QUESTIONS AND ANSWERS 2.xlsx

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400Hz Converters - Maintenance and Unscheduled/Emergency Repairs
Solicitation number
W25G1V-23-Q-0076
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This document contains questions and answers regarding a solicitation for maintenance and emergency repair services for 400Hz converters. The solicitation is for preventative maintenance on 40 converters located across multiple sites, including quarterly, semi-annual, and annual inspections. Emergency on-call repairs will be conducted on a time and materials basis with a 72-hour maximum response time. Invoicing will be through separate firm-fixed-price contract line items for each tier of preventative maintenance and a time and materials line item for emergency repairs. Materials will be invoiced at cost with no fees applied.

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File Type Posted
SF 30 W25G1V23Q0076 Amendment 3.pdf PDF
SF 30 W25G1V23Q0076 Amendment 2.pdf PDF
SF 30 W25G1V23Q0076 Amendment 2.pdf PDF
QUESTIONS AND ANSWERS 1.xlsx XLSX spreadsheet
SF 30 AMENDMENT 1 W25G1V23Q0076.pdf PDF
ATTACHMENT I Performance Work Statement - Rev 1.pdf PDF
ATTACHMENT II Pricing Table - Rev. 1.xlsx XLSX spreadsheet
Attachment IV QASP.pdf PDF
W25G1V-23-Q-0076-RFQ-400Hz Converters.pdf PDF
Attachment II Pricing Table.xlsx XLSX spreadsheet
ATTACHMENT III Wage Determinations.pdf PDF
ATTACHMENT I Performance Work Statement.pdf PDF
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Sheet1

