FA558721Q0003 Potential Explosive Sites QA 17 December.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 Ms. Elizondo-Williams before the suspense date noted.

Potential Explosive Sites (FA558721Q0003) Q&As

Q1:

In the Introduction (1.1 of the PWS) minor repair is listed as a requirement to be provided by the contractor, 1.2.1 Technical Inspections then states that “It is not the responsibility of the contractor to perform repairs of any of the facilities under this requirement.”.

Is there any requirement for minor repairs to be carried out under any aspect of this work package (Schedule 2 Inspections / Ad-Hoc inspections) and if so how would you like these to be priced given the quantities are as yet unknown? We could provide day rates etc. for ad-hoc repairs if this would be sufficient?

A1: Repairs will not be required by the Contractor.

Q2:

Reports are a 10 day turn around– Please advise how the deliverables are to be presented to CO, COR, Weapons Safety? We note its digital however we have been unable to issue attachment previously via email.

A2:

All reports are to be delivered on the issued ESTC Excel Spreadsheet report, found at https://www.gov.uk/government/publications/explosives-storage-and-transport-committee-estc-standard-no-6. It is preferred that all reports be presented as an electronically generated document, with a verifiable electronic signature, however scanned PDF documents with original signatures are also acceptable. The report must be presented in full, not just the main menu and a summary sheets. All documentation is stored and handled electronically once received. ETSC 6 Part 2 – B&CE Inspections, Para 8.10.1 “The completed inspection report is to be issued by the ESR (preferably electronically) in its entirety…..”

Q3:

Please confirm Deliverable for Technical Inspections to be standard word Part A and Excel Part B along with ESTC6 schedule and a word report for the professional appraisal and ESTC 6 schedule.

A3:

As above, all reports are to be in the format stated.

https://www.gov.uk/government/publications/explosives-storage-and-transport-committee-estc-standard-no-6 https://www.gov.uk/government/publications/explosives-storage-and-transport-committee-estc-standard-no-6

Q4:

Please advise if there is any movement on the issuing of reports within 10 days? If the team are on site for multiple days, write up and quality checking for issue will be difficult within 10 days.

A4:

ESTC Standard 6, Part 2 – B&CE Inspections, Annex G – Timeframe for inspection process. These times are regulated by the parent document set.

Q5:

It also says “The Contractor, CO or COR will identify any routine maintenance tasks within 5 days of receiving the inspection report before passing to weapons safety dept.” - Please confirm this is just an email notification.

A5:

The Contractor will complete the building inspection and submit report to 48 CE, who are now acting at the Regional Prime Contractor. 48 CE will decide if issues raised will need to be addressed and the time frame to complete. Once issues have been raised and documented, the report is passed to SEW for review and forward issuing to the Inspector of Explosives RAF.

Q6:

Also provide a written H&S alert on the day of inspection if required – Typically we would raise this on site to the building custodian and follow up with an email the same or following day.

A6:

The Contractor will provide an H&S Risk Assessment and Work Method Statement for the works to be undertaken four (4) weeks in advance of the works. The Base will supply a Weapons Safety briefing on the first morning of each inspection period.

Q7:

Please confirm if a civil Engineering degree and Incorporated Membership of Chartered Institute of Building qualify for technical inspections? We are currently undertaking Technical Inspections at RAF Lakenheath and Feltwell and use experienced staff that may not hold these qualifications, they will all hold a degree in their designated discipline and may be working towards chartership.

A7:

ESTC Standard 6, Part 2 – B&CE Inspections – Para 7.3.10 and 704.19 state the professional qualifications required.

Q8:

Please confirm if we must use Chartered or Corporate Civil / Structural for the Professional Appraisal? As per the above comment we are currently undertaking these at RAF Lakenheath and Feltwell and use either chartered or experienced engineers. All reports are thoroughly quality checked by chartered engineers ahead of issue.

A8:

As above, the ESTC regulatory document states the required qualifications.

Q9:

How will escorts be provided with flight line driving licences to get access to airfield perimeter road and taxiway areas? At Muns facilities, we presume there is a military escort in secure storage / processing areas? Who provides the Secure area escort for the PAS facilities for example? Is this a military escort or a consultant responsibility? Historically Base provided the escorts onto flight line and with secure area passes. At Muns facilities there are escorts put in place from military personnel who work within the compounds – who would undertake this coordination? There is also the question of vehicle insurance on airfield for PAS inspections.

A9:

The 48 CES escort flight will be able to provide escorts for the contractor to the flightline and associated buildings within the area. The MUNS facilities will have an additional military escort within the area and coordination between 48 CES, MUNS, Weapons Safety Office, Contractor, and other facility managers will be required to ensure proper access to all facilities.

