CBP-RFP-02272025-001 - RFP Questions and Answers for SAM 04.09.2025.A0002.pdf

A B C D E F G H

RFP Section Page Other Info Question CBP Answer Notes

There are contradictions between clause I.100HSAR 3052.219-71 DHS Mentor-Protégé Program (DEVIATION) (APR 2024) where it states that participation is encouraged and section M.3 3052.219-72 Evaluation of Prime Contractor Participation in the DHS Mentor-Protégé Program (Jun 2006) where it states participation is a source selection factor but does not explain what the eval factor ratings will be or how it affects an offerors overall rating/scoring. We request the Government remove the section M language and only use the section I recommendation

The Government will not remove the Section M language because it is required. An evaluation factor for DHS Mentor Protégé participation has been added to the RFP.

CBP updated, Continuation Page, Section L, and Section M (including Evalution Criteria clause) to include DHS Mentor- Protégé Program Participation.

L.13 General Instructions for the Preparation of Proposals

Page 70 Proposals must be formatted to…standard 8.5" x 11" page.

The Offeror requests that 11" x 17" inch pages be allowed for graphics and tables (e.g., organization charts).

For graphics and tables 8.5 x 14 is permitted. Only table numbers and titles are allowed on these pages. No text describing the tables or graphics is permitted on the 8.5 x 14" pages.

CBP updated Section L.13 General Instructions, PROPOSAL FORMAT AND

SUBMISSION

L.13 General Instructions for the Preparation of Proposals

Page 70 Graphs shall be presented in no smaller than a 10 pt font…

The Offeror requests that 10 pt font be allowed for graphics and tables.

The RFP already allowed graphs to be presented in 10 pt font. The RFP is updated to allow tables to be presented in 10 pt font as well.

CBP updated Section L.13 General Instructions, PROPOSAL FORMAT AND

SUBMISSION

L.13 General Instructions for the Preparation of Proposals

Page 70 There is no intent to limit the contents of proposals, and the instructions permit inclusion of any additional data or information an offeror deems pertinent.

This language seems to conflict with Table L-1 Proposal Structure, which specifies maximum time limit/pages. Can Offerors exceed the specified page limits? Will content that exceeds the page limits be evaluated?

Offerors can include any information they deem to comply with the instructions in Section L up to the designated page count. Content that exceeds the page limits will not be evaluated.

No RFP update required.

L.13 General Instructions for the Preparation of Proposals

Page 71 Proposal information must be structured such that its paragraph numbers/letters correspond to the proposal instructions paragraph numbers/letters, although the offeror may add lower tier subparagraphs.

Please clarify which section numbers/letters Offerors should follow to ensure our numbers/letters correspond to the Government's numbers/letters? For example, on page 74, would Factor 1: Technical be Section L.13 Factor 1:

Technical, or would it just be Factor 1: Technical? Similarly, is it the expectation of the Government that Offerors provide section numbers 1-11 for the requirements under Program Management, but that Program Management itself would be unnumbered (or would it be L.13 Program Management or would it correspond with the PWS, Section C.1.2 Program Management)?

See Amendment A0002 for revised Section L instructions CBP updated Section L

L.13 General Instructions for the Preparation of Proposals

Page 73 Volume I

a. Cover Letter

b. SF 33

c. Executive Summary Volume I - Factor 1

d. Technical Volume I - Factor 2

e. Management Volume I - Factor 3

f. Past Performance

Are the referenced letters the letters Offerors should use to organize their proposals e.g., a. Cover Letter, b. SF 33, c.

Executive Summary, etc.), or are the numbers/letters embedded within the paragraphs? For example, 1) Executive Summary, [no letter/number] Factor 1: Technical, [no letter/number] Subfactor 1: Technical Approach, etc. the numbers/letters that should be used?

See Amendment A0002 for revised Section L instructions CBP updated numbering in Section L.13 General Instructions

Section L-13, Proposal Format and Submission

Page 70 In the second paragraph under Proposal Content and Volumes it states, "... The title and table of contents pages are not included in the maximum page count."

Is the reference "Title" the same thing as a "Title Page"?

Please confirm that the Title Page is to be provided before the Cover Letter (Letter of Transmittal).

Reference to Title Page removed. Table L-1 updated to include requirement for table of contents

CBP updated Section L.13 General Instructions; Table L-1 was revised to include the Table of Contents. "Proposal Content and Volumes" section was updated to remove "title" from the second paragraph.

Section L-13, Proposal Content and Volumes

Section L-13, Proposal Format and Submission, Written Proposal, Volume I,

1) Executive Summary

Pages 71 and

In the third paragraph it states, "Cost/price information, (e.g., dollar values and/or hourly rates) shall not be included in any areas other than the Executive Summary, Small Business Subcontracting Plan/ Small Business Goals; and Volume II Business Management Information - Cost/Price.

However, under Written Proposal, Volume I, 1) Executive Summary, it states, "Cost/price information shall not appear anywhere in this volume."

Please clarify that Cost/Price information is permitted in the Executive Summary, Small Business Subcontracting Plan/Small Business Goals; and Volume II Business Management Information - Cost/Price

Under Written Proposal, Volume I, 1) Executive Summary, it states, "Cost/price information shall not appear anywhere in this volume."

This sentence has been deleted.

CBP updated Written Proposal section.

L.13 Proposal Format and Submission, Written Proposal, A. Instructions for Written Submissions

Page 72 Cover Page: The first page of each volume shall be a cover letter (letter of transmittal) prepared on the Offeror’s letterhead stationery. The cover letter shall identify all enclosures transmitted and shall be used only to transmit the proposal and shall include no other information. The cover page shall be in accordance with FAR 52.215-1, paragraph (c)(2).

