Industry Questions and Answers.pdf

MECHANICAL MATOC

W911S8-22-R-0022

Amendment 1

FY23 MECHANICAL MATOC Q&A

1. For Past Performance Questionnaire will you allow for projects that are 80% or more complete? A project we have is ready to startup and test but the owner has permitting/design issues they are resolving while Derian stands by.

ANSWER: No. Data on past performance and experience will not be satisfied if an incomplete project is submitted.

2. The NAICS Code include our scope of works, however the Seed project is primarily a plumbing/hydronic mechanical project. As an HVAC contractor this is not part of our primary scope of work. How can we participate in the bid/project without bidding this Seed project?

ANSWER: The prime must bid the entire project to be considered responsive.

3. Further to the above is the Seed project bid the basis on which the “up to 5” contractors will be selected?

ANSWER: The Federal Acquisition Regulation (FAR) 19 provides guidance on the number of contractors that may be selected for a particular contract. It states that “when the contracting officer determines that more than one source is necessary to obtain the supplies or services required, the contracting officer may solicit offers from more than one source and may make multiple awards.” However, the FAR also states that “the contracting officer shall limit the number of contractors and orders to the minimum necessary to satisfy the Government's requirements.”

Therefore, when selecting contractors under FAR 19, it is important to limit the number of contractors to the minimum necessary to satisfy the Government's needs. In general, this means that no more than five contractors should be chosen for any given contract.

4. Drawings, Specs and Scope of Works – There is some confusion on what is existing (not part of the scope) on the “as-built” drawings provided. Eg. There is no “M” (mechanical) drawings only “P” (plumbing) and “E” (electrical) drawings.

ANSWER: This is a statement and not a question. The as-builts included are for reference and the specific as-built pages included were chosen as those are the pages assumed to be applicable. If the contractor has concerns over what is and is not part of the scope, the contractor shall refer to the instructions listed in the SOW. If after award the contractor wishes to obtain additional pages from the as-builts drawings, those pages can be provided upon request.

5. Attachment 3 “SEED SOW 1.4.3.2 Contractor shall program the existing JACE to AX 3.8 software”. Does the existing JACE have 3.8 software on it?

ANSWER: The SOW will be amended to reflect a change in this requirement. As AX software is no longer supported, the DDC requirements will be amended accordingly.

6. Is the SOW Saying to UPGRADE the existing JACE to AX 3.8?

Amendment 1 ANSWER: The SOW will be amended to reflect a change in this requirement. As AX software is no longer supported, the DDC requirements will be amended accordingly.

7. Attachment 3 1.4.3.3 states Attachment #2 is DDC as-builts and 23 09 23 Specifications, this is also referenced in 4.1.1 the documents provided have Attachment # 2 as Statement of Work. Please confirm we have the correct attachment.

ANSWER: Attachment #2 referenced in the seed project SOW (Attachment 3) is listed as “Exhibit 1 – SEED As-Builts and DDC” in the solicitation. Attachment #2 referenced in sections 1.4.3.3 and 4.1.1 is the as-builts and 23 09 23 specifications. The contractor has the correct document, but the naming convention is not correct.

8. Attachment 3 1.4.2.9 States Attachment #1 DHWH Specifications, this is also referenced in 4.1.1 Attachment #1 is labeled as Consent Letter. Please confirm we have the correct attachment

ANSWER: Attachment #1 referenced in the seed project SOW (Attachment 3) is listed as “Exhibit 2 – SEED Equipment Specs” in the solicitation. Attachment #1 referenced in sections 1.4.2.9 and 4.1.1 is the list of new water heater specifications. The contractor has the correct document, but the naming convention is not correct.

9. Attachment 3 1.4.2.9 States all Joints 2” and larger MAY be Soldered, Grooved or Pressed. Please confirm Soldering Joints 2 ½” and larger is acceptable. 4.3.1.11 JBLM design standards 22 00 00 does not allow this and Joints 2 ½” and larger are typically Brazed, Grooved, pressed or soldered.

ANSWER: SOW (Attachment 3) will be amended to only allow grooved or pressed connections on joints 2” and larger.

10. Attachment 3 1.4.1.1 States all isolation valves smaller than 3” shall be full port Ball Valves. To maintain Manufacturer’s warranty on grooved system and follow industry standard can the use of butterfly valves be used on 2 ½” and larger if of the same manufacture as the grooved system?

