Vendor Questions AUSTIN.rtf

TIRMS-10-R-00005, Austin

VENDOR QUESTIONS RECEIVED

1) Current contract number and contractor providing these services and contract amount?

The current contract number that covers this service is TIRNO-05-C-00039 to IAP World Services Inc. A little more than $37 million was on the contract, however, that contact covers six different IRS Service Center locations for 5 years (a base and four option periods) and we will only be awarding this contract for one location.

2) Is it possible to also exclude resumes from the page count as is the past experiences?

See Amendment 1

3) Can you provide us with a current list of subcontractors?

No, but the Contractor can use any “QUALIFIED” sub-contractor he wishes.

4) Will you please issue a more current DOL Wage Determination? The most current DOL has H&W at $3.50 See Amendment 1

5) On Page 17 of the Performance Work Statement, Section 3.1.6 “Snow Removal and Ice Abatement” – how is the snow plowing & removal to be priced out in Section B?

This should be included in the Basic Services monthly fees. Please see historical data for averages.

6) On Page 63 of the Performance Work Statement, Section 5.4.1 “Utilities” conflicts with Section 6.2 “Communications Equipment” (page 65) regarding phone service. Please clarify.

One phone line will be provided by the Government. Computer access is provided to the CMMS person. If additional lines/phones are deemed necessary by contractor, it will be at their expense.

7) There no F34 listed in the equipment inventory. Please provide the number of fixtures and bulbs Approximately 5,000

QUESTIONS/ISSUES REGARDING RFP: TIRMS-10-R-00005

REFERENCE

QUESTIONS/ISSUES

PARA

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SF 1449

What do the letters “AJ” stand for in the UNIT columns?

These Line Items were removed in Amendment 1 (FYI- AJ means Adjustable. Since there is no feasible way to approximate this and evaluate it, we took it out. Additional Services by task order will still be a requirement but will not be evaluated up front.)

3.1.1 The RFP states “the BOP will be furnished to the COTR no later than 10 days after contract award”. Given that there will be a 60 day phase in period when the Contractor’s employees are to be observing on-going operations, creating plans, policies and documentation, and preparing to assume their responsibilities can the BOP be delivered to the COTR no later than 70 days after the contract award?

We will need the BOP 10 days after contract award.

3.3 Can the IRS provide Service Call data for the last two contract periods? Data such as how many by trade and by time required (e.g. <1 hr, >1 hr but <4 hrs, >4 hrs but <8 hrs).

See Technical Exhibit 3 3.3.3.5 Can the IRS provide an estimate of how many Utility Time Service Calls (UTSC) on average have been requested by the COTR per month?

Approximately 100 per year but this number varies greatly 3.4.1 The 3rd paragraph states “The Contractor’s guide cards shall be included with their Preventive Maintenance Program in their initial proposal.” In the Evaluation - Commercial Items clauses presented on pages 31 through 35 we cannot find any reference to submitting a Preventive Maintenance Program with our initial proposal. Can this be clarified?

Paragraph 3 will be updated to take out “with their initial proposal.” The guide cards will not be required with initial proposal.

3.4.10.2 When was the most recent eddy current testing performed on the chillers?

If water treatment is in compliance IRS feels no EDDY would be required.

3.5.6 When were load tests on the emergency generators most recently completed?

Monthly 3.5.6 When was the most recent switch gear testing accomplished?

Oct 2009 3.7.9 Does the IRS already have facility confined-spaces identified and labeled?

yes 3.9.5.1.1 Will the IRS provide the Contractor with the Refrigerant Compliance Manager (RCM) software?

No 3.9.8 During the last 3 years have there been any instances where the O&M Contractor had to remove or abate any asbestos-containing materials?

No 3.9.9 Are there currently any operating permits in effect for boilers, generators or other emissions producing equipment?

No 3.18 Will current, up-to-date As Built Drawings be provided to the Contractor during the phase-in period?

The most current drawings available will be provided.