However, the cover page is not required for the Excel (.xlsx) Pricing Spreadsheet submission.

The RFP states, "The Cover is to include all enclosures transmitted and shall be used only to transmit the proposal and shall include no other information. The Cover Page shall be in accordance with FAR 52.215-1, paragraph (c)(2)."

Please confirm that the FAR requirements are also included in the Cover Letter.

FAR requirements are to be included in the Cover Letter.

Sentence rewritten to delete "shall include no other information".

The following sentence is also deleted:

However, the cover page is not required for the Excel (.xlsx) Pricing Spreadsheet submission.

CBP updated Cover Letter section.

M.3 Evaluation of Prime Contractor Participation in the DHS Mentor-Protégé Program (Jun 2006)

Page 78 In order to receive credit under the source selection factor or subfactor, the offeror shall provide a signed letter of mentor-protégé agreement approval from the DHS Office of Small Business and Disadvantaged Business Utilization (OSDBU) before initial evaluation of proposals.

Please confirm that the letter does not need to be provided in the proposal. If it does need to be provided in the proposal, please specify where in the proposal it should be included.

The letter shall be included in Phase 2 of the Proposal CBP updated Section L and M (including Evalution Criteria clause) to include DHS Mentor-Protégé Program Participation

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M.3 Evaluation of Prime Contractor Participation in the DHS Mentor-Protégé Program (Jun 2006)

Page 78 In order to receive credit under the source selection factor or subfactor, the offeror shall provide a signed letter of mentor-protégé agreement approval from the DHS Office of Small Business and Disadvantaged Business Utilization (OSDBU) before initial evaluation of proposals.

On which source selection factor or subfactor will the mentor-protege agreement approval be evaluated?

An evaluation factor for DHS Mentor Protégé participation has been added to Section M.

CBP updated Section L and M (including Evalution Criteria clause) to include DHS Mentor-Protégé Program Participation

Section K - Representations, Certifications, Other Statements of Offeror

Page 58 Please specify where Section K should be provided in the proposal. Also, please confirm that Section K responses do not count against page count.

Table L-1 Proposal Structure updated to provide Section K submittal information

CBP updated Table L-1 with an additional row for "Section K Reps and Certs"

Proposal Content and Volumes

Page 71 The offeror shall present its proposal information in a manner that facilitates a one for one comparison between the information presented and these proposal instructions. Proposal information must be structured such that its paragraph numbers/letters correspond to the proposal instructions paragraph numbers/letters, although the offeror may add lower tier graphics.

The RFP asks for Offerors to structure their proposals so that paragraph numbers/letters correspond to the proposal instruction paragraph numbers/letters; however, the RFP does not contain numbers/letters for most of the sections where a response is required. For example, "Factor 1:

Technical" would normally be a first level heading (i.e., 1.0 Factor 1: Technical), and "Subfactor 1: Technical Approach" would normally be a second-level heading (i.e., 1.1 Subfactor 1: Technical Approach), but there is no numbering of these sections in the RFP. The lack of numbers/letters makes it difficult to organize the proposal in a way that corresponds to the RFP and would make evaluation easier for the Government. Can the Government please provide section numbers for the major headings or allow Offerors to use their own numbering that corresponds to the headings?

CBP updated numbering in Section L.13 General Instructions

CBP updated numbering in Section L.13 General Instructions

PWS Para C.1.2.20 Page 26 PWS Para C.1.2.20 - CBP has identified positions within this contract, which in addition to the CBP BI, also require a DOD Secret clearance.

Requesting the Government identify those positions requiring a DOD Secret Clearance.

PWS Para C.1.2.20 revised to identify position. CBP updated the PWS

PWS Para C.1.2.10 Page 17 PWS Para C.1.2.10 states, “The contractor shall provide offices and repair facilities within 50 miles of AOS Jacksonville FL.” “This facility shall have a designated clean space for radar and sensor repair to include 400hz power.” “The facility shall be min 2000 sq ft (objective) and 6000 sq ft (objective) of total floor space.”

Requesting clarification about this facility requirement. Is it the Government's intent the Offeror has the required facility operational prior to proposal submittal date of 15 April 2025, or have it operational prior to contract award (CA) roughly Sep/Oct 2025?

No, it is not the Government's intent for the offeror to have the required facility opertional prior to proposal submittal date. The Offeror shall have the facility identified and operational prior to the start of the Full Contract performance (FCP).

Though the facility does not have to be operational prior to proposal submittal, the planned facility shall be identified in the proposal

No RFP update required.

PWS Para C.1.2.10 Page 17 PWS Para C.1.2.10 states, “The contractor shall provide a warehouse with minimum of 35,000 (threshold) to a max of 75,000 (objective) sq ft for both the long- and short-term storage of spare parts, equipment, and other material needed to support the PWS specified activities at CBP AOS, Material Mgmt, Radar and Sensor Repair, and IHR locations.”

Requesting clarification about this facility requirement. Is it the Government's intent the offeror has the required facility operational prior to proposal submittal date of 15 April 2025, or have it operational prior to contract award (CA) roughly Sep/Oct 2025?

No, it is not the Government's intent for the offeror to have the required facility opertional prior to proposal submittal date. The Offeror shall have the facility identified and operational prior to the start of the Full Contract performance (FCP), 1st day of the base year period of performance.

Though the facility does not have to be operational prior to proposal submittal, the planned facility shall be identified in the proposal

No RFP update required.

Section L, Factor 3, Past Performance

Page 77 Section L, Factor 3, Past Performance states, "Within the past 5 years" however does not provide a date to base the 5 year against.

