Amendment 0004_Attachment 3_Questions_Answers_14NOV25.BW.xlsx
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- Attached to
- Mechanical Maintenance Services
- Solicitation number
- SP4705-26-R-2032
- Issued by
-
Defense Logistics Agency
About this file
This document is an Amendment 0004 to a Mechanical Maintenance Services solicitation (SP4705-26-R-2032) issued by the Defense Logistics Agency (DLA) Contracting Services Office Richmond. The solicitation requires a contractor to provide comprehensive mechanical maintenance services for multiple buildings within the Andrew T. McNamara Headquarters Complex at Fort Belvoir, Virginia, including management, supervision, labor, tools, equipment, and materials for maintenance, repair, replacement, installation, and minor construction across mechanical and refrigeration systems.
The solicitation covers maintenance for nine specific buildings totaling approximately 1,100,000 square feet, including a headquarters building, visitor center, access control points, child development center, parking garage, and other support structures. Key contract elements include a firm-fixed-price base contract with an indefinite-delivery/indefinite-quantity (IDIQ) component, 24/7 on-site coverage, preventive maintenance, emergency service orders, and specific requirements for facility security clearance, water treatment, and equipment maintenance. The contractor must have in-house multi-disciplinary mechanical capabilities, with some allowance for specialized subcontractor support, and must meet specific qualifications including a project manager with 10 years of experience and appropriate licensing.
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Sheet1
| Question | File | Section | Question | Government Response |
| 1 | RFP+SP4705-26-R-2032_FINAL_17OCT25 | C1.27.1 Facility Security Clearance: The contractor must provide written verification of an Active Facility Security Clearance (FCL) at the Secret level immediately upon award and prior to the commencement of work. This verification must be provided to the Contracting Officer, and after validation by the Government, the notice to proceed will be issued. | Will the Government please confirm that an unpopulated Mentor-Protégé Joint Venture (JV), in which both members individually hold active Top Secret Facility Clearances (FCLs), may submit a proposal for this requirement without the JV itself possessing a separate FCL, provided all classified work is performed by personnel under the cleared member companies? |
| This clarification is requested pursuant to 13 CFR § 121.103(h)(5), Section 1629 of the FY 2020 NDAA, DoD DTM 24-004 (Aug 2025), ISOO Joint Notice 2024-01, and the GAO Decision InfoPoint LLC, B-419856 (2021), which collectively establish that unpopulated JVs composed entirely of cleared entities may rely on the FCLs of their members when those members perform the classified work. | The government confirms that an unpopulated Mentor-Protégé Joint Venture (JV) in which each member individually possesses an active Top Secret facility clearance (FCL) may submit a proposal for this requirement without the joint venture itself holding a separate FCL, provided that all classified work is performed exclusively by clearer personnel under the cleared member companies facilities. The joint venture must identify in its proposal which cleared member(s) will perform the classified portions of the work, and ensure compliance with all applicable National Industrial Security Program Operating Manual (NISPOM) requirements. The government reserves the right to verify the clearance status of both member companies prior to award. | ||||
| 2 | RFP+SP4705-26-R-2032_FINAL_17OCT25 | RFP Section L, Section 2 Management Capability, Page 61 | Can the Government confirm that the requested Work Breakdown Structure is intended to be a high-level organizational depiction of how work functions will be managed and staffed, rather than a detailed, paragraph-by-paragraph resource breakdown of each PWS requirement? | The government confirms that the requested Work Breakdown Structure (WBS) is intended to provide a high-level organizational depiction of how the offeror proposes to organize, managem and staff the required work functions. The WBS should reflect the major elements, tasks, and functional areas necessary to perform the PWS requirements, showing clear lines of responsibility, management control, and resource allocation. A detailed paragraph by paragraph or resource level breakdown of each PWS requirement is not required. | |
