2022 Pilot Services_QA_Amend003.pdf

Reference Category Section/Page Original Language Questions/Suggestions Government Response CLIN table defines three Coverage levels ($2M, $5M, $10M). It is in Contractor self-interest to maximize coverage ($10M). Since the aircraft are Gov owned / leased, does the Gov want to define which level they prefer to cover their aircraft?

The government elects to remove $2M and $5M leaving the requirement of $10M USD for Hull Insurance. New Schedule of items uploaded.

Are the Hull and Liability Insurance coverages FFP, or Equitable Reimburse based on actual premium costs (no padded overages by contractor)?

Equitable reimbursement.

Will Contract Pilots be required to tow aircraft (B.12 (b))?

The government will not require contract pilots to tug an aircraft. If the contract employees will operate a tug for ground handling an aircraft the contractor must be IAW B.12 (b) "The contractor will maintain company training standards for aircraft towing/storage, aircraft records management, pilot records management, aircraft washing/cleaning (inside and out). Developed training standards must be submitted to the CO/COR for approval.

Employees will conduct tasks as specified in the approved standards on a routine basis."

Does the Gov want contractor to carry insurance to perform ground handling?

If the contract pilot chooses to tow the aircraft, it is recommended that they are covered under a ground handling insurance policy.

Will it be an equitable reimburse item or contractor cost to factor?

Equitable reimbursement.

(b) The government will place an order for each CLIN based on annual seasonal needs.

There is only one Mission Rate CLIN per mission qualification (i.e.., 0002.BC = SMJ SIC). Para (d)(2) implies each CLIN gets a singular PIC (or SIC as applicable).

The government intends to fill multiple task orders for each CLIN annually based on programmatic annual seasonal needs.

What if due to multiple approved contract pilots you need to order more days than the CLIN max (i.e.., 260 for ASM)?

Based on awarded task order(s) there will be an established guarantee period identified with the order. If a need is present beyond an identified guarantee period then the optional use rate for the specific CLIN will be used for days beyond the established period or the government may choose to issue another task order based on continued need.

(d) (2) The contractor should be prepared to staff each CLIN with a PIC during the …(guaranteed days).

Will you mix and match the columns, or will a new CLIN line number be added and ordered based on number of pilots available?

New task orders to the CLIN line number will be issued based on anticipated needs annually.

1 Insurance A.3 / Pg. 6

(16) Hull and Liability Insurance:

This line item is the amount to be paid for Contactor provided aircraft hull and liability insurance as required by Paragraph D-7/D-8.

2 Insurance D.14 / Pg. 73 Insurance – Liability for Loss or Damage

3 Pricing A. 3 / Pg. 3

4 Pricing B.21 / Pg. 30

(d) Periods of unavailability will be subtracted from the guaranteed availability based on the task order in one-hour increments rounded to the nearest hour.

Do partial days of Standby Availability (due to some time in travel status) decrement a full guarantee day?

See B.20 (5) and B.21 (c ). Availability and unavailability count towards guaranteed days.

1. Confirm all flights in preparation for carding and to maintain currency requirements in

5709.16 USFS Policy / Contract Section C, Exhibit

2 (such as 10hrs/90days) that the contractor should factor anticipated flight rate/fuel reimbursement costs into bid?

All aircraft cost (hourly flight rate and actual fuel cost) conducted by the contractor in preparation for pilot mission carding or for company training will be at the contractors expense specific to the CLIN "mission aircraft" when these flights are associated with an approved Pilot Currency/Development and Training Plan. All costs for currency and proficiency during a guaranteed period will be covered by the government. (A.3, (d) (4) (9) (14))

2. Are the ‘AHC’ Flight Rates provided in the Excel Spreadsheet fixed for the full 5-year period?

(A.3, (d) (4) (9) (14))

3. Will there be an economic adjustment if the ‘APPG’ fuel costs rise above a certain level?

(A.3, (d) (4) (9) (14))

6 Training A.1 / Pg. 1

(g) … The annual contract guaranteed minimum will be based on a contractor provided and government approved Pilot Currency/Development and Training Plan for each approved CLIN using the applicable Mission Aircraft Pilot Training Fixed Rate

Can you provide an example?

The contractor will provide a Pilot Currency/Development and Training Plan for each proposed pilot associated with a CLIN. The plan will include proposed training days. The annual contract guaranteed minimum will be based on the approved "days" multiplied by "fixed rate" $748.00 minus the cost of the aircraft when not within a guarantee period.

7 Training B.8 / Pg. 22

(a) (1) …shall attend an authorized professional simulator training facility…

Equitable Reimbursement for Flight Safety or does Contractor price Simulator estimates into

CLIN?

Actual cost

8 Training B.8 / Pg. 22

(a) (3) Within preceding 90 days of any flight carrying passengers, …have at least 5 hours as PIC

Confirm ATS, Spotters, SMJs are NOT considered ‘passengers’?

The government considers the referenced personnel as "mission crewmembers".

9 Training C – Exhibit 2 Footnote (4) Aircraft Standards Evaluations

Will an equipment check in the actual aircraft be administered by the Gov annually or does Flight Safety count?

