SOLICITATION_QUESTIONS_AND_RESPONSES.docx

HVAC Maintenance: Response to Vendor Questions Question 1: Can we get all questions and answers of all offerers (anonymous)?

RESPONSE: ALL QUESTIONS SUBMITTED TO THE GOVERNMENT PRIOR TO THE DEADLINE WILL BE ANSWERED AND POSTED TO www.fbo.gov A SOON AS PRACTICAL BEFORE THE CLOSING DATE.

Question 2: You refer to form SF1449. There is no form included with this name. On which page can we find this form or can you sent it to us?

RESPONSE: THE SF 1449 IS TITLED, SOLICITATION/CONTRACT/ORDER FOR COMMERICAL ITEMS (PLEASE SEE NUMBER REFERENCED AT THE BOTTOM OF PAGE 1 OF THE SOLICITATIO) AND CONSISTS OF THE ENTIRE SOLICITATION.

Question 3: You ask for a fixed price. Do you mean a fix price for the first year and can we index the price for the option years, or should the prices for all years be a fixed price?

RESPONSE: FIXED PRICES SHOULD BE ESTABLISHED FOR THE UNIT PRICES ON EACH CONTRACT LINE ITEM NUMBER (OR CLIN).

CLINS THAT BEGIN WITH “0” INDICATE THE BASE YEAR, CLINS THAT BEGIN WITH “1” INDICATE THE FIRST OPTION YEAR, CLINS THAT BEGIN WITH “2” INDICATE THE SECOND OPTION YEAR AND CLINS THAT BEGIN WITH “3” INDICATE THE THIRD OPTION YEAR.

THE UNIT PRICES IDENTIFIED ON THE SUCCESSFUL PROPOSAL WILL BE THE FIRM FIXED PRICE USED TO DETERMINE THE VALUES OF EACH CLIN ON THE FINAL CONTRACT.

Question 4: You name troubleshooting during normal working hours. Is this task part of the fixed contract price or can we invoice the costs for this task additionally based on a hourly rate?

RESPONSE: TROUBLESHOOTING SHOULD BE CONSIDERED AS PART OF YOUR FIXED PRICE. HOWEVER, TASKS ASSOCIATED WITH TROUBLESHOOTING HAVE BEEN MOVED FROM THE PREVENTATIVE MAINTENANCE TASKS TO REPAIR TASKS.

IF TROUBLESHOOTING IS REQUIRED, IT WILL BE ISSUED ON A DELIVERY ORDER AS A REPAIR. THE TYPE OF REPAIR CLASS ISSUED WILL BE COORDINATED WITH THE CONTRACTOR PRIOR TO THE RELEASE OF THE DELIVERY ORDER.

Question 5: If troubleshooting is part of the fixed contract price, please give us the number of troubleshooting events we have to calculate with.

RESPONSE: AS STATED IN THE PREVIOUS RESPONSE, TROUBLESHOOTING IS NOW PART OF “REPAIRS” AND WILL BE ISSUED ON AN “AS NEEDED” BASIS. FOCUS SHOULD BE ON THE UNIT PRICE OF EACH REPAIR CLASS.

Question 6: You write that repair services is part of the contract. Do you mean that all costs for repair services are include in the fixed price or can we invoice the costs for repair services additionally based on an hourly rate?

RESPONSE: PLEASE REFERENCE PARAGRAPH 5.2.2.3.5 OF THE PERFORMANCE WORK STATEMENT.

“The contractor shall furnish all parts and materials required for preventative maintenance or repair of equipment under this contract up to €100.00 per instance. The Government shall be responsible for the acquisition of preventative maintenance or repair parts with a value over €100.00. If the Government is unable to procure the required repair parts within the time allotted for repairs on the delivery order, a modification extending the period of performance on the delivery order shall be issued.”

