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Solicitation No. SAQMMA15R0112 Facilities Operations and Maintenance Portsmouth New Hampshire
| Question # |
| Question |
| Response |
| Date |
| 1. |
| Is this a follow-on requirement? |
| Yes |
| July 22, 2015 |
| 2. |
| Can you please provide the incumbent contract number for this opportunity |
| SAQMMA09D0126 |
| July 22, 2015 |
| 3. |
| Can you provide the name of the incumbent current contractor? |
| Crockett Facilities Services. Inc. |
| July 22, 2015 |
| 4. |
| What is the current monthly price for each unit/janitorial services |
| This information will not be released |
| July 22, 2015 |
| 5. |
| The FBO website states that this was originally a Total Small Business Set Aside, and as of July 21 added the Set Aside heading as Competitive 8(a). |
Please confirm that this contract is set aside as a Competitive 8(a) procurement.
| Yes. The contract is set aside as competitive 8a |
| July 31, 2015 |
| 6. |
| Section L says that they are to be submitted, but Section C, EXHIBIT 1, paragraph 8.b says that they are to be submitted in accordance with “EXHIBIT 6”, which states that they are to be submitted within 10 days of award. Could you please clarify when the résumés are to be submitted. |
| Resumes are required as part of proposal submission for evaluation purposes. For section C references, resumes are required for contract performance. |
| July 31, 2015 |
| 7. |
| Executive Order 13495, “Nondisplacement of qualified workers under service contracts” requires that we retain qualified workers within the trades positions. While we can replace managers without violating this Executive Order, we cannot displace HVAC Mechanics, Electricians or General Maintenance Workers. Would the Government please clarify the résumé requirements, and which positions require submission. If any of the “protected” positions require résumé submission, could the Government please provide these résumés? |
| It is not the government’s intent to require offeror to propose replacement personnel. Resumes for required positions should be included in the proposal regardless whether they are incumbent employees, contingent hires or offeror employees. If offeror plans on hiring incumbent staff, it is up to the Offeror to contact the employee(s) of the incumbent. |
| July 31, 2015 |
| 8. |
| Transition to Maximo, SOW Pg. 86 - What is the timeframe for the transition to Maximo 7? And do you have an estimate when the mobile devices will be implemented? |
| Transition is within the calendar year. Mobile devices to be determined. |
| July 31, 2015 |
Is Management/Operational Plan referenced in the C.12 Building Tours paragraph, the same as the Building Operating Plan and Operational Requirements mentioned in Section C, Exhibit 6?
| 10. |
| C-3. Contractor Staffing and Acceptance for Basic Service. “One porter during all normal building occupant work hours in each of the buildings.” |
Are any of the Porters considered Key Personnel?
| 11. |
| Is the Project Manager considered Key Personnel? |
| As the solicitation states, a supervisor from corporate management is to be provided. |
9. Position Descriptions
a. Supervision
(1) General: The Contractor shall ensure that all on-site work required by this contract at the buildings is satisfactorily supervised by the corporate management. This continuous supervision shall be provided by the Contractor, while the on-site supervisors shall effectively provide supervision, receive notices, reports, or requests from the COR. All on-site supervisory employees must be able to read, write, and speak English. Government employees are not authorized to exercise either direct or indirect supervision over the Contractor’s employees.
July 31, 2015
| 12. |
| L-2 Resumes (a) “The offeror shall submit resumes for individuals that are management, supervisory and craft personnel who are expected to perform on the contract…” |
C-3. Contractor Staffing and Acceptance for Basic Service: B. “As a minimum, the following personnel shall be provided by the contractor, with the Key personnel specifically identified in their Technical Proposal: (3) Three-each Full-time Trades (Key Personnel) personnel, Custodial Supervisor (Key Personnel),…” Do you want resumes for all individuals in management, supervisor and craft positions? Or only the Key personnel identified in C-3? Do you want resumes for part-time personnel?
| Resumes for all trade staff, management and supervisor for custodial are required. |
| July 31, 2015 |
| 13. |
| L-3 Volume II Technical Proposal, What does the Government define as a “significant” subcontractor? Is it based on a percentage? Teaming partnership? Please clarify. |
| Significant refers to any subcontractor the proposing contractor is planning to utilize to provide a consistent role in the performance of the basic services of the contract. Examples include: landscaping subcontractor, pest control subcontractor, etc. |
| July 31, 2015 |
| 14. |
| B-12 Description of Services by CLIN |
Under C. the heading lists “Snow Removal”; however the text below C. only references Custodial, Pest Control, Recycling, Landscaping and Grounds Maintenance and Trash Removal as part of this monthly firm fixed-priced contract line item. Is the mention of the snow removal in error? If so, is the snow removal part of a reimbursable CLIN since snow events can vary year to year? Please provide historical data on previous snow events in a year.
Snow removal is part of the fixed price CLIN.
• Please review NOAA climatology data for regional snow history.
July 31, 2015
| 15. |
| RFP, Section M, page 48 of 49 subfactor I-5 |
Subfactor I-5 requests “The Offeror’s representative Job Hazard Analyses (JHA) for the tasks associated with the contract activities.” Will the contracting officer please define what is required in a “representative job hazard analysis”? Does the contracting officer want a sample form that will be filled out when the safety person onsite is performing a JHA? If the contracting officer is looking for a completed JHA, will the contracting office please specify the form the JHA should take and the data points required to be represented?
| The proposing contractor should have a concept as to the hazardous tasks involved with the maintenance of the facility they are proposing to provide services for. The JHA form can be found in Section C Exhibit E. The proposing contractor should develop preliminary JHA’s for their proposal based on their knowledge of the facility from the site tour and contractual tasks listed, after awarding, a submittal with refined JHA’s is expected. |
| July 31, 2015 |
| 16. |
| M-3 Technical Evaluation Factors, Comparable Experience |
Are the “Contractor’s Responsibilities” mentioned in the paragraph for Comparable Experience, the SOW requirements? Please clarify Is the Comparable Experience excluded from the page count?
