Learjet_Draft_RFP_Industry_Q&A.pdf

140D0419R0007 RFP Questions and Answers

1. RFP 140D04-19-R-0007 Section: D4.3 Page: 104 Paragraph: Tab C – Past Performance Information Sheets (PPIS) Question: In the first paragraph, it states, “If this is a first-time joint effort, each party to the arrangement shall provide a list of no more than 5 past and present relevant contracts. As with all past contracts identified in the proposal, use the PPIS (Exhibit E-7).”

This statement would permit 3 parties entering into a first-time teaming arrangement to submit up to 15 PPIS. This conflicts with the total page limit earlier in that same paragraph which states, “Limit each PPIS to 3 pages, or a total of 15 pages for all PPIS submitted.”

Please remove or increase the total page limit to be consistent and permit additional PPIS forms for first time teaming partners.

Government Response:

• The total page limit will not be changed at this time. Offerors may submit less than the three pages per PPIS to stay within the total 15 page limit.

2. RFP 140D04-19-R-0007 Section: D5.3 Page: 105-106 Paragraph: Tab C - item 4. A transition plan… Question: This Tab requires a transition plan including a comprehensive, resource-loaded project schedule. Section A5 on page 10 states: “The initial task order shall be awarded contemporaneously with the IDIQ contract award and shall require the contractor to provide support for 200 days of Exclusive Use (Daily Availability) for the base contract year…” Is the transition period within the base year of the initial task order? Does the initial task order’s 200 EU days begin after the transition period? Will the required number of days of availability be prorated based on the duration of the transition?

Government Response:

This is an ID/IQ contract, which means that the ID/IQ, when awarded, establishes the ordering period (ID/IQ contract start date). Furthermore, the initial task order must be issued contemporaneously to satisfy the Governments minimum requirement, this is a legal standard. The solicitation states: “The guaranteed minimum as required by FAR 16.504(a)(1), is $200,000.00. The first funding increment applied to the initial task order shall cover the guaranteed minimum.”

When the initial task order is awarded (task order contract start date), it will include a funding increment of at least $200,000.00. The Government anticipates the initial task, to be similar in structure, as follows:

• These dates are for demonstration purposes only, they did not have any significance.

• CLIN 0001 – Transition Period (1 Sep 19 – 30 Sep 19)

• CLIN 0002 – Performance Starts, to include Exclusive Use (1 Oct 19 – 30 Oct 19)

Therefore, under CLIN 0002, this is where the contractor would start to earn EU and the Government would begin to satisfy the guaranteed minimum. Transition and any transition plan is not included in the 200 days of EU – a contractor will not earn EU during any transition period.

3. RFP 140D04-19-R-0007 Section: D5.3 Page: 105-106 Paragraph: Tab C - item 4. A transition plan… Question: This Tab requires a transition plan including a comprehensive project schedule. Is it acceptable to propose a transition schedule that staggers the availability of aircraft over a few months? For instance, if the schedule validated 2 aircraft initially, followed by 2 additional aircraft the next month, is that acceptable?

Government Response:

• Offerors are required to propose a transition plan that will identify the process by which the vendor will complete all requirements and ensure 100% contract compliance upon the initial task order’s “performance” start date. See answer 2 for more details on task order start verses performance start.

4. RFP 140D04-19-R-0007 Section: D10.2 Page: 110-111 Paragraph: Factor 3 – Past Performance Question: The last sentence states: “Relevant is defined as work similar in size, scope and complexity to this acquisition.”

Will the evaluation of similar size, scope and complexity for a teaming member take into consideration their role in the overall solution? In other words, if the prior project size is similar to the size of their participation in this program, this would be considered to meet the requirement for similar size. Is this a correct understanding?

Similarly, if the prior project scope is similar to the role of the teaming partner, this would be considered to meet the requirement for similar scope. Is this also a correct understanding?

In addition, what elements are considered in determining if the prior project is similar in complexity?

Government Response:

• Yes, the evaluation of similar size, scope and complexity for a teaming member take into consideration their role in the overall support towards the contract requirements.

