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ICOPARS
FA4890-16-R-0031
Questions & Government Answers (15 Aug 16)
| # |
| REFERENCE |
| COMMENT/QUESTION |
| GOVERNMENT RESPONSE |
RFP Questions
| What “list” are we supposed to base our discount off of if the manufacturer does not have a published price list? |
| If no price list available, then parts would be procured under the non-price listed (NPL) parts CLIN. |
| Will you be providing any parts usage insight into the “aftermarket” category on the price sheet? It would be helpful to know what types of parts the USAF purchases in that category. |
| The ICOPARS Price Discount Schedule lists 31 different categories of aftermarket parts purchased under CLIN 0004. |
| Could we possibly get an asset list and a parts usage list to aid in determining exactly what types of parts are being procured? |
| A current master vehicle list has been attached. It is subject to grow or shrink throughout the life of the contract. The type and quantity of parts ordered to maintain/repair these is unknown. |
| The only delivery address listed is for Shaw AFB in South Carolina. Why does the solicitation state that the vendor is responsible for customs? Does that refer to customs paperwork or customs charges? If we’re shipping to a CONUS location, would we be responsible for customs charges? |
| Shaw AFB is the current location of the program management office. Please see 1.0 Description of Services of the SOW for a listing of potential delivery locations. The government will reimburse the contractor for customs charges under CLIN 0008 – Shipping. |
| VDP for items that are not in stock – Since we cannot predict VDP requirements, would these items be considered back order until they could be shipped? |
| Items not in stock from a supplier would be considered on backorder. |
| How many locations will the bidder be required to ship to? The only listed delivery address is Shaw AFB. |
| There are currently approximately 25 locations throughout the Middle East (see 1.0 of the SOW). Specific addresses will be provided when the contract is awarded. Locations will change during life of contract. |
| Are there any required packaging specifications for these items? |
| Only that the package contents are not damaged during shipment. |
| Are we required to pack items in export approved packaging? |
| Only if required by the host country. The contractor is responsible for ensuring the items arrive at the sites intact. Acceptance occurs upon delivery. |
| Are we packaging to mitigate environmental concerns (treated lumber, sustainable packaging, etc.)? |
| There are no specific packaging material requirements. |
| 10 |
| RFP page 34, section 7.3.1 |
| “The offeror will present a live presentation, in-person or via web, demonstrating the interface’s capability to support all the requirements listed below.” Page 36 then states “The contractor will present a thorough plan to identify areas in which the presented technical solution does not adequately meet the minimum requirements. Once identified, the plan will explain the process in which the contractor will accomplish all necessary changes prior to the ordering period.” |
Question: Is the offeror able to present a plan to add enhancements to the IMPS specifically for the ICOPARS requirement during the pre-award demo? Is it allowable to demonstrate system enhancements even though the final result may differ slightly from what was presented because elements may change slightly during the development and testing stages?
The minimum requirements of the IPMS are contained in the SOW. Offerors may demonstrate or propose aspects of the capability that exceed the minimum requirements; however, given the LPTA basis for award disclosed in the RFP, no additional credit will be given for any aspects that exceed minimum requirements. It is understood that the final product may differ from the demo; however, acceptability will be determined based on the minimum requirements in the SOW.
| 11 |
| RFP page 36, section 7.3.2 |
| Aspect 1 states “Offeror will provide a preliminary quality control approach to ensure all provided are provided and inspected in accordance with the standards of the SOW.” In addition, RFP page 43 states “provide a preliminary quality control approach to ensure all services are performed and inspected in accordance with the standards of the SOW.” |
Please clarify what should be provided in response to this section. Should page 36, section 7.3.2 read “…quality control approach to ensure all parts are provided and inspected…” or “…quality control approach to ensure all services are performed and inspected…?”
The addendum to 52.212-1, section 7.3.2 should read, “quality control approach to ensure all parts are provided and inspected”.
| 12 |
| RFP page 36, section 8.2 |
| “Offerors shall submit information on contracts considered most relevant in demonstrating their ability to perform the ICOPARS effort. This information is required on offeror, subcontractors, teaming partners, or joint venture partners considered critical to overall successful performance. For each prime, offerors shall provide information for a minimum of one (1) and a maximum of four (4) contract references, each with a separate PPI Sheet, each no more than 5 pages, identifying active or completed contracts, either Government or commercial, for each prime” |
If the Prime contractor has a subcontractor or teaming partner, does the subcontractor or teaming partner also get 1-4 contract references in addition to the Prime’s 1-4 contract references?
