RFQ_ FA860124R0003_QA_Rev 27 Nov 23.pdf

Rev 27 Nov 2023

27 November 2023

Solicitation FA860124R0003

Logistics Support Services (LSS)

RFQ – Q&A

1. As this contract is Firm-Fixed-Price, will the Government provide the current seniority listing for each CBA? This information will reduce risk and allow for a more accurate price.

Answer 1: Per FAR 22.1020, seniority lists will be provided at the commencement of the succeeding contract.

2. Will the Government provide historical workload for the HAZMAT Pharmacy?

Answer 2: A very rough estimate would be 2200 transactions per year.

3. Given that two federal holidays (Veterans Day and Thanksgiving) fall between the RFP release date and the proposal due date, will the Government grant a two-week extension to allow offerors time to provide a thorough response?

Answer 3: An extension has been issued via SAM.gov

4. Will the Government provide historical workload for the after-hours support during degraded operations recovery?

Answer 4: This workload has been negligible the past 4 years.

5. With unknown workload such as expanded hours (perform services after normal working hours up to twenty-four (24) hours per day, seven days per week (24/7), will the Government consider making this a Cost-Plus contract?

Answer 5: No, these are considered commercial services, so cost type contracts are not permissible.

6. Please clarify the attached CBAs – review indicates that they are of two different programs and multiple variations that have no bearing on the current effort. Will the government please verify what CBAs or Wd are applicable to this effort – example there is no personnel property or transportation functions?

Answer 6: The attached CBAs apply to positions on the current LSS contract, as well as the DDVM contract, as they are an agreement between the contractor and the Union. The awardee and the Union negotiate CBA terms.

7. Is there an incumbent, if so who is it?

Answer 7: Data Monitor Systems, Inc.

8. APPENDIX I GSU Is the government expectation that each GSU shall be staffed, if so what is the current staffing.

Answer 8: The GSU’s are not staffed from this contract.

9. What is the current staffing by functional area?

Answer 9: Proprietary Information, and up to each individual company’s approach to workload, staffing, etc.

10. Review of the included RFP CLINS find several contradictions as follows :

RFP SCHEDULE B CLIN 0002 HAZMAT PHARMACY. Please define as we are unable to determine what this entails. Please specify what PWS Paragraph.

Answer 10: HAZMAT Pharmacy is also named HAZMART. It is covered in para’s 2.2.11- 2.2.11.19

11. RFP SCHEDULE B CLIN 0010 NON-DESTRUCTIVE INSPECTION. Please define as we are unable to determine what this entails or applicable. Please specify what PWS Paragraph for

Answer 11. Joint oil analysis is covered in para’s 3.8.1 – 3.8.7

12. RFP SCHEDULE B CLIN 0011 DAYTON AIR SHOW. Indicates “LOT” As an unknown how will the contractor be paid?

Answer 12: As the Air Show only takes place once a year, billing will be done once as a “Lot”, rather than monthly for other CLINs.

13. Subfactor 1- Transition Planning RFP and PWS does not define a Transition time line; RFP does not contain a Transition CLIN. Will the government define the Transition time in number days? Will the government provide a CLIN to charge Phase-In against or how is this charged?

Answer 13. Transition time may vary depending on contract award date, though a thirty (30) day transition is anticipated between the date of contract award and the expiration of the current contract (31 July 2024). Transition will not be charged as a separate CLIN and a breakout of transition price is not required within the proposal.

14. Subfactor 2- Staffing Approach indicates LSS functional Area (Material Management and TA/AGE Maintenance however review the PWS and CLINS show multiple contradictions to only having two functional areas. Will The government realign the PWS/CLINS with the functional areas? Example CLIN 0010 indicates NDI however nothing is found in PWS.

Answer 14: Nondestructive Inspection (NDI) - Please refer to oil analysis references in PWS.

15. Subfactor 4- Prior experience Is there a minimum or maximum amount of past performance references or prior experience that must be provided?

Answer 15. Please reference Solicitation Section M: Offeror demonstrates that it has current or recent (within five years of the date of this solicitation release) experience in performing services that are comparable in scope and magnitude to the services described in the PWS.

b) If the offeror is proposing a subcontractor/partnership agreement, the offeror shall demonstrate that services recently (within the last 5 years) performed by some combination of the offeror and subcontractor(s) as prime contractors or subcontractors on Government contracts that are similar in scope and magnitude to the services described in the PWS.

