Attachment 8_Questions and Answers_W91ZLK-25-R-6844_As of 8May25.docx

Questions and Answers for Solicitation No. W91ZLK-25-R-6844 Fords Farm Maintenance and Repair As of 5/8/25

1. Camera systems - Are closed-circuit television (CCTV) or other camera systems included in the preventive-maintenance program?

a. Camera systems are not part of the contract.

2. Utility vs. site responsibility - Where is the demarcation point between City Light & Power (CLP) infrastructure and on-site maintenance responsibility?

a. Generally the demarcation has been at the (480Y/277V) transformer outside the Electrical Room, or power pole mounted transformers, elsewhere. However if an electrical matter is urgent, then we may instruct the contractor to hire a qualified electrician , after having been approved by ATC’s Operations and Plans Directorate.

3. Control circuits - Are motor, damper, and other control circuits covered under this contract?

a. Yes

4. Generator maintenance - Does the scope include preventive and corrective maintenance for on-site generators?

a. Yes it could, but historically has not been required.

5. Fire-alarm systems - Is inspection, testing, and maintenance of the fire-alarm system included in this contract?

a. No

6. Ancillary systems - Are there additional subsystems—such as access control, public-address, telephone, or network infrastructure—that should be included in our maintenance plan?

a. No

7. Documentation examples - Can you provide sample work orders or service reports from completed projects? • Is there a standard inspection checklist or example of a previous maintenance report we should follow?

a. Yes, Examples provided by the Customer provided on May 8th, 2025 for the 2022 contract as Attachment 8 – Sample Field Notes.

b. Historically, all correspondence between ATC and contractor have sufficed for reporting. Documentation includes emails, invoices, packing lists, cost estimates, proposals on contractor or subcontractor letterhead, Field Notes, texts, etc.

c. A Contract Data Requirements List has been added to the 2025 contract requirements as “Attachment 7 – Contract Data Requirements List - Fords Farm” for the Plan of Action, Inspection and Maintenance Results Report and Service Report.

d. In align with Quality Assurance Surveillance Plan, Contracting Officer Representative (COR) Quarterly reports and periodic reports have been delivered to the Surveillance and Performance Module within PIEE for Army Contracting Command’s review.

8. Electrical-testing scope - Can a list of equipment be provided that requires the following and the testing interval for each?

1. Megger and “Hi-pot” insulation-resistance tests

2. Electrical-center (distribution-panel) testing

3. Rewinding / reconditioning of motors or generators

4. Power-quality analysis (harmonics, voltage events, etc.) 5. Switchgear testing, inspection, and calibration

a. RE: Megger & Hi-pot: Can be used for any cable, wire, insulator, panel, connection to earth ground, etc.

RE: Electrical Center: Can be used for any item in the Electrical Room.

RE: Rewinding: Usually applicable to electrical motors 50HP or greater.

RE: Power quality analysis: Applicable to any electrical branch or feeder circuit.

See also C.3.2 “…maintenance shall be conducted by the Contractor in accordance with the equipment manufacturer’s recommendations and industry practices….”

9. Combined Synopsis/Solicitation – Reference attachments 3 and 4. Will they be provided? When will the missing attachments be available?

a. Yes, Attachments 3 and 4 provided on May 8th, 2025.

10. What is the applicable Wage Determination and will it be provided?

a. The Wage Determination No. 2015-4265 for Harford, County is applicable to this effort and will be posted with solicitation documents.

11. You ask for an ETN# for the coversheet. What does that stand for?

a. This is an error. Replaced ETN for EIN (Employer Identification Number) or TIN (Taxpayer Identification Number).

12. When will actual closing date be?

a. The proposal submission date has been extended to 19 May 2025, at close of business.

13. Is a security clearance required?

a. No, you will be escorted while behind ATC fence.

14. If there is an emergency repair on weekend, Holiday or RDO day, will ATC provide access and escort?

a. Yes

15. Will questions still be allowed after missing attachments are posted?

a. Yes, additional questions will be permitted through 09 May 2025 at close of business.

16. Who is responsible for the filter changes?

a. ATC personnel, contractor will not perform filter changes.

17. Additional information: To better align with the scope of work, the requirement has been renamed from “Depleted Uranium (DU) Containment Facility Maintenance and Repair” to “Fords Farm Maintenance and Repair Services”. An updated PWS is also provided to reflect these changes.

18. Can the Government please provide a price sheet for submitting our bid? Will the Government provide the labor categories required for CLIN 2 or will the Contractor propose their own selections?

a. Attachment 4 Pricing Worksheet/Schedule of Services added May 8th, 2025. Contractor to propose Labor Categories for T&M in align with updated solicitation instructions.

