FA8056-17-R-0006_Final_RFP_Q&A.pdf

FOR OFFICIAL USE ONLY

FES PPE CARE AND MAINTENANCE SERVICES FINAL RFP Q&A

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Final RFP Questions & Answers

Topic Index Page #

A. Performance Work Statement 1

B. RFP Attachment 2 – FES PPE Services Pricing Matrix 4

C. Shipping 7

D. Contracting 8

E. Management Plan 9

F. General Questions 10

A. Performance Work Statement (PWS)

Date

Posted

On FBO

1. Question: In the PWS 1.2 you ask for services to include structural, proximity and technical rescue equipment. In section 2.1 you ask the bidder to comply with NFPA 1500 and NFPA 1851. You do not ask for verification to the NFPA Standard 1855. This standard covers technical rescue equipment. Was this an oversite or are you going to accept bidders that do not comply with that standard?

Answer: This was an oversight. NFPA 1855 – Standard on Selection, Care, and Maintenance of

Protective Ensembles for Technical Rescue Incidents, current edition, will be added to PWS section

2.0 Applicable Regulations and Service Standards as well as any subsequent PWS paragraphs as appropriate.

2. Question: PWS paragraph 2.2.2 - NFPA 1851 requires 3rd party verification to service all make/model/brands of PPE. OEM certification is no longer required as per section 4.4.2 of NFPA

1851 - 2014 edition. Request this requirement be removed from solicitation.

Answer: Concur. Per the changes noted in NFPA 1851, 2014 Edition, “A verified organization has demonstrated the ability to conduct cleaning, inspection, and repairs to a third-party certification organization in accordance with this standard and is not required to have the approval of the element manufacturer to perform these services. Verified organizations are permitted to conduct these services for other organizations.” Accordingly, the Government will remove paragraph 2.2.2 from the PWS. Note that all subsequent subparagraphs in section 2.2 will be renumbered following the removal of the current 2.2.2.

3. Question: PWS paragraph 3.3.2.2 - Does military expect to receive photos for every item/proposed repair (minor repairs i.e. hardware, restitching, holes, etc.) found during inspection?

Example: During inspection, 10 individual areas requiring repair are found, does the military expect 10 separate pictures - one for each area?

Answer: The Government only expects to receive photos of repairs identified during the advanced inspection process (i.e., any repairs not previously identified by the Ordering Official as part of the initial service request). This requirement applies to even “minor repairs,” as long as they meet the aforementioned criteria as a previously unidentified necessary repair. As for the provided example, the Government does not expect a single ensemble element to arrive with ten previously unidentified necessary repairs; however, under such circumstances, ten photos would be required.

Additional detail will be added to Performance Work Statement paragraph 3.3.2.2 to ensure clarity regarding this matter.

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4. Question: PWS paragraph 3.3.2.2 - Would it be acceptable if the Contractor alerted the Ordering

Official of the identified repairs and provided an on-line link to the photos & a copy of the estimate?

Answer: Yes, this would be an acceptable alternative to sending e-mails with repair photos;

however, the link shall be accessible by Government computers without the need to download software in order for the end user to gain access, view, or print records.

Additional detail will be added to Performance Work Statement paragraph 3.3.2.2 to ensure clarity

5. Question: PWS paragraph 3.3.2.3 - When will the USAF provide the Contractor with the original cost of the legacy items returned for repair(s) and the year that the garment was placed into service so that the Contractor is assured that no repairs will exceed the percentage of the original cost?

Answer: The Government considers the serviceable life to begin when the products are manufactured, IAW NFPA 1851. All ensemble elements should be marked with a manufactured date; however, if a date is not clearly designated on the products, the Ordering Official will be responsible for providing the date to the Contractor.

Additional detail will be added to Performance Work Statement paragraph 3.3.2.3 to ensure clarity

As for the original cost of the ensemble element, per PWS paragraph 3.3.2.4.2, the original cost will be reported by the Ordering Official.

6. Question: PWS paragraph 3.4.1 - Who pays for alterations requested by military? Is estimate / approval required to perform alterations? Please describe procedure(s) for this effort.