| Comparable experience is for evaluation purposes. Section L has been revised to provide clarity. Proposal content on comparable experience is include in the page count. |
| July 31, 2015 |
| 17. |
| Section L.3 E. Past Performance (Tab 5) |
Since Past Performance is not included in the page count, would the Government consider making it Tab 6 at the end of the Volume for easier pagination?
| Past Performance information has been moved to Tab 6 to facilitate page count. See updated section L in Amendment 001. |
| July 31, 2015 |
| 18. |
| In Section M-3 under “Comparable Experience,” the Government states that “The Offeror will be evaluated on their past experience, within the past five (5) years from the date of this Solicitation, in furnishing services-as a minimum under one (1) Contract-that are comparable to those services described in this solicitation.” |
Can offerors assume the “Comparable Experience” discussion is a description of how past performance references will be evaluated in Factor E? Or, is “Comparable Experience” considered to be a separate discussion that should be included in some other location within the Technical Volume?
Section L has been modified in Amendment 1 to provide clarity.
Comparable experience is included in page count of the Technical Volume.
July 31, 2015
| 19. |
| In Section M-3(5.) Factor E-Past Performance, the Government states that past performance will be evaluated as it “relates to the size, scope, and complexity of the solicitation requirements.” |
a. Is it the Government’s intent that offerors should include a discussion of relevancy to the Statement of Work (SOW)? If so, can the Government please specify the specific SOW paragraphs that offerors should address when discussing relevancy?
b. If this is not a correct interpretation of relevancy, will the Government provide direction as to how offerors should demonstrate relevancy?
PAST PERFORMANCE
• The assessment of the Offeror’s past performance will be used as one means of evaluating the relative capability of the offeror and other competitors to meet the performance requirements of the proposed contract. Thus, an offeror with an exceptional record of meeting or surpassing performance standards contained in the performance work statement may receive a more favorable assessment than another whose record is acceptable, even though both may have otherwise equally acceptable proposals. Firms lacking relevant past performance history will not be evaluated favorably or unfavorably and shall receive a neutral evaluation for past performance. For this procurement, a neutral evaluation equates to satisfactory performance.
• Past performance that is technically relevant to this requirement will be more significant than other work the offeror has performed. Assessment of past performance will be a subjective assessment based on consideration of all relevant facts and circumstances. It will not be based on absolute standards of acceptable performance. The Government is seeking to determine whether the offeror has consistently demonstrated a commitment to customer satisfaction and timely delivery of quality goods and services at fair and reasonable prices.
July 31, 2015
| 20. |
| In Section L-3, Proposal Preparation Instructions, Volume II-Technical Proposal, the Government states, in part, that “Offerors shall include the following information with their proposal on those firms they have requested the submission of evaluation forms.” One item in this list is “Performance experience summary.” |
a. Will the Government please clarify what is meant by performance experience summary? What information is the Government requesting from offerors to meet this requirement?
| A summary of experience in applicable performance/functional areas. |
| July 31, 2015 |
| 21. |
| C-6 Service Calls C. Responses to Services Calls, Emergency Service Calls |
What does “respond to” mean in the Emergency Service Calls description? Does that mean that the Contractor will provide someone onsite of the problem within 5 minutes, or will a slightly longer time to get to the location be sufficient?
• Contractor shall be on site with in time stated.
• During Contractor work hours, the Contractor shall respond to emergency service calls within 5 minutes. For emergency service calls during other than Contractor work hours, the maximum response time shall not exceed 30 minutes.
July 31, 2015
| 22. |
| Does the current Quality Assurance Surveillance Plan apply the disincentives described in the RFP on the current project? |
| Yes |
| July 31, 2015 |
| 23. |
| Per the Criteria for Evaluating Performance (SOW pg. 101), How often does the Government currently require work to be re-performed or performed late after inspections? |
| • Whenever work is not performed correctly or performed late. |
| July 31, 2015 |
| 24. |
| Per the Criteria for Evaluating Performance (SOW pg. 101), Items 2 and 3 explain how re-performance of work will be required if an unsatisfactory inspection is received. Item #4 specifies “defective or incomplete performance is not normally subject to correction by re-performance or late performance. As such, the Contractor shall not expect permission to re-perform, perform late, or otherwise correct defective services merely to improve an existing inspection rating or avoid a reduction in the full monthly contract payment.” Please clarify the confusion as to when re-performance will be warranted and when a reduction in payment will be applied. |
| • At the sole election of the COR, and upon notification to the Contractor, the Contractor may be required to re-perform or perform late any or all defective work disclosed by Government inspection, including incomplete performance. Where the Government so elects, the Contractor shall be notified promptly after inspection that specified defective services must be re-performed or performed late, and completed within a reasonable time, as specified by the Government. In such cases, the Government shall re-inspect work designated for re-performance or late performance, and the Contractor may be held liable for any damages sustained by the Government including, for example, the costs associated with re-inspection. |
• Re-performance and the acceptance of re-performance (or late performance) will be determined by the CO or COR on an individual service work item basis. For preventive maintenance that yields an unsatisfactory inspection result, the Contractor shall have the opportunity to re-perform, if the re-performance is completed within the GSA PBS 5850 frequency guidelines.
• Except as otherwise provided by paragraphs above, the services required by this contract are such that defective or incomplete performance is not normally subject to correction by re-performance or late performance. As such, the Contractor shall not expect permission to re-perform, perform late, or otherwise correct defective services merely to improve an existing inspection rating or avoid a reduction in the full monthly contract payment.