• Furthermore, the elements considered to be relevant include (1) having managed multiple aircraft configured to perform similar missions described is Section B, (2) have experienced aircrew who have conducted similar missions as described in Section B, (3) having conducted extensive modifications to commercial aircraft to comply with FAA regulations to obtain appropriate STCs for carrying contracted mission equipment, (4) have experience in operating on a military contract and meeting the high standards to obtain appropriate military flight clearances, (5) have the maintenance infrastructure to support contracted aircraft throughout the life of the contact and to pass extensive appraisals by Navy inspectors, (6) have the administrative infrastructure to ensure extensive operations and maintenance schedules are met on time and within budget.

The solicitation has been revised to include this language.

5. RFP 140D04-19-R-0007 Section: Exhibit E-7 Page: 152 Paragraph: Table cell labeled “Use Dates”

Question: We assume the cell for “Use Dates” is the same as the contract’s period of performance. Is that a correct assumption?

Government Response:

• Yes, Contract “use dates” is intended to capture the first task order’s period of performance.

6. RFP 140D04-19-R-0007 Section: D5.4 Page: 106 Paragraph: Tab D Safety Management System (SMS) Components Question: Tab D states: “Do not submit your entire Operations Manual as a means of satisfying all of the criteria. Responses shall be brief, specific answers and examples.”

Exhibit E-8 instructions specify: “Note: Under the column heading “Describe and provide evidence and reference,” on the form, the documentation provided shall describe the policy or process used to meet the standard with completed evidence. Blank forms are not acceptable as evidence. For example, for audit evidence under Safety Assurance, a certificate of an SMS audit serves as evidence; or a copy of a “self-validated” SMS audit shall suffice. … ... Another example - answering the question “Are personnel who have a role in the emergency response plan trained in their role, and is the plan exercised periodically in order to test its integrity?” If you answer ‘YES’ then you shall need to provide documentation on the training and results from any exercises or tests of your emergency response plan. A “Y” answer without sufficient evidence to support it shall not be considered as meeting that standard.” Please clarify the nature and amount of documentation required to meet the standard in this exhibit.

Government Response:

• Paragraph 5.4 states “Contractors are required to provide specific responses to the SMS Components Questionnaire (Exhibit E-8).” Exhibit 8 should be completed and for those areas in which “Y / Yes” is the answer, the evidence or supporting documentation is to be accompanied If “N / No” is the response, then it is assumed that no supporting documentation would be available (i.e. this would then be N/A).

Furthermore, the documentation provided should include records, outputs, audit findings, documents, etc. that demonstrate that a vendor has met each question of the SMS questionnaire along with their specific policy reference. The amount is not limited, but should address how the vendor describes the responsibility, authority, procedures, controls, process measures, or interfaces of their safety management system. The evidence should illustrate that a policy, procedure, or control is in place and well established in regular practice. There is no page limit for this requirement.

7. RFP 140D04-19-R-0007 Section: B10.2.11 Page: 24 Paragraph: Item 8 Question: Item 8 requires that the PIC have “200 hours low level (less than 500 feet above ground level)” Will the Navy accept successful completion of a formal low-level training course such as an FAA approved training program under our Part 135?

Government Response:

• A formal low–level training course in place of the 200 hours of low level flight time will not be accepted.

8. RFP 140D04-19-R-0007 Section: B10.2.11 Page: 24 Paragraph: Item 9 Question: Item 8 requires that the PIC have “100 hours total time in make, model, and series of aircraft to be used.” This restricts using PICs that have substantial relevant mission experience in a different (military) aircraft. Will the Navy either remove this requirement or modify it to accept Make and Model?

Government Response:

• A PIC is required to have the stated flight hours in aircraft that is being offered in the proposal. The Government has revised the solicitation and removed “series.” The new language is: “100 hours total time in make and model of aircraft to be used.”

9. RFP 140D04-19-R-0007 Section: D6.2 Page: 107 Paragraph: Item 4 Question: Item 4 requires that we submit a copy of an “Aerial Towing Authorization” Please clarify the type of authorization you consider acceptable. What organization provides towing authorizations for the jets required by this RFP? Is a Certificate of Waiver (CoW) for banner towing acceptable for this requirement? If not please provide specifics on authorization required and from who?

