J042--Door Inspections and Repair Service Contract

RFI Sol# 36C24126Q0497 - Fire/Doors Inspection and Repairs
Who currently conducts monthly, quarterly or annual routine inspection, preventative maintenance on the 865 non-fire doors?  i.e. External contractor or VA staff? 
ANSWER: The non-fire doors are inspected in house. As part of the contract these doors will continue to be inspected in house. We may request the contractor make repairs to these doors as needed utilizing funds from CLINs 3.3(Labor) and 3.4(materials)
Fire Doors are the only doors that are required to be inspected by the contractor and for the contractor to provide a report for. Repairs to these doors shall also utilize CLINs 3.3(Labor) and 3.4(materials)
The scope of the SOW seems to exclude routine inspection or maintenance on the non-fire doors, and covers only procurement of material and parts for those 865 doors.  Please can you confirm this. 
ANSWER: That is correct. See response to RFI 1
In relation to the labor cost for installation of the material and parts for the non-fire doors - which CLIN line does this pull from or can this labor cost be billed separately? ANSWER: Non-Fire doors and Fire door labor hours for repairs are under CLIN 3.3 STAND BY SERVICES 160 hours. All hours for INSPECTIONS AND REPORTS are billed under CLINS 3.1 and 3.2 Is the annual parts and material line item of $150,000 per year for 1000 doors to be inserted in the CLIN by the contractor or left blank for the VA to include?  
ANSWER: Parts and Materials are part of CLIN 3.4 MATERIALS and PARTS All Material and parts as listed in CLIN 3.4 are part of the contract and are bid at time of contract. 1,000 doors at $150 per door to cover incidental repairs for all 1000 doors (Fire and Non-Fire doors) LABOR is part of CLIN 3.3
Who is the current/incumbent awardee and what is the existing contract number. ANSWER: Current awardee is Diversified Site Services. Contract is up for rebid as contract period of performance has expired. Other contractors in the past have been Door Innovations and DH Pace. Fire/smoke doors are typically inspected annually, specifically for the VA and Joint Commission. Can you please explain why this solicitation requires inspections on a quarterly basis? This is 4 times the amount of work that is required by code, or are you asking for ¼ of the fire/smoke doors (~34 doors) inspected each quarter?
ANSWER: We experienced repairs that were getting documented as corrections to fire doors only to fail on the next annual inspection. While we agree that it is only required once per year, the previous failures of repairs and compliance has lead us to require it quarterly. Is the $150 per door a pre-determined Government NTE that should be entered into the price schedule, or is it a hard cap for individual repairs? To ensure all offers are evaluated the same for this line item, can you clarify how offerors should price CLIN 0004 (leave it blank, use $150,000, NSP, etc.)? ANSWER: See response to RFI #4. Bid as 1000 doors at $150 per door. How will emergency calls outside of the stated normal business hours (0700 to 1630) be billed? Should offerors include an after-hours/overtime labor rate in addition to the standard stand-by rate? ANSWER: Emergency calls and 4-hour response time is EXCLUDED from this contract. It was an inadvertent carry-over from another service contract. All calls/communication SHALL NOT be required to be addressed within a four-hour response time. The expectation is that a response shall be provided within a week and work scheduled from there.
Does the VA have a current and accurate inventory document, or does the offeror have to create one from scratch?
ANSWER: The VA has an accurate and current inventory and status report. At the time of bidding the VA is 92% compliant with all doors and expected to be at 100% compliance before bid award. Offeror shall be provided a list of fire doors and locations at the start of the contract to build into a report
Section 1.0 Introduction states to provide inspection and maintenance services on all 1000 doors to include 135 fire doors, but the entire scope of work section appears to be only focused on fire rated doors. Can you please explain the services being requested on the non-fire rated doors? NFPA 80 does not cover inspection requirement for non-fire rated doors, and the scope of work (Section 3.0) currently doesn t define specific tasks for non-fire rated door inspections. Are we required only to provide repairs on non-fire/smoke rated doors? ANSWER: Services being request on non-fire doors are covered by line items 3.3 and 3.4 and answered under RFI #1. Contractor to inspect fire doors and provide report this is covered under 3.1 and 3.2.
Non-Fire doors are inspected internally by VA Staff. Repairs to fire doors and non Fire doors are covered under 3.3 and 3.4. See RFI #1 for additional clarification.
Do you have a checklist for non-fire rated door inspections? ANSWER: No inspection of NON-FIRE rated doors is required by the contractor. Are these door quantities of approximately 1000 total and 135 for fire/smoke doors all single leaf swinging doors, or are there double leaf doors (please specify how many double leaf doors)? ANSWER: A previous report is provided and attached for FIRE DOOR clarification Are there any other types of fire rated doors such as horizontal sliders, drop or roll down doors, etc.? If so, can you please provide a more detailed quantity of doors identifying how many of each type so we can ensure we provide an accurate price. ANSWER: A previous report is provided and attached for FIRE DOOR clarification The scope of work mentions preventative maintenance services. Can you please confirm the preventative maintenance services are the Standby Service Call Hours reserved in the supplies and services table for any maintenance work needed? Or do you have other preventative maintenance services that we need to perform on a periodic basis which should be included in line items 0001 and 0002? ANSWER: All preventative maintenance such as; shimming, replacing astragals, replacing /repairing exit hardware, etc. shall be covered under line items 3.3 and 3.4
Can you please provide a copy of the most recent life safety drawing referenced in the solicitation so we can review door locations? ANSWER: YES, Attached Can you please provide copies of the most recent door inspection reports for both fire-rated and non-fire rated doors? ANSWER: A previous report is provided and attached for FIRE DOOR clarification. Non-fire doors are not inspected by the contractor.
In regards to the Manchester VA door inspection and repair service request for quote - how many doors do we carry for the $150 repair charge ?  All 1000 doors ?  So a total of $150,000.00 for line item 4.  And if I read it correctly, if the cost of material/parts exceeds $150 per door, to issue a detailed change order ? ANSWER: Contractor to carry material allowance of $150,000 in CLIN 0004. 1000 doors at $150 per door. The solicitation references approximately 135 fire doors for inspection, but the pricing schedule lists CLIN 0004 with a quantity of 1,000 doors. Additionally, the Performance Work Statement indicates that contractors should carry $150 in materials per door. Could you please clarify the intended basis for pricing CLIN 0004?
ANSWER: Contractor to carry material allowance of $150,000 in CLIN 0004. 1000 doors at $150 per door. This is for fire doors and non-fire door repairs. Specifically, should offerors carry: $150 × 1,000 doors ($150,000), based on the quantity shown in the pricing schedule, or $150 × approximately 135 doors (approximately $20,250), based on the stated number of fire doors in the facility inventory? ANSWER: Contractor to carry material allowance of $150,000 in CLIN 0004. 1000 doors at $150 per door. This is for fire doors and non-fire door repairs.