Vendor Questions_Govenment Answers-7 December 23.pdf

07 December 2023

Solicita on FA860124R0002 ‐ DEPLOYMENT/DISTRIBUTION AND VEHICLE MANAGEMENT (DDVM)

Vendor Ques ons and Government Answers

Ques on 1 A CLIN lists “Lawn Maintenance”, is this part of the requirement?

Answer 1 This CLIN is to obtain vendor quotes for how much it will cost to maintain lawn mowing/maintenance equipment separate from Air Force owned vehicles. Updated PWS with assets maintained within Appendix B‐3.

Ques on 2 Does the government have an es mated workload hours required for each PWS sec on?

Answer 2 Workload es mates are provided within Appendix. Need more specifics to provide more clarity if needed.

Ques on 3 Appendix A‐5 (AFITS/DISCS Workload Es mate) states “Es mate that 10 to 12 months of the year ‘some’ students are housed off base in the Fairborn/Beavercreek (Col Glenn Hotels) area, which requires an addi onal vehicle.” Can you quan fy approximately how many some is?

Answer 3 "Some" depicts requirement for a separate driver/operator since vehicles of different capaci es are provided for workload execu on.

Ques on 4 Appendix A‐7 (Off‐base Loca ons Supported) does not state what metric used nor quan ty required for the off‐base loca ons supported. Can you provide the amount of people or materiel being transported for each loca on?

Answer 4 Average trips delineates a dispatch for a single vehicle round trip instance. Vehicles provided are sufficient for workload, workload es mates are per driver. No addi onal metrics were used, es mated historical average dispatches determined values.

Ques on 5 Appendix A‐11 (Small Air Terminal & Passenger Movement Annual Workload Es mates) has a line entry en tled “Interna onal Travel Processing” but does not contain a number in the corresponding column. Is there a quan ty for this item that should be provided?

Answer 5 No. Line entry for Interna onal Travel is quan fied in next two lines being broken out between Deployers and PCS/TDY categories. Together these make up the total of Interna onal Travel

Processing requirements.

Ques on 6 Instruc ons, Condi ons, & No ces to Offerors or Quoters, p. 78‐9 of 85, Items c. Volume

III ‐ Contract Documenta on, Item 1.b; and b. Volume II ‐ Price and Offer Documenta on, item 2: These instruc ons (c. Volume III ‐ Contract Documenta on, Item 1.b ) seem to indicate the offerors are to include Schedule B – Supplies or Services & Prices or Costs with Volume III. Doing so appears to be in contradic on of instruc ons b. Volume II ‐ Price and Offer Documenta on, item 2. Should offerors include a completed Sec on B with Volume III or elsewhere within the proposal? Please clarify.

Answer 6 Offerors are not required to include a completed Sec on B with their proposal. Please include Pricing informa on on a completed Pricing Matrix (A achment 8).

Ques on 7 Reference PWS 1.2.4. Con nua on of Essen al Contractor Services: Regarding this referenced sec on, there doesn’t seem to be any language/line item in the pricing schedule for any type of over & above, con ngency, or emergency work. Are offerors required to provide all of this type of support within our current monthly fixed price, or will a billing mechanism be established to allow the contractor to be reimbursed for this or any other service where reimbursement has been indicated?

Answer 7 This is a Firm‐fixed price contract. All an cipated costs should be included in Contractor’s proposed price. A separate billing mechanism will not be established.

Ques on 8 Reference PWS 1.3.1 Contractor Management Team: This reference states we must provide a primary and alternate representa ve to manage the work. May the alternate project manager be assigned to one of the exis ng employees, or does this need to be a dedicated posi on?

Answer 8 Offeror discre on whether to assign a dedicated employee as an alternate or assign the role to an exis ng employee.

Ques on 9 Reference PWS 2.1.2.3. Opera ons, Maintenance, Repair and Replacement of

Government Furnished Vehicles/Equipment:

a. What specific u liza on costs are included in this paragraph?

b. Is there a limit of liability for the service provider in regards to replacements of government‐furnished vehicles? If so, what is the limit?

Answer 9 a. U liza on cost include opera ng, maintenance, repair and replacement cost per vehicle. There are no specific costs provided as they are con ngent on contractor implemen ng best business prac ces to maintain/retain these assets.

b. No, government only requires workload accomplishment regardless of service provider determina on whether to retain current Government Furnished Vehicle(s) or not.

