Contractor Questions Government Responses 0002- WNC FY26.pdf

Questions/Responses Solicitation 36C78626Q50012

Irrigation System Management, Willamette National Cemetery

1. Question: Could you please confirm whether this is a new requirement?

Response: No, the cemetery has a contractor providing irrigation management services.

2. Question: If not, we kindly request the incumbent contractor’s name and the previous contract number.

Response: Contractor: Irrigation Management Systems, Inc. Contract number 36C78621D0056.

3. Question: Are there any notable changes to the scope of work compared to the prior award.

Response: The specific tasks in Part 4 of the Performance Work Statement generally match the tasks in the Statement of Work from the prior award. Notable changes would be the Performance Requirement Summary and the Deliverables Schedule in Technical Exhibits number 1 and 2.

4. Question: Confirmation of the exact location(s) and acreage covered under the contract

Response: 11800 SE Mt. Scott Blvd, Portland, OR 97086. There are 270 turf acres.

5. Question: Anticipated contract start date and base year period of performance

Response: 2/1/2026-1/31/2027

6. Frequency and scope of required irrigation services

Response: Refer to Part 4 – Specific Tasks; and Technical Exhibit 1 - Performance Requirements Summary

7. Whether a site visit is planned or recommended?

Response: Recommended but not required. The cemetery would support a site visit if asked.

8. Any additional documents or technical exhibits associated with the PWS

Response: Technical exhibits 1-4 are the only attachments.

9. Question: Please clarify how frequently, in prior contract periods, the Contracting Officer’s Representative (COR) has exercised the requirement for a minimum of two

(2) hours of on-site physical presence per business day during the months of June, July, August, and September.

Response: See PWS 4.2.8 for requirement. Historic average has been up to 1x/week.

10. Question: Has the cemetery historically required on-site presence exceeding two

(2) hours per business day during peak irrigation months? If so, under what operational conditions (e.g., system failures, drought response)

Response: Yes. A system failure, e.g. loss of communication.

11. Question: In the event that actual on-site labor requirements materially exceed those outlined in Technical Exhibit 3 (Estimated Workload Data), is there a contractual mechanism to revisit staffing expectations on pricing under the firm fixed-price structure? during peak irrigation months?

Response: This is a firm-fixed price contract

12. Question: Please provide the approximate age and quantity of existing Maxicom system components, including Central Control Units (CCUs), field controllers, communication devices, decoders, and transmitters currently in operation.

Response: 5 – CCUs, 34 Controllers, 50 Decoders, no communication devices (system is 2-wire). Ages vary as components have been replaced over time.

13. Question: Are any existing Maxicom components considered end-of-life or no longer supported by Rain Bird?

Response: No

14. Question: Within the past 12–24 months, has the cemetery experienced any systemic failures of the Maxicom system (e.g., communications outages, CCU failures, weather station failures, database corruption)? If so, how were these incidents resolved?

Response: Yes. Repairs were completed by contracted vendor.

15. Question: When Maxicom components fail and replacement parts are obsolete or unavailable, what is the Government’s standard process for resolution?

Response: Reference PWS 4.2.11 and 4.2.13.

16. Question: Does the Contractor have the authority to recommend and/or implement component substitutions, partial modernization, or functional equivalents when legacy components fail, or is the Contractor limited to reporting recommendations only?

Response: Implementing solutions as stated above is allowable.

17. Question: Are CCU chip upgrades, firmware updates, or other system upgrades anticipated during the base year?

Response: Unknown, but low likelihood, also, refer to PWS 4.2.13.

18. Question: Please clarify how the Government differentiates between contractor performance deficiencies and failures attributable to aging or legacy infrastructure when evaluating performance under the Quality Assurance Surveillance Plan

(QASP).

Response: Aging/obsolete infrastructure issues will be an element considered when evaluating contractor performance.

19. Question: If physical repairs are delayed due to availability of Government-provided repair personnel or parts procurement, how is contractor performance evaluated during the delay period?

Response: Delays directly attributed to government personnel or parts procurement issues, will not reflect negatively on the contractor.

20. Question: Are performance thresholds (e.g., response times, irrigation performance, overwatering tolerances) adjustable during periods of documented system outages or infrastructure failures beyond the Contractor’s reasonable control?

Response: Circumstances beyond the contractor’s reasonable control may be discussed between the contractor and contracting officer.

21 Question: Will the incoming Contractor be provided with a complete and current Maxicom database, configuration files, AutoCAD irrigation maps, flow sensor mappings, and system operating documentation at contract commencement?

Response: The incoming contractor will need to create and maintain the database, maps and file system.

22. Question: Will any transition period or structured knowledge transfer be provided from the incumbent service provider to the incoming Contractor?

Response: Incumbent provider is not obligated to share data they own.

Government team will provide knowledge regarding government-owned hardware.

23. Question: Are all Maxicom software licenses, user credentials, network access rights, and administrative permissions currently owned by the Government and transferable to the awarded Contractor?

Response: No. Those are not government-owned.

24. Question: Is the Government amenable to oƯerors explicitly pricing risk associated with the age and condition of the Maxicom system within their proposal?

Response: Pricing decisions are the oƯeror’s decisions. Also, refer to PWS 4.2.13.

25. Question: Has the Government evaluated or planned for long-term replacement or modernization of the Maxicom system during or after the period of performance, and how would such action impact the scope of this contract?

Response: Capital decisions are separate from operating/service decisions and should not be considered a factor in this offering.

26. Question: Are there any backflows that we would need to test or service? If so, how many and what kind, vaulted or not vaulted? Sizes if vaulted

Response: No

27. Question: Are all parts for repairs to be included in the price or are they charged as needed?

Response: Refer to PWS 4.2.13