ARS Questions and Answers_20 May 24.pdf

Question number:

Question topic:

Question: Government response:

1 Section L-2 pricing instructions

RFP Section L-2 pricing instructions requires “the contractor shall identify and submit all costs using the government provided work breakdown structure (WBS); and the contractor shall explain its deviations from the government provided WBS.” Does the government intend to provide the WBS material as part of the final

RFP?

Are you comfortable with our methods involving FTE?

The government will provide pricing templates in updated draft RFP documents.

Labor will be broken out, exempt broken out. Include all rates, cba etc. It will be listed as FTE. Very similar to the current methods, several small changes.

2 Section L-1 proposal instructions, section 1.7, notice regarding

OCI

References contract clause h-09, organization conflicts of interest.

Does the government intend to provide this material as part of the draft RFP?

Section L outlines the specific guidance for conflict of interest (section L 7.5)

3 Solicitation document -clauses

Does the government intend to provide all applicable FAR and DFAR clauses as part of the final RFP? Please forward

Yes will be included in updated draft documents

4 Section L, para 2.3

Will the government allow 10 pt font or smaller for tables and graphics?

No font smaller than 10 pt including graphics

5 Section L, para 2.3

Will the government allow that headers and footers may be smaller than 12 pt times new roman?

No font smaller than 10 pt including graphics

6 Section L, para 4.2

Appendix b tab 2 lists 4 areas of systems O&M. Do we submit one work artifact and by referencing elements within that work artifact we can demonstrate relevance in each of the 4 areas?

If a work artifact is submitted in response to one requirement, for example to demonstrate radar maintenance performance required by attachment b, tab 1, can that same exhibit be referenced in our response to requirements in other tabs?

This is about clarifying that 1 artifact can be used multiple times

Yes, one work artifact can be used multiple times. Instructions for how to reference work artifacts is included in draft RFP documents and Appendixes.

7 Section L, para 4.1, 4.2, 4.3

If the offeror wishes to reference a CPAR associated with a work artifact to validate an experience requirement, can the CPAR provided in volume 2.2 be referenced by the section l, appendix c cross-reference matrix and evaluated by the reviewer, or must the same CPAR be incorporated into the work artifact document as described in section l, para 4.2?

Submit CPARS for artifacts used to support the self-scoring matrix according to the instructions in Section L and on tab 10 of the self-scoring matrix.

8 Section L, para 2.2.3 Appendix c, column A

Appendix c spreadsheet, column a title is “instruction to offeror section”. The correct column a entry for all rows would appear to be “4.2” as that is where the section l instructions on completion of this cross-reference spreadsheet are found. This would not appear to aid the reviewer in determining what experience requirement the artifact referenced in a particular row is responding to.

Suggest column a instead require an entry identifying what the work artifact and reference listed in a row are intended to address in the self-assessment spreadsheet (appendix b).

An example would be an entry in a row’s cell a of the cross-reference spreadsheet of “tab 3, fire support” to cross-reference to the category of “fire support” listed as a required experience for airfield O&M (tab 3 of the self-assessment).

Enabling a more detailed approach to tie a specific requirement to the experience cited in the referenced artifact will assist in evaluating contractor responses.

A work artifact reference column included to the matrix. Also looking to update cross-reference document with corresponding instructions in Section L for clarify.

9 Draft PWS para 1.8.2.1.2

Develop pm program in NexGen it.

Have the assets already been input into NexGen it? If not, is there a listing available for contractor input and is there government provided training to support that and does the government have an required completion date for the updates?

Still under discussion within the government. No NexGen requirement in the PWS at this time. Will resolve for final

RFP.

10 Draft PWS para 1.8.1.3

FCA done by May 2016. Should this read 2026?

Corrected

11 Draft PWS para 1.11.21.6.4

"The preferred it security training shall…" does this imply that that there may be other acceptable training requirements?

Verbiage under review. All three security trainings are required. Will be providing updated information in draft RFP.

