Attachment_4_Industry_Day_Q&A.pdf

Thursday, October 3, 2019

Page Section Para

1 Industry Day The targeted RFP Solicitation is Sept 2019 and the targeted Proposal Due Date is Nov 2019. Contractor will require more time to prepare a proposal of this magnitude.

Q. Can the government provide a minimum of 6 months from the RFP to the Due Date?

The Government will consider extending the proposal response time.

However, the final determination will be specified in the Request for

Propsal (RFP).

2 Industry Day The targeted Proposal Due Date is Nov 2019 and the targeted Award Date is Nov 2020. This will require the contractor to hold the price proposal for 1 year.

Q. Can the government change this to a maximum of

6 months?

Proposal validity period will be specified in the RFP.

3 Industry Day The targeted Mobilization Period is 90 days after contract award. Contractor will require more time to mobilize since there are many new services to be performed.

Q. Can the government change the mobilization period to 150 days?

The Government will consider revising the mobilization period to 120 days. However, the final determination will be specified in the RFP.

4 Draft PWS 21 of 44 0100000 ‐

General

Information

2.8.3 Passes and Badges ‐ Informational note: Per MCASO

5500.2, the process takes about three weeks.

Q. Does this apply to all foreign nationals that can enter US Government Bases? If there are delays, can the government expedite the approval process?

Non‐SOFA status contractors (Japanese and U.S. contractors) shall submit requests for installation access to the FEAD office 20 business days prior to the scheduled arrival. Non‐SOFA status contractors (Third

Country National contractors) shall submit requests for installation access to the FEAD office 45 business days prior to the scheduled arrival.

7 Industry Day

Due date for submitting questions?

Due date for submitting questions is close of business on 6 September

2019. Questions shall be submitted in writing to the contract specialist, Mr. Joshua Kaimikaua, at Joshua.Kaimikaua@fe.navy.mil.

8 Industry Day Slides used today available on FBO?

Yes, please see the Attachment 5 Industry Day Presentation.

9 Industry Day List of attendees available on FBO?

Yes, please see the Attachment 6 Industry Day Attendees.

10 Industry Day When will RFI responses be listed on FBO?

On or around 20 September 2019.

11 Industry Day

Can the Government provide a list of existing contracts (Contract number, contractor, value, etc.)

1. Contract N40084‐16‐D‐5401 Housing Maintenance Services at MCAS, Iwakuni, Japan was awarded to Koyo Giken Ltd on 23 March 2016 in the amount of $1,983,700.00 for the base period.

2. Contract N40084‐15‐D‐5401 HVAC System Maintenance, Testing, Repair, and Installation Services at MCAS Iwakuni, Japan was awarded to American Engineering Corporation on 25 March 2015 in the amount of $670,621.00 for the base period.

3. Contract N40084‐15‐P‐5400 Kitchen Exhaust Systems Cleaning and

Component Maintenance/Repair Services at MCAS Iwakuni, Japan was awarded to Yupa Corporation on 30 October 2014 in the amount of

$97,937.45 for the base period.

4. Contract N40084‐15‐D‐5404 Fire Protection Maintenance, Testing, Repair and Installation Services at MCAS Iwakuni, Japan was awarded to Tobu Bosai Co. Ltd. on 14 September 2015 in the amount of

$1,162,153.00 for the base period.

5. N40084‐18‐D‐5402 Base Wide Custodial Services at MCAS Iwakuni, Japan was awarded to Total City Building Management, Co., Ltd. on 30

October 2017 in the amount of $3,284,693.29 for the entire contract amount.

6. N40084‐19‐D‐5400 Grounds Maintenance Services at MCAS Iwakuni, Japan was awarded to Koyo Giken Ltd. on 28 February 2019 in the amount of $834,750.68 for the base period.

12 Industry Day Does the Government anticipate awarding to a self‐ perform Contractor, or a Contractor with subcontracting?

No preference.

13 Industry Day Magnitude of the contract?

The magnitude will be stated on the solicitation notice.

14 Industry Day

Why limited Annexes?

Annex and Sub Annexes were utilized to incorporate all services required for this BOSC.

15 Industry Day

Why 5 years vice 8 years?