Past Performance is not an evaluation factor.

16. PWS 1.2.2. Expanded Hours. The contractor shall perform services after normal working hours up to twenty-four (24) hours per day, seven days per week (24/7) as requested to support mission requirements upon implementation of contingency plans and during surges, emergencies, disasters, deployments, exercises, or Continuation of Essential Department of Defense Contractor Services during crises. The contractor shall provide a workforce during surges, emergencies, disasters, deployments, and exercises or upon implementation of contingency plans as requested by the Government. Please clarify how the contractor will be reimbursed for the additional hours expensed, which is unknown?

Answer 16: This is a Firm-fixed price contract. All anticipated costs should be included in Offeror’s proposed price.

17. PWS 1.2.4. Continuation of Essential Contractor Services. The Government has identified a portion of the contractor services performed under this contract as essential contractor services in support of mission essential functions. Please clarify how the contractor will be reimbursed for the additional hours expensed which can be considered a contingency and unknown?

Answer 17. This is a Firm-fixed price contract. All anticipated costs associated with the functions in the PWS should be included in Offeror’s proposed price.

18. PWS 1.3.2.5. “Contractor shall ensure that its employees have current, valid professional certifications and licenses, as required for contract performance, before starting work under and throughout the life of this contract”. Will the government specify “current, valid professional certifications and licenses”?

Answer 18. This is referring to jobs that may require a certain certification or license. For example, the CDDAR team members must be trained at a certain approved school as specified in the technical order.

19. PWS 1.3.4.1. Contractor employees shall be fully trained. Will the government clarify by functional area the definition of “fully trained”?

Answer 19. For each functional area assigned, employees must be fully trained to accomplish the work.

20. PWS 1.4.1. Quality Management System. Contractor shall establish and maintain an acceptable QMS. System shall be resourced adequately. Is AS9110D acceptable to meet this requirement?

Answer 20. AS9110 is a certification. PWS paragraphs under 1.4 describes the quality management system.

21. PWS 1.6.1 indicates “facility manager identified within ten (10) calendar days” versus PWS

1.13.4 “within ten (10) business days”. More importantly is this redundant or please clarify the differences between building versus LSS functions if

Answer 21. This appears to be redundant; 10 business days will be the requirement.

22. PWS 1.8.2.2. “Contractor shall have spill kits on hand and other items necessary for hazardous material spill containment and cleanup. Sufficient quantities of kits shall be on hand as required to absorb or contain spills from the largest container of a hazardous material stored by contractor.” Will the government please clarify who is responsible for cost and quantity?

Answer 22. The government supplies the kits, it is the contractor’s responsibility to manage the kits.

23. PWS 1.8.3.1. “Within fifteen (15) business days after the start of the first operational performance period, and then annually thereafter, contractor shall appoint in writing a primary and alternate Environmental Control (EC) representative.” Is this considered dedicated or collateral duty.

Answer 23. It is the Contractor's discretion whether to designate a dedicated employee or treat it as a collateral duty.

24. PWS 1.8.5. Environmental, Safety, and Occupational Health Compliance Assessment and Management Program (ESOHCAMP). “If notified by the COR, the contractor shall provide a representative to augment the ESOHCAMP team for the period specified in the notification – usually one business week.” “The contractor shall ensure that representative completes ECAMP/ ESOHCAMP training provided by the Air Force Institute of Technology (AFIT).” Please clarify

1. How are we reimbursed for the hours; 2. Who is responsible for paying/scheduling the ECAMP training?

Answer 24. (1) This is a Firm-fixed price contract. All anticipated costs associated with the functions in the PWS should be included in Offeror’s proposed price. (2) The government will pay and assist with scheduling the training.

25. PWS 1.8.11. Underground/Aboveground Storage Tanks. “If required by performance of work under this contract, contractor shall fully comply with federal, state, and local regulations. We are unable to ascertain what this has to do with this solicitation. Please clarify and remove?

Answer 25. On the maintenance side there are storage tanks that need to be managed.

