Questions and Answers to Project Documents — Business Opportunities
PROJECT:  Central Utility Plant Mechanical Services
NUMBER:  201843835-00

Current as of:  5/21/2019
Question Number  1:   Section IP-6, C. Proposal Narrative Contents, E. Proposed Work Plan Approach. The second sentence states: "This explanation should include the proposed effort for controlling, responding and completing the Scope of Work on schedule and the methods the Proposer would use to...." There seems to be some information missing to complete the statement. Can DEN please provide the rest of the sentence / deliverable request?
    Answer:   The sentence should read as follows: This explanation should include the proposed effort for controlling, responding and completing the Scope of Work on schedule and the methods the Proposer would use to coordinate its work with the consultants and whose work must interface or connect with work performed by the Proposer.
Question Number  2:   Section IP-6, C. Proposal Narrative Contents, F. Key Personnel. The last paragraph reads: "The Contractor must have at least two persons employed with factory authorized training, or a demonstrated equivalency, to be determined by DEN personnel and the Purchasing Department in repair maintenance of York and Trane Equipment of the type and models at DEN. It applicable, include copy of factory documentation of such training with proposal." Please confirm it is acceptable to provide these qualifications by utilization of subcontractors?
    Answer:   It is expected that the Contractor may need to use sub-contractor that are factory trained to perform the work required. Technicians employed by the various OEM's will be expected to do the majority of work on their respective OEM equipment. Non- OEM technicians that have and demonstrate current factory training will be aceptable at the discretion of DEN.
Question Number  3:   During the Mandatory Pre-Proposal Conference it was mentioned that the building controls scope of work already had a contract in place for emergency work and planned maintenance. Please confirm if this is a desired scope of work to be provided under this contract.
    Answer:   Work on the building automation system is not to be included under this contract. Selby Butterworth has PLANE201521978 set up to cover issues related to the automation system.
Question Number  4:   If the contractor has more than five subcontractors listed on Exhibit E, should we provide those resumes in this section as well?
    Answer:   Resumes for all sub-contractors proforming work under this contract must be provided.
Question Number  5:   Section IP-9, Designation of Subcontractors. Second paragraph first sentence states: "Proposers who submit a proposal in response to this RFP are precluded from participation as a subcontractor with any other Proposers who submit a proposal for this RFP."Please confirm this is indeed a restriction?
    Answer:   Yes this is a restriction. If you choose to submit as a prime in one proposal in one submission and a subcontractor in another, your prime proposal will be rejected.
Question Number  6:   In addendum one there are URL links provided for and Exhibit E and submittal. These two links do not work when we attempt to go to the associated website. Can you clarify if these links are operable and if not provide corrected ones?
    Answer:   Please see the Addendum 1 supplement posted. The links in this post are correct and operable.
Question Number  7:   As Prevailing Wage Rates change during the three years of this agreement will contractor be allowed to modify their hourly rates as these occur or should contractor estimate these wage rate increases into the hourly rates required in the RFP?
    Answer:   This question is more for DEN than Prevailing Wage, mainly due to the fact that our division has no say as to what is allowed or not in terms of your contract and change orders in regards to wage rate increase costs for major trades. I do suggest you estimate these costs ahead of time considering the approximate duration of the contract so that no future budget problems or restrictions arise.
Question Number  8:   Confirm that this agreement will require a $ 10 M liability insurance coverage because of the possibility of work required on the tarmac, i.e. cooling towers, plant accessibility.
    Answer:   Please see the sample Certificate of Insurance in the RFP under Umbrella Liability. If operations include unescorted airside access at DIA, then a $9 million Umbrella Limit is required.
Question Number  9:   Should hourly rates for time and a half and double time be included as separate line items for each labor category required in the cost effectiveness section?
    Answer:   Yes.
Question Number  10:   Given the existing building automation systems are integral to the operation of the chillers and boilers, and HVAC mechanics may not be trained and proficient with building automation systems, how does DEN plan to handle this work? Confirm how each of the three alternatives shown below may apply. -->Will DEN personnel be onsite with the contractor during all emergency call out and repairs to operate the building automation system? -->Will the contractor be required to have a fully trained building automation person on staff to be onsite during a repair or emergency services event? -->Will the contractor hire a subcontractor to perform the building automation system work? If this is the requirement confirm that Proposer is to submit designation of subcontractor requirements as outlined in IP-9. This section precludes proposers from participating as a subcontractor with any other proposers who submit a proposal. Confirm if this requirement should be deleted for this procurement and contract.
    Answer:   DEN CUP personel are assigned to the plant 24/7 . CUP staff will handle operation of the BAS system for all services. The service contractor will coordinate all automation changes through cup staff.
