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Response to RFP Questions
Question Company Solicitation Reference Questions Response
Number
Can you please post the sign-in sheets from the site visits? Gerald The list of companies have completed all pre proposal meeting and tour requirements to
1 Kitchell Site Visits mentioned they would be made available. Thank you. further participate in this RFP was uploaded to the AOC website on January 19,2011.
During the wrap up session immediately following the site tours, AOC
stated that contractors should have received a computer disk containing The CDs referenced during this meeting were provided to all contractors (1 per company) at
Site Tours – Wrap Up preventive maintenance and work-order data. Our firm never received
2 CBRE Session (Friday, 14 such a disk. How do we obtain one? the Pre-Proposal Kick Off meeting on January 5th. There was one set totaling 4 CDs: one with
January) Exhibits labeled Exhibit J-J7, Exhibit K-K.13, Exhibit L.1-l4, RFP Exhibit Document, Draft - BAS
Policy Manual.; and three CDs containing the relevant JOC Contracting documents for NCRO,
BANCRO, and SRO.
During the closing session on 14 January, AOC informed contractors that There may be some misunderstanding. Payments for JOC projects under $100K will be
final payment for IDIQ or task order work (< $100K) would only be invoiced in the month the project is completed. This could be the same month it was started
reimbursed on a semi-annual basis. Progress payments, we were told, or several months afterwards. Payment will be made 60 days after receipt of the invoice.
could be negotiated for tasks costing > $100K. Does AOC accept the Thus, in some case you may have started the work 6 months before you receive payment. As
Site Tours – Wrap Up general approach of including a finance charge within prices negotiated to finance charges, there will be no specific line item for this. It is anticipated that it will be
3 CBRE Session (Friday, 14 for this work to compensate the contractor for these extended payment part of your adjustment factor for JOC work and built into all other cost such as Labor Cost
January) terms? Factor, Firm Fixed Price cost, etc.
Please provide pricing examples to illustratate 7% PBC calculation and If the invoice is for a total of $1M, $70,000 will be put into the PBC Pool. If the PBC is awarded
4 Jacobs RFP Kick-off/Wrap-up award based on 70% cumulative KPI score for each type of work: Fixed at 70% you would get $49,000. this applies regardless of the type of work.
Meeting Price, Cost Plus, and JOC.
Exhibits J and K were issued on CD at the Pre-Proposal Conference.
Please confirm that Exhibits J.1 through J.6 replace Exhibit O, and that
FM Agreement – cover Exhibit J.7 replaces the original Exhibit J. Also, please confirm that
5 Turner sheet Exhibits K.1 through K.13 replace Exhibit P.
Yes. Exhibit O in the RFP was released at the Pre-Proposal Kick Off meeting on the CD and
were labeled Exhibits J through J.6. The CD labeled Exhibit J7 replaces the RFP Exhibit J. The
CD labeled Exhibit K though K.13 replaces the RFP Exhibit P.
Exhibits L.1 through L.4 were issued on CD at the Pre-Proposal Yes. Exhibit L in the RFP is Contractor Staffing. Exhibits L.1 through L.4 will receive alternative
Conference. Please confirm that these Exhibits DO NOT replace the labeling.
FM Agreement – cover original Exhibit L (Contractor Staffing), and that the Exhibits L.1 through
6 Turner sheet L.4 should be titled Exhibits Q.1 through Q.4 (or some other letter).
It states “when AOC assigns”. On work generated and submitted by the Most work under $15K will be done under the Facility Service Contract and most over $15K
SP do they assign our own generated work projects as JOC or Facilities will be done as JOC. There will be some expectations to this but this is the 95% rule. All
Service Contract? Contractor generated work will either fall into the Firm Fixed Price model or will have to be
7 Aleut RFP – 1.5 Dual Contracts approved by the AOC. The AOC will at that time determine the manner in which the work will
be done.
What are the required quailifications for the "Regional BAS Section 2.2.1 of the Draft - BAS Policy Manual Rev. 0.6 12.15.10 requires that the BAS
8 Jacobs BAS Policy, Section 2.2.1 Administrator"?
Administrator be LONMark or BACNET certified.
What are the required quailifications for the "O&M Service Provider The skills necessary to provide this support align with the Facility Plant Engineering function
9 Jacobs BAS Policy, Section 2.2.1 Engineering"?
within the RFP. See Exhibit K Section 8
What are the required quailifications for the "IS Senior Technical Analyst"? This is an AOC staffed position.
