W9115125QA0190002 Washer dryer Questions and Answers.pdf

Solicitation: W91151-25-Q-A019-0002

Request for Information

Questions and Answers

1. Q: Can you please clarify what if any scheduled maintenance is required for the 600+ machines located in Storage Clamshell?

A: These units are designated as float stock and are not subject to scheduled maintenance; they will be serviced by the DPW Washer and Dryer Services Contractor as they are put into operation.

2. Q: Regarding the machines stored in the storage clamshell, what is their planned use and is there any planned or scheduled installation, or movement of them?

A: This is our float stock and will be placed into operation as needed by the contractor.

3. Q: Can you please share how many machines are currently not working?

A: We currently have approx. 90 open DMOs.

4. Q: Can you please share how many machines have required repair in the last 90 days, were any error codes reported, and what is the nature of each service request for that period?

A: There was a total of 534 service calls completed in the last 120 days, top common repairs were tub rollers (108), repair or replace lid lock (57) reset machine or breaker (54), and replaced or cleared pump (45).

5. Q: How many washing machines have required replacement of their mother boards since purchase?

A: Since 2020 there have been approx. 100 control boards replaced.

6. Q: Are all machines listed in the TE-A inventories current and properly functioning?

A: Yes, it is current. We currently have approx. 90 open DMOs for repairs.

7. Q: Are there any known performance issues or frequent failure trends by brand/model?

A: No trends noted.

8. Q: Will the contractor be responsible for repairing or replacing missing/broken machine placards and numbers (ref: TE-D)?

A: Yes, please refer to PWS para 5.1.6 Machine Numbering.

9. Q: Is the government expecting repair/parts costs to be firm-fixed or billed as actuals under the DMO scope?

A: Firm Fixed.

10. Q: Are quarterly PMs expected to include disassembly or deep cleaning of internal components?

A: Refer to PWS para 5.2.1 Preventative Maintenance.

11. Q: For Demand Maintenance Orders (DMOs), is the contractor responsible for parts, or will the government furnish parts (GFP)?

A: Contractor is responsible for parts refer to PWS para 4.3.1. Parts and Materials.

12. Q: What is the average volume of service calls per month, by zone (Main Cantonment, North Fort, etc.)?

A: The average volume of service calls for NFH is approx. 12 per month and approx. 85 per month for Main Cantonment (Data reflecting 2023 to current).

13. Q: Are emergency calls (e.g., within 4 hours) common, and is after-hours service expected or optional?

A: Historically it is very rare to have an emergency call for this requirement. However, it is expected to meet the emergency calls requirement if needed. IAW PWS para 5.3 Service call Work and all sub paragraphs.

14. Q: Is staging/storage space available for tools and spare parts on post?

A: Contractor staging space for tools and spare parts is at bldg. 87030 located at 456 Martin Dr. on the east side of the bldg.

15. Q: Are contractors expected to check in/out daily with building POCs or only for certain locations? If so, what locations?

A: Refer to PWS para 5.1.8 Coordination with Facility Personnel.

16. Q: Are escort requirements in place for any buildings or zones (e.g., restricted barracks or schools)? If so, what locations?

A: Refer to PWS para 5.1.8 Coordination with Facility Personnel.

17. Q: What system (if any) is used for submitting PMs, DMOs, QC reports—is simple email okay?

A: Reports being sent by contractors can be sent via email. Refer to TE-F Deliverable Schedule.

18. Q: Will the COR provide a template or require a specific format for the quarterly TE-A updates and machine reports (TE-C)?

A: Per PWS para 5.1.6.1, the contractor will complete TE-C and forward it to the COR, who will use it to update TE-A and maintain the accuracy and currency of the machine report.

19. Q: Is barcode or QR machine tagging required or acceptable in addition to placard labeling (ref: TE-D)?

A: The government owns the machines, any additional tagging/labels added by the contractor shall be at contractors’ cost and be removed upon completion of the contract.

20. Q: Are specific OSHA/NADCA/NASTeC certifications required for all personnel, or is one certified technician sufficient per crew?

A: Please refer to PWS para 1.6.8 for personnel certification requirements. Certifications identified are preferred but if there is a certification that is equivalent a copy would need to be provided to the government.

21. Q: What PPE or chemical handling procedures require specific HAZMAT coordination (ref: TE-E)?

A: Refer to PWS para 4.3.2 Hazardous Materials.

22. Q: Can the government confirm whether it will reimburse for replacement parts at cost plus markup, or must all materials be included in the fixed price?

A: All materials will be included in the firm fixed CLINs.

23. Q: Is there a minimum labor hour expectation or cap for billing under each CLIN, especially for DMO services?

A: No minimum or cap, each CLIN is a firm fixed amount. Refer to PWS para 5.4.1 Maintenance Report.

24. Q: Are vehicles subject to any special insurance or decals not outlined in the PWS but required for access (ref: TE-F deliverables)?

A: No, refer to PWS para 1.6.12 Identification of Contractor Employees and 1.21.2 Contractor Vehicle Identification.

25. Q: Will the COR accept partial invoice payment based on completed zones or require full completion prior to monthly invoicing?

