Transcript_of_Pre-proposal_conference_on_August_15th..pdf

File Name: 0815190208_081519-816943-usda-fs-acquisitions_001

[START OF TRANSCRIPT]

Marco: Ladies and gentlemen, thank you and welcome to today’s teleconference: National CWN Helicopter Pre-Proposal Conference.

Please note that all lines will be muted until the Q&A portion of this call. I will provide you with instructions on how to ask questions at that time. With that, I will turn the call over to Robert Hoffman.

Please go ahead.

Robert: Good morning, folks. This is Robert Hoffman, the National Call When

Needed Helicopter Contracting Officer. I have some other folks in the room this morning with me. Before I go through the questions and answers, I’ll basically have them, each, introduce themselves.

Bill: Hey, good morning. I’m Bill Sloan. I’m a National Helicopter

Inspector Pilot out of Boise. I work for the Washington office.

Robert: Okay.

Male Speaker: Dean Penrod, Inspector out of Boise.

Rick: This is Rick Howe. I’m a National Helicopter Inspector out of Boise.

Larry: Larry Robertson National Helicopter Inspector Pilot, out of Atlanta.

Don: Don Campbell, National Helicopter Operations Specialist, out of

Boise.

Jim: Good morning. Jim Edge, Helicopter Program Manager, out of Boise.

Robert: All right. Thank you, gentlemen. All right. We basically got a lot of questions submitted to us here in the last couple of weeks - we got together yesterday to develop our answers to them. In some cases, or in a number of cases, people were asking the same questions.

You may not hear exactly the question that you had asked us, but in essence, I’m hoping that you get the answers that you’re looking for.

In the end, after I’m done going through these questions and our responses, there will be a second phase to this meeting where you can reach us, the moderator, and specifically ask us any other questions that you’d like addressed. Okay. With that, I’ll go ahead and get started.

The first question was dealing with the standard form 49, and they’re wanting to know what needs to be filled in the blocks. My response to that is we need you to identify your company address, the DUNS number, signature, and the phone number on that block.

Pricing is not going to be filled out in the 14-49, but we would be looking for it on Section A-1 for the schedule.

Okay. Moving on to Section A, on page one, somebody’s asking a question that’s I guess pertaining to the language of saying awards will not be made for helicopters considered unsuitable for the government’s need, or prices determined to be unreasonable.

Basically, what we’re talking about is if an aircraft does not meet the specification requirements, it would be in-eligible for an award.

On the pricing side of things, it’s really is pertaining to pricing that we consider to be unreasonably high.

Okay. The next question, it’s asking about… “Please confirm the base flight year, and is there a standard flight rate already designated by the aircraft? Would that rate be the same for each year, or is there a standard increase?” The way these things work is we have a flight rate chart that is called out. Please refer to section

C-14, and there’s an economic price adjustment that is tied to that flight rate.

The way I set up this particular solicitation in the agreements that will be awarded is we will be updating that chart May of every year to incorporate adjustments to parts, and maintenance, and of course, look at the price appeal and make the adjustments accordingly.

No other adjustments will be done unless the price shifts at least

10% for the cost of fuel; otherwise there will just be a one-time yearly adjustment.

You will price out your Daily Availability in the bid schedule. Also you will price out your Availability for years two, three and four plus the six-month option. We would be looking for pricing in all those areas.

Again, in Section A.1, it talks about, in certain helicopters whether it’s type one or type two helicopters including fuel servicing vehicles, and the question is: “Is the vehicle required to be listed or is it just clarifying the rates that must be included that must include a fuel service vehicle?” We are not requiring that the vehicle be listed.

However, whatever vehicle you decide to utilize, your pricing will need to cover that vehicle cost.

Another question on A.1 is talking about contracted helicopter equipped weight, and it states: “The equipped weight includes the weight of the fixed tank or the weight of an empty bucket and any associated suspension hardware, cables, connectors, etcetera, should this include both restricted and limited helicopters?” The response to that is yes.

Okay. Down to A.3, It states: “Aircraft must’ve been weighed within

12 months prior to the solicitation response due date. Industry standards would indicate maybe it would be like 24 months. Would we accept something like that?” Our response here is that for aircraft on your operating certificate that are currently operating or outside of US, the current operating weight and balance shall be submitted. However, these aircraft will be required to be weighed within 12 months prior to the initial contract inspection.

Regarding contract inspection, that’s something that’s going to be mutually agreed upon date between the Aviation Maintenance

Inspectors and your company. Maybe it happens over the holidays.

However, in my thinking, it’s probably going to happen at some later date early in 2020.

Aircraft performance: The section refers to Exhibit 22 to be used to preparing the calculations; that Exhibit 22 contains an incorrect gross weight for their specific helicopter.

We are going to make it simple here. We’re going to reserve Exhibit

22. We ask that you provide your approved performance charts with your load calculations.

This is the first time to say: There is going to be an Amendment to the solicitation.”

I met a few of you folks while we were out in Montana last week. As a result, a few operators are already aware, but now the rest of you know that I will be issuing an amendment. Most likely, it will be going out Monday or potentially Tuesday.

