Solicitation_Questions_combined_round_6_amend_ready.pdf

Questions Round 6

1. Question: We have come across a discrepancy in Attachment 1, Price for RFP for Maintenance Group 4. The first location listed in Attachment 1 is Atlus AFB, however Atlus does not appear in Appendix 1, nor is there any equipment listed for that location in Appendix 2.

Could the Government please clarify if services are required at this location? If services are required at Atlus AFB, could the Government please provide the store number, zone, and square footage information as in Appendix 1 as well as a list of current equipment at the location?

Answer: Appendix 1 Commissary Locations clearly shows Altus under Maintenance Group 4 (store 40 – page 3). Appendix 2 Equipment list for Altus was added in Amendment 5 to this solicitation.

2. Question: Reference Amendment 3, Q&A #4 states that fire suppression is not included in the PM scope and that it will be worked through the TI process. However, Q&A #32 states that the 5-year sprinkler inspection and fire extinguishers are part of required PM inspections, resulting in these three inconsistencies:

a) Both the 5-year inspection and extinguishers are fire suppression, which Q&A # 4 states will be handled through the TI process, so an inconsistency exists;

b) DeCA has not provided a PM checklist for either the 5-year inspection or fire extinguishers, so there are no stated DeCA PM Checklist requirements; and

c) the DeCA Price Schedule does not ask for prices for fire suppression/5-year inspection or fire extinguisher PMs. Can the government resolve these three contradictions?

Answer: The 5 year inspection and extinguishers will be completed as part of the Fire Alarm PMs, CLIN 101Bd. Appendix 9 Safety and Enviro Mgt notes that the contractor will follow the applicable NFPA requirements for completing the 5 year inspection as well as inspecting and refilling the extinguishers. The NFPA requirements is your checklist for these PM duties.

3. Question: Reference Amendment 3 PM Checklists, Appendix 3. The PM checklists provided in Appendix 3 appear in two versions, and the two versions have different requirements. Can the government please provide clarification on which version bidders should use for PM information.

Answer: Please see amendment 4 to this solicitation which corrected the formatting issue in Appendix 3 PM Tasks.

4. Question: Reference Amendment 3, Attachment 1 Price Schedule. The DeCA price matrix is inconsistent with the requirements outlined in the Questions and Answers. For example, Q&A 57 states that dock levelers have no PMs to be priced, yet the price matrix lists dock levelers.

Please clarify.

Answer: Please see amendment 4 to this solicitation for the revised Attachment 1 Price Schedule which removed Dock Levers from the Price Schedule.

5. Question: General inquiry. Can the government confirm that the Fort Buchanan commissary site in San Juan will not be required to be priced and that the prime contractor will only be responsible if local DeCA employees cannot handle a particular problem or repair?

Answer: Fort Buchanan will be included in the solicitation in MG1.The contractor will not provide PMs for any Facilities or Equipment at Fort Buchanan. The Contractor must price labor hours at the IDIQ and task order level which will be used to price TIs on an as needed basis.

6. Question: General inquiry. We are evaluating bidding multiple Maintenance Groups, but will need an extension in order to locate and get quotes from small and small disadvantaged subcontractors in the many different regions. We can address the price proposal’s complexity if we can get an extension to the delivery date. Will the government consider providing bidders with a 2-week extension to Fri. December 19, 2014?

Answer: Amendment 5 to this solicitation moved the proposal due date from Friday December 5, 2014 at 3:30 p.m. MT to Monday December 22, 2014 at 12:00 p.m. MT.

8. Question: Why was CLIN 101Bf Fire Sprinkler PM Removed from the Attachment 1Price Schedule?

Answer: Fire Sprinkler PMs should be included in Attachment 1 Price Schedule Fire Alarm PM CLIN 101Bd. The contractor will follow the applicable NFPA requirements for completing the 5 year inspection and inspecting and refilling the extinguishers. Deficiencies identified and not covered in the PMs will be addressed by TI.