4.1.1 Can the IRS provide the number of task orders issued for IDIQ Repair Requirements exceeding the $3,000 threshold for each of the last two completed contract years?

We do not have an accurate count at this time since this will be a different type of .

4.1.3 Can the IRS provide the number task of orders issued for IDIQ New Project Work during last two completed contract years?

No, the previous contract was not an IDIQ type contract.

4.1.4 Can the IRS provide the number of task orders issued for IDIQ Snow Hauling requirements during last two completed contract years?

none 4.1.4 Reference Snow Hauling task orders; In addition to the Contractor being reimbursed on an hourly basis for labor using the IDIQ established rate, will the Contractor be reimbursed for the expense of any dump trucks/loaders that would have to be used?

Yes, if directed to haul off by the COTR or the CO 4.3.2 Reference is made to “A material loading factor…..as identified in the bid schedule”. We cannot find such a required entry in the bid schedule. Please clarify.

Please see changes to that section 5.4.1 6.2 Paragraph 5.4.1 states “Government furnished …..local telephone service with access to the local area network, FTS and Internet connectivity” while paragraph 6.2 states “The Contractor shall arrange for the installation, at their expense, …….and for Internet services”. Please clarify.

We will provide intranet and phone for use pertaining to this contract. We will not be able to provide internet to anyone but key personnel due to background investigation restrictions.

One phone line will be provided by the Government. Computer access is provided to the CMMS person. If additional lines/phones are deemed necessary by contractor, it will be at their expense.

AWD

The DOL issued a memo on June 9, 2010 that states all contracts awarded on or after June 22, 2010 should have an H&W amount of $3.50 per hour applied. Is that the amount that should be applied in our price proposal?

See updated Wage Determination in Amendment 1 General

Will the Government provide a listing of subcontractors currently performing subcontracted services listed?

No

8. Reference page PWS-9, paragraph 2.2.1, indicates that the IRS is requiring that during the Phase-in Period we must provide 225 days of personnel coverage or 1,800 man-hours at 8 hours per day. This contract is subject to Executive Order 13495, First Right of Refusal so, most of the required positions will be incumbent contractor employees. This requirement appears to give the incumbent contractor an extreme advantage over other bidders. It also appears that this is a carry-over requirement from when the Government performed the requirements of the contract and you had a new industry contractor. Will the IRS consider removing this requirement?

Executive Order 13495 is not applicable to this contract. There are no clauses or Treasury directives regarding this EO. As such, none will be included in this solicitation or subsequent contract.

9. Reference page PWS-9, paragraph 2.2.1. Will the incumbent be required to propose a cost to provide the 225 days of coverage (1,800 man-hours) during the phase-in period even though they are being compensated for these people from the current contract?

No. The 60 day Phase In period only requires certain positions. If those will be filled by incumbent staff, there will be no cost to you or the Government for their pay since those staff members are being paid under the current contract.

10. Reference TE-6 and FAR 52.212-1 (pages 24 through 30) and FAR 52.212-2 (pages 31 of 35). These three elements of the solicitation do not match. I.e., TE-6 requires a Phase-in Transition Plan, position descriptions, list of subcontractors, etc while the FAR 52.212.1 and 2 do not require these documents. Please clarify exactly what is required in our submittal.

See updated FAR 52.212-1 and FAR 52.212-2

11. Section 3.9.1 page 44 requires annual training for employees handling or inspecting hazardous waste but does not specify the generator’s classification. Will the generator’s classification and/or the specific level of training required be provided?

The site is classifies as Conditionally Exempt Small Quantity Generator (CESQG)

12. Section 3.9.8 states the building covered by this contract may have asbestos containing material and all know ACM locations in the building are listed in the comprehensive Asbestos Inspection Report available from the COTR. Can this report be obtained for inspection prior to the proposal date?

Known ACM is contained in some sheetrock, floor tile, floor mastic, and pipe insulation. Drawing to large to send but will be provided during Phase In.