Ques on 10 Reference PWS 2.1.2.3.1. Contractor may request to purchase fuel from DLA for

Government‐provided vehicles iden fied in Appendix A‐2, ASC 051WPEP. Fuel purchased from DLA shall be used for requirements of this contract only.

a. Is the contractor reimbursed for the fuel purchased from DLA?

b. Would the government please provide the historical fuel consump on costs for the past

24 months?

Answer 10 a. As stated within paragraph 2.1.2.3. contractor is responsible for opera ons, maintenance, repair, and replacement. Fuel is required under opera ons auspice.

b. No, fuel consump on as opera ng cost is proprietary to the incumbent.

Ques on 11 Reference APPENDIX A‐1, Vehicle Wash Equipment Service and Repairs: Does the $5,500 cost indicate three mes for the calendar year for all three events? Or does this indicate $5500 x 3 occurrences for the calendar year?

Answer 11 The 3 mes per year is included in the $5,500 annual es mate.

Ques on 12 Reference APPENDIX B‐3:

a. Who is responsible for the costs of all of the preven ve maintenance parts and materials for these vehicles: the service provider or the government? If the service provider is responsible, are they reimbursed by the government?

b. Who is responsible for the costs of all of the repair parts and materials for these vehicles: the service provider or the government? If the service provider is responsible, are they reimbursed by the government?

Answer 12 a. Service provider is responsible for all parts/materials to maintain Air Force owned vehicles, GSA leased vehicles are via a wet lease which means GSA funds rou ne/preven ve maintenance. This is a Firm‐fixed priced contract; an cipated cost should be included within offeror proposal.

b. Service provider is responsible for all parts/materials to maintain Air Force owned vehicles, GSA leased vehicles are via a wet lease which means GSA funds rou ne/preven ve maintenance. This is a Firm‐fixed priced contract; an cipated cost should be included within offeror proposal.

Ques on 13 Reference APPENDIX J: Who is responsible for the costs of all of the parts and materials in this appendix: the service provider or the government? If the service provider is responsible, are they reimbursed by the government?

Answer 13 Items depicted within Appendix J are stock levels to be maintained by offeror provider throughout life of contract IAW para 4.10.8 as part of Firm‐fixed price.

Ques on 14 Reference PWS 5.2.1.5.2: Is the contractor reimbursed for the cost of these repairs?

Answer 14 This is a Firm‐fixed priced contract; an cipated cost should be included within offeror

Ques on 15 Reference PWS 5.2.1.11 Paint/corrosion: Who is responsible for the cost of the work under this area: the contractor or the government? If the contractor is responsible, will they be reimbursed by the government?

Answer 15 Contractor is ini ally responsible for cost and will provide billing invoice(s) to government for reimbursement during monthly invoice process. CLIN is established as a Time and

Materials contract type.

Ques on 16 Reference PWS 5.2.1.10.3 Accident/abuse mechanical repairs: This reference indicates the contractor is responsible for the cost of these types of repairs. How can a contractor be held responsible for the cost of abuse of a vehicle by an operator who is not working for the contractor? If an operator who is not working for the contractor damages a vehicle, will the contractor be reimbursed for the cost of the repairs?

Answer 16 Accident/abuse repairs are computed via paragraph 5.2.5. Varia on in Workload for in‐ house offeror repairs. Repairs completed via paint/body work at local vendor will be IAW paragraph

5.2.1.11.

Ques on 17 Reference PWS 5.2.3.2: Who is for the cost of the ba eries: the contractor or the government? If the contractor is responsible, are they reimbursed by the government?

Answer 17 This is a Firm‐fixed priced contract; an cipated cost should be included within offeror proposal.

Ques on 18 Reference PWS 5.2.3.3. and 5.2.3.3.1: Who is for the cost of the res: the contractor or the government? If the contractor is responsible, are they reimbursed by the government?

Answer 18 This is a Firm‐fixed priced contract; an cipated cost should be included within offeror

Ques on 19 Reference Appendix A‐9: Numerous areas in the PWS seem to indicate the contractor is responsible for the cost of all maintenance for all vehicles on the installa on. Yet, within this specific reference, there is nothing given for the historical costs of all of the repair and maintenance of the vehicles. Will the government please provide the most recent 24 months of historical cost data so all offers, aside from the incumbent, may properly price this effort?

