QUESTIONS AND ANSWERS.pdf

Questions & Answers Solicitation FA561325R0006 0002

QUESTIONS AND ANSWERS

PASSENGER TERMINAL SECURITY

19 MAY 2025

GENERAL

Question 1: Could you provide the following information:

i. current contract holder,

ii. associated contract number,

iii. value of the current contract

Answer 1: i. WR SECURITY- UND BEWACHUNGS-GMBH

i. FA561321C0002

ii. $6,877,605.71

Question 2: Can the Government list all taxes and duties from which the United States Government is exempt by virtue of tax agreements between the United States Government and the German Government?

Answer 2: See FAR 52.229-6 and DFARS 252.229-7001 for all needed information.

Question 3: Can the Government provide a list of the company attendees at the recent Site Visit?

Answer 3: The Government will not provide that information.

Question 4: Amendment 1 was revised to state PPQ's are to be submitted by 14 May 2025 Close of Business. With the pending responses to questions and allowing ample time for Offerors to prepare their response, will the Government align the PPQ deadline with the proposal due date? This also allows Offerors to determine the most appropriate Past Performance to include in its proposal could be impacted by answers to questions.

Answer 4: The PPQ submission deadline was extended until close of Request for Proposal (RFP) (see Amendment FA5613R00060004).

Question 5: 52.212-3 Offeror Representations and Certifications-Commercial Products and Commercial Services (DEVIATION 2025-O0003): Does this section need to be filled out by the Offeror and included in the proposal? If so, where should it be included in the proposal?

Answer 5: Submission instructions are provided within Addendum to FAR 52.212-1, Instructions to Offerors - Commercial Items and Commercial Services (Sep

2023). As this provision is already a mandatory fill for SAM.gov registrants it can be provided as such through the SAM registration requirement as detailed in the RFP. Since this RFP includes a deviation from FAR 52.212-3, it is the offeror's responsibility to provide all changes from the original clause in their SAM.gov registration.

Question 6: 5352.209-9001 Potential Organizational Conflict of Interest (Jul 2023), Solicitation Page 44: Under item #2, this section states “As a part of the proposal, the offeror shall provide the contracting officer with complete information of previous or ongoing work that is in any way associated with the contemplated acquisition.” Please clarify whether the Offeror is required to provide this information in its proposal. If yes, where should it be included in the proposal?

Answer 6: As the referenced clause details, the offeror shall provide the contracting officer with complete information of previous or ongoing work that is in any way associated with the contemplated acquisition. Submission instructions are provided within Addendum to FAR 52.212-1, Instructions to Offerors - Commercial Items and Commercial Services (Sep 2023). Failure to abide by submission instructions will lead to the offer’s exclusion.

Question 7: Attachment 3, Performance Management Plan (PMP): Regarding the requirement in question 1(a) that the Offeror provide “Documentation includes but is not limited to a copy of the signed arrangement such as documented affiliation, a copy of the teaming agreement, a copy of the joint venture agreement, SAM registration etc.” – are all of these documents required if the Offeror is bidding as a teaming or subcontracting arrangement, or is one document sufficient?

Answer 7: The required documents are per submitted proposal.

Question 8: Please confirm that U.S. law will apply to this contract, instead of German law.

Answer 8: The contract will be awarded and administered under US law. Additionally, the awardee shall perform IAW the laws and regulations outlined in the PWS, including but not limited to paragraphs 1.1 and 8.0. Depending on personnel and company registration, applicable laws may vary for offerors.

Question 9: Will the German BDLS tariff apply to this contract?

Answer 9: The Government cannot advise on individual offeror’s subjection to the Bundesverband der Luftsicherheitsunternehmen Entgelttarifvertrag respectively any other wage/labor agreements.

Question 10: Will the Contractor be permitted to request price adjustments during the life of the contract due to increases in wages, benefits or social security charges, tariffs and/or legal-related costs, etc.?

Answer 10: As detailed on pages 3 and 40 (52.216-1) of the RFP, this is a Firm Fixed Price Contract that is not subject to any adjustment on the basis of the contractor’s cost experience in performing the contract IAW FAR 16.202.

Question 11: Is it permissible to use company-owned IT systems for internal communication, report preparation and necessary daily operation documentation?