Okay. On the aircraft performance, there is a reference to tier one and tier two performance. It appears to be the same as the type one and type two in previous solicitations. Would be two tiers of type one helicopters awarded under this contract and if this is the case, will it be a preference from the dispatch given between tier one and tier two? The response here is a minimum performance capability to be eligible for an agreement is the tier two minimum capability, which is 1,600 pounds at 5,000 feet and 30-degrees celsius.

At the time of the order placement, the best-value aircraft is going to be decided on the performance and the pricing. However, to be eligible for agreement, you just have to meet that type two or tier two capability.

Okay. In section A.5, is it asking us to check the box next to how many pilots we may require with the aircraft proposed? The answer is yes.

Also, A.5 states seven-day coverage, “Please confirm the agency requires seven days per week continuous coverage or if the offer is able to take relief days versus supplying replacement personnel?”

The answer here is we always prefer to have seven-day coverage.

For companies that are not able to provide continuous coverage, your alternate schedule may be considered. Please refer to A.7 where you will identify your work schedule.

Again talking about acceptable work schedules. This is under A7 and

/B41 of the relief crew. Question is: “This is a call we needed contract. As such, crews maybe, at times, have duty-accumulated prior to dispatch. It appears that we must designate a schedule and there is no flexibility here.” Under exclusive use, this does not present a problem as personnel can be hired and scheduled based on a fixed availability schedule. Under CWN, it is more difficult to have the same level of certainty. What is the penalty for another schedule?” Our response: There is no penalty for an alternate schedule.”

Do we forfeit travel pay for relief crews? You are able to provide relief personnel in accordance with your schedule. However, we will only pay for travel cost based on the 12-day release cycle.

Will we potentially face release from availability? A.7 offers the opportunity for a contractor to define an alternate (other) schedule.

If you are not able to follow your schedule, you may potentially be released.

On A.11, we’re talking about Alaska operations. It says, “For 133 operators, there is no specific Alaska Operations Spec that we are aware of. If this block is not checked, does that mean we are not to be dispatched to Alaska?” Our response here is: As long as you meet the requirements of Exhibit three, you would be eligible for dispatch to Alaska.

Next question: “Regarding standby. Please confirm the first nine hours of standby per day are included in the Daily Availability Rate provided. Any time beyond those nine hours is when the rate of, $52 per hour authorized crew member is paid beyond the daily rate?” This is a correct statement. Extended Standby does not kick in until you’ve been on duty beyond nine hours.

On page seven, it says if 14 days, on/off for the mechanics is selected, may the mechanics work home-based after two days off and then home-based again two days prior to being reporting back to the assignment base, or do they have to be completely off work for 14 days?” The answer is no. They have to be off for 14 days if that’s what you want to select.

Moving on to Section B, The first question is: “B.2(a)(1) States any helicopter offered shall be listed by make, model, series, and registration number on the operator’s certificate.” We currently have multiple aircraft going through avionics upgrades and bucket/tank installations with a projected completion on February of next year at the latest. Without these modifications being complete, we are unable to add them to our 133 or 137 off specs.

“Are we able to bid these aircraft now, or will there be an opportunity to add them when they are done?” Yes, you can offer this aircraft now. We will require the type, the model number, the series, and the serial number for the aircraft offered. Please refer to section E2.

Now, here, I’m going to interject something that I’ll restate again later on because of what we had to do internally to get approval to post the solicitation. We are basically instructed that we need to re-solicit again in two years. As such, I want you to keep that in mind when you’re thinking about additional aircraft that you want to offer. I’ll cover that a little bit more as I get further on down.

Restricted category helicopters. This is on page ten, B2C1, “Can we bid an aircraft that is currently in the refurbishment process?” Yes, see the previous answer.

On B.2(c)(3) It says: “The US Army does not allow civilian companies to access its service bulletin, NWO, SOS, etc. How would a company comply with this requirement legally?” Comply with the type certificate issued to you by the FAA. HAI is working with Department of Defense to resolve this issue.

On page 16, B.4(d)(18)(i) states: “The bucket at 100% of manufacturer’s weight capacity shall be commensurate with the maximum OGE lifting capability of the helicopter at 5,000 PA and 30 degrees C, and use 200 pounds for each pilot in one-and-a-half hours total fuel” this is a long sentence, I interject here, “Of total fuel or the manufacturer-recommended size, model, bucket by a helicopter make and model shall be used. The bucket shall be capable of being operated with all increments of the long line.

Question: This covers the tier two performance specs. What about tier one performance specs?”

Our answer here is these covers all bucketed aircraft.

We are having an issue with the leak free bucket requirement in

Section B.4 We believe a Bambi bucket even now will not meet this one-half gallon, 24-hour requirement, or so maintenance says. Is this how the forest service sees the Bambi buckets? If so, does that dictate purchasing new different buckets? As we're deeply stocked in the Bambi brand, that's going to be a tall order for a CWN contract. Thoughts? Our answer here is it's not our intent to eliminate Bambi buckets from the helicopter community. We just ask that you maintain the buckets to the manufacturer's standards.