Requesting clarification on the exact date the 5 year past performance is based on. Should the PP back up 5 years from the date of the RFP (27 Feb 25), the proposal submittal date of phase 1 (15 April 25), phase 2 (TBD), or contract award date(Sep/Oct 2025)?

5 years prior to the RFP date (27 Feb 25) CBP updated Section L, 6. Past Performance - Factor 3.

Table L-1 Proposal Structure Page 72 Volume 1 - Factor 2 Management states that "max page number does not include resumes"

Please confirm that letters of commitment are also excluded from the page count.

Letters of Commitment are not included in the page count CBP updated Table L-1 Proposal Structure, Management, Maximum Page Limits column, from 50 pages (max page number does not include resumes), to 50 pages (max page number does not include resumes or letters of commitment)

PWS Para C.1.20 Page 26 A CBP Background Investigation is required for all CBP positions.

Requesting clarification on the CBP BI timeline and when Offerors' employees must have a full BI completed. We have been told it takes an average of 3-12 months to complete a full CBP BI, will the Government accept interim CBP BI clearances? What is the Government requirement when it comes to allowing employees to start work pending CBP BI clearance?

Timelines for the CBP BI process varies. No contractor shall begin work on the program without a minimum of a CBP Interim BI.

No RFP update required.

A. Instructions for Written Submissions

Page 72 The cover letter shall identify all enclosures transmitted and shall be used only to transmit the proposal and shall include no other information.

These instructions conflict with the Virus Free Electronic Submission instructions on page 71, which state that "the offeror shall certify, in its proposal letter, that all electronic proposal information delivered throughout the evaluation...has been or will be checked for viruses and certify that its files are/will be virus free." Please confirm that this statement should be included in the cover letter.

Offerors shall follow the Virus Free Electronic Submission instructions.

Sentence rewritten to delete "shall include no other information".

CBP updated the section L - Cover Letter to delete the following: "shall include no other information".

B. Business Systems Status Table

Page 74 Copy of written determination of an adequate accounting system from the cognizant federal agency official (CFAO). Provide supporting report or audit number, date, auditing agency name, address, telephone number, and point of contact.

Please confirm that the copy of written determination of an adequate accounting system is excluded from page count.

Written Determination of the adequate accounting system is not excluded from the page count.

IAW the RFP, Offeror may provide either the entire report OR the audit number, date of audit, auditing agency name, adress, telephone, and point of contact

No RFP update required.

Subfactor 1: Technical Approach

Page 75 The RFP states that the "offeror shall address each area of the PWS, appendices and all applicable documentation in a technical response. The offeror while addressing each area of the PWS shall incorporate the following into their responses:"

[followed by additional requirements]

Between the PWS, the Appendices, and the additional requirements listed in the RFP section, Offerors will have extremely limited page count to respond to each requirement.

Responses may be too short to provide the Government with adequate information. The Offeror requests that the Government increase the page count to improve responsiveness.

CBP removes "applicable documentation" from this requirement. All assumptions and exceptions should be provided for all parts of the RFP

CBP updated Section L - "4. Technical - Factor 1" to remove "and all applicable documentation"

Subfactor 1: Technical Approach

Page 75 The RFP states that the "offeror shall address each area of the PWS, appendices and all applicable documentation in a technical response. The offeror while addressing each area of the PWS shall incorporate the following into their responses:"

[followed by additional requirements]

The order of information in the main body of the RFP differs from the order of information in the PWS. For example, Engineering Services comes before Material Management in the PWS, but it comes after Material Management in the RFP.

Please clarify which document the Offeror should follow.

Offerors shall follow the instructions in L.13 GENERAL

INSTRUCTIONS FOR THE PREPARATION OF

PROPOSALS (OCT 2008) (MODIFIED) even if it is out of order from the PWS

No RFP update required.

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C.1.1.2 Introduction page 6 The primary purpose of aircraft maintenance is to keep the MPA fleet ready and fully mission capable

(FMC).

PWS (page 6) states primary purpose of the aircraft maintenance is to keep the MPA fleet ready and fully mission capable (FMC). What is the FMC criteria (system and sub-system, Avionics, mission equipment, etc. Appendix 1.7.2 page 9 was silent.

Appendix 1.7.2 defines FULLY MISSION CAPABLE (FMC):

The material condition of an aircraft indicating it can perform all missions without degradation.

CBP updated the following:

Appendix 1.7.2 to change FULL MISSION CAPABLE to FULLY MISSION CAPABLE

PWS pg. 6 to read: The purpose of the maintenance contract is to ensure aircraft are ready and capable of meeting mission requirements.

C.1.2.2 Organizational and Work Breakdown Structure

(WBS)

page 9 The Contractor's staffing levels must consider facility operating hours, shift coverage, as well as missing coverage for deployments.

PWS (Page 9) The contractor's staffing levels must consider facility operating hours, shift coverage as well as mission coverage for deployments. What are the operating hours of each site/location, how many shifts are required, how many days of the week are required to support, and how many deployments are estimated to occur annually?

Facility operating hours and detachment information is located in the Appendix section 1.7.6 for P-3 and Appendix

1.7.7 for DHC-8. It is up to the Offeror to propose work schedules to include shifts.

No RFP update required.

(f) Vendors page 40 PWS (page 40) Vendors. Will the Government direct USG vendors of TBD aircraft radar and sensor maintenance to work with the awardee of the MPA contract? This could be a challenge on T&Cs

Current Government contractors are provided as a repair service contract. It is the responsibility of the MPA contractor to establish a working relationship with the radar and sensor maintenance contractors

CBP Answer Notes

1 Reference: J.07 MPA Maintenance PWS (pg. 7)

Discussion: Section C.1.1.4 The Contractor shall obtain and maintain subscription agreements with all related vendors to ensure they have the latest documents available.

