USAFA Meteorological Services QandA Updated.pdf

USAFA Meteorological Services

Combined Synopsis/Solicitation Q&A

FA700026Q0015

29 May 26 – Question 36 Added

Questions and Answers

1. Is there any incumbent/recompete or this is a brand new project? If yes, could you please provide us with their award number or even if the customer bought similar services in the past.

This is a reacquisition of contract FA700021C0027 that was awarded to Akima Systems Engineering, LLC. Additional contract information can be found by logging into your sam.gov account and searching for the contract number.

2. Is there an incumbent contractor currently performing these services? If so, can the incumbent contractor name be disclosed?

Akima Systems Engineering, LLC

3. Can the Government provide the current or historical staffing model used to support this requirement (e.g., number of meteorologists/forecasters, supervisors, and support personnel)?

The Government cannot, this is proprietary information. Quoters are responsible for developing a staffing model necessary to meet PWS requirements.

4. Are there minimum staffing requirements or minimum manning levels expected per shift for 24/7 operations?

The Government will not tell a contractor how to staff. The contractor shall determine appropriate staff levels necessary to perform and fulfill the requirement in accordance with the PWS.

5. Does the Government anticipate single-person shift coverage during certain periods, or are multiple meteorologists required on duty simultaneously?

The Government will not tell a contractor how to staff. The contractor shall determine appropriate staff levels necessary to perform and fulfill the requirement in accordance with the PWS.

6. Is remote support permitted for any portion of meteorological operations, or must all support be physically performed on-site?

Expectation is all support will be conducted on-site. Remote operations would be “case-by-case” in accordance with PWS paragraph 12.1.

7. Can the Government clarify expected transition timelines and whether incoming personnel may shadow incumbent personnel during transition?

The Government is anticipating a 30-day transition window. The incumbent contractor will conduct an orderly transition. Incoming contractor personnel will have the ability to shadow/witness incumbent contractor performance during the phase-in period.

8. Are there any anticipated changes to workload, mission requirements, or staffing expectations compared to the current or prior contract performance period?

There are no anticipated changes to workload, mission requirements, or staffing expectations.

9. Beyond the favorable National Agency Check with Inquiries (NACI) identified in the PWS, are there any additional security clearance requirements anticipated during contract performance?

No

10. The Government provides limited historical workload information in Appendix 2 (Workload Data); however, this data appears to address only Meteorological Services and does not reflect the full scope of effort required under the PWS and 306 FTG INSTRUCTION 15-101, including but not limited to staff briefings, airfield support functions, and other operational support tasks listed in the INSTRUCTION 15-101. Additionally, because this effort is subject to a Collective Bargaining Agreement (CBA), critical pricing inputs such as incumbent staffing levels, employee seniority, leave/accrual balances, and other CBA-driven labor cost factors are necessary to develop accurate and complete pricing. Given that this requirement supports 24/7/365 mission-critical operations, will the Government provide comprehensive historical workload and incumbent workforce data that includes staffing/manning levels by function and shift. This will enable offerors to accurately assess workload requirements and develop realistic, compliant pricing proposals?

Staff briefings, airfield support functions, and other operational task listed in 306th FTG Instruction 15-101 are listed in the Appendix 2 Workload Data.

The Government will not tell a contractor how to staff. The contractor shall determine appropriate staff levels necessary to perform and fulfill the requirement in accordance with the PWS. Seniority Lists will be handled in accordance with RFO 22.1004-7, as follows:

If a contract is performed at a Federal facility where employees may be hired/retained by a succeeding contractor, the incumbent prime contractor is required to furnish a certified list of all service employees on the contractor's or subcontractor's payroll during the last month of the contract, together with anniversary dates of employment, to the contracting officer no later than 10 days before contract completion. (See paragraph (n) of the clause at 52.222-41, Service Contract Labor Standards.) At the commencement of the succeeding contract, the contracting officer must provide a copy of the list to the successor contractor for determining employee eligibility for vacation or other fringe benefits which are based upon length of service, including service with predecessor contractors if such benefit is required by an applicable wage determination.

11. The Government provides limited information concerning the structural requirements for the quote document, including: page count for each part (e.g., administrative cover page, Part 2 - Past Performance), font style and size, margins, section headers, etc. as well as electronic file naming convention and/or submission standard (e.g., pdf). Will the Government provide standards for document submission, including those structural attributes listed above?

See Amendment 1 to the solicitation. There is no formal naming convention required.

12. The Government call out in the Combined Synopsis Solicitation, section Specific Quotation Preparation Instructions, Part 2, Past Performance Information, that an offeror provide a list of no more than three of the most relevant contracts (similar in scope and magnitude to the effort and complexities this solicitation requires) performed for Federal, state, and local government agencies and/or commercial customers within the last three years from the closing date of this solicitation. To increase competition and in consideration that three years is an aggressive requirement based on USAF contracting standards, will the government allow the widening of the look back widow to four years from the closing date of this solicitation.

The Government has updated the solicitation language to allow for past performance within the last five years from the closing date of this solicitation.

13. Since the CBA is ending this year, will we be able to submit wage adjustments for increased wages if we are using current wage rates for the proposal?

Requests for equitable adjustment (REA) will be handled in accordance with the clause at RFO 52.222-43.

14. Can the Government please clarify the expected number of hours per year for each of the two labor categories listed in the CBA?

It is the contractor’s responsibility to determine the appropriate staffing structure, to include appropriate number of labor hours.

15. Can the Government please clarify if any overtime hours are expected and the number of those overtime hours per year for each of the two labor categories listed in the CBA?

No, Overtime hours are not expected. It is the contractor’s responsibility to determine the appropriate staffing structure.

