Revised - Preproposal Conference Questions and Answers 3-25-2020.pdf

VAM RFP Preproposal Conference QUESTIONS

RE: RFP 693JF719R000034

Q1: It states: The solicitation will be competed among companies whose ships meet the Mandatory Eligibility Requirements (MER). The MERs established for this solicitation are:

§1736(g) and 46 U.S.C. § 50501(a)- (c).

2. Vessel/Owner Operator Requirement: Offerors must be operators or owner/operators within the past five (5) years of at least one (1) self-propelled vessel, or Integrated Tug/Barge, of at least 450'LLWL, with a minimum cargo capacity of 7,500 DWTs.

Could the government provide clarification as to why this would be a MER? Can this MER be relaxed or deleted? I am requesting a response soonest since we will not be able to Prime if MER #2 is not relaxed for the offeror.

A: This will not be relaxed or deleted. Offerors must be operators or owner/operators per this RFP section to relocate the ship, therefore they must be qualified and licensed in order to accomplish this task.

Q2: The Solicitation mentions a small business subcontracting management plan but does not provide any guidance as to what percentage of small business should be utilized. In today’s small business federal initiatives, can a targeted amount of small business be identified for the offeror to sub contract. Since this is a full and open competition it is difficult for small business to compete even though they have a wealth of expertise and invaluable skills. Your consideration is greatly appreciated.

A: Currently MARAD total small business goals are set as follows but is negotiable at time of award:

SB – 32.25%

SDB-5%

WOSB – 5%

SDVOSB – 3%

HZ-3%

Q3: Due to the volume of data that must be submitted with this proposal, as well as needing answers to the below questions, we respectfully request a two-week extension. If given, the new due date would be April 15th.

A: Proposal submittals will be due 1600 EST on 1 MAY 2020

Q4: In response to the Contractor Statement of Work (CSOW) requirement, could you please give an example of a tasking statement. Should the CSOW be comprised solely of tasking statements.

A: Every Offeror must propose a detailed Contractor Statement of Work (CSOW) based on the Statement of Objectives (SOO), all other contract requirements, deliverables, and contractor proposed processes contained in the technical volume; The CSOW shall include all tasks to meet the objectives and other requirements, not simply repeat the objective or requirement.

Q5: Is this an example of a Tasking Statement: “Conduct vessel sea trial in accordance with Attachment J-11?”

A: This could be an example of a tasking statement if the Offeror deems that the attachment fully defines all tasks necessary to execute the requirement. In the case of sea trials (vessel surveys), Attachment J-11 is provided as a reference and does not necessarily describe how the Offeror will fulfill the requirement, therefore a solid tasking statement needs to be clear, concise, and thoroughly define what the task will accomplish.

Q6: The first paragraph of Section L.4 says “Offerors shall provide one original paper submittal, or one digital submittal.” Please clarify if we can do a digital submittal instead of a paper submittal?

A: RFP will be changed to reflect that Offerors shall provide two original paper submittals, two electronic submissions via CD are required. All submissions must be received at MARAD by the due date.

Q7: Section L says “The ‘ORIGINAL’ copy of the proposal Volumes I, II, III, IV, V and VI shall be provided with separate cover sheets and shall be clearly marked ‘ORIGINAL.’ The ‘original’ paper copy shall have no staples. The ‘ORIGINAL’ copy is included in the copy count above.” I cannot find the copy count. Please direct us or confirm how many copies of each volume are required.

A: See Table 1.1 in Section L.4.

Q8: Section L Table 1.1 says the OCI mitigation letter/plan goes in Volume I; however, the paragraph VOLUME DESIGNATION says, “Exceptions to the above include only subcontracting arrangements, letters of commitment, small business subcontracting plans, and Organizational Conflicts of Interest (OCI) assertions, which the Offeror must submit in Volume IV, but may cross-reference in other volumes.” Please confirm that the OCI mitigation letter/plan should be in Volume I? Should the letters of commitment and SBSP should only be in Volume VI?

A: OCI Mitigation Plan should be in Volume I. The Small Business Subcontracting Plan should be in Volume VI. The statement in Volume Designations is intended to allow Offerors to cross-reference certain items included in other volumes to support their proposal.

Q9: Section L Table 1.1 says the Integrated Master Schedule (IMS) goes in Volume II; but it is also located in Volume III, Management Approach. Please clarify whether it should be in Volume II or III?

A: IMS should be included as part of Volume III.

Q10: In Section L, PAGE FORMAT RESTRICTION AND LIMITATIONS it says, “Pages shall be sequentially numbered by volume.” Do you want us to start the page numbering over in each volume or continue the page numbering sequence through all six volumes?