9. Question: Amendment 3; Question 2, states that Fire Sprinkler PM’s should be done IAW NFPA requirements Amendment 3; Question 4, Contradicts this by stating that Fire Suppression is not included in the PM Scope and that they are worked through the TI Process. Amendment 3; Question 13, states that the 5-year inspection on the Sprinkler System is to be included in the FFP under the Fire Sprinkler FFP.

Answer: Fire Sprinkler PMs should be included in Attachment 1 Price Schedule CLIN 101Bd, Fire Alarm PM. The contractor will follow the applicable NFPA requirements for completing the 5 year inspection and inspecting and refilling the extinguishers. Deficiencies identified and not covered in the PMs will be addressed by TI.

11. Question: For the larger commissaries, over 40,000 sq. ft. It is evident that the Government wants us to visit each store every week. However, the number of hours required at each store per visit is unclear. The SOW and pricing sheets indicate we should price 4 or8 hours for each visit. Please provide some guidance as to how we should determine whether to include 4 our 8 hours of service each week in our pricing?

Answer: Please see amendment 4 and 5 to this solicitation which revised Attachment 1 Price Schedule. The contractor must price both a 4 hour and an 8 hour SMP option at each location. The government will select the appropriate option per location.

14. Question Can you clarify the difference between Resumes and Key Personnel/Experience, or is it one in the same. If they are one in the same, should another plan (i.e. Technical Approach or Corporate Experience) take its place.

Answer: Resumes and Key Personnel/Experience are one in the same. No, another plan should not take its place.

15. Question Alarm Monitoring Plan is included in the Narrative Technical Proposal (Part 1), but is not an evaluation factor. Could you provide guidance on what items are to be included in the Alarm Monitoring Plan.

Answer: The Alarm Monitoring Plan will only include the pricing requested in attachment 1 Price Schedule. The pricing will only be considered to be one page. Please see amendment 6 to this solicitation, revised Request for Proposal with PWS. Alarm Monitoring Plan deleted from paragraph 7.10.

21. Question: In reviewing the documents provided, there is extremely limited information available with respect to the fire alarm and other life safety systems. For example, there is virtually no information in the sprinkler systems or fire extinguishers while alarm panels are the only devices listed for fire alarm detection systems. This information is also necessary to ensure all offerors are proposing using the same information. In order to accurately price life safety systems maintenance would the government please provide a detailed listing of system equipment in place (to include sprinkler systems, fire extinguishers, and alarm panels)?Would the government please provide system counts?

Answer: Please provide a per square foot price from RSMEANS for all Fire Alarm and Life Safety systems. Square footage for each store can be found in Appendix 1 Commissary locations r1. All equipment in each store will be included in the contract and the responsibility of the selected contractor(s). Selected contractor(s) are responsible to conduct detailed inventory after award per the PWS to confirm equipment located in each store. Appropriate price adjustments will be addressed as needed. All offerors have the same information contained in this RFP as to known onsite equipment for pricing purposes.

22. Question: Reference Appendix 2, Commissary Equipment. In this Equipment List, there are question marks (??) in various places. For example, at the Ellsworth AFB commissary, the Quantity column and Model # column both contain question marks. What do these question marks mean? Is equipment present, but the quantity is not known? Will the contractor be held accountable for PMs for these locations without knowing exactly what equipment items are currently present? Please advise.

Answer: If a question mark exists in an area on the equipment list you can use the default of

(0) zero. The equipment list in the RFP is a best list of known equipment on site. Some stores will not have up to date lists and therefore PM will not be required to be priced if the equipment and/or list is not in the RFP. All equipment in each store will be included in the contract and the responsibility of the selected contractor(s). Selected contractor(s) are responsible to conduct detailed inventory after award per the PWS to confirm equipment located in each store.

Appropriate price adjustments will be addressed as needed. All offerors have the same information contained in this RFP as to known onsite equipment for pricing purposes.

26. Question: Reference Appendix 3, PM Tasks. Some items on the equipment list either have a blank box or a question mark in the quantity field. Per one of the answers to the first round of questions, “The Facilities Equipment Lists may not be all en-compressing but it is the known equipment list for each facility by the government at this time.” If these items on the equipment list are not updated with a quantity, should we ignore in our FFP? If that is not to be the case, please provide all missing quantities.

