20261028_Snow Hauling Vendor Questions.pdf

Questions and Answers

1. Can quotations be submitted by email? If so, which email address should we use?

Yes, they can. Please send to eyvind.boyesen@us.af.mil and joshua.peters.17@us.af.mil

2. The statement of work references Appendix J. Are the two attached parking maps the complete site information?

Yes, edits will be made to name the documents correctly.

3. The BPA begins November 1, but quotations are due November 2. What is the expected actual start date?

Estimated expected start date will be Nov 16, 2026. However, this is subject to change prior to award.

4. Is there an estimated number of snow events or expected call volume for the season? No, recent historical snow fall for Offutt AFB ranges from 5.5” in 2021 to 39.3” in 2020.

5. Period of performance. The BPA terms indicate an ordering period of November 1, 2026 through April 30, 2027, while the solicitation schedule appears to run through April 30, 2028. Could you confirm the correct ordering period and performance end date for this requirement?

This is an error in the solicitation. The correct ordering period is through April 30, 2027.

6. Performance plan page limit and Mission-Essential Plan. FAR 52.212-1(a)(8) permits a performance plan of no more than 15 pages, while FAR 52.212-2(a)(2) states that pages beyond 10 will be discarded and not reviewed. Which limit controls? Is the Mission-Essential Contractor Services Plan required by FAR 52.212-1(a)(8)(i) and evaluated under FAR 52.212-2(a)(2)(i) counted within that limit, or may it be submitted as a separate document?

The correct page limit is 15. This will be edited to reflect correctly in the -2. The Mission essential Services plan is a separate document and will not be counted towards the page limit.

mailto:eyvind.boyesen@us.af.mil

7. Ordering period, price list term, and purchase limitation. The Solicitation Schedule lists an ordering period of November 1, 2026 through April 30, 2028 for CLINs 0001 through 0008. Attachment 2, Section 2 states November 1, 2026 through April 30, 2027, and Attachment 2, Section 9 provides for one-year price lists. Which ordering period governs? Please also confirm whether the $350,000 lifetime limitation in Attachment 2, Section 5 applies to each awarded BPA separately or is a shared limitation across all BPAs awarded under this solicitation.

Please see answer to question 5 for ordering period corrections. The BPA limit separately applies to each BPA awarded.

8. Submission method. FAR 52.212-1(a) directs offerors to submit signed and dated offers to the Contracting Office specified in Block 9, and FAR 52.212-1(a)(7) requires one electronic copy of the completed price list, but the package does not identify an email address, portal, or other electronic submission method. Please provide the exact submission method and address, any file format or size requirements, and whether the Government will confirm receipt.

Please submit quotes via email to eyvind.boyesen@us.af.mil and joshua.peters.17@us.af.mil. Government will confirm receipt.

9. First-year vetting and pre-season inspection dates. SOW Section 5.1 requires personnel to be vetted before November 1 annually; SOW Section 10 requires complete vetting packages no later than October 1 annually; and SOW Section 12 requires the joint pre-season inspection no later than October 1 annually. Quotes are due November 2, 2026, after those dates and after the stated November 1 ordering-period start. What schedule will apply to vetting packages, installation credentials, and the joint inspection for the first season? These actions will be accomplished in a timely manner immediately following contract award to ensure operational readiness before the first winter weather event.

10. Appendix J and final clearing boundaries. SOW Section 1.1 states that pavement demarcations, perimeter boundaries, and facility access designations will be finalized in Appendix J before execution, and SOW Sections 2.1 and 3.0 refer to facilities and lots in Appendix J. The package includes parking maps as Attachments 5 and 6 but does not include Appendix J. Will Appendix J be issued before quotes are due, and are the 1,014,497 square foot footprint and the boundaries in Attachments 5 and 6 final for pricing?

Appendix J is the Pictures provided in the solicitation. It will be renamed correctly in an amendment.

11. 6. Clearing tier labels. The Solicitation Schedule and Attachment 3 identify CLINs 0002 through

0006 all as "Tier 1," while SOW Section 9.2 identifies the same CLINs as Tiers 1 through 5 for the mailto:eyvind.boyesen@us.af.mil mailto:joshua.peters.17@us.af.mil successive accumulation ranges. Please confirm that pricing should follow the CLIN and accumulation range in SOW Section 9.2, notwithstanding the repeated Tier 1 label in the schedule and price list.

Please follow what is outlined in the SOW. The solicitation will be amended to reflect the SOW.

