1202RZ25Q0002 Tent Solicitation Questions.pdf

Tent Solicitation Questions & Answers 1202RZ25Q0002:

TENT SYSTEM DEFINITION

Q. Could you clarify whether the government intends to allow alternative tent systems that meet the stated specifications, or if there is a preference for the Western Shelter Systems models due to compatibility and prior usage?

A. Yes, the government will accept any model or manufacturer of tent systems that meet advertised specifications.

Q. Lack of Defined Quantities & Layouts – The solicitation does not specify how many tent systems will be ordered or what sizes will be required. Additionally, it does not define the geographic configuration of these tents. Without these details, it is challenging to establish a firm fixed price for a package that depends heavily on these factors.

A. Due to the unknown ordering requirements the quantities and layouts for the initial I-BPA awards allow for flexibility. The schedule of items defines the line items.

Q. Water Barrels- We would suggest water barrels be listed as an optional item as well. The majority of ICP locations do not need water barrels. This is an additional cost to include if required to price upfront. This would save the government money if listed as an optional line item to only order when conditions warrant the need.

A. Suggestion has been noted.

Q. Minimum Requirements- Stated in your specs you require a tent to have full frame free standing. Last year there were blow-up tents on fires. How do those qualify? There are also shipping containers with fold outs being used instead of tents, how does this qualify?

A. Solicitation requirements must be met.

Q. Climate Control-Regarding climate control and temperature regulation for the tent systems, we seek clarification on whether window air conditioners are permitted for use in this solicitation.

A. Yes, if they meet the climate control requirements.

Q. Are window air conditioners permitted for use in tent systems under this solicitation? If so, how will the government ensure that any window air conditioners used meet the minimum required specifications?

A. Yes and we define the climate control temps in SECTION 1.3.4.3 TASK 3: Set Up.

Q. Would the government consider specifying HVAC requirements like those outlined in other solicitations, such as Region 5’s, to ensure consistent performance and compliance?

A. Field input was received and incorporated into the solicitation and specifications.

Q. Fire Extinguishers- We have found fire extinguishers that show "multi-purpose 2A-10BC" that have a 3lb. and 5lb charge/weights. Will BOTH sizes fit your specification?

A. Yes, clarification has been added to the solicitation.

GENERATORS

Q. Regarding power and generators being included as part of the "Tent System" rather than as a separate line item, we believe that while power and generators should be provided under this solicitation, they should be categorized as individual line items rather than being bundled into the tent system cost. Our concern stems from the fact that the government has specified amp requirements per tent system but has not clarified key details regarding voltage. Specifically, is the government requesting 50, 30, and 20 amps at 120V single-phase, or are these amp requirements intended for 208/240V single-phase power?

A. We believe the below section of the solicitation addresses the question:

*Clarification on adequate power and distribution by tent system – Minimum AMPS is provided for quoting purposes based on Government estimated power demands for laptops, printers, etc. (outside of heating and cooling power needs). The provided power for each tent system ordered requires supporting the entire tent system—not just interior power. This includes heating and cooling, interior lighting, and overall power distribution in the tent system order. Additionally, generator power could be allocated across multiple tent systems, allowing higher-demand tents to use more power while staying within the total allocated average provided per system.

Q. More Efficient Generator Procurement Process – By separating generators from tent systems, orders can be placed based on the actual needs of each specific job. This approach ensures that the end user receives exactly what is required for their operational environment rather than bundling power as a generic inclusion in the tent system package.

A. Field input was received and incorporated into the solicitation and specifications.

KEY PERSONNEL

Q. Key Personnel- Contractor shall provide a POC who will be responsible for BPA/Call response (acceptance of the work offer) and performance of the work. Can vendors provide 2 POCs in case one is not available?

A. Yes, add to the DDP submittal attachment.

SCHEDULE OF ITEMS

Q. Relocation Fee- Why doesn’t the SOI have a mileage rate for the relocation fee? Are vendors to assume the mileage rate for relocation is the same rate as indicated for individual Type(s) of tent systems and optional items?

A. Term mob/demob under mileage removed from SOI/Attachment 1 to clarify the below.

RELOCATION FEE - Relocation means moving an entire tent system from one physical location to another, moving panels or doors does not constitute relocation. Relocation includes round trip mileage and the relocation fee. If, after initially agreeing on the placement of the generators, the incident requires the generators to be moved to accommodate more distance between occupied structures (carbon monoxide exposure mitigation), the incident will pay the generator relocation fee and mileage rate to compensate the contractor for the travel to site and additional power distribution and cabling required to facilitate the added distance.

