QNA_Questions_-_FA8051-15-R-000_v8.docx

Questions regarding FA8051-15-R-0001 Reference document: Attachment_1_-_EOD_Robot_SOW_040715 Section 1.0 Q1: What is the expected robot lifecycle duration?

A1: The Government anticipates that the systems will be in service for 10+ years.

Section 2.1 Q2: What are the backpack requirements? For example, the entire system must fit in/on one backpack and be ready to use within X time?

A2: The Governments requirement is for a one-man backpackable system able to respond to unexploded explosive ordnance (UXO) and improvised explosive device (IED) incidents and conduct Intelligence Surveillance and Reconnaissance (ISR) in hazardous environments. The Government does not recognize a minimum deployment time. Systems will be evaluated on a sliding scale.

Section 2.3 Q3: Are there specific policies and regulations the system must comply with? The requirement is very broad and includes US DOD, US national and International.

A3: This is a solicitation for a commercial system. Offerors are responsible for ensuring compliance with all applicable policies and regulations.

Q4: What radio configuration (e.g. CONUS or OCONUS) is required to be supplied to the government for Phase 1 and Phase 2 evaluation?

A4: The system shall be configured for a CONUS radio configuration.

Section 2.4 Q5: When is the electronic-based documentation referenced in section 2.4 expected to be delivered?

A5: It is the Governments expectation that Electronic-based training documentation will be developed, maintained and published (available for download) prior to delivery of the first robotic system(s) ordered under this contract.

Section 2.5.2 Q6: Please define what is meant by accurate and timely maintenance and repair management?

A6: The Government has intentionally not defined accurate and timely. This is the responsibility of the contractor to define in their proposal.

Section 2.5.3 Q7: Is there a required content list for each of these three documents (i.e. User Manual, Operations Manual, and Maintenance Manual)?

A7: This is a solicitation for a commercial system. The commercial vendor is expected to have already developed user operations and maintenance manuals for the system. The content and format is to be determined by the vendor. It is expected that the manuals will be sufficiently comprehensive to provide users the ability to operate and maintain the systems in the field.

Q8: Can the manuals be combined into a fewer number of manuals? For example, is it acceptable to combine the User and Operation Manuals into a single User & Operation Manual?

A8: This is a solicitation for a commercial system. The commercial vendor is expected to have already developed user/operations and maintenance manuals for the system. The content and format is to be determined by the vendor, whether that is a single combined manual or multiple individual manuals. By our terminology, the User and Operations manual are synonymous.

Section 2.5.5 Q9: What is the estimated size of fleet is the government expecting the contractor to support? What is the range of expected fleet size? This has impacts on the requirement to be able to meet the 5 day requirement for replacement parts.

A9: The estimated fleet size is 205.

Q10: Is the government willing to pay for the safety stock required to meet the 5 day requirement?

A10: This is a solicitation for a commercial system. The commercial vendor is expected to already have in place a repair capability and spare parts stock. The government will not purchase the items required for the safety stock. The vendor should clearly identify their strategy to meet the 5-day requirement for replacement parts and associated costs in their proposal.

Section 2.5.6 Q11: What level of repair does the government want to assume? Please provide examples and definitions.

A12: The contractor is responsible for all repairs. The government may replace typical expendable items such as tracks or wheels, manipulator gripper pads, batteries, antennas, etc.

Section 2.5.13 Q13: Is it the government’s intention to make the contractor pay for OCONUS shipping costs associated with warranty repairs?

A13: Yes. All shipping costs will be paid for by the Government with the exception of warranty-based shipping costs. If a system cannot be delivered to a location by normal shipping methods (FedEx, UPS, USPS, etc.), the Government is responsible for transportation between that location and the nearest shipping depot. E.g. a system at a Forward Operating Base cannot be shipped via normal methods. The Government is responsible for transporting the system to the nearest major base. The contractor is then responsible for shipping between the major base and their repair facility.

Reference document: Attachment_2_-_Price_Sheet Q14: It is our understanding that the pricing template is meant to be a guideline. For example, LRUs and repairs will be different and/or unique for each contractor’s proposed solution. The key issue is that the basic categories need to be covered are: new purchases, LRUs and repairs. Is this a correct understanding? If not, how should we interpret?

A14: Your understanding is correct.

Q15: Can we provide recommendations on additional accessories that will improve the operational capabilities of the proposed system over the baseline requirements?

