Questions and Answers - W91248-26-R-0041 Barracks Maintenance (Final).pdf

Questions and Answers – W91248-26-R0041 Barracks Maintenance

Question 1 — 58 vs. 67

Attachment 007 contains 67 building records, while the RPP identifies 58 unaccompanied housing facilities. Please identify the 58 buildings included in the prototype scope and clarify whether the 10 "TT ENL BARRACKS" records and/or other records are excluded.

A. The TT ENL BARRACKS cluster at 6647 is comprised of multiple structures for training and support. They are recorded in BUILDER separately for asset accounting but are referred to collectively as 6647. These 10 structures counted as a single compound makes the total 58.

Question 2 — 2026 Work Item Costs

Please define the "2026 Work Item Costs" field in Attachment 007 and clarify whether these values represent projected requirements, programmed work, unfunded requirements, estimated lifecycle work, or another Government planning category.

A. The 2026 Work Items Costs column represents the estimated cost of lifecycle work (repair and/or replacement) to restore all “Systems” to a fully functional “GREEN” level in a 100% unconstrained funding environment. This is a planning tool used to assist with prioritization of Sustainment, Restoration, and Modernization funds.

Question 3 — Proposed hubs

Please confirm whether Buildings 4033, 7094, 7039 and 2940 are Government-approved locations for contractor maintenance operations, parts staging, Smart Lockers and/or technician workspaces, or whether the locations are illustrative/proposed only.

A. Buildings 4033, 7094, 7039, & 2940 were provided as a sample to view during a scheduled site walk. They are not specifically intended as workspaces or storage locations. We are looking for Offerors to innovate solutions to workspace and storage as part of their proposals.

Question 4 — BUILDER data

Please confirm whether the Government will provide the underlying BUILDER SMS condition/asset data for the 58 prototype facilities, including component-level condition assessments and inspection histories.

A. The government will provide lowest-level component/subcomponent information on file to the selected Offeror. Note that BUILDER inspections are conducted within a five-year cycle and may not yet capture system repairs/replacement or abnormal degradation. BUILDER SMS reassessments are currently being conducted with full barracks reassessments expected by the end of FY27.

Question 5 — Facility-to-ArMA mapping

Please provide the authoritative mapping between building numbers in Attachment 007 and the building/facility identifiers used in ArMA and GFEBS.

A. This information will be provided during the initial stages of the prototype through collaboration with DPW.

Question 6 — Site plan

Please provide the authoritative GIS/site coordinates or GIS-compatible facility data for the 58 prototype facilities to support technician zoning, Smart Locker placement, routing optimization and logistics analysis.

Question 7 — Asset hierarchy

Please identify the Government's authoritative asset hierarchy and naming convention that should be used when creating the EAM/digital-twin asset registry.

Question 8 — Recently installed/replaced equipment

Several barracks have undergone recent renovations and equipment replacements that may not be reflected in existing DPW maintenance records. Will the Government provide a current asset inventory identifying equipment installed or replaced through recent renovation projects, including equipment type, manufacturer, model, serial number, installation date, location, warranty period, and associated construction project?

A. A list of equipment will be provided to the contractor, but a comprehensive inventory will be conducted by the contractor, and a list of discrepancies will be provided to the government to be added in to the master list of equipment in these facilities.

Question 9 — Construction closeout records

Will the Government provide the successful Offeror access to renovation project closeout documentation for the 58 barracks, including as-built drawings, equipment schedules, commissioning reports, O&M manuals, warranties, manufacturer data, and equipment turnover records?

A. DPW will provide documentation if available through collaboration to the successful offeror if available. In the event that documentation is not available, it will be the responsibility of the offeror to acquire the necessary documentation to properly maintain the equipment in all 58 buildings

Question 10 — Responsibility for developing the baseline asset inventory

If a complete and current Government asset inventory is not available, is the Offeror expected to conduct an initial physical asset inventory and condition assessment of all 58 barracks to establish the EAM asset baseline? If so, should the cost of this effort be included within the $5M annual SRM ceiling?

A. Yes, the selected contractor will be expected to conduct an initial physical asset inventory to include a condition assessment of all inventoried equipment in each of the 58 buildings to establish an EAM baseline. This cost should be included in the annual SRM ceiling.

Question 11 — Asset tagging and identification

Is the Offeror expected to physically identify, tag, barcode, or QR-code maintainable equipment and establish unique asset records within the proposed EAM platform? If so, does the Government have an existing asset-numbering/tagging convention that must be used?

A. Yes. This is a requirement. Information that the Government has on hand will be shared through collaboration and the start of the prototype.

Question 12 — Warranty identification

How will equipment currently covered by manufacturer, construction contractor, or renovation-project warranties be identified to the successful Offeror, and who will be responsible for initiating and managing warranty service calls?

A. Equipment under warranty at the start of the prototype will be identified by the offeror through collaboration with DPW during the initial inventory and assessment. DPW will be responsible for initiating contact with the warranty provider, but the successful offeror will be responsible for managing the completion of the warranty work by the warranty provider when scheduled.