July 31, 2015
| 25. |
| Per the Criteria for Evaluating Performance (SOW pg. 101) references the GSA PBS 5850 frequency guidelines. Please provide the GSA PBS 5850 frequency guidelines. |
| GSA 5850 will be provided post award. |
| July 31, 2015 |
| 26. |
| Would you please provide a copy of the current plans listed in the Section C, Exhibit 6, Milestone Chart for Contractor Deliverables? Including: |
• Contractor Emergency Plan
• Strike Contingency Plan
• Custodial Program Plan and Service Requirements
• Landscaping and Grounds Maintenance Plan
• Snow Removal Plan
• Joint Inspection Plan
• Pest Control Plan
• Hazardous Materials Spill Prevention and Clean Up Procedure
• Energy and Water Conservation Plan
| Offeror should submit these plans in their own format. |
| July 31, 2015 |
| 27. |
| Section C, Exhibit 6, Schedule of Submittal requires OSHA 300 Logs to be submitted quarterly. Please confirm that you want these Logs submitted quarterly after initial submittal? |
| As stated in the statement of work |
| July 31, 2015 |
| 28. |
| Please provide us full copy of the current contractor’s PWS and deduction schedules. If this request cannot be provided without a FOIA request, please let us know as soon as possible. |
| If available under FOIA you may pursue that option. |
| July 31, 2015 |
| 29. |
| When will the timestamp for each service call begin per C-6 SERVICE CALLS? How will each service call life cycle be documented? |
| Processing of Service Calls: The Government will receive and record all service calls during normal day shift hours and provide the Contractor with a service call work order. The Contractor shall be responsible for receiving and logging in all service calls submitted via voice or written request. During other than official work hours, service calls will be received by the Diplomatic Security Officer on duty and passed to the Contractor via radio or telephone. The Contractor shall develop a Service Call Log format to be provided to the COR on a weekly basis by close of business each Monday in addition to entering the data requirements into the CMMS system or MAXIMO as set forth in Section C Exhibit 3 MAXIMO. |
The contractor will need to supply phone numbers of those on standby.
July 31, 2015
| 30. |
| Please provide a list of specific rooms and areas, along with corresponding sf, which require custodial service per C-2 and C-21. |
| Please refer to section C.2 and C.21 |
| July 31, 2015 |
| 31. |
| What is the frequency of window cleaning as required in C-21.19? |
| Industry or locality standard frequency or as-needed if windows become excessively dirty. |
| July 31, 2015 |
| 32. |
| Are we required to clean underneath raised flooring found in Visa building? If so, what is the frequency for the service? |
| No |
| July 31, 2015 |
| 33. |
| What is the frequency for grease trap and vent hoods cleaning in the Visa building? |
| Grease trap is no longer in use. No vent hoods. |
July 31, 2015
| 34. |
| Is the FFP contract performance subject to minimum man-hour requirements other than specific key employees? Will the contract modification increase or decrease our contract FFP? |
| • Contractor’s FFP for basic services include staffing and requires all staff to be on site as submitted by the contractor in their bid. |
• It would depend on what the Modification is.
July 31, 2015
| 35. |
| If all trade related services are FFP, how will the government determine missed staffing when minimum staffing hours are not part of schedule B? What is the government’s basis for the deduction methodology of deducting 2 times the hourly rate? |
| • They are part of schedule B as basic service, and as submitted in the proposal. |
• That is the rate the government feels is appropriate.
July 31, 2015
| 36. |
| If occupant work timeframes vary from season to season, will service calls provided to the contractor outside of normal occupant work hours require response IAW specifications? If so, how? |
| • Contractor will respond to all services calls as stated in the contract. |
| July 31, 2015 |
| 37. |
| Since all DoS employees may initiate a service call of any kind, how will the COR validate the service call prior to contractor action? Paragraph B requires the COR to receive and record all service calls during normal day shift hours. Question: What are normal day shift hours? Will this process include 6 work days per week? How will the contractor be informed of service calls during non-day shift hours? When does the clock time begin for performance response and how is it recorded/ documented? |
| As soon as call is received. See answer provided above. |
| July 31, 2015 |
| 38. |
| What are the contractor work hours as reference in C-6.C Responses to Service Calls? |
| • C-4. OCCUPANT WORK HOURS: |
Official working hours of facility occupants are as follows:
NPC: 5:00 am to 12:30 am each day Monday through Saturday NVC: 6:30 a.m. until 12:30 a.m. each day; Monday through Saturday Consular Affairs Building: 6:30 a.m. until 12:30 a.m. each day; Monday through Saturday July 31, 2015
| 39. |
| Are janitorial services only provided during Mon-Fri between the hours of 4p-12p as per C-21. CUSTODIAL PERFORMANCE STANDARDS)? What time of day will the government inspect janitorial services and will the inspections be joint inspections with the contractor’s janitorial supervisor? |
| The cleaning of occupied space shall be performed Monday through Friday during the hours between 4:00 pm and 12:00 pm. Cleaning operations which cannot be performed while the areas are occupied (such as stripping and waxing) must be scheduled for unoccupied hours. |
1. Areas open only during the day shift shall be cleaned Monday thru Friday during occupied hours. These areas are:
a) At the NVC- the DoS Suite, managers offices, IT, telephone rooms, Facilities Management Office, and the Building Mechanics Office.
(b) At the CAB – The executive offices and the Systems areas. Managers offices, IT and telephone rooms and Building managers office.
(c) At the NPC- DS suite the Prism Room, TDT office, HR suite, Systems office, Book print, Building Managers Office, and the Vault.
