26BA0004 RFI Clarification Amend 0002.pdf

Clarifications on RFI responses with the most questions/concerns:

1) There will be No Site Visits scheduled before proposals are due. Awarded Contractor is required to complete site visits to verify site conditions on all individual task orders with the Government Representative before individual task orders are awarded. At this time both parties agree upon what CLINS will be utilized to create Task Order. CLIN quantities are estimates at this time. The Government does not know how many quantities will be used for the period of performance.

2) Bid Guarantee is set for 30% or $4,000,000.00, whichever is less. The Government has utilized these amounts or similar in previous solicitations and has found no issue in receiving competition.

3) Proposals to be submitted by hand and delivery, No mail or electronic methods will be accepted. Contractors are responsible for providing an electronic or digital copy to the RCO-HI by 1600 (HST) September 22, 2025. The digital file will be used to evaluate proposals.

4) Place of Invitation of Bid will be:

413th CSB, RCO-HI 742 Santos Dumont Ave. Bldg 108, 3rd Floor Wheeler Army Air Field, HI 96854

Contractors who do not have access to Military Installations will need to check in at front gates located on Schofield Barracks, please plan for delays while receiving your day passes.

5) Please acknowledge all amendments and sign in Box #10 of the Solicitation.

6) ROOF CONDITION ASSUMPTIONS - Can assumptions be provided for common existing conditions (number of penetrations, rooftop equipment/HVAC) to inform labor, safety, and equipment pricing? Not at this time, this can be accomplished Government Representative and Contractor meet to scope project before issuance of task order.

7) ROOF VARIABLES - To improve pricing accuracy, can typical ranges be provided for:

Roof thickness, Roof pitch, Roof design types (e.g., gable, hip, valley), Building height? Not at this time, this can be accomplished Government Representative and Contractor meet to scope project before issuance of task order.

8) The solicitation includes numerous required codes and regulations, including a long list of Unified Facility Guide Specifications (UFGS), Unified Facility Criteria (UFC), and National Electrical Contractors Association (NECA) standards. In the event of a conflict between a manufacturer's standard installation instructions and one of the cited standards, which document will take precedence? UFC and UFGS will take precedence.

9) The CLIN schedule includes a wide variety of roofing materials and systems, from asphalt shingles to modified bitumen and various metal panels. As we intend to partner with a specific roofing system manufacturer, can the Government confirm if task orders will be issued with "brand name or equal" specifications, or if they will be based on generic performance specifications? Specs will be based on generic performance specifications.

10) This contract is a 100% 8(a) set-aside, and FAR 52.219-14 "Limitations on Subcontracting" is included. For construction by special trade contractors, this clause requires the prime contractor to perform at least 25% of the work with its own employees (excluding the cost of materials). As this is a requirements contract with work issued via individual task orders, could the Government please clarify if compliance with this limitation will be evaluated on a per-task-order basis or on an aggregate basis over each ordering period (e.g., Base Year, Option Year 1, etc.)? Yes, 25% labor requirement applies to the entire contract.

11) Section 00 10 00, Paragraph 26.b, describes a "joint inspection" by the Contractor and the Contracting Officer's Representative (COR) to determine the work quantities for a task order before it is issued. Could the Government elaborate on this process?

Specifically, how will disagreements on quantities or scope during the joint survey be resolved before a firm-fixed-price task order is issued COR and contractor will meet on site to discuss quantities and how they were achieved. Quantities and scope will need to be agreed upon before agreement sheet is signed by both parties before task order is issued.

12) Section 1.1, SD-01 lists preconstruction submittals as required “prior to start of construction (work) issuance of contract notice to proceed, or commencing work on site.” Will the Government please clarify which SD-01 preconstruction submittals must be included with the initial bid/proposal submission versus those that are only due after award? This will ensure complete and complaint bid packages. All preconstruction submittals listed under section 01 33 00, Part 1 par. 1.1 – 1.1.1 are required only after each task order is awarded and prior to the start of construction.

13) In Section 1.5.1: “Transmit each submittal… with transmittal form prescribed by Contracting Officer and standard for project.” Will the Government confirm if the required submittal transmittal form (ENG Form 4025) is mandatory with proposal submissions, or only after award? If required with the proposal, please provide an electronic copy/version. Submittal transmittal form is required after award.

14) Section 1.11.1 defines working hours. If the project schedule requires weekend/holiday work to meet Government deadlines, what is the process to request written permission and will such permission be granted as a matter of course if justified by the construction schedule? Email request for weekend/holiday work will suffice. It will be up to the contractor to decide whether work outside of normal hours is needed to complete the project. The Government will allow this type of work provided it does not constitute any additional cost.

15) Section 1.10.2 requires advance notice for final inspection and correction of all deficiencies at no additional cost. Will the Government confirm if submission of final inspection readiness documentation is required as part of the proposal, or only at project closeout? This is required only at project closeout.

