HSBP1013R0045_Q A__1.pdf

HSBP1013R0045

Question & Answer (set #1)

(1) On PWS page 5 section 1.5.18.1 of the PWS it states the Fire Alarm Systems are excluded for the contractors liability. For clarification purposes, does that mean the testing and inspections of the Fire Alarm System are NOT included in this solicitation?

Answer: Fire alarm detection and notification systems (panels, smokes, heats, strobes and audibles, Pull stations) are not covered under this contract.

Preventive maintenance, testing, inspection and repair of automatic sprinkler and standpipe systems (Wet/dry), valves, tamper switches, flow switches, standpipes, risers, and fire department hose outlets, hose valves, control valves, isolation valves, fire hydrants campus wide, distribution piping, flow testing, clean agent systems, fire extinguishers- inspection, testing replacement are covered under the contract.

(2) On page 22 section 6.1.10.6.4 of the PWS – “The Contractor is responsible for maintaining fire protection equipment and systems within hoist ways, pits, elevator lobbies, and elevator machine rooms.”

There are someone detectors and heats detectors which are part of the Fire Alarm system and Fire Alarm control panel. Are these the only Fire Alarm devices that are supposed to be maintained and inspected under this solicitation?

Answer: All fire protection equipment associated with the elevators is the responsibility of the contractor to maintain and inspect, including heats, smokes, and all interface equipment.

(3) Can I get a count of the venetian blinds and curtains to be cleaned?

Answer: Vertical Blinds - 118

Rollup Blinds - 273 Horizontal Blinds - 57

(4) Who is the current contractor and the current contract amount?

Answer: The current contract is HSBP1012C00124 with Action Facilities Management. The current contract is a time and materials (T&M) type contract and has a period of a performance from 01 Dec 2012 – 31 Dec 2013 with a not to exceed value of $5,518,000.00.

(5) 1.5.11 – Will the government provide information on the EMCS that includes Hardware, Software and number of Field Interface Devices? Attachment 1B provides no information on the EMCS employed.

Answer: There are four different Energy management Control systems or BAS systems onsite.

Facility Explorer (in the Administration, Tactical, Armory and Firing range classroom and offices)

Control Systems (in the warehouse only)

Johnson Controls Metasys (in the Global Borders College, Dining facility, the Security Welcome Center, and Shower Locker Room Facility).

DisTech: For the Firing Ranges only. DisTech controls the Heating and Air conditioning for the two indoor ranges and just the Air handlers for the three outside ranges.

There is a computer workstation at the Administration Building for the Facility Explorer.

There are two dedicated workstations in the Global Borders College (one each floor) for the Johnson control systems.

The laptop for the Control Systems is located in the warehouse.

There is a workstation for the Distech system with software that allows limited interface with the system.

(6) 1.5.11 – states that Portable Fire Extinguishers are included in the requirement. Will the government provide an inventory of Fire Extinguishers?

Answer: 20lb – 6

10lb – 109 5lb – 30 2.5lb – 10

H2O 2.5GA – 1

H2O 1.59GA – 1

(7) 1.5.12 – Should prospective bidders only bid on the items contained in attachment 1b (Equipment List), even if it appears that equipment is missing based on various language and requirements stated throughout the PWS?

Answer: The offeror shall propose taking into account both the PWS and the Attachment 1B (Equipment List). There may be items that were not recorded on the Equipment List.

(8) 1.5.13 – states that the government core duty hours are from 0600 – 1800 M-F. We assume the contractor has to have some type of presence during these hours. Is that presence fully or partially staffed?

Can the government provide more details to enable bidders to provide a lean and cost effective solution?

Answer: Full contract support should be onsite between the hours of 7am to 4pm.

(9) 5.6 Uniforms – will shirts with the company logo satisfy this requirement?

Answer: Shirts with the company logo and Tan pants/shorts. Black shirts and tan pants/shorts (shorts in summer) are the dress code for the site.

(10) 6.1.1 Preventative Maintenance – to be clear the contractor is to only bid on the items contained in attachment 1B for PMI?

