PreProposalMtg_Agenda_MtgNotes.pdf

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PRE-PROPOSAL CONFERENCE CALL

Exclusive Use Helicopter/Boat

AG-0120-S-14-0006

12 August 2014, 10 am

1. General information This is a request for proposals for (RFP). A public opening of the proposals received will not be held.

Proposals are due by 10am on 2 Sep (Due date changed).

Proposals must be received by 10am Alaska time—emailed and mailed.

All amendments will be posted the FBO. All amendments must be acknowledged with proposal submission. There are several ways to acknowledge the amendments. Reference the Standard Form 30, block 11.

In order to maintain the proposal opening date of 2 September 2014, it is requested that all contractors submit their emailed questions by 18 Aug 2014. This will allow sufficient time to provide responses and issue amendments. (reference E.1) In order to be eligible for award, an offeror’s registration in the System for Award Management must be current.

2. What to submit? (start at the back and move forward) Reference Section E, Item E.2 Evaluation – Commercial Items – explains how proposals will be evaluated.

Offerors shall provide documentation about their company that will allow the team to evaluate based on the factors listed in section E.2.

Item E1, FAR 52.212-1, Instructions to Offeror – Commercial Items: this section explains what each offeror should submit.

Reference Section D Item D.5 Economic Price Adjustment Item D.2 FAR 52.215-20, Requirements for Certified Cost or Pricing Data and Data Other

Than Certified Cost or Pricing Data (Oct 2010) (Alternate IV Oct 2010). IAW the clause, offerors shall provide, as a minimum, appropriate data on the prices at which the same services or similar services have previously been sold on the open market.

Reference Section B Item B1 – B1(4) Draw attention to the first paragraph on the page above B1—offerors shall submit prices for all items included in the price schedule. Boat has three items and the helicopter has two. Go over what needs to be filled in and returned from Section B. SF 1449 signed in block 30.

3. Review contract period of performance; mandatory availability period (boat and helicopter) and technical requirements.

4. Explanation of the Forest Service mission to provide offerors with an idea of how the boat and helicopter will be utilized.

MAP

Exclusive use boat & helicopter to house and support field operations in SE & SC Alaska.

Generally start in Ketchikan, work up the coast back to Homer.

o Work out to Kodiak every other year, starting in 2016 (going to Kodiak in 2016 &2018).

MAP for boat varies from 55-60 days a year (not including mobilization days).

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MAP for helicopter varies from 56-66 days per year, or 150-170 guaranteed hours.

o Additional heli days are for work on the Kenai where boat is not needed.

MAP starts around the beginning during the first week of June.

Map may be adjusted up to 10 days. (already have additional work for FY15)

Helicopter

Contract requires the helicopter to be able to carry 5 passengers, 5 large packs, and a 1100 pound payload (with standard pilot of 200# and 1+30 fuel).

Requires a satellite phone that is integrated into the aircraft audio system.

Note avionics section different from previous EU contracts, incorporating R6 standards.

Minimal hazmat, primarily flares and other emergency items in float vests, ammo for firearms, bear spray.

7 day a week operation, so requires a relief pilot & full-time mechanic, but no relief mechanic.

Requires pop-out floats and FAA overwater kit (life raft, PPE).

Boat

Capable of housing & supporting 12 passengers full time.

Capability to remain out for extended periods of 30 days or more.

Requires a platform capable of landing and transporting a helicopter while underway.

Requires 10 knot cruise speed minimum.

Requires skiff to transport 4 passengers and 5 packs weighing approximately 50# each, and be able to get on step.

Dedicated office space (120 sq ft minimum) to support 3 laptops, printer, lots of outlets to plug in numerous electronics.

Requires 100-125 sq feet of dry storage.

Often traveling in evenings after crew returns o Occasionally requiring overnight runs o Several runs of 24 hours or more (SEAK to Yakutat, Yakutat to Controller Bay/Cordova, Seward to Kodiak…) o This requires scheduling or vendor staff to stay within duty limitations of heli & boat crew.

Daily movement of 10-100 miles/day; 20-50 miles most days)

Vendors Staff

Responsible for flight following aircraft per agency standards (see Exhibits 17 & 18).

Vendor required to furnish and staff required to wear PPE.

Safety

Accident prevention and safety are primary.

Managing/mitigating risk is critical to ensure safety of Forest Service and vendor crew.

Vessel flight deck/work decks need railings, or catch nets.

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Meeting started at 10:02 am.

Forest Service Attendees: Eric Straley, Connie Hubbard and Denise Murphy Contractors Attendees who called in: Bonnie, Support Vessels of Alaska; Adam Savery, Maritime Helicopters; and Rich deLucia, Air Center Helicopters.

Denise reviewed the first three agenda items above.

Connie provided a brief description of the project (attachment to this amendment).

Reviewed the following sections from the items above: MAP, Helicopter, Boat, Vendor Staff, Safety.