16) Section 07 61 14.00 20, 1.6.2: Is proof of manufacturer experience (projects lists, qualifications) required to be submitted with the proposal, or after award with preconstruction submittals? Please specify the expected format for providing this information. Proof of manufacturer experience is required after award with preconstruction submittals.

17) In Section 07 61 14.00 20, 1.6.4: Is supporting documentation verifying the installer’s factory-training and manufacturer approval required with the proposal or with post-award submittals? Verification of installer’s training and manufacturer approval is required after award with preconstruction submittals.

18) In Section 3.5, proposal submittal instructions reference only “submittals shall be submitted via email…” Please confirm if bid submissions/proposals (or any required submittals at bid time) are accepted electronically, or if original/hard copies are required for the initial bid. No electronic or mail in proposals will be accepted.

Hand delivered to the RCO-HI address is the only acceptable method.

19) Section SD-01 lists numerous preconstruction submittals. Will the Government confirm if any of these items are required specifically for evaluation with the bid/proposal submission, and if so, which ones? All preconstruction submittals listed under section 01 33 00, Part 1 par. 1.1 – 1.1.1 are required only after each task order is awarded and prior to the start of construction.

20) Section 1.5.2 requires stamp of prime contractor on all submittals provided by a subcontractor. Is an electronic/digital signature considered an acceptable “stamp” for proposal submittals, or must a wet ink signature/stamp be used when submitting originals? Electronic signatures are acceptable.

21) Section 1.5.3 sets shop drawing size requirements. Will the Government confirm whether shop drawings are required at the proposal/submittal stage, or only after award?

Shop drawings are required after award.

22) In Section 1.6.2: Is there a standard process or form for requesting approval to use grassed or landscaped areas for staged materials or construction access, or should this be included as a proposal assumption? A form will need to be submitted to DPW’s planning department for review and approval. BMPs will be required for equipment and material storage within the laydown area. DPW’s Environmental Division will conduct periodic inspections and any deficiencies will need to be remedied within one week.

Once all work is complete, laydown area will need to be returned to its original condition. Project will be officially closed out once condition of laydown area is deemed satisfactory.

23) Section 1.6.3: If pruning is required, what documentation must be submitted to the

Contracting Officer for approval and at what stage (proposal or after award)? Pruning will depend on individual task orders initial site visit to verify site conditions of facility/building.

24) If there is rain delays etc. do we get to charge for extra equipment charges? Do we get to charge for stand by time. No additional payments will be made for rain delays.

25) If we do become the successful bidder. What would be expected from us as far as payment and performance bonds. The whole years worth of work per all clins for the base year? Your Bonds are required for the Base year and awarded exercised option years.

26) For smaller roofs, are you using the same clin prices? Yes

27) Request that the Proposal Due Date be extended at least 2-weeks for pricing and answering of remaining RFIs? No, Proposal Due date will remain the same September 22, 2025 at 1000 (HST).

28) SF1442 indicates that 3 hard copy proposals are due at 10:00 HST on 22 September 2025, but section 00 10 00 para. 1. Indicates that Electronic Copies are due by 16:00 HST. And that “No Mail-in Proposal shall be submitted.” Please Clarify the expected Format and submission method and deadline. Proposals are to be hand – delivered to the RCO-HI address. The reference to digital copy is for potential awarded Contractor, they are to be provided to the Government to use for evaluation purposes.

Please also confirm the address, Submission requirements Para1. lists 472 Santos Dumont St, whereas Instructions to Bidders Para 1 lists 742 Santos Dumont Ave.

Correct address: 742 Santos Dumont Ave.

29) The original solicitation document indicated a bid guarantee of 5% or $20,000.00, whichever is less. The Current solicitation requires a Bid guarantee of “30% percent of the bid price or $4,000,000.00, whichever is less.”

This is completely unreasonable considering the 8(a) and small business classification of the contract. Additionally considering that each task order will have its own bonding requirements and that the Gov’t does not have an indication if the $10M Limit will be reached within the 1st base year. A $4M bond requirement would preclude most small businesses from competing and prevent any reasonable competition. If the $10M is executed over 5 years, the limit average would be $2M per year, which is less than the solicitation requirements. Bid Guarantee is set for 30% or $4,000,000.00, whichever is less. The Government has utilized these amounts or similar in previous solicitations and has found no issue in receiving competition.

30) We request the Gov’t revise the Bid guarantee for the base contract to not more than 10% or $20,000 whichever is less, and require a bid guarantee for any task order exceeding the SAP threshold of $250k. As well, for Task orders of less than $250k, the gov’t to accept Price and payment bonds after award, and note require bid guarantee. Bid Guarantee is set for 30% or

$4,000,000.00, whichever is less will remain. A Bid Guarantee is to cover the total amount of your base option period. Performance & Payments bonds will be submitted for the entire base option period within 10 days of award. No bid guarantees, performance or payments bonds will be submitted as the task order level due to bonds already being covered for the total amount of your bid for the 1 year.

