Questions_and_Responses.pdf

Solicitation No. AG‐024B‐S‐17‐0019 Region 5 Firewatch Program U.S. Forest Service

CONTRACTOR REQUESTS FOR CLARIFICATION (RFQ’S)

1. Would travel benefits be paid if the aircraft is required to re-locate to a specialty maintenance facility? Yes, travel compensation would be allowable for contractor personnel who were utilized to re-locate the aircraft.

2. During the General Availability Period (GAP) how many day duty days are required per week? The typical work schedule is 5 days per week unless something different is required under one of the special circumstances of B.5(a). However, the vendor may propose an alternate work schedule.

3. Does the term “Return-to-Duty” have the same meaning as a “Call-Back”? Yes.

4. If compliance to Part 135 requirements are stricter, does the 135 requirement hold precedence? No. This is a basic contract duty requirement (which is the same as Exclusive Use contracts or Call When Needed Agreements).

5. During unavailability, can the pilot be relieved of duty at that time as to not erode his daily and hourly duty limitations? No, if the duty day has already started. If it is determined that the aircraft is going to be unavailable the next day due to maintenance, and there is no pilot requirement, then the COR can put the pilot off for that day.

6. Are there any ITAR issues with the maintenance manuals? Does the government have a process for revisions under the ITAR requirements? Yes to both questions.

7. What is the size (or how many line items) is the current inventory? The tracked inventory program contains approximately 5,200 lines. This does not include any spares that are located in Tucson.

8. Has the government determined where the leased facility is? We have one leased facility (One “T” hanger) which is located at the Redding airport.

9. If there is an existing electronic inventory control system, would that system be available to continue to manage all Contractor purchased and Government furnished parts? No.

However, the parts information would be transferable to another program.

10. What software program is currently being used to track inventory? The program proprietary to the current contractor. However, the data (parts inventory) contained in this program is exportable to an Excel spreadsheet.

11. Does the contractor need to provide an inventory data base? Yes. The government will grant approval to an acceptable data system for inventory control.

12. Does the government have a list of approved vendors for parts suppliers? No.

13. Does the government require vendor audits for parts suppliers? The DCMA will conduct audits on behalf of the government.

14. Does the government have a list of pre-approved repair facilities? We simply require certified repair stations. The contractor would be responsible to determine the proper facility.

15. Does the government require audits of repair facilities? Audits of repair facilities would be done in accordance with DCMA requirements.

16. To what extent to we get involved with working in Tucson, AZ? The expectation would be for bi-annual trips to Tucson to witness, advise and accept AMARG input for removal, packaging and transportation of parts to Redding, CA.

17. What does the government require for approval of aircraft modifications? Mock 337’s with the USFS national airworthiness branch approval.

18. Does the government intend to overhaul engines and drive-line components in-house to include rotor systems, hydraulics and avionics? Overhaul plans are to be proposed by the contractor.

19. How are the Firewatch aircraft operated? Public Use or Restricted Category? The Firewatch aircraft are operated as Public Use only.

20. Have these aircraft been issued an Airworthiness Certificate? No.

21. Are these aircraft maintained under an approved inspection program? The program is a hybrid US ARMY/ US Forest Service FSSP.

22. Is the maintenance program for the helicopters a phased maintenance schedule or hourly inspections? The program is a combination of Phase and Hourly intervals.

23. Would the government consider relocating the aircraft to the contractor’s maintenance facility during the GAP while undergoing maintenance during the off season? A relocation may be authorized on a case by case basis as determined by USFS and approved by the CO/COR.

24. For the trailers, is the requirement for HVAC? Or does it also include a set-aside area requiring a bed or lounge type environment? The requirement is for HVAC.

25. If the contractor requests a government relief pilot and a pilot is not available, is the contractor still liable for the requirement to provide a relief pilot? Yes. Within 30 days prior to the Operational Availability Period (OAP), a pilot schedule will be proposed by the contractor and approved by the government as an appendix to the Firewatch Operations Plan. Any deviation from the approved schedule by the contractor will be the responsibility of the contractor. If a deviation occurs, the contractor will be responsible for the relief pilot.

26. Does the Forest Service AMI return the aircraft to service each time a maintenance procedure has taken place? Yes.

27. Can the government clarify the DCMA requirement? Yes. The DCMA requirement provides assurance to the Forest Service of the following: The contractor will have approved (and periodically audited) processes in place for the acquisition, tracking and proper disposal of sensitive parts.

28. Would the government consider waiving the DCMA requirement? No. However, we would accept a teaming/sub-contracting approach. The partner/subcontractor with the DCMA certification must be identified at the time of the proposal due date.

29. Are personal flotation devices (PFD) supplied and maintained by the Forest Service or the contractor? The contractor would be responsible for PFD’s.

