Offeror_Solic_Questions_ANSWERED.docx

PWS QUESTIONS

1. Reference PWS 5.2 .c - The following are exceptions to the above response times

(3) Reports of water leaks or water damage resulting from appliances shall be responded to within 3 hours.

Question #1: Is the contractor response time within 3 hours if the call has been only issued prior to 1400 hours or SPOC/FMO can require such a call also after 1400 hours?

· ANSWER: All services have to be performed within the Contractor’s Standard hours of operation from 0730 to 1630. The response time has to be within 3 “business hours”, so if the call is issued before 1330, then the response should be the same day. Of course, the contractor can choose to respond if they have personnel available, and they can respond before 1630, but it is not required. If the call comes in after 1330, then the response must be within 3 business hours. For example: if the call comes in at 1500, response must be no later than 0900 the next morning (1500 to 1630 + 0730 to 0900 = 3 business hours); if the call comes in at 1615, response must be no later than 1015 the next morning (1615 to 1630 + 0730 to 1015 = 3 business hours).

2. Reference PWS 5.6.1 - Repair radius The contractor shall only repair appliances at Customer’s homes which are located within a radius of 100 km (one way) to closest Military Installation. Broken appliances outside of this 100 km radius will be replaced by the Drayage Contractor.

Question #2: Does it mean that in Italy, appliances repairs will be not performed on following counties exceeding 100 km? (Milan, Varese and Turin from Vicenza Ederle/Del Din and Rome from Pisa/Camp Darby ). Attachment _21 includes all these places, so please specify that.

· ANSWER: As stated in the PWS the Contractor shall only repair appliances at Customer’s homes which are located within a radius of 100 km (one way) to the closest Military Installation. Attachment 21 will be deleted before award.

3. Reference PWS 5.6.3 AFH/UPH Appliance Repairs at customer’s homes and Troop buildings:

(a) Contractor shall complete all repairs, as, possible on site during the first visit at the customer’s home or at Troop buildings, to include safety checks. If the appliance cannot be repaired at the customer's home or at Troop buildings, the Contractor shall notify the SPOC and the FMO, so the FMO can coordinate a pickup/exchange of the appliance with the Drayage Contractor. The Contractor shall attach the unfinished Work Order to the appliance in such a way that the WO will not get lost during transportation, and shall complete the repair at the local FMO. Additionally, the Contractor shall put a sticker on the appliance saying “EXCHANGE WORKSHOP”. Those stickers are considered GFP and can be ordered through a Parts Purchase Order in DARMS. The WO shall stay in an “OPEN” status until the work is completed by the Contractor, after completion of the work the WO status shall be changed to “COMPLETED”. ä

(c) If the needed part is not available, and the Contractor knows he cannot get the part (e.g. Part is on Backorder or through cannibalization) within 3 work days, the Contractor shall inform the customer that he will be contacted by the FMO to set up a pickup/exchange appointment through the Drayage Contractor. The technician shall ensure that the customer’s phone number is on the Work Order or annotate it. The Contractor shall inform the SPOC and the FMO (Attachment #15) that he’s not able to complete the Work Order due to lack of part(s), and cannot get the needed part(s) within 3 work days, so the FMO can request an exchange through their Drayage Contractor. The Contractor shall change the substatus of such WOs to the appropriate substatus of “Awaiting Parts” in DARMS and add all needed parts to the WOs. The Contractor shall attach the unfinished Work Order to the appliance in such a way that the WO will not get lost during transportation, and shall finish the repair at the local FMO, when the needed part is available. Additionally, the Contractor shall put a sticker on the appliance saying “WAITING FOR PARTS”. Those stickers are considered GFP and can be ordered through a Parts Purchase Order in DARMS. The WO shall be changed to “HOLD” until the work is completed by the Contractor, after completion of the work the WO status can be changed to “COMPLETED”.

Question #3: Please specify how the contractor will be compensated in such repair cases when the WOs are completed. Supposing that contractor on completing WOs will charge a FFP repair at local FMO for those appliances, what’s about incurred costs? We refer to costs and time spent during visits to the customer and awaiting times exceeding sometimes months for GF Parts before completing WOs).