Answer 11: Yes, contractor-owned IT systems may be used for internal communication, report preparation, and daily operational documentation provided they are not connected to any government network and do not process, store, or transmit controlled unclassified information (CUI) or any other government-owned data unless expressly authorized. Contractors are responsible for ensuring their systems meet all applicable cybersecurity and data protection requirements outlined in the contract.

Question 12: Please clarify whether the German Aviation Security Act (Luftsicherheitsgesetz – LuftSiG) will apply to this contract. If yes, will all Contractor personnel have to pass an examination according §8 LuftSiG with certification by the German Federal Aviation Authority? (PWS, Section 2.1 & 4.11)

Answer 12: All needed information about German Aviation Security Act (Luftsicherheitsgesetz – LuftSiG) is provided in the PWS.

Question 13: Could you please advise when the award decision is expected for this project?

Answer 13: For timelines, please refer to the timelines provided in the RFP FA561325R0006 0004.

INSURANCE AND LIABILITY

Question 1: What insurance requirements are needed for this contract?

Answer 1: It is incumbent upon the contractor to insure based on the risk associated with performance, and as required by any relevant clauses in the solicitation, to include applicable laws or regulations necessary to perform on location at Ramstein AB, Germany.

Question 2: What is the liability relationship in the event of damage?

Answer 2: Please see updated PWS, section 4.12.

MANNING AND OPERATING HOURS

Under German Civil Code 613a, an awardee is required to assume 100% of the existing workforce, including all existing rights and duties under the employment contract, e.g., salaries, benefits, pension, and length of service (seniority) would transfer without modifications from the current incumbent to the new contractor. Any severance costs would be the liability of the new contractor, not the outgoing incumbent.

Question 1: Can the Government provide current actual staffing (accounting for vacancies, unfilled positions, etc.) and hire date (seniority) for each existing incumbent employee? Offerors require this information to calculate the potential over-staffing and associated severance costs that may occur during transition and the base year.

Answer 1: The Government is not involved in staffing under this contract. It is the contractor's responsibility to coordinate staffing and comply with applicable laws.

The Government cannot advise on the question.

Question 2: Can the Government provide copies of all existing bargaining agreements, Works Council agreements, or any documents pertaining to the wages, severance, and benefits of current employees employed under the contract? Offerors require this information to calculate the costs of assuming the incumbent workforce, as all current employment contract provisions must be honored and cannot be changed by the new contractor.

Answer 2: The Government is not involved in staffing under this contract. It is the contractor's responsibility to coordinate staffing and comply with applicable laws.

The Government cannot advise on the question.

Question 3: During peak hours (0600 – 2200)

i. What are the required duty positions per shift?

ii. How many staff are needed per shift and position?

iii. What is the scope of duties of the designated positions? (Position description)

Answer 3: i. What are the required duty positions per shift?

⋅ Baggage and Passenger Screening ⋅ Sterile Area Screening ⋅ Identification Checks / Force Protection Measures ⋅ Surveillance of Alarm Room and Security Systems

⋅ Anti-Hijacking Inspection ⋅ Baggage Screening Procedures ⋅ Response to Security Alarm Activation ⋅ Shift Log ⋅ Patrolling Service

ii. How many staff are needed per shift and position?

The government does not mandate specific staffing numbers per shift. However, contractors are responsible for proposing and implementing a staffing plan that ensures continuous coverage of all required functions outlined in PWS sections

2.1.1 through 2.1.10 across a 24/7/365 operational schedule.

The proposed plan must ensure that all security posts are continuously manned, including but not limited to:

⋅ Passenger and baggage screening for two screening areas ⋅ Entry control and sterile area access ⋅ Surveillance monitoring of CCTV/alarm systems ⋅ Hourly internal and external patrols ⋅ On-shift supervision and coordination ⋅ Staffing levels must be sufficient to:

⋅ Ensure uninterrupted operations, including coverage for breaks, shift changes, training, and contingency response ⋅ Maintain compliance with DAFI 24-605, TSA/FAA regulations, and LuftSiG requirements ⋅ Meet all performance objectives in the PWS, including zero discrepancies in screening, patrols, alarm response, and log maintenance Contractors are expected to calculate and justify manning based on their proposed operational model, accounting for shift rotations, rest requirements, holidays, and unplanned absences.

iii. What is the scope of duties of the designated positions? (Position description)

The scope of duties is defined by PWS Sections 2.1.1 through 2.1.10. While the government does not prescribe specific job titles, the contractor must ensure all required functions are performed.