Answer: The Government is financially responsible for any requested alterations. Alterations will be initiated as part of the Ordering Official’s service request. The process for requesting alterations is identical to how Ordering Officials will request other care and maintenance services (i.e., advanced inspection, advanced cleaning, repairs, etc.).

Per paragraph 3.4.1 of the PWS, alterations shall be accomplished IAW NFPA 1851 Chapter 8 –

Repair. Currently, alteration processes are specifically identified in NFPA 1851 paragraphs 8.1.4, 8.2.1, 8.2.6.2, and 8.2.6.4 (i.e., all within NFPA 1851 Chapter 8). Contractors shall follow NFPA standards when completing any alterations.

7. Question: PWS paragraph 3.3.2.3 - How will year of service date be provided to vendor for each serial number? Is vendor expected to use the year of service date provided instead of the NFPA

1851 recommended manufacture date as stated in section 10.1.2? Example gear sits on shelf 5 years before it’s assigned. Does AF consider the gear 5 years old or 1 year old for service?

Answer: As noted in Performance Work Statement Question 5 above, the Government considers the serviceable life to begin when the products are manufactured, IAW NFPA 1851. Whether an ensemble element is actively in use, it is still subject to the requisite servicing standards as well as decay; therefore, if a product sits on a shelf for five (5) years before it’s used, it’s still considered five (5) years old. All ensemble elements should be marked with a manufactured date; however, if

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Final RFP Questions & Answers a date is not clearly designated on the products, the Ordering Official will be responsible for providing the date to the Contractor.

Additional detail will be added to Performance Work Statement paragraph 3.3.2.3 to ensure clarity

8. Question: PWS paragraph 3.3.2.5.2 - How will original cost of garment / model be reported to vendor? Who will report this cost to vendor?

Answer: As noted in Performance Work Statement Question 4 above, per PWS paragraph

3.3.2.4.2, the original cost will be reported by the Ordering Official.

9. Question: PWS paragraph 3.5 & 3.5.1 - What method of disposal does military expect vendor to use for condemning PPE?

Answer: Per PWS paragraph 3.5.1, Contractors shall perform disposition services IAW NFPA

1851 – Chapter 10. Although the Government does not prescribe a specific method of disposal, Contractors should ensure NFPA 1851 standards are met. Accordingly, retired ensemble elements shall be destroyed or disposed of in a manner ensuring that they will not be used in any firefighting or emergency activities, per NFPA 1851 paragraph 10.2.1. Once disposition is complete, a dated disposition confirmation shall be provided to the Ordering Official to facilitate documentation in historical record that disposal occurred. Disposition confirmations can be provided in hard copy or electronic (i.e., e-mail) form. At no time should retired elements be provided to the Defense

Reutilization and Marketing Office (DRMO), as the retired ensemble elements are no longer suitable for use.

Additional detail will be added to Performance Work Statement paragraph 3.5.1 to ensure clarity

10. Question: PWS paragraph 7.2.2, 7.2.2.1, 7.2.2.2, and 7.2.2.3 - There will be situations when the

Contractor must return the equipment to the manufacturer or order replacement components from the manufacturer or other sources external to ISP. Timelines for these types of transactions may very well exceed the timelines defined within 7.2.2.1 and 7.2.2.2. Please clarify how the Contractor shall administer these situations and remain in compliance?

Answer: Based on the Contractor feedback in the September 2016 Services Request for

Information (RFI), the Government believes the vast majority of care and maintenance services can be accomplished well within the applicable turnaround times in the PWS. However, as the

Government is unable to predict and account for all potential extenuating circumstances that may warrant turnaround time extensions, the PWS and resulting contract(s) will defer to the Ordering

Official’s discretion. Given the example above, it would be incumbent upon the Contractor to notify the Ordering Official of the conditions which restrict the Contractor’s ability to meet the standard turnaround time requirements (i.e., the need to order replacement parts). At such time, the

Ordering Official would make a determination on whether the provided conditions are sufficient justification for an extension. Based up that determination, the Ordering Official could then authorize additional time for the Contractor to accomplish the requested services. This authorized turnaround time extension would not count against the Contractor’s Performance Objectives.