30. Will the government provide Fire Shelters for the aircraft, fuel trucks and PODS? First Aid Kits for the aircraft? The Forest Service provides fire-line P.P.E., Fire Shelters, First Aid and Survival Kits for the aircraft.

31. Is the contractor required to provide all airframe specific special tooling as required for maintaining the B-209 and can the government provide a list of tooling required per the maintenance manuals? Yes. The tooling requirement information is available in the Army manuals.

32. Will the government allow the successor contractor to place incumbent contract personnel on their contractor? Yes. FAR clause 52.222-17 (Non-displacement of Qualified Workers) will be added via an amendment.

33. Is Bell 200/UH1 series experience for mechanics comparable for this requirement as it is for pilots? Yes.

34. What does the government consider to be “like” airframes? Bell 200/UH1 series.

35. Per the solicitation, the contractor pilots must attend initial and recurring training on the Bell 209 helicopter. Where is the training located and what costs will be applicable to the contractor? The training takes place in Redding, CA. The pilot’s wages would be the responsibility of the contractor.

36. Per the solicitation, the government will pay for the training of up to 3 contract pilots to meet the experience relating to the make, model and series over the preceding 12 months. Is this only for the 10 hour requirement? Yes.

37. Is the training one time or annual? Annual.

38. Section B.10 makes a reference to a co-pilot. Is this a typographical error? This is not an error. While the use of two pilots is seldom used, it could be utilized in the event of a long point-to-point flight requirement.

39. Can the government provide some historical data on the frequency where contractor personnel may have to deploy to remote locations without accommodations? The frequency of occurrence is strictly determined by the remoteness of a fire location. Of course, this cannot be predicted with any accuracy. In the end, field going contractor personnel need to be equipped and able to deal with being deployed to a remote location where lodging facilities might not be available.

40. Will invoice billing be handled through ABS and on 122’s? No. All contractor billing will be paid via the Invoice Processing Platform (IPP) website.

41. Is the Cobra IFR equipped and available for the pilot to keep current or will IFR currency have to be maintained in contractor-owned aircraft? The aircraft are not IFR certified.

42. Is it the government’s intent to replace the pilot certificate chart from fixed wing to rotorcraft? Yes. Section D (c) will be deleted via an amendment. Pilot (PIC) requirements are contained in Section B PERFORMANCE SPECIFICATIONS (1)

43. Can the government clarify their intent to meet Part 135 standards if the aircraft are operated under Public Use? Part 135 is the standard for all maintenance unless approved by the USFS Airworthiness Branch.

44. Is it the government’s intent to modify Section D to be specific to the B-209 Cobra Firewatch Program? No. Most of these are performance, inspection and acceptance standards.

45. Exhibit 10—USDA Small Business Goals: Will the government provide a chart that is legible? Yes. A readable chart will be posted via an amendment.

46. Must a contractor be under the size standard of $32.5 million for NAICS Code 488190 to be eligible to propose for this contract? No. This solicitation has not been set aside.

Therefore the size standard is not applicable for the solicitation, or resulting contract.

47. Under what authority was the MEL produced and approved? Because these helicopters are public use only, the MEL was developed using a Bell medium MEL as the basic template. It was then modified to be mission and airframe specific to the Firewatch program and approved by the National Airworthiness Branch Director.

48. Each item listed on the MEL has an M and O next to it but there are no Maintenance or Operating Procedures. Does the government intend to producing M and O procedures for the MEL? Certain MEL items are special mission equipment and are being developed to address various special mission requirements. The special mission equipment requirements are not a hazard to flight safety. These procedures are found in the FSSP and supporting AH-1 manuals.

49. Section E.4 (a) talks about page limitations. Concern is expressed whether an 11 x 17 folded page would count as one or two pages. Would the government clarify how the various documents are to be counted? References to page limitations will be removed.

Furthermore, we will require that proposals be submitted via thumb drives (no hard copies). The specifics of this change will be found in the amendment replacement pages.

50. Section E.4.b.1 Technical Proposal Executive Summary: This section does not contain any guidance as to what the government would like to evaluate. Please provide guidance. The Executive Summary does not fall under the evaluation factors. It is simply an opportunity to inform the Forest Service about your company and any partners you may have teamed up with for this solicitation. As a summary, it should be brief (no longer than one to two pages).

51. Exhibits 8, 9, 10, and 11: It is stated that these are separate electronic documents. Yet this is not the case on the FBO website. Will this be corrected? Yes. We will make this correction via an amendment.

52. Are Exhibit 11 and 13 the same document? Will the government provide this document as a Microsoft Excel spreadsheet and advise on the correct Exhibit number? Yes.

Exhibit 11 and 13 are the same document. References to Exhibit 13 will be deleted. In addition we will make an Excel Spreadsheet available via an amendment.

