Vehicle Maintenance Solicitation Questions and Answers 6 May.pdf

Questions and Responses Vehicle Maintenance Solicitation

(Current as of 06 May 2020)

1. Question: PWS 3.2 Will the contractor have access to the Air Force Calibration Authority

Viewer (AFCAV) in order to view TO 33K-1-100-2, Test Measurement and Diagnostic

Equipment program (TMDE) Calibration Interval Technical Order and Work Unit Code

Reference Guide?

A. The contractor will be granted access to Required Technical Orders once the contractor appoints a Technical Order Distribution Account Manager/customer representative to manage the Technical Data Files/Technical Orders (T.O.) for the Enhanced Technical Information Management System (ETIMS).

2. Due to questions being opened until May 5th will an extension to the proposal due date be granted to allow time for making any necessary changes to the proposal?

A. No, the closing or “due” date for the proposals will not be extended

3. PWS 3.2. Shop Equipment states that “The contractor shall maintain shop equipment IAW manufactures specification listed in Appendix 6.” There are no specifications in appendix 6. Will the government please advise?

A. All shop equipment that requires maintenance and/or calibration shall be maintained/serviced IAW manufactures specification/T.O. IAW TO 00-20-14-WA-1 and VM Guidebook.

4. PWS 1.1.1.2. Maintenance Program states “… The contractor shall use Defense Property Accountability System (DPAS) to schedule vehicles for maintenance four weeks in advance of due dates, and provide those due dates to the affected VCO” Does this mean the VCO is notified four weeks in advance, or that the date for maintenance is set for four weeks in advance?

A. The effected VCO are notified of upcoming scheduled maintenance 4 weeks in advance of the actual due date.

5. Will the government penalize offerors if the slides delivered with the PP volume early are revised between that early submittal and the final?

A. If the contractor submits information early, it should be as accurate as possible. The Government does not want to waste time and effort reviewing information that is inaccurate or may be changed.

6. Will the government clarify – if offeror does not submit oral slides at the time of PP volume – offeror will not be disqualified?

A. The contractor will not be disqualified if it does not submit slides 10 days prior, but slides must be submitted at time of proposal.

7. Do the following fall under the critical contractor definition; Allied Trade/Corrosion Control, Tire repairer, QC inspector, and Material control?

A: The only effort requested that would fall under “critical subcontractor” is Material Control.

8. Are attachments 9 & 11 to be submitted in separate files with Proposal submission or are they to be submitted in the proposal Word volume documents or both?

A. They will be submitted as a separate file and also within the proposal Volumes.

Attachment 9 SHALL remain as an excel file in the separate submittal.

9. Exactly what files are to be submitted and how many total?

A. The proposal shall consist of 5 electronic volumes and the submittal of separate RFP Attachments 9 through 11.

10. Shouldn’t Attachment 9 be submitted as a separate file since it is an excel pricing sheet?

A. Attachment 9 shall be a part of Volume IV Cost/Price, as well as submitted as a separate file. Attachment 9 shall remain in excel format.

11. Shouldn’t Attachment 11 information be incorporated in the proposal volume (Technical and Past Performance volume) as well as being submitted in a separate file?

A. Correct, also should be incorporated in Volume III Small Business Participation Plan.

12. Q. Will there be a requirement for a Facility Clearance for this opportunity?

A. There is no requirement for a Facility Clearance at this time or a DD Form 254.

13. Where is the actual note for *** on the Attachment 9 VHM Pricing Sheet for “CLIN 0008 Commercial Parts Reimbursement ***”?

A. There is no note, *** left in inadvertently.

14. Can the Government provide an annual estimate of the after-hours requirements?

A: The Government estimates that, 0.25% of the mobile maintenance request listed in Appendix 7 are after-hours.

15. Will the government extend the RFP due date by 10 days to allow sufficient time from last due date for questions of 5 May 2020 and the govt response back to question allowing time for adjustment to responses and the constraints imposed by COVID 19 on normal practice ?