Question 13 — Warranty versus contractor maintenance responsibility

For newly installed equipment that remains under warranty, is the prototype contractor expected to perform routine preventive maintenance only, coordinate warranty repairs with the OEM/construction contractor, or perform repairs directly?

A. Prototype contractor is expected to perform routine maintenance preventative maintenance on all systems and equipment as such maintenance is required to honor warranties. Contractor is expected to identify warranty issues and bring them to the DPW’s attention for warranty processing/claims.

Question 14 — Renovations occurring during the prototype

For renovation projects completed during the prototype period, what process will be used to transfer newly installed equipment, asset data, warranties, O&M manuals, PM requirements, and commissioning information into the contractor's EAM system?

A. All relevant project related data will be passed onto the prototype contractor. Fort Campbell is challenging the industry to innovate and improve asset management and recordkeeping processes to include inputting this info into EAM system (IBM Maximo).

Question 15 — Government acceptance/turnover process

Will DPW require construction and renovation contractors to provide asset data in a standardized electronic format compatible with the prototype EAM/IBM Maximo environment as part of project closeout and turnover?

A. Many contracts are already in place and formatting is already stipulated. Once the prototype contractor defines the best method of processing project information, it can be integrated into new project requirements.

Question 16 — Contractor Labor vs. DPW Labor

Attachment 001, SOO §1.1 indicates that the prototype includes the hands-on physical execution of maintenance and repair tasks required to resolve Demand Maintenance Orders (DMOs) and perform Preventive Maintenance Orders (PMOs). Please confirm whether the successful Offeror is expected to furnish the maintenance technicians and skilled trade labor necessary to execute these repairs across the 58 barracks, or whether existing DPW technicians will continue to provide some or all repair labor.

A. Yes. Selected contractor will be expected to provide maintenance technicians and skilled labor to respond and resolve all Demand Maintenance Orders (DMOs) and Preventative Maintenance Orders (PMOs) in the 58 selected buildings. DPW will not be providing labor or technicians to execute repairs or work in any of the 58 buildings.

Question 17 — Division of Maintenance Responsibilities

If both Government/DPW and contractor personnel will perform maintenance, please identify the intended division of responsibilities, including which work-order types, trades, priorities, facilities, or repair thresholds will be assigned to the contractor versus DPW.

A. The Government/ DPW will not be providing personnel to perform maintenance/ preventive maintenance actions in the 58 barracks. Though collaboration through DPW and the Contractor repair thresholds will be established.

Question 18 — Supplemental vs. Replacement Workforce

Is the intent of the prototype to replace the current DPW barracks maintenance execution model for the affected facilities, augment the existing DPW workforce, or operate as a separate demonstration alongside current DPW operations?

A. Ultimately the intent of the prototype is to replace the current DPW barracks maintenance execution model. DPW maintenance personnel/ Employees will not be utilized to augment the offeror’s workforce for their proposed maintenance model. During the initial stages of the offerors proposed model, DPW will be available for collaboration but will not execute Demand Maintenance Orders or Preventative Maintenance Orders.

Question 19 — Existing DPW Workforce

Should Offerors assume that existing DPW maintenance personnel will not be available to execute work assigned to the prototype, or may an Offeror develop an operating model that incorporates Government technicians?

A. DPW Maintenance Personnel will not be available to execute work assigned to the prototype. DPW Personnel will be available for collaboration, and the offeror will not develop a model that incorporate government employees or technicians.

Question 20 — Emergency Maintenance

Who will retain responsibility for Priority 1/emergency maintenance calls during the prototype—contractor personnel, DPW personnel, or a combination of both?

A. The offeror will assume responsibility for Priority 1/ emergency maintenance calls during the prototype. There will not be a combination of both contractor and DPW personnel. DPW personnel will be available for necessary collaboration but not to perform emergency response or maintenance actions.

Question 21 — After-Hours Coverage

Is the contractor expected to provide 24-hour, 7-day-per-week emergency/on-call maintenance coverage? If so, please provide the required response and resolution standards for emergency, urgent, and routine work orders.

A. The contractor is expected to provide 24-hour, 7-day-per-week emergency/ on-call maintenance coverage. The target response standards are listed below:

Emergency = 1 hours to respond and 24 hours to resolve

Urgent = 24 hours to respond and 5 days to resolve

Routine = 5 days to respond and 5 days to resolve

Question 22 — Required Maintenance Trades

Please identify the maintenance trades anticipated to be within contractor scope, including, as applicable, plumbing, HVAC, electrical, carpentry, painting, locksmith services, appliance repair, controls, roofing, flooring, and general maintenance.

A. The following trades are expected to be provided by the offeror, but changes could be affected as the prototype evolves.

Plumbing, HVAC (Heating and Cooling), Electrical (High and Low Voltage), Carpentry (Interior/Exterior), painting, building controls, roofing, flooring and general maintenance.

Locksmith Shop will retain lock cores and key control for all 58 facilities, but the offeror will provide maintenance to all door hardware and will notify the locksmith shop when a lock core is required.

Maintenance of appliances by offeror will be limited to range hoods and garbage disposals when required. All other appliances located in the 58 buildings will be maintained by DPW.