2. Areas which must be cleaned outside of occupied work hours are:
(a) At the CAB – Telephone inquiry area
(b) At the NPC – Customer Service area July 31, 2015
| 40. |
| What is the frequency associated with C-21.C.4 Entrances, Lobbies, and Corridors? Does the government expect a constant clean environment? |
| Entrances, Lobbies, and Corridors: Floor surfaces shall be maintained to be clean and free of trash/debris or foreign matter on a daily basis. Dirt, dust debris or soil substances shall not be left in corners, on baseboards, thresholds, behind doors, under furniture, or other obvious areas. The floor surface shall be slip resistant. Carpet areas shall be vacuumed at a frequency required to be clean and to appear clean, without obvious spots, dirt, dust debris, and spillages. Spot cleaning shall be performed as needed to prevent the possibility of permanent stain or damage. The Contractor, when spot cleaning, shall blend the adjacent areas of the carpet with the surrounding areas. The Contractor shall provide rugs at the building entrances and have them replaced and/or cleaned at least weekly. The amount and type of rugs will vary depending on season. |
| July 31, 2015 |
| 41. |
| Define “negligence” as mentioned in C-21.C.14 Room Cleaning. |
| To neglect, literally "not to pick up something") is a failure to exercise the care that a reasonably prudent person would exercise in like circumstances |
| July 31, 2015 |
| 42. |
| Define frequency of mechanical power sweeping per C-23.C.1-2. |
| Mechanical power sweep and/or clean all parking lot areas, catch basins, roadways and entrances, as needed. |
| July 31, 2015 |
| 43. |
| Please define the frequency of “bi-weekly” per C-23.C.14 Fall Clean Up. |
| Every two weeks |
| July 31, 2015 |
| 44. |
| Define limits and expectations per C-23.C.15 Tree, Bush, and Shrub Replacement. Define the word “unsightly”. Please quantify/qualify the word “damaged”. |
| • Tree, Bush, and Shrub Replacement: Trees, bushes, and shrubs which die or become unsightly or damaged shall be replaced at the Contractor’s expense. |
• distasteful or unpleasant to look at July 31, 2015
| 45. |
| Define limits and expectations per C-23.C.16 Indoor Plants. Define the word “unsightly”. |
| • distasteful or unpleasant to look at |
| July 31, 2015 |
| 46. |
| Define limits and expectations per C-23.C.17 Outdoor Plants. Define the word “unsightly”. |
| • distasteful or unpleasant to look at |
• Outdoor Plants: The Contractor shall provide and maintain plants approved by the government in outdoor planters and front mulched areas of both buildings during the spring, summer and fall. Plants native to the region that form dense clumps to minimize weed growth and require minimal watering shall be given preference. Maintenance shall include but shall not be limited to watering, fertilizing, pest control, and pruning. Plants that die or become unsightly shall be replaced with plants approved by the government at the Contractor’s expense.
July 31, 2015
| 47. |
| Explain why the government will not provide credit for partial and substantial performance. Define the allowable rework timeframe per task. |
| • Because the work was not performed as required. A partial job is not a completed job. |
• If PM is weekly there will not be an allowable rework, a deduction will automatically be taken.
• If PM is monthly or above contractor must complete within that timeframe.
July 31, 2015
| 48. |
| Please define employee distribution basis/formula per QUALITY ASSURANCE SURVEILLANCE PLAN (QASP) (SECTION C, EXHIBIT 4A). |
| • NOTE 2: When the Contractors performance yields a +1% incentive of CLIN 1 – Basic Service- the Contractor shall provide no less than 50% of the monetary amount to their on-site personnel. |
| July 31, 2015 |
| 49. | |
| 66. | SECTION C, EXHIBIT 4B-CRITERIA FOR CUSTODIAL DEDUCTION includes a $.25/sf for snow removal. The daily deduction value for 1 acre of snow removal is $10,890 (43,560sf x $.25) which exceeds the value of daily snow removal. Please define the snow removal sf? If the snow removal areas are paved and concrete, the total sf under contract is aprox. 478,031. The daily deduction potential for snow removal would therefore be $119,507.75 (478,031 x $.25).Why is the deduction amount for snow removal $.25/sf? |
| • DEDUCTION AMOUNTS FOR OTHER SERVICES: Any not specifically listed above or which does not clearly fall into one of the above categories service (such as Snow removal, Trash Pickup, Landscaping/Grounds, and Pest Control) will be deducted for at the hourly rate indicated “or” at the Sub Contractor’s cost plus mark up. The COR may have the work accomplished by another contractor and deduct monies, including the Government's administrative costs, due the Contractor | |
| July 31, 2015 | |
| 50. |
| SECTION C, EXHIBIT 4B-CRITERIA FOR CUSTODIAL DEDUCTION includes a $.25/sf for all services listed without regard to varying individual service cost/price values. Why? |
| • It is a deduction for not performing as stated in the contract. |
| July 31, 2015 |
| 51. |
| How will the government determine the amount of hours to be used to calculate deductions per CRITERIA FOR CUSTODIAL DISINCENTIVES DEDUCTION AMOUNTS FOR OTHER SERVICES found on page 105? |
| • It will be based on industry standards. |
| July 31, 2015 |
| 52. |
| The NEGATIVE INCENTIVE TABLE found on page 107 contradicts deduction values per SECTION C, EXHIBIT 4B-CRITERIA FOR CUSTODIAL DEDUCTION which requires $.25/sf deduction amounts. The table reference includes, for example, snow removal deduction of $27.97/hour rather than $.25/sf, respectfully. Which deduction amount will be used? |
| • DEDUCTION AMOUNTS FOR OTHER SERVICES: Any not specifically listed above or which does not clearly fall into one of the above categories service (such as Snow removal, Trash Pickup, Landscaping/Grounds, and Pest Control) will be deducted for at the hourly rate indicated “or” at the Sub Contractor’s cost plus mark up. The COR may have the work accomplished by another contractor and deduct monies, including the Government's administrative costs. |
| July 31, 2015 |
| 53. |
| Will the government calculate deductions based upon full 1,000sf increments when less than 1,000sf is actually defective or unsatisfactory? |
| • Deductions will only be based on sections that work was not performed. |
| July 31, 2015 |
| 54. |
| Please provide the government’s definition of punitive considering all of the deduction values exceed the value of all services. |
SECTION C, EXHIBIT 4C-DEDUCTION TABLE (1) Calculation of Deductions-General: Deductions are not punitive, rather refusal to reimburse for services not received. The Government's objective is to obtain complete and satisfactory performance in accordance with contract's specifications and requirements and to contractor proposal.
