80GRC024R0001 TFOME III Industry Day QA_Final.pdf

Industry Day/One-on-One Meetings Questions and Answers

Test Facility Operations, Maintenance, and Engineering III (TFOME III)

80GRC024R0001

1. Statement of Work

a. Question: What is the telework schedule like for TFOME III employees?

Answer: The telework schedule for TFOME III employees depends on each position and whether the employee’s work requires them to be onsite. The majority of current TFOME II employees are primarily working onsite at either Lewis Field or Armstrong Test Facility. NASA does not set the telework policy for contractor employees, but the work requirements frequently demand an onsite presence.

b. Question: Will Glenn Research Center provide onsite space for the contractor Program

Management staff?

Answer: Yes, onsite space is available for contractor program management staff, but space is not unlimited. Currently, NASA GRC provides office space for the majority of current TFOME II program management staff.

c. Question: How do NASA and the TFOME III contractor decide what items are fabricated in the Glenn Research Center Fabrication Shop versus procuring an item?

Answer: The TFOME employee requiring the fabricated item will discuss the requirement with the Glenn Research Center (GRC) fabrication shop to see if it can be produced in-house. The GRC fabrication shop has the right of first refusal. If the item cannot be produced in-house, then the TFOME buyers will procure the item via an outside vendor or blanket purchase agreements/multiple award contracts. This decision is made by the requirements owner, fabrication shop, and, if needed, additional technical input.

d. Question: How does the Government handle fabricating parts or equipment that can no longer be purchased because they are older or not available commercially?

Answer: The fabrication shop frequently will take an old piece of equipment/part and work to re-create it themselves. This scenario has occurred many times as NASA GRC has many facilities with equipment that cannot be easily replaced.

e. Question: Does the TFOME III contract include buyers to perform the necessary procurements?

Answer: Yes, the Government is looking for Offerors to propose their own buyers as part of CLIN 1 – Project Management Office. These buyers will procure the items required under the TFOME III contract. These buyers can be a subcontractor, but the labor costs are to be charged to CLIN 1.

f. Question: Will the testing facilities at Lewis Field and Armstrong Test Facility be managed by TFOME III personnel?

Answer: Each testing facility is managed by a Civil Servant manager. Each individual test occurring at a test facility though, could be led by a Civil Servant or TFOME III employee, depending on the test. This position is called a Test Lead. The Test Lead then interfaces directly with the test customer.

g. Question: How often will TFOME III personnel work with Civil Servants at the different nonsupervisory or supervisor levels?

Answer: TFOME III contractor nonsupervisory employees and first level supervisors frequently work together with Civil Servants as the test facilities contain both Civil Servants and Contractor Staff. Communication at this level is extremely important to accomplish the work and stay on schedule.

h. Question: Do all facilities have the same shutdown period for maintenance?

Answer: No, the shutdown period for facilities depends on each test facility. Most Lewis Field facilities which require Central Services have a summer shutdown. There are other facilities which do not have this reliance and do not have the same summer shutdown period. Some Lewis Field facilities will have a shorter shutdown period depending on what maintenance is required.

The shutdowns at Armstrong Test Facility are not scheduled in coordination with Lewis Field.

i. Question: Has the Government considered commercialization or customer acquisition language to the requirements?

Answer: Yes, the Government is exploring options for requiring the TFOME III contractor to bring outside customers to use NASA Glenn Research Center facilities. This language was not ready for the Draft Request for Proposal (DRFP), but the Government intends to include it in the Final Request for Proposal (Final RFP) subject to internal review and approval.

j. Question: Does NASA GRC anticipate having TFOME III personnel work between both

Lewis Field and Armstrong Test Facility?

Answer: No, the TFOME III personnel who work at either Lewis Field or Armstrong Test Facility will not typically switch to a different location on a regular basis for surge work or temporary assignments. In a unique circumstance, if required for a special occasion, or a test of larger than expected magnitude arises and no other regularly scheduled staff are available, contractor personnel may work at a different location if the need arises.

This is extremely rare though.

k. Question: How is the distribution of contractor employees across facilities managed?

Answer: This is a discussion-based decision between the contractor and NASA management based on workload and schedules. A system for managing the distribution of contractor employees is not necessary.

l. Question: Will NASA work with the TFOME III contractor to hire new employees?

Answer: No, the Government will not participate in the hiring process for the TFOME III contractor.

m. Question: Are there large fluctuations in the required size of the workforce under the

TFOME contract?