Answer: If a question mark exists in an area on the equipment list you can use the default of (0) zero. The equipment list in the RFP is a best list of known equipment on site. Some stores will not have up to date lists and therefore PM will not be required to be priced if the equipment and/or list is not in the RFP. All equipment in each store will be included in the contract and the responsibility of the selected contractor(s). Selected contractor(s) are responsible to conduct detailed inventory after award per the PWS to confirm equipment located in each store.

Appropriate price adjustments will be addressed as needed. All offerors have the same information contained in this RFP as to known onsite equipment for pricing purposes.

27. Question: Reference Appendix 3, PM Tasks. Although the PM Checklist includes fire alarm system tasks, there is no mention of fire suppression systems, which must also be inspected, tested and PM'd at least annually. Please provide the required PM checklist tasks for fire suppression systems.

Answer: Fire Sprinkler PMs should be included in Attachment 1 Price Schedule CLIN 101Bd, Fire Alarm PM. The contractor will follow the applicable NFPA requirements for completing the 5 year inspection and inspecting and refilling the extinguishers. Deficiencies identified and not covered in the PMs will be addressed by TI.

28. Question: Q&A #82 released with Amendment 03 references Appendix 09 and asks for further enumeration and clarification of scope for the monitoring and alarm and purging of ventilation systems not found in Appendix 09. The answer reaffirms that the “full scope of duties are listed in Appendix 09”, however Appendix 09 does not provide the associated scope. Could the Government please clarify the scope of requirements for these tasks?

Answer: Fire Sprinkler PMs should be included in Attachment 1 Price Schedule CLIN 101Bd, Fire Alarm PM. The contractor will follow the applicable NFPA requirements for completing the 5 year inspection and inspecting and refilling the extinguishers. Deficiencies identified and not covered in the PMs will be addressed by TI.

29. Question: Attachment 2 and pricing - When the quantities of equipment are not listed, should we assume the quantity is zero, one, or some other value?

Answer:If a question mark exists in an area on the equipment list you can use the default of (0) zero. The equipment list in the RFP is a best list of known equipment on site. Some stores will not have up to date lists and therefore PM will not be required to be priced if the equipment and/or list is not in the RFP. All equipment in each store will be included in the contract and the responsibility of the selected contractor(s). Selected contractor(s) are responsible to conduct detailed inventory after award per the PWS to confirm equipment located in each store.

Appropriate price adjustments will be addressed as needed. All offerors have the same information contained in this RFP as to known onsite equipment for pricing purposes.

30. Question: Incumbent bidders have access to the refrigerant usage over the term of their existing contracts. The existence of this information was verbally disclosed by incumbent vendors in the site walks at Lackland AFB and Ft. Sam Houston, and contractually should be submitted to DeCA on a regular basis for reporting purposes. As this information may significantly impact the refrigeration portion of the bid, can this information be made available to all bidders?

Answer: Please see amendment 6 to this solicitation. The government has provided this data in Attachment 10 Refrigerant Usage.

31. Question: App 9 1.16 – Hazardous Materials - Refers to a “building operating plan” – Can we assume that a building operating plan exist and we are to provide the “appendix” for hazardous materials?

Answer: Please see revised Appendix 9 Safety and Enviro MGT paragraph 1.16 and revised Request for proposal with PWS paragraph 3.1.

32. Question: App 9 1.16 - Hazardous materials – “The Contractor must prepare and submit a hazardous materials inventory…”. This inventory should already exist per federal requirements.

Will this inventory be made available? Please clarify contractor scope of work, other than to revise inventory list if new product is introduced.

Answer: The current Hazardous Material Inventory will not be made available. Within 90 calendar days from start of period of performance, the contractor shall submit the inventory of their hazardous materials that will be used in performance of their contract duties.

33. Question: The RFP at p. 37 incorporates FAR 52.212-4 Commercial Terms and Conditions.

In Paragraph (p) of that clause the government waives consequential damages “resulting from any defect or deficiencies in accepted items.” Does the Government agree that applies to Contractor’s services under this contract as well, because FAR 2.101 defines “commercial item” to include services.

