Questions and Answers version 2.pdf

Question / Clarification / Suggestion

Category Citation Comment / Question Government Reponse Vendor Response Government Response

Question 2 We would like to schedule another site visit next week to verify some measurements No issue with verifying the measurements. However, we cannot sponsor another visit to the installation, as the pre-proposal conference site visit was hosted on 2 March 2026

Question 3 Please clarify what constitutes the contractor’s overall responsibility and any limits of liability when encountering a broken down or non-operational door. Specifically, is the contractor responsible for restoring all doors to full operational condition regardless of repair cost?

I n accordance with para 5.4.2 Full Service Maintenance and Repair Yes, contractor is responsible to bringing automatic door back to operational condition whether through routine service or an over and above repair task order

Questions 4 Please clarify whether there is a defined dollar threshold or economic repair limit at which a door or component is considered beyond repair and eligible for replacement or Over and Above work. If no threshold exists, confirm that the contractor is responsible for all repair costs regardless of value.

In accordance with para 5.4.6.3 Repairs over $2000. Any single repair (one repair per one automatic door, including all materials and labor) over $2000 requires a separate Task Order to be issued .

The threshold for economic repair is $2k. Anything above the $2k threshold is considered Over and Above

Questions 5 PWS Section 5.4.2

PWS 5.4.2 states Full Service Maintenance and Repair. The Contractor shall provide full-service maintenance and repair for automatic doors on JBLM, WA.

Full-service maintenance and repair is defined as the maintenance and repair of all doors including all parts, materials, and labor necessary to return doors to full operational status. A list of doors covered by this contract can be found in TE #2, Estimated Workload Data. Door maintenance costs shall be assigned to CLINS based on the type of door services provided (i.e., maintenance of single or double slide or swing door). The Contractor shall take total service responsibility for the equipment identified in the contract except those services covered in paragraphs 5.4.6 through 5.4.6.4. Automatic doors may be added to or deleted from this contact at any time, at Government’s discretion via contract modification. All repair work shall be in accordance with current standard commercial practices using new parts specified by the manufacturer or similar items of equal or better quality. The Contractor shall provide an AAADM certified and /or a State of Washington licensed electrician technician and inspector trained to maintain, repair and inspect automatic door systems for compliance with the most current version of the American National Standard for Power Operated Doors, ANSI/BHMA A156.10. The Contractor shall minimize the disruption to facility operations when conducting maintenance and repair. The Contractor shall notify the COR no later than five (5) workdays before monthly work begins when there is a change in the schedule. The Contractor shall verify that door closing speed(s) is adjusted to comply with the Uniform Federal Accessibility Standard (UFAS), and the Americans with Disability Act Accessibility Guidelines (ADAAG).

PWS 5.4.2 states “full-service maintenance and repair including all parts, materials, and labor.” Please confirm that this includes all major components such as operators, control boards, sensors, track systems, and structural door assemblies regardless of cost.

In accordance with para 5.4.2 states “full-service maintenance and repair including all parts, materials, and labor.

Yes, this includes all major components of the automatic doors systems.

Question 6 Please clarify whether the contractor is responsible for repairs resulting from vandalism, misuse, or accidental damage (e.g., forced entry, impact damage, or tampering with sensors and actuators). In accordance with para 5.4.6.2 Vandalism, Abuse and Negligence The contractor will be required to make repairs resulting from vandalism, misuse or accidental damage. These repairs will done via a separate task order.

Question 7

Please clarify what specific types of repairs or replacements fall under Over and Above CLINs versus those required under firm-fixed-price full-service maintenance. Please provide examples of each.

In accordance with para 5.4.6.3 Repairs over $2000. Any single repair (one repair per one automatic door, including all materials and labor) over $2000 requires a separate Task Order to be issued .

Any repair that exceeds the $2k threshold with material and labor is considered Over & Above. Repairs that cost under $2k with material and labor fall under the firm fixed price service maintenance.

Question 8 PWS Section 5.4.5

PWS 5.4.5 states Emergency Inspections/Repair Services. Emergency Inspection and Repair Services CLINs shall be used only for newly found or discovered automatic doors that are out-of-service and are not listed in the most current TE #2 and TE #4. These services shall be used to inspect, repair, and report a door to return it to its operational condition before adding it into the contract. All items that fall under this CLIN require a cost estimate which includes, but is not limited to, labor rate, labor hours, and parts or materials used. No mark-ups are allowed on the cost of the labor or parts. Emergency Inspections shall not commence until a separate Task Order is issued for the work. NOTE: Any part, component, or assembly unavailable from the manufacturer due to obsolescence, remains the Contractor’s responsibility to obtain an engineered equivalent product from a commercial source. No other work shall be billed to these CLINs.