Answer: No, the TFOME contract maintains a stable workforce as NASA Glenn Research Center has fairly steady work and maintenance on the contract.

n. Question: How are most individuals trained to operate the specialized facilities?

Answer: Many individuals, both Civil Servant and Contractor personnel, are trained via on-the-job training with experienced NASA personnel.

o. Question: What required training is provided by NASA?

Answer: Only a minimal amount of safety training is provided by NASA. The contractor is expected to provide most training and track all training performed by the contractor workforce.

p. Question: How much work is done in the Aircraft Operations portion of the statement of work (SOW)?

Answer: The Aircraft Operations portion of the SOW is a very small portion of the total contract requirement. There are two Aircraft Mechanics that work in the NASA Lewis Field hangar, and they are classified as technicians.

q. Question: Are there some facilities that are a higher priority for maintenance over others?

Answer: Yes, some facilities are older than others or are a higher risk and therefore receive higher priority for maintenance.

r. Question: What is the current operational status of each of the wind tunnels? Fully mission capable, partially mission capable, or non-mission capable.

Answer: Each GRC Wind Tunnel is fully mission capable.

s. Question: Do both Lewis Field and Armstrong Test Facility use the same instance of

MAXIMO?

Answer: No, the two campuses are walled off from each other. MAXIMO is used often for engineers to write tasks into the system. Cost is tracked through MAXIMO via labor hours.

t. Question: What system does NASA Glenn Research Center use for tracking maintenance and tests?

Answer: MAXIMO is used for recording maintenance timelines and procedures. For test schedules, they are organized in Microsoft Project.

u. Question: Is the productivity of GRC’s facilities measured by down time?

Answer: No, because all the facilities have completely different definitions of “down time” and required time between individual tests. Some facilities take months to set up for a new test while others can run two full tests in a single day. In MAXIMO, there is an “awaiting access” status for facilities when they are not in use but are being prepared for a test.

v. Question: Can NASA provide air-on-hours and downtime statistics of each of the wind tunnels for the last two calendar years?

Answer: No, information regarding the air-on-hours and downtime statistics of each of the wind tunnels is not required to put together a proposal for the TFOME III acquisition.

w. Question: Are contractor personnel required to do data analysis after completing a test?

Answer: No, during tests TFOME contractor personnel create data and then deliver the raw data to the test customer.

x. Question: What are the biggest perceived challenges to the operations and maintenance of GRC facilities?

Answer: NASA cannot respond on challenges specifically on the TFOME II contract though a challenge across all GRC is NASA’s flat budget profile for aeronautical testing.

y. Question: Will the TFOME III contractor perform capital improvement projects?

Answer: There are no capital projects currently in execution or planned to be executed in GRC Wind Tunnels on TFOME III. TFOME III is not a construction management contract. Construction projects are managed by the Facilities and Infrastructure Division and on a separate contract.

z. Question: What future upgrades does NASA foresee for the wind tunnels and is there a general timeline? What factors will weigh most heavily for the desired facility upgrades (Upgrade schedule? Facility testing bandwidth? Facility capability/performance?)

Answer: The NASA sponsoring program that oversees operations and maintenance for the GRC Wind Tunnels plans on initiating a facility utilization and capability study to be initiated in FY25. Capability enhancements and modernization improvements will be studied and prioritized.

aa. Question: What role will the TFOME III awardee play in any wind tunnel or other facility upgrades? Or will these efforts be separately competed? (Operations and maintenance advise/support vs leading the upgrade design/install?) If separately competed, will the TFOME prime and/or subcontractors be allowed to compete for these efforts?

Answer: TFOME III is primarily an operations and maintenance contract but does include institutional maintenance and repair activities at Armstrong Test Facility. Facility construction activities are managed by the Facilities and Infrastructure Division and will be solicited in separate contracts.

bb. Question: How does a maintenance project get distinguished between being maintenance or construction?

Answer: The decision of a project being defined as maintenance or construction is largely a group discussion and decision within NASA. There is no exact dollar threshold that distinguishes a project as maintenance or construction. This is a decision made between the Contracting Officer’s Representative, Contracting Officer, NASA technical leads, and GRC management. The level of involvement of management depends on the magnitude of the project.

cc. Question: Is an AS9100 certification required for proposing to the TFOME III RFP?

