Vendor Q A 1 - 21 May 10.pdf

FA8601-10-R-0038, Vendor Questions and Responses #1 Page 1

FA8601-10-R-0038

CE FACILITY AND EQUIPMENT SUPPORT TO INTELLIGENCE AND

RESEARCH AND DEVELOPMENT ACTIVITIES

Vendor Questions and Responses #1 21 May 2010

1. In regard to enormous scope of this pricing we will need our suppliers to quote firm prices.

If at all possible could you add a week to the Request for Information (RFI) Questions as I know our suppliers will have questions when they are pricing the Parts and Materials List (PML).

Response: See response to question #6

2. Request for Proposal (RFP) Section L, pg. 88 - “2.1.4.2.2.2. The offeror shall submit a complete resume of experience for each management team member and supervisor presently employed by his or her company who will be devoting all or a majority of their time to this contract.”

Q: Please clarify whether resumes are required for key positions not presently employed by the offeror.

Response: No. The following paragraph in RFP Section L, page 88, Paragraph

2.1.4.2.2.3. provides the guidance for key positions not presently employed.

3. Where can I find the Maintenance Action Sheets (MAS)?

Response: Attachment 5 contains the MAS instructions.

4. Q: Is the one page Historical Workload Estimates, Appendix A, at page 35 for one (1) year or the entire contract period?

Response: The Historical Workload Estimate, Appendix A, pg. 35 of the Performance Work Statement (PWS) is for a one year time period.

5. RFP pg. 100 – “(3) Demonstrates a clear understanding of the requirement by submitting an appropriate number of support and clerical personnel required to accomplish the PWS and a plan for recruitment and training, indicating minimum qualifications for each position.”

Q: Please clarify if training plan requirement applies to clerical and support personnel only or if it applies to all non-management positions.

Response: RFP Section M, Page 100, paragraph 2.1.6(2)a(3) applies to the evaluation of the information submitted for support and clerical personnel. Paragraph 2.1.6(2)a(1) applies to the evaluation of labor categories shown in Exhibit B, Repair/Replacement Loaded labor Rates by Labor Category. The evaluation of the plan for recruitment and training of personnel cited in paragraph 2.1.6(2)a(1) applies only to the labor categories shown in Exhibit B.

6. Since there was no Draft RFP (DRFP) issued, all bidders are starting out from zero as of last Fri for the proposal preparation process in terms of tech volume writing assignments and cost proposal submittals.

The sample problem is unexpected and also adds extra time to completing Vol I.

Also, as discussed yesterday, the equipment by item pricing matrix will be very time consuming to complete – plus all the other RFP cost volume requirements.

Our team would appreciate you considering a 2-week extension to the 8 June due date.

FA8601-10-R-0038, Vendor Questions and Responses #1 Page 2

Monday the 21st is recommended, as it permits bidders to FedEx their submittals on Fri the 18th.

Response: Amendment 0002 was posted on 17 May 2010 to the Federal Business Opportunities (FedBizOps) website to extend the closing date from 8 June 2010 to 22 June 2010. The closing time remains unchanged at 3:00 p.m. local time.

7. PWS pg. 56, “A finalized version of the quality control plan submitted with the technical proposal shall be provided.” Shall bidders submit a Quality Control Plan IAW RFP Sections L-2.1.4.3.6 and L-

2.1.4.3.6.1 or submit a full QCP IAW the PWS deliverable? If a full plan, would this be included in the 100 page limit?

Response: PWS paragraph 1.9.1 requires the contractor to establish and submit a Quality Control Plan (QCP). Contract Data Requirements List (CDRL) A017 (page 56 of the PWS) requires the successful offeror to submit their complete QCP 5 days prior to contract start date for Contracting Officer acceptance. RFP Section L, page 89 paragraph 2.1.4.3.6 instructs the offerors to submit a QCP that addresses the areas cited in RFP Section L, paragraphs 2.1.4.3.6.1 – 2.1.4.3.6.3. This plan will be used for evaluation purposes and will be included in the 100 page limit. A finalized and complete Quality Control Plan per the PWS will be required of the successful offeror 5 days prior to contract start date.

8. When working in RFP Exhibit D, Lab 11 tab, MAS-1741 it is missing rows for pricing annual and semi-annual maintenance. Is this correct?

