QUESTIONS AND ANSWERS 1.pdf

Solicitation 1202SC21Q0002 - March 8, 2021 MAFFS II Maintenance and Sustainment

QUESTIONS AND ANSWERS

QUESTION 1: Will Engineering Drawings and Structural Analysis reports be made available to the contractor once the award has been made?

ANSWER: Yes. All Engineering Drawings will be made available to the contractor once the award has been made. There are no structural analysis reports.

QUESTION 2: If the successful bidder has been unable to obtain DoD approval for Base access prior to beginning of the contract start date April 2021. Will the Forest Service be able to provide temporary access while the applications are being processed?

ANSWER: Yes. The MAFFS Program Manager can facilitate contractor access to MAFFS Wing locations and equipment storage.

QUESTION 3: Are contractors required to meet military training requirements regarding operation of Fork-Lifts and Tugs while on military installations? a. If so who provides driver training and instruction?

ANSWER: Contractors will coordinate assistance from MAFFS WING POCs or Aerial Port POCs for equipment and trained / qualified operators. USFS cannot authorize contractors to operate DoD auxiliary ground equipment. If Forklift and/or Tugs are needed at federal agency airtanker bases, the contractor and/or MAFFS Program Manager will coordinate with the appropriate personnel to provide equipment and qualified operators.

QUESTION 4: The Tank High Pressure Tanking System requires an individual to be specifically Trained and Certificated by Lincoln Composites. If the required and certification and training cannot be completed before contract start will the Forest Service allow inspections to be performed from an outsourced third party?

ANSWER: Yes. Sub-contracted 3rd party inspection support is acceptable.

QUESTION 5: Are all drop systems configured identically and/or current regarding the incorporation of the Appendix’s A-D from the Maintenance Manual PN 113000-301 (listed below)? Appendix A Foam Tank Weight Reduction Appendix B C-130-J Conversion Appendix C Bonding MAFFS Equipment Appendix D High Pressure Tank Pressure Test

ANSWER: Foam tanks are removed from all 8 MAFFS equipment pallets.

Channel Islands, CA MAFFS Wing is equipped with C-130J aircraft. This is the only location with J model MAFFS pallet conversions (2). All other pallets (6) are configured for H model C-130s.

Bonding equipment is installed on all 8 MAFFS units.

Each MAFFS Wing is equipped with the High Pressure test kit.

QUESTION 6: Would the Forest Service entertain an alternate proposal to locate all the MAFFS II system to a central location away from the current individual base structure during the off season?

ANSWER: No. Movement of palletized MAFFS equipment must be transported on-board an aircraft. Transport expense for routine movement to a central location and redistribution to the MAFFS Wings is cost prohibitive. Contractor’s cost for an off-season storage location capable of accommodating 8 MAFFS pallets would be passed to the Government. This is not cost effective.

QUESTION 7: Section 5.6 Project Manager (PM) Would the government waive any of the listed requirements for the PM if a suitable alternate experience was available?

ANSWER: See Amendment 0001, Attachment 3 – PWS for updated qualifications.

QUESTION 8: 1202SC21Q0002, “The Contractor shall provide all personnel, tools, parts, transportation, supplies, equipment, travel, supervision and management, unless otherwise specified, to provide operational sustainment, maintenance, training and coordination activities for the MAFFS II program.” Q: Please define further what is meant by parts and tooling? Is the contractor expected to use its own parts for sustainment activities? Is there is a list of tooling the government has at its disposal? Is the contractor expected to use its own tooling, that the government does not own?

ANSWER: The contract contains a schedule line item for budgeted parts procurement. The contractor will be reimbursed for parts purchase. The MAFFS Program maintains parts bins for routine and incident driven maintenance. The contractor is expected to maintain appropriate stocks to minimize MAFFS equipment unavailability. MAFFS bins are enabled with tools (Government provided property inventory). However, specialty or additional tools need by contractor to accomplish MAFFS mission support will be contractor provided.

QUESTION 9: 1202SC21Q0002, “Pre and post season maintenance work is performed at four different military installations in Wyoming (WY), Nevada (NV), California (CA) and Colorado (CO).” Q: Does this mean that there is an annual maintenance at each of the facilities, or one of the facilities per year?

ANSWER: Each facility receives post and pre-season maintenance (4 locations twice per year.)

QUESTION 10: 1202SC21Q0002, For CLIN #3, Scheduled Activations - Recertification Exercises (S), Q: please advise if there is only one destination or four (4) destinations required for travel.

ANSWER: The number of scheduled activations / currency exercises varies each year.

