Attachment_9_Requests_for_Information_(RFI)_Responses.pdf

HQ003417R0070

RFIs for Mechanical PMs, Pentagon Solicitation RFI # RFI RFI Response

Is this solicitation open to all? Or is there a minimum set aside involvement % required for this solicitation?

The solicitation is full and open competition with no set-aside, although the proposal must include a subcontracting plan identifying subcontracting opportunities for small businesses per Section M-3 (3).

Will a list of make, model and serials be provided so correct filter amounts can be estimated?

This data is included in Attachment 2 J-1 Inventory, which is an Excel spreadsheet with 17 worksheets within it.

How many subcontractors are being utilized by the incumbent?

There are about 3-4 different sub-contractors that are utilized for major repairs by the incumbent.

What is the dollar amount for the base contract?

The estimated dollar value of the current contract HQ0034-11-D-0033 is $16.9 million for 5.5 years. It is estimated because the indefinite-delivery, indefinite quantity portion on the annual Major Repairs CLIN was $500,000.00 annually (whereas current solicitation HQ003417R0070 has $2 million Major Repair capacity annually), but task orders in this amount were not purchased every year. It should also be noted that current solicitation HQ003417R0070 includes different inventory so prospective offerors are cautioned to review the current J-1 Inventory (Attachment 2 to current solicitation HQ003417R0070) carefully.

Can we get a filter count – quantity and sizes for each unit (…or at least a complete list of quantity and sizes required for the maintenance across the entire facility)?

Refer to Attachment 2 J-1 Inventory for number of air handling units and make and serial number which maybe useful in estimating the filter counts.

Can we get a belt count – quantity and sizes for each unit (…or total across the facility)?

Refer to Attachment 2 J-1 Inventory for number of fans and make and serial number which maybe useful in estimating the belt counts.

Gas Detectors – do you have Make/model #/serial #s for these?

The gas detectors make is MSA and model is all Altima X3 except for 7 Detectors that are MSA Z-guard. An updated Attachment 2 J-1 Inventory is hereby provided in Amendment 0002.

AHUs – do you have the Horse Power rating for each unit?

Refer to Attachment 2 J-1 Inventory for available make and serial number which maybe useful in estimating the HP for the unit.

Pumps – do you have HP rating for each pump?

Refer to Attachment 2 J-1 Inventory for available make and serial number which maybe useful in estimating the HP for the unit.

10 Water Meters – can we get make, model, serial for each?

Water Meters are Schneider meters. An updated Attachment 2 J-1 Inventory is hereby provided in Amendment 0002.

11 Who maintains the Metasys? Is this to be our responsibility, or is this separate? The Mechanical PMs contractor is not responsible for maintaining Metasys.

Are all of the CRAC units chilled water or are some DX? If there are some of both types, do you have a list of which ones belong to each type?

CRAC units are chilled water units. An updated Attachment 2 J-1 Inventory is hereby provided in Amendment 0002.

13 Do you have a list Model #s for the heat exchangers? Refer to Attachment 2 J-1 Inventory for make and serial number for heat exchangers.

Can you please provide a map of the Pentagon Reservation, Washington D.C.

and the locations of the facilities within the reservation we will be providing services too. A map will be provided to the contractor after award.

Can you provide the square footage of each facility we are to perform services

in. The Pentagon Reservation is approximately 6.6 million square feet.

Can you provide a copy of the most current Standard Operating Maintenance Manual (SOMM), or the version currently being utilized on the contract. SOMM can be provided upon award of the contract.

Is there any requirement to have mechanics on-site 24/7? The way the Attachment 1 PWS is written, contractor personnel only have to be on site during normal operating hours. Please confirm there is no 24/7 on-site requirement.

There is no 24/7 mechanical on-site requirement. However, refer to Attachment 1 PWS Section 2.5 for required services calls routine and urgent response time.

Is the HVAC preventive maintenance handled Johnson Controls via Metasys on a separate contract? Or does the current incumbent contractor utilize Johnson Controls in a sub-contractor role to perform preventive maintenance checks. PMs for Johnson Controls Metasys is on a separate contract.

