RFP_HSSS01-15-R-0036_-_Questions_and_Answers.pdf

Number Document Reference Question Government Response

4a “requires on-site calibration…for all HAZMAT Detection meters”

Does the TSD possess all of the required tools, benches and equipment to perform on-site calibrations for each brand of equipment? What will the government allow to be sent back to the OEM?

Basic bump testing and calibration should be provided on site by the vendor with tools (testing gas, valves, etc) provided by the vendor. Major repairs or trouble shooting outside of the vendors capabilities might result in the equipment being sent out to the OEM.

4a “answering questions on the operation of the meters”

Is the TSD’s intent to have 24/7 technical support via phone or internet?

24/7 phone technical support is not an absolute requirement. However, company must be available during normal business hours (8 am – 5 pm local time, Monday through Friday excluding Federal Holidays) and by internet 24/7.

3 4c Entire first paragraph

How important is this requirement? Would TSD consider procurement of a spare set of equipment as float stock to be maintained at the contractor location and used for replacement during annual factory recertification as well as for overseas requirements?

In the event that several units need to go in for repair or annual service at the same time, TSD would require matching loaner equipment. TSD will not purchase spare equipment as “float stock” to be maintained at the contractor location.

4c “contractor shall provide timeframes for the time between notification….and the time…replacement unit is delivered on location”

To which location does this refer: the government defined location or the site where the meter has failed?

This refers to the government defined location. We rarely require immediate replacement of a failed piece of equipment. The bigger concern is getting an accurate time frame for pickup repair and return of the failed unit.

5 4d/Statement of work Would the Government please provide the definitions (for TSD) of: Repair, Corrective Maintenance, Calibration, Maintenance, Warranty

Repair: Unit not operational at present and needs assessment and repair to return to fully functional.

Corrective Maintenance/ Maintenance: Unit operational but with deficiencies that might be known.

Calibration: Unit is in need of function check to confirm full detection capabilities.

Warranty: Unit is currently under factory warranty or an extended factory warranty is needed to cover the unit which is no longer under OEM warranty.

4d “Corrective Maintenance

CLIN”

Which CLIN is this? A suggested CLIN structure is provided as an attachment to RFP amendment 1.

7 4h paragraph How is the contractor to provide notification if this failure occurs at the OEM?

Contractor should be in contact with the OEM and pass along any update received on equipment sent in by the contractor for repair. This should be passed to the Government.

8 5 Third sentence

It is the Government’s intent for the Contractor to warranty (guarantee) all equipment for 5 years before determining operability? Please provide 24 months of maintenance, calibration and repair history for each instrument as well as serial number to determine model/production date.

The only product that USSS would want warranties on is: MultiRAE Lites (3) which were purchased new in 2012.

9 5 Final sentence

Are manufacturer approved extended warranties to be provided on all equipment listed or a subset? Would the government consider the option of a 3rd party warranty

vs. OEM if the cost savings and benefits were in the government’s favor?

The extended warranties would only apply to the MultiRAE Lites (3). We might consider a third party warranty if all parts are OEM and labor is provided by certified technicians.

Pg 9 of 27 Contract Provisions paragraph

Please clarify. Is this to be selected for invoicing purposes?

This is for invoicing purposes and applies only to the T&M CLINS.

11 Pg 10 of 27 Factor 1, Subfactor C

If maintenance is recommended at an alternative interval (other than once every 60 days) may the Contractor provide the recommended maintenance interval(s) and tasks for the equipment?

Yes, but agreement with the Government would be required.

Pg 12 of 27 Factor 3, Table with equipment

The LCD 3.2 is listed. Is this correct? LCD 3.2 is correct.

Pg 13 of 27 Factor 3, T&M CLIN Fixed Fees (d)

Emergency repairs are addressed. What is the TSD definition of Emergency repair?

Emergency Repair: Unit is down and we need it back up in 7 days or less.

14 SOW and Factor 3 A CLIN for warranty pricing is not provided. How should the contractor address the required warranty coverage?

The attached CLIN structure should be utilized by all offerors in developing their proposal. Warranty prices should be provided as part of scheduled maintenance CLINS. Offerors should add a line to the list of items included in the table on page 12, Factor 3 of the original RFP Attachment 2 – Provisions and Clauses.

Please be sure to indicate the interval or frequency of Warranty prices (e.g. if 2-year warranties are proposed, offerors should identify whether costs are spread evenly on an annual basis, or included in the fixed price CLIN that the warranty price is incurred.

15 SOW and Factor 3 Are the annual manufacturer/factor certifications to be provided under the annual Maintenance CLIN or the Time and Materials CLIN?

Annual maintenance CLIN (see RFP amendment 1 - attachment 3 for suggested CLIN structure)

16 Attachment 2 Pg 11 & 12 Are serial numbers available for each unit that is requested in the table provided?

Serial numbers will be provided upon contract award.

17 Attachment 2 Pg 11 & 12 Are the instruments currently fully functional?

As of 4/27/15, all units, except two (unknown cause – RAD Detectors (1 Raider and 1 Identifinder)), are in working order.

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