QandA_Roof Maint and Repair IDIQ_Final.pdf

RFI #

REFERENCE

DOCUMENT (SPEC,

DRAWING #)

Question Response

1 General

Section 6 of the RFP states that FFDG "estimates that it will issue approximately $700,000 in firm fixed price task orders for roofing services for the entire pool over a 5-year term." We would like to confirm this figure is correct, as it appears potentially inconsistent with other parameters in the solicitation:

• The SOW (Exhibit C, Section 11) indicates a historical volume of 36 to 54 task orders per year, or roughly 180–270 task orders over the 5-year term.

• Section 6 establishes a $250,000 maximum value per task order, and Section 15 requires a Payment Bond for task orders ≥ $35,000 and a Performance Bond for task orders ≥ $150,000.

• A $700,000 pool spread across the historical task-order volume would average only approximately $3,100 per task order, which appears low relative to the bonding thresholds and task-order cap noted above.

Could you please confirm whether:

1. The approximately $700,000 estimate is accurate as stated for the entire pool (both Zone A and Zone B) over the full 5-year term; and

2. If accurate, whether that figure represents the total pool, a single zone, or an annual value.

The estimated aggregage value of approximately $700,000 is accurate for the entire subcontractor pool over the full 5-year term, not an annual amount or an amount per zone.

The maximum task order value is a standard administrative ceiling; individual Task Orders issued under this IDIQ are not expected to approach this threshold. Payment and Performance Bond provisions are standard RFP template language. While bonding is not anticipated to be required for standard Task Orders under this subcontract, the language is retained should specific project scopes warrant it.

2 General To support responsible pricing, we would appreciate any available historical spend data from the predecessor/incumbent roofing services contract (e.g., total or average annual task-order value over the prior term), to the extent it can be shared.

We are unable to share this information.

Criterion 3 - Past

Performance

If the Prime Offeror does not have sufficient directly relevant roofing past performance, may the Offeror submit and rely upon the past performance of its proposed roofing subcontractor to satisfy the Past Performance criterion, provided the subcontractor will be performing a significant portion of the roofing work under the resulting IDIQ?

If subcontractor past performance is permitted, please confirm whether there are any additional requirements for identifying the subcontractor’s role or demonstrating how its experience will be utilized in performance of this subcontract.

If the Prime Offeror lacks directly relevant roofing past performance, the Offeror may submit and rely upon the past performance of its proposed roofing subcontractor to satisfy the Past Performance criterion, provided the subcontractor is proposed to perform a significant and clearly defined portion of the roofing scope under the resulting IDIQ.

If an Offeror relies on a subcontractor’s past performance, the proposal must include a formal Letter of Commitment or Teaming Agreement signed by authorized representatives of both parties, confirming the subcontractor’s active participation throughout the period of performance. The proposal must clearly identify the subcontractor's specific technical responsibilities, organizational reporting structure, and estimated percentage of the overall effort. The Prime Offeror must still demonstrate its capability to manage, coordinate, and administer subcontracts of similar size, scope, and complexity.

4 General The RFP estimates approximately $700,000 in firm-fixed-price task orders for the entire pool (both zones) over the 5-year term, yet the program covers 500+ facilities totaling over 2.59 million weighted SF. Can FFDG confirm the estimated total program magnitude, and provide the historical annual roofing maintenance/repair spend for the past 3-5 years to support realistic pricing?

Based on the previous years of work history, we anticipate approximately 40–50 work orders annually for both Zone A and Zone B combined. The estimated annual expenditure for both Zone A and Zone B combined is $130,000 over the five-year contract period. The $700,000 estimate includes some additional capacity to accommodate fluctuations in workload and unforeseen repairs.

5 General The RFP states two IDIQ awards will be made, one for Zone A and one for Zone B. May a single Offeror submit a proposal to be considered for both zones, and if so, can both zones be awarded to the same Offeror?

Our intent is to award 2 different Subcontractors - one for each zone.

6 General The RFP and pre-proposal presentation note FFDG may issue work to the other contractor based on performance, responsiveness, capacity, or emergency needs. For pricing and staffing purposes, can FFDG provide the anticipated percentage or historical frequency of cross-zone task order reassignments?

Actual project allocation cannot be determined in advance. While FFDG’s intent is to assign the majority of task orders within Zone A to the designated Zone A Subcontractor and Zone B to the Zone B Subcontractor, FFDG reserves the right to issue task orders across zones under circumstances including, but not limited to, non-responsiveness, unsatisfactory performance, capacity constraints, or emergency situations.

7 General Payment Bonds are required for Task Orders >= $35,000 and Performance Bonds for Task Orders >= $150,000, each at 100% of the Task Order price. Should bond costs be included in the fully burdened labor rates on the Price Proposal Form (Exhibit P), or will bond costs be priced separately at each individual Task Order?

Bond costs should be priced separately for each individual Task Order. It is not anticipated that bonds will be needed for the majority of the projects.

8 General Emergency response requires personnel on site within four (4) hours of notification, 24/7 including holidays. Does the four-hour window apply to on-site arrival of qualified personnel, and will FFDG accept a documented local/regional service partner to satisfy the response requirement?

Yes, the four (4) hour emergency response window requires the physical, on-site arrival of qualified personnel capable of assessing and mitigating the emergency. FFDG will accept a documented local or regional service partner/subcontractor to satisfy this requirement, provided the partner is formally identified in the proposal and demonstrates the required qualifications, licensing, and safety compliance. The prime contractor remains solely responsible for meeting all contractual response times and performance standards.