Questions and Answers 2
QUESTIONQUESTIONANSWER
1We are reviewing the Am #2 attachment, what has changed?The deadline for responses has been changed to August 25, 2023.
2In the new doc, it shows pg 35, Evaluation of Offers as FAR 52.212-2, but I thought AM 0001 changed it to 52.212-4?AM 0001 amended Clause 52.212-4 (Alt I) to read – “Invoices shall be submitted not later than 14 days after completion of services.” It did not replace Clause 52.212-2.
3In the new doc,page 3, it shows the RFP attachments, but in AM 0001 updated the attachments with PWS Rev 1, and Pricing Table, Rev 1. The updates are not showing in this version.PWS Rev 1 and Pricing Table Rev 1 are the most up-to-date versions of these documents and are attached.
4In Amendment#2 document - is there a Form SF 30 which shows Am 0002 that we need to sign and acknowledge or just sign this one which replaces the previous one.Yes. Please sign and return the Attatchment SF 30 W25G1V23Q0076 Amendment 2.
5Will you please confirm the brand and model of the 40 converters you are requesting maintenance on?Please see page 10 of Attachment I Performance Work Statement for the Locations, Manufacturers, Models, Serial #s, Input Voltage, Output Voltage and Output Power for the 40 converters.
Questions and Answers 1
QUESTIONQUESTIONANSWER
1EMERGENCY CALLS VS. HOURLY RATE - In para 2.0 of the PWS, it states “and six (6) emergency on call repairs.” Six is a fixed number, limited, and can be estimated for resources to support the requirement. In the solicitation description posted in SAM, it states there will be up to six (6) Unscheduled/Emergency On Call Repair Services. Six is a fixed number, limited number of repairs, can be estimated, and staff for support. However, there is no pricing line item for the Six Emergency On Call Repairs.We have removed the quantity of 6 (six) emergency on-call repairs. These repairs will be on an as needed basis and invoiced on a T&M basis. The contract line items for unscheduled/emergency on call repairs are 004, 1004, 2004.
1a.Is the (6) Service calls the limit of the requirement, but it will be paid via T & M rates?See answer to Question 1.
1b.Has the (6) emergency on call repairs been deleted, and the T&M rates will address the (6) calls, or has the idea of the (6) been superceded/replaced by the hourly rate, which indicates is an estimated/unlimited quantity?The quantity of six (6) emergency on-call repairs has been removed. These repairs will be on an as needed basis.
1c.Is there a historical precedence of how many hours have been used in the past to accomplish the task?After consulting with our Mission Partner, we have revised the estimated hours to 80 to reflect historical data. The amount of 80 hours is only an estimate to be used for proposal evaluation purposes. The Pricing Table - Attachment II has beed revised accordingly.
1d.Is the 1,100 hour as shown in the table a historical reference of usage? This represents half of one man-year (2080 man hours/year), 1100/2080 is 50% of Full Time, which is approximately 20 hours/week.See answer to Question 1c.
1e.Is TYAD interested in onsite personnel for 1100 hours / year or approximately 20 hours a week?See answer to Question 1c.
2RESPONSE TIME - Per page 5 of the PWS, under “Unscheduled/Emergency Repairs, it states that the on site Emergency Service response is within 48 hours. Per page 7 of the PWS, para 5.1.3, 2nd paragraph down, it states that emergency service calls will be within 48 hour time frame, not to exceed 72 hour response time.Page 5 of the PWS has been updated to read "Response time for all Unscheduled/Emergency Repair service calls on all units will be within a 72-hour timeframe." page 7 of the PWS, para 5.1.3, 2nd paragraph down has been removed.
2a.Is 72 hours the maximum in both cases?Yes, 72 hours is the maximum not to exceed time in both cases.
2b.Is this 2 to 3 business days or 2 to 3 calendar days? Please clarify.2-3 calendar days with the exception of holidays.
3QUARTERLY INVOICES FOR T&M - Per PWS, page 7, para 6.0, states that “payment will be on a quarterly basis.”
3a.Is this in reference to the Quarter PMs ?Paragraph 6.0, page 7, has been updated to “Invoices shall be submitted not later than 14 days after completion of services. Payment will be on a quarterly basis after certification by POC. This applies to both Preventative Maintenance and Emergency Services."
3b.Is this in reference to the hourly T&M? It is the paragraph that follows the T & M description.See answer to Question 3a.
3c.However, is this in conflict with solicitation page 38 of 65 subparagraph (i) Payments – (i) Hourly Rate, (C) “Invoices may be submitted once each month (or at more frequent intervals, if approved by the Contracting officer) to the Contracting Officer or the authorized representative”?Page 7 para. 6.0 and in the PWS and Clause 52.212-4 in the Solicitation have been amended to read – “Invoices shall be submitted not later than 14 days after completion of services.”
3d.Is this in conflict with page 39 of 65 (ii) Materials (2) “Make these payments within 30 days of the submission of the Contractors payment request to the Govt and such payment is in accordance with the T & C of the agreement or invoice.”DFAS has up to 30 days to make payment on accepted invoices.
4CHECKING THE REFERENCE INDICATED
On page 7 of 65, in Item 0004, that Line Item 0002 is referenced, should be 0004?Yes. Narrative on referenced line items has been corrected.
On page 10 of 65 in item 1004, that “Line Item 1002” is referenced, should be 1004?Yes. Narrative on referenced line items has been corrected.
On page 13 of 65, in Item 2004, that “Line item 2002” is referenced, should be 2004?Yes. Narrative on referenced line items has been corrected.
5FAIR & REASONABLE HOURLY RATE
5a.Per solicitation documents, page 7 of 65, line item 0004, how is fair and reasonable hourly rate determined?Proposed rate will be compared with the rate in Clause 52.22-42 and Attachment III Wage Determination.
5b.Will this solely by the FAR Wage Determinations under the Service Contract Act? That the rate must be from this table?The wage determination establishes the minimum fully burdened rate.
5c.Is this from a Vendor’s Published Price List of Hourly Service Rates which are sold in substantial quantities to the general public?See answer to Question 5a.
6CONTRACT LINE ITEMS - PWS para 5.1, page 6 - states that there are two items for invoicing. CLIN 0001 firm fixed and CLIN 0002 T&M which is a total of two line items.PWS has been amended to read – "Invoicing. Three contract lines (CLINs) will be used for invoicing Preventative Maintenance (quarterly, semiannual, and annual inspections). A firm fixed price (FFP) CLIN will be used for proposal pricing and invoicing for all three tiers of PM. ervice will include evaluation of all the units for possible upgrade. Contractor is to discuss and provide a report on any engineering changes or installations that would be necessary, along with associated costs to convert units from the current configurations. Contractor will advise of any obsolescence, parts availability, or support issues. This does not require the Contractor to upgrade any equipment.

5.1.2 has been amended to read - "A separate contract line (CLIN) will be used for proposal pricing and invoicing for Time and Materials (T&M) for any authorized on-site Unscheduled/Emergency Repairs."