• Many of the deductions are not punitive but, for example if equipment is damaged due to a lack of the contractor performing as required by the contract damages must be paid by the contractor.
The damage that could be caused by the contractor neglecting a PM to equipment could certainly exceed the cost of doing the PM this is why these deductions are in place.
July 31, 2015
| 55. |
| SOW Page 66 Schedule of Submittals |
The Schedule of Submittals states that the Contractor Safety and Health Plan (including provisions for Job Hazard Analysis) are due within 30 days of initial Contract Start-Up and the examples of written programs, such as: Lock Out, Tag Out; HAZCOM; PPE; and Bloodborne Pathogens, are due with bid package. This is in contradiction to the requirement on page 48 of 49 in section M that offerors provide “The complete Offeror’s Safety and Environmental Program documents. This must include the company EHS Management System, and the company Health and Safety Plan.”
Will the contracting officer please clarify whether the complete Safety and Environmental Program documents are due with the proposal submission or 30 days after initial contract startup? Additionally, we would like to provide our full corporate safety plan for this contract as we have designed it to meet regulatory requirements and support our safety culture. Would the contracting officer consider removing the page limit on the safety plan to allow for a better program onsite?
| Please submit exactly as the solicitation requirements state. |
| July 31, 2015 |
| 56. |
| Do you want proposal delivered to the “Issued by” address? |
| For Hand-Carried/Express Mail |
Address:
United States Department of State Office of Acquisition Management 4th floor, Cube 415G 1735 N. Lynn Street Arlington, VA 22209 Attention: Ms. Amy Lee
Regular Post United States Department of State P.O. Box 9115, Rosslyn Station Arlington VA 22219 Attention: Ms. Amy Lee
August 7, 2015
| 57. |
| Solicitation states, "Dumpsters and Trash Pickup Service will be provided by the building owner for the National Passport Center." |
Does the NPC building owner also provide any other services at the NPC?
| See C-7 B(5) for equipment not the Contractor’s responsibility. |
| August 7, 2015 |
| 58. |
| The Government did not list key personnel. Does the Government want the offerors to determine which personnel they want to call "key"? |
| The Government did partially list key personnel on page 6 ‘as a minimum’. The offeror can propose their own personnel that they wish to be key personnel, but offerors need to at least meet the minimum staffing requirements. |
| August 7, 2015 |
| 59. |
| Clause 52.216-19 - The Government did not specify limits within this clause. Will the Government provide limits? |
52.216-19
(a) Minimum order. When the Government requires supplies or services covered by this contract in an amount of less than $1,500, the Government is not obligated to purchase, nor is the Contractor obligated to furnish, those orders supplies or services under the Contract.
(b) Maximum order. The Contractor is not obligated to honor –
(1) Any order for a single item in excess of $5,000,000.
(2) Any order for a combination of items in excess of [NA]; or
(3) A services of orders from the same ordering office within days that together call for quantities exceeding the limitation of (b)(1) or (2) of this section.
© If this is a requirement contract (i.e., includes the Requirements clause at subsection 52.216-21 of the Federal Acquisition Regulation (FAR), the Government is not required to order a part of any one requirement from the Contractor if that requirement exceeds the maximum –order limitations in paragraph (b) of this section.
(d) Notwithstanding paragraphs (b) and (c) of this section, the Contractor shall honor any order exceeding the maximum order limitations in paragraph (b), unless that order (or orders) is returned to the ordering office within days after issuance, with written notice stating the Contractor’s intent not to ship the item (or items) called for and the reasons. Upon receiving this notice, the Government may acquire the supplies or services from another source.
(end of clause) August 7, 2015
| 60. |
| Attachment A calls out WD 2005-2257, Revision No. 20. This WD does not cover Portsmouth, NH. |
Should the Government specify and provide WD 2005-2339, Revision 18?
| Attachment A is replaced with 2005-2339 Revision 18 |
| August 7, 2015 |
| 61. |
| Offeror shall submit resumes for management, supervisory and craft personnel. Per Amend 1 Q&A #10, porters are considered key personnel. Are Offerors required to submit resumes for Porters too in the proposal? |
| 62. |
| Will the government permit 11x17 inch foldouts in the Technical Volume? If so, will the foldout count as two pages? |
| Yes. They will count as one page. |
| August 7, 2015 |
| 63. |
| The Government specifies the use of “8.5 inch by 11 inch paper (front and back side).” |
a. Will the Government confirm that front and back printing is required?
b. Will the Government confirm that one sheet of paper is counted as two pages if it is printed on both sides?
c. If the sheet of paper is only printed on one side, will it count only as one page?
(a) Not required.
(b) Yes, if printed on two sides it is counted as two pages.
(c) If printed on one side it is one sheet.
August 7, 2015
| 64. |
| The Government requires the use of Past Performance Questionnaires (PPQ, Sect. J, Atch. K). |
To reduce workload effort of our Government customers, will the Government accept the Contractor Performance Assessment Reports (CPARs) in this volume in lieu of having customers complete and submit a PPQ?
Government will require completion of past performance questionnaire by offeror’s selected customers.
The Government may also utilize CPAR references included in offeror’s proposal.
