Questions_and_Responses_-_16_Jul_15.docx
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- Parts and Repair Ordering System (PROS) Federal contract opportunity
- Solicitation number
- FA8630-14-R-5030
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Questions and Responses dated 16 July 2015.
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| PROS V RFP FA8630-14-R-5030 | Questions & Answers – 16 July 15 | |
| # | ||
| Question/Comment | ||
| Response |
| 1 |
| In regards to disposition of submitted proposals, request Government guidance for resubmittal requirements. If an offeror submits signed Amendments 4 and 5 as well as an updated Section J, Attachment 5 pricing spreadsheet are change pages sufficient or must offeror resubmit entire proposal including Technical Volume? |
| In regards to resubmittal requirements, individual change pages are sufficient. Offeror shall submit instructions as to what pages should be removed and replaced. The change pages shall be Yellow in color and meet the requirements of Section L, Paragraph 3.1. |
Offeror shall submit a new disc(s) containing the updated proposal in its entirety.
IAW FAR 15.208, all proposal submissions shall be received by the proposal due date (27 July 15) in order to be considered timely.
USG will destroy replaced pages unless notified by offeror to return pages within five calendar days after proposal submission.
| 2 |
| Will the Government explain the rationale regarding allowing the vendor (subcontractor) to charge for PCH&T on a cost reimbursable basis, but the prime must include those charges as a FFP amount as part of fill fees? |
| The responsibilities of the prime contractor are defined within the PROS V RFP as it relates to managing FMS customer requirements from cradle to grave. All prime contractor costs associated with USG contractual requirements shall be captured in the FFP fill fees. Excluding unscheduled maintenance shipments, PCH&T costs incurred by the prime contractor are not contractual requirements but rather a business decision made by the prime contractor. For instance, if the prime contractor makes a business decision to perform additional quality inspections and determines that the vendor did not comply with contractual packaging requirements, costs incurred by the prime contractor to handle and re-package the materiel are considered not reimbursable from the USG or FMS customer. The USG allows the vendor (subcontractor) to ship directly to the FMS customer/freight forwarder and charge PCH&T on a cost reimbursable basis to ensure actual costs associated with these activities are reimbursed. |
| 3 |
| The Government has identified that Defense Transportation System (DTS) shipments can be executed from the vendor's facility and costs may be captured on a cost reimbursable basis on CLIN X006. For PROS, DTS shipments require a DCMA deviation letter and based on experience accomplishing DTS shipments at the vendor facility will require extensive and time consuming coordination with each local, cognizant DCMA organization closest to the identified vendor. Request the Government address the following in regards to DTS shipments: |
Since exact DTS pick up dates frequently change, this will require multiple Price Revisions based on the length of time the item stays at a vendor facility (storage and handling fees). Will the Government provide a more detailed description of how the DTS shipping process is to be executed between the prime contractor, DCMA, the PROS PMO, and the vendor?
According to DCMA-INST 319, Paragraph 3.2.2, “Contractor will submit a SIR when the material is ready for shipment. It is recommended that the contractor not wait until shipment is on the loading dock, but submit the request at least seven days in advance.”
When material is ready for shipment at vendor’s facility, the prime contractor will submit the Shipping Instruction Request (SIR) through the DCMA Etools to the responsible DCMA organization. Within the SIR, the prime contractor will identify the vendor’s location. DCMA will provide shipping instructions direct to the supporting vendor. Vendor will follow the provided instructions. Prior to shipment, the prime contractor will be responsible for coordinating with the vendor to identify any cost variance that was not captured in the original Price Quote (PQ), and submit a single Price Revision (PR) if necessary.
On an as needed basis, the prime contractor can request PROS PMO involvement.
