Site_Visit_Questions_and_Answers_10-6-14.pdf

New Mexico-West Texas Preventive Maintenance Program Site Visit Q & A

1. Can you confirm that there are 1,695 pieces of equipment presented in

Attachment 1B Equipment List? My question is based upon verbiage in Section

C.1.8. Equipment in the PWS which states that there are approximately 3,200 pieces of equipment? The number of pieces of equipment has been corrected in the PWS to read 1,695 pieces of equipment presented in Attachment 1B

Equipment List. Price the equipment listed on Attachment 1B and, FOB attachments with photos of equipment.

2. Is the 1,695 pieces correct or will an additional Equipment List be forthcoming?

The 1,695 pieces of equipment reflects what has been presently identified in

Attachment 1B Equipment List. The first phase of the contract will be used to perform an equipment validation per C.1.3.3.2.1 of the PWS.

3. The following BUs on the CLIN Detail Document which are not represented on the Equipment List: Some BU’s do not currently have equipment. But they will after validation.

NM0212 TX16015 TX16302

NM0215 TX15948 TX8850

NM0229 TX15346 TX16336

NM0230 TX7386 TX15347

NM1586 TX10600 TX15970

NM8003 TX16010 TX15780

NM0226 TX16011 TX15332

NM15746 TX15778 TX15760

NM1585 TX0085 TX9223

NM16145 TX7352 TX9224

NM0217 TX15954 TX9225

NM15749 TX0131 TX9226

NM0227 TX0134 TX0780

NM16304 TX1031 TX10568

TX9204 TX1037 TX9193

TX0948 TX0138 TX16301

4. BE’s on the Equipment List not represented on the CLIN Detail. Refer to the current attachment list.

NM0002 TX14902

NM0003 TX3648

NM0202 TX9601

NM16347 TX15102

NM1495 TX15759

NM15479 TX8917

TX0152 TX0984

5. BU’s on the Equipment List not represented on the CLIN Detail. Resolved with amendment.

6. Will churn tests be required for diesel driven fire pumps? If required, what is mandated frequency? Yes. Services are to be performed per C.1.3.3.3 of the

PWS. Churn tests are required IAW NFPA 25-2014, GSA Public Buildings

Service, Public Buildings Maintenance Standards Final, October 1, 2012 revision

3, and/or manufacturer’s recommendations.

7. Will past certifications, permitting, and fee requirements be provided prior to final bid submission? No. Federal, State and local certification, permitting, and fee requirements shall be determined by the contractor.

8. Will fuel tanks to include fire pump tanks- require annual lab testing or is this outside of scope? See question 6.

9. What frequency are the fuel tank dispensers required to be tested? See question 6.

10. Regarding water testing, will contractor technicians be able to perform sampling and transporting to independent laboratory? Yes. Sampling technician must follow all EPA recommended sample collections, handling, transport, and analysis procedures. Must be a licensed water system operator unless state regulations permit others to perform.

11. Does any equipment require more frequent maintenance due to potential risk? If so what equipment and what frequency? Fuel tanks and vehicle lifts?

TX0479

NM0001

NM0151

TX0219

Maintenance shall be performed according to the great level of service between manufacturer, industry and GSA standards.

12. Is maintenance to waste oil tanks and vehicle antifreeze waste included in the

Scope of Work? See question 6.

13. Is pumping and removal included in the Scope of Work? No.

14. Will an extension be provided due to limited time between site visit and submission deadline, as well as, release of additional information? Refer to the solicitation.

15. Are pumping of oil water separators and lift stations and septic tanks included in the Scope of Work? See section C.1.3.3.3., and section C.1.3.3.10.

16. Is maintenance to security cameras, DVR, PBX equipment, card readings, access controls included within the Scope of Work? No.

17. Is maintenance to Indoor/Outdoor Firing Range (HAZMAT, lead reclamation and disposal) included within the Scope of Work? See section C.1.3.3.10.

18. Regarding the CLIN Line Item Summary, I want to confirm that the Line Items for Major Repair, we are to input a mark-up coefficient as has been requested on previous CBP PM bids such as East Texas and Arizona. I have provided the example from Arizona bid below. As you can see, what is requested in the

Quantity column is a coefficient mark-up that the contractor is to input which is then multiplied by the Government’s estimated Unit Price. As the CLIN

Summary is provided now, there is no estimated Dollar Amount provided by the government. If the government is expecting the contractor to input an estimated dollar amount for Major Repairs, it will be an impossibility for a contractor to project or for the government to compare the submitted pricing. See updated

Attachment 2 for Estimated Major Repair Price.

HSBP1013R0043 -- Attachment 2 -- Line Item Summary (OPTION PERIOD 1)

Line

Item Supplies/Service Quantity Unit

Unit

Price Amount Term

N/A

* OBP Locations : Major Repair

IAW PWS Section C.1.3.3.6

($2,000.00/$2,500.00 -

$150,000.00 task orders) 10 EST $547,000 $5,470,000.00

Date -

Date

19. The CLIN Detail document only has the Base Year represented. Will a new

CLIN Detail Document be released to represent Base & Option Years? Yes.