A. The Government will not extend the proposal due date.

16. Outside the exempt positions are all the employees under the contract covered by the current CBA? If not what are the position labor categories?

A. All current positions outside exempt are covered by the CBA.

17. Will the USG provide the job descriptions for each of the CBA positions?

A. The USG does not have job descriptions for the CBA positions.

18. Question: Where is Attachment 8 to be inserted in the proposal documents? There is no room in the page count or mention of attachment 8 in L or M.

A. Attachment 8 Clauses shall be submitted in Volume I and will not count against your page count.

19. On many bases, paint booths are not operational and not able to be utilized by maintenance contractor. Is this paint booth operational and able to be utilized as part of this contract?

A. The Paint Booth is fully operational and is a “down draft/climate control paint booth”

20. Will the Government please confirm if both a Small Business Participation Plan AND a Small Business Plan are required for Large Businesses?

A. Per Section L: The Small Business Participation proposal is required from all offerors, including small businesses and companies with Master, Individual, Commercial Subcontracting Plans and/or Comprehensive Subcontracting Plans. Small Business Subcontracting plans are required from Large Business’ per FAR 52.219-9.

21. What are the requirements for a Subcontracting Plan? The RFP Section E, page 10, does not include instructions for a specific “Small Business Plan” if one is required. The RFP Section E, page 20, does not include evaluation criteria for a “Small Business Plan.”

A. A Small Business Participation plan will be evaluated as follows: Each offeror’s Small Business Participation proposal shall be evaluated based on the elements below. This factor is met when the offeror provides an adequate approach to meeting the objectives of the Small Business Program, and demonstrates an understanding of those objectives. The Small Business Participation proposal addresses each of the following elements in sufficient detail:

An adequate description of the extent of participation of proposed Small Businesses (SB) when subcontracting possibilities exist, including the company names with CAGE codes the offeror plans to use in the performance of this resultant contract is provided; and, An adequate description of the subcontracted work to be performed by these proposed firms is provided; and, The associated goals expressed in terms of percentages of the total planned subcontracted dollars is provided. Adequate rationale is provided if limited or no subcontracting possibilities exist for these socio-economic entities. Offerors are cautioned against only acknowledging a goal is not met, if applicable. Adequate rationale includes specific reasons why a goal is unmet and any actions being taken to increase any unmet goals.

The associated goals in the third bulleted paragraph above in the offeror’ s Small Business Participation proposal will be evaluated against the FY19 DoD Small Business Subcontracting goals:

DoD FY 2019 goals: Business Size Goal Small Business 32% Small Disadvantaged Business (SDB) 5% Woman-Owned Small Business (WOSB) 5% Service-Disabled Veteran-Owned Small Business (SDVOSB) 3% HUBZone Small Business 3%

Answer continued: A Subcontracting Plan per FAR 52.219-9 shall be required of all large businesses, even though it’s not within the evaluation criteria and is not within the trade-off methodology. The Government will evaluate for compliance as an RFP requirement per 52.219-9. The Government has inadvertently left out the 52.219-9 clause, this will be added as an amendment to the solicitation.

22. Are the ten pages allocated for the Voluntary Protection Program required only if the Offeror is submitting insurance and injury rates in lieu of the TCIR and DART?

A. Per Volume I Paragraph C of the Instructions to Offerors: "If TCIR/DART rates are NOT maintained submit comparable insurance rates or compensation injury rates"

23. Section L does not seem to address instructions for the Large Business requirement to submit a Small Business Subcontracting Plan and Section M does not address the evaluation process for such plan. No page count was offered for the Small Business Subcontracting plan in Section L, in the Proposal Volume Requirements. Due to the fact that the plan was not originally required will the Government consider a 20 page limit for the plan?

A. Subcontracting Plan per FAR 52.219-9 shall be a part of your proposal submittal but will not be counted against your page count in Volume 1.

24. There are no slides that address the Small Business Subcontracting Plan. Will the government update the slide deck outline with that requirement?