No, the maximum total combined references for an offeror is 4.
| 13 |
| RFP page 36, section 8.2 |
| Is there a quantitative definition of critical subcontractor? |
| The criticality of the subcontractor is determined by the prime contractor. |
| Is March 31, 2017 the estimate award date? Or is it the estimated start of the ordering period? |
| Estimated start of the ordering period. |
| If the award is made on March 31, 2017, will the contractor be given 30 days after contract award to provide a demonstration of the functional IPMS to the Government? In other words, the IPMS must be functional no later than April 30, 2017. |
| 31 Mar 17 is the intended start date. Award is estimated to be made by 31 Jan 17. The IPMS must be functional prior to 31 Mar 17. Technical Subfactor A, Aspect 2 will evaluate the development plan. |
| 16 |
| SOW Pg 3 |
| Statement of Work page 3 states the contractor will submit a monthly invoice for all accepted parts. When does acceptance take place? At time of shipment or at delivery receipt? |
| Acceptance occurs after delivery at the using site. The only exception is when an item is delivered and accepted by a military port for shipment. |
| 17 |
| SOW 4.6 |
| Why is Statement of Work section 4.6 and its subsections included in the RFP if the contract does not require the Contractor to be on-base? |
| This section is included to enable base access in the event a government meeting is required during the performance of the contract. |
| 18 |
| SOW 1.10.7 |
| Statement of Work section 1.10.7 requires bulk shipments at least once a week per location. Please provide the number and list of locations. |
| There are currently approximately 25 locations throughout the Middle East. Specific addresses will be provided when contract is awarded. Locations will change during life of contract. |
| Do any of the products under this contract apply to International Traffic in Arms (ITAR) or Export Administration Regulations (EAR) requirements? |
| To date we have not had any requirements subject to ITAR or EAR. |
| How was the Government estimate calculated for CLINs 0001, 0002, 0003, 0004, 0005, 0006, and 0007? Is the calculation based on the current manufacturer list price or what the Government is currently paying for the product? |
| Estimates are based on historical spend data and adjusted for expected/potential fleet growth. |
| Please provide the historical sales mix between the lines under CLIN 0004 Aftermarket Parts |
| Data not available, but any aftermarket parts that are available for the provided vehicle master list would apply. |
| Please provide the historical Part Numbers provided under CLIN 0001 OEM Parts. |
| Provided in the CLIN 0001 historical parts attachment. Time frame is from Sep 15 – Jul 16. |
| Please provide the historical quantity and dollar value of NPL purchases. |
| The quantity and dollar value of NPL purchases would be based on the individual offeror's ability to establish price lists. The incumbent's NPL purchases are not relevant to other offerors approach. |
| Please provide the historical quantity and dollar value of price list purchases. |
| The government estimated amounts are based on historical spend data (not segregated by price-listed/NPL). |
| Please confirm this contract has a five year base period and that there are no option periods. |
| The basic contract has a five year ordering period. The resulting task order(s) will have option periods. |
| Please provide the estimated number and dollar value of local purchases. |
| Approximately $9,000 a month |
| Will there be any language in the contract the addresses currency fluctuations or does the burden of currency volatility for local purchases fall solely with the contractor? |
| Local purchases are billed to the NPL CLIN. As such, the contractor will be reimbursed its costs. |
| If local buys are made in local currency, is there a specific currency rate conversion used in order to quote price in US dollar? |
| The contractor will be reimbursed its costs under the NPL CLIN. |
| If local buys are made in local currency, when does the exchange rate lock in; at time of quote? |
| The contractor will be reimbursed its costs under the NPL CLIN. If currency fluctuations change the price between the day of the quote, and the actual purchase, the government bears that risk; however the contractor must support all NPL purchases with actual cost data (i.e. receipts). |
| Please provide a list of active customers. |
| Specific addresses will be provided after contract award. |
| What is the process and system used to notify the Government that the order has been sent to the shipper in order to measure and ensure priority orders approved by the COR are provided to the shipper within three (3) business days of the contractor receiving the order and routine orders are provided to the shipper within five (5) business days? |
| This is a requirement of the IPMS. |
| For NPL items that require quotes and / or Government approval will the Contractor be required to provide the item to the shipper 3 or 5 days (depending on priority) after receipt of initial request or after receipt of Government approval and / or quote acceptance? In other words, is there a separate requirement for how long the Contractor has to quote NPL purchases? |
| The 3/5 day requirement applies from initial request even for NPL purchases that require quotes and government approval. The contractor can request a time waiver from the COR, which will be granted for reasonable requests (including delay in government approval). |
| 33 |
| RFP Pg 38, Section 9.2.2 |
| A pre award clearance in accordance with FAR Part 22.805. The FAR states that when the contract work is to be performed outside the United States with employees recruited within the United States, the contracting officer shall send the request for a pre award clearance to the OFCCP regional office. Is the pre award clearance required if neither the Prime nor subcontractors are recruiting personnel CONUS to work OCONUS? Also, please clarify is the pre award review is completed by OFCCP or the EEOC. |
| FAR clause 52.222-26 – Equal Opportunity is required for all nonexempt contracts and subcontracts. IAW FAR 22.806, inquiries regarding compliance with E.O. 11246 shall be directed to the OFCCP regional office. The contracting officer interfaces with the OFCCP for pre award clearance. If required, the OFCCP regional office will coordinate with the EEOC for review. |
| 34 |
| SOW pg 4, section 1.2 |
| Requires tracking of COR shipping time waivers. Please define time waiver and what is required to be tracked in the IMPS. |
| A time waiver is a request from the contractor to exceed the 3 or 5 day delivery requirement. Time waivers would be sent to the COR through the IPMS for approval and maintained in the IPMS for surveillance purposes. |
1.2 (2) Capability to identify ordered parts as either critical or non-critical as determined by the DGP. “Critical” is defined as those parts necessary to return the vehicle to a safe and serviceable condition.
