Vendor_Questions_Government_Response_25Apr18.pdf

W912CM-18-Q-0011

Repair & Maintenance HVAC Systems

Vendor Questions – Government Response 25 April 2018

Vendor Question Government Response

1. When will award be made for this requirement (planned execution dates)?

Performance is due to begin July 1, 2018. It is anticipated award will be made prior to that date.

2. On page 53 of 107 (5.2.1.2 PM Information: – a.), the solicitation states “(e.g., labor, travel, disposal of materials, and all parts and supplies, excluding filters)” should be included in the PM price. In Exhibit C the headers read e.g. “…incl. Air Filter…”. Are costs for filters to be included in the PM cost entered into Exhibit C or will the contractor be able to bill them separately? We ask because costs can vary greatly between systems / manufacturers. Also, please note that there are differences in the Unit amounts listed in Exhibit C vs. what is listed in the Inventory list (Exhibit C = 2044 vs. Inventory List = 1568).

No, costs for filters shall not be included in the PM price. Filters will invoiced and paid separately.

Technical Exhibit E Inventory List is the list of actual equipment to be maintained. It is a “living” document that change during the life of this contract. The contractor is required to maintain and update this list, in accordance with PWS Para 5.2.2, as changes occur.

Due to the changes that can occur Technical Exhibit C is a price book only has prices for KW or m3/h.

3. In regards to Freon, will the government provide space for safe storage of emergency reserves on site at USAG Wiesbaden or will the contractor be responsible for obtaining and storing Freon?

No, the Government will not provide storage space for Freon.

4. Will the Government be able to provide scissor lifts etc. for work exceeding 2m in height?

No. In accordance with paragraph 1.3 of the PWS the contractor shall provide all necessary tools, general and specialized equipment. This includes scissor lifts and all other equipment the contractor requires to perform the services.

5. In regards to Labelling, does the Government have prescribed formats to be used (size and / or information required to be printed)?

No, the Government does not require any special format.

6. Would the Government consider alternate practices besides Aluminum tagging (e.g. weather proof stickers)? Aluminum tags must be engraved which means the process is prolonged until all relative information is known, ordered, received and mounted.

No.

7. Will the Government provide the inventory numbers / information required when inventorying?

Yes. In addition, see Technical Exhibit E is the Inventory List for PM.

8. The solicitation states under 5.1.1 and 5.7 of the PWS that the contractor is responsible for obtaining and purchasing (if need be), all maintenance handbooks and manufacturer manuals. Obtaining the manufacturer manuals for all equipment under this requirement would require months of research and incur high associated costs which should not be the responsibility of the contractor but rather that of the owner of the equipment. Any contractor who wins this award must possess the necessary certification /

The contractor may need to obtain manuals that are missing. If, while conducting PM, the successful contractor sees that the manual is missing, the contractor will inform the COR. Maintenance manuals can be downloaded from manufacturer’s website, usually free of cost. The Government is in possession of approximately 99% of manuals. Please see Amendment 0001 clarifying PWS para 5.7.

training to be able to provide the services solicited for.

This means they are already fully trained to provide the services under this solicitation and are additionally bound to industry standards. Will the government please delete this requirement or opt to issue work orders on an as needed basis to obtain the missing manuals?

That is correct, the contractor that is awarded the resultant contract shall possess the necessary certification and training to be able to provide the services and shall have fully trained personnel.

9. On page 18 of 107 (2) – it states that the Government will reimburse the contractor for indirect costs on a pro-rata basis over the period of contract performance. We understand this to be a fixed rate (% or € amount) which has been previously agreed upon.

Where do we state this rate in our proposal?

All prices shall be fully burdened. The Government will not reimburse indirect cost. An amendment will correct this error.

10. Is it acceptable to send our quote via

“AMRDEC”?

No. In accordance with the Addendum to FAR 52.212-1 (page 65) paragraph 2.c. if attachments are larger than 8MB, multiple emails can be used with clear identification "Email 1 of 2, "Email 2 of 2, etc.