The pricing sheet has CLIN 0001, 0002, 0003 is FFP and three line items and CLIN 0004 shows T&M which is one line item.Yes. This is correct.
6a.For invoicing, does this mean that CLIN 0001, 0002, 0003 of the pricing sheet will be rolled up together to make one master FFP line item that will then be CLIN 0001?No. Separate FFP CLINs are listed for each Tier of Preventative Maintenance.
6b.Will this be one “lot” for a bulk price for that line item, and then it can be invoiced against that?DFAS requirements have been updated to only allow one invoice per lot. The quantities for the PM CLINs reflect the number of services required for each Tier.
7REPAIRS REQUIRED TO BE INCLUDED “WITHIN PM” OR “OUTSIDE OF PM”
7a.Are minor repairs to be billed per hourly labor rate, and are these repairs are considered to be OUTSIDE THE SCOPE OF THE PREVENTIVE MAINTENANCE CLIN LINE ITEMS?Yes. The CLIN for Unscheduled/Emergency Repairs will be invoiced at the agreed upon hourly rate. Any materials will be invoiced at cost. Minor repairs have been removed from the Preventative Maintenance CLINs and are now part of the Unscheduled/Emergency Repairs CLINs.
Para 5.1.3, 3rd paragraph down states that the contractor shall submit a quote for the proposed minor repairs as identified. …. The quote shall include… parts and labor. However, para 3.1.A, 3.1.B, 3.1.C states that the PM includes "to make necessary adjustments and/or repairs.”Any repair work will be invoiced against the T&M CLIN for Unscheduled/Emergency Repairs. Page 7 Para 5.1.3 has been amended to read - "The Contractor shall invoice all material at cost only."
7b.Are the repairs contained in the scope of the PM?See answer to Question 7a.
7c.Are the repairs contained in the scope of the PM?See answer to Question 7a.
7d.Or are the repairs contained in both the Scheduled PM and in the Unscheduled Maintenance, but to be billed out in the T & M portion of the contract?See answer to Question 7a.
8LOADBANKING DURING PM - In the PWS, Preventive Maintenance is defined for each of the Tiers. In para 3.1.A (Tier I), 3.1.B (Tier II), and para 3.1.C (Tier III), there are 9 sub-paragraphs. The PWS does not state in the 9 sub-paragraphs of each Tier, if the frequency converters are to be loadbanked during the Preventive Maintenance action as defined. Please advise if the frequency converters are to be loadbanked during the Preventive Maintenance action.No. It is not necessary to loadbank converters during regular preventative maintenance.
9LOADBANKING DURING REPAIRS
9a.In the PWS, para 4.1.6, entitled Parts and Repairs, it states “upon completion of all repairs and PM, the contractor will demonstrate fully operational “under load. Since this paragraph is addressing Parts and Repairs, is the reference to “under load” only for repairs, or is it for PM also?This should only be in the case of repairs, and this is a situations requiring a load bank.
9b.Or is it only required if it is part of a repair?See answer to Question 9a.
10POWERING UP UNITS STORAGE (BUILDING 88)
10a.How would the 3 units which are in Storage (Bldg 88) be powered up in order to test as part of Tier III PM?Units will be moved by the Government to a location where power is available and connected to utilities by the Government.
10b.Is there 480 V, 3 ph power in this building?See answer to Question 10a.
10c.Are there cables available to power up these units, or does the contractor need to furnish these connection cables?See answer to Question 10a.
11KEY PERSONNEL - In the solicitation, page 3 of 65, “contractor shall provide technicians with a minimum of five years experience.” The Senior Field Technicians are considered to be Key Personnel. If the Senior Field Technician is Key Personnel and has the qualifications as indicated by the solicitation, is it permissible for him to bring a helper/Junior Tech/assistant/trainee, that is not considered as the Key Personnel?The Contractor can staff as deemed necessary to meet the requirement. All PM CLINs are firm fixed price. Please keep in mind, all invoices must be approved by the Contracting Officer Representative (COR).
12PARTS - PWS, page 7, paragraph 5.1.3, the 4th sub-paragraph down, it states that that the “contractor shall invoice parts/material/equipment at cost ….and at the agreed upon fully burdened labor rate. PWS, paragraph 5.1.4 states that no indirect costs and fees on material will be incorporated.The following sentence has been removed from page 7 para 5.1.3 - “No indirect costs and fees on material, rental/lease fees for parts or equipment that will not be incorporated into the 400 Hz converters will be approved.”
12aShould the cost of material include the shipping as a direct cost, and packaging as a direct cost?Yes. All materials shall be invoiced at the total cost to the contractor to obtain the materials.
12b.There should not be any overhead or profit applied to the material. It should all be in the FFP portion?Yes.

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