Clarification_W9133L-16-R-0077_Facility_Maintenance_ _Repair_04_Jan_2016.docx

Facility Maintenance and Repair National Guard Bureau (NGB), Arlington, VA Solicitation Number W9133L-16-R-0077 Submittal of Solicitation Questions 04 January 2016

1. Subject: RFP No. W9133L-16-R-0077 Reference: RFP Section L, Paragraphs L.3.3 and L.4, Pages 226 and 229.

Notations: Paragraphs L.3.3, from table, “I – Technical Approach, MAXIMUM PAGES, 90”, and “Manpower charts and the Facility Maintenance Plan are excluded from the page count.” Paragraph L.4, “The Technical Approach shall be comprised of the Facilities Maintenance Plan.”

Question: Since the Technical Approach is comprised solely of the Facilities Maintenance Plan, and since the Facility Maintenance Plan is excluded from the page count, does this make the 90 page limitation for the Technical Approach not applicable?

· Answer: Volume 1 has no page count restriction.

2. Subject: RFP No. W9133L-16-R-0077 Reference: RFP Section L, Paragraphs L.3.4.2 (a), Pages 227.

Notations: “All of the proposal files shall be compressed (zipped) into one file entitled proposal zip using WinZip version 6.2 or later, …” Question: Can files be compressed with Windows Explorer Zip since it is compatible with all WinZip (.zip) applications?

· Answer: Yes

3. Subject: RFP No. W9133L-16-R-0077 Reference: RFP Section L, Paragraphs L.3.5 (b), Pages 227.

Notations: “The following shall be included in the Narrative discussion:”

Question: No information was provided following this sentence. Can the Government provide the requirements for the Narrative Discussions?

· Answer: Paragraph L.3.5 (b) does not include a requirement for “narrative discussion.”

L.3.4.2 Restrictions. The following additional restrictions apply: (Solicitation Amendment)

(a) File Packaging. All of the proposal files shall be compressed (zipped) into one file entitled proposal zip using WinZip version 6.2 or later, or as separate uploads in their native format, i.e. doc, xls, ppt, etc., and provided on CDs or DVDs. Zip disks are not permitted. Files shall be in read-only format, using PDF files. All price breakdown information to aide in the cost/price evaluation shall be submitted in Microsoft Office Excel Read/Write format and viewable in Microsoft Excel 2007. Each disc shall be externally labeled with the volume number, date, and the offeror’s name. **Please note – Self extracting exe files are not acceptable. ** If the hard-copy proposal differs from the electronic version, the hard copy will govern.

(b) Content Requirement. All information shall be confined to the appropriate file. The offeror shall confine submissions to essential matters, sufficient to define the proposal in a concise manner, to permit a complete and accurate evaluation of each proposal.

Each file of the proposal shall consist of a Table of Contents, Summary Section, and the Narrative discussion. The Summary Section shall contain a brief abstract of the file.

Proprietary information shall be clearly marked. The following shall be included in the Narrative discussion: (Deleted)

4. Subject: RFP No. W9133L-16-R-0077 Reference: RFP Section L, Paragraphs L.3.4.2 (b), Pages 228.

Notations: “Electronic proposal submissions shall be submitted to the Contracting Officer at sang.m.lee7.mil@mail.mil and the Contract Specialists at jongmin.f.yi.civ@mail.mil.”

Question: Can the Government clarify if and when proposals are to be submitted electronically?

· Answer: Yes, electronically submitted and also submitted by U.S. Postal Mail Service or Hand-carry.

5. Subject: RFP No. W9133L-16-R-0077 Reference: RFP Section L, Paragraphs L.3.6, Pages 228.

Notations: “Trane controls the Building 1 Chillers, Cooling Towers and Pumps. Siemens runs all other systems.” “All Offerors are required to submit an OCI Risk Mitigation Plan to the Contracting Officer and Contract Specialist via email seven (7) days prior to the proposal due date of the RFP.”

1) We have not been able to obtain information on the service requirements for Siemens at NGB.

2) Trane is a subcontractor to a prime contractor other than the incumbent for this contract, for the service of the chillers, and does not have a direct contract with the Government; therefore their contract information is proprietary and is not being shared with bidders.

Question 1: Can the Government provide necessary detailed information needed, for services provided by Siemens and Trane, to develop the required OCI Mitigation Plan?

Question 2: Can the government provide the contract expiration dates for the services provided by Siemens and the contractor servicing the Trane units?

Question 3: Because the necessary information needed for the services provided by Siemens and Trane are currently not available, will the government consider extending the submittal date?

Question 4: Can the OCI Mitigation Plan be submitted electronically?

=>Answer 1: Services for chillers and ice farm will be available when the government receives or accepts the equipment. This is expected to occur in the summer of 2016.

=>Answer 2: The government does not have access to this information.

