W564KV-18-R-0003_Amendment_4_Q&A_12_March_18.pdf

W564KV-18-R-0003 Q&A

Amendment 0004

Solicitation/PWS

Paragraph Reference Discussion Question Response

Revised Price Sheet, 2/28/18, Line Items 170 and 171 (base year), Question # 111

"The frequency of power plant visual inspections is Daily, which would require these tasks to be completed 365 times in a nominal year.

Did the Government intend that the Frequency Per Year be 365 instead of the stated 1?

The Government changed cost estimate sheet lines #170,171, 481, 482, 792, 793, 1103, 1104, 1414 and 1415....column "N" reads 365 now (old value was "1").

The Contractor must enter individual price for inspection in column "L" and the column "M" will calculate automatically.

For details on how numbers are calculated in column "K", please see answer to question #111.

Revised Price Sheet, 2/28/18, Line Item 1556; Question # 71

These Price Sheet line item descriptions indicate “G&A.”

Did the Government intend that this factor be the contractor’s Management Fee as described in Question #71, or only G&A?

This is intended to be the Contractor's Management Fee. The abbreviation "G&A" was used to shorten the heading and doesn't limit what categories the offeror wishes to include in this value.

Section L, 3.e.1) d) Government response to question 75 changed the previous past performance three year requirement to five years. Offerors request the Government to consider changing Volume I, Section 4, Subfactor 4:

Experience from 3 years to 5 years to allow Offerors to demonstrate successful experience on contracts of identical size and scope.

Increasing the years of experience will expand to the pool of competent firms bidding on this opportunity.

Section L, 3.e.1) d) Section 4 – Subfactor 4. Experience should read "…past 5 years …" Amendment 0004 corrects this discrepancy.

Government response to Question 14, PWS 1.10.2-Key Personnel.

Can the Government confirm that these Key Individuals are expected to be full time?

The Government expects the qualified staff identified as Key Personnel to be on-site during regular work days, between the hours of 0730-1630, with exception of Power Plant Operator who is required to be available on-site 24 hours a day, 365 days a year.

The Government changed cost estimate sheet lines #1 thru #16, column "I" to reflect that those are full time positions.

The Contractor must enter annual cost in column "L".

Note: Key Personnel is not to be mixed up with qualified staff designated to respond to emergency work (priority 1) required to be on-site within 2 hours of notification, daily, 365 days a year, between the hours of 1630-0730 (see para 5.3.1.3

W564KV-18-R-0003

Price Sheet - Contractor, ID 248, 249 & 250 Bridge Inspections and Cleaning.

The pricing line items reference PWS 5.13.14.1, 2 & 3. However these paragraphs are not available in the Performance Work Statement.

Please clarify the requirements. There is only one paragraph in PWS describing bridge maintenance:

5.13.4. Bridges Maintenance and Repair.

Cost estimate sheet reference to 5.13.14 was a typo, the Government corrected the price sheet

Excel Worksheet

W564KV-18-R-0003,

Price Sheet - Contractor, 5 YR Cost, ID 1 through 16, Project Manager…..Time Processor.

Frequency is specified as “daily”, yet the Frequency Per Year is “1”.

In reviewing the Government’s formulas, shouldn’t the Frequency per year be the number of workdays annually?

The work will be performed daily for all Key Essential personnel.

Cost calculation can be done as per work day. Enter your final annual cost to into the Price Sheet.

Performance Work Statement (PWS) Paragraph 1.5 and Solicitation Section G, Administration Information.

The PWS Performance Period indicates a 12 month Base Period, while Section G indicates an 8 month.

Please clarify. Please see question #27

RFP Section G, “Ordering Periods” & Excel Worksheet

W564KV-18-R-0003,

Price Sheet- Contractor, 5 YR Cost.

Since the Ordering Periods indicate the Base Performance Period to be 8 months, shouldn’t the frequency per year accommodate an 8 month period, rather than a full year for many of the Equipment Tasks?

Please see question #27

Section B. CLINS X005, Material, COST.