Q. Deductions: I-BPA does not mention food, showers, ice, lunches for its suppliers: Will suppliers still have complimentary access to these items while on site? If so, would it be possible to put that information into the BPA?

A. Language added to SOI - Amenities on site may be available (sack lunches, etc.) through coordination at the incident with the Logistics Section.

MILEAGE

Q. Rates of Payments Mileage- DDP to the incident (mobilization) and from the incident to the DDP demobilization for every carrier/transport utilized. How will the government evaluate the SOI and individual calls orders not knowing how many transports will be utilized? Some vendors may use 1 transport others could use 20 transports. Why did the government move away from the mileage rates for a definitized quantity (5 Tent Systems in previous agreements)?

A. Field input was received and incorporated into the solicitation and specifications.

Q. Mileage – agreement states that each transportation vehicle will be entitled to mileage that is used in delivering the tent systems. However, in the SOI it has a line for mileage per tent system. Are we supposed to have mileage rate with each tent system or each transportation vehicle?

A. Based on contractor feedback and commercial practices found in rental services, mobilization and demobilization carrier configurations is up to the contractor and based on the type of tent systems ordered. Each tent system is paid per carrier and tracked by the incident for payment purposes. Language is updated to the below.

MILEAGE - A mileage payment is based on the rate per mile in the agreement multiplied by the number of round-trip miles from the Designated Dispatch Point (DDP) to the incident (mobilization) and from the incident to the DDP (demobilization) for each tent system.

Q. Mileage- 3.5.2 section 3 of PWS please clarify how you handle numbers of round trips?

A. See above.

Q. Mileage: Our delivery drivers deliver tents and generator equipment to the ICP and then our drivers return to their base. This is obviously a "Round Trip" for the mobilization alone.

A. Clarification Language added: Rate for travel is per mile per resource (tent system, additional generator) for one way mobilization and one way demobilization.

Q. Upon demob, we then arrange pick up of our equipment by sending drivers back to collect and haul equipment back to base. This too is a Round Trip for demob.

A. See above.

DESIGNATED DISPATCH POINT (DDP)

Q. Designated Dispatch Point (DDP)- Physical address where the resource is located. Does the equipment and personnel have to be physically staged at the DDP locations?

A. The requirement is to meet date and time needed. Payment is also made from the location for mobilization and demobilization.

Q. POH- How many POH is a vendor allowed? In the past vendors signed up in multiple DDP zones and in different regions to gain priority but still using same equipment (tents, etc.) to monopolize the fire vendor community (fire chasing) thus unfairly to others.

A. Max five (5) DDPs are allowed per quoted Geographic Area. If quoting to support the Geographic Area, one (1) DDP must be provided to be considered for award.

Q. DDP Locations Selection- Using the provided worksheet, provide Designated Dispatch Points (DDP) and daily rates in the table, as appropriate. Is there a separate table for daily rates on attachment 2 or are vendors supposed to attach the SOI for each DDP?

A. National pricing model: Prices for Line Item & Optional items will be static across all Geographic Areas/Host Dispatch Centers and included in the overall fair and reasonable price determination for initial I-BPA Award.

Q. Geographic Area- City and State are to be listed in table. Does this mean closest forces to the fire from the listed city or closest forces to the designated dispatch center; example OR- VAC Vale Dispatch Center or Vale OR? In addition, the table in attachment 2 list states physical address but the table only lists city and state, is this correct?

A. See below.

Q. We would like clarification regarding the Designated Dispatch Points (DDPs) and Dispatching procedures as referenced in Section 3.4.1 – Order Procedures. Currently, the DDPs are listed by city and state only, without exact physical addresses. However, the solicitation indicates that the government will use web-based mapping platforms (e.g., Google Maps) to determine the nearest DDP to an incident.

A. See below.

Q. We are concerned that providing only a city and state (e.g., “Phoenix, AZ”) does not offer enough specificity to support accurate or consistent distance-based evaluations. For example, the boundaries of a major metropolitan area like Phoenix can vary by 50 miles or more in any direction, which could significantly affect proximity calculations and the resulting order placement.

