Questions_and_responses.docx

Industry Day Questions and Responses

1. Question: Will the Government facilitate opportunities for small businesses to network with large businesses and other parties interested in the DeCA Whole Facilities Maintenance solicitation?

Response: The government will not facilitate interaction amongst interested parties. Potential Offerors have the opportunity to source small businesses or market their capabilities to other offerors using the sign in sheet for industry day posted on FedBizOpps or through the self registration available on the DeCA site on FedBizOpps.

2. Question: Does the $35 Million size standard dictated by the NAICS code restrict who can bid on DeCA Whole Facilities Maintenance.

Response: No, any interested party can submit a proposal. The size standard is used to establish which companies are considered small businesses under the NAICS code.

3. Question: Are Offerors required to bid all maintenance groups or can Offerors choose to bid only on the select maintenance groups they are interested in?

Response: Offerors are not required to bid on all maintenance groups nor will Offerors who only bid on select groups be disqualified from consideration.

4. Question: Will the PowerPoint slide deck used in today’s presentation be posted to FedBizOpps?

Response: Yes

5. Question: Will companies be able to bid only on the portions of the Performance Work Statement requirements that suit their areas of expertise?

Response: No. The Government’s requirement is for whole facility maintenance. Interested parties offering only very specific expertise are encouraged to work with an industry partner in order to participate in the process.

6. Question: Will Offerors be allowed to submit separate pricing for each maintenance group or are prices expected to be the same for all maintenance groups.

Response: The Government recognizes that the cost of doing business varies depending on geographic regions and the socioeconomic conditions of each region. As such, it is not expected that pricing be the same for all maintenance groups.

7. Question: Will compliance with the small business goals be evaluated as a percentage of the prime contract value or as a percentage of the dollars available for subcontracting?

Response: Small business goals are still being discussed between GSA and the SBA. The goals will be noted in the solicitation. The dollars available for contracting will be considered in establishing the goals.

8. Question: Will the contract vehicle be a Blanket Purchase Agreement or Indefinite Delivery, Indefinite Quantity Contract?

Response: No. Eight individual contracts will be issued, one for each maintenance group.

9. Question: Can small businesses bid on the entire requirement.

Response: Yes. In order to receive an award, however, the small business must be capable of handling the requirements of an entire maintenance group.

10. Question: Please provide an explanation of the selection of the NAICS code leading to the $35 million small business size threshold.

Response: NAICS code 56210 Facilities Support Services was selected because it best describes the requirement. Although preventative maintenance, unscheduled maintenance, and minor construction and repair will be included in the requirement, it is not anticipated that the value of any single CLIN will make up 50% of the requirement. As such, selection of the Facilities Support Services is appropriate.

11. Question: Will specific CLINS be set aside for small businesses?

Response: The specific approach to maximizing opportunities for small business is still under consideration between GSA and the Small Business Administration. In the event that a partial set aside approach is utilized, set aside CLINS will be identified in the solicitation.

12. Question: Why is GSA considering the use of ePM? The existing CMMS systems have been designed with DeCA’s needs in mind and should be adequate for the requirement.

Response: Not only does approval of Technical Instructions within a vendor system represents a risk to the Government, but opportunities for streamlining internal processes to reduce administrative burden of the CORs exist through use of a government system.

13. Question: Will Offerors be expected to use ePM in lieu of our own CMMS systems?

Response: Use of ePM is under evaluation by the Government at this time. Specifics regarding its required use will be addressed in the solicitation. The Government recognizes the difference between electronic project management and a computerized maintenance management system and is aware of the limitations of electronic project management for work order assignment and TI pricing. Non-required use of ePM in lieu of a CMMS system may be at the discretion of the contractor.

14. Question: When the solicitation is issued, will it be stated which CMMS route will be taken?

Response: Yes, when the solicitation is issued there will be guidance as to what CMMS route will be taken.

15. Question: Will individual stores be coordinating work through a Government operated call center.

Response: No. Contractors will be required to manage their own call centers for the maintenance groups.

16. Question: If a contractor is awarded more than one maintenance group, will individual call centers be required for each group.

Response: No, Contractors may combine call centers.

17. Question: Will the preventative maintenance price be required to include supplies?

Response: Yes. The price for preventative maintenance will be inclusive of all labor, supplies and equipment required to perform preventative maintenance in accordance with the preventative maintenance schedule. This will be further defined in the solicitation.