12. 7. Pricing units and total evaluated price. The Solicitation Schedule lists quantity 1, unit "Each," for every CLIN. SOW Section 9.2 instead prices CLIN 0001 per monthly standby call, CLIN 0007 per 12-hour shift, and CLIN 0008 per 2.0 inch increment. FAR 52.212-2(d) states that total evaluated price is one of each line item added together.

I am not sure what the question is here. The unit of issue on the SOW is describing how these items will be placed in the call. They utilize “each” in the solicitation because that is how they will be billed. Yes the total evaluated price that the government will rate offers is one of each CLIN added together.

13. Please confirm that offerors should enter the unit price for the actual billing unit in SOW Section

9.2 for CLINs 0001, 0007, and 0008, and that the Government will use one such unit for each CLIN solely to calculate total evaluated price.

Correct. This will be for the TEP.

14. 8. Accumulations below 0.5 inch. SOW Section 7.1 defines initiation of a snow event at measurable accumulation of 0.1 inch or more, while the first clearing tier in SOW Section 9.2 begins at 0.5 inch. For an event ending with accumulation from 0.1 through 0.4 inch, is clearing to bare pavement required, and if so, under which CLIN is it billed? For snow events ending with accumulations between 0.1 and 0.4 inches (below the 0.5-inch tier threshold), clearing will be accomplished utilizing organic assets (the government/installation's internal personnel and equipment) rather than the contracted vendor assets. Consequently, no billing or CLIN activation is required from the contractor for these trace events.

15. 9. Insurance demonstration. SOW Section 14.1 requires the contractor to procure and maintain workers compensation and employers liability, general liability, and automobile liability insurance at the stated minimum limits. Must certificates of insurance be submitted with the quote, after award but before BPA execution, before the first call, or at another point? At the call level, must updated certificates be provided before each call or only upon policy renewal or change? May compliance for work performed by a subcontractor be demonstrated with the subcontractor's certificates, or must the prime contractor itself be the policyholder for every required line of coverage?

The insurance requirements were added in error. These requirements will be removed from the

SOW.

16. 10. Award structure. FAR 52.212-2(d) states that the Government intends to award to the three contractors with the lowest price among technically acceptable quotes. Please confirm that award will be made to up to three BPA holders on that basis, with total evaluated price calculated as the sum of one unit of each CLIN 0001 through 0008.

Confirmed.

17. Competition and selection of BPA calls. Attachment 2, Sections 1, 5, and 6 address calls by authorized individuals, while SOW Section 1.3 states that calls will be placed by the Contracting Officer or an authorized Contracting Officer's Representative. After multiple BPAs are awarded, how will individual calls be competed or assigned among BPA holders? Will each holder be given an opportunity to compete for each call, will calls rotate, or will the authorized caller select a holder based on price, availability, or another stated basis? Please also confirm whether a Contracting Officer's Representative may place a call only when named in the authorized caller letter issued under Attachment 2, Section 6.

Only Warranted Contracting Officers and Individuals listed in the authorized caller list may make calls against the BPA. Callers will select based on price and availability, with majority of calls going to the lowest price. However, there will be periodic rotation of sources.

18. Standby compensation: Under CLIN 0001, can the Government confirm whether a contractor is required to maintain continuous equipment and personnel availability during months when no standby BPA call is issued? If so, how will those readiness costs be compensated? The contractor is not required to maintain continuous equipment and personnel availability during months when no active BPA Call is issued. Because readiness is only required when actively tasked, no separate standby compensation or readiness costs will be paid outside of the services ordered and executed under active BPA Calls.

19. Multiple BPA holders: The evaluation language anticipates awards to three contractors. How will subsequent calls be allocated among BPA holders, and will contractors have an opportunity to accept or decline individual calls?

Please see answer to question 18. Contractors may accept or decline calls.

20. CLIN pricing: Will the Government evaluate one unit of each CLIN without weighting for expected usage? Please confirm how repeated clearing passes, snowfall accumulation changes, and the extreme-snowfall increment are compensated.

Correct, they will be weighed without expected usage. Compensation is based on the amount of CLINS billed IAW the SOW.

21. Snow hauling: Must all five tandem-axle trucks and CDL operators be available within two hours of every notification, or only when a hauling call is specifically issued? Can clearing and hauling services be ordered independently? The requirement to mobilize five tandem-axle dump trucks and CDL operators within the two-hour response window is triggered only when the snow hauling CLIN is explicitly issued. Clearing and hauling services are independent operational tasks and will not be ordered at the same time.