Response: This was a typographical error. RFP Exhibit D, Lab 11 tab, MAS-1741 should only reflect one row for Annual Maintenance. An amendment will be issued to correct this spreadsheet to reflect a Frequency of only Annual Maintenance for this piece of equipment.

9. It is our understanding that CLIN’s 0001 and 0002 are firm fixed price and are to include all labor, material, and subcontract cost and all costs will be billed against those respective CLINS.

CLIN 0003 Is a negotiated fixed price where Labor is priced in accordance with Exhibit B, Materials are priced in accordance with Exhibit C or the contractor’s approved purchasing plan if they are not on Exhibit C. The billings will be against CLIN 0003 for Labor and 0004 for materials and subcontracts.

CLIN 0005 is a time and material effort where Labor is priced in accordance with Exhibit B, Materials are priced in accordance with Exhibit C or the contractor’s approved purchasing plan if they are not on Exhibit C. The billings will be against CLIN 0005 for Labor and 0004 for materials and subcontracts.

If this is so the statement in SOW Paragraph 1.1.2.1 “all purchase orders for parts materials or subcontracted services, without exception shall be approved through the CO or Civil Engineering Primary Quality Assurance Person (CEPQAP).” This seems unreasonable for CLIN’s 0001 and 0002 (and perhaps 0003 after the fixed price has been negotiated) as these are fixed price and the actual cost of service are totally at the contractor’s risk. However, if it is the government’s intent to approve all purchase orders what time approval time-frame will the government commit to so the contractor can build that cost and length of time into his plans and schedules for services?

Response: Clarification – CLIN 0001 is a not separately priced CLIN for an up to 30 day orientation/transition period. CLINs 0002, 1001, 2001, 3001, and 4001 are firm fixed price (FFP) and purchase orders (PO) will not be required from the contractor as the cost for all parts, materials and subcontracted services associated with these CLINs are to be built into the FFPs. CLINs 0003, 1002, 2002, 3002 and 4002 will be negotiated fixed-price tasks. However, the negotiation process will require the contractor to price materials in accordance with Exhibit C or their Purchasing Plan. Although purchase orders shall not

FA8601-10-R-0038, Vendor Questions and Responses #1 Page 3 be required, price reasonableness and three (3) quotes for items over $2500 will be required. Following negotiations and award, the tasks are FFP and submission of POs shall not be required. CLINs 0005, 1004, 2004, 3004 and 4004 are time and materials (T&M) efforts and all purchase orders shall be approved through the CO or CEPQAP.

10. How many Exercises cited in SOW Paragraph 1.11.5 does the Government anticipate a year and what the anticipated duration of each exercise is.

Response: The number and duration of exercises are unknown. The anticipated number is low as consideration is given to the workload of government personnel and contractors when planning exercises. The anticipated duration and interruption to work activities is low. Past history would indicate approximately three (3) exercises a year with a five (5) day duration for each. The impact to work activities during those weeks is minimal.

11. When there is a base closure and the Contractor notifies his personnel to leave the base how does the government anticipate compensating the contractor for the lost schedule time for the FFP portion of the contract

Response: It should be noted that this response applies only to the FFP portions of this requirement (not the T&M portion) and that base closures are infrequent. For the FFP CLINs, the Government will pay the contractor the negotiated FFP as stated on the contract – no additional compensation to the contractor will be made by the Government for the lost schedule time. Contractual due dates on firm fixed price CLINS/task orders will not be revised unless specifically addressed via contract modification. If the contractor desires to work after hours to meet contract requirements, follow PWS paragraphs 1.11.1 “Normal Work Hours” and 1.11.3. “Other Than Normal Work Hours”. Also see “Historical Workload Estimates” on page 35 of the PWS for historical overtime hours. In the event of a prolonged base closure, the contractor may request an extension from the CO due to circumstances beyond their control.

12. RFP Section L paragraph 1.2 states “In addition, each Part shall be submitted electronically on separate CD-R type Compact Discs (CDs). (Note: CD-RW type CDs may not be used on Air Force computers and will not be accepted.) What format should be used to submit the electronic copies?

Response: The electronic copies of the proposal shall be submitted in a format readable by Microsoft (MS) Word 2007, MS Excel 2007, MS-Project 98 or newer, MS- Power Point 2007 and Acrobat Reader 8, as applicable.

13. Can fold outs (11” x 17”) paper be used for flow charts or other graphics in Parts I and II of the proposal? If so does each fold out count as 1 page?

