FA820120R0001_Questions and Gov Responses.pdf

FA820120R0001 – Hill AFB COPARS Questions/Government Responses

Questions: Is there an incumbent currently? If so, who and what is the contract value?

Government Response: Yes, the incumbent is Automotive & Industrial Supply. IDIQ had a ceiling of approximately $6.5M.

Questions: What is the historical level of effort?

Government Response: To process and purchase parts and/or services to support 1,015 vehicle assets belonging to 75 ABW (795), 75 CES/UTTR (52) and ACC/Range (168).

Questions: What is the historical costs for the parts to be procured?

Government Response: FY18 had $1.195M in parts/services and FY19 had $1.314M.

Questions: Will the Contractor procure and assume the costs for parts and invoice monthly to the Government?

Government Response: Yes, the contractor will pay for all parts/services and invoice monthly through WAWF for reimbursement.

Questions: Does the Government have vendor information for most procurement activities?

Government Response: Yes, a list of currently utilized vendors will be available upon award.

Questions: Does the technical or pricing proposal have any page limitations?

Government Response: No, there is not a page limit set for either volume.

Questions: Reference: PWS Para. 1.2, Page 5 In reference to parts pickup, is this referring to picking up parts at a supplier or to pick up and deliver parts from the COPARS location to users?

Government Response: The COPARS contractor is required to pick up parts from local vendors once in the morning and once in the early afternoon. Some of the local vendors do provide delivery.

Questions: Reference: PWS Para. 1.2, Page 5 Does the Government provide a vehicle for pickup and delivery or is the contractor expected to provide this vehicle?

Government Response: No, the contractor will be required to provide their own vehicle support.

Questions: Reference: PWS Para. 1.6, Page 5 Is the contractor allowed to a material handling fee on the parts purchased?

Government Response: No. The government pays the exact cost that the vendor pays for the part including shipping.

Questions: Reference: PWS Para. 1.11, Page 7 Can the Government provide consumption data by year for the last three years?

Government Response: No, howeever the consumption report for the last quarter is provided.

See attachment.

Questions: Reference: PWS Para. 1.12.1, Page 7 Please provide a list of the current fast moving and other parts that are currently stocked. Also, what is the total value of the inventory?

Government Response: The inventory is simply made up of a variety of oil, fuel, air, and transmission filters, a variety sizes of wiper blades, and some inventory that takes longer time to deliver. The purpose of the fast-moving stock is to be able to invoice immediately and avoid excessive vehicle downtime. The majority of vehicle parts can be purchased locally.

Questions: Reference: PWS Para. 3.1, Page 11 Does the Government provide Internet access for the contractor’s use or does the contractor need to provide this service?

Government Response: No, the contractor is responsible for securing their own internet service provider and support.

Questions: Reference: PWS Para. 3.1.4, Page 11 Is telephone service provided by the Government or does the contractor need to provide this service?

Government Response: No, the contractor is responsible for their own telephone service.

Questions: Reference: Historic Workload Please provide the number of transactions (sales slips) processed by month for the last two years by customer (CLIN.)

Government Response: Number of invoices per month, by CLIN, for 2 years.

CLIN # 0002 0006 0005 0007 0009 0011 0008 0010 0004.

Oct‐17 99 22 0 0 0 0 0 0 0

Nov‐17 126 14 14 0 10 0 3 0 0

Dec‐17 158 29 9 2 6 0 7 1 3

Jan‐18 163 29 17 2 17 2 3 0 8

Feb‐18 161 6 20 0 10 4 1 0 10

Mar‐18 158 16 31 2 16 0 8 0 9

Apr‐18 142 3 15 3 16 0 7 1 3

May‐18 129 12 18 1 20 0 5 4 4

Jun‐18 153 9 18 4 18 2 1 1 4

Jul‐18 154 11 27 1 5 0 6 1 1

Aug‐18 135 16 24 1 11 0 1 0 8

Sep‐18 147 17 20 3 7 1 1 0 13

Total 1725 184 213 19 136 9 43 8 63

CLIN # 0002 0006 0005 0007 0009 0011 0008 0010 0004.