Does the Government furnish office space, shop space and storage areas to the contractor on this contract.

a) If so, can you provide the locations and square footage of those areas.

b) Is any furniture, shelving, lockers, etc. provided in these areas?

Per Attachment 1 PWS Section 5.4, the Government furnishes office space, shop space and storage areas on this contract.

a) The location and square footage is not available.

b) There is furniture, shelving and lockers in the office space.

20 What version on Maximo is currently being utilized on the contract? Maximo V 6.2.

21 How many hand held radios does the Government provide on this contract.

Government provide approximately 15 radios but additional radios can be provided if necessary.

What type and how many PDA devices will the Government issue to the contractor for inputting maintenance data in the MAXIMO 6.2 database system.

PDA or like devices will be provided to the contractor after award. However, types and quantities will be decided after award.

Based upon the PWS (Section 7.3.7) all replacement air filters have to be rated to a MERV 13 standard, on average, how many filters are replaced on a yearly basis. Some air handlers have multiple filters that will need to be replaced based upon the requirements of the SOMM.

Contractor shall provide preventive maintenance plan within 14 days of contract award. Refer to Attachment 1 PWS section 7.3.1

24 Please confirm that all replacement filters have to be MERV 13 filters?

Filter Replacement include MERV 13 Pre-Filters, HEPA Filters and CBR bag filters. Refer to Attachment 2 J-1 Inventory list under AHU Units for quantity of units that require HEPA filters and CBR bag filters.

Please provide the sizes (dimensions) of all air filters that will need to be utilized on this contract. Without this information, pricing filter replacement will be difficult and leave to much ambiguity in every bidders price. Refer to RFI #5 Response.

Are there any other type of filters that are not MERV rated required on this contract? For example, are HEPA filters required on this contract. HEPA filers usually have a higher MERV rating.

Some AHU require HEPA Filters and CBR bag filters. Refer to Attachment 2 J-1 Inventory list under AHU Units for quantity of units that require HEPA filters and CBR bag filters.

Reference: Section 2.4 s corrective maintenance as used in this section synonymous with Preventative Maintenance Checks?

Corrective maintenance in Attachment 1 PWS Section 2.4 are repair work required to return a system or component to proper operation condition as described in Attachment 1 PWS Section 2.4.1

Reference 2.4.2 What is the difference between normal preventive maintenance corrections (lubing, tightening, belt replacement) and a Corrective Maintenance Repair? Refer to RFI #27 Response.

Ref. 2.4.2 When does a performing preventive maintenance turn into a corrective maintenance? Since there is typically less than 100 Corrective Maintenance repairs under $2,000.00 per year, can we assume that corrective maintenance falls more in line with defective or broken part replacement? Refer to RFI #27 Response.

Ref. 2.4 If a corrective maintenance and repair is performed on a piece of mechanical equipment, and it is determined it will cost more than $2,000 to return that piece of equipment to the proper operating condition, does the cost now become a shared responsibility between the contractor and the government?

For example: If a repair cost $3,000 dollars, is the contractor responsible for the initial $2,000 and then the government is responsible (invoiced) for the remaining $1,000 dollars?

Repairs that cost more than $2,000 will be categorized as major repairs. Refer to Attachment 1 PWS section 8.0. Additionally, Attachment 1 PWS Section 8.1 is hereby updated in Amendment 0002.

Ref. 2.4.2 Can you provide the historical data for the last two years on the number of corrective Maintenance Repairs that were completed with a value of less than $2,000.00 per repair?

Historical data for corrective maintenance is typically less than 100 annually as indicated in Attachment 1 PWS Section 2.4.2.

Ref. 2.4.2 Can you provide the historical cost data for the last two years on the Corrective Maintenance Repairs completed with a value of less than $2,000.00?

For example, how many fell in the range of $0 to $500.00, $501.00 to $1000.00, etc. Refer to RFI #31 Response.

Ref. 2.4 and 2.5 It is clear that Major Repairs (8.0) are priced and ordered under R.S. Means Cost Data books for CLIN 002. Please clarify if R.S. Means Cost Data books are to be used to determine Corrective Maintenance (2.4) and Service Calls (2.5) for CLIN 001.