18. Question: Will unscheduled maintenance include materials?

Response: Unscheduled maintenance will include materials and accomplished through a technical instruction (TI).

19. Question: Who will have the responsibility for performance of maintenance services during the 30 day transition period?

Response: The transition period is included in the period of performance for the existing DeCA contracts. The incumbent will have the responsibility for performance during the transition period.

20. Question: What are the top two lessons learned from the existing DeCA contracts?

Response: The top two lessons learned are the necessity of oversight on the contracts and the necessity to reduce the number of work orders by including more tasks in the preventative maintenance checklist.

21. Question: Are there any limits to the Contractor’s liability related to refrigerant?

Response: No. The only exception to Contractor’s liability is in the event the loss or damage was beyond the control of the contractor.

22. Question: Will there be anything new in the upcoming solicitation that was not in the existing DeCA contracts?

Response: Yes. Some examples of ne items include: Commissaries in Guam and Puerto Rico, the requirement to perform preventative maintenance on commissary equipment in place (CEIP) and increased requirements in the preventative maintenance checklist have been added. Additionally, the requirement to process certain approvals using electronic project management software is under consideration.

23. Question: What type of environmental controls will be included in the whole facilities maintenance contracts?

Response: Environmental Protection Agency (EPA) regulations, Occupational Safety and Health Administration (OSHA) regulations and regulations specific to the State of California will apply. (Is this specific to California or should it simply state something like “any State specific regulations” as kind of an all-encompassing phrase?)

24. Question: Is pricing for technical instructions required to be in accordance with RS Means.

Response: No. RS means provides a maximum and may serve as a tool for government evaluation of proposed prices. Contractors will propose competitive pricing for TIs using labor rates and material acquisition multipliers defined in the contract.

25. Question: Will a SMP be required at each facility?

Response: It will be required depending on the size/age of the store. Requirements will be defined in the solicitation.

26. Question: Will the GSA be using 03FAC schedules to award this work.

Response: No. Both the nature of the 03FAC schedules and the inclusion of minor construction tasks under a whole facilities maintenance contract preclude the use of 03FAC schedules.

27. Question: Will Collective Bargaining Agreements impact pricing.

Response: There are no known Collective Bargaining Agreement's (CBA’s) included in the existing DeCA contracts. In the event incorporation of a CBA is required, it will only apply to construction wages.

28. Question: Will contractors be allowed to conduct efficiency and code compliance inspections during the transition period.

Response: That is not the purpose of the transition period. Offerors will, however, have the opportunity to identify deficiencies up to 45 days after award. Code compliance issues brought to the attention of the CORs will be addressed through the TI system at the discretion of the facility.

29. Question: Will preventative maintenance be required on items other than major equipment and if so, how will it be priced if not all facilities include similar requirements

Response: Preventative maintenance may be included on other equipment and subsystems in addition to major system (HVAC) maintenance. Examples of such equipment include CEIP and fire suppression systems. In some circumstances certain systems may not be include in the preventative maintenance for all facilities within a maintenance group. Subsystems and equipment which may not be included in all sites will be priced as separate CLINS.

30. Question: How will energy management be conducted on refrigeration systems?

Response: Contractors will have access to the Refrigerant Monitoring Control System.

31. Question: What is the Contractor’s responsibility regarding energy management?

Response: Monitoring only.

32. Question: What is the contractor’s motivation to manage energy usage?

Response: The response times built into the PWS requirements are designed to help manage energy usage. Contractors will be measured on response times. Failure to comply with performance based requirements may result in non renewal of contracts or other contractual remedies.

33. Question: Will Contractors be required to perform infrared testing on switch gear in lieu of load testing?

Response: Infra-red testing of switch gear will not be a contractual requirement.

34. Question: How will the government manage non performing contractors and will there be back up contractors in place?

Response: The government will manage performance through oversight and use of the Quality Assurance Surveillance Plan. Contractual remedies will be employed as required. In the event an option is not exercised or a termination occurs, the contractor will be replaced in accordance with the contract terms and applicable regulations.

35. Question: Can a single contractor be awarded contracts for multiple maintenance groups?

Response: Yes.

36. Question: Will minor construction be competed among local contractors or will it be solicited from the contractor who holds the contract for the maintenance group?

Response: Minor construction as defined in the solicitation will be part of the contract. The contract will have both a service and construction component/requirement. The contractor who holds that contract will be responsible for pricing and performing such “minor construction” requirements.