22. Subcontractor performance: May a small-business prime contractor fulfill the operational requirements through qualified local subcontractors, provided the prime remains responsible for contract management and applicable subcontracting limitations?

Yes, there are no subcontracting requirements for this contract since it is a total small business set aside.

23. Payment: Attachment 2 refers to Government Purchase Card payment, while the solicitation includes WAWF payment instructions. Which invoicing and payment process will apply to BPA calls?

Both apply. However, GPC as a payment method will be the primary form.

24. The official SAM.gov notice states offers are due November 2, 2026, at 8:00 a.m.

CST, while the SF1449 instructions say 8:00 a.m. CDT. As daylight saving time ends on November 1, please confirm the exact controlling local time and submission method/email addresses.

This will be edited. The correct time is CST.

25. The Statement of Work calls for prescreened operator/driver vetting packages and a joint pre-season damage walk-through by October 1, and its effective date is November 1, both preceding the November 2 quotation deadline. Please confirm the actual initial performance date, whether these October 1 steps apply to the first award, and the process/timeline for post-award access vetting. These actions will be accomplished in a timely manner immediately following contract award to ensure operational readiness before the first winter weather event.

26. Please provide Appendix J’s lot boundaries/demarcations, or confirm what bidders should use for pricing prior to issuance. Bidders must utilize the provided maps to identify lot boundaries and demarcations for pricing purposes prior to the formal issuance of Appendix J.

27. Can a qualifying offeror rely upon named, qualified Nebraska subcontractors for the snow-clearing personnel, CDL drivers, trucks, and equipment, subject to applicable small-business limitations on subcontracting? Please clarify whether any specific offeror/prime history, equipment ownership, registration, license, or prior base access must already be demonstrated with the quote.

28. Please confirm the source-selection factors, whether a no-history offeror is acceptable, and the required technical evidence and past-performance documentation to accompany the 15-page technical plan and mission-essential services plan.

Past performance is not a factor. The selection factor is lowest price, technically acceptable. Please review “Instructions, conditions and notice to offerors” for instructions on what is required for review.

29. Please confirm that all current attachments and amendments are posted, particularly the price list format and applicable wage determination.

Confirmed, however, and amendment will be posted soon.

30. May contractors be authorized to pre-stage personnel and snow-clearing equipment at Government-approved locations in advance of a forecasted winter weather event, prior to issuance of the formal operational call-out, so crews can begin clearing immediately upon Government notification?” –

Yes. While there is limited space for pre-staging equipment, approved space will be made available somewhere on the installation on an event-by-event basis, contingent upon prior coordination with the Contracting Officer (CO) or the Contracting Officer’s Representative (COR).

31. “Will the Government allow side-dump trucks or side-dump trailers to be used in place of the specified tandem-axle dump trucks, provided the equipment meets the required capacity and is suitable for the Government’s snow-loading and unloading operations?” –

Tandem-axle side-dump trucks: Allowed, provided their maneuverability is consistent with a standard tandem-axle dump truck. Side-dump trailers: Not allowed due to size and configuration constraints within the parking areas.

32. Historical workload: Can you provide available historical clearing-event counts, storm durations, and hauling shifts for these locations? No data is available.

33. Call scope: Will each clearing call cover the entire 1,014,497-square-foot footprint?

If partial-area calls are anticipated, how will pricing be applied, and how will calls be distributed among BPA holders? Each clearing call issued under this agreement will encompass the entire 1,014,497-square-foot footprint. Partial-area calls will not be issued; therefore, bidders should structure their pricing based on full-site mobilization and execution for every task order.

34. Prolonged storms: Does one snowfall-tier payment cover all required passes regardless of storm duration? Is additional compensation available for extended operations that do not reach the next depth tier? Please review 7.0 Multi-Day Event Rules and Intermidieate Clearing

35. Access and readiness: What initial processing time should we allow for approximately 30 primary and relief personnel, and will approved equipment staging and overnight commercial-gate access be available? Must full readiness be maintained during months without an authorized standby call? Initial DBIDS processing takes approximately two (2) hours for each individual. Equipment staging and overnight commercial gate access are available. Full readiness is not required without an authorized standby call.

36. Snow storage and hauling: Can you identify approved snow-stacking areas and approximate hauling distances? How are government loading delays, partial hauling shifts, and relocation of snow when stacking areas are full compensated? Snow dump locations vary depending on environmental and operational conditions. Snow hauling services are bid per twelve (12) hour shift; please refer to CLIN 0007, which establishes a fixed unit rate per twelve (12) hour shift.