Question 23 — Excluded or Government-Retained Systems

Are there systems or trades that will remain under DPW, utility-provider, OEM, construction-warranty, or other existing contract responsibility, such as high-voltage electrical systems, fire alarms/suppression, elevators, building automation systems, generators, or central utility systems?

A. The successful offeror is expected to conduct all maintenance operations in the 58 buildings with the exception of generators, lock cores, key control and appliances. Fire alarm and sprinkler inspections will be performed by others as there are contracts already in place for these actions with the exception of repairs.

Question 24 — Repair vs. Capital/SRM Project Threshold

What criteria should the contractor use to distinguish routine maintenance and repair from replacement, renovation, or larger SRM/project work that should be referred back to DPW?

A. The determining factor will be estimated cost associated of repair or repair by replacement. The contractor will respond to DMO or PMO and determine the estimated cost of work against the following criteria:

a. Up to 32 labor hours and below $2,500 – contractor autonomy

b. Above 32 labor hours and between $2,500 and $10,000 – requires government approval and detailed supporting documentation.

c. Beyond $10,000 requires higher-level project authorization.

Question 25 — Individual Work-Order Thresholds

Is there a maximum dollar value, labor-hour limit, material-cost threshold, or other approval threshold for an individual DMO before Government authorization is required?

A. DMO should not exceed 32 labor hours or $2,500 total cost. Anything out of bounds will need DPW approval.

Question 26 — Existing Work-Order Backlog

Will the successful Offeror inherit the existing open DMO/PMO backlog at commencement of the prototype? If so, will the Government provide the backlog by building, trade, priority, age, and estimated labor/material requirement?

A. The successful offeror will inherit the existing open DMO/PMO backlog at the commencement of the prototype. The government will provide the backlog by building, trade, priority and age. The offeror will be required to generate estimates on labor and material requirement for the backlog DMO/PMO’s.

Question 27 — Baseline Facility Condition

Will the Government provide an initial facility condition assessment, deficiency list, or other baseline documentation so that pre-existing deficiencies can be distinguished from contractor performance during the prototype?

A. Yes, the Government can provide an initial facility condition assessment. There will not be any baseline documentation provided other that Demand Maintenance Order history on the equipment and rooms. Offeror will be responsible for inventorying building equipment and developing some form of assessment for said equipment.

Question 28 — Current Asset Inventory

Will DPW provide a current equipment and asset inventory for each barracks, including equipment type, manufacturer, model, serial number, location, age, installation date, warranty status, and maintenance history?

A. DPW will provide information it has through collaboration at the start of the prototype. The offeror will be required to inventory and assess all building equipment on hand at start of prototype

Question 29 — Recently Replaced Equipment

Several barracks have undergone recent renovations and equipment replacements that may not be reflected in existing DPW maintenance records. How will recently installed or replaced equipment be identified to the successful Offeror?

A. The offeror will be required to inventory building equipment in all 58 buildings at start of prototype. Information on new and renovated equipment will be exchanged via collaboration at start of prototype between the successful offeror and DPW.

Question 30 — Renovation Closeout Records

Will the Government provide renovation and construction closeout documentation for the affected barracks, including as-built drawings, equipment schedules, commissioning reports, O&M manuals, manufacturer information, warranty documentation, and equipment turnover records?

A. Yes through collaboration at start of prototype.

Question 31 — Initial Physical Asset Inventory

If a complete and current Government asset inventory is not available, is the Offeror expected to perform an initial physical inventory and condition assessment of all maintainable equipment within the 58 barracks?

A. Yes

Question 32 — Asset Inventory Cost

If the Offeror is required to conduct a physical asset inventory, equipment condition assessment, asset tagging, and EAM data population, should the associated costs be included within the stated $5 million annual SRM ceiling?

A. Yes, and Yes

Question 33 — Asset Tagging

Is the Offeror expected to physically tag, barcode, QR-code, or otherwise uniquely identify maintainable equipment? If so, does the Government have an existing asset-numbering/tagging standard that must be followed?

A. The government is challenging the industry to develop/innovate processes that best catalog and identify maintainable equipment. Model and Serial numbers should be incorporated for maintaining systems of record (GFEB and SMS BUILDER). Standard naming conventions are used as basic identifiers per building i.e., air handler unit # 1 can be AHU-1.

Question 34 — Equipment Warranty Identification

How will equipment that remains covered by manufacturer, construction contractor, or renovation-project warranties be identified to the successful Offeror?

A. The government will communicate existing warranty information on file.

Question 35 — Warranty Repair Responsibility

For newly installed equipment that remains under warranty, is the prototype contractor expected to perform routine preventive maintenance only, coordinate warranty repairs with the OEM/construction contractor, or perform repairs directly?

A. Prototype offeror shall maintain and execute all warranty action for work it performs.

Offeror shall perform all routine and preventative maintenance to maintain systems and equipment in a warrantable status. Preexisting work items and/or project related warranty actions shall be identified by the offeror and sent to the COR for DPW action.

Question 36 — Warranty Administration

Who will be responsible for initiating, tracking, and closing warranty claims associated with equipment installed under previous or ongoing renovation projects?

