Questions_and_Answers,_RFP.pdf

Questions and Answers from the Government’s Request for Information / Sources Sought Posting

Solicitation HQ072718R0020

Note: All questions have been revised to be made anonymous and in the form on the question.

Our intent is to provide the most honest and accurate answers as possible regarding the facts and the Government’s intent. With that being, said should any conflict arise between this document and the solicitation, the solicitation prevails/overrules. We hope you find this helpful.

Q1. Regarding TO PWS paragraph 4.7.2 “Response Times”: Will Acts of God and materials availability be able to influence completion timeframes directed?

A. We agree that material availability and Acts of God will affect any contractor’s ability to complete corrective actions within the stated time frame. Response times shall be adhered to, barring acts of God. We would anticipate that material availability would be taken into consideration at the time of the Contractor’s quote for the corrective action.

Q2. What CMMS does DMEA currently use? Will you please provide the name and release number for the current Government CMMS?

A. DMEA does not currently have a CMMS. An important element at the beginning of the first task order is the implementation of a CMMS. Our intent is to provide the computer resources for the software to be installed, and for the contractor to establish DMEA’s information into the CMMS. DMEA must then own the license, but the contractor will be the main user of the CMMS. This is a big opportunity for the contractor to become a significant partner with DMEA to modernize our maintenance system.

Q3. Why is DMEA establishing a 5-year IDIQ with a 5-year task order?

A. You will notice the scope of the IDIQ is much broader than the scope of the first task order.

The first task order intends to “take a big step” of unifying a multitude of services and maintenance contracts into a smaller amount of vehicles. Our long-term desire is to incorporate more services and maintenance efforts as subsequent task orders, to align them as other, current contracts expire. Additionally, task orders can be issued throughout the length of the IDIQ contract, including in the last year. The length of task orders under the IDIQ is not limited by the ordering period of the IDIQ.

Q4. Do you have any historical data to provide to facilitate pricing?

A. Yes. We have been using the Government Purchase Card (with a purchase limit of $2,500 for small, minor repair services) and work orders separately funded under existing contract line items for small repairs. These expenditures have remediated the immediate repairs needed for the facility. Based on this kind of usage, we have spent approximately $90,000 per year for repair under the scope of HVAC, plumbing, electrical, generators, and compressed air issues, however most of this spending has been on HVAC (75%) and electrical issues (22.7%). These have mainly been spread across approximately 24 transactions per year, due to an over-reliance on GPC outside of the contract. We’d like to move away from that model and move toward work-orders on the corrective maintenance lines.

Q5. Why did you remove the grounds maintenance requirement from the task order?

A. Honestly, we had a miscommunication regarding what we had decided to put under the initial task order. Grounds maintenance is still within the scope of the IDIQ, but we will not be requiring more grounds maintenance quite yet. That being said, we really do not have that much area to be covered by grounds maintenance, so this isn’t a very large reduction in the value of the first task order. We apologize for any inconvenience.

Q6. The cost-sharing threshold (see TO PWS paragraph 3.2) indicates that this requirement will be required to be addressed under the FFP CLIN, will DMEA provide historical replacement/repair data, manufacturer/model, and age of equipment?

A. Manufacturer and model information for most systems is contained within the technical exhibits attached to the solicitation, but not all of them. We did not provide these with the RFI, so we hope that these exhibits help facilitate your estimations. Generally speaking, DMEA is approximately 21 years old and a majority of these equipment have not been replaced in DMEA’s lifetime. With that being said, in case we may have communicated unclearly, the intent of the paragraph is to facilitate quick and easy repairs under the cost-sharing threshold, and to receive that amount as a discount when repairs are higher than the cost-sharing amount. In the RFI, the cost sharing amount as $2,500. Based on the feedback from the RFI, we have lowered the cost-sharing amount to $1,000 to reduce the amount of risk that offerors need to consider.

Q7. Is there an incumbent contractor?

A. There are, but as mentioned above, this contract will unifying a multitude of services and maintenance contracts into one contract over time. Therefore, there are many different incumbent contractors, each is only familiar with their specific maintenance trade, and under a different kind of contract arrangement (not an IDIQ).

Q8. Will the government consider additional experience or relevant training as an equivalent to having a degree?

A. Absoutely, but within reason. The experience/training/education balance should reflect the significance of the role.

Q9. Please define what level of security clearance is required and when the contractor is required to have said clearance?

A. DMEA requires those with escort privileges (primary, on-site key personnel) to have a SECRET security clearance. Therefore, the contractor must be able to sponsor a SECRET clearance for those personnel. However, there is no specific requirement of this task to handle classified material. There will, however, be building drawings (see TO PWS paragraph 2.1) that will be made available to the awardee.

Q10. Will the QASP be provided to the bidders as part of the RFP?

A. The QASP will be attached to the RFP via an amendment to the solicitation. This is a template. The final QASP will be completed dependent on the awardee’s technical approach, to the requirements, including the Quality Control plan included within your proposal. Please keep in mind that the QASP is a Government document and can be revised by the Government as the situation and/or performance warrants.

Q11. In regards to PWS paragraph 1.7.3, are there existing emergency power backup generators that are already on site or is the contractor expected to provide this service as required? If contractor provided will this be a task order? Can DMEA provide an average annual historical estimate of these events and specify which facilities would require this service?

A. DMEA has existing backup generators and a UPS system. The services described in this paragraph explain the scope of work that may be required by task orders. Should the situation require, a task order RFP would be issued to the contractor to propose.

Q12. In regards to PWS paragraph 1.9.2, would the Contractor be liable only for spills caused by the contractor?

A. Of course. The contractor would only be liable for containment and environmental cleanup of their own spill or release. A task order may require the contractor to contain and clean a spill or release, however the contractor would not be liable for it unless the situation above applies.