Questions and Answers- Ellsworth.pdf

FA8773-11-R-0030

Ellsworth AFB SD Question and Answers

1. I wanted to see if you posted the due date. I didn’t see it. I also wanted to know if there will be any kind of walk through.

Answer: For the final date for submissions, refer to Section 9 on Page 1 of the Solicitation.

A Pre-Proposal Conference was conducted in accordance with AFFARS 5352.215-9001.

2. Per information in the RFP, is the Government still anticipating the work to begin

2QFY12?

Answer: Offerors are asked to submit a proposal in accordance with the terms of the solicitation. Changes to the period of performance will be done via a contract amendment/modification.

3. L-1.C.1, pg 138

Are Tab inserts excluded from page counts? Please refer to L-1, C.5 “Indexing” which states that “Tab indexing shall be used to identify parts”.

Answer: Tab inserts used to identify parts only will not be included in the page counts.

4. L-1.C.2-6, pg 138

The Government has specified in L-1.C.6 “Glossary of Abbreviations and Acronyms” that each “section” of the proposal is to contain a Glossary of Abbreviations and Acronyms. Clarification/Question: Is the reference to a proposal “section” the same thing as a referencing the parts of the proposal response (ex: Part 1, Part 2, etc)?

Answer: L-1.C.2-6 States “Glossary of Abbreviations and Acronyms. Each “part” shall contain a glossary of all abbreviations and acronyms used, with an explanation for each.”

Please refer to section L-1 for the different parts.

5. Para 1.2.1 – Will base mission changes, infrastructure mods etc. be considered within the scope of the contract but negotiated for contract additions?

Answer: For additional information on contracting procedures pertaining to the ‘Continuation of Mission Essential Services During Crisis’ paragraph, refer to DFARS clause

252.237.7023 at the Federal Acquisition Regulation Site at http://farsite.hill.af.mil/.

6. Para 1.2.6 – Will the 2 day training at 38 CEG, Tinker AFB cover some of the requirements for the equipment under equipment listed. Example Siemens, Avaya, Netra, PRISM, etc.

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Answer: PWS paragraph 1.2.6 describes the requirements regarding Key Personnel. Two days of training is discussed in PWS paragraph 3.3.2, CVC Training. The training in this section will only apply to the CVC as no other training is identified in this section.

7. Para 1.3 - Should delays in GFM be encountered will repair time lines begin when GFM is provided?

Answer: See FAR 52.242-17, Government Delay of Work, FAR 52.245-1, Government Property, and PWS 3.2, Base Support.

8. Para 1.3.3 – Will the current schedule of PMI’s and testing be current at the time of contract change-over?

Answer: The current Contractor has been performing the required PMI’s. However, Offerors should anticipate performing all of the tasks identified in PWS 1.3.3 Preventative Maintenance Inspections.

9. Para 1.3.3.3 – Is there a current backlog of inspections?

Answer: PWS 1.3.3.3 identifies the number of manholes and/or handholes the Contractor will have to perform per year. Contractors should take into considerations the winters at Ellsworth AFB SD as this will not be an excuse for missing the yearly requirement.

Additional inspections over the quantity specified shall be accomplished as a work order IAW PWS section 1.4.

10. Para 1.3.3.4 – Are additional inspections over and above the contract established standard and accomplished by work order to be billed at contract established labor rates?

Answer: Additional inspections over the quantity specified in the PWS shall be issued via a work order in accordance with PWS section 1.4. Contractors shall identify the unit price for these additional inspections under CLIN X003, Other Services, on the Pricing Table Summary.

11. Para 1.3.3.6 – This paragraph simply states cable analysis and determination of bad pairs.

Does this refer to all cables quarterly? This seems like a high level of effort given the potential number of cables on the Ellsworth facility as well as Colony…

Answer: Contractors are not asked to test every cable at Ellsworth to perform this analysis.

The switch database identifies the number of pair(s) utilized and the cable installation/repair test results record identified in PWS paragraph 1.3.15.5, Cable Installation/Repair Test Results, identifies the number of bad cable pair(s).