A. See question 35.

Question 37 — Future Renovation Turnover

For renovation projects completed during the prototype period, what process will be used to transfer newly installed equipment, asset data, warranty information, O&M manuals, PM requirements, and commissioning information into the contractor’s EAM system?

A. Relevant project closeout documents will be forwarded to the Prototype Offeror for processing and input into proposed innovative systems.

Question 38 — Electronic Asset Data at Construction Closeout

Will current and future renovation contractors be required to provide asset information in a standardized electronic format compatible with the Government’s future Maximo environment and/or the prototype EAM?

A. Current projects already have set contractual requirements and may not allow for significant changes in terms and conditions. Future projects will be written to allow for better assimilation into the new prototype EAM with guidance from the Offeror.

Question 39 — Government-Furnished Repair Parts

Are existing DPW repair parts and warehouse inventories available for contractor use, or should Offerors assume that they must purchase and stock all repair materials required for prototype operations?

A. As stated in the SOO, Offerors are asked to provide solutions encompassing labor, materials, management, and technology integrations. Plan to provide all materials to support maintenance activities. DPW supply can support with institutional knowledge to selected offeror(s). In rare/emergency cases, DPW supply may be able to assist with materials on hand to meet mission requirements.

Question 40 — Existing DPW Warehouse

Will the successful Offeror have access to existing DPW warehouse facilities, inventory systems, storage areas, material-handling equipment, or other supply-chain resources?

A. See Question 39.

Question 41 — Ownership of Contractor-Procured Inventory

If contractor-purchased repair parts are stocked in warehouses, Smart Lockers, vehicles, or decentralized staging locations, who owns that inventory prior to installation and what disposition is required for remaining inventory at the end of the prototype?

A. All materials purchased for and billed to the government shall belong to the government. Offerers should present solutions to manage inventory responsibly and reasonably based on historical, planned, preventative, & predictive maintenance data.

Question 42 — Government-Furnished Facilities

Will the Government provide shop space, warehouse space, offices, staging areas, parking, utilities, network connectivity, Smart Locker locations, or other infrastructure necessary to operate the prototype?

A. As a prototype focused on leveraging commercial best practices, the Government's intent is for the Offeror to provide their own operational footprint. The RPP and SOO challenge the Offeror to propose innovative and efficient solutions for their workspace, administrative offices, and logistics infrastructure. The four building locations provided in Attachment 006 are for site visit and illustrative purposes only;

they are not designated as Government-Furnished Facilities for this OTA. There is, however, potential for under-developed areas or other resources to become available as Tenant requirements evolve and relocate. Viable options will be considered as opportunities arise.

Question 43 — Vehicles, Tools, and Equipment

Should Offerors assume responsibility for furnishing all service vehicles, tools, mobile devices, test equipment, PPE, ladders, lifts, and specialized maintenance equipment necessary to execute the work?

Question 44 — $5 Million Annual Ceiling

Please confirm whether the stated $5 million annual ceiling is intended to include all contractor labor, repair materials, management, vehicles/equipment, software licensing, cloud hosting, EAM implementation, cybersecurity activities, interfaces, Smart Lockers, supply-chain costs, and other direct and indirect costs.

Question 44 — Major Equipment Failures

If a major unforeseen failure, such as an HVAC system replacement, domestic water failure, sewer failure, or significant electrical repair, would materially consume the annual $5 million ceiling, will that work be separately funded, excluded from scope, or required to be absorbed within the ceiling?

A. Major catastrophic failures will be funded separately.

Question 45 — Pricing Workload Assumptions

Because the proposal requires labor categories and labor hours, will the Government provide historical or projected workload quantities sufficient for Offerors to develop comparable staffing and pricing assumptions?

A. Government will provide historical demand maintenance order/ preventive maintenance order history to the successful offeror at the start of the prototype.

Pricing will be developed utilizing industry standard and maintenance knowledge

Question 46 — Pricing Structure

Does the Government anticipate fixed annual pricing, pricing by facility, pricing by work-order category, time-and-material pricing, milestone-based pricing, or an Offeror-proposed hybrid pricing model?

A. Offeror is expected to develop pricing with a cost breakdown detailing labor categories, labor hours, software licensing/ integration, material/ logistics cost

(including decentralized parts lockers and inventory staging and associated direct and indirect costs. All pricing should be aligned with clearly defined verifiable project milestones across the prototype period of performance.

Government has no anticipations and the offeror is expected to develop pricing in in accordance with the published RPP.

Question 47 — ArMA Role

Please clarify whether ArMA will remain the official customer intake and/or system of record for maintenance requests during the prototype, or whether the contractor-provided EAM may serve as the primary intake and workflow-management platform.

A. EAM software will securely integrate with existing Government systems (ArMA, GFEBS and future Maximo platforms). ArMA will remain the official customer intake for demand maintenance orders unless changed by the government and offeror through collaboration during the development of the prototype

Question 48 — ArMA Integration

If ArMA will remain in use, what level of integration is required between ArMA and the contractor’s proposed EAM, and will the Government provide the necessary interface specifications, APIs, credentials, or data-exchange mechanisms?

