OFEO_ELEV_F15SOL10058_Amendment01.pdf

Smithsonian Institution (SI) Solicitation F15SOL10058:

AMENDMENT #01

Requests for Proposal – SI ELEVATORS Solicitation Response Due Date : 8-28-15

The following comprises the most up-to-date questions regarding the referenced Solicitation activity:

(1) Would the SI clarify the final submittal requirements set out in SI Solicitation No.

F15SOL10058?

> Yes. Under the terms of Section L.6, Submission of Proposals, of SI Solicitation No.

F15SOL10058---and the present Amendment No. 01 thereto---all interested bidders shall provide one (1) “original” and seven (7) “copies” of its Proposal to the address provided in Section L.3.7 of the referenced Solicitation.

(2) The Attachment J.4, Vertical Transportation Maintenance Services Pricing Sheet, was not included as a direct attachment to SI Solicitation No. F15SOL10058. To this end, will the SI be distributing Attachment J.4 via an addendum anytime soon?

> No. There is no SI standard form for the referenced pricing option breakout form (“Attachment J.4”) so all interested Bidders shall be individually responsible for creating a clear and concise metric of how pricing will be amortized across the life of the contract.

(3) The last page of Attachment J.2, Inventory of Smithsonian Vertical Transportation Equipment (“VTE”), to SI Solicitation No. F15SOL10058 notes that there are various Units (“Red” & “Gray”) which are in varying stages of Modernization or Construction (“Red”) or now available as new Unit numbers (“Gray”). To this end, can the SI please clarify if interested Bidders are to delete the so called “Red Units” from their Bid price evaluation process?

> The units in RED are designated “Out of Service” at this time due to construction being performed in those areas of the buildings. With that said, Attachment J.2 is a fluid metric and will typically vary annually due to fluctuating factors independently influencing the availability of different Units. To this end, these Units were included in the Attachment simply for reference as they may come back online and thereby become included during the life cycle of the finalized Contract. For bid purposes then, these “Red Units” do NOT need to be included in any prospective Bids.

SI SOLICITATION #F15SOL10058, AMENDMENT NO. 01

(4) On Page 6 of SI Solicitation No. F15SOL10058, Section B.2.1, it defines the Base Year Firm Fixed Price Requirement, however the subsequent potential nine (9) years of pricing schedule does not address any form of price escalation. To this end, will the SI please clarify where and how years two (2) through ten (10) will be adjusted for Labor and Materials Indexes within the Specification?

> Yes. Per the direction of Section B.4, Exercise of Option(s), Item #4:

Increases in rates listed in Section B.2.1 above, will be based upon the most recent CPI Index, All Urban Consumers / Washington, D.C. / NYC / All Items, for the past twelve (12) months based on the anniversary date of the award. In the event the Smithsonian exercises its right to extend the Period of Performance under the resultant Contract, all other Terms and Conditions hereunder shall remain unchanged.

To that end, under the Terms of the finalized Contract, any increases to the wage rates proposed under years two (2) through ten (10)---and set out within Attachment J.4 of SI Solicitation No. F15SOL10058---shall be successfully negotiated prior to renewal based upon the CPI for Urban Consumers, Washington, D.C. area, and formalized via subsequent Modification.

(5) Can the SI confirm that the “MALL On-Site” Service Technicians shall be self-performing both the annual and five (5) year safety testing procedures?

> Currently additional support is provided to perform all annual and five year testing procedures in all locations.

(6) Can the SI confirm where the phone system is programmed to be received (e.g., SI Security or some alternate 3rd party monitoring service) and whose financial responsibility that monitoring would be?

> All SI elevator phones are programmed to call the Facility/Museum Security Office in which they are located and as such they are monitored 24/7. For bid purposes, Contractor’s should understand that it shall be the SI’s financial responsibility for monitoring.

(7) Can the SI confirm that it has its own form of Computer Maintenance Management System and if so, which type (e.g. Maximo)?

> Not at the present time.

(8) Can SI confirm what the monthly parking fee is per car at the Air & Space parking area?

> The cost is determined by the SI Parking Office (202-633-3900).

(9) Can the SI confirm whether there are any “open” or “incomplete” items on any of the equipment within the SI facilities resulting from either annual or five (5) year tests?

> Not at the present time.

(10) Are the 24 / 7 callbacks designed to be a separate charge, or shall they be included in the Base Contract cost?