A15: The Government will only evaluate system in its proposed configuration. Contractors may include a list of additional accessories but they will not be included in the evaluation.

Q16: It appears that the government is expecting prices to be flat for the base period of 5 years. Is this correct?

A16: This is a competitive solicitation of a commercial system. Prices are fixed for the five year base period. Since the Government intends to award without discussions, contractors are encouraged to offer their most advantageous pricing.

Q17: It is understood that to be compliant, the contractors must fill out the price sheet as specified. However, is the government willing to accept proposals on alternate pricing schemes?

A17: The pricing sheet must be filled out as described by the RFP. However, offerors may include information about discounted pricing in their written proposals.

Q18: Does the government want recommendations on quantity of LRUs and Subcomponents to support a fleet of X size with an operational availability of Y% for a defined logistic scenario?

A18: This information shall not be included in the price sheet. However, if the contractor determines this information is beneficial, they may include this information as part of their written proposal.

Q19: What is an expected quantity for the first purchase?

A19: 20.

Q20: Pricing is dependent on quantity. What quantities do the government need pricing for? For example: 1-25, 26-100, 101-175, 176-250.

A20: Pricing should be based on the estimated quantities in attachment 2_Price Sheet. However, offerors may include additional discounts as part of their written proposal.

Q21: What is the expected delivery schedule over the length of the base 5-year period?

A21: The specific schedule will be established later based on need and availability of funds. The Government expects to purchase approx 20 systems the first year, 55 systems the second year, 75 systems the third year, 53 systems the fourth year, and 15 systems the fifth year.

General Q22: Per paragraph 5 of the solicitation each contractor is allowed to submit two proposals. What is meant by “ two proposals and/or systems”? The inclusion of and/or systems is a bit ambiguous. Please clarify.

A22: Offerors may submit no more than a total of two written proposals for either one or two unique robotic systems. If an offeror desires, they may submit two unique systems, each with its own written proposal. Or, the offeror may also submit two written proposals detailing different approaches for one robotic system.

Q23: What tests will be performed during Phase I and Phase II? Can the evaluation criteria for those tests be provided no later than one week in advance of the submission due date?

A23: For Phase 1, the Government intends to evaluate the following areas: physical, sensors, communication, mobility, human-machine interface, environment, manipulator, logistics, and field performance.

For Phase 2, the Government intends to perform, but it not limited to, the following evaluations:

Physical

Sensors

Pan-Tilt-Zoom Tasks

Video Dynamic Range

Video Color Acuity

Video Latency

Audio Speech Intelligibility Two-Way

Communications

Lost Communications and/or Power Behaviors

Mobility

Hurdles with Culvert

Vertical Insertion/Retrieval Stack with Drops

Maneuvering Tasks: Post/Hole Slaloms

Navigation Tasks: Hallway Labyrinths with Complex Terrain

Endurance: Continuous Pitch/Roll Ramp Terrain

Environment

Gravel

Sand

Mud

Washdown/Decontamination – IPX#3 of 8

HMI

Operator Interface Constraints: PPE; Posture; Lighting

Operator Interface Indicators: Low Battery; Robot Tilt

Search Tasks: Random Mazes with Complex Terrain

Search Tasks: Underbody Inspection

Manipulator

Strength at Reach

Inspection

Retrieving/Inserting Objects

Pushing/Pulling/Rotating Forces

Q24: Is there an expected schedule for Phase 1 and Phase 2 testing? If so, please share with bidders.

A24: The government expects Phase 1 to begin approx. 30 April and Phase 2 approx. 26 May. After receipt of proposals each offeror will be notified and provided a schedule for their specific system.

Q25: We request a one week extension to due date for proposal submittal and delivery of evaluation systems. Given current market conditions, commercial Items are typically built after an order is received. A one week extension would enable us to adequately prepare and test systems for evaluation.

A25: Due to a strict evaluation schedule, robotic systems and Attachment 4 Contractor Questionnaire are required on 29 April. Written proposals may be submitted as late as 6 May 2015.

Q26: Can spares be provided with the evaluation systems so they can be swapped out if items fail during the evaluation phases?

A26: Yes, at contractor expense.

Q27: Should the Air Force select our product and make an award. Will the Air Force purchase the units that were used in evaluation testing?