Typically, currency exercises are held at 1 to 2 locations. In previous years, up to 4 locations accommodated currency exercises.

QUESTION 11: 1202SC21Q0002, For CLIN #3, Scheduled Activations - Recertification Exercises (S), 3 Q: please advise if all Master Mechanics, Journey Mechanics, and Apprentice Mechanics on the company roster are required to attend.

ANSWER: The contractor is expected to provide an appropriate number of personnel and expertise commensurate with the number of MAFFS equipped aircraft and ground equipment.

Contractor will coordinate with COR to determine the necessary number of mechanics with consideration for mechanic training and mentoring opportunities.

QUESTION 12: PWS, section g. “Provide presentations as requested to Forest Service personnel, DoD Military Liaison personnel, and interested parties, as approved and coordinated, with the COR on the operational aspects of the MAFFS II. Presentations may include addressing system status, historical and current issues with MAFFSII or improvement recommendations. Briefings average 3 per year.” Q: Where are the briefings to take place? Are they teleconference or in person? What travel budget does this deduct from? What hours does this deduct from?

ANSWER: Contractor will provide virtual / tele-conference briefings. Other in person briefings may be requested during scheduled events and/or unscheduled activations. This work is part of Items 1 or 2 accordingly as fixed price. Travel would be invoiced against Item 9.

QUESTION 13: PWS, section i. “Facilitate monthly communications with the COR throughout the year and daily or weekly during fire season activation periods.” Q: Where are the briefings to take place? Are they teleconference or in person? What travel budget does this deduct from? What hours does this deduct from?

ANSWER: Typically, the contractor will provide virtual / tele-conference briefings.

Conditions at an activation may require in person meeting. This work is part of Items 1 or 2 accordingly as fixed price. Travel would be invoiced against Item 9.

QUESTION 14: PWS Section j. “Present historical and current issues for MAFFS II to user groups as requested by the COR.” Q: Where are the briefings to take place? Are they teleconference or in person?

What travel budget does this deduct from? What hours does this deduct from?

ANSWER: Typically, the contractor will provide virtual / tele-conference briefings.

Meeting in person with contract management and agency officials may occur on an as needed basis to address uncommon or unusual concerns. Any required reimbursement for time or travel will be discussed with the MAFFS Program Manager prior to the meeting.

QUESTION 15: PWS Section k. “Plans and coordinates the movement of all MAFFS II equipment, systems, trailers, parts, field kits and ground compressors in support of activations and obtains concurrence from the COR prior to execution of planned movements.” Q: When and where coordination activities take place? Are they teleconference or in person? What personnel or section do the hours deduct from?

ANSWER: MAFFS activations are unscheduled events. Contractor should annually pre-plan for MAFFS activations (i.e. Tool - parts bins organized and stocked, ground compressors packaged for transport, over road carriers identified for equipment transport). Each activation’s unique demands require real time response. Typically, Contractor will brief and receive COR concurrence through virtual means (i.e. phone, Teams Meeting). This work is part of Items 1 or 2 accordingly as fixed price. Travel would be invoiced against Item 9 or 10.

QUESTION 16: PWS Section m. MAFFS II project management results in systems and ground equipment that are maintained in a 100% operational readiness state and ability to respond to activations 100% of the time in accordance with the MAFFS II Operating Plan and system/equipment Technical Exhibits. Q: What are the penalties for systems not being 100% available? Who is the arbitrator of fault when systems may not be available?

ANSWER: See Amendment 0001, Attachment 3 – PWS. Operational readiness state changed to 75% in PWS.

QUESTION 17: TASK 3.2, paragraph 4, “All labor, parts, supplies and equipment required for maintenance and repair shall be provided by the contractor.” Q: Please define whether Contractor is required to produce all the parts at its own expense, or if the Contracting entity is responsible for payment of any contractor furnished material that is being consumed by the systems?

ANSWER: Contractor is expected to find parts sources and procure items. Contractor will be reimbursed for parts expenses.

QUESTION 18: TASK 3.2.1 , paragraph 1, “The Contractor shall become responsible for replacement equipment at the time of replacement” Q: Please define whether Contractor is required to produce all the parts at its own expense, or if the Contracting entity is responsible for payment of any contractor furnished material that is being consumed by the systems/equipment?

ANSWER: Contractor is expected to find equipment sources and procure items. Contractor will be reimbursed for parts expenses.

QUESTION 19: TASK 3.2.1 c, “Pre-season… March 15th of each year…” Q: Please define when the pre-season would take place in 2021, or is that no longer part of the contract?

ANSWER: Current BPA MAFFS mechanics are completing 2021 pre-season maintenance.

