Approved Amendment 0001-RFIs to Industry Questions- Washer and Dryer Solicitation - W9115120R0016.pdf

0011279297-0004

AMENDMENT OF SOLICITATION/MODIFICATION OF CONTRACT

Except as provided herein, all terms and conditions of the document referenced in Item 9A or 10A, as heretofore changed, remains unchanged and in full force and effect.

15A. NAME AND TITLE OF SIGNER (Type or print)

30-105-04EXCEPTION TO SF 30

APPROVED BY OIRM 11-84

STANDARD FORM 30 (Rev. 10-83) Prescribed by GSA

FAR (48 CFR) 53.243

1. The purpose of this amendment is to incorporate the Request for Information (RFI's) responses from the Government to industry.

2. All other terms and conditions remain the same.

1. CONTRACT ID CODE PAGE OF PAGES

J 1 7

16A. NAME AND TITLE OF CONTRACTING OFFICER (Type or print)

16C. DATE SIGNED

BY 11-Feb-2020

16B. UNITED STATES OF AMERICA15C. DATE SIGNED15B. CONTRACTOR/OFFEROR

(Signature of Contracting Officer)(Signature of person authorized to sign)

8. NAME AND ADDRESS OF CONTRACTOR (No., Street, County, State and Zip Code) X W9115120Q0016

X 9B. DATED (SEE ITEM 11)

16-Jan-2020

10B. DATED (SEE ITEM 13)

9A. AMENDMENT OF SOLICITATION NO.

11. THIS ITEM ONLY APPLIES TO AMENDMENTS OF SOLICITATIONS

X The above numbered solicitation is amended as set forth in Item 14. The hour and date specified for receipt of Offer is extended, X is not extended.

Offer must acknowledge receipt of this amendment prior to the hour and date specified in the solicitation or as amended by one of the following methods:

(a) By completing Items 8 and 15, and returning copies of the amendment; (b) By acknowledging receipt of this amendment on each copy of the offer submitted;

or (c) By separate letter or telegram which includes a reference to the solicitation and amendment numbers. FAILURE OF YOUR ACKNOWLEDGMENT TO BE RECEIVED AT THE PLACE DESIGNATED FOR THE RECEIPT OF OFFERS PRIOR TO THE HOUR AND DATE SPECIFIED MAY RESULT IN

REJECTION OF YOUR OFFER. If by virtue of this amendment you desire to change an offer already submitted, such change may be made by telegram or letter, provided each telegram or letter makes reference to the solicitation and this amendment, and is received prior to the opening hour and date specified.

12. ACCOUNTING AND APPROPRIATION DATA (If required)

13. THIS ITEM APPLIES ONLY TO MODIFICATIONS OF CONTRACTS/ORDERS.

IT MODIFIES THE CONTRACT/ORDER NO. AS DESCRIBED IN ITEM 14.

A. THIS CHANGE ORDER IS ISSUED PURSUANT TO: (Specify authority) THE CHANGES SET FORTH IN ITEM 14 ARE MADE IN THE

CONTRACT ORDER NO. IN ITEM 10A.

B. THE ABOVE NUMBERED CONTRACT/ORDER IS MODIFIED TO REFLECT THE ADMINISTRATIVE CHANGES (such as changes in paying office, appropriation date, etc.) SET FORTH IN ITEM 14, PURSUANT TO THE AUTHORITY OF FAR 43.103(B).

C. THIS SUPPLEMENTAL AGREEMENT IS ENTERED INTO PURSUANT TO AUTHORITY OF:

D. OTHER (Specify type of modification and authority)

E. IMPORTANT: Contractor is not, is required to sign this document and return copies to the issuing office.

14. DESCRIPTION OF AMENDMENT/MODIFICATION (Organized by UCF section headings, including solicitation/contract subject matter where feasible.)

10A. MOD. OF CONTRACT/ORDER NO.