Answer: No, NASA Glenn Research Center is AS9100 certified. The certification primarily impacts the fabrication shop at Lewis Field and certain tests at Armstrong Test Facility. The work performed under the TFOME III contract by the contractor will fall under GRC’s AS9100 certification. It is not the Prime Contractor’s or Joint Venture’s obligation to obtain an AS9100 certification on their own.

dd. Question: If an Offeror sees a GLP, GLPR, GPD, or any other instruction that they do not have access to in the BMS library listed in Attachment J.2.4, can they request it?

Answer: Yes, if an Offeror sees any instruction listed in Attachment J.2.4 that they believe would be beneficial to their proposal, the Contracting Officer will upload that instruction to the Final RFP posting.

ee. Question: In reference to the “Process Safety Management” (PSM) certified employees language included in the DRFP, is the contractor required to have certified personnel on day one of the contract?

Answer: The process safety management (PSM) language refers to a process, not an individual person who is certified.

2. Cost/Price Volume

a. Question: Do significant subcontractors need an approved accounting system?

Answer: Per FAR 42.202(e)(2), the prime contractor is responsible for managing its subcontracts. In the performance of the TFOME III requirements and the reporting of costs, the prime contractor must be able to provide justification for why all costs are allowable, allocable, and reasonable.

b. Question: Is the Government looking for efficiencies in the workforce?

Answer: The Government will not mandate any Offeror to use the number of WYEs listed in Attachment J.2.6 – Incumbent Labor Demographics, but the numbers listed on that document indicate how many WYEs are currently required to do the work and the Government approves these levels. Each year, the GRC managers across work areas on the TFOME contract create a “demand forecast” that the contractor should staff to, and GRC management approves these levels. There are very little, large fluctuations in staffing levels.

c. Question: Are there large fluctuations in procurements?

Answer: No, there are a lot of procurements, but the quantity and frequency of purchases are fairly steady.

d. Question: Is there a collective bargaining agreement (CBA) pertaining to this contract?

Answer: No, there are no positions in the current TFOME II contract or anticipated TFOME III positions that are covered under a Collective Bargaining Agreement.

e. Question: Does the definition of a Major Subcontractor, 10% of total contract value, include the IDIQ maximum of 25%?

Answer: No, the Major Subcontractor definition of total contract value does not include the IDIQ CLIN.

f. Question: What information needs to have a Basis of Estimate (BOE)?

Answer: NASA is looking for the Offeror to write a BOE for the below topics. The BOE should include indirect rates, assumptions, and the logic behind the estimate. The estimate should include all information and justification to explain how the Offeror came to the number proposed.

1. A BOE for their CLIN 1 Program Management Office proposed workforce and rates.

2. A BOE for the any labor rates included in an Offeror’s proposal which deviate from those listed in Attachment J.2.6 – Incumbent Labor Demographics.

3. A BOE for the quantity and positions of WYEs proposed if the amount and positions proposed deviates from those listed in Attachment J.2.6 – Incumbent Labor Demographics.

g. Question: Should an Offeror propose to the wage determination that’s attached to the RFP or the most current version of the wage determination if there is an updated one?

Answer: NASA will follow the procedures found in FAR 22.404-5(c)(3) and (4).

3. Past Performance Volume

a. Question: Is there a limit to the number of past performance references an Offeror can include in the Past Performance Narrative (PPN)?

Answer: No, there is not a limit to the number of past performance references an Offeror can include in the PPN.

b. Question: Will references from major subcontractors count as much as those from the prime Offeror?

Answer: Clarification regarding references from major subcontractors will be included in the Final RFP.

c. Question: Are references from minor subcontractors accepted?

Answer: Clarification regarding references from minor subcontractors will be included in the Final RFP.

d. Question: What is the Past Performance Database (PPD) in reference to?

Answer: The PPD is in reference to the Contractor Performance Assessment Reporting System (CPARS)

e. Question: Are there thresholds for references or portions of references?

Answer: Please refer to the Final RFP for what NASA will evaluate for Relevant Experience and Past Performance.

f. Question: Will the evaluation of Volume III – Relevant Experience and Past Performance require a Protégé in a Mentor-Protégé arrangement must demonstrate experience?

Answer: The Offeror has the discretion to determine what past performance references are included in the past performance narrative (PPN) for the Prime, Joint Venture Members, Major Subcontractors, Minor Subcontractors, or any other organizations involved in the proposal. NASA will not require a protégé member to meet the same requirements as other contractors. The evaluation team will follow all Government Accountability Office rulings and Federal Acquisition Regulations.

g. Question: If a Joint Venture is not used and the Prime relies on the Significant subcontractor’s experience, is it possible to receive an evaluation of Very High Level of Confidence?