THE CONTRACTOR IS RESPONSIBLE FOR PROVIDING A UNIT PRICE FOR EACH INDIVIDUAL REPAIR UNDER EACH CLASS OF REPAIRS (CLASS I: 0-3 LABOR HOURS, CLASS II: 3-6 LABOR HOURS, AND CLASS III: OVER 6 HOURS). PLEASE PRICE REPAIR SERVICES, IN ACCORDANCE WITH THE APPROPRIATE CATEGORIES.

Question 7: If the costs for all repair services are included in the fixed contract price, please give us the number of events we have to calculate with.

RESPONSE: THE NUMBER OF ANTICIPATED REPAIRS IS RESPRESENTATED AS THE “QUANTITY” INDENTIFIED WITH EACH CLIN.

FOR EXAMPLE, THE MAXIMUM NUMBER OF CLASS I REPAIRS THAT CAN BE ORDERED UNDER THE BASE YEAR (REFERENCE CLIN 0008 ON PAGE 7 OF THE SOLICITATION) IS “90”.

PLEASE BE ADVISED THAT THE QUANTITY FOR EACH CLIN RESPRESENTS THE MAXIMUM NUMBER THAT MAY BE ORDERED IN ANY GIVEN CONTRACT YEAR. IT DOES NOT GARANTEE THAT THE GOVERNMENT WILL ORDER THE STATED QUANTITY, BUT RATHER, PROVIDES AN ESTIMATE THAT THE GOVERNMENT CANNOT EXCEED UNLESS A FORMAL MODIFICATION IS MADE TO INCREASE THE QUANTITY FOR THAT CLIN.

Question 8: You write that Level I OPSEC training is part of the contract for all employees under contract. Can we invoice the costs for this training separately?

RESPONSE: ANY COSTS ASSOCIATED WITH LEVEL 1 OPSEC TRAINING SHOULD BE INCLUDED IN THE OVERALL COST OF THE CONTRACT, AND MAY NOT BE INVOICED SEPARTELY.

Question 9: If the answer on previous question is not, what are the costs for this training and what is the duration of this training per person, so we can calculate this in the fixed contract price?

RESPONSE: LEVEL 1 OPSEC TRAINING IS AN ONLINE COURSE THAT LASTS APPROXIMATELY ONE (1) HOUR IN DURATION.

Question 10: You write that iWATCH training is part of the contract for all employees. Can we invoice the costs for this training separately?

RESPONSE: ANY COSTS ASSOCIATED WITH IWATCH TRAINING SHOULD BE INCLUDED IN THE OVERALL COST OF THE CONTRACT, AND MAY NOT BE INVOICED SEPARATELY.

Question 11: If the answer on previous question is not, what are the costs for this training and what is the duration of this training per person, so we can calculate this in the fixed contract price?

RESPONSE: IWATCH TRAINING IS AN ONLINE COURSE THAT LASTS APPROXIMATELY ONE (1) HOUR IN DURATION.

Question 12: Can you give us the request in Word-format, so we can fill in our quotes digital, or can we receive the forms we have to fill in, separately in Word-format?

RESPONSE: THE SOLICIATION IS POSTED IN PDF FORMAT ONLY.

Question 13: Payment must be made in an automatic payment system (Called WAWF). Is there more information about this system available and how we should set up this system?

RESPONSE: WIDE AREA WORKFLOW PAYMENT (WAWF) INSTRUCTIONS CAN BE FOUND UNDER FAR CLAUSE 252.232-7006, WHICH IS INCLUDED IN THE SOLICITATION BEGINNING ON PAGE 81.

ADDITIONAL WAWF WEB-BASED TRAINING CAN BE ACCESSED AT https://wawf.eb.mil/

Question 14: Can you confirm that we can invoice per quarter?

RESPONSE: YES QUARTERLY INVOICING IS ACCEPTABLE.

Question 15: Can you confirm that payment term is 30 days or less?

RESPONSE: PAYMENT SHALL BE PROCESSED WITHIN 30 DAYS OR LESS OF AN ACCEPTED INVOICE. IF AN INVOICE IS NOT PAID WITHIN 30 DAYS OF ACCEPTANCE, THE DEPARTMENT OF FINANCE AND ACCOUNTING SERVICES (DFAS) WILL AUTOMATICALLY IMPOSE AN INTEREST CHARGE ON THE INVOICE.

