RPATS_Slides_31Aug17.ppt

Remotely Piloted Aircraft Training Support (RPATS)

FA4801-17-R-0004

Pre-Proposal Site Visit 31 August 2017 Presented by Sally D. Roberts Contracting Officer, 49th Contracting Squadron

49 CONS/PKA SSgt Justin Scales

Government Team

Agenda

This is our agenda for the afternoon.

Ground Rules

This is our agenda for the afternoon.

Contracting History

Acquisition Information

Program Description

Small Disadvantaged Veteran Owned Small Businesses (SDVOSB).

Amendment(s)

Statement of Need

Holloman Air Force Base provides Remotely Piloted Aircraft Training and has a requirement for training support services.

Includes: Enough personnel to support up to 12, and possibly up to 15, concurrent simulators, with a maximum of up to 40, and possibly up to 80, events per day. Provide and maintain reports; coordinate events de-confliction with squadrons (6th, 9th and 29th ATKS); update event schedule; coordinate with other contractors as needed for training support and maintenance.

Statement of Need cont.

Pricing Schedule

CLIN x009

Only complete this section

Capability of Performance Provide on-site service & training support staff & key management personnel; 5 dys/wk, 0545-2045 for Simulator Console Operators (SCO). Normal duty hours for all other personnel

Site Lead A FTE (full time equivalent) position and shall not be performed as an additional duty by another employee.

Capability of Performance Cont.

Simulator Console Operator (SCO)

Simulator Tactical Programmer (STP)

Administrative Support - General

Simulator Duty Director (SDD)

Ground Control Station (GCS) Scenario Support (GSS)

Mention only 3 months

Tactical Scenario Support (TSS) Duties

Acquisition Responses

Instructions to Offerors Per FAR 52.212-1, Instructions to Offerors

Evaluation Parts/Factors 52.212-2, Evaluation

Government Furnished Property

GFP is incidental in this requirement as defined in FAR 45.101

Security

How many restricted areas?

Security Cont.

Questions & Responses

Questions Question 1: Solicitation, Page 1, Cell 8, Offer Due Date/Local Time. Request the Government consider moving the due date/time to Wednesday, 13 Sep, 1600. We suspect that most deliveries will be made by FEDEX or other delivery service and will need to be sent on 7 or 8 September to ensure timely delivery to your offices on Holloman AFB, NM. For example, to ship FEDEX, First Overnight, we will have to ship on Friday 8 Sep for delivery by 1400, Monday 11 Sep. This leaves no room for error by the delivery company. In this case, we will more than likely send the package on Thursday, 7 Sep for delivery on Friday, 8 Sep. Slipping the due date by one or two days would allow bidders to use the entire proposal period to finalize and ship proposals. Another option would be to make this proposal a purely electronic submission which would take the shipping issue out of the equation.

Response 1: Amendment 0001 – Changed site visit to 31 Aug 17 @ 1000, all FINAL questions are due by 7 Sep 17 and proposal due date to 14 Sep 17 by 1500 MST.

Question 2: Solicitation Page 62, Instructions to Offerors. Recommend the Government consider an electronic delivery for proposals. Rationale: Electronic deliveries would remove the issues associated with timing and logistics associated with hardcopy deliveries to Holloman, AFB, NM. The hardcopy size of the proposal is very small. Technical would be at most 20 Pages, Past Performance approximately 20 pages, and Pricing is included in the Solicitation documents that require printing for evaluation. Also, since the Government will first evaluate the two lowest priced offers, the cost for Government production, given the size of the documents, would be minimized.

Response 2: The reason Contracting requests "hard" copies is because "we" are paperless, BUT do not have the tools (individual laptops) for each source selection team to review proposals AND our budget does not include the required "paper" it would take to print out proposals.

Question 3: Solicitation Page 63, Table 1, Present/Past Performance. Request the Government clarify the page limitations for Volume II Present/Past Performance. Please verify that each past performance example may contain 2‐pages of free text, 2 pages for the Past Performance Information (PPI) sheet, and unlimited pages for additional letters, metrics, customer surveys, or CPARS which demonstrates customer satisfaction.

