Attachment_1_Industry_Generated_Questions.pdf

Solicitation – FA3089-15-R-0002 Amendment 0004, Attachment 1

Dated 4 June 2015

GOVERNMENT’S RESPONSES TO INDUSTRY GENERATED QUESTIONS

1. Contractor Question: What cost will the government pay associated with the transition phase to the oncoming contractor? Outgoing contractor? Ref: Full solicitation, page 6, CLIN 0107

Government Response: During the transition period the on-coming contractor is responsible for ensuring the appropriate staff is on-hand to determine number/positions/duration of staff required to secure buses/equipment and hiring actions to ensure readiness to assume full workload the first day after the end of transition period. It is up to the contractor to determine the staff required during the transition period. The government has facilities (i.e. office space, work areas) sufficient for 1 person in the current contractor’s facility (Bldg. 5004) located on Joint Base San Antonio (JBSA) – Lackland. However, the office does not have a computer or phone line. The 502d Logistics Readiness Squadron (502 LRS) Contracting Officer Representative (COR) office will provide training on OLVMS during the transition period. The on-coming contractor will be expected to coordinate OLVMS training with the 502 LRS COR offices within the last month of the transition period. Additionally, the on-coming contractor is expected to have a fully capable fleet and be at full contract performance three months after the issuance of the first task order (the first day after the end of transition period).

2. Contractor Question: What is the payment terms associated with this contract?

Government Response: The payment terms associated with this contract will be a “NET 30 days” based on the amount of the quantities used during the task order performance period.

3. Government Response: Can a contractor submit more than one financial information questionnaire if they deal with multiple financial institutions? Ref: Attachment #5, Financial Information Questionnaire

Government Response: The Government has not set a limitation on the number of financial information questionnaires interested offeror’s can submit.

4. Contractor Question: I have made numerous attempts to register on the Defense Travel Management Office, it requires you to contact an administrator to register, and no one will call back. As for being DOD certified, they state they are not certifying any additional companies at this time. With the above issues, how can a Small Business Company submit proposals?

Government Response: This requirement requires all offers/contractors providing buses and/or drivers to be certified by the Defense Travel Management Office (DTMO) and an approved DoD carrier at the time of proposal.

In accordance with FAR 10.001, the Government is required to conduct market research prior to the issuance of a requirement.

On 19 September 2014, 502d Contracting Squadron posted a Sources Sought notice on FBO which was amended on 22 September 2014. This notice was used as a market research tool to determine whether any interested contractors could meet the minimum requirements for transient bus services. Potential interested offerors were informed under Important Note #4 - that "The contractor shall meet program certification requirements established by the Defense Travel Management Office (www.defensetravel.dod.mil) and be an approved DoD carrier prior to proposal submission.”

On 20 January 2015, 502d Contracting Squadron posted a Special Notice on FBO. This notice was not used as a market research tool. The intent of this notice was to inform the market of the requirement to be an approved DoD carrier and meet program certification requirements established by the DTMO which was identified in Important Note #1 and #4.

The analysis of the market research results, which included evaluating responses to the publicized Sources Sought notice (which indicated DoD Certification was a requirement upon proposal submission), concluded with a reasonable expectation that offers would be obtained from at least two responsible small businesses in accordance with FAR 19.502-

2. Therefore, the Contracting Officer determined that a Small Business Set-Aside strategy was appropriate for this requirement.

On 1 April 2015, 502d Contracting Squadron posted a Pre-solicitation notice on FBO.

This notice was used to inform interested offerors that our office was planning to issue a Request for Proposal (RFP) for an Indefinite-Delivery (ID) - Requirements contract. This pre-solicitation notice reiterated that any offeror/contractor providing buses and/or drivers shall be certified by the DTMO office and an approved DoD carrier at the time of proposal (as previously stated in a Sources Sought notice (FA3089-15-R-0002), dated 22 September 2014, and Special Notice (FA3089-15-R-0002), dated 20 January 2015.