This CLIN indicates that all consumed material will be charged against individual DMO’s and PMO’s, meaning that Material is a reimbursable cost for material items used in the execution of DMO’s and PMO’s. Yet SubCLINS x005AA & x005AB have the designation of FFP.

Please clarify. See the answer to question #3

Reference Section B.

CLINS X005, Material, COST.

Please confirm that the material used/consumed in the performance of the following work categories are reimbursable costs.

a. Preventive Maintenance Work Orders

b. Demand Maintenance Work Orders

c. Firm fixed Price Items (FFPI)

This is not correct.

There are 4 work categories:

1. DMO - Demand Maintenance Order

2. PMO - Preventive Maintenance Order

3. PWO - Project Work Order

4. OWO - Operational Work Order

Work for those 4 categories is priced as:

a. Firm Fixed Price (FFPI) to include time and material (carpet repair is the only exception where the FFPI is for labor only and the Government will reimburse the cost of the material) FFPI means that the price is structured, negotiated and agreed upon ahead of time to include time and material.

a. Time and Material (T&M) - the work is reimbursed for total amount of hours used for repair

The Contractor must always use FFPIs if applicable, otherwise, the Contractor will use T&M.

1. DMOs may be reimbursed as:

a. Fixed Price Item (FFPI)

b. Time and Material (T&M)

DMO labor hours are not to exceed 40 hours per individual DMO and total cost of a DMO is not to exceed 3,500 euros.

If the cost exceeds DMO limitation, the work must be processed as PWO.

DMOs are reimbursed only for work performed, regardless if they are structured as FFPI or T&M.

2. PMOs may be reimbursed as:

a. Fixed Price Items

If the Contractor finds during the PM that the repair is needed, the Contractor must initiate a DMO.

PMOs are reimbursed only for work performed, regardless if they are structured as FFPI or T&M.

3. PWOs are reimbursed based on contractor's proposal, accepted and approved by the Government.

4. OWOs are reimbursed as FFPI, no additional material is authorized, and the Contractor shall record used hours in GFEBS.

OWO is negotiated as firm fixed price for key essential personnel, SHIP store and power plant. Contract management cost, SHIP cost and power plant operations cost are considered operational work.

Section B. CLINS X005, Material - COST.

This CLIN stipulates that “Material handling fees imposed outside of the FFP OWO CLINs are unallowable.”

Where and how is the Contractor to recover its material procurement (labor) effort? The FFP OWO Pricing Tasks in the Price Sheet – Contractor, does not identify this activity, or function.

Please see Price Sheet, Column "C", and filter "OWO".

Also, please see #116 and para 5.2.5.

Section B. CLINS X005, Material – COST

The Government estimate for the amounts of Material required for this CLIN is €TBD. It is necessary for bidders to understand the magnitude of the material anticipated to be

It is necessary for bidders to understand the magnitude of the material anticipated to be purchased so that it can reasonably staff its purchasing operations.

The estimated annual value for this CLIN will be EURO 875,000 (combined DMOs, PMOs, and SHIP store). Note that this is an estimate only and may fluctuate.

purchased so that it can reasonably staff its purchasing operations.

Section B. CLINS X005, Material – COST

Please confirm that one time equipment rentals that are used in the performance of a DMO shall be charged to this CLIN.

If not, where will the Contractor recover this expense?

Yes, the rental equipment cost is to be charged against the DMO, but the total value of a DMO cannot exceed 3,500 euros in total cost. Otherwise, the work must be performed as PWO.

subCLINs x002AA and x002AB and PWS Paragraph 5.2.2.

These CLINs are advertised as FFP, whereas PWS 5.2.2 indicate that unscheduled maintenance repairs that are not identified by the 39 FFPI’s in the Price Sheet Contractor will be covered by Time and Material provisions.

Please clarify. Unscheduled maintenance is defined as any repair identified during Preventive Maintenance or any demand maintenance. All unscheduled repair is to be processed as DMO and billed as FFPI /T&M combination.