Response 3: Solicitation Page 63, Table 1, Present/Past Performance – Yes, the limit on Present/Past performance is 2 pages of free text, 2 pages of Attachment 4 for each contract, and any additional letters, metrics, customer surveys, or CPARS which demonstrates customer satisfaction will be limited to 3 pages as per Amendment 0002 of the solicitation.

Question 4: PWS, Page 3, Paragraph 1.0. Please clarify the optional maximum number of events per day. Reference states “…with a maximum of up to 40, and possibly up to 85, events per day.” However, Paragraph 1.3.2 references a maximum of “80”. Also, Solicitation Optional CLINs x0009 states a maximum of “80”.

Response 4: PWS, Page 3, Paragraph 1.0 had a typographical error and should read, “…with a maximum of up to 40, and possibly up to 85, events per day.” Will be corrected in Amendment 0002.

Question 5: PWS, Page 22, Para 4.10 Training. Will the successful bidder be allowed to use squadron PMATS resources to training their own personnel on a non‐interference basis?

Response 5: Yes, the successful bidder will be allowed to use squadron PMATS resources to train their own personnel on a non‐interference basis.

Question 6: Solicitation, Page 31, FAR Clause 52.204-4 “Printed or Copied Double-Sided on Postconsumer Fiber Content Paper.” Does the Government require hardcopy proposal to be printed duplex? Recommend allowing single-side printing since the hardcopy submissions will be very short.

Response 6: The proposal is not required to be double-sided.

Question 7: Solicitation, Page 32, FAR Clauses 52.222-57, 52.222-58, 52.222-59, and 52.222-60. Each of these Clauses refers to Executive Order 13673. Request the Government please clarify whether these provisions are still applicable in light of the revocation of the underlying Executive Order 13673?

Response 7: Yes, these clauses are still applicable for positions under the WD. A Collective Bargaining Agreement (CBA) will be incorporated with Amendment 0002.

Question 8: Solicitation Page 63, Section (13)(i), “Each page may be counted except cover pages and table of contents/glossary.”; Section (13)(ii) “The Technical Proposal shall include a Compliance Matrix immediately after the Table of Contents.” Request the Government clarify whether the Compliance Matrix is included within the page limitations?

Response 8: The Compliance Matrix will NOT be included in the page limitations as it will be considered part of the table of contents.

Question 9: Solicitation, Page 63, Para (13)(ii). Request the Government allow the use of minimum font pitch size 10, Times New Roman type for tables.

Response 9: Tables (only) will be allowed to be at pitch size 10, Times New Roman.

Question 10: Solicitation, Page 63, Para (13)(ii). Request the Government allow the use of less than font pitch size 11 for Figures as long as figure text is readable.

Response 10: The use of less than font pitch size 11 for Figures, will be acceptable as long as figure text is readable.

Question 11: Solicitation, Page 65, Para c. Subfactor 3 – Staffing and Retention Plan. The reference requires a staffing and retention plan that demonstrates compliance with FAR 52.222-17, Nondisplacement of Qualified Workers. Request the Government identify which job positions are currently filled by service employees within the meaning of FAR 52.222-17.

Response 11: Solicitation, Page 65, Para c. Subfactor 3 – Staffing and Retention Plan states “… offerors must provide a proposed plan to recruit and maintain a stable, experienced staff so that 16TRS will be provided with continuity of support services for the long-term need.”

Question 12: Solicitation, Page 65, Para c. Sub factor 3 – Staffing and Retention Plan. The reference requires a staffing and retention plan that demonstrates compliance with FAR 52.222-17, Non displacement of Qualified Workers. Request the Government identify which job positions are currently filled by service employees within the meaning of FAR 52.222-17.

Response 12: The simulators are located in Building 513, 16 TRS main building, supporting locations (6th, 9th, 29th) are located on the flight-line approximately 0.5 mile from Building 513.

Question 13: Solicitation, Page 68, Para (f)(iv)1, “The plan includes the offeror's approach to communication among the Government, the Contractor supervisors, and the administrative personnel…” Request the Government identify the primary Government positions/titles that the contractor will interface with in performance of contract duties. Rationale: This information is needed to develop the Management Infrastructure approach.