A. See below.

-CITY, STATE, ZIP (added) to DDP table and Attachment 2 -Language Revision: The CO/Ordering Activity Determines Source Selection:

1) The objective of awarded I-BPAs is to supply the Government with tent systems to support urgent/emergency base camp operations in all-hazard incident areas in which the tent systems are required for team operations as temporary work sites. Accordingly, the timeliness of deliveries to satisfy any urgent/emergency requirements is the most critical evaluation criteria in placing orders. The Contractor whose Designated Dispatch Point is nearest to the incident as determined by a web-based mapping platform such as Google Maps. In the event there is a tie, to determine nearest resource, the lowest priced will be the determining factor using the awarded rates within the Schedule of Items (SOI) as a standing price quote per FAR 13.103. NOTE: The nearest awardee may cross geographic boundaries, and this is not a violation of the agreement terms and conditions.

PERIOD OF PERFORMANCE

Q. 5 Year Agreement (Base and 4 Optional Years)- Will the SOI be used for all 5 years? The CO does not have to re-open for an annual review and the open season is not guaranteed.

Should the vendor anticipate being locked into the same price for 5 years and price accordingly?

A. CO Annual Review to revise rates and change DDPs. Section 1.4.3 Annual Review.

TECHNICAL SUBMITTAL REQUIREMENTS & PRICING

Q. Technical Capability- Catalog Listings etc. displaying inventory/access of the advertised tent systems and optional items. Can you please definitize what this statement means for a better understanding of what is required?

A. Provide Capability Statement – Company Informational Brochure – Catalog Listings, etc.

displaying inventory/access of the advertised tent systems and optional items as defined within the solicitation. Clearly articulate ability to deliver and set up IAW with PWS timeframes. All responsible sources must submit a capability statement for consideration by the agency. The capability statement must include a demonstration of a clear understanding of fulfilling the Government requirements be considered for award.

Q. Evaluation Criteria- Is there a government formula for determining best value?

A. See Part 5 QUOTE PREPARATION INSTRUCTIONS

Q. Price Evaluation- Is there a government formula for determining price reasonableness or is each individual line item considered independent and evaluated as such in the SOI.

A. Each line item & rate within the SOI will be subject to the fair and reasonable rate analysis.

Q. To what extent is Mileage factored into "Best Value Process" - if at all?

A. Each line item & rate within the SOI will be subject to the fair and reasonable rate analysis.

Q. Is it possible that a tent vendor could submit prices that are too high or too low and consequently be rejected? If rejected, would the supplier be given another chance (shortly after April 11th) to alter their price ahead of the IBPA activation date?

A. I will reach out in an effort to negotiate.

COR/CONTRACT ADMIN

Q. Inspector (ICPI)- Will this agreement have a designated COR or ICPI that will be inspecting the Tent Systems at the ICP, or will that be the responsibility of each IMT to provide an inspector who is familiar with the agreement and specifications?

A. Not one assigned COR. Each incident will have a government official administering the aspects of the agreement.

Q. In the unlikely event of a "burn over" at fire camp --- is our equipment still insured by the Federal Government for replacement value?

A. SECTION 1.5.8 52.247-21 CONTRACTOR LIABILITY FOR PERSONAL INJURY AND/OR

PROPERTY DAMAGE (APR 1984). Damages are dealt with on a case-by-case basis.

Q. Time Under Hire: There is no mention of "reasonable Tear Down time" being included into the "Time Under Hire." Once a demob date and time is set, do suppliers get paid for a reasonable amount of time while breaking camp and then travel time back to the DDP? Put another way: We know we get travel time back (estimated). What seems to be missing is any mention that we get paid for the hours of reasonable time it takes to demob the tents (not to exceed 24 hours).

A. Coordinate with IMT on site for release schedule to incorporate a reasonable tear-down time prior to release and travel.

BPA CALLS & SOURCE SELECTION

Q. Call Orders- will the government be able to order more tents off the initial order for an incident or will additional tents be ordered with multiple call orders.

A. See Section 3.4.1 Ordering Procedures: 4) Once a Contractor is assigned to an incident and that vendor can accommodate additional needs of the incident, that vendor can be used to add additional resources for that incident and is required to perform in accordance with the agreed upon schedule and rates as listed within the parent I-BPA.

Q. Ordering Activity Determines Sources Selection/Best Value- Our understanding is the price is already set with the SOI pricing so best value is determined by meeting the IMT needs (quality and configuration) and meeting the (IMT time frames), is that correct?

A. YES

Q. Note- The nearest awardee may cross geographic boundaries, not a violation of the agreement. Can you please explain this in further detail or give an example scenario?

A. The GACC boundaries are not considered more than the fire location, which may be on the border of two GACCs.

Q. Dispatch Procedures: The number of fire orders in process and actual fire conditions at the time of dispatch may require a deviation from the procedures to respond effectively to such conditions, deviations aren’t deemed a violation of the agreement. Can you please explain this in further detail or give an example scenario?