A: This is a firm fixed priced contract and will be billed monthly. No partial invoices will be accepted. Contractors shall ensure all work is completed and inspected to be eligible to submit a monthly invoice.

Q: Will there be a phase-in period for inventory reconciliation, technician onboarding, or system setup before the 12 August 2025 start date?

A: No this requirement does not call for a phase-in or phase-out period.

26. Q: Can the incumbent contractor provide access to past service logs or failure data for trend analysis?

A: The data is proprietary to the contractor and is not obligated to share it.

27. Q: Will the government define what will be considered as a relevant/similar contract (as it pertains to CPARS) for evaluation criteria?

A: See revised FAR 52.212 Evaluation-Commercial Products and Commercial Services starting on page 33 of amendment W9115125QA0190002 for revised evaluation factors.

28. Q: Can we get some pictures representative of the rooms and units we will be servicing? Please include pictures behind the dryers and the duct work that must be cleaned.

A: See pictures is SAM labeled Washer and Dryer Pictures W9115125QA0190002

29. Q: Is this contract the same as the previous contract? Or has there been additions to the scope?

A: There is an additional scope of duct service. Reference Section 5 for “Specific Tasks” of this contract. Bid accordingly.

30. Q: Is this considered specialty work that requires the Prime Contractor to only receive 25% of the revenue from the contract?

A: No, this is not considered a specialty work / trade. Prime contractor shall ensure 50% of the cost of contract performance with its own employees or with similarly situated subcontractors. Prime contractor cannot pay more than 50% to non-similarly situated subcontractors. See FAR 52.219-14

31. Q: Can subcontractors experience be utilized for past performance?

A: Yes, the prime shall ensure the subcontractor’s past performance regarding experience is satisfactory, relevant and recent. See revised FAR 52.212-2.

32. Q: Since parts will not be re-imbursed, will the government provide a list of parts utilized and quantity over the last contract?

A: Please see the attachment. Historical data, for reference use only.

33. Q: The age of the machines is nearing the end of reasonable life for their utilization. What is the plan for the government to replace the machines? Is there a limit of liability for parts? Will the government allow for an equitable adjustment if service calls exceed 15% of the provided estimated quantity as the machines continue to age?

A: Please refer to PWS para 5.1.7 Repair of Accidental Damage. As for the replacement plan, they will be replaced by the government during either renovations of the building or at the 8-10 year life of the machine or as needed. Any request for equitable adjustment will be determined by the contracting officer by applying the “reasonable person” standard looking at several key factors like a substantial change in estimated quantities of service calls. This is a firm-fixed price contract and offerors shall use the data provided in the solicitation as a basis to prepare quotes.

34. Q: Will the government provide vent drawings of the large building convergence systems which were not shown during the site walk?

A: The government will provide any drawings that are available to the awardee.

35. Q: Will the government amend the solicitation to assign offerors with no appliance maintenance experience as neutral vs. acceptable?

A: See revised FAR 52.212-2

36. Q: Due to these being continually used laundry facilities, Will the government provide a detailed synopsis of the janitorial cleaning standards of the laundry rooms as well as the inspection timings to verify this work?

A: Refer to PWS para 5.2.1.2 Laundry Area Clean-up and Assessment.

37. Q: Will the government be responsible for moving appliances, or will this be a contractor responsibility?

A: Refer to PWS (i.e. 5.1.2 Washer-Dryer Maintenance and Repair Services, 5.1.3.1 Machine Installation, 5.1.3.1.2 Machine Removal Timeliness)

38. Q: Who has the authority to authorize appliance replacement from the holding stock? What is the Limit of liability that determines this? Will the stockpile be maintained at its current level as machines are replaced?

A: DPW Housing is the owner of machines therefore are the final authorization. Refer to PWS para 5.1.3 Machine Maintenance bullet 9. Housing Division will maintain a float stock as deemed necessary.

39. Q: Can you please provide the physical dimensions of the contractor equipment/inventory storage area?

A: Office space is approx. 530sqft. & Bay space is approx. 2,600sqft.

40. Q: Can you please explain what the physical security and access restriction requirements are of the contractor’s storage area? (Equipment and inventory are expensive and I just want to ensure it doesn’t walk away)

A: Contractor will sign for keys to the facility and be responsible for the security of the facility.

41. Q: During the walkthrough of only 3 sites, I was able to identify what should qualify from the previous contract as more open service tickets due to missing parts, and machine malfunctions than what was claimed as open in your previous response. As such, I need to ask if the previous contractor will be responsible for any “leftover” damage, lack of repairs, and/or remaining workorders?

A: The government is only tracking service orders that are reported. If machines are identified needing service by incumbent, they must be reported to the government POC per PWS 5.2.1.2 Laundry Area Clean-up and Assessment #6. The Awardee will assume responsibility of any open service orders.

42. Q: Can Mechanical plans be provided for the ventilation systems of each building that is taller than 2 stories tall?

A: The government will provide any drawings that are available to the awardee.

43. Q: Can the Government provide as-built mechanical drawings? This will help on the coordination for ductwork cleanup.

A: The government will provide any drawings that are available to the awardee.