Question: Is there a cost associated with these subscriptions? Is this billable to the Government?

The contractor in order to meet the PWS shall have subscription agreements with all related vendors to meet the performance of the contract. This is a billable service only if the subscription is needed to satisfy requirements of the CBP contract only. If the contractor's P-3 and/or DHC-8 aircraft maintenance is/are standard course of business for the offeror / successful awardee, CBP views that as an Overhead charge and part of your normal cost of doing business.

No RFP update required.

2 Reference: J.05 MPA Maintenance PWS (pg. 11)

Discussion: The contractor shall use the most current Government-provided Maintenance Management System.

Question: Is there a cost associated with this system? No - this is a Government provided system on Government provided computers.

No RFP update required.

Reference:

J.05 MPA Maintenance PWS (pg. 17) Discussion: Section C.1.2.10 Office and Warehouse space: Contractor shall provide office space, and storage/warehouse space for the Material Management/Inventory Control Section of this PWS…See appendixes 1.7.6 & 1.7.7 for spaces occupied and/or leased by current contractor.

Question: Will historical data be provided to ensure accurate pricing, or will the costs be included as not-to-exceed value?

Historical data will not be provided. There will not be a not-to-exceed value.

Offerors are responsible for negotiating and proposing the best price for facilities that best meet the performance requirements of the PWS.

No RFP update required.

Reference:

J.05 MPA Maintenance PWS (pg. 17)

Discussion:

Section C.1.2.10 Office and Warehouse space: Contractor shall maintain the facilities with security access, security monitoring, and fire suppression systems….

Question: Will historical data be provided to ensure accurate pricing, or will the costs be included as not-to-exceed value?

Historical data is not available. Cost was not separated out on the current contract.

No RFP update required.

Reference: J.05 MPA Maintenance PWS (pg. 17)

Discussion: Section C.1.2.10 Office and Warehouse space: Contractor shall be responsible for all utilities

Question: Will historical data be provided to ensure accurate pricing, or will the costs be included as not-to-exceed value?

Historical data will not be providedas it is not available. Cost was not separated out on the current contract.

No RFP update required.

Reference: J.05 MPA Maintenance PWS (pg. 17)

Discussion: Section C.1.2.10 Office and Warehouse space: The Contractor shall provide the vehicles necessary to transport equipment, aircraft parts, material, etc., between the various facilities and hangars (locally between current leased facilities and CBP AOS Cecil Field).

Question: Will historical data be provided to ensure accurate pricing? How many and what type of vehicles will be required?

Vehicle requirements to include type and utilization shall be determined and proposed as deemed necessary by the Contractor to perform the requirements of the PWS.

No RFP update required.

7 Reference: J.05 MPA Maintenance PWS (pg. 26)

Discussion: C.1.2.20 Staffing: all employees will be subject to CBP Background Investigation.

Question: Is there a cost to the contractor for the BI? There is no cost to the contractor for a CBP BI. However the successful offeror has the responsibility for prescreening employees. See H.14

SPECIAL SECURITY REQUIREMENT - CONTRACTOR PRE-SCREENING

(AUG 2022). This prescreening and any other employee pre-employment checks are at contractor's expense.

Reference: J.05 MPA Maintenance PWS (pg. 38)

Discussion:

C.1.2.29 Incumbent will disclose current personnel names and allow the Contractor to conduct on-site interviews with these employees. …negotiate transfer of their earned fringe benefits from the Incumbent.

Question: Will historical employee data be provided to ensure accurate pricing to cover earned fringe benefits? Incumbent seniority listing, training list?

The Government will not provide this information. No RFP update required.

9 Reference: J.07 MPA Maintenance PWS (pg. 60)

Discussion: Section C.1.4.13 Government Provided Support Vendors:

Current agreements are in place with: six vendors list

Question: Will the Government provide those vendor agreements? CBP will not provide copies of those Government contracts. CBP will provide the company names, points of contact, and contact information to the successful offeror upon request.

10 Reference: J.05 MPA Maintenance PWS (pg. 60)

Discussion: Section C.1.4.13 Government Provided Support Vendors:

Current agreements are in place with: six vendors list

Question: Is there a cost to the contractor for those agreements? No

11 Reference: J.05 MPA Maintenance PWS (pg. 60)

Discussion: Section C.1.4.13 Government Provided Support Vendors:

Current agreements are in place with: six vendors list

Question: How are the contractors to price the items required from those vendors?

The contractor does not need to price services required from those vendors. No RFP update required.

Reference: J.05 MPA Maintenance PWS (pg. 55)

Discussion: Section C.1.4.4 Purchasing Classifications (Integrated Logistics Support): funds and spending authority will be provided to the Contractor by object class codes and maintained on separate CLINs.

Question: Will historical data be provided for these CLINs? Will the Government issue Not-to-exceed values for bidding purposes?

Please review Part I - The Schedule / Section B provided in Amendment A0001.

No RFP update required.

Reference: J.07 MPA Maintenance PWS (pg. 48)

Discussion: Section C.1.3.16 Uniforms: The Contractor shall ensure uniforms display each employee’s last name prominently.

Question: Will the Government please clarify if the employee's name should be on a badge, or a patch attached to the uniform?

Both. Employees are required to display their last name on the uniform.

Employees are required to display their badge while at their worksite.

14 Reference: SF 33 (pg. 76)

Discussion: Signed Proposal: This section will consist of one (1) originally executed copy of Standard Form 33 (with Blocks 12 through 18 completed).

Question: Is an electronic signature acceptable? Yes, electronic signatures are acceptable. No RFP update required.

Reference: SF 33 (pg. 76 & 80)

Discussion: Page 76 -Volume I shows Executive Summary as Volume 1 c.

