Industry Day Elevator Maintenance Services.pdf

INDUSTRY DAY

ELEVATOR MAINTENANCE

SERVICES

Walla Walla District March 11, 2025

• Introduction of USACE Personnel

• Schedule

• Rules of Engagement

• Project Overview

• Q&A

• One-on-One Sessions

AGENDA

USACE PERSONNEL INTRODUCTIONS

Name Position

Brooke Moore Contracting Officer

Victoria Conway Contract Specialist

Jessica King Contract Procurement Specialist, Dworshak Dam (DWA)

Monique Scarnato Contract Procurement Specialist, Little Goose Lock and Dam (LGA)

Michael Votaw Contract Procurement Specialist, Lower Monumental Lock and Dam (LMA)

Krista Timm Contract Procurement Specialist, McNary Lock and Dam (MNA)

Corey Thomas & Nilesh Prasad

Contract Procurement Specialist, Ice Harbor Lock and Dam (HLD)

Bennett Moore Mechanical Engineer, Ice Harbor Lock and Dam (HLD)

Amanda Sparks Contract Procurement Specialist, Lower Granite Lock and Dam (LLA)

SCHEDULE

Time Topic

0830-0930 Project Presentation

0930-1530 One-on-One Sessions

• Q&A

• Orally

• Through the chat feature

• In writing via email to Brooke Moore and Victoria Conway

• Proprietary Information

• Clearly identify any questions or informationthat you consider proprietary.

• One-on-One Sessions

• Note that verbal answers provided during one-on-one sessions are considered "Unofficial".

RULES OF ENGAGEMENT

• Q&A Consolidation: consolidated list of questions and answers, as well as a copy of the PowerPoint, will be added to the notice on Sam.gov to communicate official Government responses to non-proprietary questions.

• Preliminary Nature of Discussions: All items discussed during the briefing and one-on-ones sessions are preliminary and subject to final acquisition strategy and solicitation approval.

• Pre-solicitation Communication: All communications from potential offerors shall be sent to:

brooke.n.moore@usace.army.mil and victoria.l.conway@usace.army.mil

• Post-solicitation Communication: After the final solicitation is released/posted, communications are limited to the Contracting Officer/Contract Specialist. All questions concerning the solicitation must be submitted through the Bidder Inquiry function in ProjNet.

RULES OF ENGAGEMENT (CONTINUED)

PROJECT INFORMATION

Elevator Maintenance Services

PROJECT OVERVIEW

• Project Description: The Walla Walla District Operating Projects requires a contractor to provide comprehensive elevator maintenance services, including routine and non-routine maintenance, repairs, and replacements.

• Contract type: Firm-Fixed Price and Time and Materials

• Period of Performance: Base year plus two option years

• Acquisition Strategy: Best Value based on price and meeting or exceeding all solicitation requirements.

• Basis of Selection of Award: The anticipated award will be made to the responsible Offeror whose quote conforms to the requirements of the solicitation, is fair and reasonable, and offers the best overall value to the Government, with appropriate consideration given to the selection factors as defined in the Solicitation.

• Access to Performance Work Statement: Draft Performance Work Statement Distributed to Contractors

• Place of Performance:

• Little Goose Lock and Dam, Dayton WA

• Lower Granite Lock and Dam, Clarkston WA

• Lower Monumental Lock and Dam, Kahkitus WA

• McNary Lock and Dam, Umatilla OR

• Ice Harbor Lock and Dam, Burbank WA

• Dworshak Dam, Ahsahka ID

• Important Dates:

• Target Solicitation Date: April 2025 – December 2025 (Subject to change)

• Target Award Date: May 2025 – January 2026 (Subject to change)

PROJECT OVERVIEW (CONTINUED)

It is anticipated that payment will be made under the following CLIN (Contract Line Item) Structure:

– CLIN 0001: Monthly Routine Maintenance - Elevator 1 - FFP

– CLIN 0002: Monthly Routine Maintenance - Elevator 2 - FFP

– CLIN 0003: Monthly Routine Maintenance - Elevator 3 - FFP

– CLIN 0004: Primary Nonroutine Maintenance - Not to Exceed - T&M

• Mechanic Rate per hour : [Insert rate]

• Team Rate per hour : [Insert rate]

• Mobilization/Demobilization : [Insert rate]

– CLIN 0005: Secondary Nonroutine Maintenance - Not to Exceed - T&M

• Mechanic Rate per hour : [Insert rate]

• Team Rate per hour : [Insert rate]

• Mobilization/Demobilization : [Insert rate]

• Payment for CLINs 0001, 0002, and 0003 will be made on a Firm Fixed Price (FFP) basis, with payment due upon completion of monthly routine maintenance services.