Response 13: The first line of communication is with the Contract Officer Representative (COR), and the PWS outlines who to contact regarding particular situations/issues, (e.g. PWS para 1.3.6 references the 16TRS/DO).

Question 14: PWS, Page 3, Para 1.1.3, “All contractor employees regardless of position or clearance requirements must also pass the additional internal checks performed by Holloman AFB”. Request the Government identify the “additional internal checks performed by Holloman AFB.” Rationale: Additional checks need to be incorporated into proposed staffing and transition plans.

Response 14: The internal checks include security clearance, background checks, criminal history, etc.

Question 15: PWS, Page 3, Para 1.1.3.1, “The TSS and GSS (if exercised) shall have an active SECRET or Interim SECRET within 30 calendar days.” Request the Government verify that the plan is to execute TSS and GSS (CLINS x007 & X008) at contract start. Rationale: The PWS reference states these positions may be optional, and if so, could impact staffing plans.

Response 15: PWS, Page 3, Para 1.1.3.1, stated “if exercised” which was incorrect and will be deleted in Amendment 0002. The Government WILL utilize these positions in accordance with the bid schedule.

Question 16: PWS, Page 5, Para 1.3.1, “…SCOs will support a maximum of 40 events per day.” Does the Government expect staffing/organization be sized to support a continuous 40 events per day over the life of contracted services?

Response 16: PWS, Page 5, Para 1.3.1, “…SCOs will support a maximum of 40 events per day.” The Government does expect staffing be sized to support a maximum of 40 events per day per the PWS. If the Government exercises an increase of events then the Government will expect staffing be sized to support that maximum amount of events.

Question 17: PWS, Page 5, Para 1.3.1, “…maintain the ability to support a maximum of 15 concurrent simulators.” How many simulators are available for use by instructors at Holloman AFB?

Response 17: There are 12 simulators available for use by instructors. 8 - Block 15 and 4 - Block 30

Questions

Block 15 and Block 30 is the version of the PMATS (simulator) being used.

The Block 30 PMATS is the newest version and we are in the slow process of replacing the Block 15 with the Block 30. There is no set timeline at this point of when they will all be replaced but should be over the next couple of years.

Question 18: PWS, Page 5, Para 1.3.1, “…maintain the ability to support a maximum of 15 concurrent simulators.” If there are currently less than 15 simulators, when does the Government plan to add more simulators to reach 15 simulators?

Response 18: The number of simulators does not necessarily drive an increase in events. Contractors should not attempt to draw any conclusions or correlations between number of simulators and number of events.

Question 19: PWS, Page 5, Para 1.3.1, “…maintain the ability to support a maximum of 15 concurrent simulators.” If there are less than 15 simulators, please verify that the Government still requires staffing/organization plans to demonstrate the ability to support 15 concurrent simulators on the 1st day of performance.

Response 19: No. The Government requires staffing/organization plans to demonstrate the ability to support the current number of concurrent simulators on the 1st day of performance. And to be able to support the maximum number of required events.

Question 20: PWS, Page 5, Para 1.3.1, “…maintain the ability to support a maximum of 15 concurrent simulators.” Would the Government provide a percentage of time that support would be needed for 15 concurrent simulators?

Response 20: Reference Response 19.

Question 21: PWS, Page 6, Para 1.3.6, “Upon Contractor request, the 16TRS/DO or his/her delegate, may approve one SCO supporting two simultaneous missions, depending on mission type.” Would the Government provide a historical percentage of time that one (1) SCO supported two simultaneous missions? Rationale: We understand that we must be able to support the basic requirement stated in the PWS; however, the PWS introduces the possibility of one (1) SCO supporting two simultaneous [sims] missions. Understanding the percentage of time that two simultaneous mission could be supported by one (1) SCO may be a factor in staffing/organization.

Response 21: No, we do not have enough data to provide significant statistical data. This is to be used at the discretion of the Government and not for proposal development.

Question 22: As written (Para 1.3.8.4 and para 1.4.6.2 of the PWS) it appears that resumes must be submitted for all SCO and STP positions. Would the Government confirm these are the positions currently requiring resumes?