Q10:

Please can you confirm approximate turn around period for gaining flight line driving licence?

A10:

Wing escort services will be taking care of the contractors for flight line access.

Q11:

Please can you confirm approximate turn around period for NAC approval?

A11:

The timeliness of a background investigation varies. Each individual person’s background varies which affects the number of resources needed to complete the background investigation. Please refer to PWS paragraph 3.1.1.2 for a detailed overview of the process and actions taken by external agencies.

Q12:

How long does a photographic licence take to obtain for the PAS and Muns areas (Historically Muns facilities are not photographed)?

A12:

The turnaround time taken to process the photo licence will depend on personnel available at Wing Public Affairs at this current time and how quickly the relevant documents can be forwarded to them.

Q13:

Contract Manager for the contract would not be based at Lakenheath but would be contactable and available for meetings during normal base working.

A13:

That is acceptable. We estimate several meetings will take place during the transition period and there will be, at a minimum, monthly meetings post-award.

Q14:

For Schedule 2, please confirm that there is an itinerary of items for fuel and water storage available for the 3 sites with more than 10 facilities.

A14:

There are asset lists available related to these three sites, but there is not currently an asset list of fuel and water storage within these three areas.

Q15:

Can a site plan and supplementary information with building numbers and locations be provided for the two bases with any indication of the type, designation and size. This will enable us to accurately determine the level of survey effort required.

A15:

A Base plan can be supplied and Google Maps will provide you with an accurate indication of facility size.

Q16:

For the Professional Appraisals the level of work should be determined in part based on the previous inspection reports and the level of the original design information, as indicated in ESTC Standard 6 Part

2. If previous appraisals can be shared a more robust pricing can be produced.

A16:

Previous reports will be issued at the time of the inspections, but not before.

Q17:

Text clarification from 1.2.1 of Attachment 1 PES Performance Work Statement “The contractor will schedule and complete Technical Inspections for required facilities at least 30 days, but NET 40 days prior to the required date.” The statement is not clear to the reader. The interpretation of this statement is that surveys are to be completed 30 calendar days prior to the report submission dates. It is not clear on what NET 40 days applies to.

A17:

This is simply to give the contracting party fallibility in undertaking the works, but not to alter the whole program to site themselves.

Q18:

Scope clarification. The scope of work indicates compliance with Defence Safety Authority (DSA) 03 – Ordnance Munitions Explosives (OME) Part 2, Inspection of Explosives Facilities and Explosives Management Safety, which has a clause to consider ESTC Standard 6 Part 1 (Electrical) as well as Part

2. The work statement implies only ESTC Standard 6 Part 2; please confirm whether specialist electrical inspections are required.

A18:

These inspections are only for the Structural inspections Part 2.

Q19:

Clarification from 3.1.1.2 of Attachment 1 PES Performance Work Statement. Given the tight timeframes for the 2021 surveys please confirm the timeframe required to obtain clearance for applicable personnel.

A19:

The time frames are all as per the requirements of the ESTC6 process. Personnel need to gain clearance prior to the commencement of inspections.

Q20:

Is it possible to provide basic drawings or previous inspection findings of the facilities to be inspected to aid in accurate pricing?

A20:

Prior to each batch of inspections the contractor will be issued a copy of the previous inspection, covering those buildings under inspection.

Q21:

US Federal Holidays are listed and work is to be scheduled around them, where they differ could you confirm if work is to be carried out on UK Bank Holidays?

A21:

Work can be carried out on UK Bank holidays, but would require exact coordination if necessary.

Q22:

Can you provide an estimate of time required to meet flight line driving requirements and attain a license?

A22:

Once Base clearance has been issued, 4 to 5 weeks is needed to gain a Flight line driving license.

Q23:

Can you provide an estimate of how much notice would be given to attain prior approval to take photographs in a restricted area from the Public Affairs Office, additionally can this by requested per camera user or would separate facilities within the restricted area require separate approvals?

A23:

Photos will be taken by Base personnel using cleared equipment and issued to the Contractor on a disk.

Q24:

Based on all the information provided in April and currently, just want to clarify that inspection of these facilities will NOT include hoist/cranes or any security/intrusion alarm systems?

A24:

No cranes/hoists/security/intrusion alarms are included in this inspection. A full list of criteria to be inspected is listed within the inspection documentation.

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 Ms. Elizondo-Williams or Ms. Brantley for a SAM registration guide if you do not have an active SAM registration.