4.2 _Vendor Questions - Answers.pdf

Important Notice to All O erors regarding Revised ELIN Pricing Schedule

ATTENTION: REVISION TO PRICING STRUCTURE AND ELIN SHEETS

The Government has �undamentally revised the structure o� the ELIN Pricing Sheets to clari�y pricing requirements.

Because this solicitation contains separate, dedicated Contract Line Item Numbers (CLINs) specifically �or Labor Hours and Spare Parts, the individual columns/entries �or Labor and Spare Parts have been entirely deleted �rom the �acility-specific ELIN sheets.

As a direct result o� these deletions, the ELIN numbering sequence has changed �or all locations.

Mandatory Action �or Bidders:

1. You must discard any previous versions o� the ELIN pricing schedule.

2. You must utilize the newly attached, revised ELIN Sheet (labeled: "C. ELIN Sheet revised (1Jul26) _912PB26RA011”) to submit your final o er.

3. Ensure you price your Labor Hours and Spare Parts only under their designated, standalone CLINs as specified in the updated schedule.

Failure to use the revised ELIN sheet will result in an inaccurate pricing submission and may render your proposal non-compliant.

Location CLIN Structure (OMA vs. AFH)

To ensure accurate pricing, o erors are reminded o� the contract structure. Each location �eatures separate, dedicated CLINs �or Maintenance (firm-fixed-price), Labor Hours (time-and-materials), and Spare Parts (allowance), divided by �unding type:

Funding Type Program / Facility Scope Applicable CLINs per Location

OMA General Base & Operational Facilities Maintenance, Labor Hours, & Spare Parts

AFH Army Family Housing Facilities Maintenance, Labor Hours, & Spare Parts

O erors must ensure that OMA and AFH pricing are kept strictly separate under their respective, designated CLINs. Do not combine these costs.

Attachment 04 - Operator Manual (Wagner): This has been o icially attached to the Amendment �or your technical re�erence.

Attachment 05 - Manu�acturer Guide (Gama-tronik Kitchen) : This has been o icially attached to the Amendment �or your technical re�erence.

Vendor Questions – W912PB26RA011 Services on Fire Extinguisher/Springler Systems

1. PWS 1.1 – Applicable Standards (PWS 1.1)

The PWS re�erences only NFPA standards, while the CLS (Attachment 01) and ELIN Sheet also cite VdS guidelines. Are both NFPA and VdS standards binding �or contract per�ormance?

Answer:

Yes. Both National Fire Protection Association (NFPA) and VdS guidelines are binding �or contract per�ormance under this solicitation.

2. PWS 1.4 – Facility Access (PWS 1.4)

The PWS states the contractor is responsible �or ensuring �acility access, while the COR is described as providing partial support.

Please clari�y: (a) Will keys or access credentials be issued to the contractor? (b) Would the Government provide specific instructions �or gaining access to these �acilities and a list o� responsible POCs �or each building?

Answer:

(a) Keys or physical access credentials �or standard �acilities will be issued to the designated contractor personnel, with the exception o� restricted, secured, or sensitive in�rastructure. For secured/sensitive areas, specific escorted access or localized coordination will be required through the Contracting O icer's Representative (COR).

(b) For public and high-tra ic operational areas (such as Dining Facilities, housing sections, or main o ice complexes), it is the sole responsibility o� the contractor to coordinate scheduling, identi�y local building managers, and establish their own Point o� Contact (POC) list to �acilitate daily operations.

3. PWS 2.4.3.1.2 – Site Foreman Presence (PWS 2.4.3.1.2)

PWS 2.4.3.1.2 requires the Site Foreman to be "present on-site" during "specified operation hours." Does "specified operation hours" re�er only to the hours when maintenance and repair work is actively being per�ormed, rather than normal base operating hours?

Requiring permanent Site Foreman presence at each base during all operating hours, regardless o� whether maintenance and repair work is being conducted, would result in approximately 6,240 idle labor hours annually (40 hours/week × 52 weeks × 3 Site Foremen), representing a substantial and uneconomical cost to the Government. Would the Government accept Site Foremen being available via video con�erence (MS Teams, FaceTime, etc.) during non-work periods, with the ability to arrive on-site within 120 minutes i� required?