> Per the Terms of SI Solicitation No. F15SOL10058, all pricing for callbacks should be included in bidding for the Base Contract under the Firm-Fixed Price (FFP) arm of the proposed hybrid Contract (See Section C.2.5).

(11) What is the required entrapment response, if any, during the OT hours?

> Per the Terms of SI Solicitation No. F15SOL10058, all entrapments are to be responded to twenty-four (24) hours a day, seven (7) days a week, 365 days a year within thirty (30) minutes of the initial call (See Section C.4.21).

(12) What are the SI desired working hours / shifts for the mechanics working under the project?

> Per the Terms of SI Solicitation No. F15SOL10058, Museum and administration staff office hours are generally from 6:00 AM to 6:00 PM, Monday through Friday, except holidays; these are the “regular working hours (See Section C.4.16).

(13) What is the current project staffing with regard to both hours and quantity of personnel?

> Presently, there is a diverse mix of on-site and roving personnel.

(14) Will VE proposal options be accepted as a way to reduce scope cost?

> No.

(15) What is the current monthly invoicing to the SI for maintenance contract scope covered services?

> Between $100,000 and $150,000.

(16) What is the historical annual spending for work completed outside of the proposed service contract scope?

> This data can be made available on request by the Contractor whose proposal is selected in response to SI Solicitation No. F15SOL10058.

(17) On Page 9 of SI Solicitation No. F15SOL10058, Section C.2.4, Repair, refers to the inclusion of upgrades to equipment held under the finalized Contract. To this end, does this “upgrade” refer to the next best alternative in the case of obsolescence for specific elevator components?

> See SI Solicitation No. F15SOL10058 Section C.4.6.

(18) On Page 10 of SI Solicitation No. F15SOL10058, Section C.2.10, Miscellaneous, states that FFPT includes maintenance, modification and upgrades. To this end, does “upgrades” and “modification”, hereunder, refer to the next best alternative in the case of obsolescence for specific elevator components?

> See SI Solicitation No. F15SOL10058 Section C.4.6.

(19) On Page 13 of SI Solicitation No. F15SOL10058, Section C.4.10, Joint Inventory, refers to the selected Bidder performing an initial joint inventory of all furnished SI equipment, tools, drawings, diagrams, facilities and materials. Additionally, it describes submitting inventories at the start of each Option Year (i.e. Years two [2] through ten [10]) of on-site parts for the equipment. Typically, elevator spare parts are the property of the elevator company unless installed on elevator equipment as replacements. To this end, will the existing components be left on-site by the incumbent if the resultant Contract is awarded to a different service provider?

> No. Only those parts that are SI furnished, SI purchased or SI owned shall be made available to the servicing Contractor.

(20) What is the SI standard on spare component availability?

> See SI Solicitation No. F15SOL10058 Sections C.1; C.2.4; C.4.8 and any other related Solicitation section pertaining to inventoried parts and availability.

(21) If standards are not met with the existing inventory, will the SI purchase the lacking inventory from the new maintenance contractor?

> See SI Solicitation No. F15SOL10058 Section C.4.8.

(22) Are in ground jack components, esthetic finishes of cabs, hoistways, etc. be considered to be under the Firm-Fixed price threshold?

> Yes.

(23) What are the SI badging requirements for work under the finalized Contract and the associated costs?

> Under the resultant Contract, the SI shall furnish ID Badges at no charge as they shall remain the property of the SI. Costs may be incurred only if those badges are lost or stolen.

(See SI Solicitation No. F15SOL10058 Section C.4.12).

(24) Is specific coverage required on-site?

> See SI Solicitation No. F15SOL10058 Sections I.25 and I.26 for Insurance requirements under the finalized Contract.

(25) Does the SI have a minimum labor requirement to meet the Scope of Work set out in SI Solicitation No. F15SOL10058?

> No. However, the Technical Proposals of all interested Bidders should fully meet the Terms and Conditions set out in SI Solicitation No. F15SOL10058.

(26) What is a “Maintenance of Traffic” (MOT) as described in Section L.6.2.5 of SI Solicitation No. F15SOL10058?

> The reference to “Maintenance of Traffic” (MOT) was included in error and can be stricken from SI Solicitation No. F15SOL10058.

(27) Can the SI clarify what major equipment would be used under the finalized service Contract?

> Refer to the answer to Question #3 above.