| 3 | Attachment+1_PWS+Mechanical+Service_SP470526R2032_15OCT25_IDIQ | C1.3.2 "Routine maintenance, operation, repair, minor alterations and care for HVAC, Plumbing, Fire Alarm Systems and Mechanical Equipment as described in the PWS" | It is our understanding that the Fire Alarm Panel, Alarms, & Peripherals are under a different contract. Please confirm that only Fire Suppression is the responsibility under this contract. | Only Fire Suppression System is the responsibility under the resultant contract. The Fire Alarm Panel, Alarms, and Peripherals are covered under a separate contract. | |
| 4 | Attachment+1_PWS+Mechanical+Service_SP470526R2032_15OCT25_IDIQ | C1.1.10.1(H) | Please provide an inventory of specialized equipment that falls under the Equal Opportunity Employment (EEO) office that is required to be maintained under the contract. | The specialized equipment under the Equal Opportunity Employment Office (EEO) that is required to be maintained under this contract includes the Humidifier and Dehumidifier units. No additional specialized equipment has been identified for maintenance under this section. | |
| 5 | Attachment+1_PWS+Mechanical+Service_SP470526R2032_15OCT25_IDIQ | C1.2.13.10 | How is ESO to be included in the FFP of the contract if some may be over the $5,000 limit? Will the government reimburse for what is above the $5,000 limit? | Emergency Service Orders (ESO) are included under the Firm Fixed Price (FFP) portion of the contract up to the $5,000 limit. If an ESO exceeds the $5,000 threshold and falls outside the scope of the FFP portion, the government will issue a separate Task Order under the applicable IDIQ portion of the contract to cover the additional cost. | |
| 6 | Attachment+1_PWS+Mechanical+Service_SP470526R2032_15OCT25_IDIQ | CI.2.14.8 | In order to price EOLR (equipment that is over fifteen (15) years old, valued at less than $50,000.00) as part of the FFP Portion of the contract, can the government provide an estimate of what equipment may fall within this EOLR category at this time? | No. The government cannot provide an estimate of what equipment may fall within the end of life replacement category at this time, as equipment condition and remaining service life vary and are dependent on future assessments, maintenance records, and operational performance that cannot be predetermined. | |
| 7 | Attachment+1_PWS+Mechanical+Service_SP470526R2032_15OCT25_IDIQ | C1.2.15 Extraordinary Repair Work | Given the various definitions for Minor Work, EOLR, and ESO, can the government provide examples of what would fall under ERW (as it is a fine line between the others)? For example, would Force Majeure fall under this category? | Extraordinary Repair Work (ERW) is defined as major repairs that go beyond routine maintenance and are required to restore equipment, facilities, or infrastructure to meet operational standards, in accordance with Section C1.2.15 of the Performance Work Statement. An example of ERW would be the replacement of a major component within a building’s HVAC system, such as a compressor or air handling unit, that has failed and can no longer be repaired through standard maintenance procedures. This type of repair restores the system to proper operational condition and qualifies as ERW. Events classified as Force Majeure do not fall under ERW. However, any ERW determined to be necessary and valued under the $5,000 threshold is considered within the FFP portion of the contract. | |
| 8 | Attachment+1_PWS+Mechanical+Service_SP470526R2032_15OCT25_IDIQ | C1.7.7 | In the past, the contract has required staff to be physically on site 24/7/365. The current RFP is only requiring 7 AM - 4 PM coverage (M-F). Can the Government clarify whether continuous 24/7 on-site coverage is required under the base contract, or if this refers to an after-hours on-call response capability? | Yes, the contractor shall provide licensed/qualified tradesmen on-site 24 hours per day, 7 days per week, with no gaps in coverage and perform hourly roving rounds in each building to observe standard temperatures, leaks, alarms, equipment failure, and record the operating condition of all equipment inside building maintenance logbook in accordance with the updated PWS (Attachment 2). Refer to the updated PWS (Attachment 2) for additional details. | |
| 9 | Attachment+1_PWS+Mechanical+Service_SP470526R2032_15OCT25_IDIQ | C1.7.15, C1.7.16, C1.12.19 | The PWS notes that the Government will classify and enter all customer requests into the CMMS. Furthermore, in C1.12.19 it notes that the Contractor Work Reception would be receiving these requests from the COR. Please confirm that the Government will be performing the data entry in the CMMS. | Yes, as stated in Section C1.7.16, the Government will enter all customer requests into the Computerized Maintenance Management System (CMMS). This entry will include the description of the problem, location, requestor’s name, requestor’s phone number, pre-defined activity code, priority, unique/specific notes or instructions, and predefined activity code, priority level, unique notes or instructions, and the predefined shop code. | |
