Questions for Solicitation W564KV26RA002 Final.pdf

Questions for Solicitation W564KV26RA002

1. We are performing independent research on the Combined Synopsis/Solicitation (W564KV26RA002).

We would like to know if this is a brand new contract OR if there is (was) an incumbent performing these services.

If not brand new, could you please provide the current / previous contract number?

This is not a new contract action.

The current contract number is:

W564KV21D0002

2. May a U.S. small business prime contractor submit an offer and perform the work using Germany-based local partners or subcontractors to meet technical coverage, certification, inspection, and response requirements (e.g., HVAC/refrigeration/FSE technicians), provided the prime remains fully responsible for contract performance, quality control, reporting, and compliance?

Additionally, please confirm whether there are any requirements regarding:

• An established business presence or registration in Germany for the prime contractor;

• Minimum in-country staffing requirements (prime vs. subcontractor); or

• Certifications or inspections that must be performed by the prime rather than a qualified German subcontractor.

A U.S. based prime contractor would be acceptable as long as the technical coverage, German certifications, inspection, and response requirements can be met.

An established business presence or registration in Germany for prime contractor is not necessary.

The minimum in-country staffing would include any of the certified positions.

The certifications and/or inspections must be performed by a German certified/licensed technician.

3. Can you please provide me with the name of the incumbent contractor on the referenced opportunity and contract number?

Contractor: SKE GmbH Contract number: W564KV21D0002

4. PWS page 10 of 41 mentions “When key personnel are used as an evaluation factor in best value procurement, an offer can be

Lowest price. See revised PWS page 10, Key Personnel.

rejected if it does not have a firm commitment from the persons that are listed in the quote.” However, the solicitation on page 82 of 87 under basis of award mentions “The Government will award to the lowest price proposal that passes all evaluation criteria with acceptable requirements.” Request the Government clarify if the basis of award process that will be used is best value or lowest price?

5. Please verify how the Government will handle repair requirements identified during PM? Will Offerors be required to transmit all repair information through the FSE helpdesk to the COR?

Contractor shall notify the owner not later than one working day who shall determine whether an emergency or a regular work order will be initiated.

See paragraph PWS 5.2.1.4

6. IAW with PWS, 5.3.4, request the Government provide the parties authorized to place Emergency repair calls.

FSE helpdesk. After duty hours through Director/Alternate of 405th BASOPS Maintenance. See revised PWS 5.3.4.

7. Please define what qualifies as an “Emergency Repair” under this contract.

Is an emergency limited to life/health/safety hazards and mission-critical impacts, or does it also include non-functioning appliances (service outage) without a safety hazard? Are there specific criteria/examples the Government will use to classify a call as “emergency” vs “routine”?

Emergency Repair is defined as “when a malfunction in which equipment failure is considered to be a danger to life and/or property, will result in permanent damage to related equipment or will cause the loss of perishable goods, or will prevent the user from performing critical mission tasks.”

It does not include non-functioning appliances (service outage) without a safety hazard. See PWS 5.3.4.

8. Request the Government verify the cost threshold process for Offerors during an emergency repair call. Please confirm that an Offeror shall perform emergency call repairs even for those exceeding 25% of the replacement value or 1,000€ and submit the cost estimate afterwards.

Offeror should not perform emergency call repairs for those exceeding 25% of the replacement value or 1,000€ without prior approval. See paragraph PWS 5.4.2.

9. PWS, Technical Exhibit B, deliverable #04 under column “frequency” mentions “Shall

COR, see revised Technical Exhibit B PWS page 39.

be provided in writing to the contracting officer…However, the submit category mentions the COR as the recipient. Please confirm if the contracting officer or COR is correct.

10. In the PWS (Page 1, Section 1.2 – Background), Government states that the requirement covers five (5) Garrisons within Germany. However, in Attachment #11 Supported Locations and Personnel Requirements Per Location, only four (4) locations are listed for performance and staffing. Could the Government please confirm.

Four (4) Garrisons within Germany. See revised Page 1, Section 1.2 of the PWS.

