FA481426Q0002-Aircraft Wash Services- Questions and Answers.pdf

Simplified Acquisition Proposal Request (SAPR)

Questions & Answers

FA481426Q0002

Aircraft Wash Services, MacDill AFB, Tampa FL.

S N o

Category Question Source Reference

Section/ Page no Government Response

1. Wash Quantities & Workload

The PWS indicates an estimated workload of up to 30 aircraft washes per month and provides projected annual quantities in Appendix B under an IDIQ structure.

Question: Please clarify whether “up to 30 washes per month” represents a planning estimate or a maximum operational limit, and how this aligns with the annual projections and the overall IDIQ ceiling?

PWS

Section 1.2.13;

App. B page no 4

PWS Section 1.2.13 has been revised to reflect an estimated monthly maximum of 24. 24 washes is a very high estimate for a month. Maximum operational limit will be coordinated between the contractor and production on a monthly basis.

COR’s will be notified on expected total of washes so that we can make sure the contracted 260 washes is not exceeded or if more washes needed to be added to meet mission requirements.

2. IDIQ Task Authorization

The PWS describes wash scheduling through weekly production meetings and maintenance planning activities.

Question: Please clarify whether weekly/monthly wash schedules constitute formal task authorization under the IDIQ contract, or if separate task orders will be issued to authorize performance?

Section 1.2.4;

2.13 page no 3–4

Aircraft at MacDill are washed every 30 days. Production looks at scheduled maintenance and schedules washes accordingly throughout the month. This is typically done on a monthly basis as they can see which aircraft are coming due.

The initial task order will fund and authorize 260 washes as scheduled during weekly/monthly production meetings.

Washes exceeding 260 washed will be funded on a separate task order.

3. Tow Vehicle Ownership & Fuel

Section 4.6 states that the Contractor shall provide an aircraft tow vehicle and tow bar and may utilize Government fuel pumps with quarterly reimbursement.

While the PWS indicates that the Government will provide access to the fuel pump and the Contractor will reimburse the Government quarterly, it does not describe the reimbursement process.

Question: Can the Government please clarify how fuel reimbursement is administered, including:

● How fuel usage is tracked (e.g., meter readings, fuel logs, invoices),

● Whether fuel rates are fixed or based on actual Government fuel cost, and

● The required documentation and payment process for quarterly reimbursement?

PWS Section 4.6

Page no 9

Reference revised PWS section 4.6.

4. Government- Furnished Equipment

(GFE)

Appendix C identifies specific Government-owned equipment to be made available for joint use, including maintenance stands, carts, Tuff books, aircraft covers, locks, boom sling/pad, and wash hoses/nozzles, with inspection responsibility assigned to the contractor.

Question: Please confirm whether Appendix C represents the complete list of Government-furnished equipment available for contractor use and identify any equipment that must be provided by the contractor at its own expense?

PWS Appendix C

Page no 24

Appendix C in its entirety represents everything available for contractor use to include desks and computer work areas.

Assuming the company being hired has performed washes before, it is the expectation that the contractor already knows what equipement and consumables will be required to be used for a wash. For example soap, grease, wash pads, brushes, squeegees, etc.

5. Backup Tow Capability

Section 4.6.1 indicates that the contractor may negotiate temporary use of Government tow assets when contractor

PWS Section 4.6.1 Government tow assets may be utilized if the contractor’s tow vehicle is inoperable with a scheduled fix. This will be coordinated through AMXS and MXS production. The PWS equipment becomes inoperable. However, the PWS does not specify the approval process.

Question: Please clarify the specific conditions under which Government tow assets may be authorized and identify the approval authority (e.g., COR, CO, AMXS/MXS) for such requests, particularly during time-sensitive aircraft delays. Additionally, please clarify whether the contractor may use Government tow equipment from the beginning of contract performance without having contractor-owned tow equipment?

specifically states the awarded contractor will provide its own tow vehicle. But if the tow vehicle is not able to be in place at start of contract due to transport to base or purchase, the awarded contractor will be allowed to temporarily use the government tow vehicle utilizing the guidelines listed in the first two sentences of this paragraph.