A. There needs to be flexibility within the agreements to meet the needs of the fire incidents and if there are situations where multiple tent system vendors are assigned to the same incident because of the fire activity within the area, then that would not be a violation of the agreements.

Q. Source Selection- The solicitation states the timeliness and deliveries to satisfy any urgent/emergency requirements is the most critical evaluation criteria in placing orders.

Assuming all vendors can meet time and need in a DDP; what if a vendor is closest to the fire but has the highest price from the SOI and another vendor is furthest but has the lowest price from the SOI. Who would receive the order?

A. Prices are agreed upon and determined to be fair and reasonable at time of I-BPA award.

BPA calls are issued per:

The CO/Ordering Activity Determines Source Selection:

1) The objective of awarded I-BPAs is to supply the Government with tent systems to support urgent/emergency base camp operations in all-hazard incident areas in which the tent systems are required for team operations as temporary work sites. Accordingly, the timeliness of deliveries to satisfy any urgent/emergency requirements is the most critical evaluation criteria in placing orders. The Contractor whose Designated Dispatch Point is nearest to the incident as determined by a web-based mapping platform such as Google Maps. In the event there is a tie, to determine nearest resource, the lowest priced will be the determining factor using the awarded rates within the Schedule of Items (SOI) as a standing price quote per FAR 13.103. NOTE: The nearest awardee may cross geographic boundaries, and this is not a violation of the agreement terms and conditions.

2) A best value determination is then made and documented for the resource order/ordering dispatch center.

Best Value: The best value process will be determined by the ordering activity and based on fire incident location, incident requirement, urgency of need/order date and time needed.

Vendors must meet BOTH OF THE BELOW CRITERIA to receive an order/BPA Call and if vendor cannot meet the criteria, the ordering activity will annotate and move to the next closest & best value awardee.

1. Meet the entire incident needs (quantity & configuration) as requested.

2. Meet the incident required time frame (date and time needed operationally set by the

Government).

Q. Orders/BPA Calls will be boundary-less and based on closet forces not necessarily on Geographic boundary lines. After the award, will price be a determining factor in each call order or will it be based strictly on closes forces to the fire?

A. 1) The objective of awarded I-BPAs is to supply the Government with tent systems to support urgent/emergency base camp operations in all-hazard incident areas in which the tent systems are required for team operations as temporary work sites. Accordingly, the timeliness of deliveries to satisfy any urgent/emergency requirements is the most critical evaluation criteria in placing orders. The Contractor whose Designated Dispatch Point is nearest to the incident as determined by a web-based mapping platform such as Google Maps. In the event there is a tie, to determine nearest resource, the lowest priced will be the determining factor using the awarded rates within the Schedule of Items (SOI) as a standing price quote per FAR 13.103. NOTE: The nearest awardee may cross geographic boundaries, and this is not a violation of the agreement terms and conditions.

Q. Best Value Process: It appears that "Nearest DDP" and "Quantity and Configuration" are the primary 2 factors in selecting a supplier for a callout. If true, then to what extent does pricing play a part this season - other than to break a 1/2-mile tie between suppliers?

A. 1) The objective of awarded I-BPAs is to supply the Government with tent systems to support urgent/emergency base camp operations in all-hazard incident areas in which the tent systems are required for team operations as temporary work sites. Accordingly, the timeliness of deliveries to satisfy any urgent/emergency requirements is the most critical evaluation criteria in placing orders. The Contractor whose Designated Dispatch Point is nearest to the incident as determined by a web-based mapping platform such as Google Maps. In the event there is a tie, to determine nearest resource, the lowest priced will be the determining factor using the awarded rates within the Schedule of Items (SOI) as a standing price quote per FAR 13.103. NOTE: The nearest awardee may cross geographic boundaries, and this is not a violation of the agreement terms and conditions.

Q. Will contracting conduct any shopping for a lower price if one exists from a supplier that is NOT the closest, but still able to meet date and time?

A. We will utilize the methodology within the solicitation/agreement.

Q. Is there any other metric/equation/ranking formula used by Forest Service to configure a "best value”? If so, can you please share it with us.

A. No

Q. Is it now true that as long as a supplier’s price is within the range of "Price Reasonableness" that price no longer really factors into selection of a supplier?

A. Price reasonableness for rates is considered and determined at time of parent I-BPA award. Lowest priced is considered for ties in closest forces per Section 3.4 Award of Orders/BPA Calls.