R.S. Means Cost Data books are to be used to determine Corrective Maintenance and Service Calls. Refer to Attachment 1 PWS Sections 8.4.1 through 8.4.3.

Ref. 2.5 Please confirm that Service Calls are only initiated by a Government official and not the contractor. If so, can we assume that the Pentagon Reservation operates a customer service desk to take calls (service call requests) from the tenants? If so, who initiates the work call in the MAXIMO system.

Providing a work flow chart on the process would be helpful.

Services calls are initiated by Government Official. Government initiates the work orders in MAXIMO System. Contractor responsibilities are outlined in Attachment 1 PWS Sections

10.6 and 10.7

Ref. 2.5 Please confirm that the contractor is liable for the initial $2000.00 in cost (parts, material and labor) for all service calls (Routine & Urgent). Contractor is liable for the initial $2,000 for service calls.

Ref. 2.5 Please confirm that the Government will be responsible for any amount over the initial $2,000 on all Service Call costs (parts, material and labor).

Repairs that cost more than $2,000 will be categorized as major repairs. Refer to Attachment 1 PWS Section 8.0.

Ref. 2.5 Please provide all historical data available on the quantity and cost associated with every Service Call (Routine and Urgent) requested in the past two (2) years.

Refer to Attachment 1 PWS Section 2.5.1. for quantity of routine service calls and Attachment 1 PWS Section 2.5.2 for urgent responses expected per year.

Is the contractor responsible for providing a Service Call Desk and attendant?

Or does the Pentagon Building Management Office (PBMO) operate the call-in desk for the contract?

Building Operation Command Center receives services calls and service calls will be relayed to contractor by Government Official.

Is the contractor responsible for the inputting of all corrective and service call data into the MAXIMO system? Refer to RFI #34 Responses.

Ref. Sec. 8.0 Please clarify what type of equipment falls under the prevue of “Major Repair Work – CLIN 0002” on this contract? Is the Major Repair work limited to the mechanical items listed in Attachment 2 - Inventory, or does it go beyond that (e.g. furniture repair, plumbing, painting, architectural, minor construction, etc.)

Major Repair Work described in Attachment 1 PWS Section 8.0 are limited to equipment listed in Attachment 2 J-1 Inventory.

Ref. 8.4.10 “Quantities used on individual task order proposals shall be taken from field measurements or design plans, as appropriate, without allowance for waste.”

This does take into consideration how certain materials are issued. For example, if the field measurement calls for a 10’ x 10’ section of carpet, but it is only sold in 12’ rolls, why does the contractor have to absorb the cost of the waste. Please reconsider this requirement.

The cost for materials shall be based on R.S. Means material cost data as indicated in the second sentence of Attachment 1 PWS Section 8.4.10.

RFI # RFI RFI Responses

Ref. 8.4.10 “All fasteners such as screws, nails, adhesive, and associated miscellaneous materials are included in the R.S. Means material costs for normal installation. All ancillary efforts, daily and final site cleanup, disposal of water and salvageable material costs, permits, utility scoping, facility protection, safety, quality control, fire protection, and any other work required by the contract including compliance with security requirements and materia R.S. Means does not take into account for ancillary efforts (especially site cleanup) which can be very costly to the contractor with no avenue available for reimbursement. Will you consider incorporating a CLIN to cover ancillary efforts associated with Major and Minor Repair IDIQ work (CLIN 002)? l delivery requirements required by Pentagon security shall be performed at no additional cost to the Government.”

Each firm-fixed-price task order under the Corrective Maintenance Repairs CLINs 0002, 1002, 2002, 3002 and 4002 shall be negotiated according to the procedures in solicitation Section H-

13. All ancillary efforts including daily site clean-up cost shall be included in the proposal, and, following award of the task order, performed at no additional cost to the government.

Reference Section 2.2 Based on this section, we are responsible for the periodic testing of air speed and radiant temperatures to ensure occupant comfort. With our sensors we will be able to determine the air speed and temperature at the occupants location, but to make corrections, we will need access to the BAS system (Johnson Controls Metasys).

a) Who operates, provides daily checks and monitors the BAS system at the Pentagon?

b) How will hot/cold service calls be handled on this contract? If we do not operate the BAS system, and adjustments need to be made, who do we contact and coordinate with?