| 10 | Attachment+1_PWS+Mechanical+Service_SP470526R2032_15OCT25_IDIQ | C1.11.5.1 | Section C1.8.18.5 noted that submission of the Pre-Existing Deficiency List would be 5 days following inspection, but this table notes submission 15 days after the joint inspection. Which is correct? Five or 15? | The correct timeframe for submission of the Pre-Existing Deficiency List is 15 days after the joint inspection. | |
| 11 | Attachment+1_PWS+Mechanical+Service_SP470526R2032_15OCT25_IDIQ | C1.15.17 | If the Contractor is expected to replace water fountains, how many water fountains does the facility have, what type, and what is the projected replacement schedule? | The facility currently have 130 new water fountains. All fountains are new and operational. If any water fountains becomes beyond repair, it shall be replaced under the FFP portion of the contract. | |
| 12 | Attachment+1_PWS+Mechanical+Service_SP470526R2032_15OCT25_IDIQ | C1.15.20 | Please provide inventory of current storm water system (i.e. roof drains, catch basins, manholes, culverts) that must be included in the maintenance plan. | The inventory of the current stormwater system to be included in the maintenance plan is provided in the updated PWS, Section C1.15.20. | |
| 13 | Attachment+1_PWS+Mechanical+Service_SP470526R2032_15OCT25_IDIQ | C1.15.20 | Please confirm that roof drains are to be included as part of the storm drainage system responsibilities under this contract as it was our understanding that roof related work is associated with a different contract. | As per Section C1.15.20, Storm Drainage System of the PWS, the contractor is responsible for inspecting, maintaining, repairing, or replacing all sewage, roof drains, catch basins, open storm drains manholes and culverts, as well as all related system components necessary to ensure a complete and functional system. Therefor, roof drains are included as part of the storm drain responsibilities under this contract. | |
| 14 | Attachment+1_PWS+Mechanical+Service_SP470526R2032_15OCT25_IDIQ | C1.18.11.2 | Please provide Attachment C1.8.17 (List of HVAC Equipment). This was not included with solicitation documents. | Attachment C1.8.17 (List of HVAC Equipment) is provided with Amendment 0004. | |
| 15 | Attachment+1_PWS+Mechanical+Service_SP470526R2032_15OCT25_IDIQ | C1.24.1.3 | Cleaning of appliances, such as refrigerators, ovens, stoves, microwaves, etc. are typically the responsibility of the Kitchen Contractor using these. Please provide clarification on what the government means by cleaning of this equipment in the context of this contract. | Cleaning of appliances, such as refrigerators, ovens, stoves, microwaves, and similar equipment refers to cleaning the area after maintenance is performed, not routine or operational cleaning typically conducted by the kitchen contractor. The contractor shall ensure that all work areas are left clean and free of debris, residue, or materials resulting from maintenance activities. | |
| 16 | Attachment+1_PWS+Mechanical+Service_SP470526R2032_15OCT25_IDIQ | C1.24.7.3 | If the government decides to approve replacement of Kitchen/laundry equipment, appliances, etc under this section, how will the replacement be funded? | If the equipment is broken and cannot be repaired, its replacement would fall under Repairs as outlined in the PWS. If the Government elects to upgrade equipment, the work may be classified as minor work. In cases where minor work is required, the effort will be performed under the firm-fixed price portion of the contract. For requirements that exceed the definition of minor work and require issuance of a Task Order, additional funding will be necessary. In those instances, a contract modification, a new Task Order, or an adjustment to an existing Task Order will be issued. The Government must complete the required evaluation and obtain proper approvals before any award is made and before the contractor proceeds. | |
| 17 | Attachment+1_PWS+Mechanical+Service_SP470526R2032_15OCT25_IDIQ | C.8.13.1 | Please provide an Excel download of the equipment inventory in the CMMS, which includes serial number, manufacturer, location, and PM schedule. | An Excel download of the Equipment Inventory in the CMMS including serial numbers, manufacturer, location, and PM Schedule, cannot be provide due to DLA security policies. Access to this information is restricted to protect sensitive facility and equipment data. | |
| 18 | Attachment+1_PWS+Mechanical+Service_SP470526R2032_15OCT25_IDIQ | C1.1.10.1(l) | Industry standards dictate Eddy Current Testing every three years. Previous DLA solicitations also show PM guidance of every three years. Please confirm that DLA desires the testing to be performed annually. | Eddy Current Testing shall be performed every three years in accordance with scheduled maintenance requirements. The three-year testing cycle will commence 30 days after contract award. | |