A. A Subcontracting Plan per FAR 52.219-9 shall be required of all large businesses, even though it’s not within the evaluation criteria and is not within the trade-off methodology.

The Government will evaluate for compliance as an RFP requirement per 52.219-9. The subcontracting Plan per 52.219-9 will not be part of the slide deck presentation.

25. Will the Government confirm whether each POC must fill out a separate PPQ? Please confirm there are to be a total of 4 PPQs, with at least two POCs each filling out a PPQ for the first past performance contract, and at least two POCs each filling out a PPQ for the second past performance contract.

A. Each POC does not have to fill out a separate PPQ. The PPQ shall have at least 2 POCs for the contract referenced.

26. If the offeror has CPARs for the past performance contracts, is the offeror exempt from submitting Past Performance Questionnaires?

A. No.

27. Do offerors need to submit all Past Performance Package Documents if a one or more of the attachments are not applicable to the offeror’s submission (i.e., Teaming Member Consent Form)?

A. Yes all documents must be submitted, if one or more of the attachments are not applicable annotate N/A on the attachment.

28. The instructions state: “A cover page shall be provided for this acquisition, describing the proposed role of the offeror and any joint venture member if applicable.” Would the Government clarify if the cover page reference should be updated to ‘cover letter’?

A. Cover Page/Cover letter shall only be one page per Section L

29. Will the Government confirm whether offerors are to use/keep the provided slide deck template in its current form and use/fill out all 36 slides, or are they able to edit the slide deck?

We understand the Government allows for duplication of slides 19 – 30 for joint venture members/critical subcontractors from the Government’s instruction in RFP Attachment 11, Slide # 19 Notes.

A. Offerors are to use/keep the provided slide deck template in its current form and use/fill out all 36 slides.

30. Will the Government confirm the title of the service: “Vehicle Management & Analysis” or “Fleet Management & Analysis”?

A. Fleet Management & Analysis

31. The instructions state this section is limited to 10 pages. Will the Government please clarify whether the offeror needs to include any information besides the “Total Case Incidence Rates (TCIR) and Day Away, Restricted, and or Transfer Case Rates (DART) for the standard Industrial Classification System (SIC) code or North American Industrial Classification Systems (NAICS) code for the applicable industry as identified on the face page of this RFP” for the past three (3) calendar years?

A. No additional information is required, but these rates will also be required from subcontractors/critical subcontractors/joint venture members.

32. Will the Government clarify what other content (if any) is needed to be included along with TCIR and DART for the past three (3) calendar years, as these rates will only take up a small portion of the required 10 pages.

A. No additional information is requires (see Q7 answer). Additional pages were allowed for subcontractors/critical subcontractors/joint venture members.

33. Will the Government clarify the recency of past performances is “within three (3)” or “within five (5)” years? Currently the instructions state: Recency. For purposes of this evaluation, recency is defined as active or completed efforts performed within the past three (5) years (with at least one year of performance history) from the issuance date of this RFP.

A. Within the past 5 years.

34. Will the Government confirm all incumbents are qualified and certified in accordance with the PWS?

A. Yes, The government reserves the right to confirm certifications throughout the term of the contract.

35. Will the Government provide requirements for the Contingency Plan/Procedures, as the instructions state: “the offeror is to complete the development of the Contingency Plan and Procedures”?

A. The requirements for Mission Essential Services are IAW Section M Subfactor 4, PWS Paragraph 4.9 & 4.10

36. The following four (4) FAR clauses are not included in Attachment 8 - Clauses for Vehicle Maintenance. Please confirm these do not apply to this solicitation:

52.222-41 Service Contract Labor Standards (AUG 2018) 52.222-43 Fair Labor Standards Act and Service Contract Labor Standards--Price Adjustment (Multiple Year and Option Contracts) (AUG 2018) 52.222-55 Minimum Wages Under Executive Order 13658 (DEC 2015) 52.222-62 Paid Sick Leave Under Executive Order 13706 (JAN 2017)

A. These clauses do apply and will be added to the solicitation.

37. Attachment 8 includes FAR 52.219-14 Limitations on Subcontracting (JAN 2017).

1. Does this clause apply as this solicitation is not a set aside for small business concerns or 8(a) participants?

2. If it applies, should the referenced clause be FAR 52.219-14 Limitations on Subcontracting (Deviation 2019-O0003) (DEC 2018) instead?