Response: Yes, 11”x17” fold outs may be used. Fold outs count as one (1) page, unless writing is on both sides. If writing is on both sides, the page count will be two (2). See RFP Section L, page 86, paragraph 1.4.

14. We understand the 10 pitch is required for all text. However, can 8 pitch font be used on some of the graphics?

Response: No, 10 pitch is required. See RFP Section L, page 86, paragraph 1.4.

15. PWS 1.3.3 - Since there are specialty air filters, can we be supplied a list of quantity and of all types?

FA8601-10-R-0038, Vendor Questions and Responses #1 Page 4

Response: The Government does not have this information. The contractor must take the provided Equipment List information and conduct manufacturer research to obtain any additional data to aid in the preparation of their proposal.

16. PWS 1.3.2.2 - Can we obtain the amount of salt consumed for the water softeners annually?

Response: The Government does not currently have this information. However, we are attempting to obtain an annual estimate. In the mean time, in an effort to get the maximum amount of information out to the potential offerors as quickly as possible, it was decided not to hold up the responses to the rest of the questions. A follow-up response to this question will be posted no later than noon ESDT on Wednesday, 26 May 2010.

17. PWS 1.7.4.6 - Is glycol part of the FFP maintenance?

Response: Yes.

18. PWS 1.1.4.2 - Are service manuals of covered equipment to be left on site?

Response: All existing service manuals in the field offices are to remain on-site. They are the property of the Government and are for contractor use. That being said, it should be noted that not all equipment has service manuals.

19. PWS 1.3.4 – Who owns the water treatment pumps and controllers?

Response: The Government.

20. Should fasteners & hangers be part of the PML if piping is a line item?

Response: Yes, fasteners and hangers should be part of the PML price for piping.

21. Regarding the PML, line 111-120, voltages are not specified. Please advise.

Response: Voltage varies. Most are 480 volts, but some can be 240 volts. Our research for this type of item in the RS Means estimating book reflects that the voltage of the unit does not affect the price.

22. Will Direct Digital Controls be covered as part of the FFP Maintenance?

Response: No, unless specifically noted in the Work Authorization Recurring Preventative Schedule (WARPS) Equipment Classification Maintenance Action Sheets.

23. PWS Appendix A ~ Hours History – What is the reference to Trade Type reference D/B?

Response: D/B is Davis Bacon Wage Determination Rates. Appendix A references historical workload data by trade and includes those hours worked under the Davis Bacon Wage Determination.

24. PWS Appendix A ~ Will the painter labor category still be a part of the FFP maintenance?

Response: The offerors shall include the services of a painter under FFP maintenance only if the WARPS Equipment Classification Maintenance Action Sheets require the services of a painter (such as for corrosion control). Otherwise, a painter shall be used only under repair/replacement activities.

FA8601-10-R-0038, Vendor Questions and Responses #1 Page 5

25. Any items priced over $10,000.00 on the PML list to be included? (Ex: Cooling Tower)

Response: All items on the Parts and Materials List, Exhibit C, are to be priced regardless of the value (i.e. under or over $10K).

26. Attachment 6 – List By Lab ~ The master equipment list does not have complete and totally accurate model and serial numbers. They also lack a description of size, such as horsepower, tonnage, etc. Can this be provided?

Response: The Government does not have the requested information. The contractor must take the provided Equipment List information and conduct manufacturer research to obtain any additional data to aid in the preparation of their proposal.

27. MAS (Example: Instruction Code 1021-A) ~ There are many of the MAS tasks that include overhaul and teardown. Does this include all labor and parts? That seems to border on repair and replacement.

Response: The tasks required by the MAS are considered to be repetitive/preventative maintenance. Yes, labor & parts are to be included. Instruction Code 1021-A shown below is incorrect. An amendment will be forthcoming to correct the description to read as follows:

FROM: Instruction Code 1021-A Date Last Edited 12/9/99

1021 CIRCULATING PUMP OVER 20 H.P. OR LESS - ANNUAL MAINTENANCE

APPLIES TO: PACKED SHAFT SEAL, COUPLING DRIVE, BASE MOUNTED

( ) CHECK, TIGHTEN/CLEAN ALL ELECTRICAL CONNECTIONS

( ) TEARDOWN, INCSPECT/OVERHAUL PUMP

( ) PERFORM CORROSION CONTROL ON COMPLETE UNITE

( ) CHECK OPERATING VOLTAGE/CURRENT DRAW

( ) CHECK, TIGHTEN/CLEAN ALL ELECTRICAL CONNECTIONS

( ) TIGHTEN/REPLACE LOOSE, MISSING/DAMAGED NUTS, BOLTS/SCREWS

( ) CLEAN AREA AROUND UNIT (PER 100 SQ.FT.)