Alternatively, i� physical presence is required even outside periods o� actual contract per�ormance, please clari�y where such personnel are expected to remain and whether suitable o ice or accommodation �acilities will be provided by the Government �or this purpose.

Answer:

(a) Specified Operating Hours & Physical Presence:

"Specified operating hours" re�ers strictly to the hours when maintenance and repair work is actively being per�ormed within each respective military community. A Site Foreman is not required to be physically present on base during times when no contract work is occurring. However, during active maintenance and repair operations, the designated Site Foreman must be physically on-site and serve as the primary point o� contact �or the Government. Availability via video con�erence is not an acceptable substitute �or physical presence during active work periods.

(b) On-Call & Emergency Response during Non-Work Periods:

Outside o� active work windows, the Site Foreman must remain reachable via telephone or other digital means. In the event o� an urgent or emergency requirement, the Contractor must adhere to the response times established in the Per�ormance Work Statement (PWS):

• Priority 1 (Emergency): The contractor shall be physically on-site no later than two

(2) hours a�ter the request, as defined in PWS Para 2.6.2.2.

• Routine On-Call Repair: The contractor shall be physically on-site within �our (4) hours o� receiving the notification, as defined in PWS Para 2.5.3.

(c) Government Accommodations/O ice Space:

Because physical presence is only required during active work per�ormance or �or on-call/emergency responses, the Government will not provide dedicated o ice space, staging areas, or accommodation �acilities �or Site Foremen under this contract.

4. Site Foreman Qualification Requirements (PWS 2.4.3.1.2)

PWS 2.4.3.1.2 requires specific VdS training credentials per BetrSichV Section 2(6).

However, German law (BetrSichV and TRBS 1203) defines a "qualified person" (be�ähigte Person) through vocational training, pro�essional experience, and current occupational activity, without namely mandating specific certificates. Our technicians meet German regulatory requirements as qualified persons in either electrical or plumbing trades, and �or servicing gas suppression systems, only duly VdS-qualified personnel would be involved.

Would duly documented evidence demonstrating compliance with German legal standards be acceptable in lieu o� the specific credentials listed in PWS 2.4.3.1.2?

Answer:

The Government acknowledges that German law, including BetrSichV and TRBS 1203, provides a general definition �or a "qualified person" (be�ähigte Person) based on vocational training and experience.

However, �or the li�e-sa�ety systems covered under this contract, a risk assessment has determined that a higher level o� qualification is required to ensure system integrity and protect personnel and property. There�ore, the specific certifications listed in the Per�ormance Work Statement (PWS) are considered the minimum acceptable standard.

The requirements stated in PWS Paragraph 2.4.3.1.2 �or a VdS-certified sprinkler attendant and VdS-certified gas extinguishing system maintainer are mandatory.

General evidence o� being a "qualified person" in a trade is not an acceptable substitute �or these specific, mandatory credentials.

5. VdS Certification Scope �or SF and technicians (PWS 2.4.4.3.1)

Given that gas suppression system services occur only once annually, would the Government accept a VdS-certified Site Foreman assigned ad-hoc specifically �or those annual tasks, while non-VdS-certified Site Foremen supervise all other work? Similarly, would the Government confirm that Service Technician qualifications may be limited to the specific fire extinguishing system types �or which they would actually per�orm inspection, maintenance, testing, or repair services? Specifically, may technicians per�orming only monthly sprinkler system inspections be qualified solely �or sprinkler systems, while gas suppression system work is per�ormed exclusively by VdS-certified gas system specialists during annual services?

Answer:

(a) Site Foreman Qualifications:

Yes. The Government accepts the utilization o� a VdS-certified Site Foreman on an ad-hoc basis specifically to supervise specialized gas suppression system tasks, provided that a qualified Site Foreman is present to supervise all other routine maintenance and repair operations in accordance with the PWS.

(b) Service Technician Qualifications:

Yes. Service Technician qualifications may be limited to the specific fire extinguishing system types they are actively assigned to inspect, maintain, test, or repair. Personnel per�orming monthly sprinkler inspections must be qualified �or sprinkler systems, while specialized gas suppression system work must be per�ormed exclusively by certified gas system specialists (such as a VdS-certified gas extinguishing system maintainer).