On page 21 B.7(a) the question is: Does not require an additional telemetry unit. Question. Was this intentionally admitted? Yes, that is correct. We decided not to impose this cost on the CWN fleet.

On page 28 (i) lists a new ELT requirement that many aircraft do not have in place at this time. Can you confirm that a mathematical calculation on form C and TBD STC/337 will suffice until such time the aircraft is presented for carding? Our answer here is yes, that will be sufficient.

On page 29 (vii) ADS B is not actually required until January 01, 2020. Can you confirm that a mathematical calculation will suffice?

Yes, this is what we have accepted in the past and it would be acceptable for this Solicitation.

Question on B7(b)(5)(v) GPS data connectors. Are these really necessary? Nearly all IC’s, managers, operations specialists, IR specialists etc. use iPads with geo-reference map programs (such as

Avenza) which do not require any external input from the onboard

GPS. Our response here is that connectors are for aircraft equipped with GPS hardware. They are considered necessary.

Page 30 B(5)(vii) Dual charging USB ports: Are the charging ports required for Kmax aircraft? Our response here is they're not required for any Type one helicopters.

Page 30: What is a PED? That stands for a Portable Electronic

Device. Refer to the definitions on page on B.45. Is it required for type ones? No.

Page 33 B.10 states, IFR night flight, not authorized. Will the agency consider IFR or NVG capabilities in the future, etc? Anything is possible for the future. However,for the current solicitation, we're not going to consider IFR/NVG.

Page 34 B.10(e)(1)(ii) 80 Knot restriction: Many if not all helicopters previously operated by the Forest Service had this imposed by the flight manual. The Black Hawk helicopter has an external load VNE of 140 knots due to this increased operational efficiency. Will this section be changed? The response here is no. We consider this a safety of flight issue. While the helicopter can fly faster than that.

We're concerned about external loads.

Page 34 B.10(e)(3) Bucket requirements: If the primary bucket is gated and power-fill how do the size requirements of the secondary bucket apply? There would be no requirement for a secondary bucket if you have a gated power filled buckets. However, if you have a backup bucket, it must be the requirements listed out on under B.4(b)(18)(ii)(A).

Another question on B.10(e)(4) Tank to bucket: Over the next four years, multiple STC’S will be gained by companies developing fire-fighting tanks for the UH60. Will items awarded as bucket aircraft be allowed to switch to tank operations? Response here is yes, If you have previously proposed a price to operate with a tank.

However, the agreement will have to be modified to reflect this change.

Page 37 B.12(a)(2) qualified non crew members: This Section mentions qualified non crew members. The term is not defined in section B.45 definitions. Term is only used in FAA documents to refer to personnel carried during public aircraft operations. Is the government contemplating utilizing helicopters under this contract to transport government personnel as PAO? If so, does this only apply to personnel transported under UH60-C47? Or will it include other restricted category helicopters? We are not contemplating any changes at this time. Essentially anything that is in the type one category, we're going to exclude it for transporting personnel.

Page 37 B.12 Personnel: Director of Operations, DOO shall meet the requirements of 14 CFR part 119 Certification. Question: If we are not a part 135 operator, then are we required to have and maintain this management position? You must fulfill the requirements of

Management Personnel as defined under B.12(b).

On Page 37 B.12(b)(1) The list does not have a B. Was this intentional? No. We will renumber and provide an amendment change page.

Page 39 B.12(d) Pilot Experience: Under additional special mission requirements, two hours of annual VTR Recurrency Training is required. What determines currency? All line pilots must meet the interagency pilot practical test standards at all times under the contract.

Page 41 B.12(h)(6) There is a requirement for the mechanic to surrender their card to the contractor upon leaving employment. As cards are currently issued in electronic form, there is no reasonable way for a contractor to verify the mechanic has surrendered his card. Can this provision be removed? No.

Page 45 B.16(g) Payment will be made in accordance of C.42 transporting of relief crews. There is no C.42 in this book solicitation.

The reference was to have been to B.41 in the solicitation.

On page 62 B.34 states: The CO may order an additional pilot or a crew member or aircraft on an intermittent basis to maximize usage of the helicopter. Is the CO able to add additional aircraft not listed on the vendor’s agreement upon request? Response: No. We need to pricing established up front for all potential helicopters before we actually award the agreements. I am not able to consider additional helicopters at a later date.

Page 65 B.43(a) and B.43(b) Host Base. What is considered the Host

Base for the purposes of this clause? The terminology of host base is not applicable to CWN agreements. This term will be removed when we issue Amendment No. 01.

Page 68 B.45 Equipped Weight states standard category bucket helicopters do not need to include the weight of the bucket and associated hardware and the empty weight. However, the restricted category bucket helicopters and tanked helicopters do. What is driving the difference between the standard and restricted category bucket helicopters? Standard category type helicopters can carry passengers. Thus the difference in treatment.

There is a question if we should include a definition of a Limited

Category Bucket Helicopters. We don’t believe this is necessary. We just please ask you to refer to our current definitions.