PWS 5.4.5 references newly discovered doors requiring inspection and repair. Please clarify whether, once added to the contract, these doors become full-service responsibility under the fixed-price CLINs regardless of condition. Additionally, if a newly discovered door is not in serviceable condition, please confirm that the Government will fund the effort required to bring the door up to operational standards prior to inclusion under full-service maintenance.

In accordance with para 5.4.5 Emergency Inspections/Repair Services Yes, a newly discovered door will be added to the corresponding CLIN via a contract modification.

Yes, a newly discovered door will be funded to bring back to serviceable condition if required, however It will be case by case.

Question 9 Please confirm whether the contractor is required to source OEM parts only, and whether supply chain delays or discontinued parts impact the required response and repair timelines. In accordance with the following paras 5.4.6.4 Reporting, 5.4.9 Replacement Parts and Materials Warranty, 5.4.9.1 Part Availability All parts are only required to warranted for 1 year and be specified by manufacturer or similar parts of equal or better quality. Any delays due to discontinued parts remain the contractors responsibility to obtain an equivalent product. Delays due to supply chain issues require notification to the

COR.

Question 10

PWS requires response and repair within specified timeframes. Please clarify how these requirements apply when parts are not immediately available and must be ordered.

In accordance with the following paras 5.4.4 Service Calls, 5.4.6.4 Reporting, 5.4.9 Replacement Parts and Materials Warranty,

5.4.9.1 Part Availability

If the timeframes are affected due to part availability, a required notification to the COR via email and return the door to its operation condition or lockout/tagout condition until parts are obtained and repairs are made.

Question 11 Please clarify under what dollar threshold a repair would be considered Over and Above work. Additionally, please confirm whether all repairs outside of the normal preventive maintenance cycle are considered Over and Above, or if they remain the responsibility of the contractor under the firm-fixed-price requirements.

In accordance with the following paras 5.4.3 Periodic Maintenance, 5.4.4 Service Calls, 5.4.6.3 Repairs over $2000 $2k is the dollar threshold for Over and Above work.

No, not all repairs outside the normal preventive maintenance cycle are considered Over and Above, if the repair is under $2K then it remains the responsibility of the contractor under the firm-fixed-price.

Question 12 PWS Section 5.4.4

PWS 5.4.4 states Service Calls. Contractor shall respond to service calls and shall be on-site no later than eight (8) working hours after receiving notification from the COR. The Contractor shall take immediate action to return the door into operational working condition no later than twenty-four (24) working hours after receipt of service call. Such service shall be completed during the Contractor's normal duty hours, 7:00 AM - 4:00 PM, Monday through Friday, except on holidays or when approved by the COR. Contractor notification shall be made to the COR immediately either by phone or email when repair is delayed or not possible. If repairs cannot be completed in the allotted time because of parts non-availability, end of normal work hours, or circumstances beyond Contractor’s control, the Contractor shall render the equipment safe and return to its operational condition or to a Lockout/Tagout (LOTO) condition. LOTO is used to ensure the equipment is properly shut off and not started again prior to the completion of maintenance or repair work. The Contractor shall warrant that material and workmanship conforms with and is performed in accordance with best commercial practices as described in ANSI/BHMA A156.10. The Contractor shall notify the COR or other authorized Government representative when the work was started and when it was completed.

PWS 5.4.4 requires response within 8 working hours and repair within 24 working hours. Please clarify how this requirement applies to large-scale repairs, specialty components, or situations requiring manufacturer support or extended procurement timelines.

In accordance with the following paras 5.4.4 Service Calls, 5.4.6.3 Repairs over $2000, 5.4.6.4 Reporting, 5.4.9 Replacement Parts and Materials Warranty, 5.4.9.1 Part Availability Similar to part availability, if a repair require additional time, notification to the COR via email detailing the timeline for repair is sufficient.

For any large-scale repairs, those involving specialty components, manufactured support, or extended procurement timelines, the timing for completion will be negotiated. These situations will require an "over and above" task order. On this task order, we will establish a period of performance that identifies the negotiated timeline required to order/manufacture parts, and for their subsequent delivery and installation.