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Additional detail will be added to Performance Work Statement paragraph 7.2 to ensure clarity

11. Question: PWS paragraph 11.1 - Will the Ordering Official send the Regional contractor a service request or without prior notification, ship the FES PPE elements / ensembles with a work order directly to the Contractor? Offeror suggests that the Ordering Official notify the Regional

Contractor of the requirements prior to shipping the PPE elements to the contractor. This will enable the contractor to specify to which service facility the PPE should be shipped so as to ensure work leveling within the contractor’s organization (given that the ISP has multiple locations) and quickest response.

Answer: Per PWS paragraph 11.1, the Ordering Official(s) will contact the applicable USAF

Service Region Contractor directly. This initial contact will include a service request. No PPE will be shipped without confirmation and direction from the Contractor. Therefore, any necessary guidance from Contractor (i.e., where to ship the ensemble elements, etc.) can be provided in response to the Ordering Official’s service request, prior to the shipment of any ensemble elements.

Additional detail will be added to Performance Work Statement paragraph 11.1 to ensure clarity

B. Attachment 2 – FES PPE Services Pricing Matrix

1. Question: How is attachment 2 tab 1 for 0001 on row AB which states "Advanced Inspection -

Ensemble Elements (ea.)" priced? Example: Labor to inspect a hood is much less than inspecting an entire ensemble. Does the military expect to be charged full ensemble inspection labor to inspect a hood?

Answer: Sub-Service Category Number (Sub-SCN) AB is for any one (1) ensemble element (i.e., a hood, a helmet, a structural coat, etc.), which from a pricing standpoint should not be confused with

Sub-SCN AA which requests pricing for the entire ensemble (i.e., all standard ensemble elements combined). As such, the Government does not expect to be charged for a full ensemble inspection to simply inspect a single ensemble element, like a hood.

In terms of the development of Sub-SCN AB, during the Government’s market research, which included an evaluation of Contractor price lists, several Contractors advertised a single price for advanced inspection, regardless of the ensemble element being inspected. Additionally, an RFI was released in September 2016 which included a draft version of the pricing matrix, to which five (5) reputable Contractors provided theoretical pricing. At no time did any of these Contractors request AB be separated into element-specific lines.

The Government will take this recommendation under advisement. Any change to RFP Attachment 2

– FES PPE Services Pricing Matrix will be done via amendment and posted to FBO.

2. Question: Sub-SCN 0001 AB - Ensemble Elements (ea) can you please clarify this category? I am interpreting this as the requirement for any one piece of the listed "ensemble elements" would require advanced inspection. However, standard industry practice is to price this service requirement at the individual piece level, as such, the pricing is variable based on what item is being services, i.e. coat would be $x, gloves would be $XX, etc.

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With this interpretation I am not at all clear how to price this category since the price is not stagnant and it is dependent on the actual item being serviced.

Answer: Please see the answer to Attachment 2 – FES PPE Services Pricing Matrix Question 1 above.

3. Question: Pricing for Advanced Inspection generally varies per element (e.g. the inspection for a structural jacket takes a lot more time than the inspection of a hood). Please consider updating

SCN0001AB to have additional Sub-SCNs for each ensemble element similar to SCN0002AA, 0002AB, 0002AC, 0002AD, 0002AE, 0002AF, 0002AG, and 0002AH.

Answer: Please see the answer to Attachment 2 – FES PPE Services Pricing Matrix Question 1 above.

4. Question: Please explain how military determined quantities for 0001 and 0002.

Answer: The Government established projected quantities for 0001 and 0002 by taking the approximate number of firefighters and ensemble elements currently in circulation and estimating the future number of events that would initiate the need for care and maintenance services based off available historical numbers. The total quantities for 0001 and 0002 were then broken down into region-specific projections. These quantities are estimates and subject to the uncertainties of the fire emergency services mission.

5. Question: When will 0001 Advanced Inspection be applicable?

Answer: Advanced Inspection will be applicable whenever an Ordering Official requests it as part of their service order.

6. Question: Is it possible vendor will receive gear that has been cleaned prior to receipt?

Answer: Yes, it is possible; however, the vast majority of ensemble elements received by the

Contractors will require cleaning and inspection. All known required services will be identified by the

Ordering Official as part of the service request.

