Fuel Tanks Solicitation Questions Updated.pdf

In accordance with the terms outlined in the solicitation, all vendors were given the opportunity to ask questions regarding the nature of this requirement, so long as the questions were submitted electronically to Ms. Brantley or Mr. Schneider before the suspense data noted.

Tank Storage Management and Inspection (FA558720Q0014) Q&As

1. Question: Can you please confirm whether it is possible to submit a partial bid against

FA558720Q0014?

Answer: No partial bids are permitted.

2. Question: Is there an incumbent contractor currently performing these services, have similar services have been performed in the past, or is this a new requirement? If there is an incumbent, could you please provide the contract or task order number?

Answer: Arcadis is the incumbent contractor. The contract number is FA558718C0016.

3. Question: 3 CLINs 1001/1002 suggest that only 500 fuel deliveries will be required to RAFL/RAFF over the course of a year, which represents a significant reduction to that required in recent years and costed over 2018/2020 (1,000 units). Can this be confirmed and/or updated as relevant? We note that Section 1 of the PWS still refers to an anticipated total of 1,500 deliveries over 12 months. On a related note, the details shown under the solicitations’ ‘Delivery Schedule’ (Page 31 of 98 onwards) appears to suggest duplication of some quantities (e.g. 1000 fuel deliveries to each of 48th and 100th CES) in case this warrants amendment.

Answer: The Performance Work Statement, Solicitation and Price Schedule have been updated to reflect 1000 units for Royal Air Force Lakenheath/Royal Air Force Feltwell and 500 units for Royal Air Force Mildenhall, for a total of 1500 deliveries over 12 months. Further, the entries for the Delivery Schedule are not duplicative. The details under each merely reflect the totals for each CLIN, and are not broken down into sub-CLINs. Please reference the CLINS and the Pricing Schedule for quantities.

4. Question: Whilst the PWS indicates that it will be up to each vendor to determine the suitable frequency of routine tank gauging, the pre-populated ‘Quantity’ for associated CLINs 0010-4010 suggests that every tank will be required to be dipped 365 days/year. Can I suggest that the ‘Qty’ used in the CLIN structure & pricing schedule is reviewed and perhaps made less prescriptive (e.g.

changed to 1 unit per tank per annum or month) to support clarity in bidding and future invoicing?

Answer: The CLIN structure will remain as is. IAW Section 1.2.2 of the PWS, the contractor shall monitor fuel levels for all storage tanks, which may necessitate gauging fuel levels more often that monthly. The offerors shall determine the appropriate frequency required to effectively gauge fuel levels as part of their commercial solution.

5. Question: There appears to be a minor disparity between Section 1 of the PWS and the CLIN pricing schedule regarding the overall tank numbers referenced (259 tanks vs 257)

Answer: The Performance Work Statement has been updated to reflect the correct number of 260 total tanks.

6. Question: The Line Item Descriptions in the CLIN Pricing Schedule for CLIN 0007a/b and 0008a/b is identical, but one of each of these CLINs should relate to pressure line testing associated with ASTs (as opposed both referring to testing of USTs).

Answer: The CLINS have been updated to reflect a CLIN for ASTs and one CLIN for USTs. The change is reflected in the Amended Solicitation and the Pricing Schedule.

7. Question: PWS Section 1.2.4 (TANK WORK ORDER AND REPAIR COORDINATION) States; “The Contractor shall be the focal point of contact during coordination and execution of the tank repair by the base’s facility maintenance Contractor or CES personnel. The Contractor shall provide any access needed to survey or repair the tank, and shall be available to provide explanation of the deficiency as needed”. Is it possible to confirm that ‘providing access’ does not include any expectation to provide 3rd parties with full-time escort?

Answer: It is not intended that the contractor supervise another contractor completing repairs.

The intent is for the contractor to facilitate access to the tank and explain the fault and proposed rectification action required. Execution of tank repairs is CE responsibility, CE contractor’s completing repairs should be providing escort and supervision from CE, if required.

Further, IAW 4.5.6.12. ESCORTS, “The Contractor will be responsible for escorting any required subcontractors in the performance of this PWS and will follow all instructions of the base Security Forces personnel.”