A: Start page count for each Volume. See Table 1.1 in Section L.

Q11: Please designate where we should put the SF 33.

A: The SF 33 should be included as part of the Volume VI pricing section.

Q12: Section M, page 140 does not match the Section L requirements regarding Factor 2, Management Approach. See table below and please clarify.

Section L Section M

Sub-factor A: Corporate Experience Sub-factor A: Cost Estimating Approach and Ability

Sub-Factor B: Management and Communications

Sub-factor B: Integrated Master Schedule

Sub-factor C: Cost Estimating Approach and Ability

Sub-factor C: Corporate Experience

Sub-factor D: Integrated Master Schedule

A: Forthcoming RFP amendment will delete sub-factors and associated table.

Q13: F.9 PLACE AND METHOD OF DELIVERY OF CONTRACT LINE ITEMS BY THE

VAM (page 26) has a reference at the beginning of the 2nd paragraph “Except where otherwise directed in the contract, all documentation and data, (other than (b) above)”. Please clarify where the “(b) above” is located.

A: Forthcoming RFP amendment will delete reference to “(b) above.”

Q14: H.33 VAM INSURANCE references “CLINS 00087 and 0009”. Please confirm that you are referring to CLINS 0008 and 0009.

A: Confirmed, H.33 refers to CLINs 0008 and 0009.

Q15: Amendment 0001 states period of performance is from 4/8/2020 – 4/7/2030. The RFP states 6 years (4 years firm + one 2-year option). The pricing sheet also reflects 10 years (one 4-year base + three 2 year options). Please clarify the length of the contract.

A: Forthcoming RFP amendment will change the pricing sheet to reflect 6 years as per section C.3. Currently adjustment from Amendment 2 reads Period of performance 07/08/2020 to 07/07/2026

Q16: CLIN 0006 states “Purchase the vessel on behalf of the government the number of vessel(s) as and when directed. This shall include developing a sales contract, bill of sale, coordinating vessel transfer details, and other requirements for the vessel to become property of the United States.” Please advise as to who initially pays the vessel cost. Does the Contractor pay, and is reimbursed by the government, or will the government make the payment directly to the Owner of the vessel?

A: The Government will make the payment for the vessel via the VAM; funds will be transferred for vessel procurement through a Task Order (CLIN 0006) which is invoiced specifically for the purchase of the vessel.

Q17: Reference J-2: Given the fact that the pricing form J-2 does not have a tab for CLIN 4, 5,6 and 7, are we correct to assume the pricing for these items will be determined after award and selection of vessels?

A: J-2 Will be updated to add pricing for these CLINs.

Q18: Given the fact that it is unknown where the vessel will be located, can you confirm all management travel to the vessel will be reimbursable?”

A: TBD under Task Order Issuance.

Q19: Reference CLIN 0001: Is an NDA required to be signed between VAM and broker in order to source available vessels? Is there any information which cannot be shared with the broker?

A: Yes. NDA requirement for broker is between VAM and Broker.

Q20: L.12 Vol VI: Do the subcontractor arrangements, small business plan, etc. listed on pages 135-136 get included in VOL VI?

A: Yes

Q21: L.7; Factor 1: Technical Approach; Sub-factor A is titled “Statement of Work” and the text refers to CSOW? Are these the same item? Are these the same item? If so, then it is correct that Sub-Factor A does not count towards the page total?

A: Sub-Factors will be eliminated under the next amendment

Q22: H-14: Does this requirement for US Flag Preference apply to the transport of ship spares?

A: Yes

Q23: Factor 1, Sub factor A: Please expand on what is desired by “Use a common numbering system for the tasking elements

A: Intent is to use a numbering system that is common throughout the proposal for simplicity of reading and referencing the document.

Q24: Factor 1 Sub factor D and Factor 2, Sub factor A: Factor 1 Sub factor D states “Demonstrate experience of similar reflagging and/or reclassification of vessels conducted by the offeror, date conducted, and for what purpose;” and Factor 2, Sub factor A states “Demonstrate application and process of conducting vessel reflagging/reclassification, including scope, associated costs, and timeframe of each; “Is there a difference in what each Sub factor is asking for?

A: Yes, Factor 1 asks for when/what the Offeror has previously accomplished in regard to similar experience. Factor 2 asks for how the Offeror will accomplish the required tasks.