Based on the interest received in response to the issued RFP, a reasonable expectation continues to exist that offers will be obtained from at least two responsible small businesses in accordance with FAR 19.502-2. Therefore, a Small Business Set-Aside strategy continues to be appropriate.

5. Contractor Question: The Performance Work Statement and the historical Workload data would indicate a different type of contract – would the Government consider an Indefinite Delivery/Indefinite Quantity type of contract vs. the current solicitation of a Requirements type contract? It would be very difficult to maintain staffing under the terms of a Collective Bargaining Agreement with no guarantee of work.

Government Response: The Government has considered an Indefinite Delivery/Indefinite Quantity type of contract and has determined that an Indefinite Delivery – Requirements contract is appropriate for this requirement.

6. Contractor Question: Is this a paperless acquisition as described in the Combined

Synopsis/Solicitation or, hard copy submission as indicated on page 60, Section Addendum to 52.212-1(b), Paragraph 4.5?

Government Response: The reference in the original synopsis to this requirement being a paperless acquisition is incorrect. All interested offerors should adhere to the submission requirements as indicated in Amendment 0004.

7. Contractor Question: Will the government provide us with a Seniority List of the CBA covered employees for the purpose of calculating Vacation benefits?

Government Response: The government will not provide a Seniority List of CBA covered employees as part of this solicitation. Questions or concerns with what's covered within the CBA shall be referred to union (District Lodge 776/Local Lodge 36, International Association of Machinists and Aerospace Workers, AFL-CIO) (See Amendment 0004, Attachment 2).

8. Contractor Question: Is the Health and Welfare benefit of $4.07 included in the pay rates outlined in the ADDENDUM A WAGES of the CBA; Page 25, Column 5/1/2015?

Government Response: All questions or concerns with what's covered within the CBA shall be referred to union (District Lodge 776/Local Lodge 36, International Association of Machinists and Aerospace Workers, AFL-CIO) (See Amendment 0004, Attachment 2).

9. Contractor Question: Is the Health and Welfare benefit of $4.07 paid directly to the employee in cash?

Government Response: All questions or concerns with what's covered within the CBA shall be referred to union (District Lodge 776/Local Lodge 36, International Association of Machinists and Aerospace Workers, AFL-CIO) (See Amendment 0004, Attachment 2).

10. Contractor Question: Technical Proposal Subfactor #3, requires that offeror to provide specific details regarding the offerors proposed bus fleet. In lieu of identifying each specific vehicle’s age/mileage, is it responsive for the offeror to certify in its proposal that all busses offered shall either be factory new or used (with a specified range of age & mileage)? Ref: Solicitation Subfactor #3 (Buses), page 63

Government Response: The contractor is not required to have the proposed bus fleet as part of their inventory prior to proposal. However, IAW Revised Technical Proposal Subfactor #3, The plan must specify: 1) type of buses proposed, 2) color, 3) number of buses, 4) marquees, 5) new or used buses, 6) if used buses are proposed, the mileage/age of each bus (in lieu of mileage and age of each bus provide range of age & mileage for each bus) which meet all the requirements of paragraph 1.2.9 of the PWS. In addition the plan shall specify how the contractor will ensure the fleet continues to meet these specific requirements of 1.2.9 throughout the life of the contract (See Amendment 0004 revised subfactor #3, and revised PWS para 1.2.9, Attachment 3).

11. Contractor Question: When can the new contractor expect the incumbent contractor to transition out its vehicles during the transition period? Ref: Performance Work Statement, Page 12, 1.2.21

Government Response: Since incumbent must provide all support through the end of the transition period, their buses will remain on-site through transition period; however, on the last day of the transition period buses will begin to be moved to the alternate parking lot on Joint Base San Antonio (JBSA) - Lackland at Bldg. 5045 as they are taken out of service. Incoming contractor will be provided space on JBSA - Lackland at the Bldg. 5045 parking area during the last 30 days of the transition period for use in staging/equipping incoming buses so they can be easily shifted to the primary operating facility beginning 0001 hours of the first day following the end of the transition period.