26. PWS 1.10.1. Government Furnished Equipment. Excluding Automated Data and Processing Equipment (ADPE), contractor shall provide maintenance and repair of Government furnished equipment (GFE). Please clarify how the contractor will be reimbursed for repair of government owned equipment?

Answer 26. This is a Firm-fixed price contract. All anticipated costs associated with the functions in the PWS should be included in Offeror’s proposed price.

27. PWS 1.10.2. Contractor replacement parts shall meet original manufacturer specifications.

Please clarify who is the final authority of selection OEM vs PMA for example?

Answer 27. Contract COR

28. PWS 1.12.2.1. Contractor shall appoint a primary and alternate VCO who shall act as the focal point on matters relating to all Government furnished vehicles, attend scheduled VCO meetings.

Please clarify if this is a dedicated or collateral position?

Answer 28. It is the Contractor's discretion whether to designate a dedicated employee or treat it

29. PWS 2.3.1 After Hours Support on call only. Considering the number of hours is unknown how does the contractor get reimbursed. As a follow-up without knowing the “UTA weekends” the ability to accurately be reimbursed for hours seems to be impossible

Answer 29. This is a Firm-fixed price contract. All anticipated costs associated with the functions in the PWS should be included in Contractor’s proposed price. There are two UTA weekends each month.

30. PWS 3.2.12 Please clarify who is responsible for procuring and paying with the hazardous substance spill response kits?

Answer 30. The government will pay/approve purchase.

31. PWS 3.2.13 & 3.2.14 Please clarify if these are dedicated or collateral duty positions?

Answer 31. It is the Contractor's discretion whether to designate a dedicated employee or treat it

32. PWS 3.5.17 Please clarify the procedure to authorize if the COR is unavailable and will any delay caused not be attributable to the contractor?

Answer 32. There is a process in place to prevent this.

33. PWS 3.5.17.1 Who provides the transportation to perform pick up?

Answer 33. There are government trucks assigned.

34. PWS 3.10.1.2 Please clarify how the contractor shall be reimbursed given that hours are unknown and can be considered a contingency.

Answer 34. This is a Firm-fixed price contract. All anticipated costs associated with the functions in the PWS should be included in Offeror’s proposed price.

35. Can the government identify the nine Geographically Separated Units (GSUs) that the contractor will be required to physically travel to every 3 years? Also, will the travel and Per Diem costs be reimbursed by the government or is the contractor responsible for all costs for each trip?

Answer 35. These could change based on mission requirements.

Materiel Management GSU procedural visits: AFMETCAL (Heath, Ohio), 3 CWS (Ft Knox, KY), 311 Recruiting Sq (Canonsburg, PA), 661 AEES (Buckley AFB, CO), 645 AES (Greenville, TX), and 645 AESS (Waco, TX).

Equipment Organizational visit GSUs: AFMETCAL (Heath, Ohio), 3 CWS (Ft Knox, KY), 311 Recruiting Sq (Canonsburg, PA), AFOSI (Arnold AFB, TN), AFOSI (Huntsville, AL). We are currently working on the 645AESS, Springfield ANG base, Springfield OH.

This account is still in the set-up stage to get custodians trained and accountability transferred from AFRL.

The contractor is responsible for all cost for each trip.

36. PWS 1.12.2.2 calls out AFI 24-302, para 3.19 explaining “The contractor shall perform all inspections, servicing, and maintenance identified as organizational maintenance and be responsible for tools, equipment, parts, and material identified as organizational responsibility”. Unfortunately, paragraph 3.19 of AFI 24-302 is irrelevant to the requirements.

Would the government please provide a valid AFI reference?

Answer 36. AFI 24-302, Chapter 9, Section 9B

37. PWS 1.13.6, Labor Hour Database, Discusses the reporting of all contractor labor hours for this effort. Would the government please provide this report for the past 24 months for the contract?

Answer 37. Please see PWS Appendices. No additional workload estimates will be provided.

38. Page 101-Other Information Required- Para B; Offers shall submit a Mission-Essential Contractor Service Plan with their proposal: Is this plan incorporated into Volume III or can it be provided as a separate attachment? Is there a page limit and/or a naming convention requirement if so?