Pre-season maintenance for 2021 is no longer part of the contract.

QUESTION 20: TASK 3.2.1 g. “Document on agency provided maintenance log(s)…” Q: Does the USFS currently use logs, or is the contractor to provide its own? Will they be made available prior to bidding?

ANSWER: An equivalent contractor’s form is acceptable with approval from the MAFFS Contracting Officer Representative (COR).

QUESTION 21: TASK 3.2.2 b. “All repair costs must be within the Task Order funding limits.” Q: Are change orders allowed is proposed changes are outside the scope of the Task Order Funding? 4

ANSWER: If proposed repairs exceed the Funding Limits on the Task Order, the contractor shall submit a request to the COR for review. If determined acceptable, a modification will be issued by the Contracting Officer to add additional funds to the contract.

QUESTION 22: TASK 3.2.3 “Unscheduled Activation Fire (ITEM 5)” Q: What are the mechanisms for overtime pay? Regarding labor law, which takes precedence, Federal, State, or City/County laws?

ANSWER: Overtime will be paid in accordance with the Labor Service Contract Labor Standards statute and the regulations of the Secretary of Labor and clauses incorporated into the solicitation. All overtime requested will be reviewed and approved by the COR.

QUESTION 23: Task 3.2.3 Unscheduled Non Fire Activations (ITEMS 3, 4, 5 & 6) Q: Does the CLO determine exactly how many mechanics are to be present, or is this the responsibility of the contractor?

ANSWER: The contractor is expected to provide an appropriate number of personnel and expertise commensurate with the number of MAFFS equipped aircraft and ground equipment. The contractor will coordinate with the COR to determine the necessary number of mechanics with consideration for mechanic training and mentoring opportunities.

QUESTION 24: Task 3.2.3.4 MAFFS II Activations Outside the US Q: What travel clin would the contractor draw from?

ANSWER: Travel for Activations outside US would be paid by Item 10.

QUESTION 25: Task 3.4 ENGINEERING SERVICES Q: If there are travel requirements for Engineering, what travel clin would the contractor draw from?

ANSWER: Travel for Engineering Services will depend on the circumstances and would be paid by Items 9 or 10.

QUESTION 26: Task 4.0 Next Generation MAFFS Q: When does the government expect the Next Generation roll out to begin? Required to understand impact of cost. Q2: There could be significantly costs and budget required. Will this be considered in the total cap of $1.5mm, and if not, what is the total budget or estimation of total budget? If this represents an additional scope that is yet predefined, we would like to know the “full and total value” of what this task contract could increase the total contract value by, to know the full value this contract could potentially reach? Q3: Are there any addition documents to review, such as manuals, timelines, training requirements, system changes, etc.? Q4: How long would the training be? Where would the training take place? Q5: What is the defined budget for this task?

ANSWER: The Next Generation roll out timeline is not within the Forest Service control.

The Next Generation project completion is anticipated in the next 2 to 3 years but subject to change.

The Next Generation MAFFS will be improved versions of the MAFFS 2. Efforts were focused on modifying and/or re-engineering antiquated components and improving structural integrity. Our expectation is that the maintenance costs will actually be reduced, with components that are more reliable and available off the shelf. Next Generation integration and training length and training location(s) are to be determined. MAFFS mechanic training will be a priority for mission continuity. Undefined budget due to unknows.

All information including system changes, manuals, and training requirements will be provided to the contractor as it becomes available.

QUESTION 27: Task 5.6 Personnel Qualifications Q: What CLIN is the contractor supposed to use for the Project Manager draw down? Or how is the contractor supposed to calculate the fee for this person’s availability?

ANSWER: Project and Inventory Management are included in Items 1 and 2. The Project Manager is required to provide oversight and management of Mechanics and ensure parts and tool inventories are being accurately maintained. We do not anticipate or expect a Project Manager to regularly attend MAFFS activations, scheduled events, pre/post season inspections. There will not be a calculated fee for this person’s availability.

QUESTION 28: PRESEASON AND POSTSEASON PWS 4-18

In addition to the annual inspection/test, we understand that periodic high pressure hydrostatic tests may be required on the MAFFS 2 tanks (pressure vessels) now or very soon. To date these tests have not been performed. Will the USFS require the maintenance personnel under this contract to remove the MAFFS 2 tanks from the unit, ship the tanks for testing, compensate a subcontractor for the testing and certification of the tanks and the subsequent return of the tanks to the MAFFS 2 system after successful testing and certification of the tanks?

ANSWER: Yes

QUESTION 29: In addition to normal inspections, tests on the unit are required such pintle calibration.