This is suitable if ‘the contractor ‘needs to bring a specialist contractor on site to test AAFES fuel court underground storage tanks, in this instance I would expect ‘the contractor ‘ to facilitate supervision and escort on and off base.

8. Question: Appendix A (Estimated workload data) includes reference to “Fuel Escort MFH (Exceptional Circumstances) IAW section 1.2.2 of PWS”, although this does not appear within the specified CLIN structure or pricing schedule. Can we assume that any supervised fuel deliveries to the MFH (if/when required) would be chargeable under the same CLIN & rates defined for the OFTs. Furthermore, several of the ‘Quantities’ listed in Appendix A do not appear to have been updated in line with the new requirements.

Answer: Yes, any supervised fuel deliveries to the MFH (if/when required) would be chargeable under the same CLIN & rates defined for the OFTs. Those quantities listed in Appendix A have not been added to any other line item description as it not applicable. The contactor managing MFH tanks will have already monitored the fuel level to identify that fuel delivery is required and then schedule the fuel for delivery.

9. Question: The PWS suggests that standard working hours will be from 07:00-1600. Can this be widened any further (e.g. 0600 – 1800) as the contractually stated working hours are referenced in production of our CAC cards, and in recent experience, there has been occasional demand to be on-site earlier than 0700 and beyond 1600.

Answer: Standard work hours are 0700 to 1600, Monday through Friday, with a one-hour lunch break, for a normal work week of 40 hours. The Contractor may be required to work on weekends and/or Federal holidays and may be required to work over-time (OT), which by its nature encompasses working outside of standard work hours.

10. Question: Regarding the table in PWS Section 5.1.5.5, we believe the annual inspection reports are also required to be uploaded to STAR?

Answer: Yes. Annual inspection reports are required to be uploaded into STAR.

11. Question: Under the section labeled “Informational Pricing Note” of the solicitation the government offers to make available the listing of the current, incumbent contractor(s) with associated points of contact if requested. We respectfully request a listing of the incumbent contractors with their associated contact information.

Answer: Please see the response to Question 2, above. Further, in accordance with the TUPE Regulation referenced, “during the solicitation phase and award of the resultant contract the US Government does not have access to specific TUPE information nor becomes involved in the process”.

12. Question: Is it possible to obtain the current Designated Tank Custodian staffing levels that exist at Lakenheath, Feltwell and Mildenhall.

Answer: No, the offerors shall determine appropriate staffing levels as part of their commercial solution.

13. Question: Are additional HAC background checks required for current employees transferring to a new Designated Tank Custodian company?

Answer: All personnel employed by the incoming contractor must undergo a 5 year background check, which is valid for 5 years from when date of completion. This is the basis for obtaining a yearly base pass. Should employees TUPE across to the incumbent contractor, their base pass will be sponsored by the originating team (in this instance CE) and can be transferred to the new contractor upon award. Furthermore, should any new employee start work on the base, they will need to ensure they are able to complete and achieve a base pass, which will include the 5 year background check.

14. Question: In reviewing the award history of the original solicitation it was noted that one large award was issued followed by a smaller award a few months later. Could you please clarify what the large award was for and what the smaller award was for.

Answer: One contract was ultimately awarded for this requirement, for the duration of two years (one base year and one option year). The original solicitation was for one base year and four option years.

15. Question: Attachment 2 of the solicitation is the Excel Spreadsheet Pricing Schedule in which the contractor is expected to post ten line item costs for each one of the Bases. Attachment 2 does not have a section dedicated to Feltwell. We would like to create a duplicate section for Feltwell within the Attachment 2 spreadsheet, if this is not acceptable, how should the Feltwell line item costs be provided to the government.

Answer: Royal Air Force Feltwell is included in the line items for Royal Air Force Lakenheath. For purposes of this solicitation, they are to be treated as one base.

FINAL NOTE: Any vendor interested in competing for award under this solicitation must obtain a SAM (sam.gov) registration prior to award date. Failure to secure registration prior to an award decision may render a vendor’s quote un-responsive and result in removal from consideration for award.

Please contact Mr. Schneider or Ms. Brantley for a SAM registration guide if you do not have an active SAM registration.