NIHOD2018G02_Amendment_0002_Questions_and_answers_Part_2.docx

This Amendment 0002 is for Questions and answers?

Question #1 With this being a fixed priced contract, how is payment structure. Is the fixed price submitted paid on a weekly, monthly, or annual basis?

Answer #2 Paid on monthly invoices; once repairs are made invoices come in we process and submit payment.

Question #2 It is understood that preventative maintenance is required to be covered in the fixed price, but I noticed in the specs when maintenance occurs, the contractor is required to provide an overview of the work performed, the hours, the rate, etc. (PDF page 7 and 8) Does this mean for any maintenance the Contractor charges the invoiced rate of wherever the vehicle is brought for service?

Answer #2 On Preventive maintenance repairs are performed and invoiced, on un-scheduled maintenance we receive an estimate pricing for parts and labor. Then we coordinate with the I/C who owns the vehicle of upcoming charges and then approve repairs.

Question #3 Does the fixed price provided cover all required repairs to the vehicles both preventative maintenance and unscheduled repairs? For example if one of your fleet vehicles transmission fails and needs to be replaced, is that circumstance invoiced as a separate expense, or is any potential repair circumstance expected to be paid out of the pocket of the Contractor, and the Contractor has to hope the annual costs of all of the repairs does not exceed there yearly contract price.

Answer #3:

Unscheduled repairs is separate, once estimates are provided we coordinate with I/C who then determines if cost is beneficial or if the vehicle is too old and repairs exceed the operational expectancy then they may opt to surplus the vehicle…no repair.

Question #4:

If the NIH vehicles are involved in an accident, is the contractor expected to repair the vehicles at no additional cost, other than the "fixed price" they will receive throgh the contract? If this is the case, it makes more sense to bid this job with an "hourly labor rate" since it is too risky to put a fixed price together to cover any potential maintenance circumstance.

Answer #4:

If a NIH government vehicle is in an accident, then it has to go through the NIH Police litigation; to find out who is at fault. Many variables; contractor will only get paid if we authorize any repairs once Fault has been determine or if a private insurance is involving a none government vehicle who is at fault. Then we still pay the contractor and receive insurance payment once invoices are finalized.

Question #5:

My assumption is that the "fixed price" you are asking for in the bid covers all transportation of the vehicles, and anything included in the manufactures preventative maintenance schedule. any other unscheduled maintenance will be invoiced to the NIH, and paid as an additional expense no included in the "fixed price" fee given. Is this correct?

Answer #5:

Yes