13. Section 5.3.2 on page 59 requires equipment worn out due to normal wear and tear to be returned to the Government but no nothing is stated about replacement of said equipment. Will the Government replace equipment worn out due to normal wear and tear or will this be a Contractor requirement? Replacement will be at the discretion of the government. Repair by replacement is paid 100% by the government. Should the contractor choose to use Governmentt Furnished equipment, contractor would be required to maintain, protect from damage and repair.

14. Section 5.3.3 page 59 states that computer workstations with network connections, appropriate interface with the CMMS and standard Microsoft Office software and printers identified in TE-7 will be made available to the Contractor for use in the performance of this contract. Regardless of the serviceability of the above mentioned Government Furnished Equipment, the Contractor shall remain fully responsible for accomplishing all work requirements identified in this contract. Is the Contractor responsible for replacement of any of the government computer equipment and software listed in TE-7 that is not serviceable or becomes unserviceable due to age and/or normal wear and tear?

The government will replace at no cost to contractor. The Government will be responsible for securing software maintenance and upgrades from the CMMS software vendor (Archibus) for the duration of the contract at no cost to the contractor. This shall include licenses, toll-free phone support, and all new software upgrades.

15. During the site visit it was noted the chillers, pumps and associated equipment were being replaced. During the warranty period will the successful contractor be responsible for water treatment for the new chillers or will the contractor installing them be responsible?

Successful Contractor to maintain c/w, however the chemicals will be provided by DMI for one year.

Also what will be the warranty period for the new chillers and how long?

DMI warranty is for one year upon acceptance of chiller project. Chillers have additional manufactures warranty.

16. The solicitation does not identify what is required in our cost proposal. In what detail is the government requiring for the cost proposal? Is all that is required in the cost proposal is the Section B?

See updated FAR 52.212-1, Volume II, Business Proposal

17. Concerning the first $3,000.00 for repairs for which the contractor is liable for we are submitting the following example. If during Infrared testing 10 breakers are found to be defective at a cost of $1,000 each. Is the contractor responsible for the first $3,000.00 of the total cost of $10,000.00 because this would be considered one repair job or is the contractor responsible for the total cost of all breakers since they are under the $3,000.00 threshold?

That’s Correct.

18. Per TIRMS10R00005_Amendment_1, the first 3 pages (SF1449 and pricing section) as well as the last page have the solicitation number correct; however, the remaining pages (pages 4-61) reference the IRS Covington, KY solicitation number. Please clarify.

This was a mistake. It will be corrected on Amendment 2.

19. Please verify that you are requesting 3 years past performance which is usually 5 years on most government contracts that I have bid in the past. It would be more beneficial to the government to see a wider spectrum of past performance for any given company that they are evaluating.

Yes; 3 years past performance.

20. The current NAICS is primarily for HVAC services; however, the solicitation is multi-disciplined covers, in our opinion, the “combination of support services” outlined in the 561210 NAIC. We appreciate our time in this matter and feel the Government will have a greater number of interested vendors who are qualified to perform these services in the event the NAICS code is changed.

The NAICS code will remain as is.

21. Section 2.2.1 page 8 states that the duration of the phase-in period is 60 days but section 3.1.6 page 17 requires submittal of a snow removal plan during the first 60 calendar days of the 120 day phase-in period. Is the phase-in period 60 or 120 days?

That was an error. The Phase In will be 60 days as stated in the Line Items of the SF 1449 solicitation document.

22. Sections 3.1.4 page 16, 3.1.9 page 18, 3.1.10 page 19, 3.3.9 page 28, 3.4.2.C.8 page 30 refers to TE-11 for the format of reports, logs and a service call flow chart but TE-11 does not contain this information. Please provide the format of reports, logs and a service call flow chart.

You can use whatever format you feel is appropriate.