| 4 |
| DTS shipments are coordinated using the Etools section on the DCMA web portal. Typically the Shipping Instruction Request (SIR) is linked to a prime contract number then a contract line item number. The PROS contract executes orders against MIL Strip FMS Document numbers which do not contain contract line item numbers. Will the Government define the DTS deviation process used for PROS and identify if the PROS DTS deviation is widely accepted between cognizant DCMA offices? |
| All MILSTRIP data related to the FMS Document Number will be captured and made available in the USG IT System. There is no DTS deviation process used for PROS. A transportation delegation letter will be issued to the prime contractor for submission with SIRs. The USG is currently coordinating with the DCMA Transportation Director to finalize the internal DCMA SIR process in relation to PROS V. The contract (purchase order) between the prime contractor and vendor should contain all information required to process DTS shipments. |
| 5 |
| Will the Government provide an estimated number of annual DTS shipments as well as the average time DTS items are stored? |
| Based on the current contract, the estimated number of annual DTS shipments is approximately 756. The average amount of time the contractor should anticipate storing DTS shipments is approximately 15 days. However, there are multiple variables that can impact the amount of time an item(s) is required to be stored. Please note, all vendor-related DTS costs are reimbursable (CLIN X006). |
| 6 |
| If DTS shipments are executed from the vendor’s facilities and prime contractor coordination with DCMA is required from multiple DCMA offices verses one contractor facility and one DCMA office, will the Government provide the total number of DCMA offices to allow calculation of anticipated increase in effort to coordinate shipments and adjust fill fees accordingly? |
| The total number of DCMA offices the prime contractor may be required to coordinate with is seven. |
| 7 |
| Are all DCMA office procedures for processing Shipping Instruction Request (SIR) identical or is there variance from region to region and office to office that will require adjustments to contractor submissions based on vendor location? |
| All DCMA offices will utilize the identical PROS SIR process and will be defined in the transportation delegation letter. |
| 8 |
| Will the Government provide an estimated time required to process and receive DTS shipment approval? |
| The estimated amount of time the contractor should anticipate for DTS shipment processing and approval is approximately 10 days. However, there are multiple variables that can impact the amount of time it takes to process DTS shipments. In rare occasions, processing time may take up to 3 months. Please note, all vendor-related DTS costs are reimbursable (CLIN X006). |
| 9 |
| The Government identifies advance approval for contractor PCH&T and storage cost on a case-by-case basis. How will this approval request be processed (email, X code status, etc.)? |
| The prime contractor will submit an X4 status code and narrative requesting approval for PCH&T and storage costs. If approved, the prime contractor will submit a Price Revision (PR). |
| 10 |
| What is the response time for processing and response? |
| The response time for an X4 is undefined. The USG ability to respond in a timely manner will be impacted by a number of variables to include complexity and adequacy of content submitted with the X4. |
| 11 |
| Will this time be counted against contract requirements? |
| No, all X-time is excluded from contract award requirements. |
| 12 |
| In the Attachment 5-Pricing Matrix, the cancellation Fee percentage found in cell B6 is no longer locked. The above direction informs the bidder to utilize 80%, but a bidder can manipulate this cancellation fee percentage due to the cell not being locked. Is it the Government’s intent to allow bidders to change the cancellation fee percentage? |
| While the cancellation fee percentage in Cell B6 of the Pricing Matrix attachment does not prevent offeror manipulation, it is NOT the Government’s intent for the offeror to change this percentage in any way. All offerors must use the 80% factor in calculating their cancellation fees in the Pricing Matrix. The proper use of this percentage will be verified by the Government during proposal evaluation. Pricing Matrices that do not properly use this percentage may be ineligible for award. |
| 13 |
| In the PWS amended 16 June 2015, the Government revised Paragraphs 3.2.5.1, 3.2.5.2, 3.2.13.3.3.1, 3.2.13.3.4, 3.4.2, 3.4.3.2.1, 3.7.2.1(4), 3.7.2.2 (4), 3.7.3.7.1, 4.6.3, 4.6.3.3 and Appendix A -Status Codes (XK/RK). PWS Section 3.4.3.2.1 does not appear in the amended PWS. Is there an actual PWS Section 3.4.3.2.1? |
| The PWS supplied in Amendment 0005 contained a numbering error. This will be corrected via Amendment 0006. |
| 14 |
| In the PWS, Para 3.4.2, it states that Contractor shall advise customer when a repair contract has been awarded (IV/BV) and direct the customer to ship materiel by processing an X8 status code. Contractor shall track receipt of asset and process an R8 status code when materiel is received or when customer provides proof of shipment. |
Is it the Government’s intent that the last sentence should read “or customer provides proof of delivery?” It should be noted that proof of shipment and proof of delivery can, and in most instances is different in days and weeks while the material is in transit.
The words contained in Amendment 0005 are correct. If the customer is able to provide proof of shipment, validating that the maintenance requisition asset has been shipped and is enroute to the repair source, the USG deems that documentation is sufficient to close the X8 status code. Processing the R8 as soon as possible is advantageous to all parties, as it eliminates unnecessary cancellations. Also, please note, IAW PWS Paragraph 3.7.3.7.1, the contractor is to process the X8 status code upon the Test Teardown and Inspection (TTI) contract award; therefore, closing the R8 when proof of shipment is received will not negatively impact the contract award objective measurements as the contract will already have been awarded.
| 15 |
| In PWS para 3.7.3.7.1, it states that Upon TTI contract award (IV), contractor shall request customer ship asset to warehouse or vendor by processing an X8 status code and narrative. Narrative shall provide specific shipping instructions to include full address, purchase order number, DCN, and PROS unique markings. Contractor shall request customer provide notification of shipment to vendor through XD transaction codes, for receipt tracking purposes. X8 status codes do not require a response from customer. Contractor is responsible for posting the R8 status code with narrative once asset is received by vendor or customer provides proof of shipment. |
Is it the Government’s intent that the last sentence should read “or customer provides proof of delivery?” It should be noted that proof of shipment and proof of delivery can, and in most instances is different in days and weeks while the material is in transit.