( ) CHECK WIRING FOR INSULATION BREAKDOWN

( ) CHECK MOTOR INDINGS FOR INSULATION BREAKDOWN

( ) BLOW OUT MOTOR WINDINGS/SCREENS

( ) CHECK TERMAL INSULATION OF PUMP

TO: Instruction Code 1021-A Date Last Edited 5/19/10

1021 CIRCULATING PUMP OVER 20 H.P. - ANNUAL MAINTENANCE

APPLIES TO: PACKED SHAFT SEAL, COUPLING DRIVE, BASE MOUNTED

( ) CHECK, TIGHTEN/CLEAN ALL ELECTRICAL CONNECTIONS

( ) TEARDOWN, INCSPECT/OVERHAUL PUMP AS NECESSARY

( ) PERFORM CORROSION CONTROL ON COMPLETE UNIT

( ) CHECK OPERATING VOLTAGE/CURRENT DRAW

( ) TIGHTEN/REPLACE LOOSE, MISSING/DAMAGED NUTS, BOLTS/SCREWS

( ) CLEAN AREA AROUND UNIT (PER 100 SQ.FT.)

( ) CHECK WIRING FOR INSULATION BREAKDOWN

( ) CHECK MOTOR INDINGS FOR INSULATION BREAKDOWN

( ) BLOW OUT MOTOR WINDINGS/SCREENS

( ) CHECK TERMAL INSULATION OF PUMP

28. Who is the incumbent contractor?

FA8601-10-R-0038, Vendor Questions and Responses #1 Page 6

Response: The incumbent contractor is:

Call Henry, Inc 308 Pine Street Titusville, FL 32796

Note: This type of information is releasable under the Freedom of Information Act (FOIA) and may be found by reviewing the contract information posted at the Air Force (AF) FOIA Reading Room for contract FA8601-05-D-0002. The AF FOIA Reading Room may be accessed at: http://www.foia.af.mil/reading/contracts/contractfa8601/index.asp

29. We understand that the RFP might have different scope of work than the current contract.

However, we believe that the information from the current contract would be a relevant reference for our proposal. Therefore, please provide us with the contract amount of the current contract.

Response: The current estimated contract amount is $53,471,534.92 (5 years + current 6 month extension).

30. How many FTEs are there working under the current contract?

Response: There are currently 76 FTEs working on the contract. However, as stated above, it should be noted that this follow-on effort is structured very differently than the existing contract. The offeror is required to determine appropriate staffing levels based on the current PWS requirements and price them accordingly.

31. I have reviewed the contract information posted at the WPAFB Freedom of Information Act (FOIA) Reading Room. What the (FOIA) information does not state is who the incumbent contractor is? Is this information available to the public?

Response: See question 28 and note that WPAFB FOIA documents are now posted on the AF Reading Room (see website also at question 28).

32. PWS pgs. 8-9, heading 1.3.4. Water Analysis and Treatment. The table of equipment doesn’t always align with the listing in the file “Atch 6 - Master Equip List by Lab - 9 Feb 10 - Protected.xls” Could the government provide an updated PWS and/or equipment listing?

Response: PWS, paragraph 1.3.4, Water Analysis and Treatment. The table of equipment has been revised in the PWS to reflect the following current equipment per the equipment list. These changes to the PWS will be reflected in a forthcoming amendment:

LAB BLDG EQUIPMENT NO REMARKS

3 20837 20837 20248 20838

1630-001 1630-002 1631-003 1631-001

6 20045 20065 20146 20145

1631-001 1630-001 1631-005 1630-001

7 20651 20654 20655

1630-003 1630-002 1630-004

FA8601-10-R-0038, Vendor Questions and Responses #1 Page 7

8 20018 20018H 20018H 20071D 20451 20451 20490C 20490C 20490C

1630-001 1630-001 1630-002 1632-002 1630-004 1630-005 1630-001 1630-002 1630-003

Cells 1, 2, 3, 4

9 20620 20620 20620

1630-002 1630-003 1630-004

33. PWS pg. 3, 1.1.2.1, “All purchase orders for parts, materials or subcontracted services, without exception, shall be approved through the CO or CEPQAP.” Does this requirement apply to all purchase orders no matter the price?