It is anticipated that MCAS Iwakuni base will be transitioning and going through a build up during the duration of the BOSC. Therefore, it was determined that keeping the period of performance shorter will allow the follow on contract to accurately reflect the needs of the base after the build up is complete.

ATTACHMENT 4

Question

No.

Reference Type

(PWS, Solicitation or General)

Reference Question Government Response

SOLICITATION N40084‐19‐R‐0054, IWAKUNI BOSC INDUSTRY DAY QUESTIONS AND RESPONSES

16 Industry Day

Why not Cost + contract?

Per FAR 16.202‐2, a firm fixed price (FFP) contract was determined to be most suitable as the requirement includes definite functional/detailed specifications. Also, because the PWS also includes requirements that the Government cannot predetermine, above a specified minimum, the precise quantities of supplies or services during the contract period, a combination FFP Indefinite Delivery Indefinite Quantity contract was determined to be most beneficial.

17 Industry Day

Why 1 year for Government to award a contract?

In reviewing the award period of previously awarded BOS contracts, one year was determined to be most appropriate when considering the award process including discussions.

18 Industry Day Mobilization period 90 days too short (multiple firms)

See Question 3 response.

19 Industry Day Proposal preparation period 60 days too short

(multiple firms) – finding JV partners/subcontractors, SAM, Contractor registration in Japan, reading PWS/RFP (new requirements and many changes from the existing services), preparation of high quality proposal package.

See Question 1 response.

20 Industry Day Phase‐in period for existing contracts not clear

See Question 3 response.

21 Industry Day Existing contracts – same exact requirements be rolled into BOSC?

Existing and New requirements are planned to be included in this

BOSC.

22 Industry Day

Teaming Agreement required for subcontracting?

Yes, teaming agreement will be required for subcontractors. The RFP will provide the provisions/conditions regarding the teaming agreement.

23 Industry Day

Difference between JV and Partnership not clear

Joint Venture is a business formed by two or more than two persons for a limited period and for a specific purpose. Partnership is a legal form of an ongoing business arrangement where two or more persons agree to carry on business and are jointly responsible for the activities of the partnership.

24 Industry Day

Experience restricted in Japan?

No, experience is not limited to Japan. However, experience in Japan may be considered more favorably. The RFP will provide the provisions/conditions regarding how experience will be evaluated.

25 Industry Day

Subcontractor’s past performance will be considered?

Yes, the RFP will provide the provisions/conditions regarding the use of a subcontractor's past performance.

26 Industry Day

JV partners past performance will be considered for combined or separate “relevant” project.

If the Offeror is a Joint Venture (JV), relevant project experience should be submitted for projects completed by the Joint Venture entity. If the

Joint Venture does not have shared experience, projects may be submitted for the Joint Venture members.

27 Industry Day How will JV partner experience be evaluated?

See Question 26 response.

28 Draft PWS Contractor’s parking space and work areas available on base?

Deferred. Response to this question to be provided at a later date.

29 Draft PWS Maintenance work of equipment will be on base only? (service required only on “installed” equipment)

Services will be required for equipment as indicated in the RFP

Inventory List.

30 Draft PWS Maintenance of equipment must be performed by the original manufacturer?

All maintenance of equipment requirements are as specificied in the

RFP.

31 Draft PWS Licensing requirements – US equivalent licenses acceptable to the Government?

Licensing requirements vary and are specified in the RFP

32 Industry Day Escorting / Base Access (DBIDS) concerns (PMO) considered in timelines

See Question 3 response.

33 Industry Day

Bonding requirements concerns for low‐debt contractors

The Government does not anticipate including bonding requirements for this contract. However, this will be specified in the RFP.

34 Industry Day

Can we become a subcontractor in the middle of contract period if not part of the initial subcontracting/teaming agreement?

Yes, proposed substitutes should have comparable qualifications to those of the persons being replaced. Requirements for substitution of personnel will be specified in the RFP.

35 Industry Day

Where should the contractor discuss firm’s total experience outside the relevant projects?

Only experience for relevant projects will be considered in Factor 3, Experience.

All other information provided must be in accordance with the RFP submission requirements and basis of evaluation for each factor.

36 Industry Day

Is price really going to be the least significant factor?

The significance of price in the overall evaluation will be specified in the RFP.