A27: If the units provided for evaluation were new when delivered to the Government, meet the same configuration and have all required equipment as the proposed systems, and are refurbished to like new condition after evaluation then they can be delivered towards fulfillment as part of the 1st contract order.

Q28: If spare parts are unavailable before submission of systems but are available afterwards, can these spare parts be provided before and/or during the various phases of acceptance testing?

A28: Yes, at contractor expense.

Q29: Will contractors be allowed to witness all testing during Phase I and Phase II evaluation?

A29: No. For Phase 1, offerors may, but are not required to, have a representative on site prior to evaluation for training and demonstration purposes. For Phase 2, offerors are highly encouraged (though not required) to send a representative to operate their system during the evaluation. These are the only times that offerors are authorized to be present.

Q30: How will interoperability per Army IOP be verified?

A30: IOP based architecture will not be verified during system evaluation. However, if a proposal states that a system is IOP compliant, the contractor will be required to meet this standard through the course of the contract.

Q31: Attachment 2 & Combined Synopsis/ Solicitation, para 2A: Total evaluated price will be determined by multiplying the quantities identified in the Price Sheet by the proposed unit price for each Contract Line Item Number (CLIN). For pricing purposes, may we assume a 1 October 2015 contract award date?

A31: The Government anticipates a contract award date of 15 September 2015.

Q32: Attachment 2, Purchases tab: What is meant by the line item “Maintenance Support”?

A32: “Maintenance Support” includes all contractor support associated with SOW section 2.5.

Q33: Combined Synopsis/ Solicitation, para 2C: The offeror shall provide examples of past performance (contract number, location, POC, contact information) for services performed in the last three (3) years. How many past performance examples are requested/desired? Should the past performance examples include a narrative summary of the effort and/or how it is relevant to the current procurement?

A33: Contractors may include up to 5 pages of past performance information in addition to the written proposal. Contractors should include a narrative summary of how each effort is relevant to the current procurement.

Q34: Combined Synopsis/ Solicitation, para 5: The page limit does not include price sheet, responses to Contractor Questionnaire, or Representations and Certifications. Is Past Performance included in the 20 page count limitation?

A34: Contractors may include up to 5 pages of past performance information in addition to the written proposal.

Q35: Combined Synopsis/ Solicitation, para 4: The Government intends to transport systems to the National Institute of Standards and Technology (NIST) facility in Gaithersburg, MD for further evaluation. Will vendors be able to access to the evaluation units prior to the Phase 2 testing?

A35: Systems will NOT be available prior to the first day of Phase 2 testing.

Q36: Combined Synopsis/ Solicitation, para 5: Vendors shall respond to this RFP via email. Is there a specific format for the deliverable document? Should Attachment 2 be delivered separately?

A36: Contractors shall follow the format outlined by the RFP in section 5. Contractors should avoid sending multiple emails if possible.

Q37: Combined Synopsis/ Solicitation, para 5: Vendors shall respond to this RFP via email. Are there file size limitations on the volumes to be submitted via email? Are .pdf and/or .zip files permitted?

A37: The maximum email size allowed by our servers is 5MB. If attachments cause an email to be greater than 5MB, please break the email into multiple emails. PDF documents are authorized but ZIP files are not.

Q38: Combined Synopsis/ Solicitation, para 5: Technical proposals shall not exceed 20, single sided, typed, standard A4 pages. Type shall be no smaller than size 12 font. The page limit does not include price sheet, responses to Contractor Questionnaire, or Representations and Certifications. May we use size 9 font for graphics and/or tables and exhibits?

A38: Yes.

Q39: SOW para 2.1, c: The system shall operate in all environmental conditions including snow, ice, salt, sand, fog, rain, mud, gravel and extreme temperatures with the exception of underwater and space environments. What is meant by “extreme temperatures”?

A39: The Government has not quantified “extreme temperatures” for this system. Systems will be evaluated on a sliding scale based on their operational capabilities.

Q40: SOW, para 2.5.7a Items under this contract shall be free from defects in material and workmanship for 2 years from the date of acceptance. Are consumables (eg normal wear and tear items) considered under the 2 year warranty?

A40: Normal wear and tear is not considered to be a defect in material or workmanship. Per section 2.5.7 of the Statement of Work: “Items under this contract shall be free from defects in material and workmanship for 2 years from the date of acceptance. If a discrepancy is found within the initial 2 years, the contractor shall be notified in writing and the system returned for repair at no cost to the Government. This warranty applies to both purchases and repairs.”

