12024B19R0002-0001_-_Q&A.pdf

12024B19R0002/0001 Sherpa Maintenance (SMX)

1. RFP, B.2, B.3, B.5, and E.3 items (7), (9), and (13), FAA 145 Repair Station (CRS):

Q: Reference requirements related to the FAA 145 Repair Station (CRS) in Solicitation Sections B.2, B.3, B.5, and E.3 items (7), (9), and (13): If a proposed subcontractor possesses the required FAA 145 Repair Station located within the specified distance from Redmond, OR, will that satisfy the CRS requirement applicable to the offeror/contractor?

A: No. Offerors should refer to Section B.3(a). All offerors shall hold a certificated 14 CFR 145 Repair Station.

2. RFP, Page 1, Block 10, Pg. 26, Item 15, Small Business Requirements:

Q: Conflicting information regarding Unrestricted and Total Small Business Set-aside.

Request government clarify Small Business requirement.

A. This requirement is Unrestricted. Reference amendment 12024B19R0002/0001.

3. RFP, Page 30, (c)(1), FAR 52.222-17:

Q. Executive Order 13495 provides guidance regarding the Nondisplacement of Qualified Workers and gives current workers rights. Will FAR 52.222-17 be incorporated into the resulting contract?

A. There is no predecessor contract. However, FAR 52.222-17 will be included for follow-on contracts (if any). Reference amendment 12024B19R0002/0001.

4. RFP, Page 2, Section B.1(b), Page 12, Section B.3(a), 14 CFR 145 Repair Station:

Q. Pg. 2 Section B.1 (b) states that 'The offeror must be capable of maintenance, inspection and logistical support of the Shorts SD3-60 Sherpa aircraft at a minimum and shall hold an FAA Part 145 Certified Repair Station (CRS) rated for the SD3-60 Sherpa aircraft with either an appropriate class or limited rating with a capabilities list for the Shorts SD3-60 Sherpa.' Page 12 Section B.3 (a) states 'The Shorts SD3-60 Sherpa shall be added to the CRS within 4 months of contract award'. Request government confirm that the Contractor will have 4 months to add the SD3-60 to the current FAA Certified Repair Station Certificate.

A. Yes, the successful bidder will have 4 months from the date of award to add the Shorts SD3-60 Sherpa to its CRS. Section E.3(b)(7) has been updated. Reference amendment 12024B19R0002/0001.

5. RFP, Section B, Schedule of Items (Option 5); Section C.4 and Section C.31:

Q: The Government has Option 5 ending on August 31, 2025 on page 12 of the RFP in Section B; however, the Government has also identified Option 5 ending on August 31, 2024 within Section C.4 of the contract. Utilizing the September 1, 2019 as the start of the Base Period the full period of performance would then either be sixty (60) months using Section C.4 or seventy-two (72) Months using Schedule B’s Option 5 end date. If Section B is correct, then it would be in conflict with Section C.31(c), exceeding the total duration of the contract, including the exercise any options clause, of five (5) years and six (6) Months. Request government provide clarification end date of Option Period 5.

A. The end date for Option 5 is August 31, 2024. Reference amendment

6. RFP, Section B.1, Schedule of Items (Option 5); Section C.4:

Q. Section B includes both Guaranteed & Estimated Days, Hours and Dollars for each Item within each period; however the quantities are the same within the Base Period, Options 1 – 4 and Option 5. The Government has also identified the Base Period as September 1, 2019 – March 31, 2020 (7 Months), Options 1-4 as 12 Months, and Option 5 ending on either August 31, 2025 (Section B – 17 Months) or August 31, 2024 (5 Months) within Section C.4 of the contract. Request the government confirm the estimated Days, Hours and Dollars for the Base Period and Option Period 5

A. Section B.1, Schedule of Items, has been updated. Reference amendment

7. RFP, Section B, Schedule of Items (1.A-1.H & Options), B.1(e ) , Schedule of Items, C.16, Measurement and Payment:

Q. The Government provides a listing of items (1.A – 1.H & Options) to be priced with Guaranteed Days, but provides no definition of “Guaranteed Days” within the RFP. The government also indicates that “Personnel will work a minimum of eight (8) hours per day… and typically be working five (5) days per week (Monday through Friday excluding holidays). Mechanics will be directed to work alternate schedules based on the needs of the government in support of Forest Service Aviation operations, this will include working offset shifts or days off other than Saturday and Sunday.” Additionally, the Government indicates that “Unavailability will be recorded in actual hours and minutes each day. This amount shall be subtracted from daily rate for the identified and will be calculated by taking the total daily rate times divided by 8” in Section C.16 (iv). Will the Government clarify the meaning / intent of “Guaranteed Days” as it relates to Section C.16 (iv) Unavailability?

