Microwave Tower Inspections

AMENDMENT TO SOLICITATION: The purpose of this Amendment is to post QUESTIONS/ANSWERS to this Solicitation: QUESTION: Good Afternoon Ms. Young, I was looking over your requirement for MICROWAVE TOWER INSPECTIONS DESOL0010067. I was wondering if this was a new requirement or if there was an incumbent contractor currently performing these services? If there is an incumbent can you please provide the Contractor, Contract #, Award date, Expiration, and value? Also at a quick glance I did not see the type of contract that is anticipated, is a firm-fixed price IDIQ anticipated or is another contract type anticipated for Award? I greatly appreciate your time and consideration, any assistance you can provide will be very helpful. Very Respectfully, XXXXX ANSWER: Hello XXXXXXXX, This is a new requirement for a new fix-firmed price contract with Option Years. Thank you for your interest. Tatiana Young Contract Specialist U.S. Department of Energy, Western Area Power Administration +1 (555) 000-0000 Phoenix, AZ ********************************************** QUESTION: Hello Tatiana. In reviewing this, I don't see a bid date. By chance do you know when this is due? Thank you, ANSWER: Hello, Due date is 08/31/2016. But, questions must be submitted to later than 08/10/2016. Please see below. This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in Federal Acquisition Regulation (FAR) Subpart 12.6, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; quotes are being requested and a written solicitation will not be issued separate from this announcement. Solicitation number DE-SOL-0010067 is issued as a Request for Quotation. Solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2005-89. A single contractor will be awarded using Simplified Acquisition Procedures. This is a competitive 100% Small Business set-aside. The acquisition is subject to the North American Industry Classification System (NAICS) code of 541350 with a business size standard of $7.5 Million. The U.S. Department of Energy, Western Area Power Administration, Desert Southwest Region and Rocky Mountain Region, requires the services of a qualified contractor to perform all aspects of communications tower inspections, maintenance, and tower mapping services, at multiple locations as described in the attached Performance Work Statement. Offeror must be registered in the SAM database. If the offeror is not registered in this database, it may do so through the SAM website at: https://www.sam.gov/portal/public/SAM/. All quotes must be valid for 60 days. Only quotes containing all items listed in the solicitation will be considered for award. No partial quotes will be accepted. If a change occurs in this requirement, only those offerors that respond to this announcement within the required time frame will be provided any changes/amendments and considered for future discussions and/or award. Written offers and the above required information are due no later than Wednesday, August 31, 2016 by 14:30 PM Pacific Time to Department of Energy, Western Area Power Administration, Desert Southwest Region, P.O. Box 6457 (615 South 43rd Avenue), ATTN: G1527, Phoenix, AZ 85005-6457 (85009). Electronic responses may be addressed to Ms. Tatiana Young, Contract Specialist contact@example.gov . NO PHONE CALLS WILL BE ACCEPTED. Any questions MUST be submitted in writings to later than August 10, 2016 by 14:30 PST to email ONLY contact@example.gov Applicable Federal Acquisition Regulation (FAR), Department of Energy (DOE) and Western Area Power Administration (WAPA) clauses/provisions are included with this announcement. Thank you, Tatiana Young Contract Specialist U.S. Department of Energy, Western Area Power Administration +1 (555) 000-0000 Phoenix, AZ **************************************************************** QUESTION: Good afternoon Ms. Young, 1. Thank you for your attention to this request for clarifications. The number of towers for 2016 seems a bit daunting to confirm with expected winter weather approaching. Will there be any scheduling flexibility? 2. Will there be any rotation flexibility? For example, the remote higher elevation sites weather allowing then continuing with the lower sites. Understandably, the 2016 goals will roll over to 2017 and every effort would be made to complete by the expected end date and rotation should be logistically based on proximity of sites to reduce travel time and cost. Thank you for your time in addressing these items! Sincerely, ANSWER: Hello, Please see response from one of our engineer. Subject: RE: Response to Sources Sought for 16WA116692 Tatiana, we're always dealing with weather issues, so in my estimation, the answer to both questions is yes, we have flexibility to adjust things, especially this first year given we're getting a late start. Thanks, QUESTIONS- ANSWERS IN RED: Hello Ms. Young, Upon review of the above referenced solicitation (DE-SOL-0010067), I am submitting a couple clarifying questions to help us adequately quantify some significant cost drivers and