Answer: Yes, FAR 52.212-4 Commercial Terms and Conditions, paragraph (p) includes services.

34. Question: Does not FAR 46.805(a)(4) require incorporation of FAR 52.246-25 Limitation of Liability – Services to apply the appropriate risk allocation prescribed by the FAR for services other than the construction services?

Answer: Please see amendment 6 to this solicitation with revised Request for Proposal with PWS paragraph 5.0 which added Clause 52.246-25.

35. Question: Regarding RFP p. 21, #2.3.18, and FAR 52.211-11 in Sec. 5.0 to which it refers, How would the FAR clause (which specifies liquidated damages for late completion) applied to loss of government property caused by contractor negligent performance?

Answer: Please see amendment 6 to this solicitation with revised Request for Proposal with PWS paragraph 2.3.18.

36. Question: What is the dollar amount to fill in the blank of the FAR clause, i.e. the daily rate of liquidated damage for contractor delay in completion?

Answer: If you are referring to 52.211-12- Liquidated Damages- Construction, these blanks will be filled in (if applicable) with each TI construction in accordance with Construction TI process.

If you are referring to FAR 52.211-11 this clause has been removed from the Request for Proposal with PWS paragraph 2.3.18 in amendment 6 to this solicitation.

37. Question: Some FAR clauses incorporated apply only to construction contracts per the FAR sections that prescribe their use, but the RFP doesn’t say that those clauses are limited to the construction scope of work. Does the government agree that Far clauses apply only to the type of work scope for which the FAR prescribes their use?

Answer: The FAR, GSAM and DoD clauses apply only to the type of work or scope for which use is prescribed. All clauses are included in the IDIQ level of contract(s).

38. Question: Regarding GSAR 552.212-71 Contract Terms and Conditions Applicable to GSA Acquisition of Commercial Items, which of the clauses listed in that clause will be checked?

Answer: Please see amendment 6 to this solicitation and revised Request for Proposal with PWS paragraph 5.0 which added this clause in full text.

39. Question: Will DeCA provide the refrigerant type and quantity for each system, so that we can develop a credible estimate for refrigerant costs?

Answer: Please see amendment 6 to this solicitation. The government has provided this data in Attachment 10 Refrigerant Usage.

40. Question: Reference PWS 2.3.9.4 Refrigerant Record Keeping

The Contractor is responsible for all refrigerant record keeping, reports, and log maintenance at the store with a separate record maintained for each piece of equipment, for items that can accept a charge of 50 lbs. or more of refrigerant. Contractor is responsible to incorporate changes to laws, regulations, and policies into their operations with refrigerant and is responsible for complying with updated law, regulations, policy, etc. as applicable. See also Appendix 7 Refrigerant Log Book. It’s our understanding that incumbent contractors have been required to maintain refrigerant log books and therefore the Government should have history of the amount of make-up refrigerant used per store/system. Please provide this information to all bidders. The liability for refrigerant make-up is a significant risk item in this contract. Without this information, incumbent contractors who have this knowledge have a significant pricing advantage over non-incumbent providers.

Answer: Please see amendment 6 to this solicitation. The government has provided this data in Attachment 10 Refrigerant Usage.

41. Question: In response to 13 in Amendment 03, will the government please provide the last date of the five year inspection for the sprinkler systems included within the FFP?

Answer: The last date of the five year inspection at each store will be provided upon award to each awardee per Maintenance Group. Each offeror shall be required to provide one (1) five-year inspection per store.

42. Question: In response to answer number 13 – the five year inspection of the sprinkler system is to be included in FFP under the Fire Sprinkler CLIN. Answer number 4 in Amendment 3, stated that the suppression system was not included in the FFP. Can the government provide additional clarification on whether the fire suppression systems are to be completed via TI or

FFP?

Answer: Fire Sprinkler PMs should be included in Attachment 1 Price Schedule CLIN 101Bd, Fire Alarm PM. The contractor will follow the applicable NFPA requirements for completing the 5 year inspection and inspecting and refilling the extinguishers. Deficiencies identified and not covered in the PMs will be addressed by TI.