Q25: H4 (n): MARAD is addressing a potential conflict arising from a VMA evaluating or submitting a vessel that it or one of its subcontractors has a financial interest in. If H4 (n) guidance is adhered to and the OCI addresses the steps that will be taken to mitigate this potential conflict, is it acceptable for a VMA to offer a vessel it or one of its subcontractors has a financial interest in?

A: Yes, if the Business Case Analysis fully supports the vessel recommendation.

Q26: Please provide the format (electronic/hand delivered/combination of both) and number of copies that will be required for bid submission.

A: Offerors shall provide two original paper submittals, two electronic submissions via CD submittals are required. Section L.4 and L.5 address format and delivery.

Q27: Can offerors submit different pricing for each of the firm periods. If so what rate will be used as the baseline for the CPI adjustment for the option years.

A: Yes, the VAM contract would be per to-be-agreed upon rates for all years of the VAM Contracts for all CLINS, and not governed by the CPI index. All CLINs pricing for all years (base and options) will be submitted with proposals, evaluated and awarded with base contract – no future adjustments, including crew wages.

Q 28: Will there be an extension granted beyond the April 1 due date? There is a tremendous amount of material to provide in the proposal. Increased COVID-19 precautions are making collaboration between our various offices, naval architects, consultants, etc, extremely difficult. Therefore, we believe an extension of significant duration is warranted in order to reflect the present way business is conducted due to the coronavirus crisis.

A: Extension will be reflected in next Amendment

Q29: Please reconfirm that it is MARAD’s intention to award only one “VAM” under this solicitation. With recapitalization program finally gaining traction, and given the possibility that funding in future years might result in the purchasing of more than one ship in a given year, would MARAD reconsider having more than one VAM in meeting the demands for multiple purchases?

A: Not at this time.

Q30: Will MARAD consider extending the closing date by 2-weeks to April 15th?

A: Extensions are being considered and will be reflected in future amendment.

Q31: Are proposals to be transmitted via hard copy or will electronic submittals be acceptable?

A: RFP is being changed in next amendment to reflect Offerors shall provide two original paper submittals, two electronic submissions via CD submittals are required. IAW with Section L.4 and L.5 and question number 6.

Q32: Will a list of “Cost Reimbursable Items” be provided, similar to J-2 of the RRF Ship Manger Contract?

A: No.

Q33: With respect to key personnel supporting the VAM contract, please clarify whether the Program Manager and Technical Manager must both be full time W-2 employees and solely dedicated to the VAM contract.

A: Offerors should propose in their CSOW how they would execute the RFP and reflect their approach in the J-2 attachment with appropriate pricing and estimating.

Q34: Please advise whether existing RRF Ship Mangers must include Past Performance Questionnaires. If so, please provide Point of contact information at MARAD for completing same.

A: Yes. COR for Ship Manager Contract.

Q35-37 Not used

Q38: Page 18 or the RFP (Section C Statement of Objectives) calls out C.2(b) Vessel Selection and then C.2(d) Vessel Delivery and Acceptance. Nowhere can we find a section C.2(c). Please advise.

A: Section has been renumbered in next amendment

Q39: CLIN 0001 states:

• Assess vessel information and recommend to MARAD no more than ten vessels which have the highest potential of meeting the ORD and offering the best value upon initial assessment

• Provide to MARAD a listing of all vessels in priority order identified in the initial market survey including: Vessel Name, type of vessel…….

For the second bullet, should the listing be for up to 10, or for ALL vessels that are currently available and meet a-h of the ORD?

A: Should be for ALL vessels as stated.

Q40: In the RFP Section H.38.3.5. ADVANCE PAYMENTS, it states that “In the rare situation where commercial practice is for buyer financing of goods or services (e.g., operations in a foreign locale), the VAM may request advance payment on a case-by-case basis. An example under this contract where advance payments may be appropriate would be funds to be paid the seller for acquisition of a selected vessel.” Also, the answer to Q16 released on March 11 is unclear. Please confirm that the intent is for the Government to pre-fund any vessel acquisition costs and that the VAM would not be financing the vessel purchase and then asking for reimbursement upon turnover of the vessel to the Government.

A: Yes, confirming, the VAM will NOT be financing the vessel purchase.

Q41: RFP Section G.7 ECONOMIC PRICE ADJUSTMENTS states:

“Prices for fixed-price Items 1, 2, 3 and 8 shall be adjusted by MARAD using the Consumer Price Index Adjustment procedure for Option Periods described in detail below.