All contractor personnel must be trained and qualified as outlined in PWS Section 2.2, with records provided to the Contracting Officer’s Representative (COR).

Training must cover all applicable duties, procedures, and compliance requirements.

Question 4: During low traffic hours (2200 – 0600)

i. What are the required duty positions per shift?

ii. How many staff are needed per shift and position?

iii. What is the scope of duties of the designated positions? (Position description)

Answer 4: The security and screening requirements remain unchanged during low-traffic hours. As stated in the PWS, this is a 24/7/365 requirement, and the contractor is responsible for always ensuring full compliance with PWS Sections 2.1.1 through 2.1.10, regardless of passenger volume.

All required functions - passenger and baggage screening, entry control, sterile area integrity, alarm monitoring, patrolling, and shift supervision - must be continuously maintained during overnight hours. Staffing levels must be sufficient to meet these requirements without degradation of performance or security posture.

Contractors must propose a staffing plan that ensures uninterrupted coverage across all hours, including overnight, and accounts for rest periods, training, and contingency operations.

Question 5: Is the Contract Manager position intended as an independent full-time position? If so, does this also apply to the alternate Contract Manager?

Answer 5: IAW PWS Section 4.9, contractors must designate a Contract Manager (CM) and an alternate with decision-making and signature authority.

The CM must be able to speak, read, and write English fluently and must serve as the primary point of contact for the government regarding all aspects of contract execution The PWS does not stipulate that the CM or alternate be full-time, nor does it obligate them to be dedicated solely to this contract. However, the contractor must ensure that the CM is available to fulfil all management responsibilities and respond to government inquiries or issues in a timely manner.

The alternate must be capable of assuming those duties whenever the CM is unavailable.

The contractor should propose a management structure that ensures continuity of oversight and responsiveness in accordance with contract requirements.

Question 6: Are there any flights/check-ins/baggage drop off or handling at night?

Answer 6: Yes. As outlined in PWS Section 4.11, the requirement is for 24/7/365 security coverage at the Ramstein Passenger Terminal. This includes the full range of services detailed in PWS Sections 2.1.1 through 2.1.10, which must be maintained regardless of the time of day.

While flight schedules may vary, missions can occur at any hour—including overnight. Therefore, the contractor must maintain full operational readiness during nighttime hours, including the ability to perform check-in screening, baggage handling support, sterile area control, alarm monitoring, and patrols, as required by the PWS.

Question 7: Are there less positions at night compared to peak time?

Answer 7: The contractor is required to maintain full compliance with all contract requirements 24/7/365, including during nighttime hours (2200–0600), as specified in PWS Sections 2.1.1 through 2.1.10. The government does not prescribe specific staffing numbers or differentiate position quantities between daytime and nighttime operations.

It is the contractor’s responsibility to propose a staffing plan that ensures all functional requirements—such as screening, entry control, patrols, alarm monitoring, and shift supervision—are fully met at all times, including nights, weekends, holidays, and high-security conditions. Any proposed variation in manning levels must still guarantee uninterrupted compliance with all performance objectives and zero service degradation.

Question 8: Are there any flights/check-ins/baggage drop off or handling at night?

Answer 8: Yes. The Ramstein Passenger Terminal supports missions on a 24/7/365 basis.

While flight activity may fluctuate, missions can occur at any time, including during nighttime hours. The contractor must maintain full readiness to support screening and security operations during all hours as required by the PWS.

Question 9: As the contract is 24/7/365 which positions are covered at all times?

Answer 9: All functional roles required under PWS Sections 2.1.1 through 2.1.10 must be always covered. This includes, but is not limited to:

• Passenger and baggage screening

• Entry control/SPE management

• Sterile area security

• Alarm and surveillance monitoring

• Security patrols

• Shift-level supervision The contractor must staff each shift to ensure uninterrupted performance of these duties.

Question 10: Is the building closed at night?

Answer 10: The terminal undergoes a soft closure between 2200 and 0400 for night security purposes. During this period, the terminal is cleared of passengers, and entry is restricted to personnel with a valid operational need. However, the building is not hard-closed, and mission-related activity can occur at any time. Security requirements outlined in PWS Sections 2.1.1 through 2.1.10 remain in full effect.