23. Section 3.4.5 on page 32 states that the Contractor shall label all equipment IAW TE-12, which identifies how the building equipment inventory shall be documented, numbered and labeled for all building equipment. TE-12 contains only the non-conformance notification for rework form. Please provide the required information for labeling equipment be provided.

This was already done by the incumbent contractor but new equipment may need to be labeled accordingly.

24. Section 3.7.12 page 41 requires potable water systems which are repaired, modified, serviced or breeched in any way to be disinfected, flushed and tested prior to returning the system to service with no requirement for reporting test results. What type of test report and/or approval does the Government require?

Main water system that is breeched / repaired etc…Testing will be in compliance with the Safe Drinking Water Act PL-99-339 and CFR 141.43.

25. Sections 3.9 page 44 and 3.9.7 page 46 refer to the IRS Environmental Management System (EMS) requirements as shown in Technical Exhibit (TE-13) but there is no Technical Exhibit (TE-13). Please provide the documentation.

We took this out because it says the contractor will follow all environmental laws. See FAR 52.223-5

26. Section 5.1 on page 57 states the Government will provide space shown in Technical Exhibit TE-7 but this TE does list the space. Please provide the floor plan or listing of the Government provided space.

Floor plan will be provided at Phase-in

27. Can we have the list of the prime GC’s that obtained plans & specs?

We do not have this list.

28. In regards to the phase in period, line item 2.2.1 “Phase-In Planning/Staffing” (page PWS-8-9), how would this be implemented if all of the incumbent employees are going to be retained by the new contractor?

Show that in the phase In plan, as well as any other additional employees deemed necessary for this contract.

How much is the contractor going to be responsible for exterior work to the building, such as caulking, roof repair, parking lot patching, etc.

Up to limit set by contract.

How many zones are there for operating the HVAC through the building?

Unknown. Please see Technical Exhibit 1 for pertinent information.

What is the current contractor contract value minus the IDIQ's for this site.

See Question 1. The former contract was not an IDIQ type contract.

Does the CMMS administrator have to be onsite if they are already onsite at another IRS location using Archibus?

Yes

Who is responsible for the CMMS license?

The Government will be responsible for securing software maintenance and upgrades from the CMMS software vendor (Archibus) for the duration of the contract at no cost to the contractor. This shall include licenses, toll-free phone support, and all new software upgrades.

Please confirm kitchen equipment is suppose to be included in our FFP.

Kitchen equipment as identified in Technical Exhibit 5 will be included. This does not include the employee cafeteria but does include ice makers and equipment in the daycare kitchen.

Please confirm that Elevators are part of the FFP as included in TE-2.

Yes Snow removal plan isn't included in TE-6 is this a typo in the SOW?

No What is the AQL for snow removal as it's not stated in the QASP? 0 Will additional services line item not to exceed be filled in at contract award.

See Amendment 1. Line Items were deleted.

Are you expecting us to provide information concerning contacts of current “like” contracts in our proposal for our past performance, rather than send out past performance forms to our contracts to have them send them to you?

Yes; provide the information to us with contact information for verification purposes.

Can we get a list of employees with seniority dates so that we can properly account for benefits as stated in the SCA.

No Please confirm if the executive order 12933 is part of this proposal as it wasn't checked or included in the RFP.

Executive Order 12933 is not applicable to this acquisition.

Please confirm that irrigation systems and snow removal are part of the FFP as included in TE-2 and not the grounds maintenance responsibility.

Yes.

Can we please have a copy of the attendee lists with phone numbers and email addresses for both sites?

See attachment; Sign in Sheet What is the reason for removing the IDIQ portion in schedule B in the RFP?

It was determined that these services will be negotiated on an as needed basis. Paragraph Four of the Performance Work Statement is still applicable and will be a requirement of this contract.

SF 1449, Continuation Sheet. In the Unit Column, what does “AJ” stand for?

See Amendment 1; lines not longer exist. (AJ means Adjustable)

PWS-9, para 2.2.1. CMMS is identified in this paragraph as Archibus. TE 7-TX identifies CMMS as MP2 Access by Datastream. Please clarify the identify of the CMMS.