37 Draft PWS Why is the emergency call threshold $2,500 and urgent and routine are $3,500? (facilities)

Thresholds were determined by to be in the best interest of the

Government to meet the needs of the installation.

38 Draft PWS Can the ELINS be structured to include multiple

COLS subject to availability of funds? (facilities)

The Exhibit Line Item Number (ELIN) structure will be stated in the RFP.

39 Industry Day The Proposal due November 2019 is too early for us to prepare our proposal. We would appreciate it if you would extend the due.

See Question 1 response.

40 Industry Day Future BOSC contains 21 locations (eg. Airfield runway maintenance, etc.) . Is there any possibility to separate the contracts into several groups of similar locations?

Since we have much experience in machinery and electric equipment (such as Aircraft hangar bay doors, Autodoors, Generator, WHE, Sewage pumps, PV, Boilers and Watergate), if you could separate the contracts, we will be able to perform well with competitive price. This will contribute to the maximum performance of the BOSC in total.

No, the purpose of the BOSC is to consolidate all of the service requirements into one contract.

41 Industry Day We would appreciate it if you would kindly give us answer for our question of the name of the existing contractors of each contract in the 21 locations which we asked in the Iwakuni Industry day on

August 22, at your earliest convenience. Since we are a newcomer, the information is critical to prepare our project organization and our proposal.

See Question 11 response.

42 Industry Day We would appreciate it if you would give us information of the following:

‐ actual contract amount for each 21 location of last

3 years

‐ budgetary price (for each 21 location, if possible)

In order to enable us, a newcomer, to enter into the new BOSC and to make competitive proposals, to know the information above is very important.

See Question 11 response.

43 PWS

Section M

6 (3) Factor 3, Experience

Please kindly advise us even if the offerer does not have experience of contract of more than USD 10

Million a year/contract of facilities support services, they will not be rejected from the bid.

The proposal will need to meet the requirements of the solicitation in order to be considered for award.

44 PWS

Section M

6 (3) Factor 3, Experience

Please kindly advise us if the past contract amount of facilities support services is less than USD 10

Million a year/contract , how much influence on the evaluation will be.

The proposal will need to meet the requirements of the solicitation in order to be considered for award.

45 PWS

Section M

6 (3) Factor 3, Experience

Please kindly advise us if the Statement of Interest

Questionnaire we submitted on July 2018 will be considered in the evaluation of this BOS contract.

The Statement includes our recent experience of various functions corresponding to the functions of this BOS contract.

No, only the proposal submitted in response to the solicitation will be considered.

46 General After submission of proposals scheduled on

November 2019, please kindly advise us if the awardee will be decided without bid, or there will be a bid to decide the awardee.

Award will be made in accordance with the terms as specified in the

RFP.

47 PWS (Section C

0100000 General

Administration))

2 1 1.1 Please advise us whether or not we could have multiple project managers to cover all the requirements under Annex 14 Housing , Annex 15

Facility Support and Annex 16 Utilities, since the nature of the services to be provided for each category is very different from others and we do not have a prospective person to assume the project manager who is familiar with the full range of the requirements from technical/engineering aspects. .

Yes. See Annex 2 Spec Item 2.7.1.1

48 PWS 30 of 38 ANNEX

1502000

Spec Item

3.3.2

WHE

Training and Licensing Requirements

The PWS states that the Government will provide a

Government Inspector.

Will the government also provide the inspector for the initial Maintenance Inspection and provide the

Repair Order for Repairs to the equipment or will this be required by the contractor?

The Contractor shall prepare and operate Facility Weight Handling

Equipment (WHE) to support certification. A "qualified" contractor shall be provided prior to start of work.

49 PWS 30 of 38 ANNEX

1502000

Spec Item

3.3.2

WHE

Training and Licensing Requirements

IAW the NAVFAC P‐307, all personnel performing

Operations, Maintenance, Inspection and Testing of cranes be qualified in accordance with the NAVFAC

P‐307.

Will the government provide the required training to the contractor or will the contractor be required to obtain the required training prior to the start of the contract?

The Contractor shall prepare and operate Facility WHE to support certification. A "qualified" contractor shall be provided prior to start of work.