It is the Contractor's business decision whether to utilize permanent sta or clear, qualified ad-hoc subcontracted specialists �or these annual/semiannual (Hohen�els) requirements, provided all PWS credentialing and sa�ety standards are �ully met during per�ormance.

6. Quality Control Inspection Scope (PWS 3.2)

Must Quality Control inspections be per�ormed on all work orders, or would a representative sample be acceptable given that all work will be per�ormed by highly qualified, certified technicians?

I� QC inspections are required �or all work orders rather than a representative sample, this would lead to a substantial increase in labor hours and associated costs to the Government, which we deem uneconomical.

Answer:

The proposed sampling methodology is disapproved Technicians cannot sel�-inspect.

Under UFC 3-600-01, NFPA 72, and DIN 14675, QC inspections must be conducted by an independent, qualified QC Specialist. Any proposed statistical sampling method must be heavily detailed, statistically validated, and approved by the Government within the Contractor's Quality Control Plan (QCP) prior to implementation.

7. Quality Control Inspector Qualifications (PWS 3.2)

Beyond the requirement that QC inspectors not be “lead persons or first-line supervisors”, are there specific qualifications required �or QC inspectors?

Answer:

Quality Control Manager (QCM) Qualifications:

The QCM must possess a minimum o� two (2) years o� relevant experience in quality management and is responsible �or the overall management and implementation o� the Contractor's Quality Control Plan (QCP). Evidence o� this experience (e.g., employment re�erences, pro�essional certifications, or diplomas �rom accredited educational institutions) must be submitted to the Government �or review at the Post-Award Con�erence.

8. Facility Manager Contact In�ormation (PWS 2.5)

PWS 2.5 requires coordination with Facility Managers, but no contact list is provided. Will the Government �urnish an up-to-date FM contact list, and who is responsible �or maintaining it?

Answer:

An up-to-date Facility Manager (FM) Point o� Contact (POC) list will be provided to the Contractor by the COR and the DPW Utilities Department at the Post-Award Con�erence / start o� the contract.

While the Government will provide the initial list, it is the Contractor's responsibility to maintain and update their internal contact directory as they coordinate day-to-day scheduling with the respective building managers. Any critical communication, access issues, or changes to key personnel must be routed through the COR.

9. Discontinued or Long-Lead Spare Parts (PWS 2.6.2.2)

When specified spare parts are discontinued, obsolete or have extended delivery times, are equivalent/compatible substitute parts �rom alternate manu�acturers acceptable?

Answer:

Yes, equivalent or compatible substitute parts �rom alternate manu�acturers may be acceptable i� the original specified parts are discontinued, obsolete, or have extreme lead times that impact mission readiness.

However, any proposed substitute parts must meet or exceed all original manu�acturer specifications and VdS certification requirements. The Contractor must submit a �ormal request �or substitution—including technical data sheets, compatibility documentation, and lead-time justification—to the COR �or review and written approval prior to purchasing or installing any non-OEM/alternate parts.

10. Priority Level Definition and Approval Authority (PWS 2.6.2.2)

Regarding priority-level repairs: (a) Who determines the priority level (COR, KO, or other)?

(b) Are these contacts available 24/7 �or emergency repairs? (c) For repairs exceeding €5,000 requiring approval, who is the approving authority? (d) Who may authorize priority-level downgrades i� circumstances change?

Answer:

The COR is the prime POC �or the contractor and is responsible �or approval and all coordination o� repairs. The COR is not available 24 hours a day, and the government has no intending to make this a requirement. The DPW / DRS emergency service is responsible then as stated in the PWS.

11. Gas Suppression System Service Frequency

Attachment 01 (Section 5.1.7) specifies one annual service �or gas suppression systems, but the ELIN Sheet indicates eight services. Please clari�y the correct service �requency.

Answer:

Attachment 01 (Revised CLS - Section 5.1.7): Specifies that the Contractor shall per�orm one (1) Annual Maintenance and Sa�ety Inspection at Gas Systems IAW Technical Exhibits TE 05 �or the systems in Vilseck (RB) and Gra�enwoehr (TB).

Technical Exhibit (TE) 05 (Revised Column L): Correctly details one (1) system in one Building in Vilseck and one (1) system in each o� the eight (8) stated buildings in Gra�enwoehr.