The contractor must maintain all post coverage, surveillance, patrols, and access control during soft closure hours to ensure continuous protection of the facility.

Question 11: Do we get the flight plans to adjust headcount per shift accordingly?

Answer 11: Detailed flight plans are not provided to contractor personnel. However, due to the fluid nature of operational requirements, the On-Site Contract Manager may be informed of anticipated surges or heavy mission periods to help anticipate workload. Staffing must remain sufficient at all times to meet the performance requirements in the PWS, regardless of mission volume. Contractors are expected to build flexible staffing models capable of scaling to meet operational demands without compromising coverage or compliance.

Question 12: Since the baggage X-ray machines will be provided by the Government, will the Government also provide the legally required X-ray radiation protection officer to operate the X-ray machines? Or is the Contractor required to staff this position?

(PWS, Section 2.1.1)

Answer 12: The contractor is responsible for operating government-furnished X-ray screening equipment in accordance with applicable German radiation protection regulations, as well as U.S. Occupational Safety and Health Administration (OSHA) requirements. The PWS does not state that the Government will provide a radiation protection officer. Therefore, it is the contractor's responsibility to determine whether such a position is required to comply with host nation and U.S.

safety laws, and to staff accordingly. All equipment must be operated safely, and all personnel must be trained and qualified in accordance with legal and contractual requirements.

Question 13: Regarding the requirement that the “Contractor shall maintain constant surveillance of alarm system” – would this be a separate position/person, or can this task be fulfilled by the regular screener personnel? (PWS, Section 2.1.4)

Answer 13: The PWS does not mandate whether this must be a dedicated position. The contractor is responsible for proposing a staffing plan that ensures constant monitoring of the alarm system and the ability to respond within two minutes to any activation. Whether this is a dedicated role or integrated with other functions is at the contractor’s discretion, provided the performance requirement is fully met.

Question 14: Please provide a complete list of all required Contractor positions with their respective experience requirements and qualification(s).(PWS, Section 2.1 & 4.11)

Answer 14: The government does not provide a prescribed list of positions or qualifications by title. However, the contractor must ensure all personnel are fully trained and capable of performing the duties listed in PWS Sections 2.1.1–2.1.10, and meet all training and qualification requirements described in Section 2.2, including:

⋅ Security and anti-terrorism procedures ⋅ Alarm response and surveillance system operation ⋅ X-ray and magnetometer use ⋅ SPE control and sterile area enforcement ⋅ Force protection, bomb threat response, first aid, and workplace safety Contractor personnel must also meet the medical, background, drug testing, and legal requirements outlined in PWS Sections 4.2 through 4.6.

Question 15: Please provide a complete list of the required service hours for this contract by position and shift.

Answer 15: The contract requires 24/7/365 coverage as stated in PWS Section 4.11. The government does not specify service hours per position. The contractor is responsible for determining and proposing shift structures and coverage plans that ensure all post requirements are continuously met, including during holidays, weekends, and high-tempo operations.

Question 16: Is it possible that the Government will require additional service hours / positions during the life of the contract, should passenger volumes or threat-con level increase? If yes, what would be the expected lead time for the Contractor to staff these additional hours / positions?

Answer 16: Yes. The PWS allows for adjustments in response to operational needs or elevated Force Protection Conditions. If additional service hours or positions are required, changes will be coordinated through the Contracting Officer. The lead time for such changes will depend on mission requirements, but the contractor is expected to maintain flexibility and be capable of scaling operations in a timely manner.

Any such increase would be formalized through contract modification.

BASE ACCESS

Question 1: Will we be able to sign in visitors, for example doctors and instructors, regarding the training plan and drug testing stated in PWS?

Answer 1: Contractor personnel under this requirement do not have escort privileges for bringing unbadged individuals (e.g., doctors, trainers) onto the installation.

However, such access can be accommodated through coordination with the Contracting Officer’s Representative (COR). The COR can assist in arranging visitor access for contract-related purposes such as drug testing or training, provided proper justification and advance notice are given. All visitors must comply with base access procedures and security protocols.

Question 2: How long does the ID issuing take for new employees?