| 19 | Attachment+1_PWS+Mechanical+Service_SP470526R2032_15OCT25_IDIQ | C1.1.10.1(m) | The PWS references fire alarm panel testing and inspection for the HQC Kitchen. Please provide frequency of testing/inspections. | Fire Alarm Panel Testing and Inspection for the Kitch is conducted annually and is coordinated and organized by the Fire Marshall. | |
| 20 | Attachment+1_PWS+Mechanical+Service_SP470526R2032_15OCT25_IDIQ | C1.1.10.1(o) | The PWS references Hood Cleaning. What is the required frequency. | Hood cleaning is required to be performed monthly. | |
| 21 | Attachment+1_PWS+Mechanical+Service_SP470526R2032_15OCT25_IDIQ | C1.2.3.6 | The PWS denotes that the contractor is expected to provide labor and materials for minor work (cost under $5K). For purposes of having consistency across bidders, what is the number of Minor Work instances each year that the contractor should include in our quote? | The number of minor work instances under $5,000 that the contractor should include in the quote is unknown. Contractors should base their pricing on reasonable estimates and past experience, as actual occurences may vary. | |
| 22 | Attachment+1_PWS+Mechanical+Service_SP470526R2032_15OCT25_IDIQ | C1.2.5 Beyond Economical Repair (BER) | If the COR decides that they still wish for repairs to be performed, will the Contractor be responsible for said repairs under the FFP contract, up to the $5,000 "MINOR WORK" clause? What if the repair is over $5,000? Will repair fall under IDIQ Work? | If the Contracting Officer's Representative determines that repairs are still required, the responsibility for those repairs will depend on the scope and cost of the work: 1) Repairs up to $5,000: Under the Firm-Fixed Price (FFP) portion of the contract, the contractor is responsible for performing repairs up to the $5,000 threshold as part of the base contract requirement. These repairs are considered Minor Work or work loss covered within the existing contract price and terms. 2) Repairs exceeding $5,000: If the cost of the required repairs exceeds $5,000 the work will no longer fall under the FFP portion. Instead, it will be classified as additional work to be performed under the Indefinite Delivery/Indefinite Quantity (IDIQ) portion of the contract. In this case, a separate task order would be issued, subject to the terms and conditions of the IDIQ, and pricing would be negotiated or established per the IDIQ schedule. | |
| 23 | Attachment+1_PWS+Mechanical+Service_SP470526R2032_15OCT25_IDIQ | C1.11.5.1 | Section C1.8.18 PRE-EXISTING DEFICIENSIES noted that the Proposed Inspection Plan should be submitted 5 days from Award, while the table says 10 calendar days from award. Please clarify if text or table is correct. | The table is correct. The proposed inspection plan is due 10 calendary days from award. | |
| 24 | Attachment+1_PWS+Mechanical+Service_SP470526R2032_15OCT25_IDIQ | C1.11.5.1 | C1.8.1 references submission within 10 calendar days of Notice of Award, but this table notes 15 days after the contract start. Please clarify which timeline governs submission of the Quality Control Plan . | The correct timeline for submission of the Quality Control Plan is 15 calendar days after the contract start, as indicated in the table. Page 52 of the PWS, (Section C.8.13.7) has been updated. | |
| 25 | Attachment+1_PWS+Mechanical+Service_SP470526R2032_15OCT25_IDIQ | C1.14.1.2 Standards, PM Checklists and Housekeeping | PWS references a PM checklist guide in Attachment C.23. This was not included in the solicitation documents. Please provide. | See Section C.23 through C23.19.1 (pages 69-71). | |
| 26 | Attachment+1_PWS+Mechanical+Service_SP470526R2032_15OCT25_IDIQ | C1.14.5 | Does the Government currently have any plans for integrating technology to the CMMS process? Given cyber security restrictions, would the government issue handhelds for technician use? | The government cannot address questions regarding any plans to integrate technology into the CMMS process due to security restrictions. Handheld walkie-talkies will be issued for technicial use. | |
| 27 | Attachment+1_PWS+Mechanical+Service_SP470526R2032_15OCT25_IDIQ | C1.14.6 Completed PM Work, C.10.13 Completed PMs. | Previous sections noted that the Government Desk would be entering all requests into the CMMS and that the COR would be providing PM printouts of the PM Work Orders. This section appears to put the responsibility of entering completed PM work order information into the CMMS directly. Please confirm that Contractor is responsible and that as such training and access will be provided to the CMMS. | Contractor is responsible for entering all completed work order into the CMMS. The COR will provide training and necessary access to the CMMS. | |