Page 80 Volume I Subfactor 2 Contract Management shows Executive Summary included in Corporate Management Structure

Question: Please clarify where Executive Summary is to be placed. Follow the instructions in L.13 GENERAL INSTRUCTIONS FOR THE PREPARATION OF PROPOSALS (OCT 2008) (MODIFIED). J-1A is required in both places.

16 Reference: J.05 MPS Maintenance PWS (pg. 45)

Discussion: The Contractor shall subcontract GSE maintenance beyond the site capability.

Question: Is this expense reimbursable, and if yes, under which

CLIN?

Yes. The expense is reimbursable under the Repairs and Services CLIN, but only for services beyond the maintenance capability of the site.

No RFP update required.

Reference: J.05 MPS Maintenance PWS (pg. 47)

Discussion: The Contractor shall assist, upon the COR's request, with the recovery and repair of crashed and/or damaged aircraft….

Question: Will this assistance be covered under TDL? If not, how is the Contractor to price for this unknown support?

The recovery and repair of crashed and/or damaged aircraft is covered under the labor CLIN. It is expected that the contractor is to use current labor to assist with this effort. Refer to J.18_SOPs:

CBPMPA-M-045 Rev2 CBP P-3 Operations Emergency Reclamation Procedures is added to Section J, Attachment J.18. This SOP will be applicable to both P-3 and DHC-8 under the new contract.

CBP updated the SOP to include both aircraft.

Reference: J.05 MPS Maintenance PWS (pg. 53)

Discussion:

The Contractor shall purchase parts, supplies, repair services, engineering service, aircraft maintenance related services e.g., calibration, transportation, and shipping. All purchases will adhere to CBP policies and the FAR and be controlled through the Inventory Control Point using the CBP Aircraft Maintenance Management System.

Question: Are these items purchased through the CBP Aircraft Maintenance Management System? Items are not purchased through the CBP Aircraft Maintenance Managment

System. The Contractor utilizes its own purchasing system to process and execute orders. Per the PWS Section C.1.2.16 The Contractor shall use the Government-provided Aircraft Maintenance Management System to document, track, and maintain records for all aircraft related activities, to include but not limited to, flight tracking, maintenance, logistics, and financial related information and activities.

Reference: J.05 MPS Maintenance PWS (pg. 53)

Discussion: The Contractor shall purchase parts, supplies….

Question:

Does the contractor purchase these items and then invoice CBP?

If contractor is to purchase, is there historical data to provide a basis of estimate?

Yes, the contractor purchases these items and then invoices CBP. An estimate is already provide in Part I - The Schedule for some requirements.

Others require an estimate from the offeror. No historical information will be provided.

No RFP update required.

Reference: J.06 RFP PWS Appendices J.05 MPA Maintenance PWS

Discussion: P-3 Maintenance Information DHC-8 Maintenance Information Government Provided Support Vendors

Question: Please provide the Government Contracted Vendor information for AMO Sensor Equipment Repair Shop

The PWS Appendices pg. 38 has the Government Contract vendor information. In this case the vendors are Scientific Research Corp and BAE Systems.

Reference: CBPMPA-M-043

Discussion: Rev 2 Procedures for Installing a Spare Generator on the Number1 Quick Engine

Question: This document is blank. Please provide a replacement document.

Attachment added to Section J, Attachment J.18 SOPs CBP updated the SOP CBPMPA-M-043.

Reference: SF33 (pg. 77)

Discussion: L.13 GENERAL INSTRUCTIONS FOR THE PREPARATION

OF PROPOSALS

(OCT 2008) (MODIFIED)

Question: Are Past Performance Examples allowed from Subcontractor or Team Members? CBP will consider past performance IAW FAR 15.305, Proposal evaluation

(a)(2). As such, past performance examples for subcontractors and Team Members are allowed.

Reference: Section B Supplies or Services

Discussion: CLIN 00008A CLIN 00009A & B

Question:

Are the amounts in the CLINs 00008A, 00009A, and 00009B Not-to-Exceed values for those CLINS?

Is the Offeror allowed to include indirect costs (overhead, G&A, & Fee)?

They are not Not-to-Exceed values. These are the estimates that each offeror shall use in their proposal. There will be no fee, but offerors are permitted to add indirect rates as applicable.

This applies to all X0007A-C CLINs, X0008A-B CLINs, X0009A-C CLINs

No RFP update required.

Reference: Section B Supplies or Services

Discussion: CIN 10007, 10008, 10009

Question: Are the amounts in CLINS 10007, 10008, and 10009 Not-to- Exceed values?

They are not Not-to-Exceed values. These are the estimates that each offeror shall use in their proposal. There will be no fee, but offerors are permitted to add indirect rates as applicable.

This applies to all X0007A-C CLINs, X0008A-B CLINs, X0009A-C CLINs

Reference: Section B Supplies or Services

Discussion: Cost Plus Fixed Fee CLINS

Question:

X0010 Shows CLIN structure for Major-Sub Contractors.

Please confirm that Non- Major-Sub Contractors should be included Cost Plus Incentive Fee CLINS

Subcontractors should be placed under the CLIN appropriate to the work they are performing. For instance, a Contractor could award a subcontract for repairs and services. That would go under the Repairs and Services CPFF CLIN. If an Offeror is intending to award a subcontract for labor for site support, that would go under the CPIF CLIN

No RFP update required.

Reference: SF33 (pg.76)

Discussion: General Instructions for the Preparation of Proposals:

Advisory Process - Step 2 "This step requires written submission for the following documents within 30 calendar days for receiving the Advisory Notice from the Government."

Question: Will offerors be given a chance to ask questions concerning Volume II?