Answer 38. This is incorporated into Volume III. There is no page limit, but please label it as “Mission-Essential Contractor Service Plan”.

39. Section 4.b.iii “Additional Instructions to Offerors”: Can the USAF provide labor hours for the price buildup for the Air show?

Answer 39. Labor hours are unavailable; the average workload is 35 military aircraft per airshow.

40. Attachment 6-LSS Price Matrix: For CLIN 11(Airshow) and CLIN 12 (Crash recovery), will the Government please provide estimated workload or plug numbers for these CLINS?

Answer 40. Please see PWS Appendices. No additional workload estimates will be provided.

41. Attachment 6-LSS Price Matrix : As CLINs 11 (Airshow) and 12 (Crash Recovery) are unknown labor events, can the Government make these T&M CLINS based on actual performance at time of execution? If not, will the Government modify contract to cover support in excess of FFP bid CLIN as requirements for these CLINS are undefined?

Answer 41. Expectations for both CLINs are provided for in the PWS. Performance-based service acquisitions require the Government to state what the requirement is, not how the contractor shall perform it. Therefore, it is each offeror's decision based on the PWS requirements and the offeror's prior experience as to how to successfully staff the contract.

42. PWS 3.2: Per the solicitation, Tool kits are listed for use by Vendor. Are there any tools, diagnostic sets, material, supplies, etc. required by the vendor to purchase as part of operational support that will not be reimbursed by the Government?

Answer 42. No, the government supplies the necessary tools.

43. Section 4.a.iii “Additional Instructions to Offerors” and Attachment 6-LSS Price Matrix: To accurately build pricing, vendors need tenure of incumbent personnel. Will the government please provide (for each CBA and any SCA) the number of employees in each leave policy type (1 yr, 2 yr, 5yr, etc)?

Answer 43. Per FAR 22.1020, seniority lists will be provided at the commencement of the succeeding contract.

44. Section 4.a.iii “Additional Instructions to Offerors” and Attachment 6-LSS Price Matrix : Can the Government provide labor hours for the price buildup Crash/recovery support?

Answer 44. Labor hours are unavailable as we do not track labor hours; we look at program compliance IAW the PWS.

45. Section 1.d “Additional Instructions to Offerors”: In order to comply with “Additional Instructions to Offerors” Section 1.d, are Offerors required to include their statement of offer validity within the pricing matrix or as a separate Word/PDF document?

Answer 45. Please include this statement in a separate document.

46. Solicitation page 97, para 5:

Will the Government please clarify solicitation, page 97, para 5 which states Attachment 7 as the LSS Price Matrix? The provided Attachment 7 is labeled LSS Wage Determination_30 June 12. Is the provided Attachment 6 labeled LSS Price Matrix appropriate Pricing file and is it current and up to date for pricing submission?

Answer 46. Page 97 is mislabeled and should refer to Attachment 6 as the LSS Price Matrix. The Price Matrix attached to SAM.gov is the correct pricing file and should be utilized for pricing submission.

47. Solicitation page 98, para 4: Will the Government please clarify solicitation, page 98, para 4 under Technical Sub-factor 2 – Staffing Approach which states “the solicitation files ‘Attachment 4, 5 and 6’ are CBAs and establish certain position titles. Attachments 4 and 5 reflect CBAs currently in place. Attachment 7 is reflected as the LSS Wage Determination 30_June_12 (SCA) for the work location.” Are there applicable SCA labor categories that apply to this solicitation or are they all encompassed under the 2 CBAs provided?

Answer 47. Page 98 should state “Attachments 4 and 5 are CBAs and establish certain position titles.” It is the offeror’s responsibility to read and understand the CBAs and Wage Determination to determine applicable labor categories.

48. Solicitation pages 75-77, paragraph 4.2 and sub-paragraphs regarding Performance Evaluation and Contractor Payment:

Will the Government please clarify solicitation, pages 75-77, para 4.2 Performance Evaluation?

For example, why would a deduction be taken from amounts due and owing the Contractor if the “performance of a service exceeds the PT (Performance Threshold)?” It seems that there shouldn’t be a deduction from Contractor payment for “exceeding” a performance threshold. Is there an incentive payment for performance over 100%?