10 Jacobs BAS Policy, Section 2.2.1
1
Response to RFP Questions
What are the required quailifications for the "Independent This is an AOC managed contractor.
11 Jacobs BAS Policy, Section 2.2.1 LONMark/BACNET Certified Third Party Company"?
What are the required quailifications for the "IS Applications Support This is an AOC staffed position.
12 Jacobs BAS Policy, Section 2.2.1 Analyst"?
Please provide updated regional org chart to include required personnel The current Regional Org chart within the RFP allows for sufficient Engineering and leadership
13 Jacobs BAS Policy, Section 2.2.1 from BAS Policy Manual.
skills to fulfill this requirement.
As related to the capability / willingness of Proposers to fulfill all of the Yes, but we will only have contact with the Prime. The Contractor can subcontract provided
obligations in the Facilities Services Contract AND the JOC Contract, this they retain control and responsibility, and their plan meets all the requirements of the
section states that “Proposer may provide the Work and services either contracts relating to subcontracting. It is the AOC's intent to deal with one Prime Contactor.
through its own efforts or by utilizing subcontractors…” Will the AOC
allow for turnkey subcontracting of the entire obligation under one of the
two Contracts? Specifically, if a Proposer is feels that its strength is in JOC
14 ABM RFP Section 3.1.2 Contracting, would that Proposer be permitted to subcontract 100% of
the obligations in the Facilities Services Contract on a turnkey basis (and
vice-versa)?
Will the AOC allow two Proposers (one with core strength and capability Yes, but we will only have a contract with one Prime. If you are proposing a formal Joint
in Facilities Services Contracting, and the other with core strength and Venture approach this would be accepted provided all other contract requirements are met.
capability in JOC Contracting) to partner together in a single response?
15 ABM RFP Section 3.1.2
If the AOC will allow two Proposers (one with core strength and capability No
in Facilities Services Contracting, and the other with core strength and
capability in JOC Contracting) to partner together in a single response,
will the AOC entertain the concept of contracting with the two members
16 ABM RFP Section 3.1.2 of the partnership separately (one contract with one of the partners for
Facilities Services, and a separate contract with the other partner for
JOC)?
Which buildings require chief engineers and Certified Building Technicians
as stated: "The Regional Service Provider will provide the following
minimum trained and certified staff per 1,000,000 square feet of space
controlled by BAS systems: Chief Engineer – 2, Building Technicians ‐ 5"? This standard represents an estimation of skills sets the qualified contractors will have to
17 Jacobs BAS Policy, Section 3.3.2
provide in order to meet the standard for ongoing system management. The AOC is actively
improving building control systems across the state and staff training and qualification will
need to align as portfolio growth occurs. A comprehensive list is not currently available.
Review of Exhibit L.4 and Exhibit J.4 may provide some limited information.
Should the cost of BAS personnel testing be included in phase-in?
18 Jacobs BAS Policy, Section 3.4.1 Testing is seen as the validation process of a proper training program. Training shall comply
with RFP Section 5.3. Pricing for training should be incorporated into proposal costs in
compliance with RFP Section 11.6.
How will the BAS system be operated prior to building technicians being
19 Jacobs BAS Policy, Section3.4.1 certified on BAS?
The Service Provider is reponsible for providing this solution.
How will training provided by the BAS Regional Support Group be funded?
20 Jacobs BAS Policy, Section 3.4.5
Training is incorporated into the Firm Fixed Pricing of the contract.
For which buildings can the AOC provide "Building Schedule" to the SP? A comprehensive listing is not available. See Section 3.5.1.1 of the Draft - BAS Policy Manual
21 Jacobs BAS Policy, Section 3.7
Rev. 0.6 12.15.10.
What is the AOC expectation for buildings that don't have a "Building
22 Jacobs BAS Policy, Section 3.7 Schedule"?
See Section 3.5.1.1 of the Draft - BAS Policy Manual Rev. 0.6 12.15.10.
2
Response to RFP Questions
For which buildings can the AOC provide "Building Setpoints" to the SP?
23 Jacobs BAS Policy, Section 3.7
See Section 3.5.1.2 of the Draft - BAS Policy Manual Rev. 0.6 12.15.10.