(28) Do proposed résumés and staff positions need to be identified and set out at time of bid submittal?

> Yes. Primarily these résumés should be for those persons who will be designated “Key Personnel” (See SI Solicitation No. F15SOL10058 Section G.7.1).

(29) How will the pricing for those elevators located in other states be submitted?

> Taking into account SI Solicitation No. F15SOL10058 Attachment J.2, the pricing for all elevators in all locations should be included as part of the Base Bid.

(30) How will site-surveys be conducted at satellite SI locations?

> The relevant site-survey was previously conducted on Thursday, August 13, 2015.

(31) In submitting their Cost Proposal to SI Solicitation No. F15SOL10058, would the SI prefer to have the Bidder’s hourly billing rates broken out on the same page as Attachment J.4, or in a separate document?

> For the purposes of the present SI Solicitation No. F15SOL10058, all responsive Bidders shall include their hourly rates broken out as a part of their provided Attachment J.4.

(32) Can interested Bidders provide their final bids for SI Solicitation No.

F15SOL10058 in person?

> Yes.

(33) While Section L.6.1.2, Section 2 – Signature Page [Page 1 of 47], of SI Solicitation No. F15SOL10058, refers to Standard Form 252, Page 1 is actually stamped Standard Form 33. To this end, is Standard Form 33 (Page 1 of 47) the correct form for Bidders to include in the Pricing Tab of the bid document?

> Yes.

(34) According to Attachment J.2, Inventory of Smithsonian Vertical Transportation Equipment (“VTE”) to SI Solicitation No. F15SOL10058, there are four (4) HYDRO Type elevators and one (1) Elevette / LULA device that indicates a full load test date.

Since a HYDRO and LULA are not required to perform a full load safety test by Code, this would appear to be a conflict. To this end, can the SI please clarify the type of device for each of the six (6) devices listed in the Inventory table?

> Assuming this particular inquiry is related to the Cooper-Hewitt Design Museum (CHDM), the elevators are hydraulic type, including the LULA. All passenger carrying equipment at the SI is tested annually, and a full load test is performed every five (5) years, regardless of whether they are hydraulic or not.

(35) According to Attachment J.2, Inventory of Smithsonian Vertical Transportation Equipment (“VTE”) to SI Solicitation No. F15SOL10058, Unit #4 indicates that the Machine Room is listed “Overhead,” which would be in conflict with the normal design of a HYDRO elevator. To this end, can the SI please clarify the Machine Room location of the referenced elevator?

> Assuming this particular inquiry is related to the CHDM, the referenced Machine Room is located in the Museum Basement. For bidding purposes, Bidders may refer to the answer to Question #3 above.

(36) According to Attachment J.2, Inventory of Smithsonian Vertical Transportation Equipment (“VTE”) to SI Solicitation No. F15SOL10058, Unit #1 has “Openings” designated at F / S / R. To this end, can the SI please clarify what “F”, “S” and “R” are defined as?

> Assuming this particular inquiry is related to the CHDM, the key for the letter references is as follows:

F - Front;

S – Side;

R – Rear.

(37) Are there any Units that have issues with regard to gaining accesses for maintenance purposes?

> Yes. The Units that require additional effort to gain access to are as follows:

-One (1) elevator machine room at the Freer is set behind the building’s mechanical room and requires some bending and stooping;

-Two (2) elevator machine rooms at the SI Castle (#1 & #3) require climbing a “ship’s ladder” and a steep stairway to gain access;

-One (1) elevator machine room at the NPM is located in the Post Office controlled space and for after hour access requires permission from the Postmaster, which must be arranged by the NPM Security in advance if ever needed; and, -In general, there are a few overhead spaces that may require some stooping or bending but overall, no real access problems exist or are out of the normal realm for elevators that are located in older buildings or other similar types of buildings anywhere else.

(38) Are there any particular Units that are currently causing problems or that continue to be seen as difficult Units

> No.

(39) With regard to the submittal of complete Bid Proposal packages for SI Solicitation No. F15SOL10058, will those bids that exceed the twenty-five (25) page limit set out in Section L.6, Submission of Proposals, be disqualified from award consideration?

> No. Bidders may submit Bid Packages longer than the allotted twenty-five (25) pages, but hereunder the SI shall be under no obligation to review materials in excess of the specified limit. In this regard, Solicitation Page 1 of 47 and prospective staff résumés shall not count towards the overall page limit.