Hohen�els Requirement: The five (5) systems in two (2) buildings located in Hohen�els require both annual and semiannual maintenance, whereas Vilseck and Gra�enwoehr systems only require annual maintenance.

Attachment 04 - Operator Manual (Wagner): This has been o icially attached to the Amendment �or your technical re�erence.

ELIN Sheets: Gra�enwoehr ELIN G004/G104/G204/G304/G404 corrected to 1 Service and Hohen�els ELIN H007/H107/H207/H307/H407 updated to 2 Services.

12. Fire Water Systems and German Drinking Water Regulations

Attachment 03 includes fire water trans�er systems (LWÜ), which may interact with potable water systems under German Trinkwasserverordnung. Is there a �ormal exemption or clarification regarding compliance with German drinking water regulations?

Answer:

There is no exemption �rom the German Drinking Water Ordinance (Trinkwasserverordnung).

PWS Paragraph 7.2, "Applicable Directives, Publications," explicitly lists "Regulation concerning drinking water" (7.2.16) as a binding regulation �or this contract. The Contractor is responsible �or ensuring that all maintenance, testing, and repair activities, particularly those involving fire water trans�er systems (LWÜ) that may inter�ace with potable water lines, are per�ormed in strict compliance with all applicable Host Nation laws, including the Trinkwasserverordnung.

The Contractor must employ appropriate backflow prevention measures and any other necessary controls to protect the potable water supply �rom contamination at all times.

13. Foam systems in Building 301

Foam mixtures containing PFOA may only be disposed o� by certified waste management companies. Would the Government please clari�y: (a) Is PFOA-containing �oam currently present? (b) How should mandatory inspections (e.g., 10-year inspections) be conducted given EU and German law restrictions on fluorinated �oams? (c) Will the Government provide the contractor with a �ormal release o� liability �or any spills, leaks, or other incidents involving PFOA during inspection, maintenance, or disposal activities?

Answer:

(a) No. The PFOA-containing �oam mixture has already been removed �rom Building 301.

(b): There is no more �oam in Building 301. The Government has already initiated a replacement project to remove and replace this �oam system. Once this project is complete, the Contractor will commence regular scheduled maintenance.

(c): No. The Government will not provide a release o� liability or an o icial memorandum indemni�ying the Contractor.

14. Chip Silo Duplicate Listing (Gra�enwöhr)

A Chip Silo �acility appears both as a separate ELIN and within the list under Position 86 (Gra�enwöhr). Please clari�y: (a) Should this �acility be priced as a separate ELIN or as part o� Position 86? (b) Is there duplication in the scope that bidders should avoid double-pricing?

Answer:

The specific ELIN lines �or the Chip Silo has been deleted �rom the solicitation, as no maintenance or service is required �or this component. Bidders must not price this item, and any potential double-pricing or duplication is resolved by this deletion.

Important ELIN Update: Due to the deletion o� this specific lines, the sequential numbering o� all subsequent ELIN lines has shi�ted and changed. Please ensure you care�ully review the updated ELIN sheet structure when preparing your proposal.

Please note that the Spark Extinguishing System located in Building 329 (re�erenced in Technical Exhibit 06 and ELINs G007/G107/G207/G307/G407) must remain in the scope o� work. Only the Chip Silo lines has been removed.

15. Gra�enwöhr OMA Sprinkler Systems (Positions 85-90, Section 07.3)

The scope �or Positions 85-90 under Gra�enwöhr OMA Sprinkler systems is marked "tbd" (to be defined). Will the Government provide complete specifications �or these positions prior to the proposal deadline, or should o erors exclude them �rom pricing?

The Government has updated the technical specifications �or the Gra�enwöhr OMA Sprinkler systems. There�ore, the "tbd" (to be defined) designations �or Positions 85-90 under Technical Exhibit 07 (TE 07) have been resolved.

(a) Gra�enwöhr Sprinkler Systems (Positions 85-90):

Complete and updated specifications �or these positions are now included in the revised Technical Exhibit 07 (TE 07). Bidders shall utilize these updated specifications to �ormulate their pricing.