Please see #116

Price Sheet – Contractor, 5 YR Cost, Line Items 257, 258 DMO-Demand Maintenance and the (same) remaining Option Year line items.

The Price Sheet references only PWS Paragraph 5.14, Demand Maintenance for Building & Structures, as applicable for these DMO repairs totaling 86,200 hours annually. The Estimated Quantity seems abnormally high for DMO repairs for only buildings and structures.

Shouldn’t these Price Sheet line items include all unscheduled repairs, including equipment and systems beyond the limits of PMO performance?

Any unscheduled repairs will be processed as DMO or PMO and as such subject to Government approval.

Price Sheet- Contractor, 5 YR Cost, and PWS Paragraph 1.10.2.7

This identifies a “Safety Manager as a key position. However CLIN x001, FFP FFP Operational Work Orders does not identify this task as being priced within it, which one would expect.

Where are the bidders to price the efforts of the Safety Manager?

Please see question #4

Price Sheet- Contractor, 5 YR Cost, Line Item # 57

This requires pricing for “Security Alarm System Annual Inspection for Building #XX”.

Please identify “Building #xx”. Please see question #69

Price Sheet- Contractor, Summary by Task and CY and 5 YR Cost.

The worksheet “Summary by Task & CY” is missing the following positions: Equipment/Inventory Specialist, Housing Coordinator and Time Processor.

Please confirm and correct. The Government verified the price sheet and those items are included. Please see Price Sheet:

Line #5 and #13 for Equipment/Inventory Specialist, Line #6 and #14 for Housing Coordinator, Line #9 and #16 for Time Processor.

DMO-Demand Maintenance Order.

When repairs require “specialty subcontractors” due to the Contractor not having in-house capability, where shall bidders price these infrequent efforts?

Shall this be considered a “purchased service” and be assigned to the appropriate Reimbursable Material CLIN?

It is up to prime contractor to determine if they will subcontract any work. The price will not exceed negotiated price regardless whether the work is performed by the prime contractor or subcontractor.

The prime contractor is required to collect, record and report labors hours of subcontractor (e.g. para 1.1.1, para 5.5.6.8) Any cost accrued for seeking subcontractors will be absorbed by the prime contractor as a part of the Management cost for this contract.

PWS 1.20.6, PM Work Coordination and Notification.

The PWS states “The Contractor shall inform all occupants of the facility, to include housing, of the maintenance NLT three (3) calendar days prior to the scheduled maintenance.” This notification requirement that is applicable to all scheduled maintenance seems unnecessarily onerous.

Is this a requirement on the current Contract? One would expect that certain tests such as fire alarms would require occupant notifications 3 days prior to testing, or even facility areas that are designated to be painted.

Please clarify.

Painting is not preventive maintenance work.

This requirement refers to any preventive maintenance which requires for the building systems to be shut off or interrupted.

Examples include but are not limited to fire alarms, ventilation, water, electricity, etc. The Contractor is required to have an annual plan and monthly PM work schedule so the notification of the tenants is not considered onerous.

Section L, 3. Proposal Files, paragraph e. 1.

Volume 1 –Technical

c. Section 3 (Subfactor 3)

This indicates that “Phase-In Plan for recruiting both locally and nationally, training, qualifying, screening, and certifying employees to provide a sufficient number of fully qualified employees…”

Is it the Government’s intent to limit the successful Contractor’s recruitment to “local”, or “national” (German) qualified candidates? Please clarify.

It is up to the contractor to provide a work force which is trained, certified, has ability to pass background checks, and provide documentation (e.g., police good conduct, 12 month residency , etc.) in order to obtain installation pass. The Government does not place any other requirements on the contractor's work force recruitment.

Section L, 3. Proposal Files, e. Content Requirement, paragraph d) Section 4, Subfactor 4, Experience & Section M, C evaluation Approach. 4 Past Performance Factor.

Section L reference defines a Major Subcontractor as one who performs more than 20% of the Contract effort (with regard to cost/price), while Section M’s evaluation defines a Major Subcontractor as one who is expected to perform 10% of the proposed effort.