6. Surge / Multiple Washes

The PWS allows for more than one wash per day with 24-hour notice

Question: Please clarify how often that usually happens so we can plan people, time, and costs properly?

PWS Section 4.2

Page no 9

Before December 2025 it rarely happened. In December 2025 due to the influx of aircraft on movement to various locations it happened 5 days. A monthly wash schedule will give you an outline if hired.

7. Wash Cancellations

The Government reserves the right to partially or totally change or cancel scheduled services at no cost, provided notice is given by 1600 hours the previous day.”

Question: If a scheduled aircraft wash is cancelled after 16:00 previous day contractor personnel and equipment have already mobilized, is any compensation permitted for mobilization or standby costs, or is all cancellation risk borne entirely by the contractor?

PWS Section 1.2.13

Page no 4

Compensation is permitted and billed as Unproductive time and each crew member will be awarded 2 hours.

8. Unproductive Time

Section 4.3 defines unproductive time and establishes reporting requirements when work stoppage is caused by Government-controlled circumstances. However, the PWS does not address how unproductive time is treated financially under the Firm- Fixed-Price structure.

Question: Please clarify whether documented unproductive time affects payment or invoicing, or if it is considered absorbed within the Firm-Fixed-Price contract?

PWS Section 4.3 The contractor is expected to provide a Monthly status report with X number of washes and X number of Unproductive time/overtime hours. This will be paid on a monthly basis.

Unproductive time/Overtime hours to a certain limit are built into the contract.

9. Overtime Labor

Section 4.4 authorizes overtime under specific conditions and states that “overtime wage will only be charged for operating outside of these hours at labor costs.” As written, overtime appears to apply when aircraft wash activities extend beyond the standard nine (9)-hour completion window due to Government-caused delays (e.g., aircraft unavailable or out of service for more than two hours), resulting in contractor personnel working additional hours beyond the normal wash period.

Question: Please clarify whether authorized overtime labor is billed per hour based on actual hours worked beyond the nine-hour period or per wash event, and whether such overtime labor should be billed in accordance with Service Contract Act overtime requirements (e.g., time-and-a-half) or at straight-time labor rates unless otherwise directed by the Government?

PWS Section 4.4 Overtime will be paid on actual hours worked and will not exceed the funded amount listed in the contract. Overtime will be included on a monthly status report and paid monthly as stated in Question 8. Labor should be billed in accordance with Service Contract Act overtime requirements.

10. Training Documentati on

Section 4.18 specifies required training, certification, and record-keeping responsibilities and identifies certain Government-provided training (e.g., Information Security and Anti-terrorism Awareness).

Question: Please clarify whether the Government has a preferred or required format for training documentation (e.g., specific forms or templates), and whether any additional Government-provided training modules beyond those identified in Sections 4.18.5 and 4.18.6 are mandatory?

PWS Section 4.18

Yes, the contractor will be provided the government required formats for training documentation once awarded contract.

Also utilize section 4.19

11. Inspection Discrepancies

Section 1.2.9 requires documentation and immediate notification when a “major discrepancy” is identified during wash or post-wash inspection. However, the term “major discrepancy” is not defined in the

PWS.

Question: Please clarify how a “major discrepancy” is defined for purposes of this contract (e.g., safety-of-flight, maintenance action required), and confirm that contractor responsibility is limited to documentation and notification, with corrective maintenance performed by Government maintenance organizations?

PWS Section 1.2.9 Safety of flight, RED X condition. Corrective actions will be conducted by MXG personnel whether that’s AMXS or MXS.

Any discrepancies found will be reported to production upon discovery.

12. Security / Clearance

(GO81)

The PWS requires a minimum of two personnel with active Secret security clearance for GO81 access.

Question: Can the Government confirm whether it is acceptable for this requirement to be satisfied by one cleared individual from the Prime contractor and one cleared individual from a subcontractor, provided both personnel meet GO81 access and clearance requirements?

