Responses_to_Questions_for_Elevator.pdf

1. Combined synopsis/solicitation: Pages 1-2 - Tentative POP & 1.a. (4) If the offer is due March 24, how can a new service contractor be expected to mobilize for an April 1, start date? Will there be a postponement to the start of this contract?

Answer: Yes this date could move right on the calendar.

2. The PWS does not address damage caused by negligent misuse or vandalism.

What are the expectations for these types of services?

Answer: The cause of repairs is not determinative of the scope of basic work to be performed under the contract. Repairs, the cause of which are determined to be due to negligence or misuse by operators / users, fall within the basic work under the general scope of the contract. The PWS definition of “damaged” or “broken” elevators, lifts, or platforms necessitating repair includes, but is not limited to, those foreseeable causal events such as simple negligence and misuse by operators and users, malfunction of or defects in parts and mechanisms, normal wear and tear, and end of life cycle failures. This is not an exclusive list. Such causation is not considered “over and above” the basic requirements contained in the PWS. The Government shall determine the cause of damaged or broken elevators, lifts, or platforms requiring repair in accordance with applicable Federal and Agency regulations. The KO may determine repair services not outlined in the original equipment manufacturers’ service schedules are “Over and Above Work”.

The PWS will be amended, as follows:

2 Repairs

2.1: add “damaged”

Appendix 8

“Broken” – In a state of damage or fracture and no longer in working order as a result of such typical events as malfunction of or defects in parts and mechanisms, normal wear and tear, end of life cycle failures, misuse, simple negligence acts or omissions. This is not an exclusive list.

“Damaged” – In a state of injury or harm as to reduce value, use, or function as a result of intentional or unintentional acts or omissions. Basic work of damaged elevators, lifts, and platforms does may include repair services performed as a result of negligence or intentional acts of misuse.

“Negligence” – Includes actions that are “simple” and “gross” acts or omissions.

(1) Simple negligence is the absence of due care by act or omission that lacks that degree of care for property a reasonably prudent person would have taken under similar circumstances to avoid loss or damage to property. (2) Gross negligence is an extreme departure from due care resulting from an act or omission of a person, which falls far short of that degree of care for the property that a reasonably prudent person would have taken under similar circumstances.

It is accompanied reckless, deliberate, or wanton disregard for the foreseeable loss or damage to the property.

“Misuse:” The wrong or improper use or way of using an item. Misuse can be negligent and does not require a finding of intent of wrongdoing.

“Vandalism”: Action involving the deliberate destruction of or damage to property.

2.4. EXCLUDED SERVICES. Work falling within the general scope of the contract but not considered tasks within the basic repair service arrangement may be considered “over and above” services for purposes of this contract:

2.4.1. Alterations (a.k.a., modernizations, after-factory additions or deletions) are not considered basic work under this repair and maintenance service arrangement. (See Part 2, para. 3.2 Preventative Maintenance Report)

2.4.2. Acts or omissions by parties constituting vandalism, abuse, or gross negligence or misuse, damage resulting from rescue and recovery operations, acts of God (including damage resulting from emergency power generator power spikes and low quality) may result in repair services that are not considered basic work but still fall within the general scope of the contract.

2.4.3. Additional items excluded from the basic repair and maintenance services are cosmetic, construction, ancillary components of the VTE system including the finishing, repairing or replacement of the cab enclosure, ceiling frames, hoistway door panels, door frames, sills, car flooring, floor covering, main line power switches, main power breaker(s), hydraulic elevator jack outer housing, buried piping, smoke and fire sensors, fire service reports, main communication feeders to controller, security systems, batteries for emergency lighting and lowering that are not solely dedicated to the VTE. This list is not exclusive.

3. The PWS does not address after hours service calls. What are the expectations for these types of calls?

Answer: No afterhours service calls are anticipated for this contract. Emergency calls are outlined and defined in paragraph 2.3.2.

4. CLIN Structure Bid Sheet - CLIN # 0004 Can you please clarify the over and above work you want included in the pricing? Pricing on over and above work varies widely depending on the type of repair needed. How can we be expected to give you a single price per "job" when each job is going to be so different?

Answer: See Defense Federal Acquisition Regulation Supplement (DFARS) PGI

217.7701 and the implementing clause at DFARS 252.217-7028. DFARS PGI

217.7701(2) set forth the procedures for over and above work requirements as follows:

(2) Over and above requirements task the contractor to identify needed repairs and recommend corrective action during contract performance. The contractor submits a work request to identify the over and above work and, as appropriate, the Government authorizes the contractor to proceed.

(3) The clause at DFARS 252.217-7028, Over and Above Work, requires the contractor and the contracting officer responsible for administering the contract to negotiate specific procedures for Government administration and contractor performance of over and above work requests.

(4) The contracting officer may issue a blanket work request authorization describing the manner in which individual over and above work requests will be administered and setting forth a dollar limitation for all over and above work under the contract. The blanket work request authorization may be in the form of a letter or contract modification (Standard Form 30).

(5) Over and above work requests are within the scope of the contract. Therefore, procedures in DFARS Subpart 217.74, Undefinitized Contractual Actions, do not apply.