A. Guaranteed Days will be awarded on a firm-fixed-price basis. However, if the contractor is unavailable to perform the requirements of the contract, the Government will not pay for time not worked. Time not worked will be deducted from the total contract value.

8. RFP, Section B, Schedule of Items (1.A-1.H & Options), B.1(e); Schedule of Items, C.16, Measurement and Payment:

Q. The Government provides a listing of items (1.A – 1.H & Options) to be priced with Guaranteed Days. The government also indicates in B.1 (e) that “Personnel will work a minimum of eight (8) hours per day… and typically be working five (5) days per week (Monday through Friday excluding holidays). Mechanics will be directed to work alternate schedules based on the needs of the government in support of Forest Service Aviation operations, this will include working offset shifts or days off other than Saturday and

Sunday.” Additionally, the Government states in C.16 (a) the “Base Period and any additional order for service that is placed on fixed rate basis for a number or hours ordered shall comply with the following:”

• C.16 (a)(1) – “All hours worked”

• C.16 (a)(2)(i) – “Payment of hourly availability”

• C.16 (a)(2)(ii) – “The Government will pay hourly maintenance crew availability as specified in the Schedule of Items… The maximum amount of availability to be earned per day is the hourly maintenance rate offered times eight hours per day, plus any additional time for Over Time or Extended Standby”

• C.16 (a)(2)(iii) – “The daily maintenance crew hourly availability rate”

• C.16 (a)(2)(iv) – “Unavailability will be recorded in actual hours and minutes each day.

This amount shall be subtracted from daily rate for the identified and will be calculated by taking the total daily rate times divided by 8”. Given the Governments language and utilization of hourly calculations for C.16 Measurement and Payment, would the Government consider a revision to Schedule B Pricing (1.A – 1.H & Options) Unit Prices from “Days” to “Hours” for all hours before Overtime?

A. No.

9. RFP, Section B.8, Insurance Requirements; Section B.9, Government Furnished Property;

Section B.1, Schedule of Items:

Q. It is unclear which of the aircraft must have contractor provided hull insurance. Based on the value provided in Section B.8, the insurance requirement appears to apply only to the Sherpa aircraft outlined in Section B.9. Request the government confirm which aircraft must have contractor provided hull insurance. If other than the Sherpa aircraft, can the government provide aircraft hull values for all possible aircraft under this contract?

A. No. At a minimum, the Contractor shall have $8,000,000 hangar keepers insurance.

Reference amendment 12024B19R0002/0001.

10. RFP, Section B.8, Insurance Requirements:

Q. It is unclear whether hull/physical damage insurance is required only for Contractor negligence/fault, or for any loss or damage regardless of Contractor fault (i.e. Acts of God, etc.). Request government clarify if the hull/physical damage insurance is required only for Contractor negligence/fault, or for any loss or damage regardless of Contractor fault (i.e.

Acts of God, etc.)

A. No. At a minimum, the Contractor shall have $8,000,000 hangar keepers insurance.

Reference amendment 12024B19R0002/0001.

11. RFP, Section B.8, Insurance Requirements:

Q. The cost of Aircraft Hull insurance will significantly increase the contractors price to the government. The use of a Government Ground and Flight Risk clause such as DFARS 252.228‐7001 would reduce the overall cost to the government? Would the government remove the insurance requirement in Section B.8 and add DFARS 252.228‐7001 Ground and Flight Risk clause?

A. No. At a minimum, the Contractor shall have $8,000,000 hangar keepers insurance.

Reference amendment 12024B19R0002/0001.