Question 13 Please clarify whether the contractor is responsible for ensuring compliance with all current codes and standards (e.g., ANSI/BHMA A156.10, ADAAG, UFAS) during routine maintenance and repair, and whether upgrades required to meet updated standards are included under the firm-fixed-price scope.

In accordance with para 5.4.2 Full Service Maintenance and Repair Yes, contractor is responsible for ensuring compliance with all codes and standards are included under the firm- fixed- price scope.

Question 14 Please confirm whether the contractor assumes unlimited service call responsibility under the firm-fixed-price CLINs, or if there are any limitations on the number of service calls per door per month or year.

In accordance with para 5.4.4 Service Calls There are no limitations on the number of service calls per door per month or year.

Automatic Door Maintenance and Repair Services Joint Base Lewis-McChord, Washington

Solicitation No. W911S826RA010

1. AAADM Certification Status XXXX currently holds an AAADM certificate issued through an authorized training provider. The certificate provided to us does not identify a specific expiration date. Technicians who previously attended the AAADM training course successfully completed the required instruction and testing associated with that certification.

Currently, our concern relates primarily to the recent rule changes affecting the ability for companies such as ours to send additional technicians through the AAADM certification program in the future.

2. Future Certification Historically, XXXX technicians obtained AAADM certification by attending a training course sponsored by XXXX located in XXXX. At the conclusion of the training program, technicians would receive the AAADM certification after completing the course requirements.

Based on our understanding of the recent changes to AAADM eligibility requirements, technicians attending the same training program would continue to receive the identical technical training; however, the AAADM certificate itself may no longer be issued due to the updated association rules. In those cases, the technician would receive documentation from the training provider confirming completion of the same technical coursework.

Because the training curriculum itself remains unchanged, we believe documentation of completion from the training provider (such as XXXX) represents equivalent technical training and competency in automatic door inspection, maintenance, and repair.

3. Liability and Safety While AAADM certification has historically been referenced as an industry credential for automatic door inspection and repair, recent changes to AAADM eligibility requirements have significantly limited the ability for certain contractors to obtain or maintain certification. These restrictions particularly affect companies that perform automatic door maintenance as part of broader federal facilities maintenance contracts rather than deriving the majority of their revenue solely from automatic door work.

As a result, qualified contractors may receive the same technical training but are no longer eligible to receive the AAADM certificate itself due to association membership requirements. This creates a situation where the training and technical competency remain the same, but the certificate is not issued.

Because of this, many agencies and commercial organizations recognize AAADM certification or equivalent training and experience as an acceptable means of demonstrating technician competency in automatic door maintenance and repair.

In Washington State, automatic door repair work performed outside of federal installations does not require AAADM certification. Instead, contractors typically rely on licensed electricians and commercially trained technicians when electrical components or controls are involved.

Additional methods commonly used to mitigate safety and liability concerns include:

• Following manufacturer installation, inspection, and repair procedures

• Utilizing licensed electricians for electrical components and controls when required

• Providing technician training through recognized training providers and manufacturers such as XXXX

• Maintaining internal quality control oversight and inspection of completed work These measures ensure that automatic door systems are inspected, maintained, and repaired safely and in accordance with established industry practices, even in circumstances where AAADM certification itself is not obtainable due to association eligibility restrictions.

After further review and consideration regarding the AAADM eligibility guidelines. The Government will concur on a amendment and revise the PWS based on the State of Washington electrical requirements to clarify that an AAADM certification and/or State of Washington Electrical License with documented experience and past performance will be accepted.

What is the current status of their AAADM certification and are they still valid?

Will they be able to obtain/update their AAADM certification in the future if awarded this contract?

Although AAADM certification is not government mandated, we highly recomend for AAADM certification for Liablity & Safety reasons. How will you address the liabilty-safety concerns if we make these revsions?

We are open to allowing the revison to the PWS pending the answers to the above questions.

We respectfully request reconsideration of the mandatory American Association of Automatic Door Manufacturers (AAADM) certification requirement as written in paragraphs 2.1.11.1.4, 2.5.4.2, and 5.4.12.