16. Can the Government please clarify which meteorological support functions are required to be performed physically on-site at USAFA versus those that may be performed remotely?

Expectation is all support will be conducted on-site. Remote operations would be “case-by-case” in accordance with PWS paragraph 12.1.

17. Could the Government please clarify the expected minimum concurrent staffing requirements per shift and/or operational period necessary to support METWATCH, Airfield Support, commander briefings, and other USAFA 24/7 operational requirements?

It is the contractor’s responsibility to determine the appropriate staffing structure based on the PWS requirements.

18. The period of performance for this solicitation extends beyond the CBA contract period. Will the Government please confirm offerors are to use the CBA wages for the remainder of the solicitation period of performance escalated 3% annually, consistent with the most recent years escalation as presented in Attachment 2, to ensure the Government receives the most probable and realistic price proposals?

No, the Government does not confirm the use of a 3% escalation. Quoters shall base their quoted pricing for all periods of performance on the current CBA wage rates provided in Attachment 2. If a new or updated CBA is finalized and takes effect prior to contract award, the Government will amend the solicitation to incorporate and provide all quoters not yet eliminated from the competition, the opportunity to update their price quote.

19. The solicitation identifies the required quote parts but does not appear to specify page limits, font size, margins, line spacing, or file format for the quote submission.

Can the Government confirm whether there are any required formatting instructions for Part 1 - Price Quote and Part 2 - Past Performance Information?

See Amendment 1 to the solicitation.

20. Should quoters submit Part 1 - Price Quote and Part 2 - Past Performance Information as separate files, or may they be combined into one quote package?

Separate is necessary as Parts 1 and 3 will be in different document formats than Part 2.

21. Should the Past Performance Information be submitted in PDF format on company letterhead, Microsoft Word, or another preferred format?

See Amendment 1 to the solicitation.

22. Can the Government confirm the required font size and formatting requirements, if any, for tables, figures, graphics, captions, headers, and footers included in the quote?

See Amendment 1 to the solicitation.

23. Can the Government confirm whether landscape page orientation is permitted for tables, figures, pricing content, or other quote sections where landscape format may improve readability?

Landscape orientation is acceptable.

24. Can the Government confirm whether there are any page limits for Part 1 - Price Quote and Part 2 - Past Performance Information? If page limits apply, please identify the page limit for each part and whether cover pages, tables, figures, pricing schedules, and attachments count toward the limit.

Amendment 1 to the solicitation now includes page limits for each part.

25. Can the Government confirm whether quoters may include a brief 1–2 page cover letter with the quote submission? If permitted, please confirm whether the cover letter counts toward any applicable page limit for Part 1 - Price Quote or Part 2 - Past Performance Information.

See Amendment 1 to the solicitation.

26. The solicitation requires the quote to be submitted on company letterhead and include the solicitation number, contact name, address, email, telephone number, UEI number, and size of business. Can the Government confirm whether this information should be provided as a separate company letterhead document/cover letter, or whether it may be included within the quote package itself?

See Amendment 1 to the solicitation. This information will be included as Part 1 – Company Letterhead/Cover Letter.

27. For purposes of developing a consistent staffing and pricing approach, will the Government confirm whether quoters should use a specific annual productive-hour basis for one Full-Time Equivalent (FTE), such as 1,920 productive hours per year?

This is a contractor’s determination to make.

28. Will the Government provide the estimated level of effort required to perform the PWS, including anticipated labor categories, FTEs, productive hours, and shift coverage assumptions?

It is the contractor’s responsibility to determine the appropriate staffing structure based on the PWS requirements.

29. Is there an incumbent contractor currently performing this requirement? If so, will the Government provide the incumbent contractor’s name, current contract number, period of performance, and total contract value?

See answer to Question 1.

30. Will the Government provide the incumbent level of effort, including current labor categories/classifications, FTEs/headcount, annual hours, and shift schedule?

It is the contractor’s responsibility to determine the appropriate staffing structure based on the PWS requirements.

31. The solicitation states that Part 1 – Price Quote shall be submitted by completing Attachment 3 – USAFA Meteorological Services Pricing Schedule, and that prices must be firm-fixed-price monthly prices by CLIN. Please confirm whether Part 1 should consist only of the completed Attachment 3 Pricing Schedule, or whether quoters may also submit a brief price narrative.

A price narrative is acceptable.

32. Please confirm that quoters should price labor in accordance with applicable SCA requirements and the wage rates/fringe benefits provided in Attachment 2, and that quoters may use their own internal pricing methodology and staffing assumptions to develop the firm-fixed monthly prices, provided the approach meets the PWS, SCA/CBA, and solicitation requirements.

Confirmed.

33. Since the attached CBA expires on 31 July 2026, will the Government provide updated wage/fringe rates before award, or should quoters price using Attachment 2 and rely on FAR 52.222-43 for future adjustments?

See answer to Question 18.

34. Attachment 4 Provisions and Clauses, DFARS 252.237-7024(b) (page 21) requires a plan for continuation of essential contractor services to be submitted with our offer. Attachment 1 PWS 1.9 (page 3) requires the plan to be submitted within 30 days of contract award. Do we submit the plan with the offer or wait until after award?

Wait until after award, in accordance with the PWS.

35. Attachment 2 CBA includes a note regarding Executive Order (EO) 13706 Establishing Paid Sick Leave for Federal Contractors (page 2). The CBA requires the contractor to provide PTO that meets or exceeds the minimum vacation plus sick leave (page 12) required by the Service Contract Act and local wage determination.

Please confirm the page 2 note is not requiring additional sick leave to the PTO listed in the CBA.

Confirmed.

36. Will the Government please allow Offerors to include a 1-page introduction in Part 3 Past Performance Information that is not counted towards the 3-page limit?

The Government maintains the 3-page limit.