VENDOR QUESTIONS with answers COVINGTON.pdf

TIRMS-10-R-00006, Covington

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.

1. On Page 25 “Volume II”, it states the Offerors shall submit an original signed copy of the

Standard Form 1449 and two (2) copies of the pricing schedule, as well as a filled in copy of the Representations and Certifications; however, on Page 26 Section B, it states” …Deliver four (4) copies of Volume II… Please clarify how many copies should actually be submitted.

Corrected on Amendment 2; we will need an original and three copies.

2. Can you provide us with a current list of subcontractors?

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

3. Will you please issue a more current DOL Wage Determination. The most current DOL has

H&W at $3.50.

See Amendment 2

4. 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 shall be included in the monthly rate. Pricing can be based on historical data.

5. On Page 59 of the Performance Work Statement, Section 5.4.1 “Utilities” conflicts with

Section 6.2 “Communications Equipment” (page 61) regarding phone service. Please clarify.

The Government does not provide Internet or fax connections.

6. On page 24 of 64, 52.212-1 INSTRUCTIONS TO OFFERORS, states that “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 its proposed methodology.”

But upon review of page 31 of 64, 52.212-2 EVALUATION, the response to the Performance Work Statement is not listed as being an evaluated item. Would you please clarify whether the response to the Performance Work Statement is required and if required how will the response be evaluated.

See Amendment 2 and updates to FAR 52-212-1 and FAR 52.212-2 in the attached, updated solicitation document.

7. The wage determination specifies health and welfare (H&W) at $3.35 per hour. Are you aware that the DOL recently issued a H&W increase to $3.50 effective June 22, 2010 applicable to all solicitations due after that date (see attached)?

8. IRT Electrical Switchgear testing – are there any age, condition or operational concerns that would preclude power shutdown to accomplish full load testing of switchgear on a three year interval? If so, is infrared scan an acceptable substitute?

No, infrared testing is a part of the high voltage testing.

9. IRT Electrical Switchgear testing – When was the last full load test completed?

October 2009

10. IRT Electrical Switchgear testing – if full load testing is permissible, is the expectation that the contractor will perform that maintenance on the third year anniversary of its last performance or in the base year of the contract?

The government will expect the testing to be done on the third year anniversary of the last test.

11. IRT Emergency Generators – Can emergency generators be load tested on building power, or must they be tested using a load bank? If a load bank is required, is one available on site or must the servicing contractor provide one.

They must be tested using a load bank. No load bank will be provided by the Government.

12. IRT SOW 3.7.7 – Has Electrical Arc Flash testing and labeling been done for these facilities?

If not, what is the expectation of the contractor in regards to accomplishing the testing and labeling?

No; the contractor is expected to follow all applicable laws and codes.

13. Are there any areas to be serviced that require a man lift to access? If so does the government provide the man lift or must the contractor provide it?

Yes; the government will provide a man lift for the interior work only. The contractor will be expected to do any and all maintenance on the lift during the contract period.

14. Is there parking available for contractor employees?

Yes; on a first come, first serve basis; not reserved.

15. IRT SOW 3.5.6 Specialized Equipment Maintenance – what firms currently provide this specialized support? This work can be done by any QUALIFIED contractor.

16. IRT SOW 3.9.8.1 in lieu of having employee(s) trained to Asbestos Worker Certification which includes AW Training, Medical Surveillance and Respirator fit testing, is the use of an licensed Asbestos abatement firm permissible, or must some of the employees be asbestos worker certified?

Yes, use of a licensed Asbestos abatement firm is fine.

17. IRT SOW 3.1.12 Lamps and ballasts – Are there any lamp fixtures that are to be converted from T-12 to t-8 fixtures and if so how many?

No

18. IRT SOW – There appears to be no other specification for Fire/life Safety System and Fire Suppression systems other than the reference in the Specialized Equipment Maintenance section 3.5.6. Is the contractor to provide Central station monitoring? If so, who provides the phone lines? When were the fire extinguishers last hydro tested?

No, the contractor is not to provide Central station monitoring. The fire extinguisher testing dates vary.

20. Would you please review and confirm if the Technical Exhibit TE-3 for RFP

TIRMS-10-R-00005 and Technical Exhibit TE-3 for RFP TIRMS-10-R-00006 are indeed correct.

QUESTIONS/ISSUES REGARDING RFP: TIRMS-10-R-00006

REFERENCE

PARA PAGE QUESTIONS/ISSUES

SF 1449 2

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 14

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.

3.1.6 17 Can the IRS please clarify the first sentence of this paragraph? It currently reads “during the first 60 calendar days of the 120 day phase-in period”.

This was a typing error. The Phase In is 60 days. See correction.

3.3.3.5 25 Can the IRS provide an estimate of how many Utility Time Service Calls (UTSC) on average have been requested by the COTR per month?

There are an average of 26 utility time service calls per month.

3.3.9 28

There is a reference to TE-11, a comprehensive service call flow chart. We could not find this among the RFP exhibits.

It was taken out of the Technical Exhibits. Any appropriate format will be acceptable.