7. Question: Please explain difference between AA & AC.

Answer: For Sub-SCN 0002 AA, the Contractor should provide pricing for Advanced Cleaning and

Inspection of one (1) Structural Coat or one (1) Structural Pant. For Sub-SCN 0002 AC, the Contractor should provide pricing for Advanced Cleaning and Inspection for both a Structural Coat and pair of

Structural Pants, provided by the Government as a set.

8. Question: Please explain difference between AB & AD.

Answer: For Sub-SCN 0002 AB, the Contractor should provide pricing for Advanced Cleaning and

Inspection of one (1) Proximity Coat or one (1) Proximity Pant. For Sub-SCN 0002 AD, the

Contractor should provide pricing for Advanced Cleaning and Inspection for both a Proximity Coat and pair of Proximity Pants, provided by the Government as a set.

9. Question: Please further define Entire Ensemble (all). Does the entire ensemble include one structural coat and one proximity coat (2 coats, total), one pair of structural pants and one pair of proximity pants

(2 pants, total), one hood, one helmet, one pair of gloves, and one pair of boots? Or does Entire

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Ensemble (all) include one structural coat or one proximity coat (1 coat, total), one pair of structural pants or one pair of proximity pants (1 pant, total), one hood, one helmet, one pair of gloves, and one pair of boots?

Answer: As defined in RFP Attachment 2 – FES PPE Services Pricing Matrix, SCN 0001 AA shall include coat, pants, hood, helmet, gloves, and boots. To clarify, this was intended to be either a structural ensemble OR a proximity ensemble, not both.

Additional detail will be added to RFP Attachment 2 – FES PPE Services Pricing Matrix to ensure clarity regarding this matter. These changes to RFP Attachment 2 – FES PPE Services Pricing Matrix will be done via amendment and posted to FBO.

10. Question: Pricing for Advanced Inspection generally varies per element (e.g. the inspection for a structural jacket takes a lot more time than the inspection of a hood). Please consider updating

SCN0001AB to have additional Sub-SCNs for each ensemble element similar to SCN0002AA, 0002AB, 0002AC, 0002AD, 0002AE, 0002AF, 0002AG, and 0002AH.

Answer: During the Government’s market research, which included an evaluation of Contractor price lists, several Contractors advertised a single price for advanced inspection, regardless of the ensemble element being inspected. Additionally, an RFI was released in September 2016 which included a draft version of RFP Attachment 2 – FES PPE Services Pricing Matrix, to which five (5) reputable

Contractors provided theoretical pricing. At no time did any of these Contractors request AB be separated into element-specific lines.

The Government will take this recommendation under advisement. Any change to RFP Attachment 2 –

FES PPE Services Pricing Matrix will be done via amendment and posted to FBO.

11. Question: Services listed within SCN0009 (AA, AC, and AG) have the service listed plus a

“reinforced” option of the same service (AB, AD, and AH). Please confirm that the USAF does not require a “reinforced” option for SCN0009AE, 0009AF, and 0009AJ.

Answer: This was an oversight. Additional sub-SCNs will be added to request pricing for reinforced options for full-expansion (SCN 009AE), semi-expansion (SCN 009AF), and semi-bellow pockets

(SCN 009AJ).

These changes to RFP Attachment 2 – FES PPE Services Pricing Matrix will be done via amendment and posted to FBO.

12. Question: Please confirm that the USAF does not require Elbow Pad service.

Answer: This was an oversight. An additional sub-SCN will be added to request Replacement of

Elbow Pad – Any Type (ea).

13. Question: Revisions to the FES PPE Pricing Matrix. Please clarify what information was updated?

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Answer: Prior to the release of the Final RFP, during an administrative update to RFP Attachment 2 –

FES PPE Services Pricing Matrix, the editable “yellow cells” were shifted, preventing them from being edited by potential Offerors. Outside of correcting the ability of the “yellow cells” to be edited, no other changes were made to RFP Attachment 2 as part of Amendment 0001.

14. Question: Can you please clarify the type of boots currently issued? PPE Services pricing can also vary on the type of boot, i.e. leather or rubber.