A. EAM software will securely integrate with existing Government systems (ArMA, and future Maximo platforms). If the EAM proposed by the offeror meets all the requirements to reside on a government network, all necessary interface specifications, APIs, credentials, and data-exchange mechanisms will be provided if approved.

Question 49 — Future Maximo Integration

The RPP references future Maximo platforms. Please clarify the Government’s anticipated Maximo implementation timeline and whether the contractor-provided EAM is expected ultimately to be replaced by, integrated with, or transfer data to the Government’s Maximo environment.

A. A firm timeline cannot be given on the deployment of a Maximo platform, but this system is anticipated to be deployed at Fort Campbell within the next 18 months.

EAM software will securely integrate with existing Government systems (ArMA, and future Maximo platforms)

Question 50 — GFEBS Integration Requirement

Is direct contractor EAM-to-GFEBS integration a mandatory prototype deliverable, a desired objective subject to Government approval, or may the requirement be satisfied through an approved automated batch/interface process?

A. GFEBS will NOT integrate with outside resources

Question 51 — GFEBS Interface Support

What Government technical resources, interface documentation, data dictionaries, test environments, middleware, credentials, Lines of Accounting data, and enterprise approvals will be made available to support GFEBS integration?

A. Offeror will be provided technical support trainings and credentials needed to access GFEBS interface for work order creation. GFEBS does not allow for separate software integration.

Question 52 — Financial Reconciliation

Please clarify the expected contractor responsibilities for associating completed work orders with GFEBS Lines of Accounting, obligations, expenditures, material costs, and labor costs.

A. Offeror will provide weekly reports with completed work orders, SLA performance, expenditures, material cost and labor cost to DPW personnel. Offeror will not perform cost accounting actions within GFEBS.

Question 53 — Authority to Access GFEBS

Should Offerors assume that contractor personnel will receive direct access to GFEBS, or will financial transactions and reconciliation activities be transmitted to Government personnel through an approved interface or batch process?

A. Offeror will have limited direct access to GFEBS for work order creation. All access will be granted through DPW personnel.

Question 54 — ATO/RMF Responsibility

The SOO places responsibility on the contractor to navigate RMF and obtain necessary authorization. Please identify the Government sponsoring organization and Government support that will be provided during the RMF/ATO process.

A. DPW will help support in collaboration during the prototype phase.

Question 55 — Cybersecurity Authorization Timeline

Should Offerors assume that necessary Government enterprise interfaces, technical documentation, system access, and cybersecurity artifacts will be available immediately after award, or should the proposal account for a Government-dependent authorization period?

A. There will be a government dependent authorization period.

Question 56 — FedRAMP/DoD Impact Level

Please clarify the required FedRAMP and DoD Cloud Computing Security Requirements Guide impact level for the proposed EAM solution and identify the highest category of Government information expected to be stored, processed, or transmitted.

A. FedRAMP High Impact/ IL4. The highest classification anticipated to be stored, processed, or transmitted is CUI Basic

Question 57 — IL4/IL5 Requirement

If the RPP reference to IL4/IL5 is intended as a mandatory requirement, please specify which impact level applies to this prototype so Offerors can develop and price the appropriate hosting and cybersecurity architecture.

A. IL4 is the impact level for this prototype

Question 58 — BOM/COM Terminology

The solicitation uses references to Between Occupancy Maintenance (BOM) and Change of Occupancy Maintenance (COM). Please confirm whether these terms refer to the same requirement and provide a definition of the services included.

A. Between Occupancy Maintenance (BOM) and Change of Occupancy Maintenance (COM) are the same requirement. The offeror should present a model with proposed services for a required COM during a room turnover.

Question 59 — Occupancy Turnover Scope

Please identify the specific tasks expected during occupancy turnover, including, as applicable, maintenance inspections, painting, blind repair, flooring repair, appliance repair, fixture repair, furniture repair, cleaning, and damage remediation.

A. The offeror should develop a model for occupancy turnover to present to the government for review to see what services the offeror is able to perform during an occupancy turnover.

Question 60 — Deep Cleaning/Custodial Services

Appendix A references deep cleaning during occupancy turnover. Please confirm whether custodial/deep-cleaning labor is within contractor scope or is included only as an illustrative example.

A. This was provided as an illustrative example, but this can be included in the offeror's proposal if they intend to provide this service. It is not the government's position to define what is in the offeror's proposal.

Question 61 — Fair Wear and Tear vs. Occupant Damage

Who will determine whether a deficiency represents fair wear and tear, resident-caused damage, warranty work, or Government responsibility, and how will that classification affect prototype funding?

A. Offeror will determine classification of work. If work is resident caused-damage, work will need to be marked as non-fair wear and tear (NFWT), completed, and reported to DPW. Prototype funding will include fair wear and tear and resident-caused damage.

Question 62 — Preventive Maintenance Requirements

Will the Government provide existing PM schedules, regulatory requirements, OEM maintenance requirements, and prior PM records, or is the contractor expected to develop the preventive maintenance program from the asset inventory and equipment condition?

A. The offeror is expected to develop a preventive maintenance program from the asset inventory and equipment condition. Collaboration between DPW and the successful offeror can take place at the start of the prototype.