Answer 19 Offeror is responsible for maintenance costs for government owned vehicles. Offeror only manages GSA fleet, and is not responsible for maintenance of GSA vehicles. Past 24 months historical es mates were 2,800 work orders, 10,700 man‐hours, and $1.5M for parts. These are to be used for es ma on purposes only. It is the contractor’s business decision how and where to procure vehicle parts.

Ques on 20 PWS 1.3.4.1.1 – When the contractor is required to provide travel and per diem advances to a end government requested training, is this reimbursable to the contractor and if how would it be invoiced?

Answer 20 Not reimbursable as paragraph states, “travel and per diem costs associated with these courses shall be the Contractor’s responsibility.” Included within offeror’s firm fixed price proposal.

Es mated workload for past 5 years was 2 trips, 3 people, for no more than 4 days per instance.

Ques on 21 PWS 1.18 – Regarding the transi on period for a successor contractor, would the government consider adding a CLIN for invoicing during the Transi on/Phase In‐Period?

Answer 21 No separate CLIN will be created for Transi on period. The Government an cipates that any cost/price associated with an offeror's expected transi on period/plan will be proposed within each

CLIN that the an cipated transi on costs will be accumulated. A breakout of transi on price is not required within the proposal.

Ques on 22 PWS 2.1.2.2 – Can the government provide informa on on the type of trailer currently used for this requirement? Can the government provide the specs for the government owned staircase trucks?

Answer 22 2ea drop neck, lowboys; dimension trailer deck space 54’ Length X 8’ Wide.

Ques on 23 PWS 2.1.2.5.1 – Can the government provide the manufacturer of the vehicle washing sta on?

Answer 23 Westma c Corpora on

Ques on 24 PWS 2.1.2.6 – Does the government provide the recovery/wrecker vehicle used to support this requirement?

Answer 24 Yes, please refer to Appendix B‐3 for detailed informa on.

Ques on 25 PWS 3.5.1 – In conduc ng physical inspec ons within a 125‐mile radius of WPAFB, will the contractor be authorized use of Government owned vehicles?

Answer 25 Yes, currently 2ea sedans are provided.

Ques on 26 PWS 5.2 – During the site visit Building 38 in Area B was not visited. Can the government provide the number of maintenance bay within this facility?

Answer 26 Building 38 is approximately 26,246 square foot facility. It has approximately 15 – 20 maintenance bays and one vehicle li within the facility.

Ques on 27 P.W.S 5.2.1.15.1 – Does the government maintain a bench stock of parts and components to fill full this requirement?

Answer 27 No, contractor is responsible.

Ques on 28 Would the government provide the current level of effort performing these services?

Answer 28 Es mate one periodic service/inspec on per vehicle per year.

Ques on 29 Given the date of the execu on of the site visit, submission of ques ons and the

Thanksgiving Holiday, would the government grant an extension of two weeks for the proposal submission?

Answer 29 An extension has been provided on SAM.gov.

Ques on 30 For pricing purposes, should we use the last escala on rate listed in each CBA for the labor categories for op on years?

Answer 30 It is contractor business decision on how to interpret CBAs and incorporate into pricing structure. Please also note that FAR clause 52.222‐43 will be incorporated into the resul ng contract.

Ques on 31 PWS Para 3.3.2.2 Requires the contractor to assign a counselor in DPS NLT 2 business days from customer submission. Is this a new requirement to the contract?

Answer 31 Level of service depicted within paragraph is government discre on.

Ques on 32 PWS Para 3.4.6 States “Paperwork e‐mailed to PPPO shall be reviewed for accuracy and date stamped within 1 business day of e‐mail receipt”. This verbiage changed from 24 hours to 1 business day. Please clarify or define 1 business day?

Answer 32 1 business day vs 24 hours allows for variance to not respond on holidays or weekends.

Provision was placed/changed to next business day to reduce ambiguity.

Ques on 33 PWS Para 3.5 () states “Credit for an inspec on will be taken on the day of pickup at origin or day of delivery at des na on IAW AFI 24‐602v4 Chapter 14”. If the contractor goes to residence on days of packing, do we s ll get credit for the inspec on as a physical?