Answer: Both types of boots have been issued to the field; therefore, Contractors will be responsible for servicing both leather and rubber boots. Additional sub-SCNs will be added to allow for a price delineation between the two (2) boot materials.

C. Shipping

1. Question: FOB destination: Please provide spec's (size & weight) of shipping containers military plans to use for inbound shipment for gear requiring service.

Answer: The Government cannot predict the size and weight of shipping packages sent from the

Ordering Officials to the Contractors. This will vary by the quantity and type of ensemble elements being shipped. The Government defers to the Contractor for the specific means of element return (i.e., boxes, pallets, barrels, etc.), as long as the Contractor remains compliant with all NFPA standards and any applicable contract terms and conditions (i.e., reasonable assurance that all ensemble elements are returned without damage). The Government intentionally chose not to specify a particular means of element return in order for the Contractor to utilize whichever commercial process and method it finds most appropriate and cost effective.

2. Question: Who pays for inbound shipping cost & container to service provider?

Answer: The Government will be financially responsible for inbound shipping and handling to the

Contractor.

3. Question: Is AK and HI considered OCONUS and requiring shipments only via USPS? Addresses provided are not APO, and serviceable by other domestic carriers.

Answer: Although Alaska and Hawaii are part of the Pacific Air Forces (PACAF) and are technically considered Outside the Contiguous United States, they are not APO and can be serviced by non-USPS carriers.

Additional detail will be added to Performance Work Statement paragraph 7.1.2 to highlight Alaska and Hawaii as allowable deviations from the USPS requirement.

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D. Contracting

1. Question: Can 3 separate companies, with individual EIN/SAM/Duns/CAGE Code numbers, owned by the same individual bid on the 3 regions separately and be awarded up to 3 regions since they are bidding as individual companies?

Answer: Separate business concerns are eligible to submit proposals if those separate companies meet the definition of a business concern, defined below, and are in compliance with the Small Business

Administration's (SBA) affiliation rules in accordance with FAR 19.101 and 13 CFR 121.103. The

Government advises you to seek input from your independent counsel and your cognizant

SBA agent on the application of this language to your situation.

For clarification, the RFP will be amended to read "A separate business concern as defined by 13 CFR

121.105 may submit proposals in up to two regions, and not more. All matters regarding affiliation and business size will be directed to the SBA."

13 CFR 121.105 defines a "business concern" as follows:

(a)

(1) Except for small agricultural cooperatives, a business concern eligible for assistance from SBA as a small business is a business entity organized for profit, with a place of business located in the United

States, and which operates primarily within the United States or which makes a significant contribution to the U.S. economy through payment of taxes or use of American products, materials or labor.

(2) A small agricultural cooperative is an association (corporate or otherwise) acting pursuant to the provisions of the Agricultural Marketing Act (12 U.S.C.A. 1141j) whose size does not exceed the size standard established by SBA for other similar agricultural small business concerns. A small agricultural cooperative's member shareholders are not considered to be affiliates of the cooperative by virtue of their membership in the cooperative. However, a business concern or cooperative that does not qualify as small under this part may not be a member of a small agricultural cooperative.

(b) A business concern may be in the legal form of an individual proprietorship, partnership, limited liability company, corporation, joint venture, association, trust or cooperative, except that where the form is a joint venture there can be no more than 49 percent participation by foreign business entities in the joint venture.

(c) A firm will not be treated as a separate business concern if a substantial portion of its assets and/or liabilities are the same as those of a predecessor entity. In such a case, the annual receipts and employees of the predecessor will be taken into account in determining size.

[ 61 FR 3286, Jan. 31, 1996, as amended at 70 FR 51248, Aug. 30, 2005]

2. Question: Will the new contracts established through this solicitation supersede legacy PPE care & maintenance contracts held by contractors with organizations listed on Attachment #3?

Answer: Yes, where applicable and appropriate. The Government intends to mandate the use of these contracts; therefore, any existing agreements or contracts that can be cancelled should be terminated.

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Depending on the type of the existing contract, if immediate termination is not a reasonable action, ordering under the existing contract should cease and any future options should not be exercised in order to maximize usage of the strategic contract(s).