Question 16: Repairs must be offered in according to a maximum amount (for example a maximum quantity of 90 on page 7). Is it an obligation or a optional quote to offer this?

RESPONSE: THE QUANTITY FOR EACH CLIN RESPRESENTS THE MAXIMUM NUMBER THAT MAY BE ORDERED IN ANY GIVEN CONTRACT YEAR.

IT DOES NOT GAURANTEE THAT THE GOVERNMENT WILL ORDER THE STATED QUANTITY, BUT RATHER, PROVIDES AN ESTIMATE THAT THE GOVERNMENT CANNOT EXCEED UNLESS A FORMAL MODIFICATION IS MADE TO INCREASE THE QUATITY FOR THAT CLIN.

Question 17: If the answer on previous question is yes, what happens if we exceed amount mentioned?

RESPONSE: THE CONTRACTOR SHALL NOT PROVIDE SERVICES WITHOUT A DELIVERY ORDER BEING ISSUED ON THE BASE CONTRACT.

THE GOVERNMENT CANNOT ORDER MORE THAN THE MAXIMUM QUANTITIY ESTABLISHED FOR EACH CLIN.

IF THE GOVERNMENT REQUIRES MORE THAN THE ESTIMATED QUATITIY IN ANY GIVEN YEAR, A MODIFICATION TO THE CONTRACT MUST BE MADE, BEOFRE ADDITIONAL SERVICES MAY BE ORDERED.

Question 18: Is it possible to invoice separately for the additional repairs? (For example the repairs that exceed the mentioned amount) RESPONSE: THIS REQUIREMENT IS NOT FOR REGULARLY SCHEDULED MAINTENANCE, BUT RATHER, PROVIDES A CONTRACT VEHICLE FOR THE GOVERNMENT TO “ORDER SERVICES AS NEEDED.”

NO SERVICES MAY BE PERFORMED WITHOUT THE ISSUANCE OF A DELIVERY ORDER. THE CONTRACTOR SHALL PERFORM ONLY SERVICES IDENTIFIED ON INDIVIDUAL DELIVERY ORDERS, ISSUED AND PROVIDED TO THE CONTRACTOR BY THE CONTRACTING OFFICER.

THE CONTRACTOR MAY INVOICE ONLY FOR THOSE SERVICES IDENTIFIED ON A DELIVERY ORDER.

Question 19: In recent past there was sometimes paid for services with a credit card in the name of the client. Is this still happening today?

RESPONSE: THE GOVERNMENT PURCHASE CARD (OR GPC) IS USED FOR PURCHASES UNDER THE MICROPURCHASE THRESHOLD. RECURRING SERVICES THAT EXCEED THE MICROPURCHASE THRESHOLD DURING ANY FISCAL YEAR MUST BE ACQUIRED USING A FORMAL CONTRACT, WHICH IS THE CASE FOR THIS ACQUISITION.

A GPC TRANSACTION IS NOT AUTHORIZED FOR CONTRACT AGREEMENTS.

Question 20: Is it correct that we must submit a price every year for the inventory and labeling of 400 assets?

RESPONSE: AN ESTIMATED QUANTITIY OF “400” FOR INVENTORY AND LABELLING UNDER EACH OPTION YEAR DOES NOT MEAN THE GOVERNMENT WILL ORDER A NEW INVENTORY OF ALL SYSTEMS EACH YEAR.

THE QUANTITY FOR EACH CLIN RESPRESENTS THE MAXIMUM NUMBER THAT MAY BE ORDERED IN ANY GIVEN CONTRACT YEAR. IT DOES NOT GUARANTEE THAT AMOUNT WILL BE ORDERED.

NEW UNITS MAY BE INSTALLED, OLD UNITS MAY BE REPLACED OR REMOVED ENTIRELY. THE CONTRACTOR WILL BE RESPONSIBLE FOR UPDATING THE INVENTORY AS REQUIRED OR NECESSARY ON INDIVIDUAL DELIVERY ORDERS.