PWS Section 4.23.4

Page no 14

As long as 2 individuals working wash at Macdill AFB have GO81 access whether that be a main or subcontractor then our standard is satisfied. More is allotted as well to avoid shortfalls.

13. GO81 access remote

The PWS requires contractor personnel to access and document maintenance actions in GO81; however, the solicitation does not specify whether GO81 access must be performed exclusively on-site.

Question: Please clarify whether remote access to GO81 may be authorized, with Government permission, for at least one designated contractor individual for documentation and administrative purposes. The contractor currently holds an approved DD Form 2345, and any remote access would be used only in accordance with Government security requirements and approval?

PWS Section 4.23.4 Maintenance and inspections should be signed of directly after completion and at work. If remote access were granted it will not be utilized to sign off jobs and will only be utilized for monitoring.

14. Mission- Essential Activation

Section 4.28 designates aircraft wash services as mission essential and requires continuation of services during declared crises, contingencies, and periods of increased force protection. However, the PWS does not specify operational expectations once mission-essential status is activated.

Question: Please clarify the expected minimum staffing levels and typical notice periods, if any, associated with activation of mission-essential aircraft wash services.

Specifically, please confirm whether a minimum crew of three (3) personnel—

PWS Section 4.28 page no

Minimum staffing to tow a jet is 6 people. So, 6 would be the minimum with at least 1 having GO81 access. Notice periods can vary due to mission timelines. There is not a “typical” notice period. The COR’s will be in direct contact with you once they are notified.

1.2.7. The contractor shall tow aircraft IAW T.O. 1C-135-2-2- 2 to wash area.

including personnel responsible for GO81 documentation—is sufficient to meet mission-essential requirements, or whether additional personnel are required?

15. Mission- Essential Pricing

The Mission Essential Contractor Services Justification Letter states that expanded aircraft wash operations (up to 24-hour support) may be required and that any change in performance will be negotiated and priced separately.

Question: Please clarify the contractual mechanism the Government intends to use for pricing such mission-essential expanded operations (e.g., predefined CLINs, equitable adjustments, or separate negotiated contract actions)?

Mission Essential Letter/ Para 1/1

Separate negotiated contract actions

16. The solicitation and PWS reference Tier 1 NACI background investigation requirements for contractor personnel and describe the process and timelines for completing Tier 1 NACI processing (including sponsorship, submission of the MAFB Contractor/Vendor Access Request form, and completion of SF-85 through e- QIP). Based on our understanding that Tier 1 NACI investigations are sponsorship-based and cannot be independently obtained, Question: Can the Government confirm the following?

● Will Tier 1 NACI investigations be initiated only after contract award, through Government sponsorship, for both Prime and subcontractor personnel?

● Will offerors not be required to possess Tier 1 NACI clearances, submit SF-85 documentation, or complete e- QIP processing prior to proposal submission or contract award, and that these requirements apply during post-award onboarding only?

Tier 1 NICI will only be initiated after the contract is awarded through Government sponsorship.

Offerors are expected to conduct background checks on employees to determine base access and flight line eligibility.

Requirements apply during post-award onboarding only.

17. Security / Subcontractor s

Question: Please confirm whether subcontractor personnel requiring on-base access must be processed through the Prime contractor’s badging and Tier 1 NACI submission process, or whether subcontractors may submit access requests independently?

PWS It would be done through Prime contractors badging.

18. Environment al Compliance

Section 4.24 of the PWS states that the Contractor is responsible for disposing of waste in accordance with instructions provided by the 6th Civil Engineering Squadron (CES)/Environmental Branch

(CEAN).

Question: The PWS does not clarify whether waste collection containers or disposal receptacles (e.g., trash bins, hazardous waste containers) will be Government-furnished at the installation, or whether the Contractor is expected to provide all waste collection containers as part of contract performance. Can the

Section 4.24 Waste containers will be provided at MacDill AFB for hazardous material These are located at AMXS CTK and MXS CTK. Trash bins will also be provided. Emptying of trash bins for nonhazardous material is expected to be disposed of by the contractor.