Response 22: Paras 1.3.8.4 and para 1.4.6.2 of the PWS have been corrected per Amendment 0002, which now states that resumes will only need to be provided when “After the contract has been awarded, additional candidates that do not meet these requirements, but the contractor thinks would still be able to perform the tasks, may be approved on a case by case basis by the COR or CO, and the Contractor shall submit these resumes for review and approval.”

Question 23: This RFP and the ensuing contract will be governed by the DOL Service Contract Act and the respective Area Wage Determination. Under Executive Order 13495, Nondisplacement of Qualified Workers Under Service Contracts (And FAR 52.222-17 Nondisplacement of Qualified Workers, incorporated in this solicitation), Bidders are required to provide all incumbent personnel with the first right of refusal for positions which they are qualified for. FAR 52.222-17 also states “Immediately upon receipt of the certified service employee list but not before contract award, the contracting officer shall provide the certified service employee list to the successor contractor.” With a current SCA workforce in place, we request the Government remove the requirement for resumes from the RFP.

Question 23 cont.: This is based on the fact that it places an undue burden on the bidders and the current incumbent employees to provide information which is not needed for evaluation since the bidders are required to provide the first right of refusal to all incumbent personnel regardless of the resumes currently required in the RFP. Additionally, for any resumes submitted by bidders of non-incumbent personnel, the bidders are providing the non-incumbent candidates with unrealistic optimism they may be considered for positions on the contract, which is misleading and unfair to those individuals. We suggest the Government replace this requirement with the inclusion of a Hiring and Retention Plan, demonstrating the bidder’s ability to hire, recruit and retain personnel.

Response 23: Reference Response 23 regarding resumes. A Staffing and Retention Plan is required per PWS para 1.1.3.

Response 24: This is a performance based contract and it is up to the contractor to determine how many persons (full or part time) are needed to support the requirement, which is outlined in the PWS. Appendix B is based on current estimated workload data. The Government is not representing this as neither the best or worst labor mix. All bidders will have to determine the best proposed labor mix.

Response 25: This is a performance based contract and it is up to the contractor to determine how many persons (full or part time) are needed to support the requirement, which is outlined in the PWS. Appendix B is based on current estimated workload data. Reference Response 24.

Question 26: Para 1.1.3.1 of the PWS states “The TSS and GSS (if exercised) shall have an active SECRET or Interim SECRET within 30 calendar days.“ Can the Government confirm that the TSS and GSS positions may not be exercised?

Response 26: This was addressed in Response 15.

Question 27: Can the Government confirm that Sub-contractors may be added after award?

Response 27: Not sure of the intent of the question; therefore, no response shall be given.

Question 28: Para 1.1.3.1 of the PWS states “95% of the individuals proposed shall be ready to begin work within 30 calendar days.” This is at odds with the guidance found in this solicitation reference FAR 52.222-17, Nondisplacement of Qualified Workers. The offeror awarded the contract must offer the incumbent workforce the right of first refusal of employment. Would the Government consider removing the verbiage in Para 1.1.3.1?

Response 28: No. The law offers the incumbent personnel a right of first refusal. That means that they [incumbent personnel] have a choice. There is no guarantee that the incumbent personnel will decide to stay and the new Contractor will then need to hire and staff at 95%.

Question 29: Para 1.5.14 (Administrative Support), Para 1.6.12 (Admin Support), and Para 1.7.1.10 (SDD), start with “The offeror shall submit candidates that have…”. No resumes are required for these positions, the position (with no name) appears on the organization chart. Can the Government explain how an Offeror would “Submit” these candidates?

Response 29: The PWS Para 1.5.14 (Administrative Support), Para 1.6.12 (Admin Support), and Para 1.7.1.10 (SDD), will be updated (via amendment) to change "submit" with "hire".

Question 30: Page 65 of the solicitation (Para (1), 4, a Subfactor 1 – Management Plan states: Offerors must provide a reliable management plan which includes their infrastructure to manage personnel in the 16TRS main building and among various locations (per PWS para 1.1.1.1. and 1.1.1.2.). The offeror must show that their management plan/infrastructure has been effective and used for the past two years. Only the incumbent, or offerors currently supporting 16TRS can show that their management plan has been effective at six locations on Holloman AFB for the last two years. This gives the incumbent and resident contractors an unfair advantage and restricts competition. Would the Government consider removing or revising this language?