19. Can the Government please provide a schedule of services required?

a. Four (4) inspections, preferably quarterly, but must defer to the Ford’s Farm test schedule, which takes precedence over the inspections.

Routine and Emergency repairs shall be conducted as needed, and as quickly as needed.

20. In Section C.1.5.3.5.B, the PWS states that on site instrumentation is used to monitor the radiological conditions of the site and the HEPA exhaust stack. Is it correct to assume that this contract does not include maintenance or repair activities on these radioactive material monitoring devices?

a. Generally, that is a correct assumption, and historically this maintenance contract has not been used for maintenance or purchase of radioactive material monitoring devices. However the site supervisor may instruct the contractor to subcontract any maintenance, repair, or purchase of the radioactive material monitoring devices.

21. In Section C.1.5.3.5.D, the PWS states that "Contractor's tasks will generally not require contractor personnel to don or "dress out" in DU-specific Personal Protective Equipment."

a. Is it correct to assume that "all" DU-specific PPE would be provided by ATC representatives? Generally, “yes”, but site supervisor may instruct contractor to purchase PPE. Historically this has never happened.

b. Will all training be provided by ATC if personnel working under this contract are required to enroll in the ATC rad worker program? Yes.

a. Will the hours for training for contractor personnel attending ATC required training by covers at the agreed rates from CLIN 2? Yes.

b. Will all waste from "radiological" operations be handled and disposed of by ATC as stated during the site visit? Yes.

22. During the site visit, the delineation between the facility maintenance activities of ATC and the “maintenance” activities of this contract were unclear.

a. Generally, and historically, any work done in, or around, DU Radiological hazards are performed by ATC personnel. Work done in “safe” areas is done by both ATC and contractor.

However, despite the extremely low likelihood of such a request, the contractor shall, if instructed, accept, and be prepared for, reasonable work in a radiological area and, thus, shall receive prerequisite training by, receive PPE from, and work alongside, ATC personnel.

To further allay any contractor apprehension, ATC personnel shall always be exposed to the same, or greater, radiological hazards as the contractor.

To delineate further, “safe” work that requires skills or tools beyond those possessed by ATC are done by the contractor (e.g. HVAC, Electrical, Motor replacement, overhead door repair, floor repair).

23. ATC individuals mentioned that there may be emergent work requested outside of the prescribed CLIN 1 portion of this PWS.

a. CLIN 1 is for inspections, not for emergent work.

24. Is it the intent of this PWS to have any of these “emergent maintenance requests” covered under CLIN 2 at Time and Materials using the agreed upon rates?

a. Yes, CLIN 2 will be used for “emergent” work requests.

25. Can the Government please describe any anticipated ATC activities that are not part of the quoted scope of this contract?

a. Every reasonable item found in an industrial plant that needs maintenance or repair is within the scope of the contract, hence the statement “Not all inclusive” in “PWS section C.3.1 SALIENT HARDWARE (not all-inclusive)”.

Expected Major Modifications, which lie outside this contract, include:

(1) Paint/Coat the majority of dome and air trains.

(2) Renovate/ repair the electrical room and install a control system.

(3) Replace air train components/assemblies (e.g, both sets of filter houses).

Normal (but not major) modifications are within the scope of this contract.

26. Please provide a listing of the current PMs and corrective maintenance/repairs required under this contract to provide a clear understanding of ATC reporting and documentation requirements discussed in the PWS.

a. Historically all correspondence between ATC and contractor have sufficed for reporting. They have included emails, invoices, packing lists, cost estimates, proposals on contractor or subcontractor letterhead, Field Notes, texts, etc.

b. A Contract Data Requirements List has been added to the 2025 contract requirements as “Attachment 7 – Contract Data Requirements List - Fords Farm” for the Plan of Action, Inspection and Maintenance Results Report and Service Report.

c. In align with Quality Assurance Surveillance Plan, Contracting Officer Representative (COR) Quarterly reports and periodic reports have been delivered to the Surveillance and Performance Module within PIEE for Army Contracting Command’s review.

27. During the site visit, the ATC personnel indicated that the existing HEPA is scheduled for overhaul/replacement under a separate contract. Can the Government provide information on the new system and the schedule for installation/overhaul. Please also clarify whether any PM requirements of the “to be installed/overhauled” system will be performed under the separate contract?

a. As indicated in item #18 (below), the HEPA filter assembly replacement will be a separate Major Modification.

28. Section C.1.1 Scope of Work, lists CLIN 1 as Quarterly Maintenance; however, during the site visit the Government mentioned that the expectation is to perform the PM periodically and not necessarily Quarterly. Is it correct that the contract will require PM activities to occur four (4) times per calendar year without a set timeframe for each visit?

a. Four (4) inspections: We shall strive for quarterly intervals, but must defer to the Ford’s Farm test schedule, which takes precedence over the inspections.