2. AMENDMENT/MODIFICATION NO. 5. PROJECT NO.(If applicable)

6. ISSUED BY

3. EFFECTIVE DATE

11-Feb-2020

CODE

MICC - FORT HOOD

36000 DARNALL LOOP, ROOM 1300B

FORT HOOD TX 76544-5025

W91151 7. ADMINISTERED BY (If other than item 6)

4. REQUISITION/PURCHASE REQ. NO.

CODE

See Item 6

FACILITY CODECODE

EMAIL:TEL:

W9115120Q0016

SECTION SF 30 BLOCK 14 CONTINUATION PAGE

SUMMARY OF CHANGES

SECTION SF 1449 - CONTINUATION SHEET

The following have been added by full text:

RESPONSE TO INDUSTRYQUESTIONS

Request for Information (RFIs) Response to Industry Questions

W91151-20-Q-0016 Washer & Dryer Maintenance Service

As of 11 February 2020

Question #1: 2.2.3.3- How many days will be advance notice of an install/removal of equipment?

Response: All installs and removals will be assigned a DMO number with a priority number (Priority 2 and 3) and associated timeline detailed below.

2.4 DEMAND MAINTENANCE ORDERS (DMOs). The COR will issue and designate the priority of all work requests. When a work request is made by the COR, the Contractor shall schedule work for the requested day and time. Missed calls made to the Contractor by the Contracting Officer shall be returned within fifteen (15) minutes.

2.4.1 DMO priority guidelines. The Contractor shall respond to the following DMO priority guidelines:

2.4.1.1 Priority 1 Service Order: Emergency work that requires immediate attention. It is necessary for the protection of health, for safety, or to prevent damage to property, or as assigned by the DPW or his designated representative. This priority of service will not be required in this contract.

2.4.1.2 Priority 2 Service Order: Urgent work that must be accomplished as soon as possible to include correction of a condition which could become an emergency, could seriously affect morale, or has command emphasis. Service order shall be completed within seven (7) calendar days from authorization, (depending on availability of parts or supplies). REMEMBER: Priority 2's may be dispatched, but this should be a rare occasion.

2.4.1.3 Priority 3 Service Order: Routine work which does not meet the criteria for Priority 1 or

2. Response shall be scheduled so as to meet the completion time of (30) thirty days after authorization, (depending on availability of parts or supplies).

2.2.4.8 A/M Work Direction. The Contractor shall receive A/M Work direction from the Contracting Officer, which will specify the following:

the scope of required work.

the quantity of work.

location of the work to be performed.

submittal requirements, on the materials/parts to be furnished and installed; and work completion time-frame.

2.2.3.6 Machine Removal Timeliness. Machines not removed by the end of the first normal work day following a scheduled and directed removal, whether temporary or permanent, may be removed and stored by the Government.

Question #2: Will the machines be 100% complete? Vent, clamps, knobs, softener dispenser and all other parts

Response: There will be some missing or broken parts. The machines were installed 8 months ago with all parts present and functioning and there has been a lapse of service for PM and repair. During the quarterly PM, these parts will need to be replaced.

Question #3: If the machines are on a 5 year replacement plan, will the contractor be responsible for removal and install of all the washers and dryers? Or will this be contracted out?

Will this be at the 4 year mark of the contract or at the completion of the 5 years?

Response: Based on the Government’s interpretation of this question, it is an assumption of something futuristic. Additionally, these machines are Government owned property and this requirement is for the maintenance and service of the washers and dryers.

Question #4: What is the average amount of service calls per day to date?

Response: There was an average of 23 service orders per month for the last 8 months (July 19 – 6 Feb 20) since the machines were installed.

Question #5: What is the average number of machines you have replaced per day to date?

Response: There has been 5 replacements since the machines were installed 8 months ago

Question #6: Will a contractor’s yard be issued to contractor? If so, can the contractor put a job trailer for use as office space?

Response: Yes

Question #7: Can we leave trucks, trailers and other equipment used in the performance of the contract on post at the contractor’s yard?

Response: Yes, Only inside the contractor’s yard

Question #8: Are there costs involved with the use of the contractor’s yard? Electric/Water etc.

Response: Yes, contractor’s yard requires payment for electrical and water service.

Question #9: Is there currently a backlog of work orders?

Response: There are 160 machines which have work orders awaiting repairs.

Question #10: Do we need to have some stock parts on hand?

Response: It would be advantageous to have parts on hand for repairs.

Question #11: Is there historical data available on parts failures, calls etc?

Response: The only historical data available is the work orders (160) which have come in since August 2019.

Question #12: Are the machines currently under warranty and how long is the warranty? 5 years?

Response:

Regular Washer – 2 years on parts ADA Washer – 1 year on parts Regular Electric Dryer - 2 years on parts ADA Electric Dryer 2 years on parts Gas Dryer - 2 years on parts Gas Stacked Dryer - 3 years on parts Stacked Gas Dryer - 3 years on parts

Question #13: If the machines are in longer than the warranty period, does the contractor have to keep repairing the out of warranty machines? At cost to contractor or the government?