Government please clarify this responsibility?

19.

labor categories

Sections 4.18 and 4.20 of the PWS define required labor categories and associated qualification and training requirements;

however, Question: The solicitation does not fully describe how these roles are expected to be staffed and utilized during performance. To ensure alignment with Government expectations, can the Government please clarify the following:

● Whether qualified personnel may perform multiple labor roles (dual-hatted positions), provided all training and certification requirements are met?

● How staffing expectations may change during Mission Essential or surge operations, including whether additional personnel must be pre-positioned or may be added upon Government direction?

Sections 4.18 and 4.20

The expected staffing for washing an aircraft should be determined by the gaining contractor. Just know to tow an aircraft into the hangar which wash crew is responsible for would require 6 people minimum. One of those 6 will have G081 access.

Please also refer to question 14.

In response to subfactor 1.2, we are seeking that offerors detail how (if needed) they can meet or exceed all requirements of the PWS. This includes up to 1,750 (IDIQ ceiling) washes and potential Mission Essential or surge operations.

20.

Proposal Submission / Applicable Clauses

The solicitation references FAR Part 13 (Simplified Acquisition Procedures) and also includes FAR 52.212-1, Instructions to Offerors – Commercial Products and Commercial Services.

Question: To ensure proposal submission compliance, can the Government confirm which proposal preparation instructions and clause requirements offerors should follow for this procurement, including whether FAR 52.212-1 applies in full or whether FAR Part 13 instructions take precedence?

FAR 52.212-1

FAR Part 13

FAR Part 13 takes precedence. Please follow instructions IAW Attachment 2- ITO and BOA.

21.

Incumbent Question: Is there any incumbent contractor? If yes, can the Government provide high-level information regarding the incumbent contractor’s staffing levels and labor categories to support transition planning or any lessons learned?

General question

Yes, there is currently a hired contractor. Staffing levels will be determined by the gaining contractor and the minimum levels for staffing have been outlined in multiple questions above.

Transition planning and lessons learned will be provided by the COR’s once the contract is awarded.

22.

Security / Photography & Access

Question: Are there any restrictions on photography, use of mobile devices, or documentation during aircraft wash operations, and are there limitations on after-hours access for contractor personnel?

General question

Cell phone use is outlined in DAFI 21-101 Section 1.15. To sum this up Photography and phone use should be limited to mission requirements only. Documentation for maintenance actions are expected to be done ASAP following each inspection or upon completion of the wash. If the contractors have CAC cards and restricted area badges, they will be allowed on base with no issues after hours for mission needs.

23.

Payments The solicitation and applicable clauses reference electronic invoicing requirements; however, the documents do not clearly identify the specific invoicing platform to be used for payment processing.

Question: Please clarify whether contractor invoices must be submitted through WAWF, IPP, or PIEE, and confirm whether contractor registration in the applicable payment system is required prior to proposal submission or prior to contract award?

Attachment

Attachment 5- Provisions and clauses

(Electronic invoicing clauses referenced;

platform not explicitly identified)

Invoices must be submitted into WAWF (Wide Area Workflow)

Contractor does not need to be registered in WAWF prior to proposal submission. However, the contractor must be registered in System for Award Management (SAM) at https://www.sam.gov in order to submit a proposal.

24.

Scheduling The PWS discusses wash scheduling, timelines, and the potential requirement to perform more than one wash per day;

however, it does not specify whether multiple aircraft washes may be performed concurrently.

PWS General question

PWS 4.9. Wash Rack Building/Hangars: There are currently two (2) aircraft wash rack facilities: the outdoor wash rack and Hangar 1. The outdoor wash rack is the primary wash rack and includes an equipment storage area.

https://www.sam.gov/

Question: Please clarify whether the contractor may perform aircraft wash operations on multiple aircraft simultaneously, provided sufficient staffing and equipment are available, or whether wash operations are expected to be conducted sequentially?