12. Contractor Question: When will the new contractor assume employment responsibilities of the drivers/dispatchers/etc.? During the transition period, or after? Ref:

Performance Work Statement, Page 12, 1.2.21

Government Response: The new contractor is responsible for providing full support with their employees on the first day after the end of the transition period.

13. Contractor Question: The Appendix A workload data for 2013/2014 was split into two separate charts. Is that significant for any reason (i.e. a change in the government’s requirements, ordering quantities or demand)? Ref: Performance Work Statement, Appendix A, Page 22

Government Response: The data was separated as it covered two different contracts that had different CLINs. This is historical information. All proposals should be based on workload information listed in the revised bid schedule is in Amendment 0004 (See Amendment 0004).

14. Contractor Question: The PWS states that the contractor vehicle fleet shall be a minimum of 44 passenger bus capacity, equipped with seats that have a minimum width of two feet one inch apart. If using bench seating, is the intent of the requirement for the seat to be 50 inches wide (industry standard is around 39”)?. If using motor coach seating, must each seat be 25 inches wide? Ref: Performance Work Statement, Paragraph 1.2.9, Page 6.

Government Response: The Government does not mandate coach-type buses for this requirement. See attached drawing with explanation of the seat spacing requirement, intent is to ensure the isle and seat spacing is sufficient for military personnel wearing combat/training gear to safely enter/exit the bus. All proposed buses must meet the requirements outlined in the PWS to include the drawing with specific dimensions (See Amendment 0004, Attachment 4).

15. Contractor Question: Will the Government provide the most recent “weekly workload schedules” referenced herein covering the last three months? Having this data will greatly enhance offeror’s ability to provide the technical approach and better pricing.

Ref: Performance Work Statement, Paragraph 1.2.2, Page 3.

Government Response: Attached is the historical weekly workload for the period of 1 January – 30 April 2015 (See Amendment 0004, Attachment 5).

16. Contractor Question: Will the Government state a minimum quantity of simultaneous trips operating at any one time? This information will allow the Offerors to submit a more responsive technical proposal and provide a better understanding of the Government’s requirement for pricing purposes. Ref: Performance Work Statement, Paragraph 1.2.2, Page 3.

Government Response: Government is providing 1 January – 30 April 2015 historical weekly workload schedules to assist potential contractors in determining this information (See Amendment 0004, Attachment 5).

17. Contractor Question: Appendix I lists Government Furnished Equipment: However, the two-way radios referenced in 1.2.2 are not contained in Appendix I – Will these be Government Furnished Equipment or Contractor provided? If contractor provided, can the Government provide the specifications on the radios, or can “push to talk” phones be used? Ref: Performance Work Statement, Appendix I, Page 34.

Government Response: The Contractor’s dispatcher must be able to communicate with all bus drivers dispatched, but requirement does not mandate mass communication capability. Government does not require and does not provide two-way radios for the contractors use as the contractor will determine they type of communication devise to be used to ensure constant contact with buses dispatched within the operating area. Two way radios or “Push to talk” phones are acceptable. Use shall not violate Base, State or Federal hands-free limitations. If two way radios are used, contractor must coordinate with 502 CONS at 802CS.SCOT.LMR.Frequencies@us.af.mil or by phone at (210) 671- 2612 prior to purchase/lease of radios to ensure frequencies of radios are allowed for use on the military installation and do not impact other military frequencies in use.

Prospective contractors are advised the government is unable to guarantee a specific response lead-time in response to any frequency coordination requests.

18. Contractor Question: Will the Government provide the maximum scheduled and operated trips dispatched at peak times (number of buses and drivers operating simultaneously? This information will allow the offerors to better respond to the RFP requirements including pricing of trips. Ref: Performance Work Statement, Appendix A, Pages 22-25.

Government Response: Government will not provide the maximum scheduled and operated trips dispatched at peak times (number of buses and drivers operating simultaneously), however, government is providing 1 January – 30 April 2015 historical weekly workload schedules to assist potential contractors in determining this information.

Note, historical data may increase by up to 15% due to seasonal or military training requirements (See Amendment 0004, Attachment 5).