9 General The Price Proposal Form requests fully burdened labor rates that remain fixed through the base period. Will FFDG provide anticipated labor category quantities/estimated hours, or a representative task order mix, so Offerors can normalize pricing for evaluation?

See the Response to Question 4 above for estimated annual work orders and expenditures. The scope and quantity of hours for each task order will vary depending on the type and extent of the roof repair.

10 General Fully burdened labor rates are to include tools and consumables (Exhibits R and S). How should Offerors price project-specific roofing materials (e.g., membrane, SBS, flashing, metal panels) at the Task Order level - as pass-through cost, cost-plus-markup, or a stated material markup percentage?

Individual Task Orders will be awarded on a firm fixed price basis. When pricing labor, the fully burdened hourly rates will be used. Project-specific roofing materials will be priced at the Task Order level, supported by vendor quotes or catalog pricing reflecting fair and reasonable market costs along with the proposed markup percentage included in the RFP response.

11 General For the price evaluation, will FFDG evaluate the total of all fully burdened labor rates equally, or apply a weighting/estimated-hours model by labor category? Please clarify how the 'computed total price' will be derived from the Price Proposal Form.

FFDG will not evaluate the sum of all labor rates equally. Instead, FFDG will apply an estimated-hours model to calculate the total evaluated price. Please refer to the attached document entitled, "Price Evaluation-Estimated Hours," which provides the specific estimated hours established for each labor category across the Base Term and all Option Periods. The "computed total price" will be derived by multiplying each proposed fully burdened hourly rate by its corresponding estimated hours and summing the extended subtotals across all periods.

Note: The estimated hours provided in the attachment are established solely for price evaluation and competitive comparison purposes and do not represent a guaranteed minimum or maximum quantity of actual hours to be ordered under the resulting IDIQ.

12 General Given the roof systems inventoried (EPDM, TPO, PVC, BUR, Modified Bitumen, Metal, Shingle) in Exhibit Q, are there any required roofing manufacturer approved-applicator certifications (e.g., Johns Manville, Carlisle, GAF, Sika) needed to maintain existing warranties, and if so, please identify the controlling manufacturers by system/building.

We currently have 44 roofs on site under a manufacturer warranty. These manufactures include Johns Manville, Firestone (Elevate), Garland, Sika

13 Exhibit Q

Several assets in Exhibit Q show active manufacturer warranty dates. To avoid voiding warranties, can FFDG identify which roofs are under active warranty and the corresponding warranty holder/manufacturer that the Subcontractor must coordinate with when performing repairs?

New Roofs under installer warranty (typically 1-2 years after install) may be required to be repaired by that installer, per warranty specifications. New roofs that remain under the original installer’s workmanship warranty (typically 1–2 years after installation) will generally be required to have repairs performed by the original installer in accordance with the applicable warranty requirements.

These can be found in Exhibit Q on the Asset Listing tab - be sure to sort by Warranty Effective date (newest to oldest).

Roofs that remain under a manufacturer’s warranty will be required to have repairs performed by a manufacturer-approved applicator, and all work must comply with the applicable manufacturer’s warranty requirements and repair procedures.

Where a repair is covered, in whole or in part, by an existing manufacturer’s warranty, the cost proposal will be adjusted to account for the portion of the work covered by the manufacturer.

14 General Exhibit N incorporates General Decision IL20260008 (Building/Residential, Mod 2). Please confirm the applicable wage determination(s) for both commercial/industrial and residential roofs, and confirm whether roofing work at residential Village structures is priced under the residential determination.

General Decision IL20260008 Mod 2 covers both building and residential construction types. All work will be performed in either DuPage or Kane county, and the same rate applies to both counties for roofers. There is no separate rate for residential work.

15 General The RFP states firms currently under contract with FFDG for roof inspection, assessment, or QA services are ineligible. Can FFDG confirm that a firm performing unrelated construction or maintenance work at Fermilab (outside roof inspection/assessment/QA) is not affected by this OCI provision?

Confirmed.

16 General Firm-fixed-price Task Orders have a maximum value of $250,000. If a required repair or restoration scope exceeds $250,000, how will FFDG handle that work - phased task orders, a separate procurement, or a modification - and will bonding thresholds apply to the aggregate or to each individual task order?

If a repair or restoration exceeds $250,000, the project will be bid outside of the IDIQ.

17 General The pre-proposal presentation indicates the proposal is submitted as three separate files (Part I Technical; Part II Pricing Form in Word; Part II Business Management). Please confirm page limits (if any) for the Technical Proposal and confirm acceptable file formats (PDF for Technical, Word for the Price Proposal Form).

There are no page limits for the Technical proposal; however, please keep your information clear, concise, and succinct. Acceptable file formats are PDF and Word.

18 General

For a prime/subcontractor teaming arrangement (non-JV), please confirm whether the local roofing execution partner must be identified by name in the proposal, whether that partner must complete a separate SARC (Exhibit M) and PUR-466 (Exhibit L), and whether that partner's past performance and personnel may be used to satisfy the technical evaluation criteria.

Any local roofing execution partner or key subcontractor must be clearly identified by legal entity name in the proposal, along with their proposed scope of work, percentage of effort, and teaming/subcontracting structure. The partner's past performance and personnel may be evaluated toward the technical criteria. Only the prime contractor should submit a SARC and PUR-466.

RFI