Crew costs for Phase M and Phase O services provided by the VAM performing ship custodian management services, Item 8, are cost reimbursable. To be allowable, costs must be fair and reasonable. To be considered to be fair and reasonable, crew costs (wages and benefits) shall not exceed amounts established for Phase M and Phase O crews under tri-partite Collective Bargaining Agreements effective for the various crew unions on active MARAD Ship Manager Contracts. The Ship Manager Contract’s Wage Determination effective at all times during performance by the VAM of ship custodian management services will apply to crew costs and be considered fair and reasonable.”

MARAD has recently exercised Option 1 for years 5 and 6 and agreed to crew rates under tri-partite Collective Bargaining Agreements effective for the various crew unions on active MARAD Ship Manager Contracts. MARAD has also applied the same Consumer Price Index Adjustment as specified in the VAM RFP for costs other than crew for years 5 and 6 on active MARAD Ship Manager Contracts. Crew rates for Option 2, years 7 and 8, of the active MARAD Ship Manager Contracts have not yet been agreed to, and these years coincide with the 3rd and 4th year of the VAM contract.

Please confirm that the VAM crew rates for years 3 and 4 of the VAM contract would be per to-be-agreed upon rates for years 7 and 8 of the active MARAD Ship Manager Contracts, and not governed by the CPI index.

A: Yes, the VAM contract would be per to-be-agreed upon rates for all years of the VAM Contracts for all CLINS, and not governed by the CPI index. All CLINs pricing for all years

(base and options) will be submitted with proposals, evaluated and awarded with base contract – no future adjustments, including crew wages. Amendment for content of RFP will document change.

Q42: Is it the intent that vessels acquired under this program be managed by the VAM for a specific period such as one or two years, or for the years remaining on active MARAD Ship Manager Contracts? In other words, will newly-acquired vessels be managed by the VAM until management of the entire fleet is put out for bid?

A: MARAD will issue task orders for the CLINS for various periods of performance (POP) based on the requirement at that time; each POP for each CLIN will be dependent upon various factors. For the VAM vessel operation CLIN, it will be for whatever period necessary to prepare/upgrade the vessel to the point where we are comfortable to include it under a ship manager contract. Rough estimate is that it will be for a period of 2 years for each used vessel brought in, but again depends on many factors, some beyond our control, like vessel retirements, current funding and mission requirements as dictated by others.

Q43: Due to the answer to Q21 released on March 11, “Sub-Factors will be eliminated under the next amendment”. We are unsure of what that means to the structure/response to the RFP.

Therefore, we respectfully request a two-week extension to the due date. If given, the new due date will be April 15th.

A: Proposal submittals will be due 1600 EST on 1 MAY 2020

Q44: In response to the answer to Q6 released on March 11, “… and two (2) digital (via email) submittals”. Does this mean we have to submit 2 separate emails, each with the full proposal response? Would you also consider the digital proposals on the due date, and the paper copies delivered to MARAD 7 days later, as production time for this proposal will be lengthy.

A: RFP will be changed to reflect that Offerors shall provide two original paper submittals, two electronic submissions via CD submittals are required. All submissions must be received at MARAD by the due date.

Q45: In CLIN 0001, Vessel Search and Preliminary Screening, does the EA (each) refer to the process to survey the market in each FY and assist in the selection of vessels to purchase in that FY? It is a once per year task?

A: EA (each) refers to each instance of executing that CLIN. It does not correspond to once per year, but rather as often as necessary.

Q46: In CLIN 0002, the Second Screening, does the EA (each) apply to each vessel?

A: EA (each) refers to each instance of executing that CLIN. It does not correspond to once per year, but rather as often as necessary.

Q47: CLIN 0004, Survey, Inspection & Final Recommendation – BCA, does EA (each) apply to each vessel?

A: Yes

Q48: If Marad selects Accelerated Screening (CLIN 0003) is this in lieu of CLIN 0001 and

CLIN 0002?

A: Yes.

Q49: For CLINS 0005 – 0009 the EA (each) is a price for each vessel purchased?

A: Yes

Q50: For CLINS 0005 – 0007 the bidder is only pricing his cost to arrange the services, the bidder is not pricing the cost of the services? So, the VAM is seeking all these services from the market from third parties?

A: The question as stated is unclear. CLIN’s 0005-0007 are clear as to the objective that must be met by the VAM and the tasking to achieve that objective should be in the Offerors proposal with all applicable costing and services. For example: pricing for CLIN 0007 does not include the actual cost of prospective upgrades to the vessel(s)

Q51: For CLINS 0005‐0007, if the VAM wishes to provide some of the services that it is arranging, is this allowed by Marad?

A: Yes. The offeror should propose how they would execute each CLIN.

