Questions_and_Answers__2.pdf

1. Reference: RFP Section F, Deliveries or Performance, Task Order Period of Performance, This RFP reference states: “The terms of Section I Clause 52.217-8, Option to Extend Services, applies to all orders issued via this contract. As a result, the period of performance for orders may extend up to 18 months (12 month base period plus 6 month option to extend services).” Also, the RFP Bid Schedule includes CLINs 5001 – 5020 which the RFP Period of Performance Summary states are applicable to a 6-month Option to Extend.

Question: Under this contract, will FAR Clause 52.217-8, Option to Extend Services, apply to both the term of the IDIQ contract and the performance period of delivery orders issued under the IDIQ contract?

Answer: Yes, 52.217-8, Option to Extend Services, applies to both the IDIQ contract term and period of performance for the individual task orders.

2. Reference: If FAR Clause 52.217-8, Option to Extend Services, does apply to both the term of the IDIQ contract and the performance period of delivery orders issued under the IDIQ contract, it stands to reason contractor performance could continue through 14 Dec 20. This was confirmed in Amendment A00001, Questions & Answers 1, which states, in part: “The period of performance for each order is a maximum of 12 months, with an Option to Extend services for an additional 6 months. If an order is placed on 14 June 19 for the full 12 months, and the Government decides to exercise the 6 month Option to Extend Services, the contractor would continue performance until 14 December 20.”

However, FAR Clause 52.216-22, Indefinite Quantity, Paragraph (d) states: “Any order issued during the effective period of this contract and not completed within that period shall be completed by the Contractor within the time specified in the order. The contract shall govern the Contractor’s and Government’s rights and obligations with respect to that order to the same extent as if the order were completed during the contract’s effective period; provided, that the Contractor shall not be required to make any deliveries under this contract after 14 June 2019.”

Question: Will the Government please clarify what seems to be a contradiction between the 14 Jun 19 last delivery date and the 14 Dec 20 final performance date?

Answer: Applicable date under 52.216-22, Indefinite Quantity, changed to 14 Dec 2020.

3. Reference: Amendment A00001, Questions & Answers 1, states, in part: “The period of performance for each order is a maximum of 12 months, with an Option to Extend services for an additional 6 months. If an order is placed on 14 June 19 for the full 12 months, and the Government decides to exercise the 6 month Option to Extend Services, the contractor would continue performance until 14 December 20.”

Question: If the Government placed a new delivery order on 14 Dec 18 for any of the vehicles listed in CLINs 4001 – 4018, and the performance under such an order could continue through 14 Jun 20 (12 months + 6 month option), then the pricing of CLINs 4001 – 4018 would have to be valid for a period of 30 months: 15 Dec 17 through 14 Jun 20. Will the Government please confirm whether or not this is correct?

Answer: Yes, this is a factual statement.

4. Reference: Amendment A00001, Questions & Answers 1, states, in part: “The period of performance for each order is a maximum of 12 months, with an Option to Extend services for an additional 6 months. If an order is placed on 14 June 19 for the full 12 months, and the Government decides to exercise the 6 month Option to Extend Services, the contractor would continue performance until 14 December 20.”

Question: If the RFP as currently written does, in fact, require CLIN pricing to be valid for a period of up to 30 months (except CLINs 5001 – 5018 which is 24 months), will the Government please consider revising the RFP to reduce the validity period of CLIN pricing – ideally for a maximum of 18 months (12 months + 6 month option)?

Answer: CLIN pricing must be valid from the time the order is placed until the period of performance for the order is complete. Under exceptional circumstances that could be a total period of up to 30 months. The Government is unable to deviate from this requirement.

5. Reference: Amendment A00001, Questions & Answers 1, states, in part: “The period of performance for each order is a maximum of 12 months, with an Option to Extend services for an additional 6 months. If an order is placed on 14 June 19 for the full 12 months, and the Government decides to exercise the 6 month Option to Extend Services, the contractor would continue performance until 14 December 20.”

Question: Based on this referenced Government answer, it is our understanding that FAR Clause 52.217- 9, Option to Extend the Term of the Contract, will not be used to extend the performance period of individual delivery orders issued under the IDIQ contract. Is this understanding correct?

Answer: Correct. Each Task order will be for a maximum period of 12 months, with an option to extend for up to 6 months. As such, 52.217-9, Option to Extend the Term of the Contract does not apply to the Task Orders.

6. Reference: PWS Attachment 1. There are no specifications for the number of cylinders or engine size (i.e. 4 cylinder, 2.5 liter engine) - both of which can vary significantly and directly affect price.

Question: Will the Government please provide engine size and capacity requirements to ensure offerors are basing pricing on a common set of known government requirements?

Answer: The Government does not specify an engine size/type to meet the requirements. Any vehicle that meets the specifications of the “Vehicle Nomenclature” in Attachment 1 will suffice regardless of engine size.