20. At the site visit Fire Extinguisher Inspections were said to be outside of Scope of

Work. Can you confirm if inspections are included or not included within this contract? Fire extinguishers are not included in the contract.

21. Are replacing wall panels at the firing range included within this contract? Yes, at Fabens BPS in El Paso, TX periodic replacement of the ballistic rubber wall mats is included in the scope.

22. Is maintenance of hangar doors included within this contract? Yes.

23. Can you provide a listing of sites that will have storage available for the contractor? No.

24. Is Arc Flash testing required? See question 6. Testing shall be dictated by GSA, manufacturer or industry standard practices.

25. Is infrared testing required? See question 6.

26. Is light replacement and maintenance required for interior and exterior lighting?

Light replacement shall be considered part of repair services.

27. Can you provide contract value and information for Marsh Development (firing range contractor)? No comment.

28. re there any facilities or forward operating bases that will require a 4‐wheel drive vehicle to access the site? No.

29. Are there any facilities that operate on 100% generator power that may require more frequent generator PM tasking? If so, which facilities? Yes. Forward operating bases (FOBs). See section C.5.2.2.4.2 for FOB names and Attachment

1A Facilities Lists for address of locations.

30. In facilities with equipment in high, hard to reach areas, do the sites have a lift that is available for contractor use or will it be the responsibility of the Contractor to purchase or rent a lift for these PMs and repairs? It is the contractor’s responsibility to obtain equipment to perform maintenance and repairs.

31. Reference Section C.1.3.3.2.1, Equipment Validation (pg. 4 of 47). Will the equipment validation, including parts of systems such as VAV's that tend to be difficult to find and often disruptive to building tenants, be completed through manual search above ceilings or will the equipment be verified through drawings and tagged during the first year PMs? Yes, VAV boxes shall be identified during equipment validation.

32. Reference Section C.1.3.3.2.1, Equipment Validation (pg. 4 of 47). Does the government have an existing library of O&M manuals that is available and accessible to be copied during the validation process or will the contractor have to provide the research to locate all of these documents from the manufacturers? The government does not have a complete library of O&M manuals. However, available manuals can be viewed and/or copied but must stay in the possession of the Government.

33. Reference Section C.1.3.3.8, Pricing of Task Orders (pg. 7 of 47). In the event the

Contractor is pricing a task order that can be completed with in‐house staff, is it necessary to acquire three bids? The contractor must acquire three bids for Major

Repair over Threshold Task Orders per the FAR. The contractor can bid as one of the three acquired bids.

34. Reference C.1.3.4, System. Does the term system include ancillary services such as providing water treatment on closed systems? See question 6. The contractor can bid as one of the three acquired bids.

35. Reference Section C.3.1.2.1, Storage space. Please define the facilities and square footage of storage space that is available. There is no storage space available at

OBP/OAM sites for contractor use inside any of the facilities. Exterior space may be cut out for the contractor’s use for sitting/placing connex’s, storage containers/vans or modular offices. Each site would have to be reviewed on a case by case basis per CO or COR approval. Any utility costs or fee would be a contractor responsibility.

36. Reference Section C.5.2.2.4.1, Environmental Awareness Plan. Firing Range maintenance and clean‐up cites EPA and NSSF outdoor shooting range maintenance procedures. No comment.

37. Please identify procedures and effort CBP will require for your ranges. Based on experience how often will lead containing air filters need to be changed and contaminated filters properly removed from the site? How often will bullet traps need to be removed and cleaned? Does maintenance include the cleaning of interior walls and floors and proper hazmat disposal of contaminated water from cleaning? See section C.1.3.3.10. Certifications and Permits. Bi-weekly for

Fabens indoor range (Pre-filters, and bullet traps only bi-weekly, large pleated filter replacement and cleaning monthly). Filters must be handled and disposed of as HAZMAT. Maintenance of walls and floors should use HEPA vacuum and not water.

38. Do the air handlers in these facilities have a working magnahelic? Will filter changes be scheduled per the magnahelic or on a fixed schedule? Preventive

Maintenance shall be performed to the higher level of service between GSA, industry or manufacturer standard. See PWS section C.1.3.3.3.

39. Reference Section C.1.3.9, Hours of Operations & Holidays. Normal duty hours are listed as 8:00 a.m. – 4:30 p.m. for EPT facilities, BBT stations, and Sector

Headquarters, and 6:00 a.m. – 2:30 p.m. at the Big Bend Maintenance facility.

Hours of Operations for both El Paso and Big Bend Sectors are 8:00 a.m. – 4:30 p.m.

