SJA800-16-R-0002_Qs-and-As_2nd_Set.pdf

December 16, 2015

Second Set of Questions-and-Answers (Qs&As)

Solicitation No. SJA800-16-R-0002

Building Maintenance Services for U.S. Embassy Tokyo, Japan

Note: The information contained within these questions and answers is provided for information purposes only. Under no circumstances shall it be construed to change any terms and conditions or requirements within the solicitation or shall the U.S. Government be liable for this data.

If any answer below does address a change in the solicitation, it will reference an Amendment. In addition, for any answer provided regarding the historical data incurred under the existing contract, please be advised that this data may not be indicative of future maintenance services and could change.

Also, prospective offerors are advised that there are changes in requirements in this solicitation which were not in the existing contract. However, the U.S. Government is not going to describe the changes from the current contract to new solicitation. Consequently, it is each offeror’s decision on whether to use or not to use this information after carefully reviewing the requirements and terms and conditions of this solicitation and determining its proposed firm fixed prices.

Question 1:

“Section B: Would the U.S. Government provide a Contract Line

Identification Number (CLIN) for Section B so that bidders can include an associated phase-in cost?

The incumbent Contractor will have an unfair advantage over other bidders with regards to phase-in costs since the incumbent Contractor will not incur any phase-in costs as the incumbent.”

Answer 1:

No, the U.S. Government will not provide additional CLIN for Section

B for phase in or start-up costs. Prospective offerors need to include in their proposed firm fixed prices all costs as well as profit to provide the services required under the solicitation and with no deviation to the Section B contract line items or pricing.

Embassy of the United States of America

Tokyo, Japan

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Question 2:

“Section B: Would the U.S. Government consider not including the phase-in cost in the Total Evaluated Price or make the phase-in cost a

U.S. Government-provided not to exceed value?”

Answer 2:

The phase-in cost, if any, shall be included in each line item listed under the subsection B.4.1 Maintenance Services of the solicitation, and the U.S. Government will evaluate the five years total amount in subsection B.9 Grand Total of the solicitation.

Question 3:

“Would the U.S. Government advise the bidders how many of the 33

Indefinite Delivery/Indefinite Quantity (IDIQ) task orders exceeded the 40-hour threshold?”

Answer 3:

23 task orders.

Question 4:

“Section C.1.3 (a) (5) Facilities.

Would the U.S. Government add Yokohama to the list of facilities requiring regular preventive maintenance inspections?”

Answer 4:

Yes, Foreign Service Institute Yokohama is included under this solicitation. See subsections C.1.3(a)(5) and C.5.4 of the solicitation and Attachments J-1, J-2, J-3, and J-7.

Question 5:

“Section C.1.3 (a) (5) Facilities.

Would the U.S. Government advise the bidders of the response time for

Yokohama unscheduled emergency work orders?”

Answer 5:

Subsection C.5.3(c)(1) Emergency Work Orders is hereby amended to include the response time in the statement of work. See paragraph 1 of Amendment A001.

Question 6:

“Section B.1; C.1.7 (e) Contractor Responsibility for Expendable

Supplies; C.3.(c) (1) Government-Furnished Materials

B.1 states that the Contractor shall provide supplies and equipment.

Section C.1.7 (e) and C.3. (c)(1). States the U.S. Government will furnish all parts, materials and supplies.

Would the U.S. Government confirm if the supplies and materials will be furnished at no expense to the Contractor or if the costs for parts and materials be included in the monthly firm-fixed price?”

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Answer 6:

See subsection C.3(c)(1) of the solicitation and Attachment J-6 –

Government-Furnished Equipment.

Question 7:

“Section C.2 (j) (n) Definitions: Heavy Equipment; Maintenance

Heavy equipment is defined in the SOW. What level of maintenance will be required of the contractor?”

Answer 7:

The Contractor shall use, but not limited to, portable pumps, air compressors, welders, power washer, and man lift for general maintenance and repairs required under this contract.

Question 8:

“Section C.2 (j) (n) Definitions: Heavy Equipment; Maintenance

Will the contractor be responsible for demolishing buildings, bridges and larger construction structures or will the requirement of this contract be for light maintenance?”

Answer 8:

The requirement will be for general maintenance and repair. Some major repairs may be requested under a separate contract. See subsection C.1.7(b) Major Repairs of the solicitation.

Question 9:

“Section C.3 (c) (b) (3) Government-furnished Facilities, Equipment, Materials, and Services; Joint Inventory

Does the embassy have a program in place for inventories or should the contractor provide a solution?”

Answer 9:

See subsections C.3(b)(3), C.3(c)(2), and H.17 of the solicitation.