12 Draft PWS para 1.8.7.4

Are the radar towers, radomes, and siding part of the major painting program or will those facilities be maintained by the TSRT from hill

AFB?

Radar towers and radomes will be accomplished by TSRT at Hill AFB.

13 Draft PWS para

1.11.21.1.6 -- 1.11.21.1.8

This paragraph indicates a requirement to follow LAK SSP. Will the government provide a copy of the SSP with the solicitation to provide a level of understanding the impact of these clauses?

We will provide LAK system security plan.

Exact instructions for dissemination of secure documents to follow. Contemplating secure bidders library requiring NDA signing for access.

14 Draft PWS para 1.13.2.1.1

This paragraph states “mattresses and linens no longer fit for intended use due to holes or wear, must be disposed of and replaced by the contractor.”

How will these costs be reimbursed.

Is this at contractor’s expense or will replacement be through the cap

CLINS?

Yes, CAP CLIN. Language added for clarification.

15 Appendix B self-scoring matrix tab 6

The ratios by category of retained personnel may be dramatically affected by the number of the set required by the cited program. Also, bidders could use a variety of definitions to arrive at their scores.

Will the government specify the calculation that should be used by all bidders in more detail?

Further information to come. Updating self-scoring matrix and Section L instructions to ensure definitions and guidance clear.

16 Appendix B self-scoring matrix tab 6

How would a bidder prove the retention rates through work artifacts?

I.e. Sows, PWSs, etc.

Further information to come. Updating self-scoring matrix and Section L instructions to ensure definitions and guidance clear.

17 Appendix B self-scoring matrix tab 3

Row 9 category title may be incorrect:

recommend change from “runway service condition management” to “runway surface condition management”

Corrected.

18 N/A Government should consider transition of a complex program as an element of the scoring matrix.

The Government will be reviewing potential areas of risk and consider incorporating. Any updates that may come from contractor recommendations will be posted in updated Draft RFP documents.

19 Section L, para 2.2.3 Appendix C

Note: this question is linked to question 12, above.

Does the government wish that all the experience documented in submitted

Appendix C likely be removed if the Government can consolidate into other Appendices, FTE also to be removed.

Moving toward number of bodies per site.

exhibits be addressed in the form of one row listing the exhibit references for an entire tab of the self-assessment spreadsheet, or is it preferable to list each sub-category or criterion within a tab as a separate row in the cross-reference spreadsheet?

20 Draft PWS

1.11.2.8 and subparagraph s

Cybersecurity is inherently governmental in nature. Can the government specify what cybersecurity requirements the contractor is responsible for to prevent a conflict of interest in executing a cybersecurity program that doesn’t infringe on the government’s inherent responsibilities?

This section lists out the requirements. If there is a concern that the items are also being performed by another entity or that they are inherently governmental, let us know.

21 Matrix Should CPARS be rated higher? The Government will be reviewing potential areas of risk and consider incorporating. Any updates that may come from contractor recommendations will be posted in updated Draft RFP documents.

22 Unions Should there be a tab considering union experience?

The Government will be reviewing potential areas of risk and consider incorporating. Any updates that may come from contractor recommendations will be posted in updated Draft RFP documents.

23 PWS CDRL’s, acceptance? Government acceptance of invoices denotes acceptance of CDRL submission, further discussion to come. Potentially add PWS language to denote CDRL acceptance process.

24 FOD Will the government consider an AFI as part of a submitted artifact?

Without a standing artifact, the PWS reference + AFI + payment proves completion of the PWS for that section.

25 Artifacts Are plans from the PWS acceptable as artifacts?

Plans are called out in the PWS making them acceptable artifacts. Reference PWS paragraph. Will be adding language in Section L and/or self-scoring matrix to specify what documents are acceptable as artifacts.

26 Retention Will the government penalize for retirements, lateral moves, promotions?

The Government will be reviewing potential areas of risk and consider incorporating. Any updates that may come from contractor recommendations will be posted in updated Draft RFP documents.