Answer 2: The base access process, including issuance of installation identification badges, typically takes 10–15 business days once all required documentation is submitted.

This includes background checks, security screenings, and required approvals in accordance with PWS Section 4.4. Delays may occur if documentation is incomplete or if individuals require additional vetting.

Question 3: Can the USG provide more information on what is required for personnel to receive base access (process/timeline)?

Answer 3: Base access is governed by USAREUR Regulation 604-1 and requires submission of the following for each non-U.S. employee:

⋅ AE Form 604-1A and 604-1B ⋅ Good Conduct Certificate (GCC) or Penal Register Extract ⋅ Medical certificate ⋅ Drug test results ⋅ Proof of citizenship All documents must be submitted no later than 15 days prior to the individual starting work under the contract. The COR will submit the forms to the appropriate authorities. Once cleared, individuals will be added to the Entry Authorization List (EAL) and issued base access credentials. The full process may take up to 15 business days from submission of complete and correct documents.

Question 4: PWS, Section 4.4 & 4.8: Are there any costs for the Contractor to apply or request for installation access / installation identification badges?

Answer 4: The Government does not charge for the registration. However, some documents needed for the sign in process are charged for by other parties, such as the certificate of good conduct (Polizeiliches Fuehrungszeugnis).

TRAINING

Question 1: Is there any security and safety training that is carried out on site? (Training, retraining and refresher paid?)

Answer 1: Yes. Per PWS Section 2.2, the contractor is required to develop and conduct all initial, refresher, and annual training. Training may occur on site, but it must not interfere with contract performance. All training is the responsibility of the contractor, including any associated labor and administrative costs.

Question 2: Since the baggage X-ray machines will be provided by the Government, will the Government also provide training on the X-ray machines, or is the Contractor required to provide this training? If the latter, please provide contact details for the X-ray supplier/manufacturer so bidders can determine the requirements and costs. (PWS, Section 2.1.1)

Answer 2: The contractor is responsible for providing training on the use of government-furnished X-ray equipment. The Government does not provide equipment-specific training or manufacturer contacts. Contractors are expected to ensure personnel are properly trained and qualified on X-ray operation, including compliance with German safety laws and U.S. OSHA requirements.

FACILITY AND PROCESSES

Question 1: In the PWS it is stated that the security services shall extend up to 25 meters around the building 3333.

i. Are there any patrols outside of the building?

ii. Is there a fixed security gate for these security officers?

Answer 1: i. Are there any patrols outside of the building?

Yes, per PWS Section 2.1.10, hourly patrols must include the 25-meter standoff perimeter around the terminal.

ii. Is there a fixed security gate for these security officers?

While there is no fixed external security gate assigned to contractor personnel, the contractor must maintain security monitoring at all active access points, including the entry screening checkpoint into the sterile area and the exit point from the sterile area. Monitoring the sterile area exit is essential to ensure unauthorized re-entry does not occur and the sterile zone remains secure. This function supports compliance with applicable TSA, FAA, DAFI 24-605, and LuftSiG regulations related to controlled access and sterile zone integrity.

Question 2: We saw only one walk-through metal detector at the security check. One walk-through was at the main entrance as reserve.

i. Is there a third walk-through detector as reserve somewhere?

ii. Are the three handheld detectors at the security check?

iii. There were two security officers for PAX screening, so we figured that they each have one handheld and the third is a spare.

Answer 2: The Government furnishes walk-through and handheld metal detectors as listed in PWS Section 6.1. The exact number and configuration may vary. Contractors are responsible for operating the provided equipment and should ensure proper functionality and coverage at all checkpoints. The number of screeners per station is determined by the contractor, based on compliance with screening throughput and security requirements.

Question 3: Baggage Outbound: There was a suction system – is this for hard case luggage or not in use?

Answer 3: The suction system is part of the facility infrastructure, but its operational status and usage are outside the scope of the contractor’s responsibilities unless directed otherwise. Contractors are only responsible for baggage handling related to screening and movement as outlined in the PWS.

Question 4: Are there any positions/areas that we didn’t get to see during our site visit?

Answer 4: All primary areas relevant to contractor operations were included in the site visit.

However, access to certain secure or restricted zones may be limited. Contractors are expected to maintain flexibility and readiness to operate within the full scope of the PWS.