(b) Hohen�els Sprinkler System (Inventory Number):

For the specific sprinkler system located in Hohen�els, complete technical specifications are provided in the technical exhibit; however, the physical Government Inventory Number is currently missing. The success�ul contractor shall be responsible �or designating and assigning the inventory number to this system upon contract start, in coordination with the

COR.

16. Smoke Detector Discrepancies (ELIN – Gra�enwöhr)

CLS 411 specifies Smoke Detectors only �or Buildings #696 and #720 in Gra�enwöhr, but Buildings #313 and #1363 also contain smoke detectors. Should bidders include Buildings #313 and #1363 in their proposal, and i� so, under which ELIN?

Answer:

Buildings #696 and #720 have been o icially added to the Attachment 01 (CLS) and the ELIN Sheets. Bidders must price the requirements �or these buildings under the newly updated ELIN lines.

17. Smoke Detector Discrepancies (ELIN – Hohen�els)

An ELIN exists �or Hohen�els smoke detectors, but CLS 411 does not speci�y any Smoke Detector systems �or Hohen�els. Are there smoke detector systems at Hohen�els (e.g., Building #662) that should be included in the scope? I� so, please provide the complete list o� buildings.

Answer:

Yes. The relevant ELIN lines (H006/H106/H206/H306/H406) has now been populated, and the Contract Line Item Structure (CLS) has been updated to align with this requirement.

The scope includes Annual Maintenance and Inspection o� Smoke Detectors at the �ollowing specific locations in Hohen�els:

• Building #53

• Building #1123

• Sprinkler Room in Building #1123

Please be advised that Building # 662 is not part o� this solicitation.

18. Smoke Detector (ELIN – Vilseck)

CLS 411 specifies Smoke Detectors �or Buildings #553 and #1704 in Vilseck, but no corresponding ELIN exists �or Vilseck smoke detectors (unlike Gra�enwöhr and Hohen�els).

Should bidders create a separate line item �or Vilseck smoke detectors, or should they be priced under an existing ELIN? Please clari�y the intended pricing structure.

Answer:

This requirement has been deleted. Bidders are not required to price or create a separate line item �or the Vilseck smoke detectors, as this scope o� work has been removed �rom the solicitation.

19. Unit o� Issue (U/I) Definitions and Pricing Structure (ELIN Sheet)

The ELIN Sheet lists various Units o� Issue (U/I) including SVC, EA, Job, LH, and potentially other designations. To ensure accurate pricing, would the Government please clari�y the precise definition o� each U/I designation (SVC, EA, Job, LH, HR, AU, etc.).

Answer:

Unit o� Issue (U/I)

GFEBS /

System Term

Commercial Definition

Application on this Contract

SVC Service Service Represents a complete, single service event (e.g., one scheduled inspection cycle).

JOB Job Job / Task Represents a complete, defined scope o� work or project task as a single unit.

AU Activity Unit Portion / Lot A standard GFEBS system unit. It �unctions identically to "SVC" or "JOB" and represents a specific portion, package, or group o� services.

EA Each Each / Piece Represents a single, individual unit, item, or quantity (e.g., one specific piece o� hardware or a single repair).

LH Labor Hour Labor Hour Represents one (1) billable hour o� labor.

HR Hour Hour Identical to "LH." Due to GFEBS �ormatting constraints, LH is used in the active pricing schedule instead o� HR.

Bidders must apply their unit pricing in strict accordance with these definitions.

20. ELIN Specification (ELIN RB Vilseck)

Row 162 lists "1004 | V116AB | AFH Buildings | 2 | EA" without a parent ELIN V116 description or corresponding OMA Buildings line item (V116AA). Would the government please clari�y the complete scope �or this line item.

Vilseck ELIN: The solicitation documents have been corrected to establish a complete and logical pricing structure:

• The parent ELIN V114 (�ormer ELIN V116) has been o icially added to the ELIN sheet.

• The missing line item V114AA (�ormer V116AA) �or OMA Buildings has been added to complete the V114 series.

21. ELIN U/I and Quantity Clarification (ELIN Hohen�els)

Row 29 lists quantity "4" with no U/I designation. Please clari�y:

(a) What is the correct U/I (SVC, EA, etc.)?

(b) Does the quantity o� 4 represent �our services? Our understanding is the �acility in question has two gas suppression plants requiring annual service.

Please confirm the correct quantity and U/I.