(6) To the maximum extent practical, over and above work shall be negotiated prior to performance of the work. This shall be priced per approved work request.

PWS Part 2 Specific Tasks:

5. 1.4 Regarding initial inspection of equipment “If the replacement of missing items or repair all items not in working order or serviceable condition is required, the Contractor shall wait for the KO’s approval.” Will government authorized “over and above” service to make the needed repairs noted during initial inspection or will Offeror be expected to repair as part of awarded contract?

Answer: “Over and above” work is that, which is within the general scope of the contract, not covered by the line item(s) for the basic work under the contract, and necessary in order to satisfactorily complete the contract. During performance, any repairs a contractor believes to be within the general scope of the contract but not within basic work may be brought to the attention of the KO.

Such work may be deemed “Over and Above” pursuant to DFARS Subpart 217.77.

2.3 Repair service calls states “Contractor shall repair and replace components of the elevator, lifts, and platforms at no additional cost to the Government”; however 2.3.1 states “the Contractor shall report to the work location, survey the repair, and provide the KO/COR an estimate of time and cost of repairs not covered in the full maintenance service contract, but necessary to bring the system back to operation.”

6. Under what circumstances will Government consider paying for “repairs not covered in the full maintenance service contract”? (Typically excluded conditions are negligence/abuse, result of outside forces (other Contractors), Acts of God, etc.)

Answer: See response to question 2 regarding repairs involving “damage caused by negligent misuse or vandalism.”

7. Is it government’s intent to have routine service calls and emergency service calls included in the service contract or are repairs considered “over and above services” which we will provide an estimate to Government for additional cost ?

Answer: It is the Governments intent to have Repair Service Calls consisting of “Routine Calls” and “Emergency Calls” under the contract. Any repairs that will require the replacement of parts to make the VTE safely operational will need to be submitted to the KO as a work request for approval under the Over and Above

CLIN.

8. For replacement parts for REPAIRS, does Government want them included in the cost of the maintenance contract or will they be reimbursable as “over and above” services?

Answer: Replacement parts that could be considered routine items, such as but not limited to, light bulbs, light covers, hardware, etc., shall be considered part of basic/routine services and should be priced under Elevator, Platform and Lift Services CLINS. In limited cases, the KO may consider the cost of replacement parts, individually and in the aggregate, as falling outside basic work. The contract shall follow the procedures of DFARS Subpart 217.77 and DFARS PGI 217.7701.

9. If parts are considered “over and above services”, does Government have any stipulations regarding pricing methodology?

Answer: See DFARS PGI 217.7701(2), (3) and (6) as well as Clause 252.217- 7028 for procedures on over and above. Also there is no “over and above services”. Any repairs covered by DFARS 252.217-7028 shall be negotiated at the before the required work.

10. For “over and above” services there is no CLIN line in the bid summary sheet;

are there stipulations regarding pricing methodology for these services?

Answer: Bid Sheet erroneously included CLIN 0004 Over and Above Work in the Bid Summary Sheet. This has been corrected. Pricing under the “Over and Above Work” shall be negotiated at the time the work is discovered and a work request, in accordance with DFARS Clause 252.217-7028, has been submitted to and approved by the Contracting Officer. Because work under this CLIN is not capable of definition before award, the Government is not including pricing under this CLIN for award.

Appendix 5 Estimated Workload Data:

Appendix 5-1: Estimated workload data for Eielson AFB

11. Question: Item 15 & item 16 are wheelchair platform lifts. For the other locations these are scheduled for quarterly services, but Government has them scheduled for Monthly service. Quarterly service meets manufacturer’s recommended service interval for this type of equipment. Would Government would like these units seen monthly or quarterly?

Answer: Update EAFB Elevator Pricing sheet to reflect Quarterly services.

Appendix 5-2 Estimated Workload Data for Fort Wainwright, Alaska

12. Question: Item 19 is listed as a 2500 lb. capacity Otis passenger elevator with an inspection frequency of quarterly. All other passenger elevators have a monthly inspection requirement. Would Government like this unit inspected quarterly or monthly?

Answer: No, this elevator manual calls for quarterly services.

Combined Synopsis Questions:

13. Contract Clauses and Provisions: Is there a limitation on % of work that can be subcontracted?

Answer: There is no limitation on % of work that your company can subcontract.

The prime contract will be responsible for any unsatisfactory performance by its subcontractor. Failure of the subcontractor to perform any work under the contract will not relieve the prime contractor from performance.

14. Solicitation/Offeror Requirements a. Offer Submission: If we email a complete electronic copy of the Offer Submission is a paper copy required to be sent also?

Answer: Only one form of Submission is required. If your company elects to email your offer/proposal to the Government, you will not be required to also submit a paper copy.

15. Can you tell me if these services are currently being performed by a contractor?

If so, could you please provide the incumbent name as well as the contract number?

Answer: For Eielson Air Force Base the current contract is FA5004-14-C-0006, incumbents name is Alaska Stairlift & Elevator. For Fort Greely the previous contract number was W912D0-14-C-0009, previous incumbent was Alaska Elevator Services. Fort Wainwright contract is W912D0-14-C-0007, incumbents name is Alaska Elevator Services.