Government Response:

• “Aerial Towing Authorization” is in relation to towing of any external objects which require FAA Air Carrier Certificate (121 or 135).

10. RFP 140D04-19-R-0007 Section: C11.2 Page: 80 Paragraph: Security Clearance Question: This paragraph states: “All access for Contractor personnel to classified information shall be controlled by the Navy.”

We interpret this to mean that the Navy will provide to contractor personnel classified information as required for a mission and that contractor personnel will return that material to the Navy once the mission is completed. Hence, the contractor is not required to possess or use classified storage for this information. Is our interpretation correct?

Is the contractor required to provide storage for any classified information provided by the Navy under this contract?

Government Response:

• Navy (or Navy Rep) may provide flight information (unclass or classified) as required to meet the mission requirements, however, pilots will not maintain control of this classified information. Storage of classified material and/or government property may be required at the vendor’s primary site location.

11. RFP 140D04-19-R-0007 Section: C11.5 Page: 81 Paragraph: 1st sentence

Question: This paragraph states: “An Active SECRET Facility Clearance (FCL) is required for performance on this contract.” Is it acceptable to meet this requirement post award?

Government Response:

• No. The FCL is required prior to performance start date.

12. RFP 140D04-19-R-0007 Section: Page: 98 Paragraph: Exhibit C-7 Question: This list describes all the special mission modification equipment including tow reels (RM-30A1) and other equipment. Does the Navy anticipate the final solicitation to require the Contractor to procure and install additional equipment listed in Exhibit C-7?

Government Response:

• The Navy does not anticipate the final solicitation to include additional equipment to what is currently listed in Exhibit C-7. During the contract performance period, the government may submit task orders for the vendor to procure and install additional GP.

13. RFP 140D04-19-R-0007 Section: Page: 104 Paragraph: D3, Tab C – Approvals Question: Tab C states that “Commercial Airlift Review Board (CARB) approval” is required. Is the Contractor required to have CARB approval at time of proposal submission? Also can you confirm that the CARB approved operator must have Learjet operational experience under Part 135 within the last 12 months?

Government Response:

• CARB certification must be obtained within one year after the contract award date. Until CARB certification is obtained, the Contractor shall not transport any Government personnel.

14. B2.5. The Contractor shall maintain a satisfactory Air Mobility Command (AMC) certification (CARB) for carrying government passengers/cargo during the contract period, including option years.

CARB certification: Please confirm that CARB certification can be pursued after contract award and is NOT required at the time of proposal submission or at the time of award.

Government Response:

• CARB certification must be obtained within one year after the contract award date. Until CARB certification is obtained, the Contractor shall not transport any Government personnel.

15. We did not see a reference to the period of time expected between award and the commencement of flight operations. Could you please clarify the duration of this time period; or direct us to the section of the document where this information resides?

• There are multiple factors to consider to include: proposals received, transition periods proposed and Navy mission requirements. The Government does anticipate a transition period as part of the overall contract period that will take place before the start of performance. See transition answers above for more details.

16. Section: A, Page: 9, Paragraph: Schedule of Supplies/Services Question: The contractor shall supply four EU and two OC turbojet aircraft. Is this a new customer requirement?

Government Response:

• Four EU and two OC turbojet aircrafts are the customer’s current requirements.

17. Section: A, Page: 9, Paragraph: Schedule of Supplies/Services Question: Learjet aircraft are used on the current contract. Can the contractor provide other aircraft type besides Learjet for this contract?

Government Response:

• A different aircraft type may be offered. Any proposed aircraft must meet the requirements as stated in the RFP.

18. Section: B2, Page: 14, Paragraph: B2.4 Question: How soon after contract award shall the EU and OC aircraft be certified as airworthy by NAVAIR?

Government Response:

• All aircraft certificates are required to be obtained for fully operational aircraft by the contract start date.

19. Section: B7, Page: 16, Paragraph: B7.1-B7.6.4 Question: Extensive aircraft modifications and special avionics equipment are required on the offered aircraft. How long after contract award does the contractor have to modify the aircraft to meet the contract requirements?

Government Response:

• Aircraft modifications must be complete before task order performance begins.