There are TOS (Tender of Service) requirements for packing that inspectors are required to inspect. If inspec on is not done un l loading, those inspector requirements set forth in the DTR will not be met.

Based on this the contractor cannot take credit un l the property is actually picked up which means all

TOS requirements are not being met. Is this correct?

Answer 33 Physical inspec on credit by AFI is day of pickup or day of delivery, so first ques on answer is No. TOS requirement can be met on day of loading, however AFI also states that a good

Quality Inspec on program entails possibly making mul ple trips to loca ons during shipment.

Ques on 34 Para 3.5.1 states “Contractor shall execute physical inspec ons within a 125‐mile radius of WPAFB”. The current POD is set at 90 miles radius of WPAFB for physical inspec ons. Will the government provide addi onal GSA vehicles for the assigned inspectors use to ensure that the contractor is able to adequately support the increased workload within the extended areas of responsibility in Indiana, Kentucky, West Virginia, and Ohio, or will the contractor be required to furnish their own vehicles and fuel?

Answer 34 Current area of responsibility does not include Kentucky nor West Virginia, refer to

Appendix H. Government supplies 2ea GSA sedans to execute workload.

Ques on 35 PWS Para 3.5.2 states “The contractor shall execute physical inspec ons within a 35 mile radius of Akron OH”. Based on this new requirement does the government expect the contractor to have an inspector permanently assigned to the Akron area or at the discre on of the contractor is the daily commute from Wright Pa erson AFB acceptable based on this change in requirements?

Can the govt. define in Akron what star ng point address will be accepted?

Akron OH (City Hall is being used as an example) is 184 miles from WPAFB. That is 2 hours and 45 minutes travel me one way. Is this method of support acceptable?

Akron OH to Medina OH is 24.5 miles – 33 minutes of travel me. However, WPAFB to Medina OH is 174 miles and 2 hours and 38 minutes one way for clarifica on. Is this method of support acceptable?

Akron OH to Cuyahoga Falls is 5 miles and 10 minutes of travel me. However, WPAFB to Cuyahoga Falls

OH is 191 miles and 2 hours 50 minutes travel me one way.

Answer 35 How the workload is accomplished is at discre on of contractor. Government will use

166 S High St, Akron OH 44308 (City Hall) as star ng point address for compu ng 35‐mile radius.

Objec ve is met when overall physical inspec on rate is 80 percent or higher for the depicted AOR.

Ques on 36 PWS Appendix A‐7 Off‐Base Loca ons Supported – Es mated yearly support requirement the contractor is required to perform 120 average trips per year to DLA/DS Columbus. Can the government provide workload es mates (one or two truckloads per trip) with an es mate of the amount of me each trip takes and how many contractor employees are required to support each trip.

Answer 36 Workload es mates are provided (120 trips per year). This is each instance of a vehicle transi ng back and forth. Travel distance is approximately 65 miles each way along with me to unload at DLA‐DS. How many employees are required is at contractor discre on.

Ques on 37 PWS Para. 4.11.3 The paragraph states “Contractor shall ensure accountable property is in‐checked and processed IAW DAFI 24‐602V2, Chapter 3. Contractor shall ensure 999/MICAP/NMCS assets are processed into ILS‐S within 30 minutes of receipt from TSP”. Can the government provide the

Receipt workload es mates that the Inbound/Documented Cargo Sec on will need to adequately staff this new requirement of processing Receipts into ILS‐S previously performed by Base Supply?

Answer 37 Inbound shipment workload es mates are provided within Appendix A‐12.

Ques on 38 PWS Para. 5.2.1.9 States “Contractor shall develop a Mission Essen al Level (MEL) and

Vehicle Priority Recall Lis ng (VPRL) lis ng IAW AFI 24‐302, paragraph 2.13.1 Contractor shall coordinate with using organiza ons to verify annually (Not to exceed 365 days) and submit it to COR, 88 LRS/CL, and

88 MSG/CC for approval by 1 October.” If an MEL is submi ed that the COR office disagrees with, then the last approved MEL stays in effect. Currently in the fleet of Fire Trucks, only two types have an MEL that allows less than 100% mission capable (P‐22 structural pumpers, and P‐30 Hazmat). For example, both 28‐year old P‐23 crash trucks assigned to the fleet are required to be in service at all mes. This is not prac cal, given the age and increasingly sparce parts availability. Can the contractor expect the aged fire truck fleet to be replaced, upgraded, or the government to consider a cost reimbursement CLIN due to the age of these cri cal mission support vehicles that are required to be in service 100 percent of the me?