27 RFP Will there be a second draft RFP? Yes, expected May 31, final RFP planned for release in August.

28 Contracts Is this a combination of several contracts?

No, one contract only. Nature of work requires only one contract, never been separate.

29 Funding Is this fully funded and ASP approved? ASP approved and funding according to options years, see CLIN structure for breakout

30 Section L, 4.2 p8

Work artifacts will be provided in org format?

Yes, Section L provides specific information for how to submit each work artifact.

31 Section L, NTE CLIN.

1.2, approach

How do NTE CLINS balance risk between contractors and gov? Do we submit a price?

The Government recognizes there will be mission flux, FFP is firm. The NTE CLINS are to account for unknown mission flux.

They eliminate contractor risk for items such as shipping etc. No need to guess and cover it under the FFP. These CLINS also cover overtime, labor for 3rd party support.

CAP and travel are actuals, per section 8 COPA, those are the approved amount. 3rd party support will have more pricing info.

For the purposes of submitting a proposal, the Gov will provide a plug number for NTEs. CBA rates will apply and information on rates will be requested by the Government. NTE CLINS will not be considered in pricing evaluation as it will be a plug number.

32 Section L, 2.0 Was there a model contract provided? A model contract will be provided with the updated draft RFP and final RFP.

33 Section L 4.3 p10

How will we work around artifacts when we are still waiting for CPARS?

Offers will provide the most recent CPARS, if we don’t have CPARS. For the purposes of the evaluation and it being HTRO, the govt will not be requesting PPQs, too subjective. Submit what CPARS you do have, government will validate during evaluation.

34 Section M, 2.1

Are we asking for a copy of the JV doc/team agreement?

Still under discussion. Govt will take action item and incorporate into updated draft RFP.

35 Section H Labor absorbed into FFP, workload estimate provided?

Material and labor as part of the FFP if associated with PWS work for sites and NTE cost CLINS for mission flux work.

Reference PWS for what work is to be included in FFP CLINS.

36 Section H 4.6 If offeror rates change due to FPRP allowed or initial rates locked in all the period of performance?

The intent is to maintain original rates.

Still under discussion, may include statement that huge change makes an REA at CO discretion.

37 Appendix A Are there hardcopies? No, all documents will be electronic.

38 Appendix B Self-score Matrix

Tab 10, CPARS Typo Submit CPARS for tab 1-4. Change section to tab.

39 Appendix B Self-score Matrix

How much time target for small business participation?

Target for small business is still being developed. Will be provided in updated draft documents.

40 Draft PWS

GFP

Will there be GFP updates? Some items are pretty old, several years.

GFP documents are a living document and will be managed throughout the life of contract. The two missing tabs will be added for final RFP. The Government expects no huge changes before the final

RFP.

41 Appendix 11 How is Appendix 11 related to the GFP lists?

Appendix 11 will stay, Appendix 12 will be deleted, GFP will be provided. Appendix 11 is other.

42 MC3. 11.16 Will we be adding MC3 GFP listing in the PWS?

Submit specific question in writing and we will provide further information

43 Section 4

PWS

How do we convey qualifications for key personnel?

Section L and Self-scoring matrix, Tab 8 will break out, govt plan is to accept resumes.

44 PWS How does military training in the PWS work?

Submit specific question in writing and we will provide further information

45 Pricing Provide food service at each site, we would like workload data.

Table 1-7 provides estimate, 2700 man days (3 hots + cot)

46 Food service Are there kitchens at each site? All do except Kotzebue, cold bay, murphy.

Table 1-6. All other sites have full kitchens

47 Generators Commercial power, self-powered sites.

Are the generators n+1 or n+2? Can the generators be overhauled one at a time?

The generators are in parallel enabling overhauls on individual units.

48 Appendix 6-

Workload data for BOS O&M? Submit specific question in writing and we will provide further information

49 General Dates published for timeline. When is final RFP?

Draft RFP update will to be posted. Final RFP is estimated august timeframe.