| 28 | Attachment+1_PWS+Mechanical+Service_SP470526R2032_15OCT25_IDIQ | C1.14.9.7 | Please confirm that Contractor is not responsible for installation, configuration, ongoing technical support, or updates to the CMMS, nor are we responsible for training of users. | The contractor is not responsible for installation, configuration, ongoing technical support, and updates to the CMMS. The contractor is responsible for training own employees with government provided material or attending government offered in-person training. | |
| 29 | Attachment+1_PWS+Mechanical+Service_SP470526R2032_15OCT25_IDIQ | C1.15.22 | Please provide specific domestic water testing for accurate pricing of requirement. | Contractors are responsible for using their own market research to determine the most accurate pricing for domestic water testing equipment. | |
| 30 | Attachment+1_PWS+Mechanical+Service_SP470526R2032_15OCT25_IDIQ | C1.16.22 | In PWS Section C1.7.7 the Contractor hours are M-F (7 AM - 4 PM). This section adds the requirement of a Stationary Engineer 24/7/364. Please confirm that this Engineer is to be physically on site during those hours and if the minimum requirement is ONE engineer per shift. | Yes, the stationary engineer is to be physically onsite during the required hours, with a minimum of one engineer per shift. | |
| 31 | Attachment+1_PWS+Mechanical+Service_SP470526R2032_15OCT25_IDIQ | C1.21.7 | Please confirm that the Contractor is only responsible for meter readings and not for maintenance and calibration of meters (which are typically utility owned). | The contractor is only responsible for meter readings. | |
| 32 | Attachment+1_PWS+Mechanical+Service_SP470526R2032_15OCT25_IDIQ | C.8.13.7.1 | Deliverables table (C1.11.5.1) requires Designation of Supervisory Personnel within 10 days of award, while this table requires it within 5. Please confirm which time frame for submission is correct, 5 or 10. | The correct timeframe for submission is ten (10) days after notice of award. Correction made to Section C.8.13.7.1 of the updated PWS on page 52. | |
| 33 | Attachment+1_PWS+Mechanical+Service_SP470526R2032_15OCT25_IDIQ | C.8.13.7.1 | Deliverables table (C1.11.5.1) requires Proposed Preventive Maintenance (PM) Plan within 10 days of award, while this table requires it within 5. Please confirm which time frame for submission is correct, 5 or 10. | The correct timeframe for submission of the proposed Preventive Maintenance (PM) plan is ten (10) days after notice of award. Correction made to Sections C.8.13.7.1 and C.10.15 of the updated PWS on page 52 and page 55. | |
| 34 | Attachment+1_PWS+Mechanical+Service_SP470526R2032_15OCT25_IDIQ | C.8.13.7.1 | Deliverables table (C1.11.5.1) requires Insurance Certificates within 30 days of award, while this table requires it within 5. Please confirm which time frame for submission is correct, 5 or 30. | The correct timeframe for submission of insurance certificates is thirty (30) days after notice of award. Correction made to Sections C.8.13.7.1 and C.10.15 of the updated PWS on page 52 and page 55. | |
| 35 | Attachment+1_PWS+Mechanical+Service_SP470526R2032_15OCT25_IDIQ | C.8.13.7.1 | Deliverables table (C1.11.5.1) requires Unit Price Descriptions within 30 days of award, while this table requires it within 5. Please confirm which time frame for submission is correct, 5 or 30. | The correct timeframe for submission of the unit price description is thirty (30) days after notice of award. Correction made to Section C.8.13.7.1 of the updated PWS on page 52. | |
| 36 | Attachment+1_PWS+Mechanical+Service_SP470526R2032_15OCT25_IDIQ | C.8.13.7.1 | Deliverables table (C1.11.5.1) requires Schedule within 30 days of award, while this table requires it within 5. Please confirm which time frame for submission is correct, 5 or 30. Also, is it a weekly work schedule or monthly work schedule? Requirements are different in both tables. | There are two different schedules. The monthly report is specific to preventive maintenance. There is two different reports/requirements. Refer to each table for the actual schedule. | |
| 37 | Attachment+1_PWS+Mechanical+Service_SP470526R2032_15OCT25_IDIQ | C.8.13.7.1 | Deliverables table (C1.11.5.1) requires Contractor Emergency Plan within 30 days of award, while this table requires it within 5. Please confirm which time frame for submission is correct, 5 or 30. | The correct timeframe for submission of the Contract Emergency Plan is thirty (30) days after notice of award. Correction made to Sections C.8.13.7.1 and C.10.15 of the updated PWS on page 52 and page 55. |
Award