Archibus will be in place when contract is awarded

PWS-9, para 2.2.1. Should the winning contractor offer employment to the incumbent key personnel staff, would these key personnel remain on the incumbent contractor’s payroll during the phase in period or would they be brought under the winning contractor’s payroll for the stated calendar days prior to full operational start?

They would remain under the incumbent’s contract and be paid by the incumbent during that time

PWS-9 para 2.2.2. What is the incumbent contractor’s responsibility for repairs within the $500 threshold identified during the phase-in period?

They have 100% responsibility.

PWS-10, para 2.2.2. Is the contractor required to initiate correction of deficiencies within the $500 threshold during the phase-in period?

The incumbent contractor is required to during Phase In

PWS-18, para 3.1.8. Please advise the average number of service calls for painting per year.

Unknown

PWS-24, para 3.3.3.2. Please confirm that the thirty (30) minute response to Hot/Cold Service Calls is during regular working hours.

This is a 24/7 working facility. Responses will be required as such.

PWS-25, para 3.3.3.5. Please advise the average number of Utility Time Services Calls per year. Not available at this time.

PWS-26, Table 3. The completion times for Urgent, Routine, and Utility Services are listed as work days while the associated PWS sections refer to calendar days. Please clarify.

Calendar days. This is a 24/7, continuously operating facility.

PWS-27, para 3.3.5 During Phase-In period is the winning Contractor required to perform services other than observing?

No, they will not be performing services.

PWS-32, para 3.4.2.E. Please clarify this requirement. Will the IRS provide the ISP for the web-based program?

Yes

PWS-34, para 3.4.8. Does the IRS require a portion of the equipment to be scanned each month or may we complete IR Scanning as a single annual event?

This paragraph refers to an annual requirement.

PWS-38, para 3.5.1.1. Regarding the requirement to backfill the CMMS Administrator position, can we backfill with a qualified person from the Project staff or will we need to backfill from outside the Project?

See 3.5.1.1

PWS-55, para 3.17. How many licenses are required for the Archibus CMMS?

The Government will be responsible for securing software maintenance and upgrades from the CMMS software vendor (Archibus) for the duration of the contract at no cost to the contractor. This shall include licenses, toll-free phone support, and all new software upgrades

PWS-56, para 4. Will G&A and profit be allowed on reimbursable work?

Yes

PWS-56, para 4.1.1. Please confirm that the total cost of labor, materials, subcontracts (if required) and specialized equipment (if required) are considered in determining whether the cost of the Service Call will exceed the $3,000 threshold.

No labor cost at the Austin site will be accepted outside of subcontracts

PWS-58, para 4.3.1. Where in the Bid Schedule do we propose labor hour rates?

See updated paragraphs 4.3.1 and 4.3.4

PWS-60, para 4.3.4. We could not identify the Contractor Material Loading Rate in the bid schedule. Please clarify.

See updated 4.3.4

Is there any asbestos in the building?

Yes

Will automatic water treatment feed equipment remain for use by the new contractor?

Yes

Equipment List.

Please provide the Model and Serial Numbers/Site ID and Tag Numbers for the Liebert UPS and Powerware UPS Units.

Please provide the age of the UPS battery strings

GELL CELLS ARE 2 YEARS OLD WET CELLS 10 YEARS

Two C-4s are listed, one of which is a Metasys. Please identify the model and version of the Metasys and the manufacturer, model, and version of the other system. NEW SYSTEM WILL BE IN PLACE

Please identify the manufacturer, mode, and serial number of the three chillers.

New ones will be in place. We do not have that information at this time.