provide WAPA with the most price value proposal to complete the tower inspections project. Questions are: - 1. Base Year Schedule ~63 towers - a. Base year tower spreadsheets and maps indicate ~63 towers are scheduled for 2016. - b. Is this stated requirement still valid given the late date of the solicitation and the suggestion towers be accessed between May and September? yes - c. Are the years/schedule essentially shifted a year to the right and are now 2017-2021? No (however due to the lateness of the solicitation, we may negotiate some inspections to be delayed from 2016 to 2017 after award). - 2. Site access assessment All of this information will be provided after award. - a. the lat./long. of each site, and/or provide a KMZ importable to Google Earth? - b. access/driving directions for each site? - 3. Preliminary status of each tower - a. When was each tower last inspected? Generally all sites are inspected on a 5-year schedule - a few have not been inspected for 6-7 years, however. - b. Can we obtain electronic copies of last inspection reports/work packages? No - c. And/or can any WAPA summary overview information/status for each tower/site? No ************************************************ QUESTIONS- ANSWERS IN RED: To: Young, Tatiana Subject: DE-SOL-0010067 Good Morning, We would like to submit a few questions and request clarifications concerning solicitation DE-SOL-0010067 Please Clarify the period of performance for Base Year (2016) and the following option years. Calendar year Can you supply Lat./Long for the site locations? No - this will be supplied after award. Can you provide a list of towers that would require a man lift and/or crane? Please use the provided information on tower height and type to make your own determination. There appears to be (2) sites missing from the maps Apologize for the missing sites, see notes below: Base Year Hualapai Mtn.- Hualapai Mtn is located approximately 11 mi SE of Kingman, AZ (maybe DSW folks have a better description?) Option Year 1 Goshen - Goshen is located 6 mi SE of Torrington, WY along US Hwy 26. Referring to Attachment "A" PWS 2.2.1. Measure and record plumb and twist. What is expected if plumb and twist are out of spec.? Especially when referring to clarification of 2.3.5 This information should be reported immediately to WAPA - either to the inspector onsite or the COR - as well as recorded in the site inspection report. Any additional work beyond recording problems and making minor adjustments must be coordinated and approved by the CO, at the request of the COR or onsite inspector. Note ANY work proposed that could increase the inspection cost MUST be coordinated through the CO. ****Everyone, this dabbles in procurement language, plus there's room for interpretation here - open to discuss if you disagree with my answer 2.3.5. Tension guys. Record only or bring up/down to spec.? See note on 2.2.1 above. Best Regards, ************************************************** QUESTIONS- ANSWERS IN BLUE: QUESTIONS (AS USUAL - FEEL FREE TO TWEAK ANSWERS BASED ON THOUGHTS OF DSW PERSONNEL) 1. What, if any, special WAPA- facility, substation training/ Orientation is required and amount of time required for an individual to complete? I believe you will be escorted at all times inside substations, so no special training required. 2. Can 1 foot foundation excavations be done with hand tools, at all sites? Probably - please check with your inspector prior to making any excavations. 3. Can antenna information be made available regarding the heated radomes? RMR has no heated radomes. 4. Can a list of equipment loading on each tower be provided (as last known)? Possibly - check back after award. 5. Are all sites and specifically anchors @ each easily accessible by 2WD truck? Would suggest 4WD vehicles for more difficult sites. 6. Which sites are non-winter access only? Generally any mountain sites - we'll deal with this more after award. 7. Can you provide name and lat./long. of each site in a form importable to google maps? No. 8. Can you provide driving directions to each site? Yes, after award. 9. Which sites and/or how many have environmental concerns or contain hazards or hazardous material contractor must be aware of? Generally sites are in good condition with no environmental hazards. Occasionally asbestos containing materials (such as floor tiles) might be used in the construction of sites. 10. 2.2.2 Requires replacement of missing hardware and broken clips. Can WAPA provide a list of hardware and expected amount of items to inventory? Each site is different, so this is difficult to do - check back again after award. 11. 