19. Contractor Question: The solicitation does not address the reimbursement of the cost for fuel. Does the Government plan on reimbursing for fuel and/or including an Economic Price Adjustment clause, e.g., DFARS 216-203-4? If not, will the Government allow the contractor to utilize base fuel depot?

Government Response: There is no Economic Price Adjustment clause on this requirement and resulting contract. Government will not reimburse for fuel.

Government fuel depot will not be available for use by the contractor. The contractor shall ensure the cost of fuel is built into the price for the respective CLINs.

20. Contractor Question: Are the following clauses applicable to this contract:

252.239-7001 Information Assurance Contractor Training and Certification (JAN 2008) 252.245-7003 Contractor Property Management System Administration (APR 2014)

Government Response: The Contracting Officer has determined that these two clauses are applicable to this contract.

21. Contractor Question: PWS 1.2.4.3. States drivers must have a TX CDL. However, will it be modified to state any valid state CDL will be recognized by TX?

Government Response: Government will allow non-Texas CDL personnel in accordance with Texas Department of Public Safety guidance for the first 90 days they live in Texas. Texas Department of Public Safety requires all new residents to obtain a Texas driver’s license within 90 days of arriving from a different state.

mailto:802CS.SCOT.LMR.Frequencies@us.af.mil

22. Contractor Question: What is the current contract number?

Government Response: The current contract number is FA3089-14-D-0001.

23. Contractor Question: Can you provide the current dollar value of the contract?

Government Response: The current contract (FA3089-14-D-0001) was awarded with an estimated contract value of $5,286,782.00.

24. Contractor Question: What type of evidence of drug test must be kept in the office onsite?

Government Response: This is a standard procedure for any DoD certified contractor and requirements are listed in the Military Bus Agreement. DTMO requires the information to be retained on-site to be inspected by DoD inspectors and/or government representatives (CO/COR). Therefore, contractor’s must be able to provide their driver’s annual summary of drug and alcohol testing records upon request as part of an inspection in accordance with 49 Code of Federal Regulations Parts 382 and 391.

25. Contractor Question: PWS 1.2.4.4. Does the Prime have to have the NAC plus written inquiries (NACI) if there is a Prime and Sub? Or if the Prime is a Non Facility Clearance Holder may its subcontractors Facility Clearance suffice?

Government Response: Any contract employee requiring access to government facilities will have to have clearances related to base access and/or common access cards (CAC) issue. However, there is no need for any contractor associated with this contract to access or receive clearance for classified information.

26. Contractor Question: Must the bidder hold a Facility Clearance at the time of Award or can the Prime secure Facility Clearance at Post Award?

Government Response: There is no DD Form 254 (Facility Clearance) requirement for this acquisition.

27. Contractor Question: Section 1.1.1. Accordingly, the furthest route is 125 mi. Is that from the dispatch office in Lackland AFB?

Government Response: Yes, the 125 mile reference is based on one-way travel from the JBSA-Lackland 502d Logistics Readiness Squadron (502 LRS) Dispatch Office.

28. Contractor Question: During airport runs, do your service members have luggage/duffle bags?

Government Response: During many types of runs, to include airport runs, passengers will have baggage (duffle bags, suit cases or mobility bags).

29. Contractor Question: PWS 1.2.9. When does the contractor have to have their entire fleet onsite at Lackland AFB? Is it October 1, 2015 or January 1, 2016.

Government Response: Contractor must have entire, fully operational IAW PWS, fleet on-hand at contract performance start date (on the first day after the end of the transition period).

30. Contractor Question: If required to use the CBA rates please clarify what the H&W rate is. CBA Section 14.1 States wages and H&W are paid in accordance with Addendum A. Addendum A has H&W at $4.02 per hour; however, CBA Section state H&W is $4.07 per hour. Which rate is correct?

Government Response: All questions or concerns with what's covered within the CBA shall be referred to union (District Lodge 776/Local Lodge 36, International Association of Machinists and Aerospace Workers, AFL-CIO).