53. Exhibit 12—Representations and Certifications: We cannot find such an Exhibit. Is this correct? No. The Reps and Certs were erroneously identified as Exhibit 12. They should have been identified as E.6 through E.8.

54. Will the government provide the Representations and Certifications as a separate editable document? No. For E.6, the only thing the offeror needs to fill out (assuming that the offeror has kept their SAM registration up to date) is paragraph (b). E.8 is just a one page document. We believe this should be a manageable task for the offerors to accomplish.

55. In C.12 (Contract Terms and Conditions…) Paragraph No. 17 references FAR 52.219-9 (Small Business Subcontracting Plan) with the update of November 2016. However, this clause has since been updated to January 2017. Please clarify which version of the clause shall write to. The contractor shall write to the January clause. This updated clause will be incorporated via an amendment.

56. The solicitation defines the possibility that the government could potentially downsize the program to one helicopter by not exercising certain optional line items. Could the contract subsequently be modified to bring the second aircraft back? No. If the Forest

Service elects to downsize the Firewatch program to one helicopter, we would not subsequently exercise options to bring it back.

57. Will offeror be required to preserve the second aircraft for long term storage OR will offeror be required to keep second aircraft maintained calendar items and ready for use each year or in the event it is pulled into service? We would expect that the second helicopter would be either maintained or preserved prior to the end date of the current year.

58. Section B.2 (a), Fixed Mobilization-GAP Only: Would the government provide clarification on what the contractor would be mobilizing for during the GAP? Additionally, please provide clarification on travel from the designated base dire GAP vs. OAP. The purpose of this clause is to define the standard mobilization expense for contract personnel to come to Redding, CA. This value is only utilized during the OAP. So for example, if a contractor personnel’s home base is something like Los Angeles, CA, you would identify the round-trip cost to go to Redding and back. For the purposes of this example we will say the cost is $400.00. Now if the helicopter this person is assigned to is deployed to some alternate location, we will subtract this amount from the travel cost (assuming the cost is greater). So, if the travel cost to the alternate location ends up being say $1000.00, the net cost to the government would become $600.00. Any travel during the GAP will be pre-negotiated at the time of need.

59. Section B.5 OAP Flexibility: OAP Flexibility pertains to the 45 day pre and post. Is there a response time set for outside of those parameters? No.

60. Section B.7 Task 1 Project Management: Schedule B indicates only 1 CLIN for Project Management. Both the Chief of Maintenance and Program Manager need to be priced in this slot. They are both salaried positions and are required throughout the rest of the contract. Please clarify how to account for both positions within the current CLIN structure. We would expect a monthly lump-sum total that covers these tasks. For the dis-incentive we would deduct $250 per person to account for days that would be applicable to vacation or sick leave.

61. Section B.7 Task 2 Inventory Management: In regards to the statement, “Contractor MUST: Track and manage all serviceable, unserviceable, and scrap aircraft components stored in the following locations:” Aircraft parts at the facility located at (309th AMARG) are not currently in inventory as they are maintained as whole aircraft and not individual parts. What is in the specific inventory requirement? What is the expectation of the government? Please clarify if contractors are to remove parts from the aircraft located at AMARG and add to the inventory. The government will work with the contractor to identify parts needed from the AMARG facility. The contractor personnel may be mobilized to AMARG to oversee parts removal, packaging and transport to Redding, CA.

The removal and packaging of parts would be performed by AMARG personnel as overseen by contractor personnel.

62. If a government pilot cannot cover days they were previously scheduled for and the aircraft is needed on a fire, will the Forest Service modify the contract in order to utilize a contract pilot? If it is the government’s best interest, we would pursue a modification.

63. For pilot services, it is stated that the government will pay the hourly rate for pilot training. However, travel and per diem are not indicated. Please clarify that travel and per diem will be reimbursed as well. Contract modifications for training include travel and per diem in addition to the hourly rates.

64. GIS Support: In regards to software updates to the computers, will the government be responsible for retrieving and loading any and all updates for the ESRI ARCGIS Software? Or will the contractor be required to maintain the updates? The Forest Service will provide any software updates to the contractor who will then load the data.

65. Is it required to have an additional Wi-Fi specific for GIS? One wireless hotspot is required for each aircraft crew (two in total). In addition, during the OAP, one smart phone is required for each contract employee.

66. Does the government provide the phones? No.

67. Section B.8 Environmental Responsibilities: The requirement states: “The Government may, at its option, assign an area to be utilized by the Contractor for storage of equipment used in support of contract performance. If the contractor needs to provide its own space for storage what exactly will be needed? If the government is not able to provide adequate storage, the contractor can provide option s for the safe storage of parts, equipment and hazardous materials. Space will be provided for storage of these items commensurate with the applicable MSDS.