These tests require special tools and computers. If the current tools and computers fail will they be replaced by the USFS or will the contract require that these tools be replaced by the contractor? Are these covered under the existing contract?

ANSWER: If or when current tools or computers fail, the contractor is expected to find equipment sources and procure items. Contractor will be reimbursed for parts expenses. Upon reimbursement, computers and tools will become USFS property.

QUESTION 30: The USFS and AF had agreed that the MAFFS 2 units have S duct bolts removed and replaced every year. Will these actions as well as other actions not covered in the pre- and post-season inspections be covered under a separate CLIN?

ANSWER: Not a separate CLIN. The S duct bolts are included in parts inventory. During annual pre-season inspection, load masters install new S-duct bolts. This is not a CLIN related action.

QUESTION 31: PUBLICATIONS PWS 4-18

It is understood that the MAFFS Publications review be attended by MAFFS mechanics and a MAFFS engineer under this contract? Previous publications reviews included a System Operator (Loadmaster) also for the Operations Manual Review.

ANSWER: Yes, publication review requires contractor MAFFS Master Mechanic and Engineer. DoD Loadmaster(s) participate in publication review.

QUESTION 32: SYSTEM CONVERSION

Periodically a MAFFS 2 system will be converted from a C-130H system to a C-130J system or vice versa.

Is this conversion covered under an existing contract CLIN?

ANSWER: Pallet conversion is typically a stop gap measure to meet activation or currency exercise resource needs. Conversion will be covered under these line items.

QUESTION 33: SHIPPING COMPRESSORS AND TRAILERS. PWS P 3 OF 18

When available and cost effective a C-130 for MAFFS 2 trailer or compressor movement. Periodically a truck vendor must be found to transport this equipment. Does this contract require the contractor to source a vendor, coordinate, load and transport movement of this equipment?

ANSWER: Contractor will coordinate with COR for shipping and equipment movement concurrence. Contractor is required to source a transport vendor, and coordinate equipment loading. If local Air Force Aerial Port or support personnel are not on-site for equipment loading, contractor must provide appropriately trained personnel for loading operations.

QUESTION 34: Purchasing of Parts and Tools PWS 3 of 18

Are the current tools used for MAFFS 2 available for use? IS it the expectation But from now on do they expect us to buy all parts and under this contract that the tools required be acquired and remain the possession of the contractor?

ANSWER: Government owned tools are available for contractor use. Tools will be inventoried and signed receipts filed for record. At the close of the contract, tools will be returned to the Government. Missing or damaged tools will be replaced at contractor expense. Upon reimbursement, tools will be USFS property. All tools, Government or contractor will follow tool tracking protocols when working on-board aircraft.

QUESTION 35: COVID-19 Test before Flights PWS 14 of 18

COVID testing is currently not required prior to commercial flights, but there are ongoing discussion to make a preflight test a requirement. Would this COVID testing for MAFFS 2 maintenance personnel be reimbursable under this contract?

ANSWER: No, the USDA-Forest Service will not provide reimbursement for COVID testing for MAFFS 2 maintenance personnel under this contract.

QUESTION 36: Annual MAFFS training at one site PWS 6 OF 18 Will the contract cover attendance of all MAFFS 2 mechanics at the annual MAFFS training event?

ANSWER: The contractor is expected to provide an appropriate number of personnel and expertise commensurate with the number of MAFFS equipped aircraft and ground equipment.

Contractor will coordinate with COR to determine the necessary number of mechanics with consideration for mechanic training and mentoring opportunities.

QUESTION 37: Repairs required after systems returned to home base PWS 15-18

In addition Pre and Post Season inspections there are issues that may require correction after the units return to their home station from an activation. Additionally, there are times during the offload of the MAFFS 2 system at home station that damage can occur and the damage needs to be corrected to show the system Fully Mission Capable (FMC). Will the USFS require the MAFFS 2 maintenance personnel to travel to the systems home station to perform maintenance outside of the preseason and postseason checks?

ANSWER: Yes. To maintain a state of MAFFS equipment readiness during expected periods of fire activity, USFS may require the MAFFS 2 maintenance personnel to travel to the systems home station to perform maintenance outside of the preseason and postseason checks. If timing is such, that repair can be accomplished during post season maintenance, the contractor and COR can coordinate for time and cost efficiency.

QUESTION 38: FSR’s required PWS 7-18

The contract references the minimum number of maintenance personnel for MAFFS activations. Effective maintenance and operations of the MAFFS 2 systems requires a higher number of maintainers than the minimum number. Is it the inference that the number of maintainers required for execution be agreed to between the Program Manager and the COR during execution?

ANSWER: Yes