Industry Day Questions 09 Jun 09.docx

Helicopter Maintenance Industry Day Questions

Industry Day Questions (Cont’d)

A: CHANGE FROM INDUSTRY DAY: Offerors should propose prices for the AFE requirements. Since this requirement is part of the A-76 study, it may or may not be awarded. The prices will be included in the total overall evaluated price. The Government contemplates incorporating Weapons Maintenance requirements, which are currently To-Be-Determined (TBD), by supplemental agreement at later date. Offerors should not propose pricing for Weapons Maintenance at this time. Additionally, AFE and Weapons Maintenance should not be included in the offeror’s proposed small business subcontracting plan.

A: The asterisk besides the page count will be removed from the Request for Proposal (RFP). The responses to the scenario are included in the 30 page limit.

A: All CONUS sites. The CBAs will be posted on the Federal Business Opportunities (FBO) website - secured.

A: $63M is the current projected budget for this program.

A: The page limitation applies to Subfactor 1 (Program Management) with the exception of the Staffing Matrix (Attachment L-6). The asterisk will be removed from the page count on Subfactor 2 (Technical) of Volume II. The 30 page limitation applies to Subfactor 2.

A: This statement will be revised to state that line spacing shall be no less than single spacing.

A: Workload data, GFE, and Hand Tools inventory will be posted on FBO – secured. Facilities layouts will only be available at the Technical Library at FE Warren during the site visit.

A: The workload data to be provided contains projections based on reasonable estimates or as examples of past workload that demonstrate the extent of effort that can reasonably be expected. The actual historical flying hours are not representative of future flying hours due to the new 24/7 requirement.

A: At this point, the Government will not be providing a matrix showing responsibilities.

A: This information will be included in the workload data which will be posted at a later date to FBO – secured.

A: Yes, the contractor will make inputs to CAMS/IMDS. The network and data base management will be managed by the base.

A: The base will provide flat beds, hoists for off-station aircraft recovery. The contractor is required to provide a vehicle to transport HAZMAT from the IAP to the base storage facility at Yokota.

A: The contractor will transport repair cycle assets to/from the shops.

A: Yes, this information will be posted to FBO –secured.

A: The Government intent is to provide the hand tools to the contractor “as is”. The Government’s intent is to get out of the hand tool business.

A: Technicians’ may return home after ferrying the flight, in most cases.

A: This is the contractor’s decision.

A: No.

A: No, the contractor is not responsible for MSEP inspections IAW PWS paragraph 1.7.1.

A: The current Section L states that there is a maximum of 10 citations permitted. Although there is no minimum listed, offerors are encouraged to provide an amount of citations that best represents their past performance.

A: There are no bench mock ups or locally developed bench sets as part of the GFE.

A: No, IAW PWS para 1.8.1 the use of tool accountability System (TAS) and Equipment Identification Designator (EID) are not required.

A: Paragraph 3.3 has been deleted and 3.4 renumbered to 3.3.

A: No, the contractor does not perform the TODA function at CONUS locations.

A: Yes, the contractor is required to have personnel on stand-by for weekends.

A: No, the contractor is responsible for providing Nomex Flight Suits, Nomex Flight Jackets and Nomex Flight Gloves.

A: The Government will provide the materials stated in Section 3 paragraph 3.3 of the Performance Work Statement (PWS). The contractor will not be reimbursed, but is responsible for providing any additional materials needed to perform the PWS that are not shown on the Government Property lists.

A: The Government will not reimburse the contractor for the snow removal equipment; however, a tractor with a blade will be provided as GFE at Minot AFB, MT and a snowblower will be provided as GFE at F.E. Warren AFB, WY.

A: It is recommended that the contractor use tugs and/or trucks; however, it is the contractor’s discretion on the types and how many vehicles to provide for direct maintenance support. The cost of these vehicles will not be reimbursed by the Government.

A: It depends on the situation on whether the requirement applies to retired military contractors. Some of the variables include if the injury occurred as a result of the work performed (worker's compensation issue), a third party is legally liable for injury, if it is a natural occurring illness, and/or the type of benefits of the retired military personnel. The contractor is normally responsible for their own personnel. If this situation should arise, then it will be dealt with on a case by case basis depending on the circumstances through the medical service provider.

Q: Air Force Instructions / Manuals / Policy. It is noted that AFJI 10-220, Contractors Flight and Ground Operations, is not included in Appendix 7. Is this instruction to be applied to the contract?

A: No. Actually, the reg is DCMA INST 8210.1, AFI 10-220, AR 95-20, NAVAIRINST 3710.1F, COMDTINST M13020.3 and is used for when the contractors are doing the flying.