12. Para 1.3.4.2 - Is there an established document to utilize to record acceptance of scheduled outages and is there an established list of personnel or positions that can authorize the outage in the various work centers?

Answer: There is no established document. The CORs will provide the Contractor the authorization for the outage.

13. Para 1.3.4.3.1 – There have been several instances in the local area of road closures during winter conditions. Are the road closures considered in the response time? Will the COR/CO provide written approval of delays on this basis?

Answer: See FAR 52.249-14, Excusable Delays, FAR 52.236-2, Differing Site Conditions, and FAR 52-237-1, Site Visit.

14. Para 1.3.6 – Is there a reliable estimate of how much total cable is on the facilities?

Answer: See PWS paragraph 5.2.5, Distribution System (ISP/OSP).

15. Para 1.3.12 – Is the traffic measuring capability currently available within the system capability?

Answer: Yes.

16. Para 1.3.13.1 – “establishment of service” could be a simple as connection of installed equipment or the start to finish installation of cable, equipment, software and programming. Could some clarification be provided to gauge the level of effort required?

Answer: The “establishment of service” is for the interchange of information on technical parameters and capabilities of the BTS. The Contractor’s role is identified in PWS paragraph 1.3.13.4, Design Review Meeting, which states, “the BTS manager shall attend up to four design review meetings per month.” Additionally, PWS paragraph 1.3.13.3, Workload/Status Meetings, requires the BTS Manager to attend up to four local meetings per month with the COR(s), Communications Squadron Plans Office, and/or CO to discuss status of current and future work orders, trouble tickets, outages, PMIs, or any other work/event that may impact contractual performance.

17. Para’s 1.3.13.3 and 1.3.13.4 – Each of these paragraphs require attendance at 4 meetings per month for the BTS Manager. Review meetings are typically of some duration. Are these meetings staged for input and departure or will the Manager be expected to stay for the entire meeting?

Answer: Typically the meetings are staged so that the Manager can provide input and depart once complete.

18. Para 1.3.15 – What is the process entail for open and uncompleted work (orders) at the changeover of the contract?

Answer: All work orders will be completed prior to the start of performance of this contract.

19. Para 1.3.15.2 – Is there a current form preferred by the AF for the documentation of the

PMI inspection record and malfunction record? If so is the contractor responsible for obtaining/creating these or are they furnished by the AF for standardization purposes?

Answer: The Contractor is responsible for creating PMI inspection records and malfunction records. PWS paragraph 1.3.15.2 identified required information for the records.

20. Para 1.3.15.3 – The required trouble tickets would seem to indicated that a multi-copy form would be preferred for control purposes. Is a multi-copy form currently utilized?

An Excel document would seem to provide a more suitable archive for analysis purposes.

Can we explore a less paper intensive system?

Answer: The Government currently uses Remedy for trouble tickets. Remedy is a software program the Contractor will be provided access. The Contractor can choose to utilize an Excel based process if it chooses.

21. Para 1.3.15.6 – This seems to be a major process change that is not yet finalized or complete. Could you elaborate on the Contractor’s current and actual responsibilities under this paragraph?

Answer: The Contractor’s current responsibilities are irrelevant as this will be a new contract. For CVC, please refer to all paragraphs under 1.3.15.6 of the PWS. Also see PWS paragraph 3.3.1 and section 3.13 of the EIPS.

22. Para 1.3.15.12 - Are the update requirements in this paragraph to existing records, including the record of cable pair assignments?

Answer: It would be an existing record if it referred to a trouble or relocation of service, but it would be a new record if it referred to a new installation.

23. Para 1.3.15.14 and 15 – Are these records existing and available for updates?

Answer: These are switch-generated records that show the traffic measurement and system capacity at the time the record is generated.

24. Para 1.3.15.19.2 – Are the specified formats described in the PWS or formatted by existing systems?

Answer: As part of their technical solution, Contractors are required to provide CFD on electronic storage media in the specified formats.