Answer 48. An example of exceeding a Performance Threshold - if an item has a Performance Threshold of 5 defects per month, a contractor with 6 defects per month would be ‘exceeding’ the Performance Threshold.

49. Solicitation, pages 84-87, SECTION V – Government Furnished Equipment:

Would the Government clarify the real property sections (5.5.1 – Government Furnished Facilities) and 5.1.2.3 Government Furnished Property (GFP) Accountability. Is there any methodology to establish what the condition of the real or personal property is (personal meaning non-real property – not individually owned property) at the inception of the contract. In other words, how does the Government and the Contractor establish the baseline for “reasonable wear and tear” during the term of the contract? For example, assume that a particular item of real property or personal property covered by this contract is damaged when the contract is executed between the Government and Contractor. Is there a joint inspection of all real and personal property to establish items already in poor shape so that the Contractor would only be liable for “unreasonable wear and tear” occurring during the new Contractor’s period of performance?

Answer 49. Yes, this is in PWS Para 5.1.2.1

50. Ref. PWS Para. 1.2.2 Expanded Hours. Please clarify how the contractor will be reimbursed for the additional hours expensed, which is unknown.

Answer 50. This is a Firm-fixed price contract. All anticipated costs should be included in Contractor’s proposed price.

51. Will the Government provide duty description for each labor category provided in the CBAs?

Answer 51. All information regarding the CBA’s has been provided. The Government is not a party to the agreement between the contractor and the Union.

52. Ref. PWS Para. 2.3.1 After Hours Support On Call Only: Will the Government provide historical workload?

Answer 52. This workload has been negligible the past 4 years.

53. Ref. PWS Para. 3.10.1.2 Please clarify how the contractor shall be reimbursed given that hours are unknown and can be considered a contingency.

Answer 53. This is a Firm-fixed price contract. All anticipated costs should be included in Contractor’s proposed price.

54. Ref Appendix 1-D: Please define the acronym CAMS, as it is stated in the workload, but appears nowhere else in the solicitation.

Answer 54. Core Automated Maintenance System. Another name is IMDS (Integrated Maintenance Data System)

55. Ref Appendix 1-D: Please define “Total Transactions B/E Account” as it is stated in the workload but appears nowhere else in the solicitation”.

Answer 55. B/E account is defined as E = Equipment accounts and B = all other accounts. It’s a combined total of transactions produced yearly for accounts coded as such.

56. Ref. RFP, Sections 4.b.2 and 3.a: Section 4.b.2 states “The CO has determined there is a high probability of adequate price competition in this acquisition and Section 3.a identifies a 15-page limit for Volume II – Price and Offer Documentation; however, the solicitation provides no guidelines for a pricing narrative. Please confirm offerors should submit a price narrative and provide additional instructions outlining the requirements.

Answer 56. The only documentation required for Volume II is the completed Pricing Matrix and a Statement of Offer Validity (para. 1.d.). It is the offeror’s discretion whether to include any additional supporting documentation within the 15-page limit.

57. In the PWS section 1.3.5.1, it lists six (6) key personnel: Project Manager, Materiel Management Focal Point (FP), Customer Support FP, Asset Management FP, TA FP, and AGE FP. However, in PWS 2.2.15.8 a Supply Manager is identified, and in PWS 3.2.18 a Maintenance Manager is identified.

Question: Are these two additional key personnel positions (Supply Manager and Maintenance Manager), or are they assumed to be included in the FP section leads previously identified in 1.3.5.1?

Answer 57. Materiel Management Focal Point (FP) is the supply manager and the Maintenance Manager is the Transient Alert (TA) focal point.

58. In regard to the PWS section 3.10.3 “Clothing/Uniform Requirements,” the first paragraph outlines “Any contractor personnel performing any and all aircraft servicing, marshaling, and direct contact with transient aircraft…” This paragraph and the two successive paragraphs put forth the requirements of these specific personnel. The following question is of importance to added uniform costs of providing and cleaning, which can be substantial.

Question: Do the stated uniform requirements in section 3.10.3 extend to any other contractor employee besides those actively “servicing, marshaling, or directly” contacting aircraft, including AGE personnel?

Answer 58. This paragraph pertains to any contractor maintenance personnel performing any and all aircraft servicing, marshalling, and direct contact with transient aircraft.