Washer and Dryer Solicitation Questions (2) 2022-05-24.pdf

W911RX-22-Q-0041 Solicitation Date: 05/24/22 Washer & Dryer Maintenance Question/Answers #2

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#1. When service is performed on washers and dryers and parts are needed. The statement says the contractor is to provide parts. Do we bill the contract for the parts we use or are we supposed to include parts cost into our bid? Or is it just labor we provide in the bid and then bill for parts we use?

Refer to Attachment 06 – Performance Work Statement v7 2022-05-12 paragraph 3.4.2.1.2.3,

3.4.2.1.2.3.1 and 3.4.2.1.2.3.2.

3.4.2.1.2.3 Respond to Service Orders: The Contractor shall conduct washer and dryer service order repairs to correct failed or failing system components. All parts necessary to correct deficiencies for service orders shall be supplied by the Contractor at no cost to the Government.

3.4.2.1.2.3.1 Service Order Repairs/Parts: Service order repairs are estimated to not exceed 4 man-hours of total direct labor at the work site and does not exceed $200 for wholesale parts to complete the repair.

3.4.2.1.2.3.2 Major Service Order Repairs/Reimbursable Parts: Major repairs are repairs that exceed service order repair/parts requirements and/or require service to be performed offsite. Major Service Order repair reimbursable parts are those parts the Contractor expends in the performance of servicing a major repair for government owned washers and dryers in excess of $200. Unless given prior approval by the KO, the Contractor shall not procure any repair/or replacement parts/materials exceeding $200.00. The Contractor shall ensure that the cost of each option for replacement of failed equipment is supported by quotes from three separate and independent sources and includes a justification for equipment replacement. Reimbursable parts must be approved by the KO/COR upon issuance of the Service Order as evidenced by a copy of the original invoice from the supplier prior to repair. Only the parts purchased are reimbursable. The Government retains the right to determine those items that are reimbursable. All parts shall be new or rebuilt standard products of quality equal to the parts originally installed by the manufacturer of the unit. Reimbursable amounts shall not exceed the funded amount in the contract line item number per contract option year period unless approved by the KO.

#2 Same question for preventative maintenance? Do we bill for any parts used or is part cost to be in our bid?

Refer to Attachment 06 – Performance Work Statement v7 2022-05-12 paragraph 3.4.2.1.1.3 and 7.5.3.6.

#3 How often are we billing out every Month, Quarter, Year?

Refer to the Price Bid Schedule Table for each Contract Line Item Number for billing.

#4 If we bill the contract for any parts we use, are we allowed any markup on parts?

Refer to Attachment 06 – Performance Work Statement v7 2022-05-12 paragraph 3.4.2.1.2.3.2.

3.4.2.1.2.3.2 Major Service Order Repairs/Reimbursable Parts: Major repairs are repairs that exceed service order repair/parts requirements and/or require service to be performed offsite. Major Service Order repair reimbursable parts are those parts the Contractor expends in the performance of servicing a major repair for government owned washers and dryers in excess of $200. Unless given prior approval by the KO, the Contractor shall not procure any repair/or replacement parts/materials exceeding $200.00. The Contractor shall ensure that the cost of each option for replacement of failed equipment is

P a g e 2 | 3 supported by quotes from three separate and independent sources and includes a justification for equipment replacement. Reimbursable parts must be approved by the KO/COR upon issuance of the Service Order as evidenced by a copy of the original invoice from the supplier prior to repair. Only the parts purchased are reimbursable. The Government retains the right to determine those items that are reimbursable. All parts shall be new or rebuilt standard products of quality equal to the parts originally installed by the manufacturer of the unit. Reimbursable amounts shall not exceed the funded amount in the contract line item number per contract option year period unless approved by the KO.

#5 When duct cleaning/repair is going on are we able to bill out for parts or is this to be included in our quote?

Refer to Attachment 06 – Performance Work Statement v7 2022-05-12 paragraph 3.4.3. Cleaning includes the replacement of parts in the dryer exhaust vent system from the dryer to the connection at the wall vent, if needed, at no cost to the Government. Any Contractor damage to the system during cleaning will be repaired by the Contractor at no cost to the Government with the approval of the KO.