Q52: For CLINS 0008 and 0009, is the bidder only pricing its management fees for these tasks, everything else is a cost reimbursement?

A: No, it’s a FFP based on the daily rate.

Q53: The contract is for 4 firm years – is it Marad’s intention to allow the VAM to operate all the vessels purchased through the end of year four (or through the end of year six if the option years are exercised)?

A: Same as answer for Q42

Q54: For evaluation of costs, will Marad assume each CLIN (including CLIN 0003) happens one time?

A: No, based on the IDIQ nature we will issue DO/TO when necessary for the services or supply.

Q55: L.4 Table 1.1, pg 128 – Limits Resumes to 3 pages each. There are no further instructions on resumes. Please clarify requirements.

A: Language will be added to “H.4 KEY POSITIONS” and “L.8 VOLUME III – MANAGEMENT APPROACH; Factor 2: Management Approach” detailing specific requirements of resumes for key positions as follows “The resume shall include qualifications of the person proposed to fill the key position in terms of technical expertise, experience, education;

and any necessary licenses or certifications required; and qualifications relevant to the overall requirements of the solicitation. Dates, names, and addresses (city, state) of educational institutions and employers shall also be included.

Q56: Section L proceeds from L.7 to L.9. Should there be an L.8?

A: Amendment will reflect new numbering.

Q57: L.10 is titled Operations and Maintenance. The remainder of instruction refers to Operations and Management. Please Clarify.

A: Operations and Maintenance

Q58: We request an extension of the due date for bids be revised from April 1, 2020 to May 1, 2020.

A: Extension to the Proposal Submittal will be reflected in the new Amendment

Q59: ORD Scoring J‐3 requires power generation capacity to be 70 KW in excess of required. Is this in excess of the at sea electrical load?

A: This is power to in excess of capacity required for ships at sea

Q60: External Ramp Capacity objective feature, 80 tons + 4 ft separation+ 80 ton. What does the 4ft separation refer to? Does it mean two M1A2 tanks to be on the ramp at the same time with a 4ft separation?

A: This capacity requirement is to accommodate a tank (or tank retriever) towing another tank over the ramp. There is a 4ft tow bar assemble that is used for these situations.

Q61: Cargo Fueling: “Store fuel and refuel vehicles on‐board. What fuel? Diesel or Gasoline?

A; It would depend on the cargo, mission and refitting of the ship; this will be addressed when Task Order is issued.

Q62: Damage Control/Survivability required threshold says as per SOLAS and USCG. Foreign flag vessels offered in will not meet USCG. Is doing a review with ABS to see if current Damage Control and Survivability be acceptable under the ACP program, be sufficient for MARAD?

A: Attachment J-3 requires the VAM to include any upgrades in their CLIN 7 for meeting the minimum SOLAS/USCG requirements

Q63: Ballast Water Treatment System is not required. If one exists on the offered vessel and it does not have USCG certification for US flag vessels, it may be considered as a gap in reflagging gap analysis. Since MARAD vessels in RRF does not have a BWTS, will MARAD be seeking waiver on this or will MARAD require it to be removed?

A: Any Vessel procured MUST meet all ballast water regulations.

Q64: If vessel comes with an Exhaust Gas Cleaning Scrubber System, since MARAD utilizes MDO fuel, will MARAD intend to run the EGCS dry? Or will MARAD ask the VAM to remove it to avoid extra maintenance?

A: A vessel delivered with a fully functional Exhaust Gas Cleaning Scrubber System will not be removed. Any vessel delivering a non-operating scrubber system will be restored to full functionality.

Q65: Please confirm as mentioned in the pre‐proposal conference that J‐3 ORD Section 5 Circular of Requirements (Specific), items a through h are the mandatory requirements?

A: Yes, the J-3 ORD 5.a-h are the mandatory requirements.

Q66: As per C.2 (d) (4) – “Manage, administer, and resolve all warranty related…”, is MARAD expecting Vessel Sale terms to have a warranty period? There is no warranty is commercial sales contracts, other than to deliver the vessel in the same condition as when the buyer inspected it

A: The RFP Amendment will correct paragraph number from C.2.d to C.2.3(4). No, the vessel terms are the Vessel Sale Terms. If we require a Warranty period at a later date, then it can be included in the Task Order issuance. The 90-120-day warranty period is following the upgrade period included in CLIN 7 as is standard for any shipyard availability period, including any OEM warranties for parts, equipment, etc.

Q67: Please confirm as mentioned in the pre‐proposal conference that IMS should be done through the acquisition of the ship CLIN 0006?

A: Yes