1.2 (22) Analysis on delivery times to destination, carrier delivery times, contractor to shipper times, vehicle deadline for parts (VDP) parts delivery times, routine parts delivery times, and other analysis as requested by the government.
1.3.2. The contractor shall be responsible for questioning all suspect priority parts requests. Example: Hubcaps are ordered “priority”, but are not required for safe and serviceable operation of the vehicle, should be ordered “routine”.
1.3.9 Only VDP shall be ordered/shipped “priority”. All other parts shall be ordered/shipped “routine” unless there is a work stoppage. All work stoppage requests will be verified by COR.
5.A.3 VEHICLE DOWN FOR PARTS (VDP). Vehicles rendered inoperative due to lack of parts or accessories.
Please clarify if VDP is “Vehicle Deadline for Parts” or “Vehicle Down for Parts.”
VDP is Vehicle Down for Parts.
| Are critical parts, priority orders, and VDP the same thing? If not, please clarify the difference between critical, priority and VDP in the references above. |
| Yes critical parts, priority orders, and VDP are the same thing. |
| Is “critical” determined by the DGP at time of order or is a specific part always considered either critical or non-critical no matter the order? |
| Critical parts are determined by the DGP at time of order. |
| CLIN 0009 NPL parts states the contractor shall provide items as required by the Government, that are not included in CLINS 0001-0007 IAW SOW 1.13. Costs will be reimbursed exclusive of fee or any other burdens. Are items that fall within the CLINS 0001-0007 categories but not on the Contractor’s price list processed in accordance with CLIN 0009 NPL? For example, if the contractor has a price list for CLIN 0002AA American General and the DGP orders an American General part that is not on the contractor’s current price list, is the purchase considered NPL and processed in accordance with CLIN 0009 and Statement of Work section 1.13? |
| Any part not contained on the price list incorporated into the contract is processed under CLIN 0009. |
A requirement of the IPMS is a working stock program by location, established fill levels, and a simplified re-fill process to include prevention of item duplication and COR approval of any changes to working stock fill levels or adding/removing items. The Contractor is also required to pre-load working stock data for new location/account with government-provided information.
Please define working stock.
Deployed locations’ on hand stock of high moving parts needed to meet vehicle maintenance requirements (i.e. filters, fuses, light bulbs, wiper blades etc,.…).
| Does the IMPS need to track and provide real time data on current stock levels? If yes, how is the Contractor notified that stock (item and quantities) have been depleted at each location? Also, what is the process and who determines fill levels and when stock needs to be replenished? If it is not real time, shall the contractor show required fil levels and who determines the fill levels? |
| Stock levels will be updated in the IPMS by users at each location. These individuals are also responsible for ordering when stock levels diminish. The fill and quantity on hand levels are determined by the COR. |
| Please provide an extension to the proposal due. An extension is needed in order to allow the suppliers to provide the offerors with thorough, complete, and competitive price lists for their proposals. |
| Unfortunately due to mission requirements and milestone planning, an extension can not be granted at this time. |
| 42 |
| SOW pg 6, section 1.6.2 |
| "The contractor shall utilize local vendors when DGP determine parts are available at a contractor pre-approved vendor for critical mission purposes. DGPs at each locationwill provide the necessary information to the contractor to establish accounts with local venders. All local purchase parts will be billed as NPL. |
Does the contractor or the DGP identify the local suppliers? Can the contractor select their own qualified, pre-approved sources of supply or is it required that the DGP provide a list of sources to the contractor to utilize?
The contractor can identify their own suppliers. On rare occasions, the COR will direct the contractor to utilize a specific local supplier due to mission requirements.
| Is there a timeline for the award that we can share with our programmers to help them with their project planning? |
| Award is expected by 31 Jan 17. |
| How long would we have to complete programming post award? |
| The period of performance begins on 31 Mar 17. Offerors Development Plan should address the proposed strategy for completing programming post-award, but prior to the ordering period. |