Question 5: Are there offices available for:

i. Security Staff

ii. Supervisor

iii. Site Manager

iv. Contract Manager

Answer 5: Limited workspace may be available for essential contractor roles. Specific allocations must be coordinated post-award with the Contracting Officer Representative (COR). Contractors should plan to provide their own administrative support solutions as needed.

Question 6: Are there any facilities or rooms available for:

i. training

ii. drug testing

iii. changing

iv. breaks

v. material

Answer 6: Contractor personnel may use designated breakrooms and restrooms within Building 3333 as outlined in PWS Section 6.1. Use of additional space (e.g., for training or drug testing) may be requested through the COR but is not guaranteed.

Contractors are responsible for coordinating off-site options if space is not available.

Question 7: Is it possible for security staff to eat on site

i. Are meals provided or is everyone responsible for them themselves?

ii. If meals are provided, under what conditions?

Answer 7: Meals are not provided by the Government. Contractor personnel are responsible for bringing their own meals or securing them through available on-base options.

personnel may eat on site using designated break areas.

Question 8: Are there parking spaces for the security staff? Are they free to use?

Answer 8: Parking is available near the terminal, in the Parking garage. Spaces are not reserved for contractor personnel.

Availability is first-come, first-served, and the Government does not charge a fee for use. Staff may not use parking lot located in front of the building.

Question 9: How does staff transportation work?

i. Are there shuttle buses before and after shifts,

ii. are we allowed to install our own shuttle service,

iii. or are our employees allowed to enter the base with their own vehicle?

Answer 9: i. Are there shuttle buses before and after shifts, No, Government shuttles are not provided.

ii. are we allowed to install our own shuttle service, Contractor operated shuttles should not be a problem as long as all passengers and drivers have valid access ID’s and the vehicle was also vetted through the ID process.

iii. or are our employees allowed to enter the base with their own vehicle?

Yes, employees with proper base access credentials may enter with privately owned vehicles, subject to installation policies.

Question 10: What service material is the service provider obliged to provide?

Answer 10: Per PWS Section 4.10, the contractor must furnish communication equipment (e.g., portable radios, cell phones) and any materials necessary to perform contract functions not otherwise identified as Government-furnished.

Question 11: Who is responsible for the maintenance, servicing and any replacement of material provided by the client?

Answer 11: The Government is responsible for maintenance and replacement of Government-furnished property as listed in PWS Section 6.1. The contractor must notify the COR immediately of any inoperable equipment.

Question 12: Is there a requirement for female screeners?

Answer 12: While the PWS does not explicitly mandate female screeners, contractors are expected to comply with applicable host nation and international travel screening laws, which may require same-gender screening for certain passengers.

Contractors should staff accordingly to remain compliant.

Question 13: Can the USG confirm no contractor provided vehicles are required to perform these services on base?

Answer 13: Correct. PWS does not require contractor-provided vehicles for performing security services. All duties are performed on foot within and around Building 3333 as outlined in PWS.

Question 14: Are the Contractor’s security personnel required to operate explosive-detection systems such as itemizers? (PWS, Section 2.1 & 4.11)

Answer 14: Contractor personnel are required to utilize all Government-furnished screening equipment to detect and prevent the introduction of prohibited items, including weapons and explosives, in accordance with TSA, FAA, DAFI 24-605, and LuftSiG standards. This includes using all available tools - such as X-ray machines, magnetometers, and visual inspections - to identify potential threats and maintain the integrity of the sterile area.

If new equipment is introduced during the performance of the contract, the contractor will be responsible for ensuring their personnel are properly trained and qualified to operate it in compliance with all applicable laws and contract requirements.

Question 15: Please provide a complete list of all required Contractor-furnished equipment with quantities, to include mobile radios, mobile phones, etc. (PWS, Section 4.10)

Answer 15: PWS Section 4.10 states that the contractor must provide communication devices such as portable radios and/or cellular phones for personnel performing security patrols. Specific quantities are not provided and must be determined by the contractor to ensure uninterrupted coverage and coordination across shifts.

Question 16: What type of radios are currently being used on the contract? (PWS, Section 4.10)

Answer 16: The Government does not prescribe a specific make or model of radio.

Contractors may propose their own communication equipment, subject to coordination with the COR to ensure compatibility and non-interference with base systems.