20. Section: B8, Page: 21, Paragraph: B8.2.1 Question: Each aircraft shall have two external hard point installations. What is the definition of a hardpoint installation?

• Standard expectations and definitions for hard point installation applies. Simple market research of hard point installations is recommended to further understand hard point installations.

21. Section: B8, Page: 21, Paragraph: B8.2.2 Question: Are wing stores required to be jettisonable?

Government Response:

• Yes

22. Section: B8, Page: 32, Paragraph: B29.1 Question: The draft solicitation states, “The weight and balance data shall be current, within the preceding calendar months.” Within how many calendar months prior to proposal submission is an aircraft to be weighed for its Weight and Balance documentation to be consider current?

Government Response:

• Within the preceding 36 calendar months to proposal submission. The solicitation has been revised to include 36 as follows:

B29.1 The aircraft's required weight and balance data shall be determined by actual weighing of the aircraft, in contract configuration. The weight and balance data shall be current, within the preceding 36 calendar months.

23. Section: C, Page: 37, Paragraph: xxi.

Question: NAVAIR shall inspect and approve the contractor’s aircraft to carry GFP. How soon after performance start date do the aircraft have to obtain this approval?

Government Response:

• NAVAIR approval must be received prior to “performance” start date. As noted elsewhere, there will be a transition period before the performance start date. Also the award of the base IDIQ contract does not necessarily mean start of contractor performance; contractor performance is at the task order level. Award of the base IDIQ contract establishes an ordering period.

24. Section: C, Page: 37, Paragraph: xxi.

Question: Is performance start date the same as contract award date?

Government Response:

• Performance start dates will be specified at the task order level. The initial award is an IDIQ type contract that will establish an ordering period in which task orders may be placed. Also, see transition responses elsewhere.

25. Section: D2, Page: 101, Paragraph: D2.3 Question: One electronic copy of the contractor’s proposal shall be submitted to the Contracting Officer. What is the maximum acceptable file size?

Government Response:

• The maximum file size for email submission is 25MB.

26. Section: D2, Page: 101, Paragraph: D2.5 Question: Are there any file size limitations for the electronic proposal submission?

Government Response:

• See question 25.

27. Section: D2, Page: 101, Paragraph: D2.5 Question: Are any other electronic delivery methods acceptable (FTP, etc.) besides email?

Government Response:

• There are no other electronic delivery methods being considered at this time. The

Government has allowed for a maximum acceptable file size of 25MB – which is sufficient for this requirement.

28. Section: D3, Page: 102, Paragraph: D3 Question: Each Volume shall be separated from the other Volumes. Can each Volume be a separate file submission within the proposal?

Government Response:

• Yes, each volume can be, for instance, a separate pdf. Offerors may email each volume separately which further eliminates any email submission concerns.

29. Volume II, Page: 103, Tab A.1 and A.1.a Question: Tab A.1 in the outline dictates resumes for all key personnel. Tab A.1.a says key personnel includes pilots. Is it necessary to include pilot resumes even though the pilots are filling out the questionnaire (Exhibit E-3) and the completed OAS pilot qualifications form (Exhibit E-4)?

Government Response:

• Yes, the offeror must complete and submit pilot resumes.

30. Volume III, Page: 107, Paragraph D6.1. Tab A Question: The second paragraph of this section states, “Offered aircraft shall be under the control of the offeror at time of proposal” and allows a purchase agreement for an aircraft to suffice if it is not listed on a current DO85. Does having a signed “purchase agreement” relieve the contractor from the requirement of having the offered aircraft under the contractor’s control at the time of proposal?

Government Response:

• Yes, a signed purchase agreement would relieve the contractor from the requirement of having the offered aircraft under the contractor’s control at the time of proposal. The purchase agreement shall include a delivery date for a fully equipped aircraft. The solicitation has been revised to include this language.

31. Volume III, Page: 107, Paragraph D6.1. Tab A Question: The second paragraph of this section allows a purchase agreement to suffice for intent to acquire an aircraft if it is not listed on a current DO85. Does a signed “letter of intent” to purchase an aircraft satisfy the requirement of this paragraph in the absence of a legally binding signed “purchase agreement?”

• No, a signed letter of intent cannot be used in substitute of a signed purchase agreement.