Answer 38 Government cannot predict when replacement vehicles will be provided. Cost reimbursement CLIN will not be an op on.

Ques on 39 PWS Para. 5.2.1.8.1 Red Priority maintenance begins when the vehicle is received or when the vehicle is upgraded to Red Priority maintenance. Parts ordered to fulfill this requirement shall be requisi oned for the most expedient receipt possible regardless of cost. Currently there are two 28 year old P‐23 Crash trucks that are s ll in the inventory with an MEL that s pulates they are to be in service at all mes. Will the government consider a cost reimbursement CLIN to offset the costs bore by the contractor in support of a Red Priority?

Answer 39 Cost reimbursement CLIN will not be an op on.

Ques on 40 Can the government explain why vehicles that are beyond their End of Life (EOL) cycle and are s ll in the inventory are not being supported by a cost reimbursement CLIN to reduce the increased repair costs to the contractor for these aged vehicles?

Answer 40 Repairs are considered a commercial service. Cost reimbursement CLINs do not support commercial services.

Ques on 41 The provided Vehicle Management Workload factors did not provide the number of work orders supported, nor the costs for parts and materials for a given meframe. We request that this informa on be provided.

Answer 41 Past 24 months historical es mates were 2,800 work orders, 10,700 man‐hours, and

$1.5M for parts. These are to be used for es ma on purposes only. It is the contractor’s business decision how and where to procure vehicle parts.

Ques on 42 Appendix A‐9 reflects that there are an average of 18 Mobile Maintenance requests per month. Is the government provided wreaker adequate to support the mobile maintenance requirements in Area A and Area B or is the contractor required to provide their own Mobile Maintenance vehicles?

Answer 42 Government vehicles provided are depicted within Appendix B‐3. Contractor uses best business decision to execute workload to include Mobile Maintenance service requests.

Ques on 43 Appendix A‐2 reflects that the contractor is required to provide two flat/lowboy trailers for staircase transport. Can the govt. provide the minimum dimensions for these trailers?

Answer 43 Minimum lowboy dimension trailer deck space 54’ Length X 8’ Wide.

Ques on 44 Will the contractor be required to have a Department of Transporta on (DOT) registra on for interstate travel while using the trailers in support of various TOP Five mission requirements in the surrounding states?

Answer 44 For interstate travel, Federal mandates apply. Federal Motor Carrier Safety

Administra on (FMCSA) states when transpor ng passengers and/or cargo companies must be registered with FMCSA and must have a USDOT Number.

Ques on 45 Ref. RFP and A achment 8: Pricing Matrix: CLIN X011 GSA Vehicle pick‐up/drop‐ off/exchange: There is no informa on iden fied in the PWS or workload addressing this requirement. Is the contractor s ll required to pick‐up/drop‐off GSA vehicles to Cincinna OH?

Answer 45 Es mated workload is depicted within Appendix A‐1. Loca on has recently changed to

Columbus OH (PWS updated), approximate driving distance is the same.

Ques on 46 Ref. RFP and A achment 8: Pricing Matrix: CLIN X012 Lawnmower Repair: There is no informa on iden fied in the PWS or workload addressing this requirement. Please provide.

Answer 46 This CLIN is to obtain vendor quotes for how much it will cost to maintain lawn mowing/maintenance equipment separate from Air Force owned vehicles. Updated PWS with assets maintained within Appendix B‐3.

Ques on 47 Reference PWS 5.2.1.11 Paint/corrosion through PWS 5.2.1.11.6. These references strongly imply the contractor is able to bill the government for paint work beyond spot pain ng. They also explain the contractor’s able to submit a final bill as part of his monthly invoice, yet this clin is listed as monthly fixed price.

1. Would the government please clarify what costs are supposed to be placed in the monthly fixed price for CLIN X010?

2. Would the government please explain how the contractor will bill for these additional costs as part of his monthly price when the monthly price is already set for this CLIN with the proposal submission?