Page 68 Section B. Standard Category Bucket Helicopters: Does not include the weight of the bucket and any associated suspension hardware. The Kmax is a standard category Helicopter. Do Kmax helicopters include the weight of the bucket and any associated suspension hardware? Yes.

Page 77 C.2(g). Will ABS be the invoicing platform for the Forest

Service, or will we have to invoice? Yes. Please refer to b.28 for

CWN Payment Procedures.

Is section C.12 contractor authorized signatures required for the bid submittal? Yes. In my position as the contracting officer, I need to know who has authority to sign for the company for future modifications. That's why we request you to identify the

Contractor Authorized Signatures.

Page 84 C.4.b FAR Clause 52.219-8 Utilization of small businesses concerns is marked as applicable. Will a SBA designated company be given preference over large companies? No, we're looking for all qualified sources here, regardless of the business size or type.

Page 93 C.11 Bio-based products under FAR clause 52 10.223-2.

After researching bio-based products, we did not see products that are applicable that helicopters and fuel trucks used under this solicitation. If there are no viable products we are required to use, can this section be removed from the solicitation? No. I can't remove it as it is a mandatory clause. We ask you to refer to the website link in the clause for potential products. While it might be the case right now that nothing is available, at some point in this future, this may change.

Section D Exhibit 5(a) states: One externally/internally mounted baffled, fixed suppressant/retardant delivery tank. Some tanks are not baffled. Are these acceptable? The response here is yes. A replacement page will be issued to remove this word.

Page104 Exhibit 5(a)(1)(i) States: The frontal area of the retardant column is minimized. Is there a specification for this? No.

If the door is essentially a square, is that acceptable? Yes.

Still on the same Exhibit, talks about the doors shall be closeable in flight. If the aircraft is not capable of landing with the doors open without damaging the doors. With the hydraulics failure, there is no way to guarantee the doors can be closed while in flight. Is it accessible to the agency to land with a failed strut with the doors open and a damaged aircraft? Please refer to your SMS manual for your emergency procedures.

Again, on same exhibit it states: The tank shall be vented so that no more than 0.25 PSI negative pressure will be created in the tank head space during the fastest drop sequence. How is this data provided or validated by the agency? We are not validating the data, the contractor just needs to comply with their STC requirements.

Onto page 114 Exhibit eight, the note says there is a reference to section A.12 required item. However A.12 has no required items listed. Where are the required items? There is no A.12 in this solicitation. The required items are found in Exhibits 8.

On Exhibit 8: Items (g) and (h), the P 25 digital FM radio. Paragraph g refers to Section A.12 and paragraph H refers to Section B.12. Are digital radios, mobile or portable or required for field trucks? Digital radials are not required for the fuel trucks.

On Exhibit 33 is labeled as Additional Telemetry Unit in Exhibit D list of exhibits but reserved in the table of contents, otherwise not mentioned again. As previously stated, an ATU is not going to be required for the CWN program.

Page 117: Please confirm Exhibit 10 Interagency Guidelines for

Vertical Reference/External Load training is not required with the bid submittal?” This will only be required at the time of pilot’s carding.

Page 121, Exhibit 13 Load Calculation (3) Helicopter Equipped

Weight: “The equipped weight equals the Empty Weight (as listed on the weight and balance data), plus the weight of lubricants and onboard equipment required by agreement (i.e. survival kit, rappel bracket). The Equipped Weight definition in Exhibit 13 is different than the Equipped Weight definition in B.45. Where should we document the weight of external load buckets?” The bucket and associated suspension hardware must be accounted for in the load calculations.

Page 141, Exhibit 22, is very confusing. Response: We are going to reserve exhibit 22.

Page 151, Exhibit 31: SMS 3.e: “Does the company have a training program that ensures personnel are trained and competent to perform their assigned duties.” “Do you have a process that can train your pilots and mechanics both initially and annually on the requirements of this contract? It appears this question in the Offeror

Action Required column limits the scope of question 3.e to a training program about the requirements of the contract. Is that the intention?” Yes. We are looking for training that ties back to the specific mission requirements of these agreements.

On Section E, page 162. It says, “Other than the original signed 1449 and any signed amendments, does the government want one printed copy of the technical proposal?” No. We are only looking for electronic technical proposals provided on three thumb drives.

On the same page, 162 E.2 (3): It says, “Technical proposal requires three electronic copies of the proposal. Where Part Two only talks about mandatory documentation. It says, “Only one copy will suffice. How many copies do you want? The subpart 1 only requires one copy. “Is this subpart provided on the fourth thumb drive confusing?” We are looking for the mandatory documentation which is considered part of your technical proposal. As was previously stated, the technical proposal is going to be on your thumb drives. As such, you need to provide that information on the three thumb drives that are submitted with your proposal.

Page 162, paragraph E.2, “Do we need to submit a hard copy of all

Section A (8 pages), or just the portions we are to fill out? We only need the portions of A, where fill-in information needs to be provided.

Page 162: Requests copies of STCs, this is item G. “Will a summary page of all the STCs plus approval page suffice or is the request for the entire STC document?” We are not requiring the entire STC, unless it has an effect on aircraft performance. A summary page of all of the other remaining STCs will be sufficient, but as just stated: If the STC has an effect on the aircraft performance, then we want to see the complete STC.