2.3.5 Tension guyed wires - does that mean to document existing tensions only or to adjust tensions as needed? Re-tensioning, could affect plumb & twist which could affect antenna alignment and loss RSL. Antenna realignments may be required. Will this be considered out of scope work and need to be scheduled accordingly? If so can we get existing receive levels for all paths which may be affected. Can WAPA please clarify and further define the intent of this service requirements, as well as provide the process expected. This information should be reported immediately to WAPA - either to the inspector onsite or the COR - as well as recorded in the site inspection report. Any additional work beyond recording problems and making minor adjustments must be coordinated and approved by the CO, at the request of the COR or onsite inspector. Note ANY work proposed that could increase the inspection cost MUST be coordinated through the CO. 12. 2.3.6 Repair damage to galvanized coating on guyed wire and bolted connectors. What is the expected repair if guys are rusted beyond the reach of an average arm length? I:E, the entire length or rust encountered in the middle of the guy. No extensive repairs are expected to be conducted on this contract - if such difficult conditions exist, note them in the report and let the onsite inspector know about the condition. ******************************** QUESTION: Good Afternoon, I don't want to be a pain, but it appears from your answer and the ledger on the maps the base year needs to be completed by September 2016? Or at least 12/31/2016 From PWS: Tower inspections should normally be completed between May and September of each year to guarantee access to each site. Inspections may be allowed outside of this window, at the discretion of the Contracting Officer. The only reference to the Base year being 2016 is on the provided maps, is that correct? Sincerely, ANSWER: Normally, Government's FY ends by September 31, and from October 1st of each year there will be a new budget and new funding. That is why it was stated about September. However, since this contact is initialized in the middle of year, base year will have 365 days to complete all 63 towers. It is flexible to the awardee to pick locations per maps, as far as all 63 towers will be completed within these 365 days. The following year, Option Year One, has 27 towers, and so on. Hope I answered all your questions to make them clear. If have some other questions, please email them. I want to make sure company who will be awarded will have a clear picture of this contract. Thank you, Tatiana Young Contract Specialist U.S. Department of Energy, Western Area Power Administration +1 (555) 000-0000 Phoenix, AZ That is a perfect answer! I really appreciate your time to explain, we will proceed with reviewing for proposal. have a great evening. *********************************************** QUESTIONS- ANSWERS IN RED: Hello Ms. Young, I am re-submitting a critical question. This information is an absolute requirement in order to provide any meaningful price. After award is way too late. It is equivalent to asking for the price of building a house without the foundation and plans. In the tower services, location and access is one of the most critical cost aspects. This information needs to be provided now in order to assess the sites properly and certainly in order to know how many towers can be accomplished in any given period due to driving time, driving distance, specific location and degree of difficulty of access. Again, anyone submitting a bid without this information is essentially submitting a flawed price proposal; any price will be "inflated" because of this unknown and extremely critical cost driver. Various bids will make varying assumptions on this item and WAPA could not possibly fairly "equalize" pricing. It would not be to the benefit of WAPA to withhold this critical information before the bid is due. It may also be grounds for a protest. - 1. Site access assessment All of this information will be provided after award. - a. the lat./long. of each site, and/or provide a KMZ importable to Google Earth? - b. access/driving directions for each site? Thank you Hello Please see response: Tatiana, we will not share specific site data with every vendor beyond the overview maps, given our critical infrastructure status. He must submit a bid based on what he already knows, just like the other vendors. Some sites will be easy to get to, others will be difficult and take more time. We understand the limited information may increase our per-site costs slightly, but this same exact solicitation method has been used in the past with relative success. Thanks, ******************************** Thank you, Tatiana Young Contract Specialist U.S. Department of Energy, Western Area Power Administration +1 (555) 000-0000 Phoenix, AZ ************************************************ QUESTION: Ms. Tatiana Young, Please consider the following questions in regards to the above subject requirement for Microwave Tower Inspections, RFQ# DE-SOL-0010067: 1. Is a technical proposal (a point by point response to the government provided Performance Work Statement) required? 2. Is only the pricing required for submission? 