3. Would the government please explain how the contractor will bill for the additional costs for painting when there is no mechanism in the CLIN schedule to do so?

Answer 47 CLIN XX10 is not Firm‐fixed Price. Please see page 4 of the document tled

“Solicita on FA860124R0002”, which labels the Pricing Arrangement for this CLIN as “Time and Materials”. Please refer to FAR 16.601 for addi onal details on Time and Material pricing structures and how they func on.

Ques on 48 Reference PWS 1.3.5.1, it outlines the “Key Personnel” for leadership posi ons. At the end of the sec on, a “NOTE” appears elimina ng “cross‐u liza on” of personnel.

1. Is the “Note” at the end of section 1.3.5.1 and before 1.3.5.1.1, apply to the positions above it (1.3.5.1), or the positions after it (1.3.5.1.1 through 3)?

Answer 48 Cross u liza on is not authorized to have a single individual assigned to mul ple key posi ons. For example, one person shall not be iden fied as Vehicle Fleet

Manager and Vehicle Maintenance Repair Quality Assurance Evaluator and Fire/Refueling

Maintenance Focal Point. Assigned key personnel may perform du es of non‐key posi ons.

Ques on 49 Atch 8 – DDVM Pricing Matrix 21 Sep 2023

a. “xxx3 – Cargo Movement”, column “Six Month EOS” doesn’t have a formula to pick up Option year 4. Would the government update please?

b. TEP (I21) formula appears to be incorrect. It is adding Total cell I20 rater then I18.

Would gov’t update please?

Answer 49 a. Corrected Pricing Matrix has been a ached.

c. TEP will be in cell I19, providing a total from cells I7 through I18, excluding I16, which will not be part of the TEP.

Ques on 50 Reference Q&A #46: The referenced ques oned and answer indicates the CLIN covers obtaining vendor quotes. This is very confusing as the CLIN is a monthly fixed price CLIN.

1. If the service provider is obtaining vendor quotes, is it reasonable to assume the service provider will be reimbursed for the cost of repairs for the lawn equipment?

2. If this CLIN solely covers vendor quotes, how is it prac cal to have a monthly fixed price

CLIN? What costs are offers supposed to input into a monthly fixed price?

Answer 50 Ques on 46 should have stated “offeror quotes” rather than “vendor quotes”. Offerors are to provide their firm‐fixed price for maintaining mower equipment.

Ques on 51 Reference Q&A #47. The answer indicates this is a me and materials CLIN. Yet, the CLIN structure referenced on page 4 shows it as each per 12 months.

1. Please clarify if this is me materials, which would not be filled in with a proposal submission?

Or is it monthly pricing?

2. How is it possible to provide 12 months of pricing in the CLIN schedule if the CLIN is me and materials?

Answer 51 CLIN xx10 has been changed from monthly billing to 1 Lot. Vendors are to propose their an cipated costs per year. Contractor will submit actual costs expended for reimbursement. CLIN xx10 has been removed from the Total Evaluated Price.

Ques on 52 Reference Q&A: Since an abundance of ques ons and answers have been provided to the offers on the 4th of December, will the government consider extending the proposal due date to allow offers sufficient me to analyze the ques ons and answers?

Answer 52 An extension will be posted via SAM.gov through 21 December 23.

Ques on 53 ISSUE: In Dec 4 Q&A, the government answered Ques on 15, which referenced 5.2.1.11.6, specifically about “Paint and Corrosion” billing, “Contractor is ini ally responsible for cost and will provide billing invoice(s) to government for reimbursement during monthly invoice process. CLIN is established as a Time and Materials contract type”.

ISSUE: In Dec Q&A, the government answered Ques ons 10 (fuel), 12 (parts), 13 (parts), 17 (ba eries), 18 ( res), and 19 (maintenance) as “This is a FFP; an cipated cost should be included in offeror proposal,” placing the burden of es ma ng and including all costs on the contractor.

QUESTIONS: Where does the language for a T&M CLIN exist within the PWS? Since the answer was given as a T&M CLIN will be created for paint and corrosion, can the T&M CLIN be expanded for other costs

(i.e., ba eries, fuel, vehicle parts, res etc.) to facilitate savings for the government?

Answer 53 T&M CLIN xx10 pertains to the work referenced in PWS 5.2.1.11 only. T&M contract type is not available for any other work.