Connie noted that the flight deck shall have railings or a catch deck.

Reviewed the questions that were emailed prior to the pre-proposal meeting.

Q1. What is the required maximum range of the helicopter?

FS Response: Reference page 5, Item B.1 G., Capability… We don’t have a specific required maximum range. In the past, it is estimated that the Forest Service has never flown more than 90 miles one way with a crew; however, if reconnaissance is required, the Forest Service may put one person on with full fuel and fly as much as three (3) hours.

Q2. What is the range and weight required to meet objectives? i.e: 1100 lbs 150NM round trip FS Response: No specific range required. Reference page 5, Item B.1 G., Capability. Non-jettisonable payload of 1100 pounds, using a 200 pound pilot and 1+30min fuel (at 2500 pressure altitude and 10 C).

Q3. Will the USG reduce the aircraft fuel requirement from 4000 gallons to 2700 gallons to increase competition?

FS Response: No. The 4000 gallons allows the Forest Service to meet the unsupported objective of up to 30 days unsupported operations (page 41, C.15, Part A, Number 4.)

Q4. Will the USG change the fuel location requirement to internal & external storage to meet quantity requirements IAW USCG regulations? i.e: 1500 gallon deck mounted supplemental tank.

FS Response: Without knowing USCG regulations for fuel storage on boats, the Forest Service can say that internal or external storage would be acceptable as long as all rules and regulations for storing fuel, in this situation are met; all environmental requirements met; boat stability not impacted, and external tanks do not interfere with the Forest Service’s ability to accomplish the mission.

Q5. With different helicopter models having different fuel burn quantities per hour. Will the USG change the aircraft fuel onboard ship requirement to number of flight hours needed to support? i.e.: 60 flight hours FS Response: No.

Q6. Does the USG require an fixed foam AFFF fire fighting system accessible on the hell deck IAW ICAO Level B?

FS Response: No. C.15 B.3 references safety equipment such as fire extinguishers. C.15 B.7 references having adequate firefighting equipment, requiring equipment meet minimum Coast Guard specifications for vessels of its size and class. C.18. (1) references fire extinguishers (min 2 30-B:C)

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Q7. International Shipborne Helideck regulations require fuel and oil spill containment with coaming, drainage provisions and water separation systems. These systems ensure no fuel spillage enters the seawater. Will this be a requirement for this contract?

FS Response: The Forest Service is unfamiliar with International Shipborne Helideck regulations;

however, the contract has no such requirement outside of following all laws, rules, and regulations regarding environmental responsibility (C.27).

Q8. What provisions will be required to prevent deck runoff of contaminants?

FS Response: Reference page 50, C.27. Contractor’s Environmental Responsibility. The Forest Service does not set standards as it is the contractor’s responsibility to meet all applicable standards for the mission being carried out, (helicopter operations off of a boat to include fueling ops)

Q9. Five (5) gallons of spill containment absorbent pads seems inadequate for the amount refueling and number of flight hours for this contract. Will this be sufficient environmental protection?

FS Response: Reference page 50, C.27

Q10. What distance offshore will the ship be required to operate? Will it be beyond the territorial sea (12NM) or the contiguous zone (24NM) offshore?

FS Response: The only time the ship is required to operate beyond 12NM from shore would be getting out to Afognak, and possibly on the longer moves between southeast and southcentral Alaska if the captain chose to go further out for safety reasons.

Q11. What is the roundtrip distance required for the skiff?

FS Response: Typically only a couple miles, but maybe as long as 10 miles round trip. Reference the skiff requirements in C.15 Part B, numbers 9-12.

Q12. What is the endurance range required for the ship? How far does the ship need to travel unrefueled?

FS Response. Reference C.14.4. The boat shall be capable of staying out for extended periods (30 days or more). Farthest runs are from Southeast Alaska to Yakutat, Yakutat to Cordova, Seward to Kodiak.

Q13, What is the greatest distance between refuel/replenish ports?

FS Response: Points could be Ketchikan, Juneau, Seward, Homer, etc…

Q14. Will night helicopter landings be required?

FS Response: No.

Q15. Does the USG require washer and dryer provisions for USFS personnel?

FS Response: No; however, the contractor will be responsible for washing bedding used by FS personnel.

Q16. Who is responsible for laundering personal clothing of USFS personnel?

FS Response: Forest Service personnel are responsible for doing laundry on their days off.

Q17. What are the parameters requires for external sling load operations?

FS Response: The Forest Service is not requiring sling load ops; however, the helicopter shall be equipped with a hook for tie-down purposes while the boat is underway (Reference page20, Number 16a).

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Q18. Is the same routing from Ketchikan to Kodiak required each year?

FS Response: Generally yes, although the Forest Service mission will go out to Afognak & Kodiak every other year. For this 5 year contract, the Forest Service plans to go out to Afognak & Kodiak in 2016 & 2018.