3.4.1 29

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

3.4.5 32

There is a reference to labeling equipment IAW TE-12 but the TE-12 in the RFP is for Non-Conformance Notification for Rework. Please clarify.

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

3.4.10.2 35 When was the most recent eddy current testing performed on the chillers?

February 2009

3.5.6 38 When were load tests on the emergency generators most recently completed?

June 2009

3.5.6 39 When was the most recent switch gear testing accomplished?

October 2009

3.7.9 40 Does the IRS already have facility confined-spaces identified and labeled?

Yes

3.9.5.1.1 45 Will the IRS provide the Contractor with the Refrigerant Compliance Manager (RCM) software?

No

3.9.8 47 During the last 3 years have there been any instances where the O&M Contractor had to remove or abate any asbestos-containing materials?

Yes; and the O&M Contractor used a licensed asbestos removal contractor

REFERENCE

PARA PAGE QUESTIONS/ISSUES

3.9.9 47 Are there currently any operating permits in effect for boilers, generators or other emissions producing equipment?

No

3.18 52 Will current, up-to-date As Built Drawings be provided to the Contractor during the phase-in period?

No

4.1.1 53

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

4.1.3 54

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

4.1.4 54

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

4.3.2 55 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.

5.1 57 Reference is made to “provide the space shown in Technical Exhibit TE-7”. No space diagrams or descriptions are provided in TE-7. Please clarify.

TE-7 is a Government furnished equipment list. Remove reference.

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.

The IRS will not supply a phone line for FAX or internet.

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 Amendment 2

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

21. 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.

22. 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.

23. 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

24. Under item# 3.1.6 Snow Removal ( page 17 of PWS) states there is 120 phase period where section B states 60 day Phase in period?

60 days is correct

25. Annual average over last 5 years for light bulb usage and filter replacements ---annual replacement cost?

As Needed

26. Item 4. Section b (page 53 PWS) Phase-in deficiency corrections in excess of $500 –is this dollar figure a threshold or a deductible amount?

Excess

27. Is contractor responsible for the phone line of the Fire Monitoring System?

28. Our normal course of business is to retain the Project Manager and CMMS administrator to supply consistency between contractors, provided they have performed there services acceptable to the facility staff if the IRS. However it may not be feasible to furnish these specific resumes until after contract award for these existing positions due to employment issues –Will the lack of these resumes effect technical evaluation?

Resumes are required with submittal for technical evaluation. Furnish as much information as possible.

29. I have reviewed the above offering on Fed biz but I do not see an interested vendor tab. Is there a specific reason for that? We have received a request for a quote from a maintenance company to service the fire alarm and safety items. Is it policy that you would include fire life & safety maintenance in the O&M contract?

Yes; it is often included in the scope of work on Operations and Maintenance contracts. Sub-contracting is allowed.

30. How many buildings are there at Covington and what is the total square footage.

See Technical Exhibit 1

31. 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?

See Question 25. The incoming contractor will not charge for pay for staff currently employed by the incumbent through the Phase In period.

REFERENCE

PARA PAGE QUESTIONS/ISSUES

PWS

2.2.1 9

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 33

Can the IRS provide the name of the main fire panel’s manufacturer for panels in the Child Care Center and main facility? Notifier for the main building and FCI in the Day Care Center.

TIRMs 10-R- 00006

52.212-2 A

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.

General Are there fire detection/suppression systems in the raised floors of the facility?

Only in computer spaces.

TE-5 When was last fire detector sensitivity testing conducted?

The panel does that on a continuing basis

TE-5 Are the smoke detectors addressable or conventional?

Addressable

TE-5 Can the IRS provide a total number of wet or dry sprinkler systems?

There are NO dry systems.

TE-5

Are there water flow, tamper switches, or pressure switches that connect the sprinkler to the fire alarm system?

Yes

TE-5

Are there any horns or strobes connected to the fire alarm system that need to be annually inspected? If so, how many?

Yes, all of them

TE-5 Are there prints that identify the location of the fire dampers, detectors, etc.?

REFERENCE

PARA PAGE QUESTIONS/ISSUES

Yes, but they are not as-built.

TE-5

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

REFERENCE

PARA PAGE QUESTIONS/ISSUES

52.212-1

52.212-2

31-32

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 9

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

32. PWS-8, 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.

33. 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 will be responsible.

34. PWS-9, para 2.2.2. Is the contractor required to initiate correction of deficiencies within the

$500 threshold during the phase-in period? No

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

36. PWS-24, para 3.3.3.2. Please confirm the thirty (30) minute response to Hot/Cold Service

Calls is during regular working hours.

Confirmed

37. PWS-25, para 3.3.3.5 Please advise the average number of Utility Time Services Calls per year. This is not applicable due to changes in the new Performance Work Statement for this contract

38. PWS-25, 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.

Completion for the above 3 types of service calls are in work days. The emergency calls are in calendar days.

39. PWS-26, para 3.3.5. During Phase-In period is the winning Contractor required to perform services other than observing? No, this will be a training time.

40. PWS-33, 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? The contractor shall submit an annual PM schedule to the COTR for approval during the first 30 days of the phase-in period. This shall be addressed there.

41. PWS-37, 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? The contractor can place any QUALIFIED person in that position.