Page 163, sub-part 1(h). It appears to be a duplication of this STC summary page requested in item G. It is a duplication. We’re going to reserve item h and just limit it to g with a slight revision. This will be achanged page in the Amendment issued.

Page 163, Section E, Sub-Part 1. Mandatory Documentation.

Applicable to helicopters not identified on the contractor’s operating certificates during the agreement evaluation period. All other mandatory documentation is applicable.” We’re assuming all mandatory documentation would include solicitation forms A, B, C;

copies of all STCs; FAA approvals; field approval; aircraft registration;

airworthiness certificates. Is this correct? Yes, with the addition of the serial number of the aircraft.

Page 163 (c) does not contain Exhibit 21 weight and balance forms.

Where can these forms be found?” The link was an old website that is no longer applicable to use. When the amendment is posted, there will be a separate attachment posted at the same time that will include an Excel spreadsheet. This will be the weight and balance form you must utilize when preparing your technical proposals.

“For any items that are required with our bid, but not specifically noted under E2, which lists the required documents of Part I and II, should we just add them to the end of Part II? The E7 questionnaire, and terms of express warranty are required for E1, but not noted under E2?” The response is, “Yes. Please include this information.”

I’ll circle back. Express warranty is essentially not applicable here since we’re buying the service, not a supply.

Okay. Page 163, E.2, includes a the link for the weight and balance forms. Based on the items 1-3 listed after, all forms required with the bid appear to be included with the solicitation. Is this correct, or are there other forms that need to be downloaded and submitted with with our bid?” There are no other forms other than the Weight and Balance form (via Excel Spreadsheet) which will be posted with the Amendment.

Under section E, subpart 1.(d), it states, “Helicopter Equipped

Weight will be validated. Is this is a specific requirement or part of

Exhibit 13?” We are validating weight and balance records, load calculations and your bid weight.”

Page163 talks again about STCs. As previously stated, we’re going to condense the STC requirements into just one item under g and eliminate h.

Under E.2 Subpart 1 (j) States: “Copies of registration and airworthiness certificates for each proposed helicopter. Applicable to helicopters not identified under the contractor’s Operating

Certificate during the agreement evaluation period. All other mandatory documentation is applicable. If aircraft are proposed which are not identified on your Operating Certificates, a factory specification sheet indicating aircraft HOGE capability which meets the Tier 1 or 2 performance Specifications shall be provided. This statement is helpful to allow aircraft to be bid that are currently in conversion. However, many of those aircraft do not have a

Certificate of Airworthiness yet. Can this be amended to the same language as in B.2?” No. The aircraft will have to have a Certificate of Airworthiness prior to our initial inspection.

On Page 163, “What is the factory spec sheet?” We consider the factory spec sheet to be the manufacturer’s standard aircraft configuration which would be the type certificate data sheet plus any added modifications.

On 163-164, Section E, Subpart 1, subpart 2.A, it talks about, “The interagency load calculations are requested in both of these

Sections. Is submission of one per each helicopter sufficient or should they be included in both places?” We will only need one load calculation per configuration.

Page 164, under the technical proposal. The question is: “To satisfy exhibit 31, when evidence is requested, should we submit individual pages of our company manuals?” Our response is: “Submit supporting documentation which addresses the questions that are posed.”

E.2 Sub-part 4 requires the use of E.6 (Offeror’s Past Performance for the past I years). On Form E-6 the list asks for 5 years of history.

Can the agency confirm if they are looking for 3 years or I years?

“We’re only looking for three years.”

Section E, subpart 4, it states: “In addition, we will internally review any applicable CPARS reports for the above-stated timeframe. Will the evaluation personnel access this information, or should we include it on our bid,” Our response: “Provide up to five CPARS reports that fit into that three-year timeline.”

Section E.3(a) states: “Government will select responsible offers on the basis of price and the following technical evaluation criteria,” and it lists out the five criteria that we have there (performance, safety, risk, management task forms, etc.).

Then further on, it talks about we will evaluate pricing to determine the understanding of the level of effort needed to successfully perform the services. “Can the agency elaborate on why they have gone to a straight pass/fail for Aircraft Performance, Safety Risk

Management, Accident rate, Past Performance and Organizational experience?”

We need to differentiate what we’re doing here to establish CWN agreements is different than competing for an Exclusive Use

Contract.

Basically, FAR Part 15 has two evaluation techniques. Contracting by

Negotiation is what we utilize for Exclusive Use Contracts. In an

Exclusive Use scenario, let’s just say we’re doing a solicitation for one location. Lets say you have ten companies that bid on that one location, but in the end, only one company can win the contract. In this scenario, we will look at all these evaluation factors and we will conduct a tradeoff process amongst all of the offerors. The offeror who scores better in each of those factors and also has a reasonable price, will be found to be the “best value” to the government and will receive the award. This is the tradeoff process as defined under

FAR 15.101-1.