What is the AOC expectation for buildings that don't have "Building
24 Jacobs BAS Policy, Section 3.7 Setpoints"?
See Section 3.5.1.2 of the Draft - BAS Policy Manual Rev. 0.6 12.15.10.
For which buildings can the AOC provide "Sequence of Operations" to the A comprehensive listing is not available. See Section 3.7of the Draft - BAS Policy Manual Rev.
25 Jacobs BAS Policy, Section 3.7 SP?
0.6 12.15.10.
What is the AOC expectation for buildings that don't have "Sequence of
26 Jacobs BAS Policy, Section 3.7 Operations"?
See Section 3.7of the Draft - BAS Policy Manual Rev. 0.6 12.15.10.
For which buildings can the AOC provide "Facility Manual Operation A comprehensive listing is not available. See Section 3.7of the Draft - BAS Policy Manual Rev.
27 Jacobs BAS Policy, Section 3.7 Process" to the SP?
0.6 12.15.10.
What is the AOC expectation for buildings that don't have a "Facility
28 Jacobs BAS Policy, Section 3.7 Manual Operation Process"?
See Section 3.7of the Draft - BAS Policy Manual Rev. 0.6 12.15.10.
For which buildings can the AOC provide "Emergency Management A comprehensive listing is not available. See Section 3.7of the Draft - BAS Policy Manual Rev.
29 Jacobs BAS Policy, Section 3.7 Protocol" to the SP?
0.6 12.15.10.
What is the AOC expectation for buildings that don't have an "Emergency
30 Jacobs BAS Policy, Section 3.7 Management Protocol"?
See Section 3.7of the Draft - BAS Policy Manual Rev. 0.6 12.15.10.
For which buildings can the AOC provide "BAS Drawings" to the SP? A comprehensive listing is not available. See Section 3.7of the Draft - BAS Policy Manual Rev.
31 Jacobs BAS Policy, Section 3.7
0.6 12.15.10.
What is the AOC expectation for buildings that don't have "BAS
32 Jacobs BAS Policy, Section 3.7 Drawings"?
See Section 3.7of the Draft - BAS Policy Manual Rev. 0.6 12.15.10.
For which buildings can the AOC provide "Variance Report" to the SP? A comprehensive listing is not available. See Section 3.7of the Draft - BAS Policy Manual Rev.
33 Jacobs BAS Policy, Section 3.7
0.6 12.15.10.
What is the AOC expectation for buildings that don't have a "Variance
34 Jacobs BAS Policy, Section 3.7 Report"?
See Section 3.7of the Draft - BAS Policy Manual Rev. 0.6 12.15.10.
For which buildings can the AOC provide "AOC compliant Refrigerant Refrigerant Management Plans are in the process of being finalized for all facilities that contain
35 Jacobs BAS Policy, Section 3.7 Management Plan" to the SP?
code required plans.
What is the AOC expectation for buildings that don't have an "AOC See RFP Section 2.7.10 Refrigerant Management Plan
36 Jacobs BAS Policy, Section 3.7 compliant Refrigerant Management Plan"?
For which buildings can the AOC provide "AOC based Preventive This document was provided on the CD at the Pre-Proposal Kick Off Meeting and is labeled
37 Jacobs BAS Policy, Section 3.7 Maintenance Schedule" to the SP? Exhibits J.5
What is the AOC expectation for buildings that don't have an "AOC based See Exhibit B Section 1.1
38 Jacobs BAS Policy, Section 3.7 Preventive Maintenance Schedule"?
For which buildings can the AOC provide "Mechanical Zone A comprehensive listing is not available. See Section 3.7of the Draft - BAS Policy Manual Rev.
39 Jacobs BAS Policy, Section 3.7 Locations/Mapping" to the SP?
0.6 12.15.10.
What is the AOC expectation for buildings that don't have "Mechanical
40 Jacobs BAS Policy, Section 3.7 Zone Locations/Mapping"?
See Section 3.7of the Draft - BAS Policy Manual Rev. 0.6 12.15.10.
For which buildings can the AOC provide "Access Codes and Passwords" A comprehensive listing is not available. See Section 3.7of the Draft - BAS Policy Manual Rev.
41 Jacobs BAS Policy, Section 3.7 to the SP?
0.6 12.15.10.
What is the AOC expectation for buildings that don't have "Access Codes
42 Jacobs BAS Policy, Section 3.7 and Passwords"?
See Section 3.7of the Draft - BAS Policy Manual Rev. 0.6 12.15.10.