A: Each gauge is indicating backwards.

A: The Government does not intend to encourage or discourage the use of subcontractors. The only requirement is the offeror must submit a subcontracting plan (if a large business) with a subcontracting goal of at least 2.0%. However if the offeror proposes to use a subcontractor, then the Government will make a determination as to relevancy of that subcontractor with consideration being given to the effort or portion of the effort they are proposing to perform. The Government believes the current thresholds are reasonable given the program requirements.

A: Yes, the Past Performance Volume will be due prior to the other volumes.

A: The technical library will be available for viewing at the site visit/pre-proposal conference after the release of the RFP. The workload data will be posted to FBO and includes information such as flying hour projections, flying program utilization, miscellaneous workload data, supply workload data, maintenance man hour per flying hour, contractor emergency situation and exercise workload, and estimated overtime hours.

A: Typically, one hour may be enough time as long as it is mission capable; however the amount of time can vary.

A: Reference is added to CA/CRL GFE for available equipment. Second sentence has been deleted to avoid confusion. The Government expects the contractor to manufacture and test flexible hose assemblies and testing of tubing assemblies.

A: Aircrew Flight equipment is Life Support Equipment.

A: The hand tools will become the property of the contractor.

A: No. If a project will affect the contractor’s performance of the PWS, the Government will notify them.

A: Corrected reference should be Section 1, Chapter 5, Para 5.5.1.1.

A: Yes, there will be a tractor and blade provided as GFE at Minot AFB, ND. At F.E. Warren a snowblower is provided as GFE. At all sites, the contractor will furnish shovels and snow melt for the areas immediately adjacent to the hangar facility (entrances and in front of the hangar doors). Section 3, Paragraph 3.4.10 has been changed to read: “The government will provide snow removal/ramp sweeper services for areas outside the contractor’s designated area responsibility (Ref. PWS Appendix 8) when required. Request service through Base Operations or other appropriate base agency. (Note: The area for snow removal at Minot extends only 2 ft from the hangar doors, includes entrances and the parking lot.)”

A: In PO-3, failure is defined as “no more than one unacceptable inspection per quarter.” Section 2 will be changed to include this statement. The threshold will be changed to include this statement. Metric PO-2 refers to the aircraft’s acceptability status. The following Note 5 has been added to Appendix 10: Any major discrepancy or exceeding the minimum number of AQLs will result in an unacceptable rating.

A: Paragraph 1.3.2 has been deleted.

A: Para. 1.4.1. has been revised to state “Certified maintenance personnel must have at least 1 year experience within the last 5 years.”

A: “Established by the System Program Office and coordinated through HQ AFSPC and the applicable unit(s)” has been removed from para. 2.1.4.

A: This paragraph will be changed to read as follows: "Malmstrom only: NDI requirement is for on-equipment eddy current only (engine mounts, 42 degree gearbox, 90 degree gearbox, landing gear, etc.). Off-equipment NDI requirements will be taken to the 120th FW Air National Guard in accordance with the support agreement. Approx 20 man hours estimated per year."

A: The reference should actually be Appendix 6, 6.0 Technical Orders (TO) – Technical Library.

A: The contractor will develop them and the government will accept them.

A: Supply parts located in the main base warehouse will be delivered to the contractor. The contractor is responsible for picking up supply parts located in the aircraft parts store on the flightline. This information has been added to para 3.1.1

A: No, once they complete the task selected by the QAE and site manger they are done participating/playing in the exercise. However, they will still provide supporting maintenance for the UH-1's during the remainder of the exercise. I.E. extended hours to support flying schedule.

(b) At Malmstrom, is the Government requiring the Contractor to remove weeds throughout the entire 90,000 sq. ft. flight line area? We notice that this seems a little extreme compared to the other three sites listed in Appendix 8. Please clarify.

A: (a) Yes there will be a tractor and blade provided as GFE at Minot AFB, ND. At F.E. Warren a snowblower is provided as GFE. At all sites the contractor will furnish shovels and snow melt for the areas immediately adjacent to the hangar facility (entrances and in front of the hangar doors).

(b) The 90,000 sq feet is correct for the removal of weeds in cracks in the flight line area.

A: The contractor will be required to provide a vehicle. The current contract provides a LSV “low speed vehicle” as GFE, but it will not be provided for the new contract.

“1.1.2.4. FO in an aircraft that does not have the potential to migrate to control rods, cables, actuators, hinges and any other operating mechanism, or the FO is not conductive and does not have the potential to migrate into electrical/electronic components will be counted as a major discrepancy.”