43. Question: If the fire extinguishers are to be included within the FFP PM price, can the government please provide the quantity of fire extinguishers at each location?

Answer: Please provide a per square foot price from RSMEANS for all Fire Alarm and Life Safety systems. All equipment in each store will be included in the contract and the responsibility of the selected contractor(s). Selected contractor(s) are responsible to conduct detailed inventory after award per the PWS to confirm equipment located in each store.

Appropriate price adjustments will be addressed as needed. All offerors have the same information contained in this RFP as to known onsite equipment for pricing purposes.

44. Question: Fire Alarm System – In order to put together an accurate FFP to support the fire alarm systems listed in Appendix 2, the contractor needs the count of; manual alarm devices, smoke and heat detectors, tamper switches, pressure switches, water flow switches, remote and graphic annunciators, speakers, horns, other audio and visual devices, and voice alarm systems.

Answer: Please provide a per square foot price from RSMEANS for all Fire Alarm and Life Safety systems. All equipment in each store will be included in the contract and the responsibility of the selected contractor(s). Selected contractor(s) are responsible to conduct detailed inventory after award per the PWS to confirm equipment located in each store.

Appropriate price adjustments will be addressed as needed. All offerors have the same information contained in this RFP as to known onsite equipment for pricing purposes.

46. Question: What is the dollar ceiling for contractor liability?

Answer: There is no ceiling. The minimums identified in the "Insurance" clause have historically been more than sufficient; however, if contractor negligence results in damages greater than the insurance coverage’s the contractor could be responsible for the uncovered amounts.

47. Question: Is there a liability limit to be applied during contract performance?

Answer: There is no ceiling. The minimums identified in the "Insurance" clause have historically been more than sufficient; however, if contractor negligence results in damages greater than the insurance coverage’s the contractor could be responsible for the uncovered amounts.

48. Question: We understand that the Overall Small Business percentage goal is 25% of the total contract value. However Attachment 7 Subcontracting Plan form lists Percentage goals as being % of total planned subcontracting dollars. Are all subset Small Business goals to be a percentage of total planned subcontracting dollars or of total contract value? Can you please clarify.

Answer: The Small Business goals are to be a percentage of total planned subcontracting dollars. Please see amendment 6 to this solicitation which revised Attachment 7 Sub-contracting Plan Form and the request for proposal with PWS paragraphs 7.10 and 7.12.

49. Question: During the expected post –award detailed inventory, will awardees also have the opportunity to identify and reconcile (i.e. not-responsible-for) pre-existing equipment or maintenance situations? Or is the new awardee expected to be responsible for pre-existing conditions?

Answer: Any pre-existing equipment not identified on Appendix 2 Commissary Equipment will be reconciled during the 90 day period offered in the Request for Proposal with PWS paragraph

3.1 deliverables. Selected contractor(s) are responsible to conduct detailed inventory after award to confirm equipment located in each store. Appropriate price adjustments will be addressed as needed. In addition, any pre-existing maintenance situations should be brought to the attention of the government and will either be addressed via a TI or with the current incumbent.

50. Question: Amendment 5 Q. 27 references an Attachment 9 CEIP vendor list. Will you be providing this Attachment 9?

Answer: See amendment 6 to this solicitation. Attachment 9 CEIP Vendor List has been provided. However, the government does not endorse any of the venders in the list nor does the government feel this is a complete list.

51. Question: In the Q&As of Amendment 5 Q 58 part b was not answered. Can you please provide an answer to this part of the question?

b. Is it appropriate to assume based on this PWS section, that the referenced $100 materials costs (above) is related to the aggregate of all materials needed for work expected within this 4 or 8 hour (small and large stores, respectively) window and not each individual tasks within this 4 or 8 hour window?

Answer: The referenced $100 material costs are related to the aggregate of all materials needed for each specific work approved.

52. Question: Can you please provide the new Appendix 2 r3 Commissary Equipment list in excel format?

Answer: Appendix 2 Commissary Equipment provided the equipment list in PDF version only.

However, after award the government will provide the excel version, maintenance group specific, to each awardee.

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