Question 10:

“Sections C.3 (c); C.6.4 (a) Equipment Requirements

There is a supply and equipment component to this contract. What expectation does the U.S. Government have for the sourcing of supplies

(e.g., locally-sourced; sourced only from the U.S.A.; or a mixture of both local and U.S. sources)?”

Answer 10:

Parts and supplies will be procured by the U.S. Government from both the local and U.S. sources.

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Question 11:

“Section C.5.2 (c) (2) Qualifications

There are certification requirements for the Control Room Operator for the SAVIC-NET Building Automation System, located in the Mitsui

Housing Compound, but no requirements listed for the DELTA Building

Automation System located in the Chancery.

Are there specific certifications, knowledge and experience requirements required for the DELTA system?”

Answer 11:

No. U.S. Government will provide operation instructions to the

Contractor.

Question 12:

“Section C.5.(d)(2)

Would the U.S. Government confirm if the snow removal applies if the accumulation of snow exceeds 1.5 millimeters?”

Answer 12:

Subsection C.5.2(d)(2) Ice and Snow Removal of the solicitation speaks for itself.

Question 13:

“Section C.5.4.1(b)(2)

The contract SOW requires the contractor to provide service for the

HVAC systems at the embassy. Are there any specialized accessories

(e.g., high-performance filtration systems; nuclear-biological-chemical protection; etc.) that are associated with the HVAC system?”

Answer 13:

No.

Question 14:

“Section J.3.2 (b)

Would the U.S. Government clarify the following statement “every third month and four times a year”?

Is this meant to be four times a year or eight times a year?”

Answer 14:

It is four times a year. See paragraph 2 of Amendment A001.

Question 15:

“Section J.4

Paragraph 3 provides historical data of Indefinite Delivery/Indefinite

Quantity (IDIQ). Would the U.S. Government advise the bidders how many of the 33 IDIQ task orders exceeded the 40-hour threshold?”

Answer 15:

See Answer 3 above.

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Question 16:

“Section J.4

Would the U.S. Government please advise the bidders of the actual number of IDIQ hours that were worked over the past three years?”

Answer 16:

4,806 hours in the past three years.

Question 17:

“Sections L2 and L3 Submissions and Offers

Is the Contractor required to deliver five volumes if there is no need for a Recruitment and Housing Plan?”

Answer 17:

If a Recruitment and Housing Plan is not need, prospective offeror shall provide a statement stating why it is not needed and submit it as Volume 5.

Question 18:

Do all volumes need to be packaged in separate envelopes?”

Answer 18:

No. Prospective offeror may package all volumes in one same envelope/package. No electronic proposals shall be accepted; see subsection L.2.2 Summary of Instructions of the solicitation.

Question 19:

How many copies are required?”

Answer 19:

See subsection L.2.2 Summary of Instruction of the solicitation.

Question 20:

“Would the U.S. Government advise the bidders of the page count, font type and font size for this submission?”

Answer 20:

There is no page count limitation. As long as submitted proposal are readable, any font type and font size are permissible.

Question 21:

“It is our understanding that the Department of State requires all proposals to be prepared in Times New Roman 12 pt. Is this acceptable for these documents?”

Answer 21:

Times New Roman 12 point is acceptable. Also see Answer 20 above.

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Question 22:

“Section L. 1, Page 97

a. Would it be okay to use Sample Letter of Bank Guaranty (Attachment

J-11)?

b. Also, would we need to submit the letter with proposal package?”

Answer 22-a:

By means of bonds submission, yes, prospective offeror may use the

Attachment J-11 Sample Letter of Bank Guaranty.

Answer 22-b:

No. Prospective offerors are not required to submit the letter with the proposal package. The submission of Letter of Bank Guaranty is required after contract award.

Question 23:

‘It is stipulated that “The contract shall be effective on the date in the Notice to Proceed and shall remain in effect for 12 months, with four one-year options to renew” (F.2 Period of Performance).

We understand that the period of performance is subject to exercise of the option by the Embassy while the Contractor has no such option to determine the period of performance.

Please advise if this is correct interpretation.”’

Answer 23:

“Option” means a unilateral right in a contract by which, for a specified time, the U.S. Government may elect to purchase additional supplies or services called for by the contract, or may elect to extend the term of the contract.

Question 24:

“As for performance work order under computerized management, Is it similar management system to such LSS-FM, software program; Logistic

Standard Support-Facility Management as scheduled/unscheduled work orders including operation and maintenance records and inventories management and so on?”

Answer 24:

Yes.

Question 25:

“We noticed that there are storages for parts. Are they for any repair or maintenance purpose use for contractors? Or Do we need to provide all necessary parts for repair and maintenance? Otherwise, we assume that you provide us all necessary parts for repair and maintenance.”