· Answer: Since the WO has to stay open till the work is completed, the Contractor will be compensated under the ELIN from the original order. For example: If the Contractor goes to an off-post customer to repair an appliance, but can’t complete the work due to a missing part, then the appliance will be exchanged by the drayage contractor. When the spare part becomes available, the repair Contractor completes the work at the FMO. But, in this case he gets compensated under ‘Basic Rate for On-Call Repairs at OFF-POST Premises’ ELIN.

4. Reference PWS 5.6.4 AFH/UPH Appliance Repairs at the local FMO’s:

(a) The Government will order repair services at the local FMO for a maximum of 10 appliances as grouped request. The Contractor shall complete the repair of those 10 appliances within one (1) working day. The response time for service requests at the FMO is explained in Para. 5.2. Para. 5.2 also applies to Service Requests at the FMO. The Contractor shall be compensated for those grouped requests with the FFP group rate Repair at FMO. Further requirements are listed in the DARMS guide (Attachment #16), which is subject to change during the life of this contract.

4.1. Question #4.1 : Following a grouped request order, will the contractor have to open only a WO for all the appliances or a WO for every appliance in this new solicitation?

4.2. Question #4.2 : On preparing FFP prices, bidder has to include times for performance of safety test for every appliance repaired or these separate CLINS could be charged later if needed?

4.3. Question #4.3 : Due to linguistic misunderstanding, “FFP group rate repair at FMO” sounds as a single FFP for a maximum of 10 appliances to be repaired. Instead, we understand that contractor has to charge a only proper FFP for every appliance repaired . Please clarify that.

4.4. Question #4.4: From a small task like fixing an appliance’s plug to a complex one like change a refrigerator compressor , is there a complete list of tasks to be intended as repair services and such as to help a bidder to elaborate his price proposal?

· Answer:

4.1 The Contractor has to open a WO for each appliance and will be compensated for each appliance repaired.

4.2 A safety test has to be performed after each repair according to VDE 701. There’s no separate CLIN/ELIN. The Contractor will be compensated for the service calls at the FFP for each appliance type and category (e.g. repair at customer, FMO...) he’s performing services on. The contractor’s price should cover the costs for all the contractor’s responsibilities under each type of repair (including labor, parts, testing, etc.) Please see Attachment 29 Price Exhibit.

4.3 The Contractor has to open a WO for each appliance. He will be compensated for each appliance repaired.

4.4 There’s no list of intended repair services. The price you offer will need to cover the costs for all the contractor’s responsibilities under each type of repair (including time for testing, labor costs for whatever type of repair you may encounter, common standard item parts, etc.)

The only limiting factor on our end is the MEL (Attachment # 4). See section 5.6 of the PWS. Before a repair is performed, the technician must estimate the repair cost. To calculate the repair estimate, the Contractor shall use the appropriate FFP for the appliance type as stated in the CLIN/ELIN exhibits. The total estimated price for the appliance type and material, to include Government furnished parts and Common Standard Item Parts as listed on the appropriate Price Exhibit, “Common Standard Item Parts” (Attachment # 18), shall not exceed the MEL.

5. Reference PWS 5.6.6. AFH/UPH Performance of safety tests/Cannibalization at the local FMO:

(a) The Government will order these services for a maximum of 25 appliances as grouped request. The Contractor shall complete this work within one (1) working day. The response time for service requests at the FMO is explained in Para. 5.2. Para. 5.2 also applies to Service Requests at the FMO. The Contractor shall be compensated for those grouped requests with the FFP group rate Performance of safety tests/Cannibalization at local FMO. Further requirements are listed in the DARMS guide (Attachment #16), which is subject to change during the life of this contract.

5.1. Question #5.1 : Following a grouped request order, will the contractor have to open only a WO for all the appliances or a WO for every appliance in this new solicitation?

5.2. Question #5.2 : On preparing FFP prices, bidder has to include times for performance of safety test for every appliance repaired or these separate CLINS could be charged later if needed?