Under AAADM’s recently revised eligibility guidelines, businesses may no longer obtain or renew certification unless they are automatic door manufacturers or derive 51% or more of their revenue from automatic door services. As a diversified Service-Disabled Veteran-Owned Small Business performing multiple building systems contracts, XXXX does not meet that revenue threshold. As a result, our prior certification has expired, and despite multiple attempts to obtain updated credentials, we are no longer eligible under AAADM’s new business model requirements.

Importantly, this change is not due to lack of experience, training, or capability. It is solely the result of a private trade association modifying its internal membership criteria.

As currently written, the PWS language effectively restricts competition to manufacturers or companies aligned with AAADM’s private membership structure. This unintentionally excludes otherwise qualified small businesses with extensive federal past performance and decades of direct automatic door experience. The result is a restriction based on private association policy rather than objective technical competency.

Additionally, the PWS requires contractor personnel to be certified or licensed in the specific areas required by the State of Washington. In Washington State, electrical work associated with automatic doors requires a valid Washington State electrical license. XXXX holds the required Washington State electrical licenses and ensures that all work is performed by properly licensed personnel in compliance with state law.

We respectfully request that the Government revise the qualification requirement to allow AAADM certification and/or clearly defined equivalent qualifications. For example:

“Technicians performing work under this contract shall possess current and valid AAADM certification and/or demonstrate a minimum of three (3) years of documented experience performing inspection, maintenance, and repair of automatic door systems in compliance with ANSI/BHMA A156.10 and applicable manufacturer standards. The Contractor company shall demonstrate relevant past performance performing automatic door maintenance and repair services on facilities of similar size, scope, and complexity. Where applicable, personnel shall possess a valid Washington State electrical license.”

This revision would maintain high technical and safety standards while ensuring that qualification is based on measurable experience, demonstrated competence, and relevant past performance rather than exclusive membership in a private trade association.

We respectfully request that the Government consider issuing an amendment to clarify that AAADM certification and/or equivalent documented experience and past performance will be accepted.

Thank you for your consideration. We are prepared to provide documentation of our prior certification history, technician experience, and relevant past performance if needed.

PWS pg 7, Section 2.1.11.1.4 states:

Qualification Standards. The Contractor shall inspect, repair, and maintain systems and components associated with facilities listed in real property records as required throughout this contract utilizing properly trained, skilled, and qualified employees or subcontractor personnel. Key personnel shall possess current and valid professional industry certification issued by American Association of Automatic Door Manufacturers (AAADM) and amount of experience repairing automatic doors within ten (10) business days before contract start to the KO for review and acceptance.

PWS pg 11, Section 2.5.4.2 states:

American Association of Automatic Door Manufacturers (AAADM) Inspector Certification. Contractor personnel shall possess current and valid professional industry certification issued by AAADM before starting work under this contract. The Contractor shall provide documentation of employee licensing and certification per PWS paragraph

2.5.4.1. The KO has the right to remove any employee, at any time, during the duration of the contract if an employee does not meet the level of competency or ability required under the contract. Repeated failure or delay by the Contractor to provide qualified personnel that meet the stated requirements by AAADM will be sufficient reason to terminate work under this contract in whole or in part by the

KO.

PWS pg 21, Section 5.4.12 states:

American Association of Automatic Door Manufacturers (AAADM) Inspector Certification. Contractor personnel shall possess current and valid professional industry certification issued by AAADM before starting work under this contract. The Contractor shall be responsible to ensure that all federal, state, and county licensing and certification requirements are met and kept current. Employees must have a valid driver’s license and Commercial Driver’s License (CDL), as required, for the type and class of vehicles used in the performance of this contract. The Contractor shall provide documentation of employee licensing and certification upon request. The KO has the right to remove any employee, at any time, during the duration of the contract if an employee does not meet the level of competency or ability required under the contract. Repeated failure or delay by the Contractor to provide qualified personnel that meet the stated requirements by AAADM will be sufficient reason to terminate work under this contract in whole or in part by the KO.

Question 1 NOTE: The following question was received during the solicitation period. To provide a comprehensive response, the Government needed to ask follow-up questions to the submitting party. For the purpose of full transparency, the complete correspondence is provided below.

As a result of this detailed correspondence, the proposal submission deadline has been extended, and an additional Q&A period has been added. Please refer to the amended solicitation (SF30) for the new dates.

This full entry includes:

1. The original comment/question submitted.

2. The Government's clarifying questions.

3. The response received to the Government's questions.

4. The Government's final response and decision.

PWS Section 2.1.11.1.4

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