Question: The FO rules in paragraph 1.1.1.2. appear to be unrealistic in a few of the locations. For example, Minot and F.E. Warren’s parking ramps are not in the greatest condition (i.e. broken up pavement, loose rocks and gravel.) Also, the tail of the helicopter is sometimes parked within 25 feet, and sometimes as little as 3 feet, of grass and rocks. Is the Contractor expected to police up the adjacent fields that are within 25 of parked helicopters? Please clarify. Should paragraph 1.1.2.4. read “minor discrepancy” instead of “major discrepancy”? Please clarify.

A: The contractor is responsible for Foreign Object (FO) within 25 feet of an aircraft flight line parking or engine operating area or within 3 feet of an aircraft or engine in a maintenance area as stated in paragraph 1.1.1.2. “Major discrepancy” should be changed to “Minor discrepancy” in paragraph 1.1.2.4.

A: A list of the hand tools to be turned over to the contractor will be posted to FBO –secured site at a later date.

A: At Malmstrom, the contractor will perform on-equipment eddy current NDI testing. Off-equipment NDI requirements will be taken to the 120th FW Air National Guard in accordance with the support agreement.

A: These are the areas the government will inspect on a monthly basis unless otherwise noted, but could change. Appendix 10 has been revised to specify the frequency of inspections.

The previous Draft PWS had “Estimated Overtime Hours.” This draft does not. Question: Is there going to be a CLIN for overtime? Granted 24/7 ops should greatly reduce OT, but what about TDYs or sending mechanics to the field where they are possibly working past their normal end of shift? Anything over 40 hours worked per week is considered overtime and we are required to pay an employee for any overtime hours. Is this covered by the Government? Currently, we are sending more than one mechanic on certain TDYs in order to minimize OT and to provide backup. We do not foresee overtime being totally eliminated with the new 24/7 requirement.

A: Estimated overtime hours will be provided in the workload data at a later date. All overtime should be priced in the Firm Fixed Price CLIN. There will not be a separate CLIN for overtime.

“5.1.7. 374 OG contractor personnel shall be at the unit within 2 hours after notification by the Functional Commander or QAE, Unit Operation Duty Officer (ODO) or Supervisor of Flight (SOF), and must be ready to launch within 30 minutes after reporting (launch no later than 2.5 hours after notification). The 90, 91, and the 341 MXG are considered 24/7 operations. Off-duty personnel must respond within 60 minutes after notification from government personnel as listed in 5.1.6. above, and must be ready for launch 30 minutes after reporting.” Question: Does this mean that the individuals listed in paragraph 5.1.6 can call in off-duty contractor personnel? We believe it should be the Contractor supervision’s responsibility to call in off-duty contractor personnel. Please clarify.

A: The Functional Commander (FC) or Contracting Officer’s Representative (COR) will contact the contractor’s Site Manager. The contractor is the responsible for calling in their own personnel.

A: The period of performance dates are unknown at this time. The Government anticipates the phase-in period to remain 30 days or a quantity of 1. When the RFP is posted, Section B will address the quantity of each performance period.

A: We inquired with our local Dept of Labor liaison regarding this questions and received the following response: Under the SCA clause, FAR 52.222-41(f) and (m), the successor contractor concept explains that employees are covered for at least the first year following transition to a new contractor. Although the subparagraph does not specifically state "the first year," that conclusion is drawn from FAR 22.1007 which states that the CO is required to update the WD annually for those contracts which are funded annually. Since the CBA IS the WD, then the linkage is such that since -43 requires they be paid that same wages and fringes, that would mean it would be up and until the time a new WD is incorporated.

FAR 22.1007 states that new WDs MUST be incorporated, such as, when exercising an option. If your base is seven months and option 1 starts in the eighth month, then you must incorporate the new WD (which I presume would be good for a one year period). When the new WD is incorporated, the contractor is allowed 30 days to submits it SCA-only price adjustment proposal. Contractors and unions are allowed to negotiate new terms (e.g., wages) whenever they like, HOWEVER, we only incorporate them when one of the conditions of FAR 22.1007 is met (e.g., your option exercise); you never incorporate a revised WD mid-contract. Typically, a CBA will have a three year effective period but for all practical purposes, the contractor and union go back to the table every year and they are allowed to submit a revised CBA after those negotiations.

A: Reference deleted.

A: The CBAs at FE Warren and Minot expire 01 Oct 2010. The CBA at Malmstrom expires 30 Sep 09.

Q: Are site visits for other locations going to be considered?

A: IAW FAR 232.704-70(c), the Government is required to obligate sufficient funds to the contract in the event the contract is not funded in full. Therefore, termination costs should be proposed on an annual basis and in quarterly increments.