Yes, offerors will be given a chance to ask questions regarding Volume II during Phase II

Reference: J.06 & SF33 70B02C24R00000136 Solicitation

Discussion:

SF33 Continuation Page / J.06 Appendix 1.7.6 / 1.7.7.The continuation Page of the SF33 "The Contractor shall conduct Organizational (O) and Intermediate (I) level maintenance and aircraft logistics support through a Material Management/Inventory Control Management for a Maritime Patrol Aircraft fleet of 8 P-3 and 8 DHC-8 aircraft as specified in the attached Performance Work Statement and all terms and conditions of this solicitation." The J.06 PWS List a total number of aircraft as 9 and 9.

Question: Will the government please clarify the total number of aircraft at both locations?

At the begining of the period of performance there will be eight "P-3" and nine "DHC-8" Aircraft.

CBP updated the Continuation Page and the PWS Appendix

Reference: CBA Document / DISTRICT LODGE 776 LOCAL LODGE 15 Customs and Border Protection Air Unit Conroe, Texas

Discussion: Article 11.00 Vacation

Question:

The CBA provides vacation based on the service dates and seniority, this means that the contractor will have to provide pricing based on accrual rates.

Will the government be able to provide a seniority list of employees?

CBP will not provide a seniority list of employees.

29 Question: Will the government provide formal documentation/references outlining the approval process for certifying mods, repairs, MRO/MRB activities, and stress-related items if not CFR?

Per the PWS Section C.1.3.2 the contractor ensures the aircraft is safe for flight. The Contractor develops the processes necessary to certify mods, repairs, etc. The Government does not certify mods, etc.

CBP udpated the PWS Section C.1.1.2 The Contractor shall maintain the aircraft airworthiness certificate by complying with stated operation and maintenance documents. The contractor has primary responsibility for maintaining the aircraft in an airworthy condition, including compliance with FAA Airworthiness Directives (AD), and DoD Airworthiness Directives. This includes maintenance planning, obtaining replacement parts, and scheduling the aircraft for maintenance. Regardless of regulatory requirements, safety is paramount and the contractor in partner with CBP will enhance the safety of operations.

30 Question: Will the government/OEM provide access to internal loads FE models and TC legacy data (analysis and testing)?

Obtaining OEM data is the responsibility of the Contractor. No RFP update required.

31 Question: Will the government provide the current operating locations for the DHC-8 aircraft, and the number of aircraft at each site? This fidelity is required to properly staff the program at each location.

Facility location is in Appendix 1.7.7 for DHC-8.

All nine (9) DHC-8 aircraft are based at the Conroe AOS.

No RFP update required.

32 Question: If the government deploys aircraft for extended periods, will the government entertain Requests for Equitable Adjustments (REA) for additional staffing?

No. The contractor is responsible for detemining staff levels to meet the requirements of the PWS, paragraph C.1.2.2. All deployments are scheduled and known for proper execution of personnel.

No RFP update required.

33 Question: What are the biggest pain points the government has faced with previous support contracts for this fleet?

Aircraft Availability? Reliability? Cost?

CBP will not provide a response to this question. No RFP update required.

34 Question: Are there any known obsolescence issues, and will there be allowances for alternative parts or reverse engineering? How soon before the contract start up could we get the list?

The obsolescence list can be provided almost immediately after contract award. As per the PWS C.1.4.6, The Contractor shall develop and submit an initial Obsolescence and Diminishing Manufacturing Sources and Material Shortages (ODMS2) Management Plan for mitigating the loss, or impending loss, of manufacturers or suppliers of parts and/or material required (Aircraft components only) for performance of this contract. The ODMS identifies parts that are no longer made/available therefore the ODMS informs the USG that those items need alternative parts or reverse engineering.

No RFP update required.

Reference: J.06 PWS Appendices

Discussion: Annual Flying Hours (P-3) Table on page 36 shows 4,500 hrs./yr with 8 aircraft. Then will reduce fleet to 6 aircraft in 2027.

Question: Will the Annual Flying Hours remain at that level? If not, what is the projection?

As per the PWS Appendix pg. 36 "the flight hour projections will vary by aircraft, and mission requirements and may decrease, increase, and or surge in response to national border protection priorities.

36 Reference: J.06 PWS Appendices, p.38

Discussion: OPM/SRT Incentives

Question: Will the government hold the contractor accountable for the support (or lack thereof) provided by the government contracted vendors listed in Section F.?

The contractor is held responsible for not meeting the requirements of the contract.

No RFP update required.

37 Reference: J.06 PWS Appendices

Discussion: DHC-8 aircraft locations

Question: Will all DHC-8 aircraft be located in Conroe, TX, or are they dispersed and operated at other locations?

Locations for the aircraft are identified in the PWS Appendix 1.7.7. The contractor will be required to provide maintenance support at temporary detachment locations. As stated in the PWS C.1.1.2, contract personnel will fly with the aircraft when deployed.

Reference: J.06 PWS Appendices

Discussion: Both MDS have Detachment requirements

Question:

Are all deployed locations supported with pre-positioned GSEs, propellors, engines, etc.? If so, what is the contractor's responsibility to maintain, account for, etc.?

Some select habitual deployment locations are pre-positioned with tooling, GSE, engines and props. The contractor is responsible for all GSE, tooling, equipment etc. associated with this contract regardless of location to include maintenance, calibrations, accountability, and stockage levels.

No RFP update required.

39 Reference: J.06 PWS Appendices

Discussion: DHC-8 C-Checks

Question: Will the government allow the DHC-8 checks to be performed in the contractor hangar other than the Conroe location?

This contract does not include heavy maintenance activities to include C- Checks. C-Check info in the Appendix is informational only for scheduling purposes.

CBP updated Appendix pg.49 to add C-Check is informational only for scheduling purposes.