Who is responsible for the Metasys settings and tasks that are normally performed by the operations contractor?

a) Daily checks and monitors of BAS system is by Johnson Controls.

b) Hot/cold calls are generated from the government officials. Adjustment to BAS system is coordinated with government officials. Government officials are responsible for Metasys settings.

What is the square footage of the Pentagon and the other facilities we are responsible for on this contract? Refer to RFI #15 Response

Please confirm that the contractor is responsible for all water treatment concerning the equipment listed in the inventory (chillers, cooling towers, etc). Water Treatment is not part of this contract.

Are electrical panels and there corrective maintenance and repairs included in this contract? If so, no inventory was provided. If not, who will be providing the corrective maintenance for all electrical panels, switches, UPS, etc., during the duration of this contract. Electrical PMs are covered under a separate contract.

Can you please provide some guidance or guidelines on how the technicians can move around the Pentagon since it is the largest single building? Are golf carts allowed to be used? Or is some other type of transportation allowed in the hallway of the Pentagon (electric carts)? We want to be sure we are compliant with any internal regulations at the Pentagon. Electrical Carts are allowed to be used, but shall be provided by the contractor.

Under ITEM NO 0002, 1002, 2002, 3002, 4002 you are requesting a Quantity of 2,000,000 Corrective Maintenance Repairs per year. We believe this not correct, an error or overly excessive. Did you mean a MAX AMOUNT of $2,000,000 dollars in Corrective Maintenance Repairs per year (that makes more sense)? Or was it a lower number of Corrective Maintenance Repairs per year. Please clarify that the number in the Max Quantity column is correct.

CLINs 0002, 1002, 2002, 3002 and 4002 have a not-to-exceed $2 million per year capacity for Major Repairs. Task Order procedures are indicated in solicitation Section H-13. However, the work is not guaranteed, as indicated in Attachment 1 PWS Section 8.4.9.

Can you please clarify the period of performance? Based on Section B, the Base Period starts on September 30, 2017. With proposal’s currently being due on August 16th, and a 30-Day phase in period, the time line for selection seems somewhat compressed. Should we not worry about when the actual start date occurs and assume that the Government will make adjustments to the start-up date to include a proper phase-in period.

The period of performance for each CLIN is indicated in Section F of the solicitation.

Block 9 of the solicitation shows that proposals are due 14 August 2017 by 2:00 PM Eastern time.

The Government does not think a 30-day phase-in period is unreasonable.

Ref. Sec. L-3 Can you please remove the requirement that each page has to be double-spaced? Due to the limited number of pages for the technical volume, using single spacing would allow for more technical content.

Per FAR 4.303, this solicitation includes FAR Clause 52.204-4 "Printed on Double-Sided on Postconsumer Fiber Conteant Paper (May 2011)."

Reference Section L-3 (Volume III) Can we use an SBA approved small business subcontracting plans we have used on past contracts or do we have to use your Attachment 8? Our internal individual small business subcontracting plans cover all new FAR requirements and have been approved by SBA representatives in the GSA.

Attachment 8, Subcontracting Plan, is in a template approved by our agency, and must be used per Section M-3 (3).

Are we required to submit Representations, Certifications and other Statements of Offeror (Section K) as part of our bid?

Review FAR 52.204-8 "Annual Representations and Certifications (Jan 2017)" in Section K.

The solicitation includes FAR Provision 52.204-7 "System for Award Management (Oct 2016)" in Section K, and FAR Clause 52.204-13 "System for Award Management Maintenance (October 2016)" in Section I.

Attachment 2 – Inventory There are 202ea Gas Detection Systems that need annual Preventive Maintenance checks. Can you please provide the manufactorer, model and serial # for the Gas Detection Systems and Detection Panels within the inventory. Refer to RFI #7 Response.