The government intends to perform equipment checks in the actual CLIN mission aircraft annually regardless of flight safety attendance. Preferably these equipment checks would be completed as soon as reasonable after attendance to flight safety or similar course.

5 Pricing A.1 / Pg. 1

(e) … and the contractor shall reimburse the government for the flight rate and actual fuel costs of the mission aircraft for all flights associated with these CLINs.

10 Training D.5 (a)(5)(A)/ Pg. 70

The aircraft used for the evaluations must be the same make, model, and series awarded for this contract… Flight evaluations are conducted at the Contractor’s expense.

This wording might imply contractor must find an equivalent aircraft to use. Is Contractor responsible for finding ‘other than’ a Gov owned / leased aircraft for evaluation? Or can we count on flying evaluations in the Gov owned / leased aircraft?

(A) The government furnished aircraft used for the evaluation(s) are identified by CLIN. Flight evaluation(s) will usually be performed in areas that provide access to terrain similar to that to be flown during the contract period. Flight evaluations are conducted at the governments expense using the training fixed rate.

Are any of the following NOT authorized reimbursable expenses?

Clear as written, https://www.gsa.gov/policy-regulations/regulations/federal-travel-regulation-ftr

1. M&IE Authorized in accordance with task order

2. Higher hotel rates when GSA not available Authorized in accordance with task order

3. POV Mileage when leaving HOR Authorized in accordance with task order

4. Terminal Parking Authorized in accordance with task order

5. Baggage fees Authorized in accordance with task order

6. Dual Lodging if late dispatch to alternate location

Authorized in accordance with task order

For our understanding, would the following two sentences be TRUE?

1. Although “Unavailable” when in “Travel Status” (B.21), all authorized travel expenses are reimbursable in accordance with FTRs.

TRUE

2. This includes in Travel Status to Gov directed training events.

TRUE

12 Travel B.22 / Pg. 30 Payment For Overnight Allowance Confused by Section A.7(b), Pg.8. Is lodging the only travel reimbursement category? Confirm no M&IE, parking, rental car?

See A.7. Travel in this case is broad to include Lodging (Actuals), Transportation, M&IE and other approved costs based on the task order. B.22 identifies that the government intends to reimburse the contractor for the actual cost of lodging. Invoicing (B.24) is to include all "travel" costs associated with the task order invoicing period. Itemized receipts will be kept by the contractor and made available upon request.

13 Travel B.22 / Pg. 30

(a) …will reimburse… the actual cost of lodging up to the current standard maximum rate that is allowed (or high rate, when applicable as established by the

FTR…

What is high rate? (Can’t find in FTR). How would this apply when GSA rates not available due to summer events driving high hotel occupancy levels?

The Federal Travel Regulation (FTR) allows for actual expense reimbursement when per diem rates are insufficient to meet necessary expenses. Please see FTR §301-11.300 through 306 for more information.

11 Travel A.7 / Pg. 8

(b) All Government authorized travel expenses between HOR and assigned location (airfare, ground transportation, etc.) will be reimbursed at rates published in Federal Travel Regulations (See Section B-22 for further explanation).

For government owned and self insured aircraft, the revised document is asking for $10mil in “Hull” coverage – or non-owned Hull coverage as required for Western Air. This doesn’t seem logical since the government doesn’t insure it’s aircraft, but perhaps there is something I am missing.

Most notably, there is no requirement for 3rd party Liability insurance (BI/PD) where in most cases that I know of in dealing with the government, this is the only coverage required.

Would make sense that this is the coverage requiring the $10mil limit of liability.

15 Pricing A.1 / Pg. 1

2. Are the ‘AHC’ Flight Rates provided in the Excel Spreadsheet fixed for the full 5-year period?

Do we utilize the AHC figures in the provided Excel solicitation file for all 5-years? And/or can we count on annual economic adjustment to AHC if the figures change by greater than some set percentage (ie. >10%)?

New page 9. The government refines the verbiage of B.1 (e ) to add:

Annual adjustments to the flight rate for each aircraft will be made available by February 1st. The government does not set the price for fuel however authorizes the contractor the DLA standard fuel price at the location where the fuel is purchased. (See 2022 Pilot Services Contract Rates, worksheet four).

16 Training B.8 / Pg. 22

(a) (1) …shall attend an authorized professional simulator training facility…

Is the Government response to question 7 of “Actual Cost” mean the same as “Equitable Reimbursement”?

The government refines the 2022 Pilot Services Contract Rates _Amend 002 (worksheet 4, Average Flight Rate).

New page 6 (updated A.3 (16)) and schedule of items.

Non-Owned Aircraft hull/physical damage: Must acquire a policy with a minimum of $2M USD in coverage

Non-Owned Aircraft Liability: Must acquire a policy with a minimum of $10M USD in coverage

(16) Hull and Liability Insurance:

This line item is the amount to be paid for Contactor provided aircraft hull and liability insurance as required by Paragraph D-7/D-8.

14 Insurance A.3 / Pg. 6