A. Clause 52.219-14 does not apply.

38. Is this a requirement on the current contract? Are any mechanics currently certified as EVT

II?

A. Yes and Yes

39. How many assigned chemical sites are there? What training does the Government consider applicable for the chemical site managers?

A. There are 7 chemical sites.

Environmental and Hazardous Material Management training. Contractor personnel shall attend other government provided training as applicable.

40. What does the $40,000-dollar value represent? What information/costs does the Government expect to be included in the Unit Price (i.e., cell H12)? What do the asterisks represent?

A. The $40,000 represents the monthly spend on parts.

Per Section M Paragraph F:

For CLINs X008 Cost Reimbursable-No Fee Material/ Fixed Price Material Handling Factor will multiply the evaluation quantity for Material Dollars as identified in Attachment 9 by your proposed fixed price material handling factor. The factor should be expressed without any rounding as follows: 1.XX (two decimals may be used). The fixed price material handling factor shall exclude profit, yet include all appropriate indirect costs allocated to direct materials per the contract’s usual accounting practices, consistent with FAR Part 31

41. Can the Government provide the historical number of accidents caused by contractor personnel per year? The Government states 68 vehicles accidents per year in this PWS section.

There is a conflict with the workload in Appendix 7 which represents 4 per month. (48 per year).

Can the Government confirm the actual historic number and estimated hours for bidding purposes?

A. Zero accidents per year.

The estimated 68 vehicle accidents/repairs includes all accidents and abuses. It also takes into account administrative actions when no repairs were required.

There are an estimated 48 actual accident/abuse vehicles repairs per year.

42. Is there a controlled or caged area where tools are stored and located?

How many areas? Are the supply rooms in the same areas?

A. Yes

Four

Yes

43. Does this include all scheduled and unscheduled maintenance actions, essential service repairs, and mobile maintenance requests? If so, what is the breakdown for each? If not, what does the number include?

A. Yes

Unknown, there are too many variables to provide a breakdown.

Unknown, there are too many variable to provide a breakdown

44. How many maintenance bays are in Buildings 190, 304, 308, and 319?

A. Bldg. 190-3 Bays (see appendix 4), Bldg. 304-2 Bays, Bldg. 308-2 Bays, Bldg. 319-45 Bays 52 Total Bays

45. The appendix states Overall contractor monthly workload estimates. Some of the numbered workload data states per year. Can the Government confirm the per year workload is indeed per year and not per month?

A. Appendix 7 is correct

46. What does the TOTAL VEH EQUIV number represent? (Example MGMT CD B261 pg. 26.)

A. "Vehicle equivalent" is defined as a unit of measure that denotes the maintenance complexity of a vehicle or equipment item based on the maintenance complexity of a sedan (general-purpose and commercial design).

47. Does the installation perform maintenance on GSA vehicles?

A. No

48. Is dispatching part of the Fleet Management requirement?

A. No

49. Can the government confirm that 2 Past Performance questionnaires are required for each past performance?

A. The government requests 2 past performance questionnaires. It is the offeror’s responsibility to send at least 2 questionnaires out. The USG needs to have some type of quality evaluation to consider and evaluate your effort. If the USG does not have 2 Past performance questionnaires or CPAR data the offeror can be deemed non-relevant. Offerors can submit CPARs in lieu of the Past Performance questionnaires however the questionnaires have questions related directly to vehicle maintenance and are more valuable to us than the past performance questionnaires.