Reference: J.06 PWS Appendices

Discussion: CDRL Timelines

Question: Please clarify the PoP date begins after 90-day Transition The 90 day transition is part of the period of performance of the contract.

41 Reference: J.05 PWS_MPA Maintenance

Discussion: Contractor On-Site Requirements

Question: Are Contractor Personnel not associated with the day-day operations (PMO) required to be located at either location list in Appendices?

It's the responsibility of the Contractor to propose the number and location of personnel to meet the requirements of the PWS.

No RFP update required.

Reference: PWS C.1.1.3

Discussion: FMC Aircraft Requirement

Question:

Is there an A/o (acft availability) requirement or FMC status requirement for either fleet? Will CBP fly aircraft that are Partially Mission Capable (PMC) based on mission requirements?

As per PWS C.1.1.3, update, The Contractor shall maintain a level of aircraft availability to meet or exceed CBP AMO mission requirements. CBP will fly aircraft in PMC status if the aircraft in such status can perform its scheduled mission.

CBP updated the PWS

43 Reference: PWS C.1.1.3

Discussion: Preservation/"Striking" aircraft

Question: Will there be separate CLINs for these activities or additional manpower/OH authorizations to perform these tasks?

No - This is a part of the PWS section C.1.3.2 Aircraft Maintenance requirements.

No RFP update required.

Reference: PWS C.1.2.8 GFE, GFP, GFI

Discussion: The Contractor shall conduct all program related email communications via the CBP IT system if available.

Otherwise, the Contractor may use other acceptable means for secure Email delivery or file exchange to ensure communications can be delivered in a timely manner

Question: What is considered "other acceptable means"? PWS amended: The Contractor shall conduct all program related email communications via the CBP IT system if available. Otherwise, the Contractor may use encrypted email delivery or encrypted file exchange services to ensure communications can be delivered in a timely manner.

CBP updated PWS C.1.2.8 to reflect answer

45 Reference: C.1.2.10 OFFICE/WAREHOUSE

Discussion: IHR Section mentions the Contractor vehicle requirement

Question: Will CBP vehicles be available for use? Are there specific vehicle requirements, including those for the AOS sites?

The Contractor shall provide the vehicles necessary to transport equipment, aircraft parts, material, etc. between the various facilities and hangars (locally between current leased facilities and CBP AOS Cecil Field). Vehicle requirements to include type and utilization shall be determined and proposed as deemed necessary by the Contractor to perform the requirements of the PWS.

No RFP update required.

Reference: C.1.2.15 Configuration Management

Discussion: The Contractor shall perform a configuration audit of all aircraft and provide recommendations for aircraft items

Question: Will this be a "hands-on" inspection or a documentation and forms analysis?

Can you elaborate on expectations?

The Contractor is expected to perform a "hands-on" inspection and verification of both aircraft and documentation to provide a validated configuration baseline.

Reference: C.1.2.16 MIS

Discussion: The Contractor shall use the Government-provided Aircraft Maintenance Management System

Question: What is the current MIS being used by CBP? Is the same system being used for both aircraft (P-3 and DHC-8)? If not, please clarify MIS systems to be used for the respective aircraft.

CBP is using CAMITS for both aircraft No RFP update required.

48 Reference: C.1.2.21 Key Personnel

Discussion: Structural Engineers

Question: If the Contractor Engineer has experience with both MDS (P-3/DHC-8), can they perform both requirements?

No. The requirement is for two Engineers. One will be located with each aircraft type at their respective maintenance sites.

Reference: C.12.23 TRAINING and CERTS

Discussion: PWS states all maintenance personnel will have FAA A&P or IA certification, however neither aircraft type is registered with the FAA.

Question: If an experienced P-3/DHC-8 mechanic is available, will CBP allow the hire with a timeline for completion? What percentage of the P- 3 Workforce holds an FAA A&P license? What percentage for DHC-8 mechanics?

No, CBP will not allow the hire with a timeline for completion.

Per the PWS Appendix pg. 14. the contractor shall ensure all employees filling a labor category entitled "Aircraft Mechanic" possess an FAA-A, FAA-P or FAA A&P certification.

No RFP update required.

Reference: C.12.23 TRAINING and CERTS

Discussion: NDI

Question: Due to the limited frequency requirement for this special skill set, would the government allow the Contractor to have this capability available as needed? And would that require staff to have a BI?

Per the PWS Appendix pg. 14, at least one fully qualified Level 2 or higher non-destructive inspection technician will be assigned to each AOS. This may be collateral duty.

Reference: C.1.2.25 Security

Discussion: The Contractor shall screen all personnel expected to work on this contract to increase the likelihood of favorably passing a CBP background investigation (BI) and obtaining a DOD Secret clearance if required.

Question:

Please clarify the statement, "all personnel supporting this contract"; due to the limited number of BI's CBP is willing to provide, will non-direct personnel supporting this contract (Subk Manager, Contracts Manager, Business Manager). If they are NOT accessing the CBP system, will they need the BI? We understand the Key Personnel (PMO) listed in PWS are required.

All personnel requiring access to CBP facilities, IT systems and sensitive data must favorably pass a CBP Background Investigation

Update may be required. Pending policy H.4 clause update H.4 will not be updated before the questions released.

Reference: C.1.2.26 Environmental, Health and Safety

Discussion: ENVIRONMENT: Section mentions a hazardous waste management disposal plan.

Question: Is this a CDRL? Not on the CDRL List. When is it due?

Does COR approve it?

Yes. CDRL A024 has been added to the PWS and Appendix. All CDRLs require COR approval.