Oct‐18 100 10 1 7 6 0 1 0 0

Nov‐18 114 3 20 2 15 0 4 1 0

Dec‐18 117 9 4 1 10 1 1 0 1

Jan‐19 150 12 19 2 7 2 3 2 0

Feb‐19 162 8 16 0 10 0 2 2 1

Mar‐19 141 18 27 0 9 1 1 1 0

Apr‐19 190 7 15 4 16 0 5 1 2

May‐19 140 13 24 4 8 0 5 0 1

Jun‐19 136 6 17 7 17 0 4 0 0

Jul‐19 118 9 21 0 12 0 4 0 1

Aug‐19 164 5 25 1 2 0 10 5 0

Sep‐19 150 19 35 1 7 10 3 1 6

Total 1682 119 224 29 119 14 43 13 12

Questions: Reference: RFP Section L and M Regarding Part I and Part II of the submittal: Page 66 indicates that Price is Part I and Technical is Part 2. Page 68 indicates the opposite. Please clarify.

Government Response: Part I should be Technical and Part II should be Price. Typo is fixed in solicitation Amendment 0001.

Questions: Attachment 3 lists vehicles assigned to the 75th Air Base Wing (ABW), Headquarters (HQ) Utah Test and Training Range (UTTR), and the 75th UTTR. There is also a tab identified as “Total Fleet”. The total fleet tab as less than the total of each of the organizational tabs.

Can the government confirm that Attachment 3 has accurate numbers of vehicles on the “Total Fleet” tab?

Government Response: Use the “Total Fleet” tab. Attached is an updated spreadsheet (v2).

Questions: Solicitation Section B shows a total ceiling of $8M.

Does the $8M ceiling include the cost-reimbursable CLINS?

Government Response: Yes, the $8M ceiling encompasses all CLINs in the contract.

Questions: PWS Paragraph 4.2 states “The contractor shall insure that sufficient personnel are available at all times during store hours…” Can the government provide the current staffing levels (number and labor categories) as a baseline to determine sufficient manning on the current contract?

Government Response: COPARS is a 2-person concept. One store manager and one driver.

This does not mean that two people must be in the office at all times; it means that a person is available to answer questions and receive purchase requests and another person is available to pick up parts.

Questions: Solicitation Section B, Supplies or Services and Prices/Cost lists organizations that are not listed in Attachment 3 Vehicle Fleet Listing. Reviewing the entire Solicitation and the PWS we found the following organizations; 75 Air Base Wing, HQ UTTR, 75 Logistics Readiness Squadron (LRS), 75 UTTR, 419 LRS HILL (AFRC), 309th MMXG, 309th EMXG, 309th CMXG, 309th MXSG, 309th AMXG, 75th CE Snowbarn.

-Are vehicles assigned to all the organizations listed above?

-Can the government identify and align Attachment 3 to the CLIN structure in the Solicitation Section B?

Government Response: Yes, the 75 ABW supports all organizations listed above except for HQ/UTTR, 75 CES/UTTR and the 75 CE Snow barn. The 75 CE Snow barn uses COPARS to purchase consumables for their snow fleet equipment attachment support. See attachment.

Questions: PWS Paragraph 1.4 states “The contractor shall cause all incoming shipments of material to be delivered to the store in building 1243.

How far is vehicle maintenance from building 1243?

Government Response: COPARS is located in same building as Vehicle Maintenance building 1243.

Questions: PWS Paragraph 1.2 states “The contractor is required to pick-up parts at least twice daily and during emergency conditions (at the government’s discretion) to preclude NMCM or NMCS conditions.

Are COPARS personnel required to deliver parts to Vehicle Maintenance or will Vehicle Maintenance pick up the parts from the COPARS?