50 PWS 30 of 38 ANNEX

1502000

Spec Item

3.3.2

WHE

Training and Licensing Requirements

IAW the NAVFAC P‐307 a license is required for the operators and mechanics of building cranes with a capacity in excess of 20,000 lbs.

Will the government license the contractor’s personnel, or will the contactor be required to have a Certifying Official approved licensing program so that they may license their own personnel?

The Contractor shall prepare and operate Facility WHE to support certification. A "qualified" contractor shall be provided prior to start of work.

51 PWS 1 thru 19 of 19

ANNEX

1502000

Spec Item

3.3.2

WHE

J‐1502000‐01

K

MCAS Iwakuni also has Mobile Cranes and a Portal

Crane on the pier which are not listed in the attachment.

Will the contractor also be required to maintain these cranes?

No.

52 PWS 30 of 38 ANNEX

1502000

Spec Item

3.3.2

WHE

Administrative Requirements.

The NAVFAC P‐307 requires tailored forms for the maintenance, inspection and testing of the cranes.

i.e. Lubrication Charts, Inspection Check List, Specification Data, Load Test Procedures, etc.

Does the government have the forms, or will the contractor be required to fabricate the forms for each crane?

Deferred. Response to this question to be provided at a later date.

53 PWS 30 of 38 ANNEX

1502000

Spec Item

3.3.2

WHE

Rigging Equipment

The NAVFAC P‐307 requires all rigging gear used for the testing of cranes to be certified in accordance with Chapter 14.

Will the government provide the certified rigging gear, or will the contractor be required to maintain a rigging program for the equipment used in the testing and inspection of the cranes?

Deferred. Response to this question to be provided at a later date.

54 PWS 30 of 38 ANNEX

1502000

Spec Item

3.3.2

WHE

Crane Trackage

IAW the NAVFAC P‐307, all cranes with trackage are to be certified in accordance with NAVFAC 11230.1 which details specific training requirements for the inspector.

Will the government provide the required training, or will the contractor be required to obtain the required training?

Deferred. Response to this question to be provided at a later date.

55 PWS 30 of 38 ANNEX

1502000

Spec Item

3.3.2

WHE

Test Weights

The NAVFAC P‐307 requires certified test weights to be utilized in the testing of the cranes.

Will the government provide the certified test weights, or will this be a requirement of the contractor to provide them?

Deferred. Response to this question to be provided at a later date.

56 PWS 19 of 38, ANNEX

1502000, Spec Item

3.2.5

Fire Drill Pit

Section J‐

1502000‐01‐

H

Is the Fire Fighter Training Tower Bldg 119 TT to be included in the Maintenance and Repair of Fire

Protection Systems in addition to the firefighting simulator?

Deferred. Response to this question to be provided at a later date.

57 PWS 2 of 5 ANNEX

0100000

Spec Item 1.2

Project

Location

Is the government going to either provide the annual inspection schedules to include what items/areas require inspections for items (2) Aircraft

Hangar Doors,(3) Auto Doors, (7) DoDEA

Schools & Maintenance, (8) Auxillary Generators,

(10) Lightning Arrestors, (11) Locksmith Services, (13)

WHE, (14) Sewage Pumps and Lift Stations, (15)

Small Boilers & Associated Fuel Tanks, (16)

Photovoltaic Systems & Solar Water Heating

Systems, (17) UPS Systems, (18) Storm Drainage

Water Gates, (20) Backflow Prevention Devices and

(21) Swimming Pools listed under the description of work? If the answer is no, then is the government going to provide all the OEMs’ so that the contractor can understand the requirements of each category and prepare their own inspection schedules and checklist? What certifications are required by the Government to perform these requirements?

Deferred. Response to this question to be provided at a later date.

58 PWS 23 of 38 ANNEX

1502000, 3.2.13

Locksmith

How many safes which could require combination changes are in areas which do not allow foreign national access?

Deferred. Response to this question to be provided at a later date.

59 Solicitation Per presentation at the BOSC Industry Day, Proposal

Due is in November 2019, and Target Award is in

November 2020. The proposal review period is too long. Please shorten the period.

See Question 17 response.

60 Industry Day

22 Aug 2019

Please provide the Government's presentation slide deck.