3. A past performance questionnaire template was included which seems unusual for a RFQ. Is this required for submission to be considered for an award? Thank you in advance for consideration of the above questions. I look forward to your reply. Best Regards, ANSWER: Hello XXXX, All responses to this solicitation must be done step-by-step per attached Solicitation and PWS. So for question 1 - Yes 2. please refer to Solicitation pages 21, 36 and 37 3. the same as #2 . Past performance is required for this type of contract service, as we must be assured that your company is capable with experience to provide this service. Pricing must be submitted with provided spreadsheet for base year and Option Years. Please let me know if you have any other questions, as I want to make sure that awardee will have a clear picture of this contract. Thank you, Tatiana Young Contract Specialist U.S. Department of Energy, Western Area Power Administration +1 (555) 000-0000 Phoenix, AZ Hello Tatiana - Thank you for your prompt response, greatly appreciated. ******************************************** QUESTIONS- ANSWERS IN RED: To: Young, Tatiana Subject: Quesions Solicitation DE-SOL-0010067 Ms. Young, I just realized questions for this solicitation were due by 8/10/2016 but decided to go ahead and submit ours in hope they will be accepted and considered by the Government. Thank you, Questions for Solicitation DE-SOL-0010067 - 1. Can tower drawings be provided in order to determine tower bolt wrench sizes and assess size of tower faces and number of bolted connections? No - 2. Is the "Repair damage to galvanized coating on anchors and bolted connectors" specified in section 2.1.8 of the PWS limited to 1 foot below depth excavation specified in 2.1.5? Yes - 3. Does "Tension Guys" specified in section 2.3.5 of the PWS mean to measure, record and report tensions or to physically re-tension the guys to compliance with the TIA 222-G standard during the inspection visit? This information should be reported immediately to WAPA - either to the inspector onsite or the COR - as well as recorded in the site inspection report. Any additional work beyond recording problems and making minor adjustments must be coordinated and approved by the CO, at the request of the COR or onsite inspector. Note ANY work proposed that could increase the inspection cost MUST be coordinated through the CO. - 4. Can site coordinates be provided? No, this information will be provided after award - 5. Are all sites accessible by 4wd vehicle Yes, for RMR facilities. Hello XXXXXX, Please see attached responses on your questions. Later on today, I will post all questions/answers on FBO as an amendment to solicitation. Thank you, Hi Tatiana, Thank you for accepting our questions. I will monitor FBO for the modification. Best regards, **************************************************** No more questions were submitted *************************************************************** This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in Federal Acquisition Regulation (FAR) Subpart 12.6, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; quotes are being requested and a written solicitation will not be issued separate from this announcement. Solicitation number DE-SOL-0010067 is issued as a Request for Quotation. Solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2005-89. A single contractor will be awarded using Simplified Acquisition Procedures. This is a competitive 100% Small Business set-aside. The acquisition is subject to the North American Industry Classification System (NAICS) code of 541350 with a business size standard of $7.5 Million. The U.S. Department of Energy, Western Area Power Administration, Desert Southwest Region and Rocky Mountain Region, requires the services of a qualified contractor to perform all aspects of communications tower inspections, maintenance, and tower mapping services, at multiple locations as described in the attached Performance Work Statement. Offeror must be registered in the SAM database. If the offeror is not registered in this database, it may do so through the SAM website at: https://www.sam.gov/portal/public/SAM/. All quotes must be valid for 60 days. Only quotes containing all items listed in the solicitation will be considered for award. No partial quotes will be accepted. If a change occurs in this requirement, only those offerors that respond to this announcement within the required time frame will be provided any changes/amendments and considered for future discussions and/or award. Written offers and the above required information are due no later than Wednesday, August 31, 2016 by 14:30 PM Pacific Time to Department of Energy, Western Area Power Administration, Desert Southwest Region, P.O. Box 6457 (615 South 43rd Avenue), ATTN: G1527, Phoenix, AZ 85005-6457 (85009). Electronic responses may be addressed to Ms. Tatiana Young, Contract Specialist contact@example.gov . NO PHONE CALLS WILL BE ACCEPTED. Any questions MUST be submitted in writings to later than August 10, 2016 by 14:30 PST to email ONLY contact@example.gov Applicable Federal Acquisition Regulation (FAR), Department of Energy (DOE) and Western Area Power Administration (WAPA) clauses/provisions are included with this announcement.