ANSWER: This will be acceptable. The SOW will be amended to reflect this.

11. Attachment 3 1.4.2.2 States the Temporary unit is to be used for domestic water purposes and design criteria is based around domestic water systems. 1.4.2.5 has the contractor removing the existing Heat Exchangers, pumps, and appurtenances. The domestic water system serves the hydronic heating system.

Nothing is the SOW states we are to maintain the hydronic system or provide temporary heat for the hydronic system. Please confirm or clarify if the hydronic system will need a temporary heat as well or is the hydronic system based on JBLM heating season?

ANSWER: Section 1.4.1.5 of the SOW instructs the contractor to sequence the replacement of various components in order to minimize any outages. By sequencing the replacement of the pumps and heat exchangers per the SOW, hydronic heating will be maintained via the temporary domestic heating water unit.

12. C. Page 20 /34 of the solicitation states the contractors price schedule work sheet is attachment 4.

Attachment 4 was distributed as past performance requirements. The Pricing schedule was distributed as Attachment 7. Please confirm we have the correct pricing schedule.

ANSWER: Attachment 7 distributed with the solicitation is the correct pricing schedule. This reference to Attachment 4 was an error in the solicitation.

13. In the event certain divisions are not used on the pricing schedule can those items be removed from the schedule in its entirety to create a cleaner form?

ANSWER: Leave blank.

14. Attachment 7 The Pricing Schedule is broken down into divisions that match those of specifications typically used of Military projects. Are we to fill out the pricing schedule as shown or should we be more specific as in show line items such as Mobilization, Equipment, Materials, DDC, Electrical etc. Since a good majority of the categories don’t apply?

ANSWER: The contractor may add additional line items to the pricing schedule if and as they see fit but it is not a requirement. The pricing schedule shown is considered to be baseline.

15. Page 13/34 vi provides direction on what letter is required from the surety

a. Page 1/34 of the solicitation 12A/B requires a bond 10 calendar days after award

b. Page 28/34 of the solicitation requires a bid bond per 52.228-1

c. Page 32/34 (6) of the solicitation states the RTOP will include all bonding requirements (I)

d. Page 33/34 (12) of the solicitation NTPs will be issued upon receipt and approval of the required of performance and payment bonds.

e. Attachment 2 SOW 4.3. When required, proof of performance and payment bonds must be submitted and approved prior to issuance of task order notice to proceed.

f. Attachment 3 Seed SOW does not state if a Bid Bond is required.

g. Q- for clarity Is a bid bond required for the SEED project?

ANSWER: The offer guarantee is required for the contract. Performance and payment bonds at the task order level.

16. Solicitation states Questions shall be submitted via a single email per offeror before the question period expires. In the event the answered questions create more question can the offeror submit more than one round of questions?

ANSWER: If the amendment and any identified changes result in additional questions. These question are due NLT C.O.B 24th January 2023.

17. How large of an area will be provided for the temporary unit?

Amendment 1 ANSWER: As large as needed within reason. After award, the contractor will need to submit a map showing their proposed location for a temporary unit and the dates that they estimate the unit will be on site. This information will be used by the DPW PM to request site approval from DPW master planning. This process may take 2-3 weeks for approval but is not anticipated to be an issue as the project site is not in a historical district.

18. At the contractor’s digression could a second temporary unit be utilized to provide hydronic heating if needed to perform all aspects of work without impacting the user?

ANSWER: Yes. The objective of the SOW regarding domestic or heating outages is to minimize any such outages. If the contractor wishes to use two temporary heating units (one domestic and one heating) during performance of the work, that would be acceptable and is the contractor’s prerogative.

19. Will temporary hydronic heat be required between the April 30st and September 1st

ANSWER: Refer to question #11 above. Based on the sequence of component replacement, hydronic heating is to always be available to the building regardless of the time of year.

20. 1.4.2.3 States to remove the combustion air, 1.4.2.17 states modify existing wall penetrations for combustion air. the existing combustion air comes from a shared fresh air intake. Per the BOD boiler the combustion air must terminate by itself. please confirm the intent is to remove the existing combustion locate the new combustion air per manufacturer’s instructions with its own penetration.

ANSWER: The intent is to utilize the existing fresh air intake wall opening for the new combustion air intake (along with the other equipment served by this same opening). If the manufacturer allows a shared opening for fresh air/combustion air intake, then installing the new combustion piping similar to the existing will be acceptable. If the manufacturer requires a separate penetration, the existing wall opening shall be modified to accommodate this.

