qualified journeyman HVAC mechanical equipment maintenance technicians, and factory trained or certified maintenance personnel for

Liebert and Stulz computer room air conditioning units. All

HVAC Technicians are considered key personnel.

164 RFP Section L.3.1 states, “By identifying these personnel, the Offeror is making a commitment that, barring unforeseen circumstances; they are the personnel who will be performing on the contract.” This clause appears to be in conflict with Executive Order - Non-displacement of Qualified Workers Under Service

Contracts, dated Jan. 30, 2009, which mandates that incumbent personnel be granted a “right of first refusal” on service contracts. Additionally, completely replacing the incumbent staff creates a loss of institutional knowledge, which is not in the government’s best interest. Please clarify this requirement.

This has not been implemented into law. Therefore, this will not apply. There is not an incumbent.

Dated 8/5/11

165 According to RFP Section C.3.4, “a large amount of equipment is installed in classified locations.” However, the RFP does not include any security clearance requirements. Are clearances required? If so, what level? a. Will this contract fall under the RapidGate ID and clearance requirements? b. Are there escorting requirements for contractor staff? Are we required to escort our subcontractors? c. Who is responsible for the cost of escort services, the contractor or the government?

a. No. b. RapidGate ID is not in place at this time; The contractor is responsible for their subcontractor. Escort in secure areas is the responsibility of the Government.

166 The solicitation and Attachment J-5, Small Business

Subcontracting Plan, does not include any small business subcontracting goals. Does the WHS or DoD have any small business subcontracting targets identified for this contract?

No goals have been established, we will review the

Subcontracting plan upon receipt of the proposal. It will be evaluated in Factor 4.

167 Attachment J-3 - Past Performance Data Form, states, “Note: Offerors are not to change the spatial structure of this form, i.e. borders, block size, etc.” As received, this form is approximately 1-1/4 page in length.

However, Volume II, Past Performance Information is limited to five pages. If we submit Attachment J-3 for the minimum of three past performance references, the forms will extend beyond the page limitation. Would the government find it acceptable for the block sizes to be modified so that each form is one page in length, thereby allowing for one form for each past performance reference (up to 5)?

The format has been adjusted to fit 1 page.

168 Can the equipment locations listed in Attachment J-1 –

Equipment Inventory be associated with rings of the

Pentagon building? If so, please advise which codes are located in which ring. This information will assist us greatly in planning our staffing approach.

Attachment J-1 indicates location by floor ring and corridor.

See http://www.hqda.army.mil/aoguide/Pentagon_Map.htm for a guide to Pentagon room numbering.

Dated 8/5/11

169 1. Per RFP Section C.8.4.1.7, “Within 10 calendar days after award the Contractor shall provide the Contracting

Officer with two complete sets of the print and CD-ROM version of the R.S. Means Cost Data books identified above.” It is our understanding that, when purchasing the CD-ROM version of the R.S. Means software package, the purchaser is provided with a non-transferable software license in the purchaser’s name.

The terms of use prohibit purchasers from transferring ownership to another entity. Please clarify.

Provide two complete…