• Payment for CLINs 0004 and 0005 will be made on a Time and Materials (T&M) basis, with payment due upon completion of nonroutine maintenance services, subject to the Not to Exceed (NTE) amounts specified in the contract.

CLIN STRUCTURE

CONDITION OF PITS – LGA

DWA

HLD

LMA

QUANTITY, MANUFACTURER & DETAILS PER OPERATING PROJECT

Little Goose Lock and Dam

McNary Lock and Dam

Lower Monumental Lock and Dam

Lower Granite Lock & Dam

Ice Harbor

Dworshak Dam

• Virtual sessions with registered firms and their teams.

• Questions/Recommendations from Industry are Highly Encouraged.

• Verbal dialog between Government and Industry, both during today’s open forum and one-on-one appointments, is unofficial.

• Official responses to questions requires submittal of questions in writing to the Government as outlined previously.

• The Government will share official responses to all industry questions via Sam.gov; however, the names of the industry representatives and their companies will not be published.

• Proprietary information will not be published if properly identified.

ONE-ON-ONE INFORMATION

QUESTIONS FOR ONE-ON-ONE MEETINGS

1. What are the key differences in maintenance requirements and challenges between hydraulic and traction elevators, and how would you approach each type?

2. What type of contract do you think is most suitable for elevator maintenance services: Fixed Price, Time and Materials, or another type? Why do you recommend this approach?

3. The Government plans to create a mobilization/demobilization separately priced CLIN that includes round-trip travel from the contractor's office to the Operating Project location, applicable only to time and materials work, with one payment per T&M proposal. Considering the potential logistical challenges of remote project locations, do you anticipate any difficulties in accessing or servicing our elevators, and if so, how would you address them, considering the mobilization and demobilization requirements?

4. Can you confirm that you can meet the emergency callout and non-routine maintenance requirements outlined in the performance work statement? Are there any expectations that you consider unrealistic or overly ambitious?

5. What factors have the most significant impact on pricing when submitting a quote for elevator maintenance services? For example, does the type of elevator, location, age, or condition of the elevator pits influence the price more than other factors?

6. Do you develop a customized Maintenance Control Plan (MCP) for each project, or do you use a standard MCP that can be applied to all locations? If the latter, how do you adapt it to meet the unique needs of each project?

7. The Government aims to minimize overtime costs for non-routine work. How realistic is this expectation, and what constitutes overtime according to your company's policies? Are there any scenarios where overtime would be unavoidable?

8. Can you integrate your company's phone system with the elevator's emergency phone, and do you offer 24/7 surveillance and monitoring services?

9. Many of our elevators are outdated, and some parts may be obsolete. To what extent can you provide modernization services in-house, and under what circumstances would you need to subcontract work to other specialists?

10. Would you have to team to successfully complete this project? And if so – do you already have a major subcontractor identified?

11. What percentage of self-performance is anticipated?

12. Are there any questions or concerns that you would like to raise with the Government regarding the elevator maintenance services, contract terms, or any other aspect of the project?

Walla Walla District:

• Brooke Moore, Contracting Officer, brooke.n.moore@usace.army.mil

• Victoria Conway, Contract Specialist, victoria.l.conway@usace.army.mil

Internet Links:

• https://sam.gov

• https://www.acquisition.gov (Federal Acquisition Regulation)

POINTS OF CONTACT

mailto:brooke.n.moore@usace.army.mil mailto:kristin.a.Hernandez@usace.army.mil https://www.acquisition.gov/ https://www.acquisition.gov/

If you have additional questions and are not scheduled for a one-on-one session, please follow these steps:

• Submit your question in writing: Send your question in writing, as directed on slides 4 and 5

• Consolidated list of Q&A: The government will compile a list of all questions and answers, which will be posted on Sam.gov.

• Access to official responses: A copy of this PowerPoint presentation, along with the consolidated Q&A list, will be added to the notice on Sam.gov, providing official government responses to non-proprietary questions.

Q&A