50 Pricing/PWS for labor

Impact of unions on sites and how they will be used in performance/evaluation?

Labor categories at the sites are listed in the CBA. Positions outside the CBA are up to the contractor and their process.

Workforce is unionized; Last rates will be used; Wage determinations will be in RFP.

51 Competition During the Site Visit at Barrow Alaska the Government emphasized the importance of maintaining strong community relationships at the Radar Sites where local indigenous communities are present. Since the incumbent contractor has operated and maintained the ARS contract for approximately three decades and was successful on several contract recompetes it is reasonable to assume

The RFP is listed as full and open competition. The award will be made to the contractor that meets the criteria for award. Refer to PWS and other work artifacts.

they have developed very strong community and Government relationships. Is the Government looking for and willing to change contractors on the upcoming contract?

If so, can the Government discuss changes or improvements in management, performance, schedule, or quality they expect on the next contract?

52 Site Visit Given the geographical and operational diversity of the 15 different Radar Sites, will the Government consider a second Industry Day/Site Visit to a “Top and Bottom” camp to enable Industry to better understand the complexities of supporting remote locations?

No further site visits prior to award.

53 Contractor Employees

Industry Day Briefing, slide #27, Section 4 - Contractor Personnel and General Information Does the term “Contractor Employees” indicate there are additional employee Labor Categories not listed on the slide?

Labor categories at the sites are listed in the CBA. Positions outside the CBA are up to the contractor and their process.

54 Industry Day Briefing, slide #31, Third bullet, Appendix 3 - Support Agreements

Support may include but is not limited to billeting, meals, airport, transportation, top camp transportation (as applicable), minor facility or equipment support as it pertains to the mission, minor snow removal (PWS 1.8.4., 1.9.4.2., 1.12.3.1., 1.13.4.3., and 1.13.5.).

Are these support activities included under the FFP portion of the contract or are they treated as reimbursable?

Are these activities part of FFP?

PWS 1.8.4. discusses how third-party support is provided and is accounted for, referring to Appendix 3 of the PWS and Section H.6. of the contract.

55 Industry Day slide #34, Appendix 6 – Workload Estimates

Billeting and Food Service Table: Is the data provided for the number of occupancies or the numbers of meals to be provided by quarter?

Are the numbers a total across all 15 ARS Sites or are they for each site?

Appendix 6 of the PWS breaks out breaks out the workload estimates of number of visitors to expect at the site. Each “Man-day” is 3 meals and a room. A6.2.1 also discusses the number of additional “bag lunches” needed for air crew. PWS 1.13.2.1.2, Table 1-6 also lists out the total number of beds available per site. First quarter/across contract

56 Meals 20-day meal cycle? Short Cycle? Are the numbers a total across all 15 ARS Sites or are they for each site?

PWS 1.12.3.13? Explain.

People staying are usually there for less than a week. – refer to meal requirements in PWS. Provide support IAW PMO approved SAN/SAR. No visitors from community are allowed on site. Food shipment expense – it’s contractor responsibility (at contractor’s expense) to get food to the sites. This is a total for all sites. PWS 1.13.2.1.2, Table 1-6 also lists out the total number of beds available per site.

57 Aircraft Arrivals and Departures Table: Please confirm the data provided equates to the numbers of cargo & passenger aircraft sorties (flights) at each location?

PWS Appendix 6, specifically Table A6-2 Annual Maximum Estimated Aircraft Arrivals lists all expected cargo and passenger planes.

58 Industry Day slide #48, AN/FPS-117

Radar System:

Does the following statement, “Visited at least once per quarter (scheduled),” refer to only contractor personnel?

This is for contractor doing O&M on radar

– discuss further, may need PWS update.

Quarterly PMIs required; refer to O&M schedule CDRL.

59 Security Does anyone need to be escorted to the towers?

Yes, QA, other gov’t personnel and contractors.