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Answer 25:

Parts in the storages are provided for repair or maintenance purpose under this contract at no cost to the Contractor. Also see Answer 6 above.

Question 26:

“Do we have to provide administrative type of assistant all the time at the Embassy?”

Answer 26:

Prospective offerors should review the requirements and terms and conditions included under this solicitation and determine whether or not to provide administrative type of assistant all the time at the

Embassy. In addition, see Attachment J-5 - Government-Furnished

Facilities for Management Office space.

Question 27:

“If possible, we would like to know approximate number of personal provided for current work by the current contractor.”

Answer 27:

Prospective offerors should review the requirements and terms and conditions included under this solicitation and determine how many personnel are needed.

Question 28:

“Could you provide average hours/unit of maintenance for making ready project ? (unscheduled event?)”

Answer 28:

Approximately 124 hours. It depends on the apartment condition and size.

Question 29:

“Do awarded contractor have enough time to prepare for the operation? We understand that the contract starts on April 1, 2016.”

Answer 29:

The U.S. Government and the Contractor agreed-upon commencement date of the new contract will be specified in the Notice to Proceed. Also see subsection F.7 Notice to Proceed of the solicitation. As of this date, the U.S. Government anticipates to commence the services on

April 1, 2016, as the current building maintenance services contract expires on March 31, 2016.

Question 30:

“Are there any restrictions of carrying cell phone or laptop computers for work?”

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Answer 30:

All are subject to approval by the Embassy’s Regional Security Office

(RSO). Laptop computers and any wireless devices (e.g. WiFi router, Bluetooth, etc.) are prohibited in Chancery building, Ambassador’s

Official Residence, and Deputy Chief of Mission’s Residence. Cell phones are prohibited in the Control Access Area (CAA) of the

Chancery building.

Question 31:

“We understand that there restricted areas. What is the average waiting hours for technicians to access the areas?”

Answer 31:

The average waiting hours are approximately 3 to 5 minutes.

Question 32:

“Are you provide all types and year of manufactured recommendations or specifications under this contract for such HVAC, Boiler, transformer, fire alarm devices maintenance and so on?”

Answer 32:

A general task/check list will be provided for each piece of equipment with the Scheduled Work Order (WO). However, it is the responsibility of Contractor to follow the local law and manufacturer’s instructions for specific inspection and maintenance.

Question 33:

“Please define the manufacture warrantee and contract rules?”

Answer 33:

See subsection C.1.7(d) Equipment under Manufacturer’s or Installer’s

Warranty of the solicitation.

Question 34:

“Could you provide us electrical schematic diagram of each building?”

Answer 34:

No. Please refer to Attachment J-2 - Specific PMI Services for

Building Facilities and Attachment J-7 - HVAC/Mechanical/Electrical/

Plumbing System and Equipment Inventory of the solicitation.

Question 35:

“Could you clarify the number of equipment for automatic fire alarm system on attachment J-2 of solicitation document?”

Answer 35:

Chancery: “Notifier” Model NFS-3030 one Main Panel in BF Control Room and one Panel in 3F MSG Post 1

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Perry Tower: Main Control Panel for Perry, Harris, & Grew Towers, located in Perry B2F Control Room

Perry Tower: “Hochiki Ltd.” Model HAG-ASA130204 located in 1F

Entrance Lobby, 105 zones

Harris Tower: “Hochiki Ltd.” Model HAG-ASA130204 located in 1F

Entrance inside CLO Office, 96 zones

Grew Tower: “Hochiki Ltd.” Model HAG-ASA130204 located in F Entrance

Lobby, 102 zones

Temple and Mitsui Townhouses: Emergency Voice Alarm Panel, “Matsushita” Model WL6500 located in Perry B2F Two sets

Temple Parking: “Nohmi Bosai Ltd.” located in 1F 4th Entrance of

Parking Area, 17 zones

Multi-Purpose Bldg.: “Hochiki Ltd.” Model RPF-AU05Z located in 1F

Corridor, 4 zones

Daly Hall: “Hochiki Ltd.” Model RPM-E24A located in 1F Corridor, 2 zones

Marine Quarters: “Matsushita” located in 1F and in Perry B2F Control

Room, 8 zones

Domestic Employees Quarters: “Nohmi Bosai Ltd.” Model R-21N located in 1F Corridor and in Perry B2F Control Room

DCMR: “Hochiki Ltd.” Model RPJ-EW05 located in 1F Corridor

FSI Yokohama: “Hochiki Ltd.” Model HAG-AW1005 located in 1F inside office

Please also refer to Attachment J-7 - HVAC/Mechanical/Electrical/

Plumbing System and Equipment Inventory of the solicitation.

–End of Second Set of Qs&As-