Please clarify. Section M,C. 4. b. should read "…twenty (20) …" Amendment 0004 corrects this discrepancy.

PWS Paragraphs

1.6.3.1 U.S. Holidays

and 1.6.4 Hours of Operation.

Paragraph 1.6.3.2 indicates that “Work shall be performed on U.S.

holidays during the normal workweek”, whereas 1.6.4 indicates that the Contractor will not perform work during U.S. holidays.

Please clarify. "Paragraph 1.6.3.1 reads "Work shall be performed on U.S.

holidays occurring during the normal workweek unless otherwise directed by the KO."

Also, "The Contractor shall not perform work in Government housing quarters on U.S. holidays except to resolve an emergency condition or with the expressed permission of the occupant in advance."

The Contractor may perform any work in housing quarters (dwelling units) with occupants permission which is obtained when the contractor sets up an appointment with a tenant.

The Contractor can perform any other work within housing building, outside a dwelling unit, with a stipulation that preventive maintenance work shall not cause building systems to be shut off (e.g., power, water, etc.).

PWS 1.10.2, Key Personnel.

Please confirm that all Key Personnel listed within this paragraph are not to be dual hatted, or cross utilized for the purpose of Contract optimization.

Please see #14

Paragraph 1.18.1.2, General Fund Business Enterprise System (GFEBS) during Phase-In Period, b

This requires the Contractor to post all labor and materials NLT 30 calendar days after becoming GFEBS operational.

In the event that the incoming Contractor has been GFEBS operational well within the 120 day anticipated Phase In period, is the Government requiring data entry, or posting, of the incumbent’s Contract operations?

The Contractor shall enter work orders which were received or completed by the incoming Contractor, during the phase-in period.

After the phase-in, the Government will determine if any work was left open by the outgoing contractor. The Government expects the incoming Contractor to process via GFEBS and complete all open work (after the COR's approval). In the event there is a substantial amount of work left unfinished, the Government and the Contractor will determine completion times.

PWS 1.18..2.2,

Backlog (Phase-Out Period)

This stipulates “The Government will withhold Liquidated Damages (LDs) in the amount of cost of repair performed by the incoming Contractor, for each maintenance orders not fulfilled”.

Since DMO repairs will be performed on a Time & Material basis, or using the FFPI line items, when they have been actually performed, doesn’t this unduly penalize the outgoing Contractor who will not have been paid for these tasks, since they have not been accomplished?

FFPI doesn’t mean that that the contractor will be reimbursed for it whether they are accomplished or not.

FFPI means that the price is structured, negotiated and agreed upon ahead of time to include time and material or sometimes time only.

For DMOs - when something breaks or repair is needed the Government will approve/release a DMO and the work will be performed firstly as FFPI if applicable. If FFPI is not available than the DMO will be reimbursed as time and material.

For PMOs, all tasks are FFPIs - if the Contractor does not perform those tasks, the Government will not reimburse the Contractor for those tasks. That's why the annual plan and monthly schedule is important as well as Contractor's ability to provide sufficient workforce for all those tasks.

Current contractor will be reimbursed for performed work.

PWS Section 1.22.1, Environmental Protection Plan (EPP).

This PWS section stipulates that “The Contractor shall provide a draft copy of their Environmental Protection Plan (EPP) with their proposal”, yet the Solicitation’s Technical Submittal requirement makes no reference in the furnishing of a Draft EPP.

Please confirm as to whether bidders are to submit a draft EPP in their technical volumes.

See the answer to question # 12.

PWS Section 5.2.4, Project Work Order

(PWO).

Please confirm that the estimators’ labor hours and associated costs to develop a PWO are chargeable to the PWO. If not, where are these costs to be priced in the Contract?

Please see the answer to question #71

Answer to Question

Expanded Answer This is one booster station with daily inspections.

Quantity was calculated based on 5 work days in one week Cost estimate sheet indicated frequency column as "daily" and "QTY is based on number of" column, as "# of days" which in this case is 5.