Is there a load bank associated with the generators? If not, is the programmed load sufficient for generator testing IAW NFPA 110? Tested Monthly

QUESTIONS/ISSUES REGARDING RFP: TIRMS-10-R-00005

REFERENCE

QUESTIONS/ISSUES

PARA

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Amendment 1 52.212-1

52.212-2

The reference states in part “The Technical Proposal shall consist of the offeror’s response to the requirements of the Performance Work Statement in this solicitation, including a detailed description of its proposed methodology. “

The evaluation criteria/factors appear to make no mention of evaluating the offeror’s response to the requirements of the Performance Work Statement, and cite only the staffing plan, corporate experience and past performance.

Please clarify what specifically the offeror is to address in the technical proposal for evaluation under “The offeror shall specifically define the methodology used in providing quality of service, responsiveness, and timeliness of performance based on relevant contracts.” Does the IRS want offerors to describe how they managed their programs/procedures for preventive and corrective maintenance, service calls, quality control, subcontractor selection and oversight, etc?

Please see updated FAR 52.212-1 and FAR 52.212-2

PWS 2.2.1

It is our understanding that the IRS is in the process of converting to the Archibus CMMS. Will the successful offeror be provided any training as part of that conversion?

Yes

PWS 2.2.1

The reference requires the successful offeror to have the Project Manager, CMMS Administrator on site 60 days prior to the contract start date and Supervisors for 30 days prior to the start date. If the successful offeror hires the incumbent Project Manager, CMMS Administrator, and Supervisors, how would this effect the referenced requirement? Would the successful offeror be required to have them on site as currently written, or would the IRS entertain an alternate approach as long s the assigned staff is knowledgeable of the systems and facility on the contract start date?

They would already be on site.

PWS 3.4.6

PWS 3.4.9

Can the IRS provide the name of the main fire panel’s manufacturer for panels in the facility?

NOTIFIER MODEL # AM2020/AFP1010 W/CBC

TIRMs 10-R-00006 52.212-2 A,(5) Of Please explain how the contractor is affected by Executive Order 13495 as it applies to the CMMS Administrator? Since this position does not appear to be managerial or supervisory in nature, it would appear the successful contractor would have to offer the existing CMMS Administrator a right of first refusal for the CMMS Administrator position assuming he/she is qualified to perform the functions required. In light of this, does the Government consider the incumbent employee qualified, and, if so, why is the offeror required to furnish a resume for the position?

Executive Order 13495 is not applicable to this contract.

TE-5

Is the contractor responsible for maintaining any security equipment (e.g. CCTVs, cameras, monitors)?

No

The staffing plan instructions state the following:

(5) Resumes for specific personnel are not required as part of the staffing plan except for key personnel. Key personnel are considered to be the Project Manager, CMMS Administrator, and any supervisory personnel identified in the Staffing Plan.

Could the government please further clarify what supervisory resumes are required with our proposal, i.e. are we required to submit resumes for 2nd, 3rd and weekend shift supervisors, or merely a resume for a Chief Engineer?

Yes, we do want resume for supervisory personnel.

67. Paragraph 3.17 Computerized Maintenance Management Systems (CMMS), paragraph 2 states “The Contractor will be responsible for securing Annual Software Maintenance from the CMMS software vendor (Archibus) for the duration of the contract at no additional cost to the Government. This shall include licenses, tool-free phone support, and all new software upgrades”

Archibus informed us that the annual software upgrades and licenses were already included in the costs when the system was sold to the government (IRS) and the licenses are centrally deployed off an IRS server. Please clarify if the contractor is to provide licenses and software upgrades for Archibus?

The Government will be responsible for securing software maintenance and upgrades from the CMMS software vendor (Archibus) for the duration of the contract at no cost to the contractor. This shall include licenses, toll-free phone support, and all new software upgrades

Please provide a historical count of Utility Service Calls.

This is not applicable due to changes in the new Performance Work Statement for this contract.

Please provide the names of the firms currently providing “specialized maintenance” as defined in the work statement.

We cannot at this time.

What is the type of the building management system?

Unknown.

Is the new contractor responsible to maintain the defibrillators located on the property?

No