Q19. Homer is the port of the incumbent, is there an USFS operational necessity to use Homer as the final port? Could Anchorage or another port be utilized?

FS Response: No. Homer is convenient to the road system for de-mob purposes, Anchorage or other final destination could be utilized.

Q20. The daily miles traveled is a broad number. Historically what is the ship distance traveled per 55- 65 day research season? This will assist in fuel planning.

FS Response: A rough average from the last nine (9) years is approximately 3,100 miles.

Q21. With an uncertain distance to be traveled for the ship, will the USG change the ship fuel requirement to a reimbursable expense?

FS Response: No

Q22. Ref Page 20, Item 16. Cargo Hook Required: What are the required weight parameters of the cargo hook?

FS Response. Reference page 20 Item 16 states in part: “…rated at the maximum lifting capacity of the aircraft.” Reference Q17 above.

Q23. With several types of heli deck designs there are square and octagon heli decks. Will the USG amend the 20’ x 20’ to accommodate octagon heli decks?

FS Response: No. 20 X 20 is the minimum required; however, there is no standard on shape. (SEE Pg. 41, C.15, Part A, No 1)

Q24. What is the required obstacle clearance on the heli deck? One standard is the blade length or rotor radius plus 3’ feet.

FS Response: The Forest Service is not setting a standard. Obviously more distance for clearance is better (up to a point). C.15.A.1 states ‘a minimum dimension of 20 x 20 feet, suitable for helicopter operations with no obstacles preventing a helicopter from approaching from three sides.

Q25. What is the required length and effective depth of the anchor line?

FS Response: No specific requirement. The Captain of the boat would know this information. The length shall be of sufficient length to anchor safety in typical SE and Coastal Alaska anchorages.

Estimate at 40-50 Fathoms or more; but generally less than that. The Forest Service usually anchors in protected bays, nothing unusual.

Q26. Will the aircraft be required to land with the ship underway?

FS Response: Yes. Reference page 16. C.1, No 2.

Q27. zWhat are the meal requirements? Fresh Fruits and Vegetables on a regular basis could be left interpreted many ways.

FS Response: Reference C.15. Two cooked meals a day, breakfast and supper with lunch of leftovers, sandwiches, etc. The boat shall provide fresh food (fruits & vegetables) on a regular basis which can be

AG-0120-S-14-0006, A001, Pre-Proposal Mtg. Agenda and Notes Page 6 of 6 facilitated by both Government (if space available) and Contractor crew changes that occur on a regular basis. The boat is often near a place where fresh foods are available every two weeks or so.

Q28. What are the typical dietary needs of the USFS personnel?

FS Response: Reference C.15.C.4. Menus shall be varied and able to accommodate any special dietary needs. Typically, the Forest Service has had, gluten intolerant (including celiac), vegetarian, and vegan as well as folks who eat a “normal” diet. The Forest Service will not know specific requirements until the crew is hired each spring.

Q29. The 5 passenger requirement plus equipment is vague. What is the minimum combined cargo & passenger weight requirement? What distance and temperature is the aircraft required to fly with the required weight?

FS response: Reference page 5. Non-jettisonable payload of 1100 pounds, using a 200 pound pilot and 1+30min fuel (at 2500 pressure altitude and 10 C). 1100 pounds = passengers plus gear, so any combination of people and gear up to and including 5 persons with gear.

Q30. How much internal cargo space is required?

FS Response: Regarding the boat reference pages 41-43: Section C.15 Part A no’s. 1 and 3, and Part C,

no. 7. 100-125 sq feet for dry storage, as well as office requirements for office space (C.15. C.7).

Regarding the helicopter, reference C.4.D. 20, on page 20, 16 cubic feet and capable of accommodating tools up to 58 inches in length. External cargo basket unacceptable.

Q31. How many ports stops are expected during the period of performance?

FS Response: Typically 6-8 per season.

Q32. Does the USG expect overnight port stops during the period of performance?

FS Response: No. Typical stops are for fuel/resupply or for crew changes. The Forest Service may pass thru Ketchikan once beyond the initial start date, Juneau once or twice, pass by Petersburg or Wrangell once, maybe Stika once--but not every year--Yakutat, possibly Cordova, Seward, Homer, and possibly Kodiak (Kodiak every other year). The Forest Service does not spend nights in port; but often anchor just outside the port.

Request for clarification emailed:

Clarification regarding the number of Forest Service passengers. The number of Forest Service passengers will not exceed 12.

Opened the floor to questions from the contractors on the phone. No questions were asked.

Went over section E.1 again to clarify what needs to be submitted to allow the Forest Service to evaluate the proposals in accordance with the evaluation factors.

The meeting ended at approximately 11 am.

Discussion after the meeting regarding E.13 Questionnaire #3 – Aircraft Performance. The form is being replaced in its entirety with this amendment. Revised questionnaire attached and made a part hereto.