A: The contractor is responsible for on-equipment eddy current NDI testing at Malmstrom AFB.

Q: Is SPACECOM interested in the possibility or option of combining UH-1N Service Life Extension, field engineering services and/or possible mods/upgrades with this contract?

A: Not at this time.

A: The contractor is responsible for providing hearing protection, safety boots, leather gloves, Nomex Flight Suits, Nomex Flight Jackets and Nomex Flight Gloves. Reference removed.

A: The contractors are covered under the SOFA agreement so they do not pay host taxes, permits, or fees. They do not require a Visa, but do have a passport that will be stamped SOFA status.

Q: When and will the current CBA be posted to FBO?

A: The current CBAs will be posted at a later date to FBO.

Q: Are there back shops?

A: Yes, there is limited support identified at each site and support agreements are in place and will be provided on FBO.

Q: Will they actually be flying 24/7?

A: Please see Appendix 1, Section 1.2.4 Helicopter Maintenance (CONUS) Level of Support.

Q: If there is an event like 9/11, what kind of mechanism is in place to notify the CO?

A: Since the contract requires support of CONUS locations 24 hours a day, 7 days a week, we do not anticipate any additional coverage for significant events.

Q: Would we consider contractor FCFs?

A: The AF threshold rate of 80% is the Fully Mission Capable (FMC) rate. Please see note on Section 2.0, Services Summary Table regarding 85% rate.

Q: What weapons are involved in weapons maintenance? Will it be used on current or replacement aircraft?

A: The weapons are M-240 and may be used on current and/or replacement aircraft.

Q: With respect to Government Furnished Property (GFP), are tows and tugs provided by Government?

A: No, the contractor must provide them.

Q: Will the Government replace special tools?

A: Yes, unless the contractor is responsible for loss or damage.

Q: Will the Performance Confidence Assessment Group (PCAG) send out questionnaires?

A: The PCAG may send out surveys or conduct interviews. The offeror is responsible for sending out the Government provided questionnaires (Attachment 7, L-2 of the RFP).

Q: How does an offeror propose termination costs?

A: Termination costs should be proposed on an annual basis and in quarterly increments.

Q: When does current contract expire?

A: The current contract expires 30 Sep 09.

Q: Do you anticipate having the schedule firmed up by the Request for Proposal (RFP)?

A: Yes. The current schedule shows release of the RFP on 15 Jul 09 with proposals due 18 Aug 09. The pre-proposal conference/site visit is tentatively scheduled for 28 Jul 09 at FE Warren AFB. These dates are subject to change.

Q: Who is the Maintenance Operation Center (MOC)?

A: The contractor will perform the MOC. PWS has been changed to clarify this responsibility.

Q: Is the contractor responsible for any other systems besides CAMS/IDS? What about CEMS?

A: The contractor is responsible for inputting information into CAMS, IDS, CEMS and REMIS.

Q: Who is responsible for database management?

A: The government is responsible for database management.

Q: Does the offeror need to provide an executive summary in their proposal?

A: Offerors are not required to provide an executive summary, but can provide one if they choose. The executive summary would be considered part of the program management subfactor in the Mission Capability/Technical Evaluation volume and subject to the page limitations shown in Section L in the RFP.

Q: Does the government provide fuel for automobiles? If not, can the contractor purchase fuel on base?

A: No, the Government does not provide fuel for automobiles, nor is the cost of the fuel reimbursable. However, the contractor can purchase fuel at the AFSS (Automated Fuels Service Station). First, the contractor needs to go to WWW.DESC.mil and follow the instructions on doing business with DESC. Through this web site, the contractor will establish a "Line of Accounting" and be given a T-DODAAC. They will also need to purchase a VIL key. They can be obtained per instructions in DESC's web page.

Q: Will an offeror receive a higher rating for exceeding 2% subcontracting goals?

A: No, this is Pass/Fail criteria.

Q: Is there a value engineering clause?

A: Yes, FAR 52.248-1, Value Engineering will be in the RFP.

Q: Will workload data or Collective Bargaining Agreements (CBA) be released prior to the RFP?

A: Workload data or Collective Bargaining Agreements (CBA) may be released prior to the RFP.

Q: Which sites have a CBA? With which unions? What are their expiration dates?

A: All CONUS locations have a CBA. The union is the International Association of Machinists and Aerospace Workers, AFL-CIO of machine workers and aerospace workers, AFL-CIO. The CBAs at FE Warren and Minot expire 01 Oct 2010. The CBA at Malmstrom expires 30 Sep 09.

Q: Will workload data contain TCTO/OTI history (in man hours), cross-country recoveries, depot input/output schedules, weather data for each site (temp, snowfall, etc.).