12. RFP, Section B.3(d), Schedule of Items; Section E.4(1)(ii), Maintenance Authority:

Q. It is unclear in these sections if the contractor must possess all technical data on the Sherpa and other aircraft at time of award or if the required data will be provided by the government. If the contractor must provide the OEM data for the Sherpa and the other 'as‐ needed' aircraft then the RFQ seems to be written for the incumbent. Does the government plan to provide the OEM technical data in support of this program for all aircraft noted in this solicitation?

A. The Forest Service will provide the technical data needed at Redmond, Oregon, or other Forest Service locations listed in the solicitation. For work performed at the Offeror’s 145 CRS, it must possess its own technical data.

13. RFP, Section B.1(a), Schedule of Items:

Q. It is clear that the intention of the government is to maintain all Sherpa SD3‐60 airframes under FAA maintenance guidelines. The RFP lists other aircraft types/models which may no longer or may never have been FAA certified. The type of maintenance needs to be defined. What are the required maintenance guidelines for those aircraft which are not FAA certified?

A. The Forest Service has maintenance and inspection programs for each of the non-certificated aircraft that conform to the requirements of FMR 102.33. If services are ordered for those aircraft the needed, data will be provided at that time. There is no expectation that work performed on non-certificated aircraft would be signed off by the

145 CRS.

14. RFP, Section B.1(b):

Q. This distance requirement will eliminate some qualified depot facilities. Would the government consider waiving this requirement for the Certified Repair Station (CRS)?

A. No. The SD3-60 costs approximately $2200 per flight hour as well as other associated costs to ferry an aircraft for maintenance. Limiting the distance to 4.5 hours flight time commits the government to a round trip cost close to $20,000 and 9 hours of non-mission related flight time. Forest Service operations for these aircraft are concentrated to the locations listed in the solicitation. It would be unreasonable for the government to commit to flights across the continental United States. This would be cost prohibitive and be detrimental to the financial viability of the aircraft.

15. RFP, Section E.3(b)(8), Submission of Offers:

Q. Would the government allow the offeror to use Commercial maintenance as evidence of similar maintenance work? This experience shows model familiarity and recency but is captures on a purchase contract rather than a government program.

A. Yes

16. RFP, Section E.3(b)(8), Submission of Offers:

Q. Would the government consider relaxing the relevancy requirement for three years previous experience to five years in order to allow bidders to provide specific Sherpa DoD CLS maintenance efforts?

A. No.

17. RFP, Section E.4(b)(3) and (4), Organizational Past Performance:

Q. Specific previous work completed for the government (as documented in PPIRS) and/or specific experience on Sherpa aircraft over the last 3 years will be limited to a handful of contractors and unfairly favor the current incumbent, scoring them the highest for past performance and experience, especially when combined with the restrictions on the CRS location. Would the government increase the number of years for both past performance and experience from 3 years to 5 years to allow qualified bidders to respond?

A. No

18. RFP, Section E.4(b)(3) and (4), Organizational Past Performance:

Q. Specific previous work completed for the government (as documented in PPIRS) and/or specific experience on Sherpa aircraft over the last 3 years will be limited to a handful of contractors and unfairly favor the current incumbent, scoring them the highest for past performance and experience, especially when combined with the restrictions on the CRS location. Can the government clarify which aircraft would be considered similar to the Sherpa SD3-60 in order to receive more favorable experience and past performance ratings?

A. Section E.4(b)(4) has been updated. Reference amendment 12024B19R0002/0001.

19. RFP, Pages 4-9, Section B.1, Schedule of Items, Item S (all periods), Miscellaneous Shop Supplies:

Q. Can the government confirm that line Item S should be set as a plug value of $25,000 annually for all bidders?

A. No, that is the dollar value estimate to be used for evaluation purposes. Misc Shop Supplies means the consumables used in the course of the maintenance being performed which are not charged as flat-rate or parts. This would be bid as a percent value of labor charged at the offeror’s CRS.

20. RFP, Cover Sheet; and Section E.3(b)(8) and (11), Instructions to Offerors:

Q. Can the government confirm that this e-mail submission can be in contractor format?

Can the government confirm that the 1200 hours, local time, is Mountain Standard Time?

For the narrative in response the items (8) and (11), will contractor format be sufficient?

A. Yes.

21. RFP, Section E.3(b)(9), Instructions to Offerors:

Q. Will the government allow the offeror to append Quality Assurance and Training Manuals used at the CRS as separate documents?

A. Yes.