21. 1.4.2.17 Vent termination, Per the manufacture clearance from corner termination is determined by local codes. Typically, this is a minimum of 3’-6’ based on the AHJ specified boiler also directs you to the AHJ for inside corner clearance termination distance. Can a minimum distance be provided from an inside if the intent is to terminate below the roof line.?

While running the flue up the exterior wall and terminating above the roof line is not specifically called out the wording could leave one to believe the intent is to do so. If this is the intent this could have an adverse effect on the boiler due to intake and flue lengths being in separate locations and lengths being so different.

With an exhaust louver located directly adjacent to the vent termination offsetting the boiler exhaust up and over to gain clearance will have not be as cosmetically appealing as the termination now. Please provide clarity on what the end user would like to see in a cosmetic aspect.

ANSWER: The minimum horizontal distance from the wall to the vent termination is 12”. The intent is not to run the flue up to the roof line but the extend the flue termination horizontally such that any condensate does not drip on the natural gas piping. Cosmetically, the new flue termination should look similar to the existing. The new termination shall have a tee or similar per the manufacturer and have bracing/guying as required but will be in a similar location as the existing.

Amendment 1

22. 1.4.2.17 Is very clear on the material type allowed for venting the boiler, per the manufacture the

Specified boiler can use polypropylene vent. Most JBPM boiler projects have required double wall stainless steel venting systems please clarify if polypropylene is allowed or are we to use double wall

AL294C

ANSWER: As long as the venting material chosen is not PVC, CPVC, or Type B vent, and meets the boiler manufacturer’s specifications it will be acceptable. If the manufacturer of the boiler chosen after award were to allow polypropylene or double wall AL294C, either would be acceptable.

23. 1.4.2.4 States to remove (7) DHWH Pumps and bases, one pump is an inline pump suspended over head while the remaining 6 pumps are based mounted.

CP-6 & 7 are a Domestic water booster pump skid, for clarity and mixed interpretation of pump replacement requirements, please clarify if CP-6 & 7 pump’s mounting platform, control panel, pump motors, bases etc. areto be replaced (completely new booster pump skid and controller) or just the pumps and impellers them self? If only the pumps and impellers and bases / housing are to be reused, please remove the requirement for seismic bases as this is a manufacturers base For CP-1,2,3,4- 1.4.2.4 States if utilizing existing base with new pump provide correspondence from the manufacture this acceptable. Assuming the wording Base means the pump flute/impeller housing 1.4.2.11 states new pumps shall be bronze/stainless steel flange type and install new seismic bases for base mounted pumps. for clarity and to eliminate confusion can the intent of pump replacement be itemized more clearly. Is the intent to remove all pumps, piping ect replace with new or to only replace the pump motor and impeller and reuse the existing housing and are new seismic inertia bases required for all new pumps?

ANSWER: This will be clarified in the amended SOW. The intent is to replace all pump assemblies. If an existing seismic inertia base for a pump assembly is acceptable for the replacement pump assembly, it may be reused.

24. Upon the site visit for HX-1 & 2 and the pumps piping arrangement in the field does not match that of the drawings. as an example the drawings indicate 2 ½” piped to the heat exchangers the existing piping reduces prior to each heat exchanger and is served with what appears to be 1 ½”. The drawings show numerous balance valves that were not located in the field on the discharge of the pumps. are we to repipe the heat exchangers and pumps to match the as-builts or leave as is?

ANSWER: This will be clarified in the amended SOW. The new heat exchangers shall be piped accordingly such that they are rated for the system capacity, temperatures, etc. (per SOW section 1.4.2.12). For example, if the new heat exchangers need to be rated to accommodate a certain flow rate per the new water heater, the piping should be sized accordingly per the manufacturer. The SOW will further clarify that the new system shall include the balance valves shown in the as-builts.

25. Period of performance is stated 120 days, based on the environment we are in these days and lead times on equipment specifically pumps and boilers having lead times 80-100 days the period of performance would almost be absorbed prior to commencement of actual onsite work. can the performance period be changed to 180 -210 days or a deferred NTP be used., or should this be addressed after award?