#6 How long are we responsible for go backs on repairs. Our current contract is 30 days with the same issue. For Example if we go out and repair a dryer heating element for no heat complaint and it fixes the issue. Then say 32 days later the same dryer has a no heat complaint and the heating element needs replaced. How long are we to warranty the labor and parts?

Washer and dryer repair services is a firm fixed price. Price shall include all material, equipment, supplies, parts and labor to repair malfunctioning washer and dryers each month for washers and dryers listed in Technical Exhibit 2 – Washers and Dryers Locations. Refer to the Price Bid Schedule Table description for each Contract Line Item Number.

#7 You mention the contractor is responsible for existing warranty repairs. We are manufacturer certified for most Brands and most Brands do not have a warranty when in a commercial setting like these are being used for. Most manufacturer warranties are voided in a setting like this. Unless you have a warranty specifically set up for government use which I have not seen yet.

3.4.7 Warranty Claims: The Contractor shall submit and manage warranty claims on government owned washers and dryers on behalf of the Government. Contact the KO/COR for the warranty and contact information needed to submit with the claim. Submit a monthly warranty claims report IAW Attachment 3 – Deliverables until the warranty claim period and claims ends. All warranty claims shall be repaired by the Contractor according to manufacturer’s recommendations. Warranty claim repairs are done as part of a Service Order.

#8 If we go to the appliance for repair and it's not the appliance with the problem. How do we bill or get paid? For example dryer no heat and we determine the breaker is tripped or machine unplugged. How do we get paid for this?

3.4.2.1.3 Erroneous Service Orders: The Contractor shall document erroneous calls in the “Nature of Repairs” column of the Service Log when no actual repairs to machines are required but some other response may be needed, e.g., no power to the outlet, clogged building drain. The Contractor shall forward the information from these calls to the KO or COR, within four (4) working hours of receipt of this knowledge. Erroneous service orders are included in the service order pricing and are done by the Contractor at no cost to the Government.

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#9 Is there a pay for no show or wasted time for no access to buildings. For example if we are given a service order for a washer in a building and we show up to do repair and do not have access to the washer? Are we able to bill for our time or a no show?

3.4.2.1.3 Erroneous Service Orders: The Contractor shall document erroneous calls in the “Nature of Repairs” column of the Service Log when no actual repairs to machines are required but some other response may be needed, e.g., no power to the outlet, clogged building drain. The Contractor shall forward the information from these calls to the KO or COR, within four (4) working hours of receipt of this knowledge. Erroneous service orders are included in the service order pricing and are done by the Contractor at no cost to the Government.

Regarding TE A - price and bid schedule: Was it the government's intention for the base unit price in the highlighted area and: E, L, R, X, and AD to match the base price per month in the column F, M, S, Y and AE? If so please reformulate technical exhibit a or provide confirmation that the sheet works as intended.

Column E, L, R, X, and AD shall reflect the Offeror price per the unit of measure respectively (month, each, or job)

Regarding TE A - price and bid schedule please advise: Column G, N, T, Z, are not sized properly in order to accept larger numbers. Since TE A is locked, there is no way for bidders to properly use this sheet as intended. Please see attached mock price sheet demonstrating the difficulties. Please be advised these are only mock prices to demonstrate the issues and do not represent real-world pricing. Avalon requests that the price sheet is updated to reflect corrections to the excel spreadsheet.

Column G (Base Period Price), N (1st Option Year Period Price), T (2nd Option Year Period Price), Z (3rd Option Year Period Price) respectively where hidden and not part of the revised bid scheduled. Which should have been locked and now removed to simplify the schedule.

Regarding TE A - price and bid schedule. Please confirm that the government is only looking for a single movement price in the provided formulated sheet and has a multiplier which is increasing the price on which is providing a higher price for each move by a factor of 12? Please see CLIN 0003 as the example.

CLIN_0003, 1002, 2002, and 3002 Washer & Dryer Relocation: Add & Remove: Government is only requiring a bid that reflect a single movement of a washer or dryer to a location within the confinement of Ft Riley IAW the PWS.