1.1The Government announced the following

Timeline:

•Aug 2019: Dra Solicita on (Done)

•Aug 2019: Industry Day (Done) •06 Sep 2019: Ques ons Due

•20 Sep 2019 +/‐: Answers Provided •Sep 2019: Solicita on / Site Visit

•Nov 2019: Proposals Due

•Nov 2020: Target Award •Nov 2020: Start Mobiliza on

•Feb 2021: Start New Services (+90 days a er

Award)

•May 2021: Phase‐In Exis ng Contracted Services

See Question 8 response.

61 Industry Day

22 Aug 2019

The Government announced the following timeline:

•Aug 2019: Dra Solicita on (Done)

•Aug 2019: Industry Day (Done) •06 Sep 2019: Ques ons Due

•20 Sep 2019 +/‐: Answers Provided •Sep 2019: Solicita on

•Nov 2019: Proposals Due

Because of the extremely short timeframes between the Sources Sought Announcement and the Industry

Day as well as the upcoming Solicitation announcement and the suggested due date (not to mention time needed for a comprehensive site visit during this period) , we request an extension of either the release of the RFP by or the time given to submit by 8 weeks.

See Question 1 response.

62 General Why are the Annexes limited to only 4? See Question 14 response.

63 General Why is the Contract Type FFP+IDIQ and not Cost‐

Plus?

See Question 16 response.

64 General Previous iterations of the Sources Sought for ths contractr indicated an 8‐year period of performance.

Why the reduction down to only 5 years?

See Question 15 response.

65 General Will you provide details on the number of MLC personnel used ( annual labor hrs. ) for the maintenance tasks which are currently executed by those personnel

The MLC labor force is currently not executing the same level of work as the PWS. The offeror shall provide a proposal based on the requirements as stated in the PWS.

66 General There are 6 current contracts that have differing

Periods of Performance and start/end dates. Will the Govt provide the current contracts / values?

See Question 11 response.

67 General Please indicate specifically how each of the 6 existing contracts that will fall under the new BOS

SOW's will differ from the exiting 6 contracts.

Deferred. Response to this question to be provided at a later date.

68 General Will past performance from outside of Japan be acceptable ?

See Question 24 response.

69 Section C ‐

Rigging Gear

29 of 44 200000 2.9.4.2 EM385‐1‐1 prohibits access to a roof directly from a manlift therefore if there is no accessway to the roof like a hatch, scaffolding stairs have to be provided and if equipment on the roof is too close to the roof edge, fall protection must be provided. Please list the buildings which have equipment on the roof without proper access to the roof, and also list the distance of equipment from the roof edge.”

Deferred. Response to this question to be provided at a later date.

PWS 78‐79 C 3.2.4

What type of Fire Protection Systems specifically apply to this contract requirement for Fire

Protection Maintenance?

For example, such as for Fire Detec on and Alarm

Systems, Wet Pipe Sprinkler Systems, Emergency

Lightning Systems and Egress Marking Systems.

If the maintenance is conducted based on UFC standard, would all tasks items described in UFC be the task requirement? Are there any other systems to be incorporated in the contract, such as fire ex nguishers? Would such as inventory information be provided?

Deferred. Response to this question to be provided at a later date.

PWS

74‐75 and

78‐81

C

3.2 and

3.2.4, 3.2.4.1

Most of the PF systems installed at MCAS, such as

Fire Protection System, are made in Japan and do not fully meet U.S. standards.

However, if maintenance is carried out in accordance with U.S. standards, how does that work

Please refer to specific Fire Protection Systems listed in Section J of the

RFP. Contractor is required to notify government in writing of specific equipment discovered as not within standards.

PWS 78‐79 C 3.2.4

If the requirements of the inspection are not practical for the specific buildings or facility due to the situation of the operation status, can we submit recommendation to the government and request for a modification of SOW. For example, it is not practical to actually discharge foam of each foam nozzles throughout the entire building to verify the foam release range for the test of Foam Sprinkler

Systems. That being said, would it be acceptable to propose a more practical foam discharge test?

Please refer to specific Fire Protection Systems listed in Section J of the

RFP. Contractor is required to notify government in writing of specific equipment testing requirement changes recomended.