E. Management Plan

1. Question: Addendum to FAR 52.212-1, paragraph 5.3.4.1 - With all due respect, the quantities shown in the Attachment 2 – FES PPE Services Pricing Matrix would appear to contradict the reasonably expected demand, given the kit-out plan defined by the Air Force Instruction (AFI) 32-

2001, “Fire Emergency Services (FES) Program,” (Attachment 6), and the total population of any given region’s firefighters, defined in the solicitation’s Attachment 3.

For example, SCNs 0002 AA, AC and AJ (Region 1) require the Contractor to conduct Advanced

Cleaning and Inspections on over 11,000 total structural coat and/or pant elements. Given a population of approximately 2,376 firefighters and the NFPA 1851 requirement that all turnouts undergo annual

Advanced Inspection and Cleaning, this demand appears excessive.

Would the USAF accept a capacity analysis that follows the per firefighter equipment outfitting guidelines of Air Force Instruction (AFI) 32-2001, Fire Emergency Services (FES) Program

(Attachment 6) coupled with the firefighter populations defined within Attachment 3, FES PPE

Services List of USAF Fire Stations.

Answer: The projected quantities include any potential event-driven need for advanced cleaning and inspection in addition to the annual NFPA 1851 requirement.

The Government cannot predict or guarantee the exact quantity of ensemble elements that could require servicing in any Service Region during any one (1) ordering period; hence the use of an

Indefinite Delivery/Indefinite Quantity (IDIQ) type contract. Further, the Government cannot anticipate the specific SCNs USAF Fire Stations may prefer to utilize. For example, a station may choose to have their structural garments cleaned and inspected individually (SCN AA) or as garment pairs (SCN AC), versus a combined ensemble (SCN AJ). At this time, insufficient historical data trends exist to allow the Government to weight any particular SCN in terms of user preferences. Given the nature of this specific requirement and the level of uncertainty associated with fire emergency services, in order to ensure the ceilings of these enterprise-wide strategic contracts are not prematurely exceeded, some redundancies were included in the projections.

In terms of providing a response to the Management Plan, a capacity analysis that follows AFI guidelines as well as the populations listed in RFP Attachment 3 – FES PPE Services List of USAF

Fire Stations would be appropriate. As previously stated, although the Government recognizes that it is unlikely the projected quantities listed in RFP Attachment 2 – FES PPE Services Pricing Matrix will be entirely met, based off RFI data, most Contractors reported more than adequate capacity to service these projected quantities.

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F. General Questions

1. Question: What does the USAF anticipate for an initial ramping up period?

Answer: Upon award of the Care and Maintenance Services contracts, Post-Award Conferences will be conducted between the Service Region awardees and the Government. Following these conferences, the Government anticipates immediate availability of the services to USAF Fire Stations within each Service Region.

2. Question: Will the contractor be able to help market this program to the organizations listed in

Attachment #3?

Answer: Yes, although the Government has an internal communication plan to disseminate contract information to the field once the contracts are awarded, Contractors are welcome to market the program within their respective Service Region. Contractors will not be authorized to service USAF

PPE outside their awarded Service Region(s); therefore, marketing should be limited to authorized users only.

3. Question: I am having trouble locating the information for the “Body of Data Item Description DI-

MGMT-803368A as noted on DD For 1423-1, CDRL 1 & 2 it seems that the link indicated is no longer valid and it directs me to http://quicksearch.dla.mil/qsText.aspx but once there the only item currently posted seems to be DI-MGMT-80320

<http://quicksearch.dla.mil/qsDocDetails.aspx?ident_number=204813> Report of Free-On-Board

(F.O.B.) Origin Deliveries (No S/S Document). I have called into the Assist Help Desk though no one answers the listed number so I have left a message. Is there another way possibly to get this information?

Answer: The Government will include updated CDRL documents as part of Amendment 0002.

Please refer to the associated attachments to the amendment for the most recent documents.

4. Question: We would like to deliver our responses personally. How can I get access to the base?

Answer: The Government accepts hand delivered proposals in two ways: a government representative can receive proposals at the Hope Hotel, a public access site off base or the government can request a base access pass through Security Forces. Please contact the Contracting Officer directly if you intend to hand-deliver your proposal(s).