11. DIN VDE 1000-10 is not a “certificate” you can receive as a standalone company credential. It’s a standard that defines qualification and responsibility requirements for personnel performing tasks that matter for electrical safety (planning, constructing, deploying workers, erecting, testing, operating, changing, etc.). As additional evidence of electrical trade authorization, we can provide our Handwerksrolle registration/Handwerkskarte for Elektrotechnik (including named technical management). Please confirm whether the Handwerksrolle/Handwerkskarte, together with a personnel qualification roster and technical-to-qualification matrix, is sufficient to demonstrate compliance with DIN VDE 1000-10, or whether the Government requires copies of each assigned individual’s qualification/training certificates (e.g., vocational electrical education such as journeyman/technician or equivalent) to be submitted with the proposal.

Copies of each assigned individual’s qualification/training certificates (e.g., vocational electrical education such as journeyman/technician or equivalent) must be submitted with the proposal.

12. The PWS references BGR 111 “Arbeiten in Küchenbetrieben.” BGR 111 is the former designation and is now reflected in DGUV Rule 110-002 “Branche Küchenbetriebe”, issued by the German Social Accident Insurance (DGUV). DGUV Rule 110-002 provides comprehensive occupational safety and health requirements for work in kitchen operations (including commercial/industrial kitchens and similar facilities). It covers, among other areas, workplace design and movement areas, safe operation of work equipment and electrical appliances, ventilation/exhaust systems, hygiene-related safety practices, and risk prevention. It is based on applicable German laws/regulations and generally recognized rules of technology (e.g., references to VDI 2052 and relevant DIN standards). Equivalency/Acceptability:

Will the Government accept compliance with DGUV Rule 110-002 as the current and valid equivalent to BGR 111 for purposes of contract performance and compliance?

Government will accept compliance with DGUV Rule 110-002. See revised PWS 1.11.

13. Are VDI 2052, applicable DIN standards, and other “generally recognized rules of technology” mandatory requirements under this contract, or are they provided as guidance/best practice references?

Not applicable to this contract and equipment.

14. Do the kitchen safety requirements apply solely to contractor work practices in kitchens (occupational safety), or do they also impose specific technical compliance requirements?

Contractor shall be responsible for all damages to persons or property that occur as a result of the Contractor’s or subcontractor’s fault or negligence.

15. For DGUV Rule 110-002 (formerly BGR

111) referenced in the PWS, please confirm what evidence is required to demonstrate compliance. Since DGUV Rule 110-002 is

Government will accept the contractor self-certification that they conform to the rule in lieu of a formal certificate in addition to copies of each assigned not generally issued as a standalone third-party ‘certification,’ will the Government accept contractor self-certification that we conform to the rule in lieu of a formal certificate?

individual’s qualification/training certificates.

16. PWS Section 1.11 lists “Qualification acc. EN 13313 (DIN EN 378 …)” as a Special Qualification. EN 13313 has been withdrawn and superseded by EN ISO 22712.

Please confirm the Government will accept EN ISO 22712 as the equivalent/successor standard for demonstrating personnel competence in lieu of EN 13313 (or amend the solicitation to state “EN 13313 or successor standard EN ISO 22712”).

Confirmed, Government will accept EN ISO 22712. Please see updated PWS 1.11.

17. EN 13313 (and its successor EN ISO 22712) is a personnel competence standard and is not typically issued as a standalone third-party company certification. We intend to demonstrate compliance through contractor self-certification supported by objective evidence, including our §6 ChemKlimaschutzV company certificate and associated list of certified personnel.

Please confirm what documentation the Government will accept to “demonstrate” compliance with the EN 13313 / EN ISO 22712 requirement at proposal submission (e.g., self-certification + §6 ChemKlimaschutzV certificate + personnel roster/competency matrix), and whether copies of individual personnel qualification certificates/training records are required with the proposal or may be provided upon request/prior to commencement of performance.

Copies of individual personnel qualification certificates/training records are required with the proposal.

