RFI 5SEP24 Final (002).pdf

Answers to Industry Questions

1. Solicitation, page 86, Subfactor 2

Would the government confirm that all key personnel and technicians must possess the certificates mentioned, and that these certificates must be current and verifiable?

Answer: See revised PWS para. 2.1.11.1.6 Qualification Standards and 52.212-2/

Subfactor 2.

2. Solicitation, page 86-87, Subfactor 3

Would the government confirm that all individuals or employees of the bidder named in the solicitation must have at least one year of experience completed within the last five years in a relevant and comparable contract?

Answer: Subfactor 3 states: "To be deemed acceptable, the offeror’s proposal must include supporting documentation demonstrating that either the offeror, or subcontractor(s), have one (1) year of relevant experience within five (5) years preceding the issuance of this solicitation." Emphasis on "Offeror".

3. PWS, page 12-13, 2.1.11.1.6 + 2.1.11.1.6.1 + 2.1.11.1.6.2

Would the government confirm that all technicians and personnel who will perform work under the contract must have valid certificates IAW the trades and regulations listed in

PWS 2.1.11.1.6.2 at all times, prior to the submission of the tender, and that these certificates must be submitted with the solicitation?

Answer: See answer to question 1 above, para. 2.1.11.1.6 Qualification Standards has been revised to removed the word "key". For Subfactor 1 , the certificates are applicable to the Offeror. For Subfactor 2, one certificate for each qualification must be provided.

4. TE 2, page 1, 5.2

Would the government confirm whether the cost for personnel performance during German Law checks, such as 'Sachverständige' or specialized personnel from 'TÜV', 'DEKRA', 'GTÜ', etc., needs to be included in the PM price, or if these costs will be reimbursed separately?

Answer: The price for ALL services must be included in the total price proposed against the CLINS established in the solicitation. Offerors are not to include additional CLINs or ELINs into their price proposal.

IAW Technical Exhibit 2 5.2 Preventive Maintenance (PM): "Cost for these checks shall be included in the maintenance costs, based on line item. All additional material testing certifications and equipment costs must be included in the maintenance FFP CLIN cost."

Please see Technical Exhibit 12 for segregation of costs between OMA and AFH.

5. TE 2, page 1, 5.2

Could the government clarify whether costs for specific materials tailored to individual equipment for preventive maintenance, such as oil, regeneration salt, and filters for ventilation systems, are included in the materials items or replacement parts? Or should we calculate all of these types of material costs in the preventive maintenance pricing?

Answer: The cost for materials must be added to the replacement parts CLINs.

6. PWS, page 11, 2.1.11

Would the government kindly confirm that Key Personnel and all Technicians must be located in the area and perform their work at USAG Ansbach, e.g. the 'Master Electrician' cannot be based in Berlin?

Answer: A location for employees working under this contract has not been specified. The

Offeror must be able to perform all services in accordance with the terms and conditions in the contract.

7. TE 2, page 3, 5.11 + 5.4

It is our understanding that all equipment repairs exceeding 25% of the replacement value and/or greater than 10,000 Euros will require a written cost estimate itemizing all cost elements by ELIN, and the contractor must obtain approval from the COR before continuing work. Would the government kindly provide information regarding the original costs of installation, so that the replacement value can be calculated?

Answer: The Government is not able to provide the data.

8. TE 2, page 2, 5.4

It is our understanding that the contractor must be on-site within 24 hours. However, before they can begin diagnosing the malfunction and repairing the equipment, they are required to provide a cost estimate. Would the government kindly confirm if this is the case or provide further instructions on this process?

Answer: The contractor must be on site within 24 hrs. If the technician cannot complete the repair immediately or spare parts are needed, the Contractor needs to coordinate with the COR to complete the repair. An estimate is only necessary if the costs exceed

10.000 Euro or 25% of the system costs.

9. TE 2, page 2, 5.5

It is stated that the contractor must respond to the job site within two (2) hours from receipt of an emergency call. However, before they can begin diagnosing the malfunction and repairing the equipment, they are required to provide a cost estimate.

Given that this is an emergency call, would the government kindly clarify how the contractor is expected to provide a cost estimate before starting the repair?

Answer: TE 2, Page 2, para. 5.5 The contractor shall respond to the job site within two (2) hours from receipt of a call. Upon arrival to the job site the contractor shall evaluate the malfunctioning equipment. Once the problem is determined the contractor representative shall repair the issue or if not possible shall determine the life, safety and health risks and provide a cost estimate to a COR the next working day, who will evaluate the estimate and either accept or reject the estimate.