40. Since our personnel will be cleared, are there any sites that require escorts for pre‐planned activities? If so, which locations? See section C.1.3.9 Hours of

Operation & Holidays. Sensitive areas such as LAN room or Armory will require escort by CBP Government Employee. The areas requiring escort are determined by the Agent in Charge on-site.

41. Also, will escorts be available for work that must be scheduled outside of normal duty hours? See section C.1.3.9 Hours of Operations & Holidays.

42. Is communication tower repair limited to collision avoidance light replacement? All aspects of repair to communication towers are available under this contract.

43. Can HVAC filters for firing ranges be replaced based on efficiency standards verses periodic requirements? See section C.1.3.3.10.

Certifications and Permits. See response to question 37.

44. It was mention that mud trap cleaning was part of the SOW, not able to find in SOW? Price the equipment listed on Attachment 1B.

45. What responsibility does the contractor have for lights on large antennas?

See Question 26.

46. Some of the facilities are leased, we understand that items placed in facility, by CBP our contractor responsibility. What about items placed there by owner of the facility? HVAC equipment. Only government owned equipment and facilities are covered in the contract. Price the equipment listed on Attachment 1B.

47. Lube oil pumps are not listed in SOW equipment list? Price the equipment

48. Equipment at Lordsburg not listed. This location is not being price at this time.

49. Light bulb replacement at facilities not listed. Price the equipment listed on

Attachment 1B.

50. Fire extinguishers not listed? Portable fire extinguishers are not covered by the contract.

51. Are small window unit’s part of contract? Some are on attached property, some are not? Price the equipment listed on Attachment 1B.

52. Who is responsible for emptying Vacuums? Price the equipment listed on

53. Who is responsible for clogged drains in Horse stables? Price the equipment

54. Need clarification on gun range cleaning schedules! See section C.1.3.3.10

55. We need a clear and exact inventory of all items to be bid. Many items were not listed. Price the equipment listed on Attachment 1B.

56. What responsibility does the contractor have for lights on large antennas?

See questions 45 and 26.

57. Some of the facilities are leased, we understand that items placed in facility, by CBP our contractor responsibility. What about items placed there by owner of the facility? HVAC equipment. Correct, CBP owned equipment only. Price the equipment listed on Attachment 1B.

62. We visited the NM0153 Lordsburg station during the pre- proposal site walk thru.

It is not listed on 1b equipment list or the CLIN pricing sheet, but it is listed on 1a as a future possibility site. Is this station included in the contract? This location is not being priced at this time.

63. Fire extinguisher service is listed in the PWS as being a part of this contract but there is not a count of the extinguishers. Will CBP provide a count of how many per building? Portable fire extinguishers are not covered by the contract.

64. Gun ranges are listed as a part of this contract but the equipment is not listed on

1b as a separate item requiring service. There are 4 motors and 1 dust collection system listed but it is not inclusive of the lead collection systems, exhaust fans or other equipment associated with the ranges. Will this equipment list be provided so we can add it to our cost? In addition to this will the awardee be responsible for targeting systems? Is the ballistic material on the side walls and ceiling considered a part of normal maintenance? See section C.1.3.3.10 Certifications and Permits.

Follow the manufactures recommendations for service frequency.

65. The car wash system, in some areas, is more involved than just the term “car wash” or “pressure washer.” Two of the stations visited during the pre-proposal walk thru had sophisticated mud removal systems and other components that are not listed separately on 1b. This creates an issue with contractors who may not be aware of these systems because they did not attend the walk thru and their bid

58. Lube oil pumps are not listed in SOW equipment list? Price the equipment listed on Attachment 1B. For the systems and other components that are not listed separately on Attachment 1B, follow the manufactures recommendations for service frequency.

59. Equipment at Lordsburg not listed. This location is not being priced at this time.

60. Light bulb replacement at facilities not listed. Price the equipment listed on

61. Fire extinguishers not listed? Portable fire extinguishers are not covered by the contract.

may be less because they are unaware. Can 1B be modified to add these systems?

Price the equipment listed on attachment 1B. For the sophisticated mud removal systems and other components that are not listed separately on attachment 1B, follow the manufactures recommendations for service frequency.

66. Changing the ice machine and drinking fountain filters is listed as a quarterly maintenance in the PWS, there is not a count of how many are located at each station for pricing purposes. Can a number of filters or equipment be provided?

Only Water Fountain inline filters. See section C.1.3.3.10.

67. The PWS calls for PMs to be completed during the transition in phase. There is a lot of unknowns until the validation is complete and the CMMS is uploaded with equipment and schedules there will not be a way to track completion. Also the people performing validation may not be qualified to perform maintenance nor be aware of filter/ belt sizes during this period. Is this item negotiable? PM is not included in the transition-in phase of the contract.

68. The Spread Sheet Titled CLIN Detail, only has spaces/ pages for the first 8 month

PM services and not for the additional option years. Does CBP expect the contractor to add the additional sheets or will CBP be providing an updated spread sheet including the option years 1-4? Attachment 3 has been revised.