Response: After the warranty period expires, the contractor will be responsible to repair the machines at the cost of the contractor.

Question #14: Which PWS will be used? Attachment A?

Response: Both the EPWS and Attachment A will be used.

Question #15: How do you want clins 3 and 4 priced?

Response:

CLIN 3 will be funded at $35,000 annually based on historical data to be used as needed for non-warranty ODCs CLIN 4 will be funded at $20,000 annually based on historical data to be used as needed for warranty ODCs

Question #16: How do you want clins 3 and 4 priced?

Response: Repeat question answered in question # 16

Question #17: On clin 2 should we include price of parts?

Response: Yes

Question #18: Who is the incumbent contractor on the current Fort Hood Washer and Dryer Contract?

Response: There is currently no active contract in place for Washer and Dryer Maintenance and Repair. Prior to this solicitation, the scope of the contract was restructured due to the government purchasing and owning all machines.

Question #19: Will the Government please post a copy of the Fort Hood Washer and Dryer site visit attendees?

Response: The Government is not required to post attendee’s or signatures to the public.

Question #20: Will the successful awardee be provided a contractor laydown area on Fort Hood?

Response: Contractor will be provided with an outdoor fenced contractor yard

Question # 21: How many of the current units are unserviceable?

Response: There are 160 machines which have work orders awaiting repairs.

Question #22: We assume that the contractor will be paid for repair parts under Clin 0003 and the subsequent options year Clins 1003, 2003, 3003 and 4003. Is this assumption correct?

Response: Yes, CLIN 0003 and subsequent option years will be used for non-warranty parts.

Question #23: In the Tech Exhibit A the Government states that there are approximately 3,799 appliances that will require Preventive Maintenance as described in the PWS Paragraph

2.2.2.6 to be performed every Quarter. There are an average of 58.5 working days a quarter which means the contractor would have to perform 65 preventative maintenance inspections per day. This is labor intensive and costly to the Government; most Government contracts for Appliance Preventative Maintenance have a frequency of similar inspections that are performed annually. Is it truly the Government’s intent to have the entire inventory of 3,799 machines be serviced with Preventive Maintenance every Quarter?

Response: Yes, it is the Government’s intent to have the entire inventory of 3,799 machines be serviced with Preventive Maintenance every quarter.

Question # 24: How long has it been since the entire vent system has been serviced?

Response: It has been approximately 8 months since the entire vent system has been serviced.

Question #25: How long will the period be between the last time the appliances were serviced and the new contractor begins work?

Response: Approximately 9 months.

Question #26: How much backlog is there presently? How much do you expect by the time the award?

Response: There are 160 machines which have work orders awaiting repairs.

Question #27: Is the government agreeable to using salvaged parts from existing government appliances too damaged to repair?

Response: No

Question #28: In regards to 24hr availability, does the government expect appliances to be repaired during the weekend?

Question #29: In regards to the venting system please provide us with an estimate of how many buildings have more complex venting systems that will require alternative/maintenance work?

Response: Please refer to PWS 2.2.3.11 Duct/Ventilation/Manifold Maintenance. The Government does not have a list of which vents are longer than 15 feet which is the definition of Complex a complex system. The PWS paragraph states the contractor is not responsible for the vents longer than 15 feet, only monitoring and recommending when the complex system is in need of commercial cleaning and reporting these findings.

Question #30: What is the frequency that the contractor must perform a comprehensive assessment? As described in 2.2.2.7. And will this service have to be performed by a certified building inspector?

Response: Please see PWS Attachment, A section 2.2.2.6 Laundry Area Clean-up and Assessment.

The Contractor shall schedule and perform a general laundry area clean-up (not to include lavatories or any other areas not associated with the laundry facility) and assessment quarterly.

Question #31: Preventive maintenance frequency. The majority of manufacturers recommend annual preventive maintenance frequencies and are very clear on items to check and items to replace if necessary.

Response: The government wishes the preventive maintenance frequency to remain quarterly.

Question #32: Is a government willing to reduce the requirement in order to better align with manufacturers’ recommendations and do one preventive maintenance a year according to manufacturer's instructions and three annual inspections per the government's request?

(End of Summary of Changes)