60 Industry Day slide #48, AN/FPS-117

Radar System

Referring to this bullet on the chart:

Develop, implement, and conduct a technical training program, Radar Maintenance Technician/Specialist, Estimate 2 classes annually for Gov’t personnel. Who teaches these courses?

Is it an outside vendor?

Are they always completed on one of the ARS sites or are they taught offsite at OEM locations?

Refer to PWS 1.5.11. Gov’t provided Refer to PWS 1.5.11. Training is referenced in

PWS 3.2.8

61 Industry Day slide #52

AN/FPS-117 Radar System:

Does the following bullet statement, 1 radar located King Salmon Emergency Divert Airfield, refer to the AN/FPS- 117 Radar on location or an additional radar?

Per the PWS, there is one radar located at King Salmon.

62 Industry Day slide #62, ARS

For the (7) Airfield Sites and Fort Yukon where airlift is primary mode of transportation to LRRS, is Military airlift/military contract airlift the only

Refer to PWS 1.12.5, 3.2.14, section H.10.1

Transportatio n:

airlift available or can the contractor directly use a commercial option?

63 Vehicles Do any of the assigned ARS Government Staff use/drive vehicles owned/operated by the contractor in the course of their duties? Are all vehicles owned/operated by contractor? Is the contractor’s responsible for their own fuel at 5 sites?

Any vehicle support needed by the ARS Government staff will be provided by the contractor. Yes. The contractor is responsible for MOGAS at 5 sites.

64 Section L Section L 4.2 indicates recency and relevancy are defined in Section M paragraphs that don’t exist. Can offerors assume the recency will be the 5 years and relevance will be determined by the nine identified categories mentioned in Section L.

The Government will provide more detail on recency and relevancy in the updated draft RFP.

65 Scoring Matrix

Will Past Technical Experience be evaluated in the aggregate, or will individual citations be evaluated, and an average score computed?

Work artifacts will be submitted to support matrix scoring based on the criteria outlined in the tabs for the self-scoring matrix. These numbers will calculate the total score through a weighted sum.

66 CLINs Will the government provide plug numbers for the Cost Reimbursable CLINs?

Yes, CLIN’s XX20-XX24 will be provided plug numbers.

67 CLINs Will Gravel, Fuel, Food supplies (canned /dry goods), Vehicle's & parts, building material, etc. be included in the plug number? If not, will the gov't provide historical descriptions?

All contractor vehicle/equipment fuel and parts are provided by the contractor, the Government does not track this. Food requirements for expected personnel outside the contractor’s personnel are discussed in Appendix 6 (refer to questions 5a answer above). Refer to the PWS

68 Vehicles During the Site Visit at the Barrow Radar Site, we toured the Vehicle Maintenance Facility and saw two large road graders. Are these two road graders GFE or are they owned or leased by the contractor?

The Government is not providing any vehicles on this contract. The Government is not providing any equipment outside what is on the GFE/GFP listing. The items seen at the site belong to the contractor.

69 Workloads Can the Government provide workload information for the Barrow Vehicle Maintenance facility to include number and types of vehicles processed over a specific time frame such as monthly, semi-annually, or annually, and the types of work such as oil changes, tune ups, tire changes, engine overhauls, etc.?

The Government does not track any work done to contractor provided vehicles or equipment. Refer to PWS to determine level of work required.

70 Management What is the difference between the items in the Serially Managed Tab and the items in the Non-Serially Managed Tab for each sites GFP attachment?

Material handling?

DFARS 252.245-7005 “Serially managed item” means an item designated by DoD to be uniquely tracked, controlled, or managed in maintenance, repair, and/or supply systems by means of its serial number or unique item identifier.

Non-serially managed would be other GFE/GFP that does not meet the above criteria.

Is up to contractor for indirect rates charged.

71 Lockheed Agreements

Does the Government have an agreement with Lockheed Martin (ARS CLS provider) to support the O&M contractor as required?

