RFI RESPONSES.docx

RFI RESPONSES:

Q1 – SOW Availability: Provided in Attachments section in SAM.gov.

Q2 – Basis for Award: This is a Small Business Set-aside which will result in a Firm Fixed Price contract, provided to lowest bidder.

Q3 – Quote Format and Page Limits: See “Electronic Contracting” at page 8 of 37.

Q4 – Site Visit Eligibility: The purpose of the site visit was to provide bidders with a comprehensive understanding of the project site and its conditions. By attending site visits, bidders gain valuable insights that can lead to more informed decision-making and effective tender submissions. While this site visit was encouraged, it was not mandatory for bid consideration. However, please note that failure to inspect the site does not constitute grounds for a claim after contract award.

Q5 – Key Personnel Submission Timing: Certifications (RRO/RRC, IR technician, manufacturer authorizations, asbestos certifications) are to be provided no later than 7 calendar days after award.

Q6 – FFP Scope vs. Separately-Priced Repairs:

1. Definition of Incidental Repairs Incidental repairs are defined as small, localized fixes that do not affect a large portion of the roof. Examples include, but are not limited to:

1. Patching small punctures, holes, penetrations, or gouges in the roof membrane.

1. Addressing minor issues with seams.

1. Fixing localized damage to gutters and downspouts.

1. Repairing flashing around vent pipes or curb cuts.

2. Purpose of Preventative Maintenance The goal of preventative maintenance inspections is to identify and address the issues listed above proactively, thereby avoiding potential leaks and maintaining the roof's overall integrity.

3. Leak Repair and Payment Process If a leak is reported and found to be caused by an incidental issue (e.g., a puncture, split, seam failure, etc.), the repair will be paid for using the pre-defined pricing established in the “Roofing Maintenance Government Estimate.”

4. Mandatory Quoting Procedure For every leak repair performed, a formal proposal must be submitted to the Contracting Officer for review and approval before work commences. The proposal shall clearly state:

1. The location and nature of the required repair.

1. The specific labor and materials required.

Q7 – Leak Response Pricing Structure:

Pricing for the "Roofing Maintenance Government Estimate" will be priced per the units of measure. Normal rates will be applied to each amount in the unit pricing.

As noted in the scope, pricing for Urgent (48 hours) and Emergency (2 hours) is required. If during the duration of the contract, units of measure in the "Roofing Maintenance Government Estimate" are required in either category (other than routine), the mark up percentage will be applied to each unit of measure for estimate and acceptance.

Provide Routine Hourly Rate Provide a percentage markup for Urgent Rate Provide a percentage mark up for Emergency Rate

Q8 – Wage Determination: Service Contract Labor Standards 15-4143 Latest Revision applies and is incorporated.

Q9 – IR Inspection Timing and Pricing: The one-time IR inspection should be covered in the base year, with subsequent follow-ups available upon request.

Q10 – Historical Leak Volume: Leak response calls over the past three years have averaged approximately 20 per year. Typical repairs have included, but are not limited to: roof leader piping, roof drain bowl assemblies, seams, flashings, punctures, penetrations, holes, soffit, gutters, downspouts, snowslides, and debris removal.

Estimated Labor Allocation For planning purposes, WVA estimates the following annual man-hour requirements:

Base Year

1. Routine Service Calls: 480 man-hours x hourly rate _______ = ______

1. Urgent Service Calls: 80 man-hours x hourly rate _______ = ______

1. Emergency Service Calls: 32 man-hours x hourly rate _______ = ______ Option Year 1

1. Routine Service Calls: 480 man-hours x hourly rate _______ = ______

1. Urgent Service Calls: 80 man-hours x hourly rate _______ = ______

1. Emergency Service Calls: 32 man-hours x hourly rate _______ = ______ Option Year 2

1. Routine Service Calls: 480 man-hours x hourly rate _______ = ______

1. Urgent Service Calls: 80 man-hours x hourly rate _______ = ______

1. Emergency Service Calls: 32 man-hours x hourly rate _______ = ______

Q11 – After-Hours Emergency Access: For instances requiring special access, arrangements will be made with WVA Law Enforcement. All contractor personnel assigned to this contract will be issued badges allowing access during normal work hours without a daily pass. The contractor is responsible for keeping the Contracting Officer's Representative (COR) informed of their presence on post. To meet this requirement, the contractor must notify the COR at the beginning and end of each workday, specifying the location(s) where work is being performed or has been completed. Separately, all leak reports will be submitted by the COR for processing.

Q12 – Non-Flat Roof Inspection Scope: Inspections will be performed semiannually and consist of damage assessment, debris removal, and reporting of all deficiencies for only the flat roofs identified. However, it is important to note that leak response and repair will include all 63 buildings listed. In addition, a one-time roof inspection may be requested on a non-flat roof (Item 00042 on the “Roofing Maintenance Government Estimate”).

Q13 – Building 110 Scope Clarification: This building is not included in the semiannual inspections. However, as noted above, it is to be included in the leak response and repair portion.

Q14 – Inspection Report Format: There is no preferred format or template. The inspection report is essential for documenting the condition of a roof and ensuring it meets safety and maintenance standards. The report should include a detailed assessment of the roof’s structural integrity, covering visible damage, wear and tear, ponding water, and other critical areas. It should also provide recommendations for necessary repairs or maintenance to prevent further issues.

Q15 – Existing Warranty Documents: The current warranty information has been provided and is reattached for your reference.

Q16 – Camera Pass Request Form: The Camera Pass Request Form will be provided upon award.