31) The EM-385 manual generally requires a full time Site Safety and Health officer during on-site work, however UFGS Spec Section 01 35 26 was not included in the General Conditions.

Please confirm if a full time SSHO is required? Confirmed. All other outside labor categories shall be incorporated in CLIN pricing. Individual Task Orders will require initial site visits with Government representatives and all CLIN items to be utilized shall be agreed upon before execution of task orders.

Please also clarify how the costs for Site Management of Task orders (ie. SSHO, QCM, Superintendent, etc. is to be incorporated without knowing the overall expectation of award on any task order) Individual Task Orders will require initial site visits with Government representatives and all CLIN items to be utilized shall be agreed upon before execution of task orders.

32) States that a “Storage area will not be provided.” Depending on the size or roofing repair, storage of material including a laydown for processing of demolition debris is necessary for the safe and quality installation. Please confirm if a basic COSA can be negotiated with each task order, so as to help minimize costs and lost efficiencies. Contractor can request a COSA for each task order however depending on space available and location of project, the COSA granted may be located away from the jobsite.

33) Requires a QC Plan, section 01 45 00 requires a full time QC Manager at each site when work is being performed. Please clarify how the costs for Site Management of Task orders (ie. SSHO, QCM, Superintendent, etc. is to be incorporated without knowing the overall expectation of award on any task order) All other outside labor categories shall be incorporated in CLIN pricing.

Individual Task Orders will require initial site visits with Government representatives and all CLIN items to be utilized shall be agreed upon before execution of task orders.

34) 52.236-27 indicates that 52.236-2 will be incorporated into any task order. More over FAR

36.502 requires the incorporation of the differing site clause 52.236-2, for any FFP solicitation that exceeds the Simplified Acquisitions threshold, currently at $250k. This contradicts the previous answered Amendment 1, RFIs # 028 and 039. Please clarify the responses to Amendment 1 RFIs.

There will be No Site Visits scheduled before proposals are due. Awarded Contractor is required to complete site visits to verify site conditions on all individual task orders with the Government Representative before individual task orders are awarded. At this time both parties agree upon what CLINS will be utilized to create Task Order. CLIN quantities are estimates at this time. The Government does not know how many quantities will be used for the period of performance. In regards to 52.236-2 the Government will assess the situation and determine if it is warranted;

however, there is NO guarantee on approval.

35) Please provide the complete Reps and Certs documents that we are to complete with the proposal.

Please clarify if clauses incorporated by reference need to be filled out, in which case, please provide the complete document or clarify the expectation for the solicitation and proposal. If we complete the Reps and Certs in SAM.GOV, does that satisfy the solicitation requirement?

Certification and other required documentation in the clause and in SAM.gov needs to be approved prior to bid submittal.

Section 07 72 00 par 1.6

37) Please confirm if the DBA wage determination will change for each task order, or if it will remain constant for the contract period? Will it adjust for the Option years? Current DBA is used at the time of award. CLINS will remain the same and no changes will be allowed when option years are exercised. DBA will be updated along with the exercised option mod.

Nearly Every line item has associated costs that are not priceable without seeing the actual intended facility. For example, fall protection requirements change based on the slope, and dimensions of the facility. Access, Scaffolding requirements, etc. all change based on the facility and location and are not able to be incorporated into a unit price calculation. Request the Gov’t add a CLIN for Mobilization and Equipment which can be negotiated on each task order. Request that the Gov’t add a CLIN for General Conditions requirements which include Quality Control, Safety, Superintendent, and Environmental compliance, which can be negotiated on a task order basis.

This would allow the Gov’t saving by volume depending on the requirement, as well, ensure that small jobs are executed properly without skipping critical safety requirements. There are no negotiations for each individual task order. As stated in the RFI responses, the Government and Contractor will conduct individual site visit to utilize the correct CLINs.

36) Please Confirm that the Roofing Warranty requirements are limited to the 1-year workmanship warranty required under FAR 52.246-21. Note that typical Roofing warranties cover entire roofing systems and without complete or significant replacement, longer warranties are typically not applicable. Refer to the following:

Section 07 14 01 par. 1.3

Section 07 31 13 par 1.5

Section 07 32 14 par 1.6

Section 07 41 13 par 1.6

Section 07 52 00 par 1.9

Section 07 60 00 par 1.7

Section 07 61 15.00 20 par 1.8

38) If we need to submit hard copy proposals in person, is there a one-day pass that we can apply for? Or if not, how can we get access in the Fort Shafter on that day? Contractors who do not have access to Military Installations will need to check in at front gates located on Schofield Barracks, please plan for delays while receiving your day passes.

413th CSB, RCO-HI

742 Santos Dumont Ave. Bldg 108, 3rd Floor Wheeler Army Air Field, HI 96854

Additional RFIs will be NOT be accepted. Bids are still due on 22 September 2025 @1000 (HST)