| 38 | Attachment+1_PWS+Mechanical+Service_SP470526R2032_15OCT25_IDIQ | C.8.13.7.1 | This table is in contradiction with C1.8.18.5, C1.11.5.1, and other areas in the document. Please confirm correct timeframe for contract deliverables. | The correct timeframe for contract deliverables is 15 days (See Section C1.11.5.1 of the PWS). See changes made on page 52 to be consistent with the table on page 23 of the Updated PWS. |
| 39 | Attachment+1_PWS+Mechanical+Service_SP470526R2032_15OCT25_IDIQ | C.10.15. Schedule of Maintenance | The table in this section appears to be the same one in C.8.13.7.1, which is a schedule of C. Is there a different table for C.10.15 for Schedule of Maintenance that we should reference? | Section C.8.13.7.1 pertains to the List of Records and Reports - Operational Requirements / Scheduled Submission Dates, while Section C.10.15 covers the Initial Requirements and Scheduled Submission |
| 40 | Attachment+1_PWS+Mechanical+Service_SP470526R2032_15OCT25_IDIQ | C.11.7.6 | Section C1.5.4.6 states that the minimum requirement is 5 years of experience, but this section states it is 10 years within the last 7. Please clarify minimum project manager experience requirement, 5 or 10 years. | The minimum project manager experience requirement is 10 years. Any reference throughout the PWS to 5 years of experience is hereby corrected to 10 years of experience. Section C1.5.4.6 has been corrected to read 10 years of experience in the updated PWS on page 18. |
| 41 | Attachment+1_PWS+Mechanical+Service_SP470526R2032_15OCT25_IDIQ | C.13.27 QUALITY ASSURANCE SURVEILLANCE PLAN (QASP) | Please provide a copy of the QASP requirements. | The QASP requirement is provided in Attacment 2 of Amendment 0004. |
| 42 | Attachment+1_PWS+Mechanical+Service_SP470526R2032_15OCT25_IDIQ | C.13.27.10 CONTRACT PHASE-IN PLAN | Please confirm that the Contractor will only be afforded 5 days to transition into the Contract. | The contractor will be afforded 10 days to transition into the contract. |
| 43 | Attachment+1_PWS+Mechanical+Service_SP470526R2032_15OCT25_IDIQ | C.15.3 | Please confirm that Contractor will only e responsible for disposal of hazardous materials or waste that they generate as part of their O&M operations and that the Contractor is not responsible for all facility hazardous waste. | The contractor shall be responsible for disposal of hazardous materials or waste generated as part of their O&M operations. |
| 44 | Attachment+1_PWS+Mechanical+Service_SP470526R2032_15OCT25_IDIQ | C.17.1 | Are there current capabilities to monitor the BAS and equipment performance remotely? | There are no current capabilities to monitor the BAS and equipment performance remotely. |
| 45 | Attachment+1_PWS+Mechanical+Service_SP470526R2032_15OCT25_IDIQ | C.22 Schedule of Deduction | Please provide C.22 Schedule of Deductions as this was not provided in the solicitation. | The Schedule of Deductions is provided within Attachment 2 to Amendment 0004. |
| 46 | Attachment+1_PWS+Mechanical+Service_SP470526R2032_15OCT25_IDIQ | C.23 PREVENTIVE MAINTENANCE GUIDES | Please provide C.23 Preventive Maintenance Guides as this was not provided in the solicitation. | The CMMS provides the Preventative Maintenance Guides. Additionally, Attachment C.23, Preventive Maintenance Guides, is included with this amendment. |
| 47 | Attachment+1_PWS+Mechanical+Service_SP470526R2032_15OCT25_IDIQ | C.23.15. Schedule of Maintenance | The table in this section appears to be the same one in C.8.13.7.1, which is a schedule of deliverables. Is there a different table for C.10.15 (& C.23.15) for Schedule of Maintenance that we should reference? | Section C.8.13.7.1 pertains to the List of Records and Reports - Operational Requirements / Scheduled Submission Dates, while Section C.10.15 covers the Initial Requirements and Scheduled Submission |
| 48 | RFP+SP4705-26-R-2032_FINAL_17OCT25 | RFP Section L, Volume I - Capabilities, Section 1 - Technical Capability, page 60 | The 4th paragraph in this section states, "The contractor must have in-house multi-disciplinary and multi-divisional mechanical branches including, but not limited to Design Engineers, HVAC, Plumbing, and Electrical Control ready for immediate execution. These in-house capabilities must enable the contractor to deliver prompt, efficient service and installation without reliance on external subcontractors. |
1. Some of the assets covered by this Contract are OEM proprietary in nature, requiring the engagement of outside contractor support, as such, this would not be an achievable requirement.
2. Question 1 response in A003, posted on 28OCT25 stated that subcontracting is acceptable in some cases provided that the Prime contractor demonstrates full capability to manage, control, and execute all required services IAW the PWS. Please confirm that, as long as a rationale is provided and approved, some work will be acceptable to have outside support for.