Okay, but let’s shift gears here now. For the Call When Needed

Program, I can’t use tradeoffs comparing one company to another;

that’s not what this is about. Essentially, what we’re about is, internally, we’re going to establish standards that we believe are the minimum standards needed to be met for a company to be eligible for an agreement and If you’ve met those standards. As such, we are not going to be comparing one company against another. This evaluation process is defined under FAR 15.101-2 (Lowest Price

Technically Acceptable Source Selection Process).

While that LPTA process could be utilized to select one winner (as is done for Exclusive Use Awards), here we are looking to establish multiple agreements with all qualified offerors. Other than meeting the technical criteria, the other crucial question comes to: Is your pricing reasonable?

When we look at pricing, we will be comparing like model helicopters with similar performance capabilities. If the pricing proposed falls within some standard deviation for that type helicopter, we’ll find that reasonable. But let’s say somebody has a

Bell 205 and the standard is $5,500 or $6,000 a day for Availability or whatever that price might be for say a Bell 205 I should say, and you’re at $12,000 or $15,000, I’m not going to find that reasonable.

This would be a scenario where award would not be made.

Its not the Forest Service’s intent to penalize an offeror that has proposed a higher price per se as long as the determination can be made that the price be considered fair and reasonable to the government.

Page 169: Please Confirm what you need for pilot experience documentation? Reference the language and solicitation on Page

169 E.3 (5) “Please refer to section B.12(d) and (h) for a listing of the minimum experience requirements for pilots and mechanics.

Page 172 E.5 Questionnaire. Do you need a HOGE-J reading from the chart in the RFM as max gross weight or the computer with a 200 # pilot and 1.5 fuel? Please follow the instructions on the load calcuations and reference A.3

On E.6 Offeror’s Past Performance, does the Forest Service only require three references for this evaluation? Provide the references you believe that will adequately tell your company’s story.

Can the Forest Service confirm the reference questionnaire is only submitted with this proposal package? If your past performance is with other agencies that do not utilize CPARS, please request them to fill out the questionnaire.

Page 165/172 Su-part 4: The RFP states for the past three years, (2016-2018). However, the E.6 Questionnaire block showd 2012, 2011, 2010. Can this be amended? Yes, this was missed when we inserted the form. It will be revised via the amendment.

Now these are some other questions that came in after the initial cutoff. I still want to go ahead and address them, but they'll probably jump around a little bit in terms of where they apply in the solicitation.

First one is what calendar period of my bidding. I understand the bullet is for four years, when does this start? The effective date of the award is planned for November 1st. The calendar period is going to run from November 1st until October 30th of the subsequent year. And that'll be the same thing for your other three pricing periods going through October 30th of the subsequent years and your six months option would be after those four periods remotely.

Okay. It says if we offer an aircraft that can do tank or bucket work, how should we present? Provide two separate load calcs and weight and balance documents.

How will dispatch know the asset can be hired in either configuration? You will have to bid the tank and bucket separately.

When the aircraft is inspected, the card will indicate both tank and bucket. NICC will be able to list the aircraft in both configurations..

Okay, a question on upgrades: The helicopter fleet will undergo upgrades over the life of the contract. Some of the replacement items will weigh more than the item that was replaced. For example, a new main gear box is heavier than the currently installed version.

If we upgrade our aircraft and the weight increases more than 1% allows, will the Forest Service make any allowance for the increased weight due to the unavailability of this previous model of component and the increased safety of using the most modern design available? We will evaluate as necessary on a case by case basis.

A question specific to the Blackhawk: There are a few models of the

UH60 being operated by several companies, the 60A and the 60A+, which the 60A+ essentially has upgraded the engines resulting in additional payload. It says we will be bidding both types of aircraft at different rates, but over the life of the contract, we will likely upgrade the rest of the fleet to the 60A+ status. Is there a way to increase the price ones the higher powere engines are installed? If you believe you may upgrade the aircraft in the future, submit a price reflective of both configurations.

Is there anticipated card date? The effective date for the wards is planned to be November 01, 2019. Response: We are assuming we can get through the evaluations in September and receive approval to issue awards in October. After that, the carding activities are going to take place as I previously stated by mutual agreements between the awardees and the AMI’s.

If we have a parent company that is considered an immediate order or highest-level owners, if they don't have direct control? Since this solicitation is open to both small and large businesses, this question has no bearing for award decisions to be made.

Is there a specific layout requests other than Adobe pdf or Word?

Do you prefer all combined into one document per one, part one and part two are separated out and organized by name? It is helpful to us if you can create some folders on your thumb drives. I would recommend that folders be divided into each of the five evaluation criteria. This will help expedite the proposal review process.

Essentially, our evaluation panel is going to be broken into different groups that have their specialties in each one of those areas. It just helps save us time if you do that.

If the bid is submitted for only type ones and a type two is purchased later date, is that helicopter able to be added to an existing contract or not until the next round? No. We won’t allow any additions to agreements beyond what you've identified on your initial offor.

As part of the internal approval to post this solicitation, we committed to soliciting again in two years to potentially award more agreements to qualified offers. Since we will re-open this door and re solicit, our existing agreement holders will have a new opportunity to offer additional helicopters which were not awarded on their existing agreements. Any new agreements will be effective for two years to remain in line with the agreements we previously awarded in this solicitation.