18. EU F-Gas Regulation 2024/573 specialist company (Fachbetrieb). The solicitation references a company

Acceptable §6 ChemKlimaschutzV company certificate/Bescheid, including the listed/identified certified personnel, certification requirement for F-Gas compliance. In Germany, this company-level requirement is implemented through the national company certification pursuant to §6 ChemKlimaschutzV (company certificate/Bescheid). This §6 company certificate already includes/listed certified personnel (and we will provide the associated personnel roster/attachment as part of our submission). It is not an additional standalone company certification beyond §6. Please confirm that the §6 ChemKlimaschutzV company certificate/Bescheid, including the listed/identified certified personnel, fully satisfies the company-level requirement and that no additional company certification is required beyond §6.

fully satisfies the company-level requirement and no additional company certification is required beyond §6.

19. Locations: The USAG Bavaria area also includes “sub-locations” such as Berchtesgaden, Frasdorf, and Oberammergau. Please clarify whether kitchen appliances also need to be maintained and repaired at the locations listed and whether the response time described is also required at these locations. This is important in order to be able to perform the calculation correctly.

Locations and addresses of locations have been updated for Offerors to calculate distances. See updated PWS 7.4.1 Attachment 11. A list of the inventory for majority part of the contract is now attached (Attachment 3- FSE Equipment List). This is not an exhaustive list. Yes, adherence to the response time is required for all locations.

20. Please list all sub-locations with their distance from the main locations and the number of units. This is important in order to be able to perform the calculation

Locations and addresses of locations have been updated for Offerors to calculate distances. See updated PWS 7.4.1 Attachment 11. A list of the inventory for majority part of the contract is now attached (Attachment 3- FSE Equipment List). This is not an exhaustive list.

21. If sub-locations are also to be serviced at other main locations, such as Ansbach, please also list these with their distance and number of units. This is important in

Locations and addresses of locations have been updated for Offerors to calculate distances. See updated PWS 7.4.1 Attachment 11. A list of the inventory for majority part of the contract is now order to be able to perform the calculation attached (Attachment 3- FSE Equipment List). This is not an exhaustive list.

22. Missing Handling Fee: Since, according to the tender, no indirect costs for material deliveries will be reimbursed and only material costs minus any discounts will be reimbursed, we kindly request that you provide us with the estimated material costs and the applicable overhead costs so that we can calculate them in our offer.

Estimated materials are now included on the updated ELIN Sheet 29 Jan 2026.

Contractors shall not change the estimated material costs. All applicable overhead costs are included in the estimates. The estimated material costs are the same for each Offeror.

23. Will the customer provide a current inventory list for all parts of the contract?

Yes, at time of award for all parts of the contract. A list of the inventory for majority part of the contract is now attached (Attachment 3- FSE Equipment List). This is not an exhaustive list.

24. Work Certificates – Digital Submission in Lieu of Four Hard Copies: PWS Paragraph 5.4 requires submission of four

(4) copies of work certificates. To streamline processing and support faster distribution to inspectors and CORs, would the Government accept electronic submission of work certificates as PDF files (including digitally signed PDFs) in lieu of four hard copies? If acceptable, please confirm the approved format (PDF with digital signature), submission method (email/portal/helpdesk upload), and whether any original hardcopy is still required for recordkeeping.

Electronic submission of work certificates in PDF are accepted, must adhere to PWS

5.4.1 and 5.4.3.

The submission method is email, the exact email address will be provided at the post-award conference.

How the contractor stores files is up to them, whether a hard copy or PDF version, but the contractor must be able to present upon request.

25. Key Personnel Commitment Documentation. Please confirm whether Letters of Commitment are required for each individual identified as Key Personnel by name.

Additionally, please confirm whether the Government will accept a single company-level certification letter signed by the CEO stating that the named Key Personnel are current employees and will be assigned to the contract upon award, in lieu of

The Government will accept a single company-level certification letter signed by the CEO stating that the named Key Personnel are current employees and will be assigned to the contract upon award, in lieu of individual signed Letters of Commitment at the time of solicitation.

Specifics will be discussed in detail during the pre-performance conference with the new contractor.

individual signed Letters of Commitment. If not acceptable, please confirm that individual LoCs are required.