=>Answer 3: No.

=>Answer 4: Yes.

6. Subject: RFP No. W9133L-16-R-0077 Reference: RFP Section L, Paragraphs L.3.6, Pages 228.

Notations: “…Siemens and Trane personnel are prohibited from participation in this acquisition, as an Offeror, team member or subcontractor to an Offeror, including participation in the resulting contract as a subcontractor or team member.”

Question: Since Trane currently services only three chillers at NGB, can the Government provide an explanation as to why Trane is restricted from providing support to the other chillers?

Answer: Please see revised L.3.6 following; (Solicitation Amendment)

L.3.6 Organizational Conflict of Interests (OCI) and OCI Mitigation Plan Support Contractors service over the National Guard Bureau building control systems.

Trane controls the Building 1 Chillers, Cooling Towers and Pumps. Siemens runs all other systems. Accordingly the awardee may have to service Siemen's and Trane's equipment during performance of this contract. Therefore, Siemens and Trane personnel are prohibited from participation in this acquisition, as an Offeror, team member or subcontractor to an Offeror, including participation in the resulting contract as a subcontractor or team member.

All Offerors are required to submit an OCI Risk Mitigation Plan to the Contracting Officer and Contract Specialist via email seven (7) days prior to the proposal due date of the RFP. An offeror must provide a mitigation plan that minimizes the conflict to an acceptable risk level. An offeror that fails to submit an acceptable plan will be ineligible for award.

(Revised) L.3.6 Proprietary Control System Software and Service Support Contractors service and have a proprietary relationship over control systems in the National Guard Bureau building. Trane’s Tracer software controls the Building 1 Chillers, Cooling Towers and Pumps. Siemens software controls and runs all other mechanicals systems, as well as some lighting. Accordingly the awardee will need to have appropriate service agreements in place with Siemens and Trane during performance of this contract.

7. Subject: RFP No. W9133L-16-R-0077 Reference: RFP Section L, Paragraphs L.3.6, Pages 228.

Notations: “An offeror that fails to submit an acceptable plan will be ineligible for award.”

Question: Will the Government evaluate the OCI Mitigation Plan and notify offerors if the plan submitted is acceptable prior to the proposal submittal date?

Answer: No.

8. Subject: RFP No. W9133L-16-R-0077 Reference: RFP Section L, Paragraphs L.3.7, Pages 229.

Notations: “Pre-Proposal Site Survey” Question: Can the Government provide a list of the Pre-Proposal Site Survey attendees and their contact information?

Answer: No

9. Subject: RFP No. W9133L-16-R-0077 Reference: RFP Section L, Paragraphs L.4, Pages 229.

Notations: “Prepare a Facilities Maintenance Plan and schedule for all engineering, operation, maintenance and repair services identified within the Performance of Work Statement (PWS) utilizing manufacturer resources related to equipment model and serial numbers provided in Section J of the RFP and any other resources deemed necessary by the offeror.” Sufficient data to develop this plan was not provided. Of the 2,180 items on the equipment list, only 65% have model numbers, 14% have serial numbers, 77% have manufacture information.

Question 1: Is it the Government’s intent that each bidder researches the original equipment manufacturer’s operating manual for all of the equipment listed in Section J of the RFP, or only the equipment with model and serial numbers, and are bidders to use manufacturer’s maintenance recommendation for each item?

· Answer 1: Maintenance is to be performed to manufacturer’s recommendations.

Question 2: Can the Government provide a complete list of manufactures, model numbers and serial numbers so that a complete Facilities Maintenance Plan can be developed that will meet the requirements of section L?

· Answer 2: All the data the government has been provided for all major components.

Question 3: Can the Government provide the manufacture’s service requirements and schedules from the current Facilities Maintenance Plan?

=>Answer 3: No, the government will not provide the schedules. Each offeror needs to provide their own Facilities Maintenance Plan.

Question 4: The development of the Facilities Maintenance Plan for all 2,180 items to include methodology, processes, detailed work flow, staffing, equipment, and materials for each of these items will be extensive and difficult to accomplish within the time allotted for the submission of the proposal. This may afford unfair advantage to the incumbent who would already have a plan in place. Will the Government consider allowing offerors additional time to develop this Facilities Maintenance Plan?

=>Answer 4: Extended thru 11 January 2016 12:00 PM. (Solicitation Amendment)

10. Subject: RFP No. W9133L-16-R-0077 Reference: RFP Section L, Paragraphs L.4(a), Pages 229.

Notations: “The Facilities Maintenance Plan shall address the following as a minimum:

(a) Address the methodology, processes, and work flow in detail to demonstrate how the requirements of the PWS will be accomplished.”

Question: Does the Government want methodology, processes and work flow detail for each equipment item, building, and functional responsibility?