August 7, 2015
| 65. |
| The Government may wish to revise this to reflect the current due date for Questions |
| Revised due date for questions has already been posted to Fedbizopp. |
| August 7, 2015 |
| 66. |
| COMPARABLE EXPERIENCE. The Government says, "Warehouse and/or storage buildings are not considered to be of a comparable function." |
Will the Government consider warehouse facilities that contain offices and conference rooms, and office buildings that contain storage areas as being of a comparable function?
| Yes, however, the office spaces need to be comparable. |
| August 7, 2015 |
| 67. |
| States that the cleaning of occupied space shall be performed Monday through Friday during the hours between 4:00 pm and 12:00 pm. Does the government mean between 4 PM and 12 AM? |
| Correct, that is a typo. |
| August 7, 2015 |
| 68. |
| The PWS has a requirement to perform testing and maintenance to the building UPS systems. However, we found no UPS systems in the provided inventory. Are there UPS systems that the contractor will be responsible for? If yes, please provide the type, manufacturer, quantity of each and model numbers and the number of batteries of each system. |
| The National Visa Center has one General Power Systems V45-1 UPS. Also, there are approximately six other small UPS’ that Facilities provides support for that are less than 3KVA within the three facilities. |
| August 7, 2015 |
| 69. |
| While the Guide # does provide a general category of equipment requiring PMs, the listing does not provide a description of the equipment. |
Will the Government add an equipment description to this list?
| No. The guide numbers being provided gives the general idea of the quantity of PM’s required for the major equipment. The guide numbers can be referenced to determine the approximate time the PM will require. |
| August 7, 2015 |
| 70. |
| E42 E42--03-01 MONTHLYLOADTEST. This entry implies only the generator supporting NVC (not the NPC) receives a monthly load test. |
Is this correct?
| The summary listing of major equipment is being updated. There was a section omitted that should have had ‘NPC2’ locations listed. NPC2 is actually NPC. ‘NPC’ is actually the CA Building. When Maximo is upgraded these names will be cleaned up. |
| August 7, 2015 |
| 71. |
| Government Furnished Equipment (GFE). |
Does the Government represent that all equipment on this list is in good working condition?
| 72. |
| Some entries appear to show quantities in parentheses. However, there are items where a quantity is not specified, such as hoes, post hole digger, pick, soil compactor, hoses, and sprinklers. |
Will the Government complete the GFE listing by providing quantities for all entries?
| The premise behind the GFE is to capture the larger items, though some smaller items are mentioned. The Government has furnished tool sets as well and hasn’t included every quantity of screwdriver and socket in the solicitation (‘tool chests/tools’). The quantities will stand as is, but may be updated for future solicitations. |
| August 7, 2015 |
| 73. |
| Will the government provide an SF 30 for this amendment? |
| 74. |
| On page 6 of the Solicitation, Offer, and Award (SOA) Item B, it states that the contractor is responsible for the first $1,500 for each repair service. Can you please provide the number of service repairs for the past 5 years and what were the average price of those service repairs? |
| Can’t provide this information since most service repairs are handled by the contractor under the cost threshold and the associated costs aren’t provided to the Government. |
| August 7, 2015 |
| 75. |
| On page 7 of the Scope of Work (SOW) item C-4, it states that the work hours are from 5 AM to 12:30 AM. Monday to Thursday. Will the contractor need any personal on site during all these hours that are outside of the contactors normal work hours. |
| Hours are Monday through Saturday, not Monday through Thursday. As the scope states, one porter is required at each building during all occupied hours. |
| August 7, 2015 |
| 76. |
| On page 12 of the SOW it states if a piece of equipment is too heavy to be moved by the contractors than the COR will request a professional mover. Will the Government pay for the mover or will it be the contractor’s responsibility. If it is the contractor’s responsibility how many times a year does a mover have to be called in. |
| That depends on the equipment. If the equipment move is required as part of a repair and the move is included under the $1500 threshold than the Contractor will be responsible for the associated costs. There haven’t been any equipment moves in the last year that required professional movers. |
| August 7, 2015 |
| 77. |
| On page 14 of the SOW item # 12, it states if a backflow preventer does not pass the inspection than the contractor will pay for the inspection. If the inspection passes does that mean the Government pay for the inspection? |
| Yes. |
| August 7, 2015 |
| 78. |
| How many backflow preventers are there on site? |
| Six. |
| August 7, 2015 |
| 79. |
| On page 29 of the SOW it states that the premises shall be left clean and neat after each work shift. Does that mean the Government shift or the contractors shift? If it is the Government shift does that mean the contract need a skeleton crew to clean up after the Government shift? |
| Government shift. This can be handled in multiple ways. Not sure what a ‘skeleton crew’ refers to. |
| August 7, 2015 |
| 80. |
| On page 32 of the SOW # 19 states that all exterior windows need to be cleaned inside and out. Do all three buildings need the outside windows cleaned and how often do the windows need to be cleaned? |
| ‘All glass surfaces shall be maintained clean and free of dirt, dust, and water spots.’ The National Passport Center does not need the exterior of the windows cleaned, that is the responsibility of the building owner. |
| August 7, 2015 |
| 81. |
| On page 35 of the SOW item # 2 states that the contractor needs to power sweep the parking lots and clean out the catch basins. How often does each have to be performed? |
| Generally, this is performed once a year during spring cleanup after all winter salt/sanding is finished. However, if storms or contractor work cause the lots to become dirty or catch basins to fill it may need to be done more than once a year. |
| August 7, 2015 |
| 82. |
| On page 38 of the SOW item C-25, snow removal work description. There is no description as to when the contractor needs to start to shovel the sidewalks or when to start plowing the parking lots. Can you please provide how much snow needs to have accumulated on the sidewalks before it is required to start to shovel and how much snow has accumulated on the driveways before it is required to start to plow? |
| ‘All areas shall be maintained free of snow and ice accumulations and all hazardous conditions due to the weather shall be eliminated.’ A minimum amount is not specified since, at times, small amounts of snow/ice may accumulate and cause hazardous conditions. |
| August 7, 2015 |
| 83. |
| On page 38 of the SOW item C-25 A states that the contractor needs to remove snow off the roofs. Are all three building included in that? Is the maximum live load known for the roofs? |
| The National Passport Center is not included. Maximum live load is unknown. |
| August 7, 2015 |
| 84. |
| On page 47 of the SOW item it states the Contractor is required to actively participate in a system certified program. Will there be any cost associated with this program? If so how much will it be? |
| There shouldn’t be any added associated costs with performing daily tasks in accordance with these safety or environmentally friendly programs. The contractual safety and environmental requirements already require performance to the necessary levels to partake in the programs. |
| August 7, 2015 |
| 85. |
| Did the contract awarded in 2009, SAQMMA09D0126 include janitorial as well as mechanical maintenance? |
| Yes. |
| August 7, 2015 |
| 86. |
| Is there an ADMIN Assistant for the Project Manager currently? |
| Currently no. They had one on staff for a while. |
| August 7, 2015 |
| 87. |
| Can the offerors get copies of the existing employees’ |
resumes?