The words contained in the Amendment 0005 are correct. If the customer is able to provide proof of shipment, validating that the maintenance requisition asset has been shipped and is enroute to the repair source, the USG deems that documentation is sufficient to close the X8 status code. Processing the R8 as soon as possible is advantageous to all parties, as it eliminates unnecessary cancellations. Also, please note, IAW PWS Paragraph 3.7.3.7.1, the contractor is to process the X8 status code upon the Test Teardown and Inspection (TTI) contract award; therefore, closing the R8 when proof of shipment is received will not negatively impact the contract award objective measurements as the contract will already have been awarded.
| 16 |
| In relation to RFP Section B, CLIN 1, what is the estimated amount of storage space [square footage] that the vendor will need to facilitate storage of material during the PROS V period of performance? |
| The USG does not have an estimated amount of storage space [square footage] that the prime contractor may need to facilitate storage of material during the PROS V period of performance; as the PROS V PWS does not require a storage facility or warehouse. A storage facility/warehouse will be at the discretion of the PROS V prime contractor and IAW their defined business processes. If the prime contractor chooses to process items in its facility, the costs associated with that effort should be included in the fill fees (CLIN X001). This would not account for prime contractor PCH&T costs associated with unscheduled maintenance shipments, as these are to be charged under CLIN X006. |
| 17 |
| In relation to RFP Section B, CLIN 1, what is the historical dollar value [per year] to facilitate DTS shipments and vendor packaging that cannot support Mil Spec packaging requirements? |
| The USG does not possess this historical data as it is currently rolled up into the material value of the requisition and impossible to segregate. Please note, all vendor-related DTS costs are reimbursable (CLIN X006). |
| 18 |
| In relation to RFP Section B, CLIN 1, what is the estimated dollar value (per year) of transportation requirements paid by the Prime Contractor? |
| The USG does not have an estimated dollar value (per year) of transportation requirements paid by the Prime Contractor as the majority of those costs are currently rolled up into the material value of the requisition and impossible to segregate. |
For the PROS V contract, the only transportation costs borne by the prime contractor that are directly reimbursable are those approved in advance by the government and shipments for unscheduled maintenance items (CLIN X006). Other prime contractor transportation costs are to be accounted for in the offeror’s proposed requisition fill fees in their proposal pricing. Transportation costs related to items that the prime contractor chooses to bring into their facility are not directly reimbursable through CLIN X006 and associated SubCLINs.
| 19 |
| In relation to RFP Section B, CLIN 6, how is the material [Supply & Maintenance] to be invoiced since Amendment 0005 changed to read “CLIN X006 (0006, 1006, 2006, 3006, 4006, and 5006) and associated subCLINs Descriptive Data has changed to include all prime-associated PCH&T and storage costs for unscheduled maintenance and those costs approved in advance by the Government on a case-by-case basis.”? It appears the change only addresses unscheduled maintenance. |
| CLIN 0006 reads as follows and allows for the invoicing of material: |
The allowable material costs include:
1. All vendor-associated cost of material for supply and maintenance requisitions to include PCH&T and storage.
2. All prime associated PCH&T and storage costs for unscheduled maintenance.
3. Those costs approved in advance by the Government on a case-by-case basis.
All aforementioned costs shall be IAW the PWS, Section J, Attachment 1 of this contract. No additional expenses or profit are to be applied by the prime contractor against this CLIN.
On PROS V, vendor Supply and Maintenance materiel is invoiced via the respective CLINs and SubCLINs (X006).
| 20 |
| In Amendment five there is no item 3.4.3. The numbering in the new PWS goes from 3.4.2 to 3.4.4. I see that in the previous PWS 3.4.3.2.1 paragraph is now 3.4.2.2.1 My question is, was there a paragraph omitted or is this simply numbered incorrectly? |
| Yes, there's a numbering error. A corrected PWS will be added via Amendment 0006. |
| 21 |
| In relation to Section B. I see in the attachment to Amendment 0005 that there are pages 3 through 22 that have corrected CLIN's. In the original release there are 66 total pages. What is the proper format for making the corrections since the original release is in a PDF format? There are pages 3-22 however they are not the same 3-22 in the original release. We have to submit all 66 pages, how do you want us to handle that? |
| Amendment 0005 only includes CLINs that were corrected. When submitting your proposal you should submit the original 66 pages along with signed cover pages for all amendments issued against the RFP showing your receipt and understanding of each amendment. Unlike most proposals you are not required to fill in pricing on the actual RFP. All proposed pricing will be on Section J, Attachment 5, Pricing Matrix. |
| 22 |
| Finally I have a question in relation to the text that is used in Figures, Graphics and screen shots. Is 12 point font also mandatory for these items as well? |
| Section M on page 5, para 3.1.3 (b) says all "tables, charts, graphs, and figures should |
be no smaller than 12pt font.”
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