29. Does the PWS for this contract include servicing the alarm systems associated with the Special Access Facilities.?

a. No, and historically this has never happened.

However, if an “emergent” condition arises, the Site Supervisor may instruct the contractor to intervene, presumably via an alarm subcontractor, and with prior approval of the appropriate ATC office.

30. Does the current contract require maintenance or repair activities associated with any of the bridge cranes located in the maintenance facilities?

a. No.

31. Has a Labor Determination been developed for this contract? Please share any results and specific union labor requirements.

a. The Wage Determination No. 2015-4265 for Harford, County is applicable to this effort and will be posted with solicitation documents.

32. During the site walk, the discussion indicated that restrooms are provided through the ATC contract, with the existing contractor providing support/maintenance of these restroom trailers under a special request. Is this special request anticipated to continue under the current solicitation PWS? Will this request be covered under CLIN 2 and charged as T&M?

a. Repair of the aforementioned restroom trailer was an “emergent” or critical case. It required the services of an HVAC technician. This type of special request is highly unusual but within the scope of the contract, as deemed by the site supervisor and COR. It would be covered under CLIN 2 and T&M.

33. In Section C.3.5 Repair Work, the PWS states that “Any deficiency discovered as a result of inspection or operation that is not correctable through normal maintenance shall be considered REPAIR WORK.” What would be the contractual definition of “normal maintenance” as stated above? Will the Contractor have any financial responsibility for repairs or corrections of deficiencies conducted under this contract?

a. Normal maintenance could be something as simple as tightening a loose bolt, lubricating a squeaky component, and adding a quart of oil (an automobile analogy).

34. Does the contractor have any responsibility for any waste disposal under the current PWS, to include but not exclusive of radiological wastes or standard industrial wastes (i.e., grease, oils, desiccants, damaged and removed parts, etc.)

a. Normal waste disposal by the contractor may be expected for non-hazardous material, such as electric motors, or faulty electrical components, if they’ve been deemed safe and more cost effective than government disposal.

However, historically, such material has been disposed of by Ford’s Farm personnel.

35. In Section C.1.5 Personnel; the PWS discusses the certification requirements in general terms for engineers and craft personnel to “be certified and / or licensed accordingly”;

· PWS does not discuss any certifications for Project Manager, Work Supervisor, or ES&H representative. Are there any required certifications for these individuals?

· a. None currently. However if the contractor’s project manager, work supervisor, or ES&H representative possess certifications and/or licenses, please state them in your bid. We welcome 3rd party, objective, and unbiassed assessments of contractor personnel.

· Is it the intention of the PWS to have all engineers that will be providing engineering support to be licensed Professional Engineers, or will consensus standard requirements be used for when a licensed Professional Engineer would be required (confined space shoring, civil engineering for structural members, etc.)? If a licensed Professional Engineer is required, what states can their licensure be from (e.g., Maryland only)?

· a. A PE licensed engineer is highly desirable but not required. The license need not be from Maryland but must be under the auspices / endorsement of the National Council of Examiners for Engineering and Surveying (NCEES).

Historically an ATC licensed engineer has reviewed, and approved/disapproved contractor proposed and actual engineering efforts. We will continue that policy. Often the collaboration between the ATC licensed engineer and contractor STEM personnel has been beneficial to all parties. Conversely, lack of collaboration has led to expensive and ineffective efforts.

36. Will Lock out/Tag out of facility equipment be the responsibility of ATC or will the contractor be responsible for their own LO/TO program and application? What are ATC’s training requirements if using their program?

a. ATC will be responsible , IAW SOP NUMBER: 385-3410.

PURPOSE: Control of Hazardous Energy is the purpose of the Lockout/Tag-out Program. This program establishes the requirements for isolation of both kinetic and potential electrical, chemical, thermal, hydraulic and pneumatic and gravitational energy prior to equipment repair, adjustment or removal.

37. Will confined space entries be performed under ATC’s program or will the contractor be allowed to work under their internal program and applications?

a. ATC has a confined space entry program, so ours may supersede the contractor’s, but we can certainly discuss the contractor’s program. We are not strictly pedantic w/r to safety, and will entertain safer and more effective safety measures. Nevertheless, we will defer to the ATC Safety Office.

38. What are ATC’s training requirements if using their program?

a. Standard Operating Procedure for Confined Space , SOP # 385-3408, 2019.

Excerpts include:

“This SOP provides the requirements for assessing and entering permit required confined spaces. Non-permit confined spaces will be determined on a case-by-case basis by the ATC Safety and Occupational Health Office and the KUSAHC Industrial Hygiene (IH).”