Question 21: If the answer on previous question is yes, what happens if this amount is exceeded or if this amount not will be reached?

RESPONSE: AS PREVIOUSLY STATED, THE MAXIMUM QUANTITY RESPRESENTS AN ESTIMATED TOTAL THAT THE GOVERNMENT MAY NOT EXCEED IN ANY GIVEN CONTRACT YEAR.

IF MORE QUANTITIES ARE REQUIREMENT, A FORMAL MODIFICATION TO THE CONTRACT MUST BE PROCESSED BY THE CONTRACTING OFFICER TO INCREASE THE QUANTITIES.

Question 22: In the first two years the amount of heating installations is 60 pieces. In the third an fourth year the amount is 121 pieces. What causes this difference?

RESPONSE: THERE IS CURRENTLY ANOTHER CONTRACT IN PLACE FOR THE MAINTENANCE OF SOME SYSTEMS. THIS OTHER CONTRACT WILL EXPIRE BY THE 3RD OPTION YEAR.

Question 23: Every contract year we need to offer filling the Contractor Manpower Reporting system. Is there an example of this system available? (So that we can estimate how much time there will be involved.)

RESPONSE: CONTRACTORS MAY ACCESS THE CONTRACTOR MANPOWER REPORTING SYSTEM BY ACCESSING THE FOLLOWING LINK: https://www.ecmra.mil/Login.aspx. THIS LINK PROVIDES ACCESS TO FREQUENTLY ASKED QUESTIONS, AS WELL AS USER MANUALS.

PLEASE BE ADVISED THAT THIS REQUIREMENT IS FOR THE DOCUMENTATION OF LABOR HOURS EXPENDED UNDER THE CONTRACT ONLY. THE CONTRACTOR PROVIDES THE NUMBER OF HOURS INVOICED, AND THE TOTAL NUMBER OF DOLLARS SPENT ON LABOR.

IF THE CONTRACTOR HAS ISSUES ACCESSING OR USING THE SYSTEM, THE GOVERNMENT WILL ASSIST WITH INPUTTING THE INFORMATION.

Question 24: At what part of our offer should the air-conditioners being mentioned, whose CO2 value isn’t known? At the offer of the installations with a CO2 value < 5000? -OR- At the offer of the installations with a CO2 value > 5000? -OR- Our proposal: Can they all be mentioned together without the differences in CO2 value?

RESPONSE: PLEASE FOCUS ON THE UNIT PRICE FOR EACH CLIN. IDENTIFIED SYSTEMS IN THE SOLICITATION MAY CHANGE, OR BE REPLACED OR REMOVED ENTIRELY. THE SYSTEMS WERE PROVIDED TO GIVE PROSPECTIVE OFFERS AN IDEA WITH REGARDS TO THE SIZE AND TYPE OF THE SYSTEMS USED ON EACH INSTALLATION.

WHAT IS THE UNIT PRICE FOR AN AC SYSTEM WITH A CO2 VALUE >5000? AND WHAT IS THE UNIT PRICE FOR AN AC SYSTEM WITH A CO2 VALUE < 5000?

AFTER IDENTIFYING A UNIT PRICE, MULTIPLY THE UNIT PRICE BY THE MAXIMUM QUANTITY TO ESTABLISH YOUR TOTAL VALUE FOR EACH CLIN.

Question 25: Can you limit contractor's liability for damage to a maximum of €500.000,- euros?

RESPONSE: NO

Question 26: Is there a separate way to invoice for scaffolding for those systems on the ceilings of tall buildings?

RESPONSE: A SEPARATE CLIN HAS BEEN CREATED FOR SCAFFOLDING.

Question 27: Is there a way to separate smaller ventilation or heating systems from larger ventilation or heating systems?

RESPONSE: A SEPARATE CLIN HAS BEEN ADDED TO ACCOUNT FOR SMALLER HEATING AND VENTILIATION SYSTEMS. SYSTEMS WILL BE DIVIDED AS SUCH: