Q A SIR DTFAAC-15-R-04332-0001.pdf

Flight Planning and International Ground Handling Services

SIR DTFAAC‐15‐R‐04332

Questions and Answers

6/26/2015 Question 1: Is this a new requirement or follow-on to an existing contract? If this is a follow-on, please provide the incumbent contractors’ name and contract number.

FAA Response: This is a follow-on requirement. The incumbent contract information is below:

Contract Number: DTFAAC-10-D-00008 Company Name: Universal Weather Aviation

Question 2: Section 3.1.9-1(d) – What electronic signature technology is acceptable?

FAA Response: Refer to the amended SIR.

Question 3: Section 3.2.2.3-39(a)(2)(iv) – value needed?

FAA Response: (iv) Evidence of substantial sales to the general public for catalog items that exceed $10,000.00.

Your evidence may consist of verifiable records such as a sales order, contract, shipment, invoice, actual recorded sales; or sales by your affiliates, other manufacturers or vendors when your price proposal is based on sales of essentially the same commercial item. You must also explain the relationship of the offered price to the (1) established catalog price, or (2) the price of recent and substantial sales of similar quantities of the items that were sold to the general public at prices that differ from catalog or list prices;

Question 4: Section 3.3.1-11 – total fund amounts are missing?

FAA Response: Funds are not presently available for performance under this contract beyond the current fiscal year. The FAA 's obligation for performance of this contract beyond that date is contingent upon the availability of appropriated funds from which payment for contract purposes can be made. No legal liability on the part of the FAA for any payment may arise for performance under this contract beyond the current fiscal year, until funds are made available to the Contracting Officer for performance and until the Contractor receives notice of availability, to be confirmed in writing by the Contracting Officer.

Question 5: Section 3.13-1 – missing name and title of agency official to approve contract?

FAA Response: Refer to updated SIR.

Question 6: Is the FAA legally able to accept an aggregate liability cap for the contractor?

FAA Response: No

Questions 7: Is the amount $0.00 referenced in Section 3.3.1-37 correct?

FAA Response: Yes, the SIR States zero dollar because funds are not presently available for performance under this contract beyond the current fiscal year. The FAA 's obligation for performance of this contract beyond that date is

Questions and Answers

6/26/2015 contingent upon the availability of appropriated funds from which payment for contract purposes can be made. Task orders will be issued to commence work and funds will be obligated at that time.

Question 8: Would our use of our global network of ground handling providers and other third party provider’s fall within the approved purchasing system under Section 3.10.2-2(d)?

FAA Response: Yes, Section 3.10.2-2(d) reads: If the Contractor has an approved purchasing system and the subcontract is within the scope of such approval, the Contractor may enter into the subcontracts described in subparagraphs (a)(1) and (a)(2) of this clause without the consent of the Contracting Officer.

Question 9: For Section 3.13-15(c) – Would the confidentiality form that employees sign when they come to work for Us (which requires employees to maintain the confidentiality of trade secrets and other sensitive information) be sufficient or is a specific agreement related to the FAA contract required?

FAA Response: Yes, this would be a company to company agreement and must be furnished promptly to the contracting officer. Two copies of such company-to-company agreements must be furnished promptly to the Contracting Officer for information only. These agreements must prescribe the scope of authorized use of disclosure and other terms and conditions to be agreed upon between the parties thereto. It is agreed by the contractor that any such data, whether obtained by the contractor pursuant to the aforesaid agreement or from the Government, must be protected from unauthorized use or disclosure to any individual, corporation, or organization so long as it remains proprietary.

Part II – Section I

3.2.1.5-4: Continuity of Services – Mission Critical Contracts

Question 10: Do you want an overview of our plan, or do we need to provide the complete plan as an attachment?

FAA Response: Vendor provides a response in proposal as to if they have a plan and then once contract is awarded, the vendor will provide their complete plan in accordance with this clause.

Scope of Work:

Section 4.1.3.4:

Question 11: If you are requesting datalink services please specify what aircraft (type & aircraft registry) would need datalink services. Please confirm if they have an ACARS system.

FAA Response WFP Response: Gulfstream G-IV on U.S. registry and Cessna CE-560XL on U.S. registry. All aircraft have AFIS installed. For clarification, Section 4.1.3.4. of the Scope of Work (Digital datalink system for transmission of short messages between aircraft and ground stations via airband radio or satellite) is listed as an additional service; however it is a required service for WFP but not necessarily required by FIS.

FAA Response FIS Response: This is listed under “Additional Services” for which FIS “may” require. FIS’ CL605’s (2) and PL21 BE30’s (17) have data link capabilities. Only the 2 605’s are currently turned on.

Section 4.1.2.18

Questions and Answers

6/26/2015 Question 12: Is the request for AARF information a new requirement?

FAA Response WFP Response: Yes.

FAA Response FIS Response: This is a new requirement.

Attachment 4: List of GH locations

In the PDF provided by the FAA, we noted the following:

Question 13: There are 18 duplicate locations (should the duplicates be deleted, or there are additional locations that replace them?)

FAA Response: The list has been revised and reattached. The duplicates have been deleted and some additional locations have been added.

Question 14: The attachment lists 45 airports which we do not have in our database. Are these locations that the FAA will actually be flying to and require aircraft handling?

FAA Response: This is a list of locations that support may be needed. If vendor does not have in database, then they would need to show how they can establish the relationship as shown in Section L & M. (Factor 1 j)

Question 15: There are 11 locations on which we need additional information as there was no ICAO or handler information provided:

FAA Response: List has been updated and attached.

Attachment 5: Sample Trips

Question 16: Are there specific requirements as to what types of information they want to see with regards to the Sample Trips?

FAA Response: Per Sections L & M, vendor is to provide a breakout of cost for each item listed on the sample trips as though they were provided in June 2015 for the aircraft specified on the sample. The back-up justification/documentation for each of the amounts listed can be based on actual 3rd party documentation of work performed in the past 5 years.

SOW Section # 1.1.1.1

Question 17: What model of BE-300 and what is the engine model for each BE-300? Can you also provide the aircraft serial numbers for the fleet?

FAA response WFP Response: N/A for WFP.

FAA response FIS Response: Beechcraft King Air BE-300 / Engines: PT6A-60A SN’s: FF-1 through FF-16, and

FF-18, FF-19.

SOW Section # 2.0

Question 18: Can you be more specific - what is meant by "operational authorization"? Is FIS looking for the ability to self-serve for operational authorizations?

Questions and Answers

6/26/2015 FAA Response WFP Response: Same as FIS FAA Response FIS Response: This is in reference to being in compliance with any relevant FAR’s and/or International / host country regulations as required.

SOW Section # 4.0

Question 19: What is meant by "personalize flight plans with minimal data entry"? What are the minimum entries FIS would expect the provider to accept to generate a flight plan?

FAA Response: WFP Response: To the maximum extent possible, we would use templates that contain the aircraft information.

FAA Response FIS Response: The ability for each individual pilot / dispatcher to fine tune the input / output parameters (options) as need be. The industry standard template is acceptable as a baseline.

SOW Section # 4.1

Question 20: Are any flights conducted under FAR part 121?

FAA Response WFP Response: No flights will be conducted under 14 CFR 121 certificate.

FAA Response FIS Response: No SOW Section # 4.1.2.11

Question 21: Regarding readily available 12 month history of filed flight plans are you looking for the flight plan performance data or the flight plan filing data or something more than the flight plan and filing information?

FAA Response WFP Response: Flight plan filing data is sufficient.

FAA Response FIS Response: 12 month history of filed flight plans only.

SOW Section # 4.1.2.15

Question 22: Would remarks in item 18 of the ICAO filing form meet this requirement? If not please provide further details.

FAA Response WFP Response: N/A for WFP.

FAA Response FIS Response: No. The ability to have an orbit, and /or a delay within the filed flight plan is a requirement.

SOW Section # 4.1.3.1

Question 23: What scheduling software is used to integrate flight planning with?

FAA Response WFP Response: Currently none. WFP is asking for an integrated suite from the vendor.

FAA Response FIS Response: N/A SOW Section # 4.1.3.2

Questions and Answers

6/26/2015 Question 24: Please define and/or describe the "safety management system program" and clarify how this would be integrated along with the risk assessment tool.

FAA Response WFP Response: The safety management system may include such features safety reporting, safety risk management, hazard reporting and tracking, and hazard assessment. The safety management system data may or may not be linked to a risk management tool.

FAA Response FIS Response: N/A We use an in-house ORA SOW Section # 4.1.3.3

Question 25: Graphical flight following and airplane tracking (including ON/OFF) implies that the datalink communication services will be configured to the awarded supplier. Tracking worldwide and the "ON/OFF" reports require datalink. Datalink communications are not part of this solicitation. Would the datalink communications be a separate solicitation?

FAA Response WFP Response: No, datalink communications are required to provide the services contemplated in Section 4.1.3.3; therefore, the solicitation includes datalink communications as an additional service.

FAA Response FIS Response: Bid as an optional service.

SOW Section # 4.1.3.4 Question 26: This implies that the supplier will provide datalink communications. Would the datalink communications be a separate solicitation?

FAA Response: WFP Response: No, datalink communications are required to provide the services contemplated in Section 4.1.3.4; therefore, the solicitation includes datalink communications as an additional service.

FAA Response FIS Response: Yes SOW Section #4.2

Question 27: What are the expectations for making ground handling arrangements when the destination is a military base? Would the FIS provide the points of contact for military bases?

FAA Response WFP Response: Yes, FIS will provide points of contact.

FAA Response FIS Response: FIS will arrange own handling at Mil locations.

SOW Section #4.5

Question 28: How often do you modify the aircraft equipment? Is each modification unique or are they standard modifications?

FAA Response WFP Response: WFP aircraft are rarely modified, and vendor would have ample notice of the impact of any modifications.

FAA Response FIS Response: The majority of our aircraft are in some type of unique mod at any given time. Updated W&B data is sent frequently.

Questions and Answers

6/26/2015 SOW Section #6

Question 29: What is the purpose for having four (4) separate global login accounts and how would you separate the four accounts?

FAA Response WFP Response: The global login account is essentially a master account with full access to all features and full administrator rights. We need one global login and one backup global login for each flight program

– FIS & WFP – for a total of four accounts, which will be assigned to four individuals.

FAA Response FIS Response: Same as WFP.

Question 30: Respectfully request a two week delay to response submittal. This is based on the fact that there wasn’t a draft RFP issued and the short 30 day response requirement. An extension will ensure we have the opportunity to properly respond to all facets of the proposal.

FAA Response: Please see due date on amended SIR.

Question 31: Please provide additional information for the requirement stated in 4.1.2.21. Capability to obtain diplomatic clearances. Each country has a specific lead time and procedures. Is the FAA referring to a defined “capability” and if so please expand on the requirement. Who will make the request for diplomatic clearance? Who’s APAC’s account will be used for these requests? Will the FAA or contractor handle changes that affect diplomatic clearances?

FAA Response: FIS works most clearances in house, using our APACS account. The vendor needs to be available and knowledgeable to assist when needed.

Question 32: Section 4.4 Technical Support states “The contractor shall provide flight planning assistance and technical support… Does the “flight planning assistance” only refer to technical assistance with the flight planning web site when an individual is attempting to plan a mission or does it include the capability of a FAA employee to simply provide a departure and arrival location and expect the contractor to be responsible for all aspects of flight planning?

FAA Response: For technical assistance only.

Question 33: Please provide additional information for ground handling assistance on military installations. Does this include PPR’s? Please define ground handling assistance requirements when on a military installation.

FAA Response: FIS will handle all MIL ground handling coordination.

Question 34: Please provide clarity on invoicing requirements. Please advise an itemized invoice indicating the aircraft call sign, location, date of operation, captain's name, services purchased and third party supporting documentation is adequate for FAA acceptance and payment? Yes Please advise if invoices for multiple missions can be presented on a weekly basis provided the invoices are categorized and grouped together for each specific mission?

FAA Response: Invoicing is on a monthly basis as per G.2 Invoicing Procedures of the SIR.

Questions and Answers

6/26/2015 Question 35: Section 4.1.2.23 states “Flight Support services including air traffic and services, contract fuel services. Please define/specify which services fall under the statement “and services”. Please define contract fuel services. Is this government contract fuel or ARINCDirect contracted fuel?

FAA Response: 1. Government Contract Fuel. 2. Any / All foreign Flight Information Region (FIR) requirements.

Question 36: Please provide clarification on Attachment 5, Sample trips with GH. What are the FAA’s expectations of the contractor in regards to the sample trips. Informational only or are they to be discussed in the Technical or Price Proposal?

FAA Response: Technical Proposal.

Question 37: Are the sample trips with GH realistic to actual international trips executed in the past 12 – 24 months?

FAA Response: Yes, per Sections L & M, vendor is to provide a breakout of cost for each item listed on the sample trips as though they were provided in June 2015 for the aircraft specified on the sample. The back-up justification/documentation for each of the amounts listed can be based on actual 3rd party documentation of work performed in the past 5 years.

Question 38: CLIN 0006 description does not match the reference to 4.1.3.2. Please provide additional information. The CLIN mentions integrated flight scheduling risk assessment and the SOW states integrated safety management system including operational risk assessment tools.

FAA Response: The safety management system may include such features safety reporting, safety risk management, hazard reporting and tracking, and hazard assessment. The safety management system data may or may not be linked to a risk management tool.

Question 39: Please provide additional information on CLIN 0004. Please provide the breakdown of the “negotiated per course rate….” as it relates to the NTE of $2,076.00.

FAA Response: Please refer to SOW 4.6 and provide pricing accordingly. The amount presented is the Government’s Not- to- Exceed amount.