ANSWER: The SOW will be amended to change the period of performance to 180 days due to current lead times on various equipment. Should the contractor need to request additional time due to material delays, the contractor should provide proof of the delay (emails, letter from manufacturer, etc.) and the

Amendment 1 Government would consider that information when evaluating a request for more time. It is in the contractor’s best interest to provide submittals on potentially long lead time materials as early as feasible after NTP.

26. Reference Solicitation, Section B, Item 3.a. DoD SAFE User Instructions on page 10. DoD Safe website states that DoD Safe is not to be used for contract solicitation or proposal submission, and to allow up to 4 hours of delivery. The website instructs users to use Procurement Integrated Enterprise Environment (PIEE) for time-sensitive submissions. Confirm that we are to use DoD SAFE without penalty if proposals are not received on time or if we should use PIEE to submit?

ANSWER: Use DOD SAFE https://safe.apps.mil interested offerors must request drop off to the emails listed in the solicitation.

27. Reference Solicitation, Section D, Item 1- Volume I – General & Contract Documentation, item v. Section 00600 Representations and Certifications on page 13. We are instructed to thoroughly complete all blocks in each certification/representation, however there is nothing in the section to complete. Can we submit our Representation & Certifications from our SAM Account?

ANSWER: Yes

28. Reference Solicitation, Section D, Item 2 Volume II- Technical Proposal, item (3) Sub-Factor B – Experience on page 15. First bullet point mentions in the case of a joint venture to provide evidence of at least two

(2) but no more than five (5) contracts, projects, or task orders completed within the past three (3) years form the date the RFP was issued. What if we are not submitting an offer as a joint venture? Are these the same projects we will provide in Volume III – Past Performance? If so, those projects can go back no more than six (6) years.

ANSWER: Section D, Item 2 Volume II- Technical Proposal, item (3) Sub-Factor B, is changed to reflect contracts, projects, or task orders completed within the past six (6) years.

29. Reference Attachment Exhibit 1 SEED As-Builts and DDC, As-Built drawings provided do not include existing piping detail for heating coils and fin tube heaters, are strainers present at heating coils and fin tube heaters?

ANSWER: These details are not provided as work on the existing heating coils and fin tube heaters is not a requirement of the SOW. Any and all strainers to be replaced and/or cleaned are in the mechanical room and are shown on the as-builts that were provided. The contractor is encouraged to field verify per the SOW as all drawings are for reference only.

30. Reference Attachment 3, SEED SOW, Section 1.4.2.1 Contractor shall clean and flush the existing heating piping (entire building). Are existing strainers located at heating coils and fin tube heaters required to be flushed?

ANSWER: The entire building is being flushed, but only the mechanical room strainers are to be cleaned per SOW section 1.4.2.25.

31. Reference Seed Project Site Visit, please provide a list of site visit attendees?

ANSWER: List will be provided along with answers to questions.

https://safe.apps.mil/

32. Reference Solicitation, Contractor requests a minimum of 5 working days to adjust proposal and pricing prior to bid after final amendment is issued.

ANSWER: Proposal Due Date extended to 31st January 2023.

33. Proposal Format and Preparation Instructions, page 15 of 34, Sub-Factor B, second paragraph. “Projects to be evaluated shall have a dollar value of $50K to $300K… performed within the last 3 years ….to be considered responsive.” Defined as, submitted experience exceeding $300K will be considered non-responsive and rejected?

ANSWER: Projects to be evaluated shall have a dollar value of $50,000 to $300,000 and at least one (1) with a value over $300,000 to be considered responsive.

34. Will Contractors having performed similar projects, larger in cost, within 3 years and concurrent be acceptable?

ANSWER: Refer to question 28 for recency of project requirements and Section 00100 – Bidding Schedule/Instructions to Bidders.

35. Past Performance Questionnaire (PPQ). The customer is to submit all PPQs directly to contracting IAW Vol

III. Does the offeror have to include the administrative page for each submitted PPQ in our proposal, or does the offeror only need to provide a statement specifying the date, time, and POC that each PPQ that was submitted to the customer for action?

ANSWER: Refer to page 17, note suspense of the Past Performance Questionnaire revised to match the new Due Date.

36. Pricing. In VOL IV (Pricing), it states that the offeror shall complete the Price Schedule Worksheet

(Attachment 4). Can you please confirm that the offeror does not submit the CLIN 0001 on page 3 of the solicitation? If so, does the offeror put the same total price amount that is used in Attachment 4?

ANSWER: Do not submit pricing for the SEED project on CLIN 0001.