Question 63 — Legacy vs. Modernized Facilities

The solicitation calls for differentiated maintenance strategies for legacy infrastructure and modernized facilities. Will the Government identify which barracks and equipment are considered modernized versus legacy and provide the applicable renovation history?

A. DPW will provide access to BUILDER data and building history on file. Offeror will verify and maintain accurate inventory.

Question 64 — Predictive Maintenance/IoT

Is the Offeror expected to furnish and install IoT sensors, equipment-monitoring devices, or BAS interfaces as part of the prototype? If so, approximately how many facilities/assets currently have compatible controls or monitoring capabilities?

A. Offerors may be permitted to install IoT sensors and controlling devices if it supports their long-term preventative- and predictive maintenance plans. However, these system upgrades will be on a case-by-case basis and will be subject to additional government approvals due to funding constraints. In other words, we will not be adding hundreds of thousands of dollars in IoT equipment if the return on investment cannot be realized.

Question 65 — Performance Standards

Please provide or confirm required response times, arrival times, completion times, and closeout requirements for each work-order priority. Where Appendix A provides example response/resolution times, please clarify whether those are mandatory performance standards or illustrative scenarios.

A. The contractor is expected to provide 24-hour, 7-day-per-week emergency/ on-call maintenance coverage. The target response standards are listed below:

Emergency = 1 hours to respond and 24 hours to resolve

Question 66 — Performance Metrics

Will the Government establish minimum performance standards for First-Time Fix Rate, Time to Repair, PM compliance, customer satisfaction, occupancy-turnaround time, repeat work orders, and backlog reduction, or should Offerors propose their own targets?

A. Offerors should propose their own targets with the exception of response time and time to repair.

Question 67 — Work-Order Closure Authority

Who will have authority to determine that a DMO/PMO is complete and close the work order—the contractor, DPW, the barracks manager, a Government quality-assurance representative, or another party?

A. Offeror will be the source of DMO/PMO completion. DPW QA representative will have oversight.

Question 68 — Inspection and Acceptance

What Government inspection and acceptance process is anticipated for completed repairs? Will Government QA personnel conduct sampling, 100-percent acceptance, or performance-based surveillance through the EAM?

A. Offeror will provide governmental access to EAM for oversight. Offeror is required to complete a QC tool. Government QA will receive weekly work order reports from the Offeror to complete QA. Offeror should anticipate government planned and unplanned quality inspections and audits.

Question 69 — Workmanship Warranty

Please identify the minimum required warranty period for contractor workmanship.

A. This information would be included in the offeror's proposal and should indicate what warranty conditions the offeror would be providing the government during the period of the prototype. The government is not dictating what the warranty period will be and is giving the offeror the opportunity to present a proposed warranty period

Question 70 — Installed Component Warranty Please clarify contractor warranty responsibility when Government-directed, Government-furnished, or OEM-required parts are used.

A. Prototype offeror shall maintain and execute all warranty action for work it performs.

Offeror shall perform all routine and preventative maintenance to maintain systems and equipment in a warrantable status. Preexisting work items and/or project related warranty actions shall be identified by the offeror and sent to the COR for DPW action.

Question 71 — Transition/Warm Handoff

What transition period does the Government anticipate between current DPW operations and contractor prototype operations, and will DPW and contractor personnel operate concurrently during the transition?

A. The Offeror shall provide a comprehensive Integrated Master Schedule (IMS) detailing the timeline to deploy, integrate, and execute the barracks maintenance prototype across the 58 unaccompanied housing facilities at Fort Campbell, as well as the proposed schedule and ramp-up plan for potential follow-on production/sustainment phases.

The government is not stipulating any time period for transition between DPW maintenance operations and contractor performed maintenance operations. The offeror should present a plan with a timeline to assume responsibility for maintenance operations for the 58 indicated barracks buildings.

There will be time in the beginning of the prototype for collaboration between DPW and Contractor maintenance personnel to enable a seamless transition

Question 72 — Initial Prototype Footprint

Although the RPP references 58 barracks, the SOO indicates that the Government may begin with a smaller subset. Should Offerors price immediate operations across all 58 facilities or propose a phased implementation with subsequent scaling?

A. Offeror should price immediate operations across all 58 facilities to satisfy the requirements of the RPP

Question 73 — Facility-Specific Information

Will the Government provide a complete list of the 58 facilities showing square footage, occupancy/capacity, age, renovation history, major systems, major equipment counts, current condition, and historical maintenance expenditures?

A. This information was provided in attachment 007.

Question 74 — Existing Maintenance Contracts

Are any portions of barracks maintenance currently performed under separate contracts, IDIQs, utility contracts, OEM service agreements, or renovation warranties that will remain in effect during the prototype? If so, please identify the work excluded from the prototype contractor’s scope.

A. There are existing service agreements and contracts that supplement maintenance needs. Such services include Elevator Maintenance (contract), Pest control (DPW), Army Barracks Maintenance Program (ABMP) Facility Maintenance Technicians (FMT) who perform minor actions such as changing light bulbs, damaged ceiling tiles, etc. DPW will continue to manage KingFisher fire control panel and connection to 911 center. DPW locksmiths will maintain key control records and support. DPW Energy Division will maintain master oversight of “front end” controls for HVAC systems remotely.