Response 30: Reference Responses 23 and 24. Supplemental: PWS para 1.1.1.1 was updated. There are only five, not six, locations.

Question 31: Page 6, PWS 1.3.6 Reads…”the 16TRS/DO or his/her delegate, may approve one SCO supporting two simultaneous missions, depending on mission type. Is there blanket approval for certain mission types of which missions receive approval?

Response 31: No. Approval is given on a case by case basis. Reference Response 21.

Question 32: Part II Past Performance “Provide any information currently available (letters, metrics, customer surveys, independent surveys, etc.) which demonstrates customer satisfaction with the Offeror’s overall job performance and quality of the Offeror’s completed contract services for the same or similar type contract, RPAT services, referenced in this solicitation.” Given the 2 page limit on the PPIS form, would the Government allow an Appendix to this volume?

Response 32: No. Reference Response 3.

Question 33: Solicitation, FA4801-17-R-0004, Pages 3-27 regarding CLINS 0001-4009. How will the Government ensure that H&W are included in the CLIN price? Due to the new wage determinations that were released in July 2017 and the new paid leave regulation, is the Government going to request a detailed price breakout? If the Government is going to ask for a detailed price breakout, are they going to provide a template for the contractors to use?

Response 33: It is not the Government’s responsibility to ensure H&W is included in CLIN pricing; therefore no additional price breakout will be requested. Reference Response 7 for additional information.

CONTRACTOR DISCUSSION QUESTIONS AT PRE-BID SITE VISIT

Question 1: Was the Contract taken out of the SBA 8(a) program through official Washington DC Channels?

Question 2: Status of DD-254?

Response 2: The DD 254, Department of Defense Contract Security Classification Specification, which allows contractor clearance to the 16TRS and certain data in order to provide support for RPATS, has been initiated, and will become final after award.

Question 3: With manning being the major Price Factor, does the Government have a manpower estimate that will present vendors from underbidding in the Lowest Price Technically Acceptable Market?

Response 3: The evaluation clause will be updated to include language about Price Realism.

Question 4: Can we exclude the Site Lead Resume, Not be included in the technical page count II?

Response 4:The submission of the Site Lead Resume, will not count against proposal page restrictions.

Question 5:Which positions fall under SCA? Is this covered under the CBA?

Response 5:With the release of the new CBA and the current WD, it will be evident which positions fall under SCA.

Question 6: Any Block 50 GCS Simulators projected?

Response 6: No projections, only Block 30s.

Question 8: Use format of current solicitation (PDF) to fill in Blanks?

Response 8: Yes, the SF1449 must be completed in its entirety, including all pricing. An Excel Bid Sheet will also be included in Amendment 0002. NOTE: both the SF1449 and the spreadsheet must now be accomplished (ensure to use "whole" dollars for the math calculations; no rounding.

Question 9: [You stated] Amendment 0002 Appendix B to add estimated data for GCS and TSS positions. [Are the] TSS and GCS on [a] CBA with current Contract?

Response 9: Actually Appendix B includes the estimated data for the GCS and TSS

Question 10: Are all 12 simulators located in this building [513, 16TRS]? Add simulators to be here too?

Response 10: Yes, all simulators are located in the 16 TRS building, and any additional simulators will be within the vicinity; possibly in a trailer by the building.

Question 11: GCS and TSS people who are currently under an existing CBA affect their transfer in October 2018 to the RPATS CBA?

Response 11: Contracting spoke to the DoD USAF Agency Labor Adviser who stated if there are two (2) prevailing CBAs, then the one with the majority positions prevails; this is per UCF Title 4.163(g). Therefore, contractors shall use the WD to price out the two positions (GCS and TSS). Note: Later on, after award of the contract, these positions will most likely be added to CBA provided in this solicitation's notice.

Question 12: What are the six (6) locations at Holloman [per PWS para 1.1.1.1]? Is this including the 6th, 9th, and 29th Buildings?