50. CLIN 0008 in Attachment 9 (Pricing Sheet) states $40,000 as the given value. Should Offerors complete Column H (Unit Price) for this CLIN by dividing $40,000/12 months ($3,333.33) to match the Government’s pricing formula?

A. The USG is looking for the offeror to input their Material Handling factor. For example on the sheet the USG has multiplied the material handling factor by $40,000. Only fill in your Material Handling factor not a unit price as the unit price is already factored into the spreadsheet.

51. Will the slides presented today be provided via email?

A. The slides from the presentation will be posted on Beta. SAM with the solicitation

52. Voluntary Protection Plan. The submitted TCIR/DART rates or other comparable rates for the past three (3) calendar years (i.e., calendar years 2017, 2018 and 2019 immediately prior to the calendar year in which this solicitation is being issued, shall be compared to the most recently published Bureau of Labor Statistics (BLS) national average for the specific SIC or NAICS code identified on the face page of this solicitation https://www.bls.gov/iag/tgs/iag_index_alpha.htm ). Failure by the applicable offeror/joint venture partner(s)/subcontractor to submit TCIR/DART or other comparable rates will result in the offeror being considered as failing to meet the RFP terms and conditions

Please provide the specific NAICS code applicable to this solicitation.

A. Per the solicitation posting on Beta. SAM the NAICS code associated with this solicitation is 811111

53. Will the Government accept ancillary material (i.e. Appendices, Technical Exhibits, etc.) as part of the Offerors Technical Approach? If so, will it count against specified page limit?

A. We will accept ancillary material however it will count towards the specified page limit.

54. Please confirm that critical subcontractors who are currently providing 1000 or more hours of work on an Air Force Installation and do not report to Air Force personnel are required to submit their TCIR and DART rates as part of the Offerors proposal.

A. “Per Volume I Paragraph C Instructions to Offerors” ANY proposed subcontractor employee working 1,000 or more hours in any calendar quarter on an Air Force installation whose subcontractor employees are not directly supervised by the Air Force installation MUST submit these rates as well.

55. APPENDIX 7 VEHICLE MAINTENANCE WORKLOAD ESTIMATES will the Government break out the average work orders of 200 as to what type maintenance is being conducted. How many scheduled and unscheduled, minor & major Maint actions

A. The estimated work load for per month is 52 schedule maintenance, 145 unscheduled/minor and 3 Major

56. Did slide #78 state that the contractor is responsible for supplying parts and the cost?

A. Slide 78 states the contractor will provide all necessary equipment with exception of the items on the GFP list.

57. Can the government clarify whether the Offeror and the critical subcontractor are both required to submit 5 slides for Subfactors 2 and 3?

A. Slides will be submitted by both. The critical subcontractor must be identified within the proposal.

58. Can the government clarify whether the Offeror and the critical subcontractor are both required to submit 6 slides per effort cited in past performance?

A. Slides will be submitted by both. The critical subcontractor must be identified within the proposal.

59. Can the government clarify the term used time of award is actually the date to begin the orientation period (Transition Planning)? Or is the term actually notice to proceed date? Or contract start date?

A. The date of Contract Start

60. Can the government clarify the term used “initial period of performance begins" is actually the contract start date?

A. The “Contract Start date” is the initial period of performance currently starting on 1 Oct 2020.

61. Can the government confirm what the correct number of AF owned vehicles is? 639 or 628?

A. The total number of AF owned vehicles is 628.

Can the government confirm the total number of vehicles including AF owned vehicles and GSA lease vehicles?

A. Total number of vehicles including AF owned and GSA lease is 866

62. Can the government confirm that the 230 assets are in addition to the total number of vehicles listed in Appendix 2?

A. The 230 assets are included in the Appendix 2 total.

63. Can the government confirm these vehicles are in addition to the vehicles in paragraph 1.1.3 which require painting, marking, and stenciling annually?

A. Yes, the vehicles may require minor corrosion control treatment, marking and stenciling in accordance with Technical Order 36-1-191-WA-1