“Responsibilities of …Entry Supervisor…Attendant…Entrant…Building Custodians/Facility Managers…”

39. In Section C.1.1, Scope of Work defines maintenance as: Inspection, Preventative Maintenance, Repair and Modification (henceforth referred to as “maintenance”). Can the Government please list any planned or expected modifications to the facility, with the exception of the HEPA overhaul discussed in the site walk as a separate contract.

a. Expected Major Modifications, which lie outside this contract, include:

(1) Paint/Coat the majority of dome and air trains.

(2) Renovate/ repair the electrical room and install a control system.

(3) Replace air train components/assemblies (e.g, both sets of filter houses).

Normal (but not major) modifications are within the scope of this contract.

40. What are the expectations in the responses from the prospective bidders to include for covering “modifications”?

a. Contractor is expected to “reasonably” maintain / repair/ modify the control system and filter houses, per the instructions of the ATC engineer and/or site supervisor. Contractor is expected to modify normal systems, typical of any industrial plant maintenance (e.g, replace compressed-air pipes, filters, regulators, etc).

41. Would modifications be included in the Repair work that is defined as being covered under CLIN 2 using T&M and the agreed upon rates?

a. Yes, for “normal” , typical industrial plant modifications.

42. During the site walk, the overhead doors located on the ancillary buildings were discussed multiple times as needing repair and/or not working properly. The PWS only discusses the Equipment Access Door and Inflatable Door Seal at the Containment Vessel/Dome and the high speed and low speed doors of the flight tunnel.

a. Please note the header “PWS section C.3.1 SALIENT HARDWARE (not all-inclusive)”. Every reasonable thing found in an industrial plant that needs maintenance or repair is within the scope of the contract, hence the statement “Not all inclusive”.

43. Would maintenance on facility doors not covered in Section C.3 Requirements/ Performance Work Statement (PWS) be performed under this contract? If so, would this work occur under CLIN 2 using T&M and the agreed upon rates?

a. Facility Doors repairs/ replacements are considered normal industrial plant items and fall under “Not all inclusive”.

44. Please confirm that HEPA and Pre-filter replacement is not part of the scope of this PWS.

a. Correct, the filters will be replaced by site personnel, and not by the contractor for this contract. Similarly with any other radioactive item.

45. Section C.3.3 Services provides a list of Preventative Maintenance services that the Contractor will be responsible for under this contract. However, this section also describes multiple activities that would be considered a REPAIR under CLIN 2 (e.g., motor reconditioning, off site machining, and “new equipment and parts”, to include AC/DC motors, Starters, cables, etc.). Can the Government please clarify which of these PWS requirements are included in the fixed price CLIN 1 and which would be covered by T&M CLIN 2?

a. CLIN #1 is for inspections which include visual assessments and relatively easily measured parameter assessments such as voltages, drive belt deflections, structural deformities, display alarms, proper operation of items, warnings, and non-contact temperature measurements. Inspections will be performed in tandem with a site employee, and usually with the site engineer.

46. During the site walk, it was noted that several devices that would be part of the PM program may be in disrepair or inoperable. Many of these were part of the HEPA system that is possibly scheduled for overhaul/replacement. For items that are found to be inoperable and must be replaced, will these replacements be performed under CLIN1 as “normal” maintenance or CLIN 2 charged as T&M? Please confirm that the Government is fully responsible for the cost of the replacement parts/equipment.

a. From above: “Normal maintenance could be something as simple as tightening a loose bolt, lubricating a squeaky component, and adding a quart of oil (an automobile analogy).”

If deemed “beyond normal”, then “yes”, the government is fully responsible for the cost of replacement parts/equipment under the auspices of CLIN #2.

47. Section C.3 states that “The Contractor shall furnish all labor, parts and materials for “maintenance” of ATC’s Superbox in accordance with the instructions listed in this section.” What are the expectations in the responses from the prospective bidders to include for covering the “requirements” of this section as the PWS is not clear what is expected to be included as CLIN 1 is limited to Quarterly (Periodic) Maintenance (i.e., PM activities)

a. The expectation of a PM activity is to inspect, and with a modest set of tools in contractor’s possession, enact normal maintenance and assessment as stated above. However, we understand that the line of demarcation between “normal maintenance” and “repair” can be nebulous.

b. Example: Do we expect the contractor, during the PM activity, to measure the levels of refrigerant in the change-room split unit air conditioner using his, or the government’s, HVAC manifold gauge set? Yes, as this would be considered preventative maintenance.

48. Which air conditioners are covered by the contract, and which are covered by the APG Garrison? Is the bidder to document the assumption that REPAIRS described in C.3.5, would be performed under CLIN 2?

a. Yes.

49. Is the Contractor required to be present when ATC makes repairs?

a. No.