(a) The correct Unit o� Issue (U/I) �or this line item is SVC (Service).

(b) This line item is specifically �or the Hohen�els location. There are five (5) gas suppression systems located across two (2) buildings in Hohen�els.

These systems require both annual and semiannual maintenance (unlike the Vilseck and Gra�enwoehr systems, which only require annual maintenance).

Bidders must provide a total price to per�orm all required services �or all five (5) o� these systems.

22. Vilseck OMA – ELIN V016

According to the EL IN sheet, we are to provide 40 (8 per contract year) services in Vilseck OMA. However, our analysis o� the APP list �ound that only 10 are actually necessary �or the duration o� the contract. Would the government clari�y i� bidders are in �act expected to quote all 40?

Answer:

Yes. The Contractor must submit their pricing exactly as it is currently solicited and structured in the ELIN sheet. Bidders are required to quote the �ull quantity o� 40 services (8 services per contract year) as specified.

23. Vilseck AFH - ELIN V016

The AAP list shows 10 buildings with fire suppression systems requiring service within the contract scope. However:

• 7 o� these systems are shown due in 2024. Could the government confirm i� these services are in �act past due?

• The remaining 3 are due in 2028. The ELIN sheet states that only 2 such services are to be completed per year.

Could the government clari�y how this is to be handled, as one o� these services will be excluded?

Answer:

The AAP list is not part o� the Solicitation. Contractor needs to provide an o er as stated in the Solicitation.

24. Gra�enwöhr AFH - ELIN G019

The AAP list shows 15 buildings with systems requiring service, but the corresponding ELIN sheet shows zero services requested �or each o� the years in contract (G019AB). Is this an omission, or are these systems excluded �rom the contract scope?

AAP list is not part o� the Solicitation. Contractor needs to provide an o er as stated in the Solicitation.

25. Hohen�els OMA – ELIN H019

The AAP list shows 22 buildings with systems to be serviced, but the ELIN sheet only requests 15 services, 3 per year over 5 years (H019AA). Could the government clari�y which 7 buildings are excluded, or should the ELIN be amended?

26. Hohen�els AFH – ELIN H019

The AAP list shows 1 building with a system requiring service, but the ELIN sheet requests 2 services per year. Are bidders expected to quote 2 services? Could the government clari�y this discrepancy?

27. Garmisch OMA & AFH – ELIN GP015

The AAP list shows 6 buildings with systems to be serviced, but the corresponding ELIN sheet shows zero services requested �or each o� the years in contract (GP015AA & AB). Are these systems excluded �rom the contract scope?

28. Technical Exhibit 07 - Gra�enwöhr OMA – ELIN G007

Technical Exhibit 07 (Section 7.3) lists:

• Row 90: Spark extinguishing system (within contract scope)

• Row 91: Chips silo service (not a fire suppression system)

During our on-site visit, we could only identi�y a pipe with an intake �or the local fire department to access, but no actual fire extinguishing system. We are unclear what services are required �or the chips silo itsel�. Could the government clari�y what work is expected �or the chips silo?

The ELINs (G008/G108/G208/G308/G408) �or the Chips Silo has been deleted �rom the solicitation, and no maintenance or servicing is required �or this component.

Please note that the Spark Extinguishing System remains �ully within the contract scope and must be priced accordingly by bidders.

29. Technical Exhibit 05 - Hohen�els OMA – ELIN H007

Technical Exhibit 05 (Section 8.5) lists 2 buildings, with 4 gas systems services requested.

But during the on-site visit completed on 18 June 2026, five gas systems were identified.

The corresponding ELIN sheet only requests 4 services per year (H007). Which system is to be excluded? Or should the ELIN be updated?

No systems are to be excluded. There are five (5) gas suppression systems located across two (2) buildings in Hohen�els, and all five must be serviced.

These five systems require both annual and semiannual maintenance (unlike the Vilseck and Gra�enwoehr systems, which only require annual maintenance).

To accommodate this requirement, the ELIN sheet (�or ELIN H007 and its corresponding option years) has been updated to include two new sub-ELINs:

• H007AA: Annual Maintenance

• H007AB: Semiannual Maintenance

Bidders must provide a total price to per�orm all required annual and semiannual services �or all five (5) systems under these designated sub-lines.