Question: Dual USB charging ports for type ones? No.

Does a forest service plan to use any restricted category aircraft like the UH1H or UH60 in any passenger carrying operation? The answer is no, not at this time.

Can you confirm that a restricted category aircraft, do not need to have an intercom system installed? That is correct. They do not.

B.12 personnel (i)(2) and B.16 (h)(6): Can one employee serve as both a pilot and a mechanic? At a minimum, a contractor must have a pilot, a mechanic, and a fuel truck driver.

B.12 personnel. Can a mechanic also serve as a fuel truck driver? No, they cannot do both roles.

Okay. B20, solicitation states pilots are required to complete online training models for helicopter fire operations at least every 36 months. The Grand Canyon requirement has historically been an annual requirement. Can you clarify? You must comply with the online IAT requirements.

We had a question on the tank numbers. Basically, some contractors have a lot of tanked aircraft. The fact that we are limiting the tag numbering to three characters is presenting a challenge. But basically, because the air agency, air taker board does not have the capability to conduct testing of new tanks, we're not moving off that standard. You will have to abide by the numbering standard of three characters. If this presents a problem, you'll have to work with the

CO to establish an alternate solution.

Also, an additional note, in terms of the markings on the helicopter:

Other than your N # and the company name, old tanker numbers will need to be removed.

In Section E.8, there isn't a reference asking that I submit anything?

Well only need to respond to Paragraph (b) in E.8. This is if you filled out the reps and searched in the System for Award

Management (SAM) website. Otherwise, if you haven't done that, you would need to submit hard copy of all your certs and reps.

Does the forest service consider the Kmax of standard or a limited aircraft category? From our perspective, we considered a restricted aircraft. No passengers are allowed. It is a standard aircraft;

however, we use it in a limited capacity.

There was one other question that was about which tier are you looking for in the calculation for HOGE on the schedule of events form. The response is the tier that your helicopter will fits into.

A question was asked: On page 186H executive order, does this apply on your contract? The answer is yes, it does.

And then somebody was looking for guidance on the foreign end products described in section E, page 182 to 88. Do these pertain to the aircraft parts, tools, et cetera? No, they are not applicable.

A question was asked about personal and property damage. You have to have at least $300,000 for any one person, and I think the total coverage of $2 million per involved aircraft for each occurrence. However, I will also advise you to look at 14CFR205.5 for your minimum coverage requirements.

Okay. At this point, I’m basically done answering the questions that were previously submitted. Marco, if you can turn it over to the folks online that have any additional questions, I’ll be willing to hear them out.

Marco: Ladies and gentlemen, as we move to the Q and A portion of this call, please press pound two on your telephone keypad to enter the question queue. You will hear notification when your line has been unmuted at that time. Then please state your name as well as your question. Once again, pressing pound two will indicate you wish to ask a question. We do have one caller on the line. Caller your line is unmuted.

Brent: Good afternoon. Good Morning, gentlemen. Bob, just to clarify, you said this was going to be a two-year award cycle?

Bob: No, I didn't say that. I said it's going to be a four-year agreement but in two years, we will re solicit for other potential sources to also get an agreement.

Male Speaker: Okay, so if you hold an agreement for four years, then it's good for four years.

Robert: That would be correct.

Male Speaker: Okay. All right. I'm sorry it was just unclear to me. I was wondering if you wanted pricing for the full four or just the first two, but that explained it. Thank you.

Robert: Yes. When I resolicit two years from now, there'll only be two pricing periods for that particular solicitation to keep that in alignment with this four-year agreement.

Male Speaker: Okay. If something unforeseen happens in two years and we end up in some economic zone that we're not expecting, can we rebid those final two years?

Robert: Well, I hate to tell the whole community this, but agreements are different than contracts. Basically, a contractor can come to me at any point in time during the cycle and say they want to adjust their pricing. Obviously, if that were to happen all the time, it would be a major headache. I mean, on the last cycle, I did have a couple of situations where contractors felt the pricing was too high, so they basically came to me and said, "We want to offer a lower price." For those contractors, I went ahead and wrote a modification to identify the lower price. I would basically say if you're an operator sitting out there and you're not getting any calls, it might tie into the fact that your pricing is potentially higher than your competitors so that’s why you're not getting the calls, but I'll say no more on that.

Male Speaker: All right, thank you.

Markle: Caller, your line is now unmuted.

Scotty: Hey guys. This is Scotty Runyan at Helicopter Express. We have a K-

MAX that is being manufactured right now. We really don’t know the exact configuration and we really won't know the empty weight, equipped weight or anything like that. I'm just trying to figure out the best way to submit that information to you.

Robert: I'll let Ricky respond to that. Go ahead, Ricky.

Rick: Hey, Scotty, this Rick Howe. I would say that you’ve purchased one recently or would ask Kaman to tell you what their last aircraft went out, add the modifications that you want to do to it to get a basic weight and give yourself a comfortable margin so that if it comes in overweight and then bid it, but bid it by serial number.