Response: Yes, for non fixed-price items.

34. The Maintenance Action Sheet has several weekly requirements, examples 1021W and 1002W, but the Master WARPS Price List, Exhibit D, does not have a place for weekly maintenance. Where are we to account for weekly maintenance?

Response: Unless specifically cited as a requirement on Exhibit D, Master WARPS Price List, weekly maintenance actions are not required to be priced or performed.

35. On Exhibit B, Service Contract Act (SCA) Fully Loaded Labor Rate, an “Insulator” technical position is listed. The SCA Wage Determination provided does not have an Insulator listed; is this a conformed position?

Response: The term “Insulator” is used in this RFP for descriptive purposes only for the duties to be performed and is not currently a conformed position under the current contract. This is a performance-based contract, which identifies technical requirements by tasking. The Government does not specify labor categories to be used. The contractor is expected to determine the best method of delivering the required services.

It is the contractor’s responsibility to review the SCA Directory of Occupations to determine which labor category best fits the requirement and to contact the Department of Labor (DOL) if a position requires conformance. If offerors have further questions regarding the appropriate classifications you are asked to contact the US Department of Labor Wage & Hour Division.

36. On Exhibit B, DBA Fully Loaded Labor Rate, a Heating/Refrigeration/Air Conditioning Mechanic is listed, but the DBA Wage determination provided does not list this position.

Response: Again, The term “Heating/Refrigeration/Air Conditioning Mechanic” is used in this RFP for descriptive purposes only for the duties to be performed and is not currently a conformed position under the current contract. This is a performance-based contract, which identifies technical requirements by tasking. The Government does not specify labor categories to be used. The contractor is expected to determine the best method of delivering the required services. For the DBA side – when proposing the work under the DBA the offeror must use the appropriate classifications on the applicable wage decision. All DBA work to be performed on this contract is covered by the existing categories on the wage determination. If offerors have further questions

FA8601-10-R-0038, Vendor Questions and Responses #1 Page 8 regarding the appropriate classifications you are asked to contact the US Department of Labor Wage & Hour Division.

37. During the site visit, it was stated by the Government that the Government-provided tools and equipment might not be there for our use on this contract and we should allow for the tools and equipment on our bid. Is it possible for the Government to provide a current listing of the tools and equipment provided {by} the current contractor as a reference?

Response: This information has been requested from the individual Labs. In an effort to get the maximum amount of information out to the potential offerors as quickly as possible, it was decided not to hold up the responses to the rest of the questions. The response will be posted no later than noon EDST, Wednesday, 26 May 2010.

38. Exhibit B, DBA Fully Loaded Sheet: A cell is protected in Option 1 for the Insulator’s Hourly Rate;

we cannot enter the hourly rate.

Response: An amendment will be issued to correct this spreadsheet so the cell in Option I for the Insulator’s Hourly Rate will be unprotected and the offeror may fill in their hourly rate.

39. Pricing question:

PWS Sections 1.8.2.6 and 1.8.2.7, as noted below, require the contractor to have a supervisory person in each lab and an administrative person in each lab to perform administrative duties and free the supervisor up to manage his/her work force. Where should the contractor price these personnel?

1.8.2.6. The contractor shall provide personnel at each of these five field locations to distribute workload, act as the point of contact for the QAPs regarding questions and information on the status of work, convey information to the QAPs regarding observed equipment condition that may impact long range user planning. The contractor personnel shall also oversee all work within the field office pertaining but not limited to, the maintenance of commercial or industrial electrical, heating, ventilation, and air conditioning equipment and user’s equipment as shown on the Equipment List.

1.8.2.7. The contractor shall provide personnel at each of these five field locations to perform all administrative-type duties within the field office such as, but not limited to, answering the telephone, maintaining inventories, maintain IAP paperwork, initiating material requests, allowing the supervisor to manage his/her work force and oversee on-going work activities.

Response: Although this is strictly a business decision on the part of the offeror depending on their accounting system, etc, a suggestion would be for the offeror to include these costs in their FFP for maintenance (CLINS 0002, 1001, 2001, 3001 and 4001). These positions are required for the FFP portion. Although these positions will support the non-FFP portions as well, separate positions are NOT required. But again – this is a business decision on the part of the offeror, and this is offered ONLY as a suggestion not as a requirement or direction by the Government.