A: The workload data contains flight hour projections, flying program utilization, miscellaneous workload data, supply workload data, maintenance man hour per flying hour, contractor emergency situation and exercise workload, and estimated overtime hours. It does not contain TCTO/OTI history (in man hours), cross-country recoveries, depot input/output schedules, weather data for each site (temp, snowfall, etc.).

Q: Do you require vendors name, address in subcontract plans? Do you require a breakout of Hubzone Business designations?

A: An offeror’s subcontracting plan must be in accordance with (IAW) FAR 19.704. Vendor’s name and addresses are not required; however the plan must include separate percentage goals for using small business (including ANCs and Indian tribes), veteran-owned small business, service-disabled veteran-owned small business, HUBZone small business, small disadvantaged business (including ANCs and Indian tribes), and women-owned small business concerns as subcontractors IAW FAR 19.704(a)(1).

Q: Do you require resumes or letters of intent for key personnel?

A: Resumes or letters of intent are not required.

Q: Will a lack of Contractor Performance Assessment Rating (CPAR) hurt an offeror’s rating?

A: Lack of a CPAR will not necessarily affect an offeror’s rating; however lack of sufficient past performance data could result in an “unknown confidence” rating.

Q: Can the Government consider past performance that is more than 3 years old?

A: Per Section M, M-3, C, 1, b, (1) of the RFP, the government will not consider past performance that is more than 3 years from the date of release of the solicitation.

Q: How do relevancy factors relate to overall performance confidence assessment? For example, what if an offeror has 4 relevant factors and 1 unrelevant?

A: The Source Selection Authority (SSA) will make an integrated assessment based upon the results of each factor and subfactor.

Q: If Government enters into discussions, can we provide offerors in the competitive range their performance rating assessment?

A: If the Government enters into discussions, the Government will discuss the offeror’s deficiencies, significant weaknesses, and/or adverse past performance information to which the offeror has not yet had an opportunity to respond.

Q: Will the rate of OSHA violations as stated in Section M, M-3, C, (2), subfactor 4 change?

A: The rate set in subfactor 4 was established by the Safety office and is not subject to change.

Q: Where are the Back-up Aircraft Inventory (BAI) aircraft stored/maintained?

A: The BAI aircraft are part of the units fleet and are stored/maintained along with the PAA aircraft. They are part of the units fleet. Please see Appendix 1 and the contractor can use both PAA and BAI aircraft to meet that requirement.

Q: What condition are the BAI aircraft required to be maintained in?

A: The BAI aircraft are maintained in mission capable condition and are used on a daily basis. They are part of the units fleet. Please see Appendix 1 and the contractor can use both PAA and BAI aircraft to meet that requirement.

Q: What is the current condition of the BAI aircraft?

A: The current condition of the BAI are mission capable, because they are used on a daily basis.

Q: Can the BAI aircraft be used to replace a Permanently Assigned Aircraft (PAA) at the discretion of the contractor to support the operational mission/schedule?

A: Yes, that is what we expect the contractor to do.

Q: Can the BAI be used as a source of spare parts to maintain the PAA fleet?

A: You can use the BAI for spare parts or you can use the PAA aircraft for parts to keep the BAI aircraft maintained. It is up to the contractor to maintain the aircraft to fulfill contract requirements IAW tech data etc.

Q: How many live weapons events are required per year per aircraft?

A: This information is not available, however the contractor is required to participate in exercises per the PWS , Section 1, Chapter 1, para 1.2.2 and Section 1, Chapter 5. General exercise estimates are located in the Workload Data.

Q: Does the library have the complete aircraft history on each PAA and BAI asset?

Total airframe hours Total engine hours Time since last phase inspection Time since last complete Depot overhaul 8.

A: Yes, all that information is kept in the aircraft jacket file located in the Library, PS&D section.

Q: Is the AF Standard FMC rate of 80 percent for the UH-1N helicopters acceptable to AFSC?

A: Please see Appendix 1 and Section 2.

Q: Will AFSPC consider including a Cost-Reimbursable (CR) CLIN for essential purchases of materials that are not readily available from the AF Supply System?

A: No, the Government is not planning to add a separate CR CLIN.

Q: Please consider not including the Phase-In cost in the total evaluated cost. Price/Contract Documents (Factor 3) "Phase-In CLINs (0001, 0002, 0003, and 0004) will count towards total evaluated cost."

A: We believe it is in the best interest of the Government to compete all prices.

Note: The purpose of Industry Day is to obtain market research and input from interested companies. Therefore, the information shown above is subject to change and may differ from any resultant request for proposal.

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