=>Answer: In sufficient detail to describe how maintenance will be accomplished.

11. Subject: RFP No. W9133L-16-R-0077 Reference: RFP Section L, Paragraphs L.4 (b), Pages 229.

Notations: “Demonstrate the application of personnel, equipment and material resources for completing the work.”

Question: Does the Government require an overall summary of how the contractor will utilize personnel, equipment and material resources or does it want specific use information for each equipment item, building or functional responsibility?

=>Answer: The offeror will provide the information as described in paragraph L.4.

12. Subject: RFP No. W9133L-16-R-0077 Reference: RFP Section L, Paragraphs L.4(c), Pages 229.

Notations: “Provide a man-hour matrix for each proposed personnel position.”

Question: : Does the Government require a man-hour summary by position for each functional area or does the Government want the matrix defined by equipment item, by building or some other process?

=>Answer: The Matrix should be by personnel position only.

13. Subject: RFP No. W9133L-16-R-0077 Reference: RFP Section C, Paragraphs 5.30.1, Pages 67.

Notations: “On-Call Service.”

Question: Can the Government provide the historical data for on-call service, to include minor repair, major repair, emergency service calls, urgent service calls, and routine service calls?

=>Answer: Please see attached historical data for on-call service.

1. Reference: CBA IBEW update posted on FBO 12/30/15

Question: The CBA posted on FBO 12/30/15 is identical to the CBA posted 12/21/15. It does not have a 2015 or 2016 rate for the electrician. Can the government provide an update CBA?

=>Answer: Please see attachment.

2. Reference: CBA IBEW update posted on FBO 12/30/15, Appendix A, page 25, “*Electricians shall be paid the current Journeyman Wireman wage rate and benefits as shown in the Inside Wireman Agreement effective the first full pay period in June of each year covered by this Agreement.”

Question: Can the government provide a copy of the “Inside Wireman Agreement”?

=>Answer: Please see attachment.

3. Reference: Revised Attachment 12 Proposal Pricing Spreadsheet posted on FBO 12/30/15

Question 1: Can the government clarify how and when the coefficient is applied? Will this apply to direct cost or to the RS Means price book?

=>Answer: The coefficient should be applied to CLINs 5 through 7 only and applicable CLINs for Option Years.

Question 2: CLINs 5 through 7 no longer has CLIN totals. Are we to put our coefficient on CLINs 5 through 7 in the Schedule B? What goes in CLINs 5 through 7 on our schedule B.

=>Answer: All that is required is the Coefficient.

Question 3: Is the “Hourly Rate” the bare cost of the labor category? Or does it include materials, equipment, overhead, G&A, and Fee?

=>Answer: As you can see from Revised Pricing Spreadsheet (Revised 04 Jan 2016), there is no hourly rate. Only total sum of each CLIN (& SubCLIN).

Question 4: Can the Government clarify the purpose of Attachment 12 Proposal Pricing Spreadsheet? Is this for IDIQ work above the contractor’s liability amount? Or is this clarification of our FFP amount?

=>Answer: In the BASE YEAR CLINS 0002 through 0004 apply to FFP and CLINs 0005 through 0007 apply to IDIQ. In the OPTION YEARS CLINS 1001/2001 through 1003/2003 apply to FFP and CLINs 1004/2004 through 1006/2006 apply to IDIQ.

4. Reference: Clarification 30Dec2015, Question number 196. “Please clarify how bidders are to propose labor and labor related Cost for Repairs for each CLIN and SubCLIN when the government has not provided any workload data for this service for each CLIN and Sub CLIN?”

Question: Without an average or estimated workload data for each of these CLINs an accurate cost cannot be developed. This puts the incumbent at an unfair advantage over all potential bidders because they enter all this data into the government CMMS program. Can the Government provide a copy of the historic workload data (services calls) for each of the repair CLINs for the Government CMMS program?

=>Answer: Please see attached historical data of service calls.

5. The following is deleted. (Solicitation Amendment)

L.8 VOLUME V – SOLICITATIONS, OFFER AND AWARD DOCUMENTS AND

CERTIFICATIONS/REPRESENTATIONS

L.8.1 Certifications and Representations – Each offeror shall complete (fill-in and signatures) the solicitation sections indicated below using the file (without modification to the file) provided with the RFP. An authorized official of the firm shall sign the SF 33 and all certifications requiring original signature. An Acrobat PDF file shall be created to capture the

Section A – Standard Form 33 (SF 33), Solicitation, Offer and Award Section G – Contract Administration Data Section K – Representations, Certification and Other Statements of Offerors L.8.2 Solicitations, Offer and Award Documents and Certifications/Representations shall not be addressed separately from that submitted in VOLUME VI – SOLICITATIONS, OFFER AND

AWARD DOCUMENTS AND CERTIFICATIONS /REPRESENTATIONS