37. Where can the temp water skid be parked while construction is taking place?

ANSWER: See question #17 above. The contractor will need to propose a location and DPW will coordinate placement after site approval.

38. Will the POP be modified if there are long lead times on equipment/parts/rentals?

ANSWER: See question #25 above.

39. In what volume does the Bid Bond go?

ANSWER: VOLUME I

40. Proposal Format and Preparation Instructions, page 15 of 34, Sub-Factor C, first paragraph Eng. Form 4025-R. In reference to the MATOC Seed proposal only. Is it acceptable to list more than on item of material or equipment on this form or must we use a separate sheet for each item of material and

Amendment 1 equipment? Is the Government requiring every material item or just the major materials for the Seed proposal?

ANSWER: The project schedule shall be submitted on a separate 4025-R. Otherwise, the contractor may list more than one item on a 4025-R as they see fit. The contractor’s question about “every material submittal” is unclear.

The SOW requires submittals on “applicable materials.” The contractor shall use their best judgement. If the Government requires a submittal on an item that the contractor did not submit, the contractor may be required to submit this within reason.

41. Proposal Format and Preparation Instructions, page 16 of 34, Vol. III – Past Performance, “Client Authorization Letters” What is the “Client Authorization Letter? Does MICC have a template?

Is Derian authorizing the client to speak with MICC? Is not the client signed PPQ adequate?

ANSWER: Any reference to ‘Client Authorization Letter’ is deleted.

42. What is the difference between volume 2 - experience and volume 3 - past performance?

ANSWER: Please refer to Volume 2 and Volume 3 for specifics.

43. Where can we find the questionnaire that is required to be filled out as part of volume 3 of the proposal?

ANSWER: Attachment 4.

44. Please provide access toCaution-https://safe.apps.mil < Caution-https://safe.apps.mil > for proposal uploads.

ANSWER: Use DOD SAFE https://safe.apps.mil interested offerors must request drop off to the emails listed in the solicitation.

45. Please provide the make & model of existing equipment (water heater, expansion tanks, pumps, etc.)

ANSWER: Contractor to refer to the SOW and as-builts. Contractor is encouraged to field verify per the SOW.

46. Will the government salvage the demoed equipment and haul them away from the job site?

ANSWER: Contractor to refer to SOW section 1.4.2.6. Once these items are demolished, the contractor shall give DPW O&M a 24-hour window to salvage any items they wish to. Any items not removed by DPW O&M after that 24-hour period are to be disposed of properly by the contractor.

47. Do we have to provide temporary heating while the existing water heater is demolished?

ANSWER: See the answers to questions #11 and #18 above.

48. Are we responsible for our permits?

ANSWER: The Government is not sure specifically to which permits this is in reference to but in general, yes.

49. Would we have laydown areas on site for material and equipment storage? Are we permitted to use a conex on site?

https://safe.apps.mil/

Amendment 1 ANSWER: See the answer to question #17 above. This siting approval process would also apply to laydown areas.

Whether or not a conex is allowed on site would depend on the size of the conex, what it is used for, and how long it is planned to be on site. If the conex is for storing materials it is likely to be approved.

50. Is the building currently occupied and will we need to work after regular work hours?

ANSWER: Yes, the building is occupied. Work outside regular work hours is not a requirement of the SOW but may be approved if the contractor requests to work outside regular hours depending on the reason. Contractor to refer to SOW for specific requirements for cut over times and hours.

51. To fill out Eng Form 4025 R as part of Volume 2 – Technical Proposal, we do not have the full specification for the seed project. Please advise how we should address the specification section and if we are required to submit one transmittal for each section for this proposal.

ANSWER: See the response to question #40 above. Contractor to use their best judgement when providing submittals/transmittals. The Government in unclear on the contractor's statement about the “full specification for the seed project.” If the contractor is providing a submittal on a plumbing component and they are unsure which plumbing specification to use, the contractor should find the specification in division 22 in this example that most closely applies to the component(s) being submitted on.

52. Can you provide Architectural and Structural drawings for the seed project, in order for us to provide accurate pricing for vibration isolation and seismic supports?

ANSWER: The Government does not wish to provide these drawings at this time as these drawings do not include pertinent info for the mechanical room and mechanical room contents beyond what as-builts are already provided.

Furthermore, any vibration isolation or seismic supports to be used in this project should be specific to the components those items serve (ex: pumps).