Question 75 — Government Approval Authority

Which repairs, material purchases, equipment replacements, subcontractor actions, or changes to preventive-maintenance procedures will require prior DPW approval versus being within the contractor’s authority to execute without advance approval?

A. Offeror authority to execute will include DMO work under 32 hours or $2,500.

Offeror will operate within the Fort Campbell Technical Design guide when completing repairs, material purchases, and subcontractor actions. Offeror will establish and execute a preventive maintenance plan according to the manufactures recommended maintenance schedule. Work exceeding $2,500 must be presented to DPW for advanced approval.

Fort Campbell Technical Design Guide:

https://media.defense.gov/2024/Oct/02/2003557062/-1/-

1/0/TDG_FY21_15_DEC_2021_V.07.PDF

Question 76 — Personnel Qualifications

Please identify required licenses, certifications, background investigations, base-access requirements, or Army-specific qualifications applicable to plumbers, electricians, HVAC technicians, refrigerant technicians, controls technicians, or other skilled trades.

A. The offeror should provide a model showing which skillsets and trades they would utilize to perform maintenance in the 58 barracks indicated. Licensure and certification should follow what industry standard dictates for each trade.

Question 77 — Subcontracting

Are there limitations on the Offeror’s use of subcontractors for specialized trades, emergency response, OEM warranty work, or other maintenance activities?

A. The intent is for the Offeror to be the sole source responsible for all maintenance activities including emergency response. Ideally, the offeror will develop a multiskilled workforce with necessary training, certifications, and licensures to effectively execute all work. Special consideration will be given during prototyping and early phasing.

Question 78 — Data Ownership

Please confirm that work-order records, asset information, maintenance histories, photographs, inspection data, warranty data, and other information developed within the contractor-provided EAM will be Government-owned or fully transferable to the Government.

https://media.defense.gov/2024/Oct/02/2003557062/-1/-1/0/TDG_FY21_15_DEC_2021_V.07.PDF

A. Yes. This information will be government owned and fully transferrable to the government upon completion of the prototype

Question 79 — Data Transition at Completion

What data format and transition requirements will apply at the end of the prototype to ensure that complete asset and maintenance histories can be transferred into the Government’s future Maximo or other enterprise platform?

A. Initiatives will be created as prototype progresses.

Question 80 — Offeror Assumptions in PWS

Because the Offeror-developed PWS may be incorporated into the resulting agreement, may Offerors expressly identify workload assumptions, exclusions, Government-furnished resources, system-access dependencies, asset-data assumptions, and other scope boundaries within their submitted PWS?

Question 81 —

Please provide historical data for the most recent 12–24 months showing DMO, PMO, emergency, and change-of-occupancy volumes by building and trade, current backlog, average response and resolution times, first-time-fix rates, and annual labor and material expenditures.

A. Please see attachment 005 for historical data. Change of Occupancy volume is estimated at 6,000 a year. Offeror should develop their own cost estimates for maintenance and parts expenditures per industry standards.

Question 82 —

Please define the required service hours, after-hours or emergency coverage, response and resolution standards by priority, included maintenance trades, repair-value thresholds, and any work—such as capital renewal, environmental remediation, or major system replacement—that is excluded from the prototype.

A. As an example, DPW currently has the normal service hours of 0730-1600, Monday through Friday and provides on-call coverage after normal service hour during the weekday and on Saturdays, Sundays and Federal Holidays.

The target response standards are listed below:

Emergency = 1 hours to respond and 24 hours to resolve

Question 83 —

Must the proposed software possess an existing IL4/IL5 authorization or ATO at award, or may the contractor obtain an ATO during the prototype? Please also identify the applicable data classification, required authorization milestone, Government RMF sponsor, and any approved hosting environments or enterprise services available to the awardee.

A. Any software utilized for this prototype will have to have the IL4 authorization and because of the duration of the prototype, an ATO at time of award would be preferred as applying for an ATO is and can be a very lengthy process.

Question 84 —

What APIs, interface-control documentation, data extracts, identity services, and nonproduction environments will the Government provide for ArMA, GFEBS, the housing roster, and IBM Maximo, and which system will remain the authoritative system of record for work orders, assets, occupancy, inventory, and financial transactions?

A. Currently no API exists to link to ArMA but the Army is currently deploying IBM Maximo to certain select installations and the issue of a working API for ArMA is currently being developed. The API to connect to GFEBS is currently SMS but this is strictly controlled

Question 85 —

Please reconcile the RPP’s anticipated 60-month prototype period with the SOO’s one-year baseline phase plus four one-year option periods, and clarify whether each follow-on year will be separately funded and exercised with independently defined scope, performance targets, and milestone payments.

A. 60 Months = 1 year baseline plus 4 one-year periods. Each follow-on year will be separately funded

Question 86 —

Is there a page limit for Factor 1 under the Technical Approach?

A. No, but be succinct

Question 87 —

Is there a page limit for Factor 2?

Question 88 —

Is there a page limit for Factor 3?