General 22‐23 C 2.7.1‐2.7.1.3

What would the required structure be for SSHO, QCR and DR we do understand at the prime level these are dedicated personnel how would that apply to subcontractors. Would each site need a dedicated

SSHO , QCR or can those be shared resources like a supervisor who perform maintenance tasks and takes care of safety , quality, etc.

Deferred. Response to this question to be provided at a later date.

PWS

and

1123‐

C and

J

3.2.5 and

[1502000‐01‐H]

Fire drill pit does not fall under the task in UFC.

What standards and regulations do we need to follow for the maintenance?

Are 119CT and 119TT subject to be in "Fire Drill Pit"?

If so, would the inventory information for the systems and the relevant buildings be provided in advance?

Deferred. Response to this question to be provided at a later date.

PWS

78‐79 and

1043‐

C and

J

3.2.4 and

[1502000‐01‐G]

What standards and regulations do we need to follow for the maintenance for fire hydrant systems?

As per the provided inventory information, there are several equipment noted as "Failed".

Are they repaired and in a normal condition?

Deferred. Response to this question to be provided at a later date.

PWS

74‐75 and

78‐79

C

3.2 and

3.2.4

Is the emergency water supply pump in the utilities pump house controlled by the

Utilities Branch subject to the contract?

Deferred. Response to this question to be provided at a later date.

General

What type of deliverable format would be used for submittals such as inspection report? Are the templates for checklist and report provided to us?

Deliverables Form Preparation Instructions are provided in section F and past samples are provided in Section J. Government will provide additiional SAMPLES after award if available.

General 25‐29 C 2.8.3‐2.8.7

For access to the buildings in the restricted areas such as Flight Line, how much authority would we have? For example, is it possible for us to possess

CAC card to access flight line from the turnstile or vehicle gates?

Deferred. Response to this question to be provided at a later date.

PWS 78‐81 C 3.2.4‐3.2.5

Will the test equipment and devices used to inspect the FP systems by the Japanese Fire Protection Law be acceptable? Should we use foreign‐made equipment or devices to test foreign‐made systems to comply its standards?

Deferred. Response to this question to be provided at a later date.

PWS 78‐81 C 3.2.4‐3.2.5

For the specific tasks which need assistances from the Facilities and Power Substation, are we be able to get support from them or do we need to provide

SME personnel?

Required support from the government shall be identified and coordinated with the Contracting Officer/Contracting Officer

Representative.

PWS

74‐75 and

78‐81

C

3.2 and

3.2.4, 3.2.5

How should we deal with the replacement expiration term recommended by the prospective manufacturer for existing systems? There is no legal binding force, but should we need to comply the manufacturer recommendation? Is it mandatory to replace the parts/equipment when the recommendation term is expired even if the systems/equipment are in a perfectly normal condition?

Deferred. Response to this question to be provided at a later date.

PWS 78‐81 C 3.2.4‐3.2.5

Is there any requirement for ensuring the inventory?

For example do we need to preserve extra parts/equipment to the certain standard level as inventory?

Deferred. Response to this question to be provided at a later date.

PWS 78‐79 C 3.2.4

Would the fuel for the engine driven sprinkler systems be provide by the government? If the contractor is to provide the fuel outside of the installation, what regulation should we follow?

Deferred. Response to this question to be provided at a later date.

PWS 966‐1042 J [1502000‐01‐G]

As far as the provided information is concerned, there are is inventory information for the buildings relating to POL, Clinic, Town House (two story house) which is currently not under surveillance for fire alarm network. Will the building equipment lists and related data be provided for the maintenance if these buildings are to be included in the contract.

Deferred. Response to this question to be provided at a later date.

PWS 78‐81 C 3.2.4‐3.2.4.1

The installed dates of the systems for each building subject to the maintenance differ in time. On the first year of the contract, would ITM frequency comply with the order of the installed dates?

Maintenance is accomplished in accordance with the Contractor’s

Preventative Maintenance (PM) program and work schedule.

PM is performed in accordance with manufacturers’ recommended procedures and OEM standards.

PWS 78‐81 C 3.2.4‐3.2.4.1

Understood that this is a 5 year contract. For cases where inspection maintenance frequency ranges exceed 5 years or 10 years, how should we deal with this?

As required in accordance with the OEM standards and available historical information.