Answer: See answer (7) above.

(11) 6.1.3 Warranty Request – will the contractor be provided a list of all equipment that is currently under a warranty?

Answer: As of the contract award date, there will not be any equipment under warranty.

(12) 6.1.4.3.1 – Can the government provide some historical information on the four hour completion time for Routine Service Calls? This seems unrealistic based on industry standard of 10 to 30 days for completion of routine service calls coupled with the fact that the performance standard is no more than 5% can be delayed waiting on parts or material.

Answer: Routine service calls are service calls during Occupant Work hours which are not considered urgent or emergency service calls. The issue should be resolved within the 4 hour timeframe. In those instances where a service call cannot be resolved within the 4 hour timeframe due to availability of parts or other reasons, the COR should be notified of the situation.

(13) 6.1.6 – refers to a Central Plant, yet there is no data on the type of Central Plant. Is there a Central Plant and will the government provide the necessary data to formulate a bid?

Answer: Central Plant should be omitted. 6.1.6 has been updated to “Monitoring of Building Equipment”.

(14) 6.1.7.1 – Building Automation Systems – Will the government provide information on all the various systems to ensure compliance with qualified personnel?

Answer: See answer (6) above.

(15) 6.1.8.1 Are clogged drains such as storm or roof drains considered maintenance or accomplished on a service call since the statement includes maintenance and repair?

Answer: Considered normal maintenance. Drains should not become clogged if normal maintenance is performed.

(16) 6.1.9.1 – will the government provide an inventory of all fitness and workout equipment associated with this spec item?

Answer: See updated Attachment 1H (Fitness Equipment Inventory).

(17) 6.1.10.1.2 – The required periodic pumping of the solids settlement tanks as stated, is there a place on site that these solids can be discharged too? If not, then we assume contractor is responsible for the cost off site. Is this assumption correct? Can the government provide any information on how many pump outs including gallons (quantity) are estimated over a period of time?

Answer: There are 6 holding tanks on site, each one is 3,600 gallons. Pumping frequency varies for each tank, but historically one pump out a year for all tanks. The contractor is responsible for hauling the waste offsite to be discharged at a certified facility. The contractor is responsible for all costs associated with this operation: pump out, cleaning, offsite disposal, etc.

(18) 6.1.10.2.1 Will the government provide any historical material costs for WWTP processes that have consumable items, such as filters or media that needs to be replaced or refreshed on a time or degradation basis?

Answer: The Government is not able to provide this information.

(19) 6.1.10.2.2 is the WWTP continuously manned 24/7? If not, are any controls or automation present such as auto-dialers that report to a manned station to alert the responsible party when a system or component goes into an alarm notice?

Answer: The WWTP is not manned 24/7. Historically, there has been an auto dialer that notifies a monitoring service by the current contractor to any alarms or trouble with the system. The contractor assumes the cost of the monitoring service.

(20) 6.1.10.2.2 will the government make available the current NPDES permit for the site?

Answer: Yes. The contractor will operate under the requirements of the site NPDES permit for the

WWTP.

(21) 6.1.9.4 Will the government provide any historical information for the consumables used on an annual basis for the potable water treatment plant? What is the annual average gallons of water treated? Is the water coming to the site pre-treated and if so what treatments are employed?

Answer: The water comes to the site pre-treated from a municipal water company. Onsite the water is softened and filtered. On average, about 1,100 pounds of salt a month are used to soften the incoming water that is sent out to the site. There are three filters that are changed based off of differential pressure gauge readings so filter change frequency varies. There are also 6 UV lights that will require maintenance and annual lamp replacement. See Attachment 1F (Potable Water Treatment Plant Equipment Inventory) for further information.

(22) 6.1.10.3.4 – the statement in this spec item seems to indicate that there is no current water treatment program in place. Is this a correct assumption? If the assumption is correct and initial review of the system indicates serious issues, how will these costs be handled?