31. Contractor Question: Appendix A of the PWS has the Workload Data. A 549 day snap shot of the Workload Data (1 May 13 to 31 Oct 14) shows significant discrepancies between work being done and the amounts requested in on the Pricing Sheets in the Base Solicitation. For example the average annual “Extra Short Trips” Workload data indicates an annual average of 13,645 trips per year however the pricing sheets only request 4,500 which is a difference of 9145 trips annual or 303% actual work performed then stated in the pricing sheet. Please clarify or correct the number of hours and trips to be provided per year.

Government Response: Government has updated the information in the Bid schedule (See Amendment 0004). However, it should be noted that workload and trip types have changed over the past two years. Contractor should be prepared to support the estimated workload listed in the PWS/Bid Schedule taking into account the daily/yearly workload can fluctuate +/- 15% from historical workload data trends, as shown in PWS, Appendix A. Attached is the historical weekly workload for the period of 1 January 2015 – 30 April 2015 (See Amendment 0004, Attachment 5).

32. Contractor Question: Please clarify if the Round-trip Bus Service is the Stay with Bus Service on the Workload Data sheets

Government Response: Round Trip and Stay-With Bus Service do mean the same thing. All references in Appendix A referencing Stay-With Bus Service shall be considered Round Trip services as defined in IAW PWS wording, para 1.1.1 and 2.5.

33. Contractor Question: PWS 1.2.9 does not state that buses used to transport personnel with luggage must have a separate compartment for luggage storage as required by DOT Regulation § 392.62: Safe operation, buses.

No person shall drive a bus and a motor carrier shall not require or permit a person to drive a bus unless—

(c) Baggage or freight on the bus is stowed and secured in a manner which assures—

a. Unrestricted freedom of movement to the driver and his proper operation of the bus;

b. Unobstructed access to all exits by any occupant of the bus; and

c. Protection of occupants of the bus against injury resulting from the falling or displacement of articles transported in the bus.

Please affirm that bidders must adhere to all DOT regulations in performance of this contract which would preclude the use of vehicles without separate baggage compartments for routes including baggage (such as the airport).

Government Response: When baggage is loaded onto the bus, the number of passengers will be less to make seats available to store baggage. Baggage will not be stored in the isle or above the back of any seat so as to not violate DoD/DoT regulations.

DoD/MBA requires buses be operated in a safe manner, while there is no exact formula, number of bags per passenger are provided in advance of the run for the contractor to schedule number of buses accordingly to ensure there is room to safely secure baggage IAW safety standards in unoccupied seats (without being stacked over the seat backs or in the isle). Number of bags is dependent upon each run. 70-80% of runs are passenger only w/no luggage. The remaining 20-30% of runs varies with 1-4 bags per person.

34. Contractor Question: PWS 1.2.16 states, “The Contractor shall at all times maintain an adequate workforce for the uninterrupted performance of all tasks defined within the PWS.” Please provide sample data for daily workload for each day of the week by hour of operation and service so that we can ensure adequate staffing is submitted.

Government Response: Attached is the historical weekly workload for the period of 1 January – 30 April 2015 (See Amendment 0004, Attachment 5).

35. Contractor Question: In the solicitation document, on page 56 of 66, ADMINISTRATIVE CONTRACT INFO - SCHEDULE OF INSURANCE, the Automobile Liability Insurance has requirements of "Minimum Per Person $200,000, Minimum Per Occurrence for Bodily Injury $500,000 and Minimum Per Occurrence for Property Damage $20,000". These requirements are not consistent with Department of Transportation (DOT) requirement for motor carriers, nor the requirements for the Military Bus Agreement - Defense Travel Management Office – which require a $5,000,000.00 liability policy. Is the government’s intent to require the successful bidder to maintain a policy that meets the minimum DOT requirements of $5,000,000, or cover 44 passengers at a minimum of $200,000 = an $8,800,000 policy, or other? Does the government or DoD provide a waiver for operators to carrier less liability insurance than DOT requirements?

Government Response: The solicitation document has been amended. Contractor must meet minimum insurance standards as provided by DTMO in the Military Bus Agreement, Part III-1 – Insurance.