Answer: NASA cannot answer this question as it is circumstantial.

4. Proposal Evaluation

a. Question: How would NASA like to see innovations proposed – innovation, risks, cost savings?

Answer: If an Offeror chooses to propose an innovation, the proposed innovation should be included in the Mission Suitability Volume of the proposal. If there are cost savings, they should not be reflected in the cost volume as there is a chance that NASA would not be able or willing to implement the innovation depending on information technology restrictions, management approval, or another reason. The Offeror should fully describe the innovation and its benefit to NASA.

b. Question: Is Phase-In included in the Mission Suitability Volume page count?

Answer: Yes

5. Terms & Conditions

a. Question: What level of facilities clearance is required for contract performance?

Answer: The level of facilities clearance will be clarified in the Final RFP.

b. Question: How many people on the contract have a clearance?

Answer: Approximately 25 people on the TFOME II contract have a clearance and it is anticipated that there may be a similar number of clearances on the TFOME III contract.

Most require the clearance because of the types of tests and customers that they work with.

c. Question: Will the Final RFP have a requirement or percentage goal for AbilityOne subcontracting?

Answer: No, the Final RFP will not have a required percentage of AbilityOne subcontracting but will encourage the use of AbilityOne subcontracting when possible.

d. Question: How will NASA ensure small businesses have an opportunity to participate and be part of a team supporting the TFOME III requirement?

Answer: This acquisition is set aside for 8a certified small businesses to promote small business participation.

e. Question: What mechanisms will NASA place in the RFP to ensure SB participation not only at the solicitation stage but also during implementation?

Answer: NASA is making efforts to ensure small business participation by utilizing the designation of this acquisition as a set aside for 8a certified small businesses as well as the various clauses that are incorporated into the RFP with regards to utilization of small business concerns, post-award small business program representation, etc.

f. Question: What SB participation level is NASA expecting on this requirement?

Answer: NASA is expecting this contract to be awarded to an 8a small business or a joint venture abiding by the 8a certification requirements. The set-aside is described in the

RFP.

g. Question: Is NASA willing to remove clause NFS 1852.209-71 Limitation of Future Contracting from Section H of the contract and instead utilize FAR 9.5 to address organizational conflict of interest (OCI) concerns?

Answer: No, NASA is not willing to remove NFS 1852.209-71 from the subject acquisition. The Contracting Officer has determined that this acquisition may give rise to a potential organizational conflict of interest (OCI), and there are situations where the services performed in this contract may give rise to significant potential OCIs.

Inclusion of NFS 1852.209-71 in the subject acquisition is in compliance with FAR 9.507- 2 and supports efforts to avoid, neutralize, or mitigate the occurrence of OCIs in the conduct of the subject acquisition. Additionally, NFS 1852.209-71 points prospective offerors to FAR 9.5 while also including additional description regarding restriction on future contracting opportunities under the resultant contract.

h. Question: Can NASA clarify the language in clause 1852.209-71(c)(1) Limitation of Future Contracting, and elaborate on what work the selected contractor would be prohibited from doing in the future?

Answer: NASA cannot specifically define the work the contractor would be ineligible to perform under NFS 1852.209-71(c)(1). However, FAR sections 9.505-1 through 9.505-4 illustrate examples of certain situations where OCIs may be created. Further examples (not all inclusive) of OCIs are provided in FAR 9.508.

i. Question: Is there a period of time on the restriction as described in 1852.209-71(c) Limitation of Future Contracting?

Answer: NASA anticipates this clause at a minimum would be in effect during the duration of the subject contract per the FAR and NFS.

6. Attachments

a. Question: What equipment or property will the contractor be required to provide?

Answer: All equipment to perform the work on the TFOME III contract will be provided to the contractor other than vehicles. If a piece of equipment needed to perform work on the contract is not currently owned by NASA, then the contractor will procure that item on behalf of NASA and be reimbursed for the cost.

b. Question: How is inventory handled at Lewis Field and Armstrong Test Facility? Is it tracked in MAXIMO?

Answer: Equipment is tracked through the NASA GRC property office and by the contractor.

c. Question: Attachment J.2.6 includes highlighted cells, can you clarify what these are?

Answer: The highlighted cells in Attachment J.2.6 were meant to show that cells of the same color are a single WYE split across two CLINs.

d. Question: On Attachment J.2.6 there is a “Subcontractor line” under the skill column, what does this mean?

Answer: The “Subcontractor line” under the skill column was a mistake on the attachment and will be updated in the Final RFP.