Question Number  11:   Exhibit B, Section 4.5 requires retainage of 5 % for each invoice be held by DEN. This is typically not a requirement for an emergency service contract. Can you confirm that this will not be a requirement for this contract?
    Answer:   This is a non-exclusive contract to provide scheduled maintenance and scheduled or emergency repair services for the chillers, boilers and associated equipment at Denver International Airport.
Question Number  12:   What tax rate percentage applies to this project?
    Answer:   4.31% Denver tax would be due on all tangible personal property and taxable services for this project. This would be in addition to any state collected tax that would be due.
Question Number  13:   Exhibit A defines what a journeyman is for purposes of this contract. Is the one to one ratio of journeyman to apprentice a requirement of this contract?
    Answer:   Answer being researched.
Question Number  14:   Exhibit A Schedule C lists critical spare parts for York Chillers. Given that parts are required to be available within 24 hours, these part will have to be purchased and held in local inventory for the duration of this contract. Given this is a substantial investment by the contractor, is the expectation that the inventoried spare parts cost is to be provided for the contract without reimbursement to the contractor unless the part is used onsite?
    Answer:   The York chillers are in the process of replacement and will be removed over the next 2 years. The 2019 summer should be the last time we have to run the York chillers. Base on that, are we going to require the contractors to buy parts for inventory that we probably are not going to use. My thought is that keeping these parts in inventory at this point is an unnecessary cost.
Question Number  15:   Exhibit B developer/builder requirements are typically designed and used for projects, not for emergency services work. There are items within Exhibit B such as submittals, scheduling, progress payments, general and administrative expense categories, and task control types which would not apply to this type of contract. Confirm that Exhibit B requirements do not apply to this procurement, given it doesn’t match the type of work being performed.
    Answer:   This is a non-exclusive contract to provide scheduled maintenance and scheduled or emergency repair services for the chillers, boilers and associated equipment at Denver International Airport.
Question Number  16:   RFP states a M/WBE participation goal of 15%. The documents call for an LOI be submitted showing the company with their participation dollar amount. There is not a lump sum dollar amount be submitted. Since it is unknown what type of specialty contractors may be required based on any given repair or emergency service event, how should the contractor submit the names of relevant MWBE companies and complete the LOI requirement for this procurement?
    Answer:   4(a) of IP-8, Minority Business Enterprise and Women Business Enterprise Participation: If the City does not require a lump sum or maximum fee amount as part of the bid or proposal response, DSBO will total only the percentage amount of participation stated for each MBE or WBE firm listed. In order to count the percentage of participation towards the 15% MWBE Goal: • The proposer must list all of certified MWBE firms participating on the project at any tier. • The list must include the percentage of participation and the scope of services for each certified MWBE. This percentage should be the same as the percent of MWBE participation on the executed Letter of Intent (LOI). • Please indicate the NAICS code and scope of services the certified MWBE will be performing on the LOI. The scope of services should be the same as indicated on the list. It is strongly encouraged that the proposer verify the MWBE is currently certified in the scope of services with the City and County of Denver.
Question Number  17:   Item IP-6 cost effectiveness section, cost proposal - RFP chart. What costs should be included in the hourly rate column and what costs should be included the multiplier column? Service costs may include truck charges, travel time, fuel costs, parking, badging, expendable and site specific tools, etc. that contractor is required to provide for this work. Which column should include the project management and costs? It is unclear what the definition of the multiplier cost column is and what is to be included. Please clarify
    Answer:   Please refer to Addendum 4.
Question Number  18:   IP-6 Cost Effectiveness states DEN would like to see the bidders “maximum management fee percentage that will be charged for each task repair. Please define what costs are to be included in the management fee. What is the management fee to be a percentage of for purposes of proposer pricing comparisons?
    Answer:   Please refer to Addendum 4.
Question Number  19:   Given new equipment may be installed replacing existing equipment during the term of this contract, and that labor and material warranties are included by others for this equipment under the projects, if work is required by DEN under this contract for the new equipment while under warranty how may it effect the manufacturer’s warranties, which could possibly void their warranty? Should we expect that the new equipment emergency service and repairs will most likely be handled by the equipment supplier and installing contractor and not by this contractor during the equipment warranty time periods?
    Answer:   Warranty work on new equipment will be handled by the OEM.
Question Number  20:   Exhibit A Hours of Operation state that the City shall view any emergency as standard time including all recognized holidays. Contractor is required to pay employees overtime and holiday wage rates. Confirm that City will pay overtime and holiday wage rates for emergency calls performed other than normal business hours.
    Answer:   Answer being researched.