5.3. Question #5.3 : Due to linguistic misunderstanding, “FFP group rate repair at FMO” sounds as a single FFP for a maximum of 10 appliances to be repaired. Instead, we understand that contractor has to charge a only proper FFP for every appliance repaired . Please clarify that.

5.4. Question #5.4: Which kind of appliances will be safety tested? New ones and/or turn-in returned appliances?

5.5. Question #5.5: Performance of an appliance safety test is limited to that or it has to include a complete working test and small fixes if necessary?

5.6. Question #5.6: If during an appliance safety test technician finds a working failure or a defect, which are the steps that follow?

· Answer:

5.1 The Contractor has to create a WO for each appliance and will be compensated for each appliance repaired.

5.2 A safety test has to be performed after each repair according to VDE 701. ELIN “Performance of Safety tests/Cannibalization at local FMO” is a separate service and will be requested by the Government for a maximum of 25 appliances as grouped request.

5.3 The Contractor has to open a WO for each appliance. He will be compensated for each appliance repaired.

5.4 A safety test has to be performed after each repair according to VDE 701. Or the Government orders ELIN “Performance of Safety tests/Cannibalization at local FMO” for a maximum of 25 appliances as grouped request. There’s no Safety test on new appliances before they get issued to customers.

5.5 It is the Safety test only, no repairs included.

5.6 In case the technician finds a working failure during a safety test, the Contractor shall repair the appliance and will be compensated under the ELIN “Repair at FMO” only.

6. Reference PWS 1.6.12 Security Requirements

b. Security/Program: Contractor personnel performing work under this contract and require access to US Government facilities must comply with the Local National Screening Program in Germany, AE Regulation 604-1. Contract requirement: AT/OPSEC (Anti-Terrorism/Operations Security) review of Contractor will be performed. It is the Contractor’s responsibility that all affected employees and also sub-Contractors personnel will complete all applicable trainings (e.g. AT Level I training) available at following website: https://atlevel1.dtic.mil/at. Certificates of completion shall be forwarded to the COR 30 days after contract award.

And subsequent points c. – d. – e.

Question: Are these mandatory requirements in other areas than Germany? Will the winner contractor for Italy area and his personnel have to comply with those requirements?

· Answer: For this contract AT level 1 training, iWATCH training and OPSEC training are mandatory for all Contractors to include Italy and Benelux.

7. In the PWS point 5.6 3 a,b and c is standing that when the repair cannot be finished because of different reasons. And the appliance will be exchanged and transported to the local FMO.

7.1. At local FMO or at contractor facility the repair on the appliance will be finished. On which CLIN will the repair by compensated. On the CLIN from the first appointment at the costumers home or the CLIN for repairs at local FMO. Or both ?

7.2. How is the contract going to be compensated when the Government das not have the proper spare parts in stock?

7.3. How is the contractor going to be informed when the appliance arrives at local FMO?

7.4. And what happens when the government decides that the appliance will go to condition H? Under which CLIN can the WO be closed then?

7.5. In the PWS point 5.6 5a is stating 20 appliances and in point 5.6 11 (4) is stating 30 appliances Which is correct ?

· Answer:

7.1 If a repair cannot be completed at a customer’s home and gets exchanged due to various reasons and transported back to the local FMO. When the Contractor completes the work at the local FMO, the Contractor gets compensated under the initial ELIN only. (see Question 3, above)

7.2 The WO stays open until the required part can be issued to the Contractor.

7.3 The Government will send a SPOC log to the Contractor.

7.4 If the Government decides to scrap the appliance, the Contractor will be compensated under the initial ELIN.

7.5 5.6 11. (4) should read (Repair of 20 appliances per grouped request)

8. In the PWS point 9, do you want a FFP pro single appliance or do you want to put all the 25 activities under one CLIN code, so actually do you want a FFP for 25 times a safety check or cannibalization.

· Answer: The Contractor has to create a WO for each appliance and will be compensated for each appliance

9. Why are the estimated amounts in attachment 29 “price Exhibit” so much higher than the amounts in attachment 19 “repair WO historical data”.

· Answer: Attachment 19 has now been updated. The quantities used in attachment 29 are the maximum.