Question 89 —

Does the proposal response need to be in a specific font and font size? Margins 1" on top, bottom, left, and right?

A. Use a standard, highly readable corporate typeface like Times New Roman, Arial, or Calibri at 11-point or 12-point size. Margins will be 1” on all sides

Question 90 —

Will an Excel spreadsheet be released to provide the breakdown detailing labor categories, labor hours, software licensing/integration, material/logistics costs (including decentralized parts storage and inventory staging), and associated direct/indirect costs? If not, should we provide our cost information in an Excel spreadsheet format?

A. The offeror can use a spread sheet, but it is entirely up to the offeror as no format has been provided

Question 91 —

Is there a page limit for the narrative required under Factor 4 b. and c.?

A. No

Question 92 —

Is Attachment 4 to be included with the bid response or provided after award?

A. Yes, it is to be included with your proposal submission.

Question 93 —

To confirm, contractors services will only be performed in buildings 2940, 4033, 7039, and 7094 as provided in Attachment 6, or 67 buildings listed in Attachment 7, or the 58 UH buildings mentioned in the RPP?

A. 58 Buildings listed in the SOO/ RPP

Question 94 —

No Government pricing or CLIN schedule is provided. Please provide the required schedule, or confirm Offerors may use their own pricing format and milestone structure.

A. Offeror is expected to create own pricing format and milestone structure based off workload.

Question 95 —

The SOO states a one-year baseline plus four one-year options, while the RPP states a 60-month prototype. Please confirm the intended period structure and how pricing should be broken out by year.

A. 1 Year prototype, plus four one-year phasing periods for improvements and testing.

Pricing should be broken out per year.

Question 96 —

Please confirm the $5M ceiling applies separately to each 12-month period and whether it is a fixed nominal ceiling with no annual escalation

A. Yes, it applies to each year and cannot be increased.

Question 97 —

Please confirm whether any Offeror cost sharing is required under this OTA and, if so, whether the $5M cap is the Government share or total project value.

A. No cost sharing. $5M Cap

Question 98 —

Please clarify the intended payment basis: fixed milestone, periodic fixed price, unit price, reimbursable, or a combination.

A. Firm Fixed Price, billed no later than monthly.

Question 99 —

Please confirm how repair parts, consumables, initial inventory, and replenishment should be priced and whether any markup or reimbursement limits apply.

A. Offeror is expected to create own pricing format and list any mark-ups. There is a $5,000,000.00 cap per year on this prototype

Question 100 —

The SOO/RPP identify approximately 58 buildings, while Attachment 007 contains additional facility records. Please identify the authoritative in-scope building list.

A. The In-Scope building list that will be utilized is the 58 buildings listed in the

SOO/RPP.

Question 101 —

Are Buildings 4033, 7094, 7039, and 2940 initial pilot buildings, logistics locations, or site-visit examples? If operations are phased, please provide the expected ramp.

A. The buildings initially listed were buildings that were utilized for initial site visits only.

The 58 buildings listed in the SOO/ RPP will be the buildings utilized for the proposals

Question 102 —

Please confirm whether the historical DMO data covers only the buildings and work types in scope. If not, identify which records should be used for pricing.

A. The historical data provided in attachment 005 was provided to show what DMO data was captured in the last 3 years and the offeror should utilize industry standards to form an estimate for normal building maintenance to include an estimated 6,000 Change of Occupancies per year

Question 103 —

Please provide available historical DMO labor hours, number of visits/crew size, material cost, and rework/first-time-fix data, or confirm Offerors should develop independent assumptions.

A. The historical data provided in attachment 005 was provided to show what DMO data was captured in the last 3 years and the offeror should utilize industry standards to form an estimate for normal building maintenance to include an estimated 6,000 Change of Occupancies per year. Offerors should develop independent estimates

Question 104 —

Please provide the PMO asset/task inventory, service frequencies, and labor standards needed to develop the PMO LOE.

A. The successful offeror will develop these items in collaboration with DPW at the start of this prototype

Question 105 —

Please confirm whether BOM and COM are the same requirement and provide annual turnover volumes, in-scope turnover services, and required completion times.

A. Between Occupancy Maintenance (BOM) and Change of Occupancy Maintenance (COM) are the same requirement. Annual turnover volumes would average 6,000 a year. The offeror should present a model with a determined average turnover time per room

Question 106 —

Please provide the Priority 2 service level and required operating hours,and confirm whether the Priority 1 one-hour response applies 24/7.

A. As an example, DPW currently has the normal service hours of 0730-1600, Monday through Friday and provides on-call coverage after normal service hour during the weekday and on Saturdays, Sundays and Federal Holidays.

The target response standards are listed below:

Emergency = 1 hours to respond and 24 hours to resolve

Question 107 —

Please identify the transition/mobilization period and the date by which full DMO/PMO coverage is required.

A. The Offeror shall provide a comprehensive Integrated Master Schedule (IMS) detailing the timeline to deploy, integrate, and execute the barracks maintenance prototype across the 58 unaccompanied housing facilities at Fort Campbell, as well as the proposed schedule and ramp-up plan for potential follow-on…