PWS: Updated C.1.2.26 updated to include (A024) Appendix: CDRL A024 updated from RESERVE to Hazardous Waste Management and Disposal Plan

Reference: C.1.2.29 TRANSITION/START UP:(e) INITIAL INVENTORY (h)

Discussion: The Contractor shall conduct an initial joint inventory audit of all GFP/E (A021) including equipment, materials, and tooling provided under this contract. The Contractor shall use the provided GFP/E list as a baseline document.

Question: Please clarify the requirement to inventory Depot assets.

Where will this GFE be located? Cecil? Conroe? Lake Charles?

The GFE is located at Lake Charles, Cecil, Conroe and Green Cove Springs No RFP update required.

Reference: C.3.1.2 AIRCRAFT MAINTENANCE AND SERVICING

Discussion: Project Mods and Installs Support

Question: At what point to these additional projects/mods drive a contract mod, increase in manpower, etc. With a finite workforce, can CBP elaborate on expectations?

Expect projects/mods within the scope of the contract to be completed without resource increase.

Document Title Document PDF Page Number

Document Paragraph Reference or Reference

Text Question or Request for Clarification CBP Answer Notes

SF33-

+02C24R0136+70B02

C24R00000136.pdf

70 PROPOSAL FORMAT AND

SUBMISSION

Are 11x17 pages allowed? If 11x17 are allowed, do they count as one or two pages? Can Graphics use Arial Narrow 10pt font? Please elaborate on "...same accuracy that a 10” x 10” x ½” grid provides."

8.5 x 14 pages are allowed for graphs and tables only and each will count as one page. Proposal font is Times New Roman. 10 pt Times New Roman font may be used in tables and graphics.

"10” x 10” x ½” grid language removed.

CBP updated L.13 General Instructions to allow 8.5x14 pages for graphs and tables. Graphs and charts shall be presented in no smaller than a true 10 pt Times New Roman font and fit within the boundaries of a single page.

Standard Form 33 N/A SF33 Continuation Page 2

Page 2 (continuation page) of the SF-33 references fleet sizes of eight (8) P-3s and eight (8) DHC-8s but the PWS Appendices reference nine (9) DHC-8s on page 42. Please provide clarification on fleet size for the DHC-8, and configuration differences (if applicable) between the aircraft in either of the fleets.

At the begining of the period of performance there will be eight "P-3" and nine "DHC-8" Aircraft.

CBP updated SF33 continuation page

J.06_RFP PWS

Appendices_01.27.25 36 B and C

Ten (10x) P-3 aircraft are listed in the CPB P-3 Inventory list and in PWS Section C it shows P-3 operations for FY 25 with eight (8x) aircraft. Is the contractor expected to support ten (10x) or eight (8x) P-3 aircraft at the start of the contract?

We will have 8 P-3s at the start of full contract performance (Base Year start).

CBP updated PWS Appendix

J.07_RFP Quality Assurance Surveillance

Plan_02.03.25 and

J.05_MPA Maintenance

PWS_01.29.25

and

5.1 and

C.1.5.1

SRT is calculated as follows: SRT = (Total # of orders processed) / (Total # of orders imitated). What is the definition of "processed" and "initiated"?

SRT formula updated to SRT = (Total # of requests issued and processed to PO) / (Total # of requests issued).

A request is issued when someone at the site identifies a need and communicates that to the ICP orders processed means purchase orders awarded

Updated QASP

J.07_RFP Quality Assurance Surveillance

Plan_02.03.25 16 6.1 and 6.4.2

Where reference is made to 15% of the target incentive fee being set aside for Cost Performance. In the example table provided below, should it be revised to identify the specific cost incentive fee value that together with the OPM, SRT, and SRT Objective set asides as prescribed would then sum back to the total 6% target fee of $6,000,000?

The section the contractor is reviewing is specific for the Operational Incentive Fee and this is why the cost fee is not included

J.05_MPA Maintenance

PWS_01.29.25 17 C.1.2.10

The Material Management Offices and Radar and Sensor Repair Facilities paragraph references a 2K

sq. ft (threshold) / 6k sq ft. (objective) facility located within 50 miles of AOS Jacksonville and a separate Warehouse Space that is centrally located. The table on page 19 is titled "Jacksonville Space Requirements", however it also includes the Warehouse. Please confirm facility requirements and associated locations.

"Jacksonville" removed from "Jacksonville Space Requirements" on PWS

CBP Updated PWS

J.05_MPA Maintenance PWS_01.29.25 17 C.1.2.10 May the warehouse square footage requirement be satisfied by using a larger facility that is adequately partitioned for multiple customers?

Yes No RFP update required.

J.06 PWS Appendices 19 CDRL A005 Aircraft Configuration Report

What is the required audit level for the CDRL A005 Aircraft Configuration Report, is it to the Weapons Replaceable Assembly / Line Replaceable Unit level, or the serialized component level, or further?

Serialized component level CBP Updated CDRL A005 to add "Audit level required is to the serialized component level".

J.06 PWS Appendices 48 Paragraph G Are DeHavilland, Collins, and Pratt Whitney the only subscriptions that the Contractor is expected to procure or are there additional subscriptions required beyond these three?

The Contractor is expected to maintain both the P-3 and DHC-8. The subscriptions requirement is for both platforms.

No RFP update required.

J.06 PWS Appendices 47 Paragraph C, D

The data in paragraph C shows support for nine (9) DHC-8 aircraft, while the table for engines in paragraph D only shows sixteen (16) installed on aircraft, with an extra three (3) crated spares and fourteen (14) placed on stored aircraft. Why is there a discrepancy between nine (9) aircraft and sixteen (16) engines installed on aircraft?

Please see the updated PWS Appendix. 16 engines changed to 18 engines

CBP updated PWS Appendix. Changed 16 engines to 18 engines

CBA…