| Please confirm that it is acceptable to use vendor/subcontractor support for proprietary components where necessary, and update the solicitation to reflect this. | The government confirms that the use of vendor or subcontractor support is acceptable for proprietary components or specialized work, provided the prime contractor demonstrates full capability to manage, control, and execute all required services in accordance with the PWS. Regarding the request to update the solicitation, all questions and answers, including responses, are hereby incorporated into the solicitation and become part of the official record. Therefore, no additional amendment to the solicitation is required. | |
| 49 | Attachment+1_PWS+Mechanical+Service_SP470526R2032_15OCT25_IDIQ |
AND
RFP+SP4705-26-R-2032_FINAL_17OCT25 C.13.27.2
AND
| RFP Section L, Volume I - Capabilities, Section 1 - Technical Capability, page 60 | Section C.13.27.2 of the PWS reads: "The Contractor shall develop a phase-in plan for submittal to the KO as part of Volume I – Past Performance, of the Technical Proposal." | ||||
| On page 60 of the RFP, Section 1, paragraph 6 reads, " The Phase-in Plan should be included as an appendix to Volume I, Section 1." To ensure accurate organization, please clarify the required location of the Phase-in Plan. | The phase-in plan should be included as an Appendix to Volume 1, Section 1 of the proposal, as stated on page 60 of the RFP. | ||||
| 50 | RFP+SP4705-26-R-2032_FINAL_17OCT25 | RFP Section L, page 62, Volume II - Past Performance, Section 1 - PPQs; Section M, page 70, Past Performance Project Descriptions | Section L of the RFP states that the offeror shall not detail more than 12 projects total for the PPQs. Section M states that the offeror shall not provide a total of more than 8 project descriptions. How many projects are offerors limited to for the Past Performance Volume? | The offeror is limited to no more than 12 projects in the past performance volume. Page 70 of the RFP has been corrected. | |
| 51 | Attachment+1_PWS+Mechanical+Service_SP470526R2032_15OCT25_IDIQ |
AND
RFP+SP4705-26-R-2032_FINAL_17OCT25 C.25.8 Past Performance Questionnaire
AND
RFP Section L, Vol II Past Performance, Section 1 - PPQs
| The RFP states that the offeror should use the PPQ form included as an attachment to the RFP (RFP, page 73). However, the PWS provides a PPQ on pages 74 - 77 (Section C.25.8). Please Which PPQ form should offerors use? | Offerors may use either past peformance questionnaire (PPQ) form - the version included as an attachment to the RFP or the version provided within the PWS. | |||
| 52 | RFP+SP4705-26-R-2032_FINAL_17OCT25 | RFP Section M, Past Performance Evaluation | Please confirm that offerors do not need to submit completed Past Performance Evaluation forms for past performance projects for which CPARS records exist. | The government confirms that offerors are not required to submit completed past performance evaluation forms for projects that have current and accessible CPARS records. In such cases, the government will utilize the CPARS database as the official source for evaluating past performance. Offerors should, however, identify the relevant contract numbers and ensure CPARS records are complete and available for government review. If a CPARS record is not available or incomplete, the offeror is encouraged to submit a completed past performance questionnaire or other supporting documentation to ensure adequate consideration of the project during evaluation. |
| 53 | Attachment+1_PWS+Mechanical+Service_SP470526R2032_15OCT25_IDIQ | C.10, C1.5.4 | C.10 under C.11 Management Requirements and C1.5.4 states: "These licenses include, but are not limited to, Commonwealth of Virginia Class A Contractors License and Fairfax County Business License." This implies the Project Manager himself should posses these licenses, please confirm this refers not to the Project Manager but to the offeror company as a whole. | The Project Manager must have an active Commonwealth of Virginia Class A Contractor License, and a copy of the license must be submitted with the resume. |
| 54 | Attachment+1_PWS+Mechanical+Service_SP470526R2032_15OCT25_IDIQ | C.11.7.13, C1.5.4.13 | C.11.7.13 The names and addresses of the companies for whom the proposed Project Manager worked during the past Ten (10) years, along with the names and telephone numbers of his/her immediate supervisor. |
C1.5.4.13 The names and addresses of the companies for whom the proposed Project Manager worked during the past five (5) years, along with the names and telephone numbers of his/her immediate supervisor.