Q41: SOW, para 2.5.7b: The date the DD-250 is signed by the Government representative will be the date the system is accepted and shall be the start of the warranty for that system. For repair/sustainment activities will DCMA witness be required?

A41: No.

Q42. SOW, para 2.5.10. All major modular components shall have IUID for tracking warranty, manufacturing information and location. Is the Government going to provide their preferred software system to help manage the configuration?

A42: No.

Q43: RFP Paragraph 1: The second paragraph of this RFP Section clearly states that the this is a Firm Fixed Price (FFP) contract, yet RFP Section 3 (Price Sheet) states that the quantities on the Attachment 2 Price Sheet are estimated quantities and not contractually binding. This poses unacceptable risk to any contractor who quotes a firm fixed price, in the event that the Government were to order, say, 100 additional units. Would it not make more sense for the Government to solicit bids for a Fixed Unit Price contract, to give it the flexibility to order as many or as few systems / items as needed?

A43: This solicitation is for an IDIQ contract. Prices will be fixed at the time of award. The Government will order systems, repairs, parts, etc. on an as-needed basis, at the agreed upon rates, in the form of delivery orders. Please reference FAR subpart 16.5 and FAR 16.504.

Q44: RFP Paragraph 4: This paragraph refers to the proposal due date in Paragraph 7 (also of the RFP). Para 7 actually refers to organizational conflict of interest. Can offerors assume the reference was intended to be to paragraph 5?

A44: Yes.

Q45: RFP Paragraph 5: The referenced RFP section mandates A4 paper, which is a different size from standard US letter-size paper. For ease of printing on US Government printers, will the Government allow offerors to provide proposals that are formatted for US letter-sized paper?

A45: Yes.

Q46: RFP Paragraph 5 Offerors are required to list DUNS number, CAGE code, TIN etc. as part of the proposal, but no cover letter or other section allows for their inclusion. Will the Government allow offerors to provide aseparate one-page cover letter / transmittal letter, outside of the 20-page limit, to include such administrative information?

A46: No.

Q47: RFP Attachment 3 - FAR Clause 252.211-7003: The Item Unique Identification and Valuation clause places significant requirements for labeling, marking products provided to the Government. Can offerors assume these requirements only apply after award for items ordered under a contract, and NOT to the test systems to be delivered with the proposal?

A47: Yes.

Q48: No SF33 or SF1449 was issued with the solicitation. Will the Government issue a SF 33 / SF1449, by which offerors can formally submit their offer?

A48: No.

Q49: RFP Section 4, Technical Approach Evaluation Phase 2 Testing at NIST: Will the Government issue the NIST test plan before proposal submission (and delivery of the test systems to the Government) on 4/29/15, so that offerors can better prepare the systems for the tests?

A49: No.

Q50: Att#2-Price Sheet, Purchases Tab: The purchases tab of Attachment 2 does not specifically identify the manipulator arm of the robot as part of the robot package. should offerors assume that the robot package must include also the price of the manipulator arm? or as a seperate item line should be added?

A50: The price for the robot package should include the robot system in the configuration submitted as part of the proposal.

Q51: PWS 2.5.6.a implies that users will be responsible for replacing / installing major components once replacements are received from the vendor. While this might be possible for some minor consumable items, this is not maintenance normally carried out by the user If the major component cannot be replaced / installed / repaired by a user, will the Government ship the entire unit/system back to the offeror for repair or will it have vendors travel to end-user locations to effect repairs?

A51: The Government intends to replace the smallest reasonable component possible when repairs are required. If the system is not modular and cannot be broken into components, the entire system will be returned.

Q52: Att#2-Price Sheet, Purchases Tab Maintenance kit/Reapair kit: Does the "system user maintenance kit" under MISC (line 71) mean the same as "Repair kit" (line 7)? If not - what does "Maintenance kit" include?

A52: “Repair kit” and “system user maintenance kit” are synonymous.

Q53: Att#2-Price Sheet, Purchases Tab Line Replaceable Units: Is the basic assumption that all components under "Line Replaceable Units" should be components that can only be replaced by an operator in the field?

A53: No, these are components that would be repaired/replaced by the vendor. Operators in the field would replace commonly worn items, such as tracks or gripper pads, and/or could swap out repaired major components, such as an arm or camera system.