Robert: Yup. We do have a serial number. Okay, we can do that.

Rick: Does that answer your question?

Robert: Yeah, it does.

Male Speaker: In two years, they’ll add it.

Male Speaker: In the two years, if you don’t get it on this year's agreement Scotty, two years from now, you'll be able to add that. Potentially add that to the fleet already awarded.

Male Speaker: if you don’t have the serial number at this point in time, you'll have another bite at the apple two years from now.

Rick: They have the serial number. Yeah.

Markle: Caller, your line is now unmuted.

Tom: Okay. This is Tom Rose with Air Center. The question is with regards to Exhibit 21, the forms A, B, and C, the weight and balance forms and the examples that are in the RFC. Is it okay if we provide this request of weight and balance information through our internal portfolio validated and verified documentation rather than extrapolating translating that information over to those forms?

Male Speaker: The answer to that is we require for the solicitation bid purposes that you use the forms that are in Exhibit 21. We'll have an estimated over 250 aircraft to evaluate in a short period of time. As such, it would be very laborious for us to try to go through and figure out everybody's weight and balance forms. Does that answer your question?

Tom: Yes, sir. Got it. Thank you.

Male Speaker: You bet.

Markle: Once again, pressing pound two on your telephone keypad will indicate you wish to ask a question. We have no further – one second. Your line is now unmuted.

Will: Hi, it's Will Metts. On page 43, it references dogs and other animals.

We're curious why the change and/or also it specifies on federal property. Would that be heli-bases other than federal property?

And is there a reason for the new restriction? It feels like other operators have mechanics, especially it's a perceived benefit for them to be able to bring their animals along in the long seasons and stuff. If there's any way there'll be any restrictions like if they could just be on leash or something like that or what the purpose is or if there's any latitude, there.

Jim: Hello Will, this is Jim. This was brought to our attention from last year and the year before where there had been some vendors out there that had their pets on the active, for lack of a better word, area where the aircraft was for dispatches and so forth, and it impeded the contractor to respond in a timely manner. And so, to prevent that and to address that concern, as you read in there Will that it's federal, then – the national standard I should say based on federal properties and so forth. That is what's there. It has impacted the responses in the past. As far as the request to I say alter it as far as leashes and so forth, we can have a discussion internally on that and if there is a change on that, we'd add it to the amendment, but right now that's where we are at that.

Male Speaker: I would have to believe that that’s kind of a Pandora's box though. I mean, having aircraft, animals out there and, “Hey, it’s on a leash but it got off a leash,” well now you still have this issue. But if they want to make a change, then of course we'll put it in the amendment, but no promises at this point.

Will: Okay. I just like to comment. I can't imagine that’s been that many times. Everybody's pretty responsible. It is a perceived benefit. I think we'll have a reduced interest and you'll lose some accounts. I don’t know for sure, maybe some other, but I think everyone's pretty responsible if there's some general guidelines. But also, it does specify federal property and I would just like an answer on that. Would that be a heli-base or public or some private ground that we're using for heli base or would it just be like say on an airport and/or at a federally owned heli base?

Male Speaker: Will, I'm not sure if I understood the entire question. You kind of cut out just a little bit. But I think you're asking the definition of federal property? I honestly couldn’t hear you don’t know what the definition of federal property is but it's federal land and we're operating a heli base off that federal land, it would be considered federal property.

Male Speaker: Yeah. Or even if it's leased property and it's leased by the government, that makes it our property for that time, so –

Male Speaker: Temporary federal property.

Male Speaker: Temporary federal property.

Male Speaker: If we got a lease to establish a heli-base out in some vacant land will fall–

Male Speaker; It can affect any operations we do, what you folks do for us.

Markle: Caller, your line is now unmuted.

Brian: Hello, this is Brian Geary from Central Copters. I have a question on mechanics and fuel service drivers and their function. Historically, we've always moved with two fuel trucks, a small one that can kind of suffice for a day and then a large one to provide coverage for extended periods of time. When those trucks are in transit to a heli base, at times the carded mechanic is the one driving the small support vehicle with the support trailer and all the standard stuff the mechanic would bring along. Is it going to be a requirement for that truck to also be driven by a separate fuel service driver when being dispatched?

Rick: This is Rick Howe. I've got your answer for you. The primary fuel truck has to be driven by a fuel truck driver. If it's the small truck or your support trailer, can be driven by the mechanic, but he is under his DOT when he does that because of the size of the tank or the size of the trailer, the weight rating that he's doing, he has to comply with DOT regulations for that duty day. You will be required to have a pilot, a mechanic, a fuel truck driver, but the primary fuel service vehicle would be driven by the fuel vehicle driver and the mechanic can drive the support vehicle. Does that answer your question?

Brian: Yeah, that answers the question. I just wanted to make sure all of a sudden, I wasn’t going to need two fuel service drivers, one to drive the primary truck and one to drive the small mechanic support vehicle even because it carries a little bit of fuel on it as well.

Male Speaker: If that's the case where you have to hire – for whatever reason, if you have to hire another person to drive that truck under A.6 with the solicitation, we'll pay up to four people.