| Please clarify whether ten years or five years is correct. | The minimum project manager experience requirement is 10 years. | ||||
| 55 | RFP+SP4705-26-R-2032_FINAL_17OCT25 | RFP Section M, page 70, Past Performance Project Descriptions | This section has a font requirement of "using a 12 point new courier font" for the project descriptions but the overall font requirements provided on page 59 says "11-point font" - would the gov't consider allowing vendors to use 11-point font in the project descriptions? | Yes, offerors may use either 11-point font or 12 point New Courier font for the project description, provided the font is legible, consistent throughout the submission, and adheres to all other formatting requirements specified in the solicitation. | |
| 56 | RFP Pg 3 | PWS C1.1.10(a) ; Section Equipment Maintenance | Is there an existing equipment list in an excel version w/ model and serial numbers? If so, may the governemnt please provide such to bidding contractors? | See C.23.19 provided within the PWS. | |
| 57 | RFP Pg 40 | PWS C.1.21.9.8. The semi-annual test and confirmation of proper treatment for legionella is required. | Is there a designated location for where samples are to be taken? | The contractor is responsible for determining the designated locations for sample collection. | |
| 58 | RFP Pg 40 | PWS C.1.21.9.8, Written service reports including chemical analysis and recommendations submitted to the COR monthly. | Also, what level of chemical testing analysis is required? | Contractors are expected to be knowledgable in commercial operations and chemical testing. | |
| 59 | RFP Pg 39 | PWS C.1.21.9, Water Treatment Program | Statement: The Contractor shall implement and maintain a Water Treatment Program. Question: Is there an existing Water Treatment Plan? If so, may a copy of the exisitng water treatmenet plan/ program be provided? | Yes, we do have Water Treatment Program. The information cannot be provided due to security. | |
| 60 | RFP Pg 39 | C1.21.7.4 Wastewater Treatment Systems | Statement: Wastewater Treatment Systems that treat and manage wastewater before discharge or reuse. Question: Are any estimated historical chemical use rates available? | No historical chemical use rates are available at this time. | |
| 61 | RFP Pg 39 | C1.21.8, Water Treatment Maintenance Water Quality Testing | Question: Are any boiler metrics available? (i.e. average condensate return, annual steam production, cycles, softened make up, any other pre-treatment" | No boiler metrics, including average condensed return, annual steam production, cycles, softened makeup, or othe pre-treatment data, are available at this time. | |
| 62 | RFP Pg 39 | C1.21.7, Key Components of Water Treatment Systems | Are any cooling metrics available? (i.e. annual gallons of makeup water for towers, annual gallons of make up water for the loops (hot/chilled), count of loops & types, volume (gallons per tower), estimated annual days of run time for each tower systems, cycles) | No, there are no cooling metrics available. | |
| 63 | RFP Pg 39 | C1.21.8, Water Treatment Maintenance Water Quality Testing | Are the chemical tanks, chemical pumps, and chemical feed equipment owned by DLA? | Yes, the chemical tanks, chemical pumps, and chemical feed equipment are owned by DLA. | |
| 64 | RFP Pg 31 | C1.16.28 | Statement: The Contractor shall inspect, maintain, calibrate, repair or replace all types of instruments (electric, electronic and pneumatic) and controls used throughout the plants and related systems. Question: Are the controllers owned by DLA? | Yes, the controllers are owned by DLA. | |
| 65 | Attachment 4 Davis Bacon Act | Davis Bacon Act | Attachment 4 does not cover most of the labor categories listed in Attachment 5. Will the government provide a Davis-Bacon wage determination that covers all of the required Davis-Bacon labor categories that must be priced in Attachment 4? | Attachment 5, the Davis Bacon Wage Determination provided with the solicitation, contains the official wage data as published on SAM.gov. DCSO cannot modify, add to, or otherwise alter a Wage Determination, as it is a Department of Labor issued document and not developed by the DCSO. Offerors are advised to refer directly to SAM.gov for the most current and applicable Davis-Bacon Wage Determination for the project's location and scope of work. The Government will apply any updated determination issued by the Department of Labor in accordance with applicable Federal Acquisition Regulation provisions prior to award, if required. | |
| 66 | RFP+SP4705-26-R-2032_FINAL_17OCT25 | RFP Section L, Volume I - Capabilities, Section 1 - Technical Capability, page 60 | Many Government POCs (COs/CORs) are currently not available due to the Government shutdown, furloughs, and reorganization. If the appropriate POC is not available to respond to the PPQ on time, will DLA make allowances for bidder work-arounds, which may include submissions of PPQs from other recent proposals or CPARS, where available? | Offerors may submit alternative supporting documentation in lieu of a completed questionnaire when the designated point of contact is unavailable. Acceptable alternatives include: 1) Past performance questionnaires submitted under other recent solicitations, and/or 2) Contractor Performance Assessment Reporting System (CPARS) reports or other official performance evaluations. Offerors should document their efforts to obtain the completed questionnaire and include any relevant correspondence demonstrating the point of contact's unavailability. The government will evaluate past performance based on the information provided and reserves the right to seek clarification or additional information as necessary. | |
| 67 | PWS, Section C1.27, Facility Security Clearance (page 77 of Attachment 1 (PWS)) | Offerors shall include the following information in their proposal to verify compliance with this facility clearance requirement: 1) A facility clearance verification letter or certificate from Defense Counterintelligence and Security Agency (DCSA) (or the cognizant office) confirming the current clearance level; or 2) a statement on company letterhead, signed by the Facility Security Officer (FSO), certifying: the facility's active clearance level, the associated Cage Code and UEI number, and the issuing authority and date of the clearance. Offerors shall also identify their Key Management Personnel (KMP) who hold required personnel security clearance (PCLs). For joint ventures or teaming arrangements, the proposal shall clearly state which member holds the active FCL and which entity will perform any classified work. Failure to provide the required documentation may render the offeror ineligible for award. |
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