10. TE 2, page 2; 5.5

It is our understanding that the contractor is required to obtain oral work authorization from the Contracting Officer (KO), even for work scheduled during the night or very early morning. Could the government please clarify whether either the Contracting

Officer Representative (COR) and/or the KO will be available 24/7 at each job site to facilitate this process?

Answer: TE 2, page 2, para. 5.5 is for emergency calls in which the COR will reach out to the Contractor to coordinate evaluation of malfunctioning equipment. The COR will be available to review the estimate timely.

11. TE 2, page 2; PM Procedures

Would the government kindly provide details on the criteria used to determine what constitutes 'if necessary' for both 'Repair if necessary' and 'Repaint if necessary' during Preventive Maintenance (PM)? Or confirm if this determination is made solely by the contractor?

Answer: Cannot find the language cited “Repair if necessary” and “Repaint if necessary”, please clarify.

12. TE 2, page 2 PM Procedures

Would the government confirm that PM must be performed in accordance with the manufacturer's guidelines, VDMA 24186 T1-7, relevant German laws, and the

Environmental Management System (DIN EN ISO 14001:2015) and associated regulations?

Answer: Yes

13. ELIN LL, Air Compressor

Could the government please confirm whether the following Equipment Service Preventive Maintenance types are included in this Contract Line Item Number (CLIN)?

● Cold Air Dryer

● Oil water separators

● Eco Drain

● Pressure Tank

● Charcoal Absorber

● Absorbent Dryer

● 5 and 10 yearly TÜV Specialist Audit (Testing)

Answer: ELIN LL includes all the listed items.

14. All CLINs

Could the government please clarify whether the costs associated with using a lifting platform or other tools and equipment for preventive maintenance (PM) must be included in the fixed price for PM? Additionally, are the costs incurred from using lifting platforms during repairs considered material costs?

Answer: The cost associate with of all necessary equipment must be included in the

Preventive Maintenance CLINs.

15. Solicitation, page 50, 52.212-4, (e) , Definitions, (ii)

If a subcontractor is necessary for repair work, would the government confirm if we can be reimbursed the difference in compensation in cases where the hourly rate from our subcontractor is higher than our own rate?

Answer: The Government will only pay the hourly rates for Regular Repairs and

Emergency Repairs CLINs as proposed in Attachment II – ELIN Sheet submitted in response to the solicitation.

16. TE 2, page 4; 5.12

Would the government confirm if the point regarding Refrigerants and other Chemicals also includes oil from barriers and air compressors?

Answer: Yes

17. General

Would the government kindly provide a list of necessary Preventive Maintenance (PM) parts?

Answer: No, please refer to the Technical Exhibits, particularly TE 1 for a list of

Inventory List of RPE.

18. General

Would the government kindly provide data on the types of refrigerants used in the cooling equipment?

Answers: Interested Offerors are encouraged to attend the Site Visit scheduled for

Monday 16 September 2024 at 0900 HRS IOT tour the facilities and note the various type of equipment/refrigerants.

19. General

Would the government kindly provide its records for scheduled inspections as per

German law?

Answer: Inspections books are available for equipment which has to be checked by

German law.

20. Solicitation, page 53, 52.212-4, (i) Payments, (ii) Materials, (D) Other Costs, (2) Indirect Costs

Is it correct to interpret that the government means the contractor will not be reimbursed for costs associated with ordering materials, management expenses, coordination of subcontractors, etc.?

Answer: The Government will pay for the cost to provide preventative maintenance and repair of heating, cooling systems, and real property equipment within United

States Army Garrison (USAG) Ansbach IAW the prices proposed in Attachment II –

ELIN Sheet.

21. TE 3

Would the government confirm that the description of the tasks during the Preventive

Maintenance (PM) is considered the minimum requirement, with VDMA 24186, manufacturer instructions, and German Law Inspections being additional requirements?

Answer: German law inspections are included into the PM.

22. General

Is it correct to understand that the documentation ('Wartungs- und Prüfprotokolle') must be created individually for each piece of equipment?

Answer: Documentation sheet regarding manufacturer guidance can be provided either in print form or digitally.