For which buildings can the AOC provide "Point ID & Controller ID A comprehensive listing is not available. See Section 3.7of the Draft - BAS Policy Manual Rev.
43 Jacobs BAS Policy, Section 3.7 information" to the SP?
0.6 12.15.10.
What is the AOC expectation for buildings that don't have "Point ID &
44 Jacobs BAS Policy, Section 3.7 Controller ID information"?
See Section 3.7of the Draft - BAS Policy Manual Rev. 0.6 12.15.10.
For which buildings can the AOC provide "Current Re‐boot/Restore Disk" A comprehensive listing is not available. See Section 3.7of the Draft - BAS Policy Manual Rev.
45 Jacobs BAS Policy, Section 3.7 to the SP?
0.6 12.15.10.
3
Response to RFP Questions
What is the AOC expectation for buildings that don't have a "Current Re‐
46 Jacobs BAS Policy, Section 3.7 boot/Restore Disk"?
See Section 3.7of the Draft - BAS Policy Manual Rev. 0.6 12.15.10.
What documents are considered "Reference Documents"?
47 Jacobs BAS Policy, Section 3.7 Operations and Maintenance Manuals, Training Guides, Warranty Documents, Service
Protocols, and any other document appropriate for inclusion into the Systems Manual.
Section cited states that “…Contractor will provide escort…for any The plan is for a 90 day transition which will allow time for clearance processing. The AOC will
Contractor or subcontractor employees…” Please explain how this will work with the contractors during the transition period to find a cooperative solution.
be accomplished during the transition and early phases of the contract;
48 CBRE 5.2 (RFP page 10) that is, before the incoming contractor has completed clearance
processing for
49 CBRE 5.8 (RFP page 11) Please define the term “SWO” and how it applies. See Exhibit A Page 6.
For late payments, other than what's listed in this section, can There will be no specific line item for this. It is anticipated that it will be part of your
finance/interest be charged? If yes, at what rate? If no, what has been adjustment factor for JOC work and built into all other cost such as Labor Cost Factor, Firm
AOC's historical payment cycle from the date the invoice is submmited Fixed Price cost, etc. Payment cycle will vary but plan on roughly 60 days from the time of
50 Jacobs FSC Section 7.10 until it is paid? And what is the average monthly invoice amount for each invoice. Some payments will occur sooner some will be slightly longer.
region: BANCRO, NCRO, SRO?
Have there been delays in the past, due to State Budget issues? If yes, Ye, but most payments are made with-in 60 days. Specific data is not readily available.
51 Jacobs FSC Section 7.11 what has been the average time from invoice approved to issuance of
warrants for the past 5 years?
Please explain the last sentence of this section, which states “… This means that the list includes some, but not all, of the criteria that will be used in the
52 CBRE 10.1 (RFP Page 14) information in this sections is…not an exhaustive list of the requirements evaluation.
and procedures for the award of contracts.”
Is there any preference between government and commercial No preference, provided you can show the type of work being requested is similar to the work
53 CBRE 10.1.1.4 (RFP page 15) references? Or are references from both public and private enterprise done on the referenced contracts.
clients requested?
Is the single separate introduction letter also bound into the document It should be in the bound document and does not count toward page count.
54 Jacobs RFP, Section 11.1.1 as well as a stand alone? If so, is it part of the 12-page count for section
11.1?
RFP, Section 11.1.1 and Do you need Proposer information in both places? Yes, but we see these as two different questions.
55 Jacobs 11.2
RFP, Section 11.1.4 and Do you need our project history in both places? Yes, you can reference between the two.
56 Jacobs 11.3.3
Will AOC accept contracts outside of the State of California for experience Yes.
11.3.4 Experience in Job in this section?
Order Contracting or
57 Pride Indefinite
Delivery/Indefinite
Quantity Contracts
58 Aleut 11.4 Staffing Who are the key staff and how are they identified? See Exhibit L of the Facility Service Contract.
Additional page per position, is that per region (if more than one region Yes, if the same person or job description is used for all regions proposed there is no need to
59 Jacobs RFP, Section 11.4.4 is proposed)? duplicate the same information two or three times.
Is the Phase-In Cost subject to the 7% Performance Based Compensation No
60 Turner RFP 11.6.7 Pool?
Is the Phase-Out Cost subject to the 7% Performance Based No
61 Turner RFP 11.6.7 Compensation Pool?
4
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