RFQ IHS1519530A - Questions and Answers.pdf

RFQ IHS1519530A – Questions and Answers

*PLEASE REFERENCE RFQ IHS1519530A – STATEMENT OF WORK: Any documents on prior RFQ are no longer valid and not applicable to this new RFQ.

1. Parts Provision and Cost Responsibility The revised SOW indicates that “parts and components shall be purchased separately from this contract,” whereas the previous version referenced a $25,000 annual allowance for parts.

The Revised Statement of Work removed that language: “parts and components shall be purchased separately from this contract”

The two references to parts in the revised SOW state that contractor is to "provide parts necessary up to $25,000 per option year to correct deficiencies found during PM and service visits.

2. Can the Government confirm whether all parts will be Government-furnished, or if the contractor is expected to procure parts on a reimbursable basis?

See above, repair parts are furnished by the contractor. Contractor submits parts cost to the COR for approval. COR ensures total parts have not exceeded $25k in the option year. Once approved, contractor orders and installs parts. Parts billed under one line item in IPP and hours billed on another line item in IPP.

3. If contractor-provided, what is the expected mechanism for reimbursement (e.g., O&A, CLIN, NTE, prior approval requirements)?

See above answer

4. Removal of Parts Allowance With the removal of the $25,000 parts allowance, should offerors exclude all parts pricing from their base and option year pricing?

o Will there be a separate CLIN or funding line established for repairs and replacement parts?

Parts have not been removed, see comment above.

5. Approval Thresholds for Repairs For deficiencies identified during PM or inspections, is there a defined dollar threshold requiring COR/CO approval prior to performing repairs or ordering parts?

Total repair parts cannot exceed $25K in an option year without contract modification. See comment above. Contractor must submit parts and hours estimate beforehand and COR approves before work is done to ensure there are still hours remaining in the option year and money for parts remaining.

6. Definition of “Parts Necessary to Correct Deficiencies” The SOW still references providing parts necessary to correct deficiencies.

o Please clarify whether this refers strictly to installation labor or includes procurement responsibility.

See comments above

7. Emergency Repair Scope In the absence of a parts allowance, how should emergency repairs requiring immediate parts replacement be handled, particularly for life-safety or mission-critical failures?

Up to $25K per year in parts are included. See comments above. Emergency hour repairs still require contractors to get approval from COR on parts cost to ensure $25k option year limit will not be exceeded.

8. Annual Test: do you want 11 monthly tests and then a 12th being the annual? Or do you want 12 monthly and a 13th being the annual?

The annual testing is a different checklist from the monthly PM checklist. They can both be done at the same time. There doesn;t need to be a separate 13th visit but both checklists need to be completed

Per Appendix N the following are to be tested annually:

• Oil Buffers

• Safeties

• Governors

• Slack-Rope Devices on Winding Drum Machines

• Normal and Final Terminal Stopping

• Standby or emergency power operation

• Power operation of door system

• Broken Rope/Tape/Chain Switch

• E/E/PES electrical protective devices

• Ascending Car Overspeed Protection and Unintended Car Movement

• Traction loss detection means

• Broken-Suspension Member and residual-strength detection means

9. Please define 'quick response'. 2 hrs?

The term "Quick Response" isn't anywhere in RFQ IHS1519530A Statement of Work.

There are "emergency service hours" on Page 5, Contractors Responsibilities and Tasks, Item #6 :

Contractor shall provide up to 15 emergency service hours defined as having no working elevators at the hospital. Contractor is required to respond within 2 hours of an emergency call.

10. Regarding statement of work:

Contract Awardee Responsibilities & Tasks

1) Utilize a certified or licensed elevator mechanic to provide a monthly PM service to examine, lubricate, adjust, and when conditions warrant, to repair or replace the components of the traction elevator system listed below. a. Machines, Drives, Motors, Governors, Sheaves, Counterweights, Safety Mechanisms, Hoist Ropes, Relays, Motor Starters, Fuses, Transformers, Contacts, Circuit Boards, Limit Switches, Door Operators and Belts, Gibs, Door Closers and Door Protective Devices, Emergency Lighting, Car and Hall Position Indicators, Lobby Control Panels, fireman's service key switches. Re-lamping of signal fixtures is included during preventive maintenance visits

According to my sub, he says many of these items can be many thousands of dollars to buy at cost plus a very high labor rate to replace. This makes bidding very difficult. If we bid using a number that would cover anticipated costs of the highest dollar amount item breaking, we could easily lose based on price because we would be beat by a lower bid from a company that was HOPING no high dollar item needed to be replaced during the contract.

Confirming the government expects the awardee to replace any and all items mentioned at any point of the contract while absorbing all costs?

See comment below

11. Would the government be willing to absorb the cost to replace said items, but pay a reduced labor rate?

On Page 1, the statement of work states that contractor is to "provide parts necessary up to $25,000 per option year to correct deficiencies found during PM and service visits."

Repair/Replacement parts are contractor furnished. Contractor submits parts cost to the COR for approval. COR ensures total parts have not exceeded $25k in the option year. Once approved, contractor orders and installs parts. Parts billed under one line item in IPP and hours billed on another line item in IPP.