7. Reference: RFP Section Entitled “Supplies or Services and Price/Costs.”

Question: Will the Government please provide a vehicle brand name or equal for CLINs 0001 – 0014, similar to the information already provided for CLINs 0015 – 0018?

Answer: See answer to question #7. The Government purposefully does not require a specific vehicle make or brand.

8. Reference: PWS Attachment 1. Column 3 of the table includes M/C information such as B102, B150, etc.

Question: For proposal purposes, should offerors attach any importance to this M/C information?

Answer: No. This is a code for how the military classifies a vehicle and the Nomenclature gives that description. The M/C is not tied to a specific brand/model of vehicle, just a style/size.

9. Reference: PWS paragraph 3.8.1 states: “Vehicle Year and KM Requirement. The Contractor shall deliver vehicles that are less than three (3) years old and/or have less than 60,000 KM on the odometer.

Forty- four (44) PAX buses shall not be older than three (3) years old and/or exceed 200,000 KM on the odometer; whichever occurs first. Vehicles that are in exceptional condition, but which do not meet these criteria, can be accepted at the discretion of the Contracting Officer or COR.” Also, Amendment A00001, Questions & Answers 1, stated, in part: “The period of performance for each order is a maximum of 12 months, with an Option to Extend services for an additional 6 months.”

Question: Do the vehicle age and odometer limitations (3 years & 200,000 KM for 44 PAX buses, 3 years & 60,000 KM for all other vehicles) apply only when vehicles are first delivered under a delivery order or must vehicles be replaced at no additional cost to the US Government prior to reaching the age or odometer limitations - at any time during the 12 month delivery order performance period?

Answer: The age and odometer limitations only apply at the initial delivery. Replacements would not be expected until vehicles need to renew UAE registration and licensing once the model reaches 6 years of age (the odometer reading when the vehicle is 5 years of age is not relevant) in accordance with UAE law. PWS updated to reflect this in paragraph 3.9

10. Reference: PWS paragraph 3.8.1 states: “Vehicle Year and KM Requirement. The Contractor shall deliver vehicles that are less than three (3) years old and/or have less than 60,000 KM on the odometer.

Forty- four (44) PAX buses shall not be older than three (3) years old and/or exceed 200,000 KM on the odometer; whichever occurs first. Vehicles that are in exceptional condition, but which do not meet these criteria, can be accepted at the discretion of the Contracting Officer or COR.” Also, Amendment A00001, Questions & Answers 1, stated, in part: “The period of performance for each order is a maximum of 12 months, with an Option to extend services for an additional 6 months.”

Question: If a vehicle reaches its age or odometer limitation (3 years & 200,000 KM for 44 PAX buses, 3 years & 60,000 KM for all other vehicles) during a delivery order’s 6 month Option to Extend Services period (if exercised via FAR Clause 52.217-8) must the vehicle be replaced at that time, at no additional cost to the US Government – or will the Government permit continued use of the over age/mileage vehicle because, as specified in FAR Part 37.111, the Option to Extend Services is typically only used when there are delays in awarding follow-on contracts – something we believe the contractor cannot predict or price with any certainty on this LPTA procurement?

Answer: See answer to #9.

11. Reference: PWS paragraph 3.8.1 states: “Vehicle Year and KM Requirement. The Contractor shall deliver vehicles that are less than three (3) years old and/or have less than 60,000 KM on the odometer.

Forty- four (44) PAX buses shall not be older than three (3) years old and/or exceed 200,000 KM on the odometer; whichever occurs first. Vehicles that are in exceptional condition, but which do not meet these criteria, can be accepted at the discretion of the Contracting Officer or COR.”

Question: Is the PWS vehicle age limitation calculated from the last day of the vehicle’s model year or, in cases where the vehicle is newly purchased by the contractor for use on this project, calculated from the date of purchase or the date of registration? We respectfully ask the Government to be as specific as possible in the answer, with an example or two, as pricing and timing of replacement vehicles have a significant, direct impact on the total proposed price.

Answer: The age requirement is based on model year. If the vehicles are to be issued in 2014, only 2012 models or newer would be acceptable.

12. Reference: PWS Paragraph 3.3 states, in part: “The Government reserves the right to modify not more than 10% of the required vehicle types per month. For example, the Government may change the requirement for 30 two-door 4x2 pickup trucks to 30 four-door sedans.”

Question: As neither “two-door 4x2 pickup trucks” nor “four-door sedans” are part of the solicitation’s vehicle specifications, is it possible for the Government to explain the intent of PWS Paragraph 3.3 using vehicles specified in the current solicitation?

Answer: This was an example to specify that during the contract period, we may need to replace a quantity of one vehicle type with another vehicle type. The 4-door Sedans referenced are M/C B102 and the 4x2 pickup trucks are M/C B200. Again, these are simply examples and could be any vehicle type shown in Attachment 1.