23. TE 10

Would the government kindly confirm if it is required for the contractor to have an entry in the Register of Qualified Craftsmen for Heating and Plumbing Gas Systems?

We believe this is necessary because the ELINs CK, QS, FP, PT, HD, KV, and KW require such an entry and specialized personnel as outlined in TE 9. Is this requirement indeed included?

Answer: Yes the craftsman who work on Gas and Plumbing systems must be registered craftsmens/ journeyman.

24. Personnel basic qualifications

Could the government please confirm our understanding that, according to German law, the minimum qualifications for employees performing work in the following systems are as follows:

● Electric systems: only electrical journeymen

● Cooling systems: only cooling journeymen

● Heating systems: only heating journeymen

● Gas and water systems: only plumbing journeymen

Answer: Yes, correct.

25. PWS 2.1.3.3 / TE2 / TE4

We have encountered conflicting information regarding the response time for an emergency call in PWS 2.1.3.3 (response time within one hour), Technical Exhibit 2

(response time within two hours), and Technical Exhibit 4 (response time within one hour). Would the government kindly provide clarification on the correct response time?

Answer: Two (2) hours is correct.

26. PWS, page 14

2.2.3.2

According to PWS 2.2.3.2, there are three priorities: Emergency, Urgent, and Routine

Call. However, there are only two price categories: Regular Repair and Emergency

Repair. Would the government please provide clarification on this discrepancy?

Answer: Urgent and Routine Services are priced under the PM CLINs, Emergency

Repairs have a separate CLIN. Urgent repairs are completed during regular working.

Emergency is different, on-call with short response time.

27. PWS, page 22; 2.5.4.1

German law requires specialized training or qualifications for servicing hydraulic systems and hoses. Could the government kindly confirm that bidders must possess these qualifications (befähigte Person zur Prüfung von Hydraulikschlauchleitungen) prior to submitting their bids?

Answer: The Contractor’s personnel must be qualified prior to beginning performance on this contract.

28. PWS, page 22: 2.5.4.1

German law requires specialized training and certification for work on UPS systems, specifically a certificate for working under voltage (AUS - Arbeiten unter Spannung).

Could the government kindly confirm if this certification is required for bidders prior to submitting their bids?

29. PWS, page 22: 2.5.4.1

German law requires specialized training as a vehicle mechatronics technician for work on generators. Could the government kindly confirm if this training is required for bidders prior to submitting their bids?

30. TE2, 5.11.2 / PWS 2.2.3.1

We have encountered conflicting information regarding the cost limits for facility repairs as stated in TE2, 5.11.2 (2,500 Euros) and PWS 2.2.3.1 (3,000 dollars and/or 32 working hours). Would the government kindly provide clarification on which limit should be followed for facility repairs?

Answer: 3,000 dollars and/or 32 working hours is correct, see updated TE 2.

31. PWS, page 25, 3.6.5

It is our understanding that Work Certificates are to be submitted digitally, IAW PWS

3.6.5. Would the government kindly confirm?

Answer: The inspector can sign on paper, but it is needed digitally for invoicing purposes.

32. PWS 5.4 / TE2, 5.6

We have encountered conflicting information regarding the time frame for closing out repair calls as stated in PWS 5.4 (30 working days) and TE2, 5.6 (10 working days).

Would the government kindly provide clarification on which time frame should be followed for closing out repair calls?

Answer: 30 Days is efficient in case of ordering material. See updated TE 2.

33. ELIN & TE 12

Could the government clarify the discrepancy between the ELIN sheets and Technical

Exhibit 12 regarding the number of dryers? The ELIN sheets specify 9 dryers (Item No.

021), while TE 12 lists 21 dryers. Which unit is correct?

Answer: See updated ELIN sheet.

34. ELIN & TE 12

We noticed the following items are listed in the ELIN sheet but are not included in

Technical Exhibit 12: Item No. 056 (Sewer Pump under 15 KW), Item No. 057 (Sewer Pump over 15 KW), Item No. 058 (Domestic Water Pump), Item No. 059 (Solar Systems over 12 sqm), and Item no. 055 (Solar Systems with Geothermal Collector).

Would the government kindly confirm if these items are to be added in Technical Exhibit 12, or should they not be priced in the ELIN sheet?

Answer: The TE 12 Sheet is changed. Please use the new form. Also, water reservoirs are included. Item no. 055 (Solar Systems with Geothermal Collector) is moved to Item 10.