Answer: There are water treatment programs in place. The Chiller system at the Global Borders College is treated and monitored. Domestic water is treated and filtered onsite. Fire and domestic water are shared lines until they get into the buildings, so that water is treated as well.

(23) 6.1.10.3.5 – this spec item refers to a spec item numbered as 6.1.9.2. We cannot locate a spec item with this number. Will the government provide this spec item or the language that is pertinent?

Answer: Reference to 6.1.9.2 is an error; please disregard.

(24) 6.1.10.3.5 – will the initial installation, if required, for coupon racks be performed on a service call?

Answer: If the installation of coupon racks is required, it shall be included as part of the firm fixed price.

(25) 6.1.10.3.7 – what is the standard for the required certified water treatment specialist?

Answer: Plant operations shall be provided by a Class 1-S Certified Operator.

(26) 6.1.10.5 – are lamps and ballast replaced as part of a PM program or service call?

Answer: Replacement of lamps and ballasts are to be included as part of the firm fixed price for O&M services.

(27) 6.1.10.6 – will the government provide an inventory for all VTE equipment and systems that includes all pertinent information?

Answer: See Attachment 1G – Vertical Transportation Information.

(28) 1.5.18.4 – it is understood that fire alarm testing is not part of this requirement. We see some equipment items associated with fire protection systems in attachment 1B. However there is no mention of the types of systems, wet, dry, chemical etc. employed or other equipment for example sprinkler heads clapper valves etc. included in the attachment. Is fire suppression equipment included in this contract?

If so please provide a list of all equipment and types of systems.

Answer: See answers to Questions (1) and (2) above.

(29) 6.3.3 – Work Control – Is the CMMS GFE or CFE?

Answer: The contractor’s CMMS is contractor furnished. TRIRIGA, when implemented, will be Government furnished.

(30) 6.3.7.1.2 – Will the government provide an estimate on area (acre or Sq. /ft. etc.) on the amount of grass that needs to be maintained?

Answer: There is approximately 90 acres of grass that requires maintenance.

(31) 6.3.7.1.7 – Is the requirement to provide seasonal bedding plants and flowers on a quarterly basis accomplished as FFP or on a service call?

Answer: This is to be included as part of the firm fixed price for Grounds Maintenance and Landscaping services.

(32) 6.3.8.1.8 – Outdoor plants - is the requirements stated in this spec item FFP or service call?

Answer: This is to be included as part of the firm fixed price for Grounds Maintenance and Landscaping services.

(33) 6.4 – Snow and Ice Removal – does the government have an average accumulation estimate based on inches received or duration in hours or days for what is considered one event?

Answer: No. Weather events are unpredictable and vary annually in occurrence, severity and duration.

(34) 6.4 – Snow and Ice Removal – will the government provide lane miles for this requirement?

Answer: There are approximately 4.3 miles of roadway on site.

(35) 6.6.1 – The statement in this spec item is unclear if the government has a separate contractor removing the waste, not recyclables, from the designated collection points or it is the responsibility of the contractor for this effort. Please clarify?

Answer: The BOS contractor is responsible for the removal of both waste and recyclables.

(36) 6.6.1 – Can the government provide the estimated tonnage handled by the contractor for this effort for Waste, Hazardous Waste and Recyclables?

Answer: Waste varies but the average monthly weights are as follows (in tons)

Trash: 4.4 tons

Recyclables: Commingled cans and bottles: .69

Cardboard and Paper: 1.38

The Government does not have a number for Hazardous waste

(37) 6.6.2 – are the lead filters and spent rounds disposed of on site or is this a cost that is the responsibility of the contractor? If it is the responsibility of the contractor for disposal off site where the contractor incurs cost, can the government provide an estimate for the number of times (occurrences) for both lead filters and spent rounds on an annual basis? Are these events service calls?

Answer: Yes, the BOS contractor is responsible. The filters on average are changed twice annually, dependent upon on the operational tempo of the range. Differential pressure gauges installed in the Air Handlers indicates the useful life of the filter in use. Lead rounds have not had to be harvested as of this time (the range has been in operation for 5 years). Once certain range backstops reach the critical one million rounds fired, then they will be scheduled for lead reclamation. Lead reclamation should be anticipated during the contract period and shall be included as part of the firm fixed price.

(38) 6.7.1.2 – the dollar amount of $200,000.00 for base and all option years for minor repairs conflicts with the pricing scheduled as listed as $250,000.00. Which is correct?

Answer: $250,000/year is the correct amount. The PWS has been updated via this amendment 0002.

(39) 8.2 – will the documentation, records and schedules for the current contractor be turned over or shared with the successful bidder?

Answer: O&M documents, preventive maintenance records and other pertinent information will be turned over to the successful contractor.

(40) 8.8.5 – will the government explain or expand on the requirement in the equipment validation report to list the city and state of installed equipment?

Answer: Please disregard. All the equipment is installed onsite at the Advanced Training Center in Harpers Ferry, West Virginia.

(41) Page 9 of the solicitation 52.222-42 Statement of Equivalent Rates for Federal Hires list four wage classifications. Based on the requirements of the PWS it appears wage classes are missing. Is this a correct assumption?

Answer: The information contained within FAR 52.222-42 Statement of Equivalent Rates for Federal Hires is for informational purposes only. The contractor is required to pay the minimum wage stipulated in the wage determination attached to this RFP and resulting contract.

(42) Is the ground maintenance of the current contract being performed by NISH as a subcontractor to the prime?

Answer: No.

(43) Does the language contained in the solicitation, 52.208-9 require bidders to use a NISH sub-contract to perform services that they normally perform, and are available in the area of performance to accomplish, such as ground maintenance?

Answer: No. FAR 52.208-9 requires the contractor to use mandatory sources for supplies and services (if applicable); however, there are currently no services on the Procurement List for CBP facilities at Harpers Ferry, WV. The clause was included in the RFP to ensure the successful offeror purchased supplies (trash can liners, paper towels, toilet tissue, hand soap, etc.) that are listed on the mandatory Procurement List available through AbilityOne, NISH, or NIB, as appropriate.

(44) What specific services does the Government require the contractor to employ NISH to perform?

Answer: See Answer (44) above.

(45) Is there a minimum or maximum number of past performance submissions required?

Answer: The offeror shall provide 3 previous or current contracts for services directly related or similar to the services required under this RFP.

(46) PWS paragraph 1.4, indicates awaiting construction commencement on Dormitories and Conference Center.

a. What is the expected date of completion for the Dormitories and Conference Center?

b. Are these replacement facilities for existing facilities?

c. What will the awardee’s responsibility be within the Base Operations Support Services contract for these new facilities?

Answer: (a) The expected date of completion for the dormitories and Conference Center is fall of 2016. (b) The dorm and conference center are not replacement buildings; they are needed as result of campus growth. (c) The contractor will be responsible for all O&M on building systems only.

This change order will be negotiated and awarded in accordance with FAR 52.212-4(c) prior to construction completion of the new facilities.

(47) Was major repairs and minor construction included as part of the current contract?

a. If yes, what percentage of contract value was spent for major repairs and minor construction?

Answer: No.

(48) PWS 9.1 When the Govt states that the key personnel positions should be independent of one another, do you mean that you do not want any dual hatting and expect us to bid 3 separate individuals?

What is the Government’s intention for the reporting relationship between the three identified key personnel?

Answer: Yes, the contract manager, quality control manager, and service manager need to be separate positions staffed individually, not by the same person(s). The reporting relationship of these individuals is the decision of the offeror.

(49) The SCA WD Effective June 19, 2013. The new SCA health and welfare benefit will be $3.81 per hour and will be posted on the Wage Determinations (www.wdol.gov) and on Wage and Hour Division (WHD) (www.dol.gov/whd) websites / not HEALTH & WELFARE: $3.71 per hour http://www.wdol.gov/ http://www.dol.gov/whd

Answer: WD 2005-3017, Rev-13 has been posted via amendment 0002 to this solicitation.

(50) Will the Government provide workload history on service calls.

Answer: The Government averages 64 service calls per month.

(51) Janitorial services (PWS Section 6.2) -- will the Government provide the minimum frequencies of service for this PWS.

Answer: No. Frequency shall be determined by the contractor and adjusted accordingly in order to maintain the expected level of quality as required by the PWS.

(52) PWS paragraph 6.1.10.1.1 states “the contractor shall be responsible for monitoring, maintaining, and testing and the various types of site wide water treatment systems to include but not limited to Existing Lift stations (solid holding tanks) , waste water treatment plant (WWTP) for sewage and all associated systems and controls, potable water treatment plant and all associated systems and controls, grey water re-use and irrigation and all associated systems and controls, all HVAC and geo-thermal water treatment and associated systems and controls.” Attachment 1B – Equipment List does not list the size/quantity of solid holding tanks, or the size of the potable water treatment plant. When will this information be published?

Answer: See Attachment 1F (Potable Water Treatment Plant Equipment Inventory). Sewage holding tanks are as follows:

Location: Old Security/Welcome Center (will be the new Medical Services building) Gallons: 3,600 Quantity: 1

Location: Administration Building

Location: Scenario Training area 13B

Location: Scenario Training area 13D

Location: Armory

Location: Firing Range

(53) PWS paragraph 6.1.9.3 states “All sewage mains shall be flushed at least annually”. Attachment 1B – Equipment List does not list the quantity of sewage mains on the site. When will this information be provided?

Answer: There are four gravity mains onsite that lead to ejector pumps. There are 5 sewage ejector pumps onsite.

(54) PWS paragraph 6.1.10.3.5 references PWS section 6.1.9.2. This paragraph does not exist, please clarify.

Answer: See Answer (23) above.

(55) PWS paragraph 6.1.10.6 references work to be performed on Vertical Transportation Equipment. Attachment 1B – Equipment List does not contain any vertical transportation equipment, please clarify.

Answer: See Attachment 1G (Vertical Transportation Information).

(56) Does the solicitation for BOS include any live fire range / mobile targetry / reactive target upgrade or replacement?

Answer: This requirement only includes maintenance to the MANCOM system used at the range.

(57) Regarding the Proposal Instructions relating to font size. Will the CBP grant permission for the font size in “tables and graphics” to be not less than 8pt times roman as opposed to 12pt for the rest of the proposal?

Answer: Yes. Proposals may contain a font size no less than 8 point for tables and graphics.

(58) Please provide the most current WD under the Davis Bacon Act (DBA).

Answer: Each major repair or minor construction task order will contain a current WD for DBA covered work. The current DOL DBA WD will be included in the RFQ sent to the contractor for each task order requirement.

(59) Reference: PWS Para’s 6.7.4 and 6.7.5, Pricing of Task Order Work. Question: Since the Price Proposal includes the Contractor/Offeror’s Coefficients for the base period and each option period it is assumed that these proposed coefficients will be the coefficients used for all Task Order Work? Please clarify.

Answer: Yes. The coefficients awarded are firm and cannot be changed after award.

(60) Reference: SF 1449 and Section I, page 33 of 42 through page 42 of 42. Question: In the top left hand corner of pages 33-42 the RFP number is HSBP1013R0031. Shouldn’t this be HSBP1013R0045?

Please clarify.

Answer: Yes. Amendment 0002 corrects the RFP number for pages 33-42.

(61) Reference: Proposal Instructions, Past Performance. The RFP indicates that the Offeror shall complete and submit Past Performance Contract Reference Data Sheets (attachment 4a for 3 projects, as well as attachment 4b (Past Performance Relevant Experience Form) for each contract provided as a reference. Since some firms may be submitting proposals under an approved Mentor Protege JV agreement will the government permit submission of more than 3 project references, preferably 3 for each JV partner, for a total of 6 projects?

Answer: No. The offeror shall submit 3 in total.