13. Reference: PWS Paragraph 3.3 states, in part: “The Government reserves the right to modify not more than 10% of the required vehicle types per month. For example, the Government may change the requirement for 30 two-door 4x2 pickup trucks to 30 four-door sedans.”

Question: Will any such modification be done under the authority of FAR Clause 52.212-4, Contract Terms and Conditions – Commercial Items?

Answer: In accordance with FAR 52.212-4(c), Changes, any changes in the terms and conditions of this contract may be made only by written agreement of the parties. As such, any changes in quantities made to task orders must be done via a bilateral modification.

14. Reference: PWS Paragraph 4.3, Scheduled Preventative Maintenance, states, in part: “The Contractor shall provide scheduled preventive maintenance and replacement parts in accordance with manufacturer’s standards every three months or every 5,000 kilometers, whichever comes first at no additional cost to the Government.”

Question: In cases where an Original Equipment Manufacturer (OEM) recommends vehicle servicing every 10,000-kilometer or six months (whichever comes first), should the contractor follow the OEM recommended service interval or the 3 month/5,000 KM interval specified by PWS Paragraph 4.3?

Answer: Contractor should follow the OEM as ultimately vehicle maintenance is on the contractor. We have clarified this point on the PWS.

15. Reference: PWS Paragraph 5.2, Off-Base Emirati Police Report, which states, in part: “If there are damages on the exterior of the vehicle the Contractor is responsible for obtaining any off-base Emirati police reports.”

Question: As part of the police report generation process, the Emirati Police require certain information such as the driving license and details on how and where the accident took place. To ensure required information is provided to the Emirati authorities, will a US Government representative accompany the contractor during the police report generation process?

Answer: The Government will typically file the police report, but the onus is on the contractor to obtain the report. The Government will assist the contractor by providing any pertinent information needed to retrieve the report.

16. Reference: PWS Paragraph 7.2, Scheduling Service, Inspections and Renewal Registration.

Question: As per UAE law, all car rental companies are required to have a copy of driver’s licenses and passports for end users of the leased vehicles. Will the US Government provide this data to the contractor at the time of vehicle delivery to the USAF?

Answer: No, as the end user of any vehicle will fluctuate based on our rotations in and out of the country and several vehicles have multiple drivers that utilize them on a weekly basis.

17. Reference: PWS Paragraph 4.2, Mechanical Support, which states, in part: “The contractor will provide the following maintenance services on-site Sunday to Thursday from 8:00 am to 5:00 pm:

scheduled preventive maintenance, to include oil and filter changes, air filter replacement, and fuel filter replacement. Other services the Contractor will provide are: air conditioning servicing, tire repair and replacement, the replacement of lights, both interior and exterior, replacement of wiper blades, servicing of all fluid levels except fuel, replacement of vehicle belts, and minor interior repairs.”

Question: In instances where on-site repairs will void the vehicle’s manufacturer warranty, such as air conditioning service and tire replacements requiring computer re-set by a manufacturer-certified dealer, will the Government waive the on-site repair requirements of the PWS?

Answer: Yes. It is the responsibility of the contractor to maintain the vehicles in accordance with manufacturing guidance and the Government does not intend to change the manufacturing guidance.

18. Reference: PWS Paragraph 4.2.2, Maintenance Stall, which states, in part: “The 380th Expeditionary Logistics Readiness Squadron’s Vehicle Management Flight will furnish a maintenance stall area for the Contractor’s use in providing the services described in paragraph 4.1.” Also reference FAR Clause 52.237-1, Site Visit, which states: “Offerors or quoters are urged and expected to inspect the site where services are to be performed and to satisfy themselves regarding all general and local conditions that may affect the cost of contract performance, to the extent that the information is reasonably obtainable. In no event shall failure to inspect the site constitute grounds for a claim after contract award.”

Question: Will offerors be provided the opportunity to inspect the on-base maintenance facility, preferably at least 10 days prior to the due date for receipt of proposals?

Answer: We are scheduling a Site Visit for Friday, 15 Nov 2013. Due to the length of time required to obtain Emirati passes, this is the soonest we can accomplish a site visit. Amendment 3 explains the process for submitting paperwork to ensure passes are obtained in time to conduct the Site Visit.

19. Reference: PWS Paragraph 4.2.2, Maintenance Stall, which states, in part: “The 380th Expeditionary Logistics Readiness Squadron’s Vehicle Management Flight will furnish a maintenance stall area for the Contractor’s use in providing the services described in paragraph 4.1.”

Question: Will the Government provide electricity, water, internet connectivity and a local telephone land line at the on-base maintenance facility?

Answer: Electricity and a restroom with water are available for use. Internet will not be available.

The Government is still working out whether the contractor can bring a cell phone on base or if a landline will be installed for use.