Government Response: COPARS is located in office next to Materiel Control and parts exchange is in the same location.

Questions: PWS 1.10 states “The COPARS contractor shall be required to establish stock levels based on the vehicles/equipment listed in Exhibit A and the COPARS contractor’s experience in the parts business.

Can the government provide the current inventory listing of the items that are available in the

COPARS?

Government Response: The inventory is simply made up of a variety of oil, fuel, air, and transmission filters, a variety sizes of wiper blades, and some inventory that takes longer time to deliver. The purpose of the fast-moving stock is to be able to invoice immediately and avoid excessive vehicle downtime. The majority of vehicle parts can be purchased locally.

Questions: PWS Appendix 1 states “LOCAL TRADE AREA” is the local trade area that is measured by a 100 mile radius from the front gate of Hill AFB.

Do any dealerships in the local trade area deliver to the base?

Government Response: Yes, some do if they have access to the base but not all dealerships.

Also some of the local automotive parts stores deliver.

Questions: PWS Exhibit A states “However, the attachments to some of these assets are organizational responsibility and will require COPARS support i.e., blade edges, bristles and other snow plow parts.”

-What months is the snow equipment activated?

-When do inspections begin on the snow equipment?

Government Response: Exhibit A is referring to organization brooms and plow’s blades and bristles for their snow equipment. This purchase is usually in August/September. Snow equipment inspections happen at that same time and is conducted by VM. Vehicle Management Summer Rebuild takes place 15 Apr-1Sep annually.

Questions: PWS Exhibit A does not mention war readiness materials (WRM).

-Are any vehicles are WRM?

-If there are vehicles in WRM, how often are they inspected?

Government Response: Yes, WRM assets are included in the fleet and their inspection intervals are the same as the rest of the fleet.

Questions: PWS Paragraph 1.10 mentions the quarterly consumption data report used to establish stock levels.

Can the government provide the latest quarterly consumption data report for review?

Government Response: The inventory is simply made up of a variety of oil, fuel, air, and transmission filters, a variety sizes of wiper blades, and some inventory that takes longer time to deliver. The purpose of the fast-moving stock is to be able to invoice immediately and avoid excessive vehicle downtime. The majority of vehicle parts can be purchased locally. See attachment.

Questions: PWS Paragraph 1 states “Services for repairs, rebuilding, and/or remanufacturing under this contract are authorized at the convenience of the government.”

-Are contractor personnel required to have any repair or mechanic certifications?

-Are contractors expected to perform any vehicle maintenance?

Government Response: No, COPARS contractors are facilitators of the parts/services procurement process. It helps to have mechanical background knowledge. No, COPARS personnel is not expected to perform any vehicle maintenance.

Questions: PWS Paragraph 1.2 establishes a requirement to pick-up parts at least twice daily.

-Are any government vehicles provided to make pickup runs?

-How many vehicles (government and/or contractor owned) are currently supporting this contract?

Government Response: No, government does not provide vehicles. Currently there is one transit vehicle that supports this contract.

Questions: PWS Paragraph 1.8 states “Battery electrolyte may be considered toxic waste in accordance with EPA CFR and disposal of this type of waste is the responsibility of the COPARS contractor”.

Is there a hazardous waste accumulation point on base that is available to drop off batteries and other hazardous waste?

Government Response: No, automotive batteries are exchanged on a one-to-one basis and accumulations are minimum.

Questions: PWS Paragraph 1.12.1 states “The COPARS contractor shall stock all fast moving parts in the vehicle parts store for immediate issue”.

Can the government provide the current list of fast movers?

Government Response: The inventory is simply made up of a variety of oil, fuel, air, and transmission filters, a variety sizes of wiper blades, and some inventory that takes longer time to deliver. The purpose of the fast-moving stock is to be able to invoice immediately and avoid excessive vehicle downtime. The majority of vehicle parts can be purchased locally. See attachment.