Yes, the AN/FPS-117 System Program Office has a contract with LMCO for the CLS and Emergency Depot Level Maintenance (EDLM).

72 General Dynamics Agreements

Does the Government have an agreement with General Dynamics (ARS Data Transport/Communications provider) to support the O&M contractor as required?

Yes, the Government has Air Defense Communications Service (ADCS) contract with General Dynamics Information Technology (GDIT).

74 Unions Are any of the sites unionized?

All employees other than management are part of the union. See RFP attachment

CBA.

75 RFP Is the Government going to provide an Area Wage Determination in the Draft

RFP?

All employees other than management are part of the union. See RFP attachment

CBA.

76 Key Personnel

Reference PWS Paragraph 4.1.2 Key Personnel, will the Government require resumes for Key Personnel?

Does the gov’t require resumes for key personnel? Are Key Personnel considered Exempt Employees or SCA? How many employees are considered Exempt? How many employees are considered SCA?

Yes, the scoring matrix Tab 8 has been updated with that information. Yes.

Employee positions other than CBA are considered exempt, these would include management positions. Employee positions other than CBA are considered exempt, these would include management positions. Employee positions other than CBA are considered exempt, these would include management positions.

77 Staffing Will the Government consider providing the staffing for the ARS contract for bid purposes to include Labor Category at each site, number of FTEs at each site, Exempt or SCA status, and Productive Man years? Will everyone bid the same staffing levels?

How a contractor chooses to staff the site is up to their process. The PWS requires that each site have at least 2 individuals.

This is a performance-based contract.

Other than key personnel and minimum of two site personnel, gov’t does not have specific staffing level requirements.

78 Airborne Radars

Does the ARS contract use any Airborne Radars?

No

79 Fixed Direction Radars

Does the ARS contract use any Fixed Direction Radars?

No

80 Facilities What is the significance for providing O&M with Facilities Older Than 1970?

We were trying to define how old most of the building are for consideration of environmental concerns (i.e. asbestos identification)

81 Ice What is the impact of Rime Ice on ARS Systems?

It impacts visibility in getting to the site;

radome will get full of ice, and it affects the signal; Ice will cover the radome;

affects accuracy of the radar system and correlation; heaters are important.

82 Scoring Matrix

What is the Scale Factor in the Self Scoring Matrix?

Scale factors show the relative importance of different evaluation criteria in the self-scoring matrix.

83 Vehicles What is the condition of all the Government provided vehicles and ATVs at each site and their usage?

No Government provided vehicles (white fleet) are provided at the sites.

84 Equipment What is the condition of all Dozers, Snow Cats, Graders, Snow Blowers, Plows, Blades, etc. at each site and usage? Are the off-road forklifts GFE?

No Government provided equipment vehicles (yellow fleet) are provided at the sites. The Government is not providing any equipment outside what is on the GFE/GFP listing.

85 North Warning

For the North Warning System Tower what is the frequency of item(s) failure for stocking /planning purposes?

The leveling of the of the NWS towers is accomplished on a yearly basis or when required. If a tower failed we would lose the Radar’s capability.

86 Agreements Are local tribal agreements in effect if required? If so, what is the review process?

There are no tribal agreements in place with the ARS contractor. All communication between local communities goes through the PRSC Tribal Liaison.

87 Agreements Is there any issue regarding tribal agreements/relations that may carry over from the current contract? Do other entities utilize the Airfields?

Tribal relations can change at any time, tribal relationships are important to government and the contractor; tribal relations are important in Alaska. Prior permission is required. Refer to PWS.

88 Gravel Crushing

Is Gravel Crushing Equipment/Operations Government or Contractor provided?

Per the PWS 1.8.8.2.5.3., both items are contractor provided - “Maintain a stockpile of the required gravel to perform full gravel surface maintenance at a minimum.

Be responsible for all gravel crushing operations.” Road and runway lengths are provided for each site in Appendix 11.

89 Village Requirements

Are there any village/town local hiring requirements?

No