RFI # RFI RFI Responses

During the July 28, 2017 site visit, the government representative indicated that the Offeror will be responsible for maintaining the chillers in the RDF Chiller Plant under the new contract. Please clarify the following condition regarding those chillers:

a. How many operating hours are on each machine?

b) When was the last time, if ever, the machines have been overhauled?

c) Are there any planned major maintenance or repairs scheduled?

a) The operating hours are approximately range from 1000 hours to 3500 hours.

b) The units were installed in 2000, and has not been overhauled.

c) There are no planned for major maintenance or repairs scheduled.

Is the $2000 Repair Threshold for parts/materials and labor combined, or only parts/materials, or only labor?

Parts and materials combined; refer to definition of Corrective Maintenance in Attachment 1 PWS Section 15.

56 Is a Top Secret Clearance required by contractor personnel? No.

57 What are the Clearance Requirements for contractor personnel? See Attachment 1 PWS Section 12.0.

Please clarify work locations other than what was shown during the site visit.

The mechanical rooms and other rooms (about six in total) that were visited during the 28 July 2017 site visit were a small representative of the many rooms within the Pentagon Reservation where mechanical equipment that requires maintenance/repairs are located. A map of all of the rooms will be provided to the contractor upon award.

Attachment 6 Past Performance Questionnaire (PPQ) states “The questionnaire must be submitted to roya.m.sterner.civ@mail.mil & corey.v.forshee.civ@mail.mil no later than 2:00pm on July 18, 2017”. This appears to be a typo, as the solicitation was released on July 14th. What is the due date for the PPQ’s?

The solicitation is hereby amended via Amendment 0002 to correct the due date of Attachment 6 PPQ to 14 August 2018.

Are pneumatics still active throughout the building or has everything been converted to DDC?

There are a few pneumatics control valves active in parts of the building, but most of them have been converted to DDC.

Will the contractor have access to government provided motorized carts to transport material delivery? Contractor will not have access to government provided motorized carts.

62 How many parking spaces will be available to contractor staff?

There are no guaranteed, permanent parking spaces assigned to contractors. Currently, the contractor employees either take the metro, or, as needed, obtain temporary visitor parking passes through the Pentagon Parking Office.

Will the government provide “Welding Equipment” for onsite licensed master welder?

Contractor shall furnish their own welding equipment. The only items provided by the Government are listed in Attachment 1 PWS Section 5.0.

Confirm that the “Mechanical Engineer” referenced in Section 9.1.1 (page 9 of the PWS) is the same as the “Project Manager” Referenced in Section M.3 subfactor A (page 52 of Solicitation).

Key Personnel in Attachment 1 PWS section 9.1.1 is same as Project Manager in M3 sub-factor.

Is any preventive maintenance required to be performed outside of normal business hours? If so, please specify which equipment must be performed outside of normal business hours.

AHUs that have tenant impact shall be performed during non-standard hours. Typically, the PMs may be performed during regular work hours.

Can the governemnt provide any clarifications on the certification it is seeking for the Master Welder position? For example, is the governemnt seeking certification unmder ASME Section IX which overs welding pipe that will contain fluids or gases under pressure?

Government seeks certification under ASME section IX. Refer to Attachment 1 PWS Section

9.4 for master welder requirements.

If we are unable to maintain/cover an item (example: water meters), does that disqualify our bid?

Review Section M-3 for a full description of Technical Evaluation Factors and rating criteria, specifically Sub-factor B Preventive Maintenance (PM) Plan.

Solicitation HQ003417R0070 is listed under NAICS 238 with a size standard of $15 million. Is this a residual requirement from the Sources Sought/Pre Solicitation? If the size standard remains at $15 million, WHD would be excluding nearly all of the contractors that attended the site visit, including the incumbent. Will WHD consider increasing the size standard?

As indicated in FAR 52.204-8 within Section K, this requirement has NAICS code 238220.

However, the solicitation itself is Full and Open Competition. If a small business has a concern about how its "Annual Receipts" are defined, they may refer to https://www.sba.gov/contracting/getting-started-contractor/make-sure-you-meet-sba-size-standards/guide-size-standards, or contact their SBA Representative.

RFI # RFI RFI Responses