Hangar 1 is a multi-use hangar and requires pre-approval by the Government for use. The Contractor should be prepared to transport equipment and supplies between both wash areas assigned for the wash as needed.

25.

Proposal Submission & Evaluation

The SAPR describes the evaluation methodology but does not address post-award communications with unsuccessful offerors.

Question: Please clarify whether the Government intends to provide debriefings to unsuccessful offerors in accordance with applicable FAR provisions?

SAPR –

Simplified Acquisition Proposal Request (Evaluation methodology described;

debriefing process not addressed)

General question

Unsuccessful Offeror letter will be distributed.

26. Whether there is a current or recent incumbent contractor for these aircraft wash services?

The incumbent contractor is: Starlight Corporation 2100 Palomar Airport Rd, STE 21440 Carlsbad, CA 92011

27. The prior contract value, pricing structure, or estimated annual contract value associated with the incumbent effort.

The current contract (FA481420D0004) was awarded with a total evaluated price of $3,169,600.00 (over 5.5 years).

28. Are we allowed to bid if the aircraft wash company/contractor is based in a foreign country?

To be eligible to bid, foreign companies must register in the System for Award Management (SAM), which is the official U.S. government website for contract opportunities.

29. Ref: PWS 4.4 Overtime: If the aircraft is out of service for over 2 hours, the government may agree to utilize overtime funds to pay for additional costs to perform wash that exceed 9 hours. If the aircraft is on the primary wash rack outside will the delay of lightning within 5 miles be covered under this for reimbursement?

Refer to PWS 4.3. Unproductive Time: Unproductive Time is defined as the amount of time that the contractor is at a work stoppage due to circumstances caused by and/or within the Government’s immediate control.

Lightning within 5 is not within the governments control. Unproductive time will not be paid for this.

30. Ref: Pricing Worksheet CLIN 0002 Overtime Support: Will the government clarify how the unit of measure LOT will be used for pricing/billing of hours?

CLIN 0002 will permit incremental invoicing for overtime and unproductive time incurred.

31. Ref: PWS 4.20 Contractor Team Complement: Will the government clarify if the Job Positions in PWS 4.20.1- 4.20.4 are mandated to be used in the wash performance?

Offerors are responsible for proposing their own staffing solutions. The job positions listed in section 4.20 represent the knowledge and skills desired to successfully perform this effort. Proposed staffing not meeting these requirements may be found to be unacceptable.

32. Ref: PWS 4.6 Vehicles: Will the Government provide and pay for fuel for contractor-owned vehicles?

See Question #3

33. Will the Government allow the contractor to establish an account at the Defense Fuels Agency service station for purchase of gas and diesel fuels?

The government purchases gas for the contractors’ vehicles and tow vehicle. They scan a QR code and the account is charged at POL.

34. Ref PWS para. 1.1.2 and Appendix B. Para. 1.1.2 states that aircraft included in the solicitation are KC-135/46. Appendix B only provides numeric data of 260 Base Year and 230 Option years. There was no breakdown provided by type of aircraft. Will the Government clarify the quantity tasks and type of aircraft for each period?

The KC-46 was included in the PWS to ensure alignment with the scope of the contract. There is no current need for KC-46 washes and if necessary, the need may be separately negotiated in the future.

35. Ref. Attachment 4, Aircraft Services Pricing Worksheet, the worksheet only provides for the pricing for one type of aircraft. Will the Government clarify where and how to submit price, for two different types of aircraft?

The KC-46 was included in the PWS to ensure alignment with the scope of the contract. There is no current need for KC-46 washes and if necessary, the need may be separately negotiated in the future.

Scope / What exactly is included:

36. Is the scope exterior wash only, or does it include additional tasks (e.g., interior areas, wheels/wells, specific corrosion control actions, inspections/documentation requirements)?

Everything included in the Wash work cards located in Technical Orders 1C-135-6WC-2 & 1C-135-6WC-3.