| If the current contractor provides them to you. |
| August 7, 2015 |
| 88. |
| In Reference To (IRT) Switchgear: |
-When was the last full load testing of switchgear performed?
| March 2013. |
| August 7, 2015 |
| 89. |
| In Reference To (IRT) Switchgear: |
- Is switchgear testing to be performed during the first year of the contract or on the 3 year anniversary of the last test?
| It is performed every three years. Next due 2016. |
| August 7, 2015 |
| 90. |
| In Reference To (IRT) Switchgear: |
- Is annual Infrared Scanning of switchgear required?
| IR is performed annually. |
| August 7, 2015 |
| 91. |
| In Reference To (IRT) Switchgear: |
- Are there any age, condition, or operating environment factors that would preclude full load testing of switchgear and require the substitution of Infra-red scanning only?
| 92. |
| Do all personnel have cell phones, if not who and how many? |
| Not all staff. Key personnel only. Porters have utilized pagers historically. |
| August 7, 2015 |
| 93. |
| Are cell phones provided by the contractor or the State Dept? |
| By the Contractor |
| August 7, 2015 |
| 94. |
| Occupant work hours are until 12:30 AM each day including Saturday, is there reduced staffing in the evenings and on Saturdays? Please provide a matrix of occupancy by day. |
| NPC 1st shift – 513 occupants |
NPC 2nd shift – 270 occupants NVC 1st shift – 331 occupants NVC 2nd shift – 128 occupants CA 1st shift – 125 occupants CA 2nd shift - 91 occupants August 7, 2015
| 95. |
| Please provide the population of the building during the evenings and Saturdays? |
| Saturday is the end of Friday’s second shift. See matrix above. |
| August 7, 2015 |
| 96. |
| What is the staffing requirement for O&M personnel during the evenings and Saturdays? |
| On call. |
| August 7, 2015 |
| 97. |
| What is the staffing requirement for Janitorial staff during the evenings and Saturdays? |
| Porter required for each building during all occupied hours. |
| August 7, 2015 |
| 98. |
| Who pays for fuel used for generator testing and maintenance? |
| The Government. |
| August 7, 2015 |
| 99. |
| Is there a current CMMS in place? Is it Maximo 7? |
| Currently Maximo 4.0.3 |
| August 7, 2015 |
| 100. |
| Is elevator maintenance required? |
| Yes. |
| August 7, 2015 |
| 101. |
| Who is the elevator manufacturer? |
| Otis. |
| August 7, 2015 |
| 102. |
| There were no chillers and boilers seen on the site visit. Please confirm that there are none in any of the 3 buildings. |
| The only chiller is on the National Passport Center. The Government monitors the chiller, but the building owner maintains it. |
| August 7, 2015 |
| 103. |
| Did not see the BAS system on tour. Please confirm type of BAS systems if any, in each of the 3 buildings. |
| Siemens |
| August 7, 2015 |
| 104. |
| Who is or are the current Window Washing sub-contractor(s)? |
| Handled by the current contractor. |
| August 7, 2015 |
| 105. |
| Who provides Internet Access, the State Dept or the contractor? |
| State Department. |
| August 7, 2015 |
| 106. |
| Is annual Infrared Scanning of switchgear required? |
| See question # 90. |
| August 7, 2015 |
| 107. |
| Are there any age, condition, or operating environment factors that would preclude full load testing of switchgear and require the substitution of infrared scanning only? |
| No. |
| August 7, 2015 |
| 108. |
| Please confirm if gates, key cards and bollards, if present are the responsibility of the contractor. |
| Fixed bollards are present and are the responsibility of the contractor. No gates or key cards. |
| August 7, 2015 |
| 109. |
| Per the High Cleaning requirement, is there a government provided man lift available? |
| No. |
| August 7, 2015 |
| 110. |
| Roof Anchor(s) Please confirm that there are no roof anchorage points requiring annual inspection, but if so, how many are there? |
| No roof anchors. |
| August 7, 2015 |
| 111. |
| Roof Anchor(s) What type are they (e.g. Davit)? |
| Not applicable. |
| August 7, 2015 |
| 112. |
| Roof Anchor(s) If applicable, when were they (Roof Anchorage Points) last inspected and certified? |
| Not applicable. |
| August 7, 2015 |
| 113. |
| Is an Arc Flash Analysis required as part of this contract? |
| No. |
| August 7, 2015 |
| 114. |
| Fire Alarm System Central Station Monitoring- a) Does The Government provide the telephone lines for this service?, b) If not and it is a contractor responsibility, how many telephone lines are required? |
| Yes. |
| August 7, 2015 |
| 115. |
| What is the average yearly total accumulation of snow? |
| See question # 14. |
| August 7, 2015 |
| 116. |
| When was the last load bank test done? |
| Of the generators? |
| August 7, 2015 |
| 117. |
| With regards corrosion monitoring, please identify which systems do not currently have coupon racks or equivalent electronic monitoring systems installed? |
| No corrosion monitoring installed. |
| August 7, 2015 |
| 118. |
| Are coupon racks to be installed by the contractor? |
| N/A |
| August 7, 2015 |
| 119. |
| Is there asbestos in the building and when was the last survey done? |
| No. Prior to occupancy. |
| August 7, 2015 |
| 120. |
| Are there any Above Ground or Underground Fuel Storage Tanks? |
| Yes. NPC has an above ground storage tank (belly tank) on its diesel fired generator. |
| August 7, 2015 |
| 121. |
| Lamps and Ballasts- Please provide the make, model and types of lamps and ballasts required. |
| There are too many different lamps and ballasts throughout the buildings to list in this response. |
| August 7, 2015 |
| 122. |
| Hand Sanitizer Dispensers- what is the type, make etc. of dispensers and the alcohol based sanitizer being used? |
| All were clearly visible during the facility tour. |