68. Section B.17 Government Furnished Property—Inventory: This clause indicates that contractors will be given access to the government approved electronic inventory control system. Will the Government system replace any contractor provided system? No.

69. What is the current electronic inventory control system used by the Forest Service? It is an Excel spreadsheet.

70. Section B.17 GIS Fleet Vans: This section states, “The Contractor is responsible for the security, maintenance, and repair/replacement of any (Government or Contractor owned) equipment provided.” Who will be responsible for maintaining and repairing the government fleet of GIS vans? The Forest Service is responsible for maintaining and repairing their fleet vehicles.

71. In the event of an accident would the contractor be responsible for replacing the Bell 209 Cobra Helicopters or GIS Vans? It depends upon the cause of the accident. A close reading of Alternate 1 to the Government Property clause (52.245-1) defines the parameters in such situations.

72. Section B.18 Contract Personnel Qualification and Certification Requirements: The contract is specific on qualification on mechanics. If a Mechanic I (Surge or Helper Mechanic) does not fully meet all of the requirements, can the contractor use/train this person under the direct supervision of a fully qualified supervisor until they meet all of the requirements? Are apprentice-level technicians allowed to work on aircraft under supervision of the Chief of Maintenance or Mechanic III? Yes.

73. Section B.18 Certification requirements for Pilots: Does the Forest Service intend for all contractor pilots to have/obtain their instrument rating? No.

74. The charts found at Section B.18 (c)(1) and Exhibit 1 (c): The two charts do not match.

Will the government clarify which experience chart is applicable since there is conflicting information? Utilize Page 42 and Exhibit 1(c). I don’t believe this answer actually responds to the question.

75. Section B.20 GIS Data Technician: This section states that the GDT will have two full calendar days off after any 14-day consecutive period. This differs from pilots and mechanics. Does the government intend for this difference to remain in place? No. We will revise the days off for the GDT to match the pilots and mechanics via an amendment.

76. What is defined as “Contractors operating certificate:? Phil Ketel

77. Does the Forest Service adhere to GFRC? Is the intent for contractor to pay for all costs for search, rescue & salvage (other than negligent acts of Government employee) in the event that an accident cause is determined to be due to factors beyond contractor control (i.e. bad fuel supplies, Acts of God, terrorism, etc.)? In accidents that were of no fault of the contractor, they would not be liable for the above costs.

78. Section E.4 Past Performance Evaluation: There is reference to past performance questionnaires. Please clarify if the contractor will be required to submit questionnaires or if the government will send out questionnaires? There will be no requirement for questionnaires. This section will be revised in an amendment.

79. CLINS 0006 through 0010: These CLINS require a “mark-up” to be proposed. Is the “mark-up” to include all applicable indirect rates and fee? Or is this mark-up only to include fee (since all DCMA approved contractor rates are billable in addition to the “mark-up”)? You would need to include your indirect rates in your mark-up rate.

80. CLINS 0004 and 0005: Please clarify if these CLINS for pilot services are to be in units of 100 days or 100 hours? The unit of measure is actually hours. In addition, during the GAP there is no need to identify a pilot to a specific helicopter. Accordingly, we will be revising the quantity of hours to 200 for CLIN 0004, and eliminating CLIN 0005.

81. CLIN 0009: This CLIN contains a rate of $51/hour for extended standby. Will the Forest Service consider revising this amount? No. While this rate wouldn’t completely cover the cost of a Mechanic III, it more than adequately covers the cost of a fuel truck driver and GDT. And it should come close to representing the cost of a pilot. When extended standby occurs, all four of these personal are getting compensated at this overall average rate. Any shortfall you believe you would experience shall be accounted for in the daily rates you propose.

82. CLINS 0006 and 0010: These CLINS provide “plug” numbers for travel. Can the contractor invoice all DCMA approved indirect rates that are allocable and allowable against this CLIN based on incurred travel expenses? No. Travel is considered a direct material cost. As such, only the actual costs for per diem and transportation costs be billed.

83. Section E.4.b DCMA/DCAA Certification: This section requires proof of DCMA/DCAA Company Certification. It is unclear as to what exact certifications the government would like provided. Would the government like to see proof of certifications for Accounting, Estimating, Purchasing, Property, and Material Management Systems? Certifications for Accounting, Purchasing, Property and Materials Management would be appropriate.

84. Recommend a manuscript clause be inserted into the final contract award that mirrors the DFAR 252.228-7001 (Ground and Flight Risk Clause. No. We have determined that Alternate I to the Government Property Clause will meet the Forest Service’s needs.

85. Task 6 Fueling Services: Will the Government please confirm that the Contractor is only responsible for the fueling service requirement during the OAP to include the OAP flexibility periods? Yes, that is correct.

86. Will the government identify who will provide fueling services during GAP periods? No.

We will utilize various FBO’s as needed.