37. For “corrosion control services,” can you clarify what activities are expected (routine vs corrective, touch-up, inspection, documentation)?

This is also outlined in the T.O in Technical Orders 1C-135-6WC-2 & 1C-135-6WC-3.

Facilities, utilities, and who provides what:

38. Will there be a designated wash rack/area at MacDill? If yes, what does the Government provide (water, power, drainage, oil/water separation, lighting, access to hydrants, etc.)?

Appendix C includes outdoor wash equipment. Consumables, and things like pads, brushes, grease, soap, etc is expected to be provided by awarded contractor.

39. Are there any restrictions on equipment (pressure levels, lifts/stands, detergents/chemicals, etc.)?

No, there should be plenty of the required equipment. Unless unforeseen circumstances happen which COR’s will navigate accordingly.

Wastewater / environmental compliance (key pricing driver):

40. Is wash-water containment/capture and wastewater disposal the contractor’s responsibility, or is there an existing base/airport system the contractor will use?

There is a base system the contractor will use.

41. If contractor responsibility: are there specific requirements for containment, discharge limitations, testing, and disposal documentation (manifests/chain of custody)?

Yes, this is outlined in the PWS and more guidance will be provided once the contract is awarded.

42. If it is Government-provided: are there rules/limitations on what can enter the system (approved chemicals, discharge restrictions, pretreatment)?

Yes, there are rules and limitations. But everything utilized to wash and aircraft and is in the standing water on the ground is typically authorized to go down the base wash rack drains.

Quantities / schedule assumptions:

43. Will the solicitation provide estimated wash frequency/quantities (e.g., washes per month/year), or should offerors propose a staffing/throughout model without historical quantities?

Reference Appendix B and PWS Sec. 1.2.13.

44. What are the expected work windows (day/night, weekdays/weekends) and any known constraints (flightline operations, weather/lightning stand-down rules)?

We are in Florida so during the spring and summer lightning within 5 happens. But the primary utilized washrack is located inside a hangar so that it is avoided. Typically washes are performed on days and coordinated with production. Washes do often happen on weekends. Constraints are so common, and the contractors and COR navigate those accordingly.

Base access / security:

45. Any known badging/background check requirements, escort needs, or restricted-area access assumptions offerors should plan for?

See PWS section 4.23 Access and Security.

Pricing format (what you want to see in the proposal):

46. Do you anticipate pricing being evaluated as unit price per wash/event, monthly pricing, or another structure (CLIN-based)?

Per Wash.

47. Will you require separate pricing for things like standby/on-call, surge support, mobilization, or environmental/wastewater handling—or should those be built into the unit price?

This should be built into your per wash price.

48. Are there any specific certifications, licenses, or registrations required for my company to perform this work (beyond standard business registration and insurance)?

Prior knowledge to washing this type of aircraft and standard OJT things that should be done during the companies hiring and training process.

49. Regarding equipment for working at height (such as aircraft stands, lifts, or platforms):

a. Would this equipment be provided by the government or the prime contractor, or would it be the responsibility of my company?

This equipment will be provided by the government.

50. Are there any mandatory training requirements for me and my team, such as:

a. Fall protection

b. Aerial lift certification

c. Working at heights or flight line safety?

The contractor is required to train its own personnel on all things involved in the wash process. Fall protection is required if washing the aircraft while standing on top of the wings. This should be completed prior to being awarded the contract, I believe it is an OSHA course. Tow Super, Tow brake, Tow Driver, and Tow Team are also required. Prior KC-135 Crew chief knowledge is 100% required. In depth Maintenance tasks like finding lube points, dropping cove lip doors, raising spoilers, etc.

51. Will any required training be provided on-site, or must all certifications be completed prior to starting work?

All certifications will be completed prior to starting work. Inquiries on small processes will be handled on a case-by-case basis. The expectation is that once the contractor is awarded the contract and they are ready to hit the ground running with work. COR’s assistance will be provided as needed for most issues, most of which involve communication between the contractor and various other base organizations.