Response 12: There are actually only five (5) locations and PWS para 1.1.1.1 has been updated, listing the five (5) locations.

Question 13: How diverse are the training blocks, i.e. 2.5 hours vs. 3 hours? Is that predictable? Or are all training blocks scheduled as 3 hours and some end early? When is a daily schedule known? Day/week prior?

Response 13: The training blocks average between 2.5 and 3 hours, which is standard for the most part. However, the schedule is constantly changing and the contractor must still be able to support a maximum of forty (40) events a day. A draft syllabus is normally posted in the morning and the final is rolled out in the afternoon (for the next day). Unforeseen circumstances, such as weather, may affect the number of scheduled events.

Question 14: What part of the Contract changed in Scope from the vast Contract?

Response 14: New positions were added and other position's responsibilities increased or changed.

Question 15: What was the percent of Scope change? Why out of 8(a)?

Response 15: The previous contract was 8(a), this is a "new" contract. Reference Response #1.

Question 16: Given the evaluation is Lowest Price Technically Acceptable (LPTA) and the Department of Defense Source Selection Guide clearly states if the vendor has no past performance, they will be rated Neutral which is Acceptable; why the Past Performance volume?

Response 16: : Under LPTA, past performance is used as to eliminate contractor's with less than satisfactory performance.

Question 17: Will the Government look at price realism and price reasonable?

Response 17: Yes, the language will be incorporated in Amendment 0002.

CONTRACTOR QUESTIONS POST SITE VISIT

Question 1: Reference Page 65 of 79 of the RFP, item c. Subfactor 3, last sentence and 68 of 79 of the RFP, item 3. Subfactor 3, last sentence. "…maintaining a 95% fill rate." Please define "fill rate"? what metrics will be used to evaluate "fill rate"?

Response 1: Example of what 95% fill rate is IF contractor establishes crew of 10 employees: The 95% would be 9.5 employees.

Question 3: Is this contract covered by Executive Order 13706, Establishing Paid Sick Leave for Federal Contractors? The Notes section of the Wage Determination (Attachment 2) in the solicitation is not clear.

Response 3: Yes, this contract will be covered by EO 13706 for those positions utilizing the Wage Determination.

Question 4: Which positions on the current contract are hourly or exempt employees?

Response 4: Identification of which positions are hourly or salaried will not be revealed; there are no positions that are exempt from the Service Contract Act under the Wage Determination

Question 5: Will the GSS and TSS positions (CLINs 0007 and 0008) be included in the CBA? a). If not, will the information be provided separately?

Response 5: When you review the CBA, you will notice the GSS and TSS positions are not in the CBA. Not sure what information you are requesting be provided. The GSS and TSS positions will fall under the Wage Determination.

Question 6: Has there been a historical need for overtime hours?

Response 6: No, there has been no overtime as this is a firm fixed price contract in which the contractor needs to ensure no overtime occurs.

Question 7: Reference PWS 4.4.2, what optional CLINs are being referenced in this paragraph as we did not see any CLINS to increase the sim window to 18 hours?

Response 7: This paragraph will be removed.

Question 8: Reference PWS 4.4.3, what optional CLINs are being referenced in this paragraph as we did not see any CLINS to increase the sim window to 20 hours?

Response 8: This paragraph will be removed

Question 9: Reference PWS 1.5, can the government confirm that one FTE is required for the flight training program at each location (6th, 9th and 29th ATKS squadrons)?

Response 9: The requirements are stated in the PWS and estimates provided in appendix B. It is up to each bidder to propose their solution on the labor mix according to the requirements in the PWS.

Question 10: Reference PWS 1.6, can the government confirm that one FTE is required for the stand/eval program at each location (6th, 9th and 29th ATKS squadrons and OGV)?

Response 10: The requirements are stated in the PWS and estimates provided in appendix B. It is up to each bidder to propose their solution on the labor mix according to the requirements in the PWS.

Question 11: Reference PWS 1.8.7, can the government confirm the GSS support (1 GSS to 3 events) is required for all 40 events per day?

Response 11: The requirements and estimate of support is stated in the PWS. Estimates are also provided in appendix B. It is up to each bidder to propose their solution on the labor mix according to the requirements in the PWS.