Question 40: What is the average number of legs per international trip? Will the FAA please provide an actual itinerary of an international mission executed in the past 12-24 months that is most common? If a “common” international mission does not exist, will the FAA please provide an actual itinerary of an international mission executed in the past 12-24 months?

FAA Response: 20 – 22 legs average per mission. Due to the nature of the itineraries, we are unable to provide an actual itinerary.

Question 41: Section 4.1.2.11 states “A database that maintains a readily available 12 month history of filed flight plans. Please define “readily available” and method of access.

FAA Response: 12 month history of filed flight plans database.

Question 42: Section 4.2 discusses International Ground Handling with Trip Support Services. What is the FAA’s

Questions and Answers

6/26/2015 prior notification to the contractor for International trips? Is there a defined minimum number of days or hours prior to mission execution(original departure) that the FAA must provide to the contractor to ensure ample support for the required services? What is the minimum number of days or hours that the FAA must provide to the contractor when changes occur to the itinerary for missions that are active and operational at en-route locations?

FAA Response: Ideally, 30 days’ notice is routine, however, due to the nature of our business, 0 days’ notice is possible, and the vendor is expected to respond to the best of their ability.

Question 43: 1.1.1 of the 33 aircraft, which aircraft are datalink (ACARS) equipped?

FAA Response FIS Response: None of the FIS aircraft are ACARS equipped. N89 and N90 have data link capability via SatCom Direct. The Be30 fleet is configured for VHF data link only, but not active. (SATCOM is not installed.)

FAA Response WFP Response: N1 (Gulfstream G-IV), as well as N2 & N3 (Cessna CE-560XL), have AFIS installed. AFIS has the same capability as ACARS Question 44: How would the FAA like to receive invoices? In the RFP Attachment 3 (CDRL), box 14 that we are required to submit each invoice with a completed 1034 and 1035 form.

FAA Response: If the vendor provides all the contract information (G 1 Clause: Contract #, DO #, CLIN, with the a/c #, mission breakout as back-up) there is no problem. The 1034/1035 is the standard form the vendors should go by to ensure they are providing all the correct information. We do not want to cause a burden on any vendor to have to create/update an additional form if they meet all the requirements with the form they normally submit to government offices.

If the vendor shows they provide the information the 1034/1035 form requires, they will be considered compliant.

Question 45: We are a SDVOSB, and we are interested in bidding the opportunity. I wanted to confirm with you that this is a “Full-and-Open” solicitation. Also, is there any problem with a small business teaming with a large business to bid this opportunity?

FAA Response: This is a full and open SIR, the FAA will consider any bid from a responsible vendor. AMS addresses subcontractor guidelines IAW T3.10.2 Subcontracting Policies.

Question 46: Good afternoon. We are working on the estimates for the 5 sample trips. If you look at the attachment there is one trip to: MPTO/Panama City but no other locations. If you have other trips you want us to quote we would need to get that by no later than Monday, July 22nd so that we have enough time to get this all pulled together and sent out to you in time.

FAA Response FIS Response: For clarification purposes: If the question is in reference to Factor 2, then their own random trips are what are needed in order to show all the requirements listed in Factor 2 can be met.

If the question is in reference to Factor 4, then the 4 samples provided need to list the cost associated with each service listed so that we know what type of agreements are set up and if they can provide the service at a reasonable rate. They are 2 separate issues. If the vendor can provide everything requested in Factor 2 by using the 4 sample trip locations, then that is fine. The SIR does not request 5 samples; the Sample Trips with GH is ATTACHMENT 5 with 4 pages.

Questions and Answers

6/26/2015 Question 47: Where should I find a listed deadline for questions…..or a specific process to support it.

FAA Response: All questions are posted to the FAA Contracting Opportunities page. The due date for the SIR has been extended.

Question 48: In reference to document: SIR- Sections C-M Part 1 – Section B; Security Requirements – Classified Contracts (3.14-1) Was this standard language which was included or is there a specific requirement for the contractor to support classified work?

FAA Response FIS Response: This is standard language for this type of contract. The types of missions FIS & WFP fly are not typically confidential, secret or top secret but may be at some time. FIS & WFP missions are not to be publicized and are to be worked with only those with a need to know in order to support the given mission.

Question 49: 3.14-3 Foreign Nationals as Contractor Employees Does this apply to this agreement? And if so…does this requirement include sub-contractors as well?

FAA Response FIS Response: This applies to the prime contract employees. It is given that 3rd party subcontracts/agreements will have Foreign Nationals working the ground handling support. The Foreign Nationals should only know the specific requirements of what needs to be provided pertaining to the ground handling services at their particular location.