42. PWS-52, para 3.17. How many licenses are required for the Archibus CMMS?

None from the contractor. IRS will be taking care of that.

43. PWS-53, para 4. Will G&A and profit be allowed on reimbursable work?

Yes

44. PWS-56, para 4.3.4. We could not identify the Contractor Material Loading Rate in the bid schedule. Please clarify.

See updated 4.3.4

45. PWS-53, 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. Confirmed.

46. PWS-55, para 4.3.1. Please clarify how the cost of labor is estimated in developing the contractor’s estimate of reimbursable repairs. Where in the Bid Schedule do we propose labor hour rates?

See updated paragraphs 4.3.1 and 4.3.4

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

Yes

48. Is there asbestos in the building?

Yes

49. Will office furniture remain for use by the new contractor?

No

50. Equipment List.

a. What are the capacities of the A-11 Air Handlers in CFM?

1-3 15,310

2-3 24,300 3-4 15,300 4-4 15,300 5-11 15,300 6-5 15,300 7-10 15,300 8-1 15,300 9-2 15,300 10-6 15,300 11-9 15,300 12-3 4,594 13-3-4 15,300 14-1 15,300 15-2 15,300 21 8,000 16 16,000 17 16,000 18 4021 22 8,000

N.AHU 54,2000

S.AHU 40,200

b. What are the capacities in tons for the A-12s? 20 tons

c. What are the capacities of the boilers in MBTUs? 7.64

d. Please provide the manufacturer, model, and version of the two C-4 BAS systems. Metesys

e. Please identify the manufacturer of the fire panels. Notifier, FCI, Silent Knight, and Honeywell.

f. Please provide the capacity of the generator in kWs. 230 KW

g. Please provide the manufacturer, model, and serial numbers/Site ID and Tag Numbers for the UPS Units.

Piller Uniblock, Model UB400R , Machine #’s 1440139,- 1443576,- 1443575.

UPS # 7, 8, and 9

h. Please provide the age of the UPS battery strings 04-2008

i. Please identify the model and serial numbers of the centrifugal chillers and the manufacturer, model, and serial numbers of the rotary screw chillers. Two chillers are York’s Model YTD1D3C3-CKGS, Ser# GHDM 041166 and GHDM 041165. One Trane Mod# CVHE-050F-AL Ser# L83B 10269. Two Trane scwew Machines R Series, Unit Number 1391RT300.

j. Please provide the manufacturer and capacity of the two cooling towers. Marley 2 cell Ser# NC3112GS, and Baltimore Air Coil 3 cell Mod# 3373-3.

k. Is there a load bank associated with the generators? If not, is the programmed load sufficient for generator testing IAW NFPA 110? No, Yes.

l. Please provide the size of the range hoods and linear feet of duct, and identify the associated fire suppression systems and the number of canisters. 72” X 30”, the duct work is apx. 8 ft. It is an Ansul system, but the door is locked and taged.

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

52. How many zones are there for operating the HVAC through the building There are 24 HVAC units in the building.

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

See question 1

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

55. Who is responsible for the CMMS license? IRS

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

57. Please confirm that Elevators are part of the FFP as included in TE-2. There are NO elevators.

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

59. What is the AQL for snow removal as it's not stated in the QASP?

Will fall under an existing category in the QASP.

60. Will additional services line item not to exceed be filled in at contract award?

See Amendment 2. These lines were taken out of the pricing schedule. 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.

61. 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.

62. Can we get a list of employees with seniority dates so that we can properly account for benefits as stated in the SCA. No

63. 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.

64. Please confirm that irrigation systems and snow removal are part of the FFP as included in TE-2 and not the grounds maintenance responsibility. There is NO irrigation system in Covington.

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

See attached sign in sheets.

66. What is the reason for removing the IDIQ portion in schedule B in the Covington, KY 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.

67. Are there 3 shifts covering the 24/7/365 work in Covington, KY? Yes

68. How many employees work at the Covington site? What is the breakdown of people working there per shift? See Technical Exhibit 1 for relevant information.

69. Can you give us a break down of services calls per month and per year at Covington, KY?

There were approximately 1809 service calls last year.

70. Does the U shaped day care center at Covington have its own air conditioning? Yes

71. Is the kitchen in the day care center at Covington maintained by the contractor? Yes

72. What year did the IRS take over the building at Covington from GSA? We are unsure.

73. Can you provide a list of sub-contractors that are currently working at Covington, KY? No

74. Are you going to use the Archibus system (CMMS) or are you using another program in Covington? Archibus

75. Is the fire alarm a part of the contract at the Covington site? Yes

76. Is the Surveillance system part of this contract at Covington, KY? No

77. Are the grounds and maintenance/ policing of the grounds in this contract at Covington, KY?

We are unsure what you include in “grounds” but policing of the grounds is not in this contract. See the Technical Exhibits for what is included in maintenance.

78. Is there any janitorial work in this contract at Covington, KY?

No

79. When is the projected start-up date for the Covington, KY project?

See SF 4119 Line Items. Phase In to start January 13, 2011 and base year to start March 13, 2011.

80. 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.