| August 7, 2015 |
| 123. |
| In regards to consumables such as soap refills, toilet tissue, paper towels, can you advise the type of dispensers and size? |
| All were clearly visible during the facility tour. |
| August 7, 2015 |
| 124. |
| Recyclables- How many recyclable containers, if any, are currently being serviced? |
| All recyclable containers were clearly visible during the facility tour. |
| August 7, 2015 |
| 125. |
| Are there any trash compactors on the premises in addition to the dumpsters observed during the site visit? |
| No. |
| August 7, 2015 |
| 126. |
| Trash Compactors: If present provide type, size and who provides them if they are in the scope of the contract? |
| N/A |
| August 7, 2015 |
| 127. |
| In Section J Attachment C “Equipment List” please provide a column with the age of all equipment and a comment column to show any major overhaul or replacements made to Blowers, Compressors, Condensation Units, Mounts, Coils, etc..? (It is clear to the reader that the tables in this attachment were generated from Maximo or similar software as a CMMS system and the Inventory Alpha Numeric Classifications reports which would have this requested information above available with little manpower required to provide in the RFP documents. This requested information is required to evaluate the timeline for failure of systems and components listed in this Attachment and how use of a proposed predictive maintenance program will be effective and how it will be required to be staffed. |
| During the facility tour, all vendors were provided the opportunity to look at the equipment throughout the facilities and determine approximate age and condition. |
| August 7, 2015 |
| 128. |
| Section J Attachment C “Equipment List” when was the last test of the emergency generator systems for each facility an Emergency Generator is in use? |
| Generators are run/tested weekly; monthly Life Safety Code requires powering the life safety equipment onto the generators. |
| August 7, 2015 |
| 129. |
| Section J Attachment D “PM Guide” Page 3, Utilization of the GSA form 1736 Building Inventory List which has the associated GSA PM guide as the first column of the form is presented as an RFP/Contractual requirement. Will the existing Comprehensive Building Inventory lists be provided to the contractor during this RFP before submission or after award? |
| Please see the milestone chart for contractor deliverables (Section C, Exhibit 6). The Contractor is responsible for verifying equipment inventory and providing an updated list quarterly. |
| August 7, 2015 |
| 130. |
| Please provide all Inventory Lists which has the associated GSA PM guide as the first column on the RFP form requested. |
| Only major equipment provided in the solicitation listing. |
| August 7, 2015 |
| 131. |
| How soon after award will the Government be ready to walk through each building for a comprehensive review of inventory to validate the existing inventory listing with a new successor contractor? |
| The Contractor can start immediately if they have obtained the proper facility access requirements. |
| August 7, 2015 |
| 132. |
| Will a Government Building Manager be responsible (have authority) for authentication of the Building Inventory as it relates directly to the performance of this contract which is guided and governed by the RFP and resulting contract? If not who will conduct this inventory with the successor contractor? |
| Yes. However, the Contractor is ultimately responsible for the accuracy of the inventory submitted to the Government. The Government site staff will review the inventory for accuracy. |
| August 7, 2015 |
| 133. |
| Section J Attachment E, “Building Tours” file appears to have all the contractor Tours already designated by the Government and not an option for any proposal to utilize any different tour disciplined work flow. Are each of the Tours listed in a sequential order from top to bottom as shown in this file the actual tour inspection workflow that must be adhered to during the life of the contract? e.g. Page 2 of 8 Tour Number 1 (Morning), Start Time 6:30am Entrance Rm 01 & 115 appear above Rest Rms 43, 44, 77, 82, 83,98, 90,103, 110; Does this mean Rm 01 & 115 must comply with the Tour Inspection Criteria before the Rest Rms, and so on and so on respective to these Building Tour forms in Attachment E? |
| New tour formats can be proposed. The Government may or may not accept a proposed tour format pending a review such that at least all current inspection points are met if not greater. |
| August 7, 2015 |
| 134. |
| Can Tours be approached as simultaneous inspections by teams and not in the order listed in the forms? The question is asked because it appears that some Tour inspections require personnel with specific semi-skilled and skilled qualifications while other Tour locations require semi-skilled and what the Government considers (DOL Definition) Unskilled qualifications by individuals who meet the labor classification and training for that Tour requirement? |
| See answer to question #133. |
| August 7, 2015 |
| 135. |
| Please provide a listing of the acceptable refrigerant(s) (i.e. Nomenclature) in use on this contract. |
| Currently there is only R-410A and R-22 on site. |
| August 7, 2015 |
| 136. |
| Please provide a Maximo/CMMS report on the annual refrigerant use by type as a workload estimation typical of a contract year? |
| That is not available. |
| August 7, 2015 |
| 137. |
| Section J Attachment I, “HAZMAT INV” file provided in the RFP suggests that a listing of Hazardous Materials is already being accounted for by building. |
-Please provide…
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