25. Para 1.3.15.19.5 – Are the required shape files currently existing and accessible from the government provided computer workstation?

Answer: Those shape files that exist are accessible from the government provided workstation; however, not all infrastructures have been located.

26. Para 1.4.1.1 – Can the work orders be electronically generated, routed and approved by the COR?

Answer: Work orders can be electronically generated. However, work orders require the signature of a COR prior to performance, so hard copies must be routed for approval.

27. Para 1.4.2 – Is there a contradiction between this paragraph and the preceding paragraph defining Emergency response times? (2 Hours vs. 4 Hours.)

Answer: PWS 1.4.1.2 refers to the time limits for Contractors to refer any questions, concerns, or disputes concerning work orders to the COR in writing after receipt of the work order. PWS 1.4.2 refers to the completion time frames for the different classification of work orders.

28. Para 1.5 – Are all special projects considered routine?

Answer: No. The delivery or due date will be negotiated along with the requirement.

29. Para 1.6.3.1.3 – Are all environmental surveys performed by government personnel and how are we to determine if an environmental survey has not been accomplished?

Answer: All environmental surveys will be performed by the environmental office. The Contractor will receive documentation from the environmental office or the COR when the survey is complete.

30. Para 3.3.2 – Regarding the requirement for CAC cards prior to training; how long will it take to issue the subject CAC cards and when will the training occur relative to contract initial performance?

Answer: Typically it takes from one to five business days to receive a CAC card. However, Contractors should contact Mission Personnel Element at 605-385-2427 for specific requirements. Contractors can submit a request for CVC training as specified in PWS paragraph 3.3.2 to the Contracting Officer after receipt of award notification for coordination of training.

31. Para 5.1.2 – Do the occurrences described in the subsequent paragraphs reflect recent historical records of actual workload volume or do they also reflect projected future increases (decreases)?

Answer: Per PWS paragraph 5.1.1, General, workload estimates are based upon previous history and current requirements.

32. Since the CBA is still to be negotiated, will the RFP due date be extended to allow for any wage changes to be incorporated into the proposals?

Answer: Contractors should submit a proposal using the current wage rates identified in the solicitation. Per the Pre-Proposal Conference Talking Paper, at the beginning of the contract or after receipt of the contract modification incorporating the revised CBA, if warranted, the contractor will be allowed to request an adjustment.

33. Is there a transition period from the incumbent to the new contractor?

Answer: Section F of the solicitation identifies the period of performance.

34. Is Cost or Pricing Data required per 52.215-20 if the listed exceptions do not apply?

Answer: Cost or Pricing Data is not required at this time as the Government expects adequate price competition. See L-1, F. Part III-Price Proposal, paragraph 3 and FAR 15.403-1.

35. In the solicitation Section L-1, G. Part IV – Contract Documentation, Item 1, Section I states: “offerors are to submit pages for only clauses which require Offeror fill-ins:

52.209-5, 52.223-3, and 252.223.7001. Ensure that submissions are from the RFP itself, which includes the RFP and page numbers.”

Q: Clause 52.209-5 is not listed in Section I of the RFP so we are unable to provide the RFP page number. Please clarify how you would like us to address this?

Answer: 52.209-5 is referenced on page 128. Offerors can obtain a copy of this clause to submit on the Federal Acquisition Regulation Site at http://farsite.hill.af.mil/.

36. In the solicitation Section L-1, G. Part IV – Contract Documentation, Item 1, Section K states: “A completed ORCA representation, certifications, acknowledgments and statements shall be included in the submission.”

Q: Do you want a printed copy of our ORCA report instead of the normal Section K with the appropriate fill-ins completed? Or should both be provided?

Answer: Provide a printed copy of ORCA. Also provided the information specified in paragraphs b and c of solicitation Section L-1, G. Part IV – Contract Documentation, Item 1, Section K.

37. What is the Trouble Ticket program (i.e. “Remedy”, “CAIRS”, etc.) in use at Ellsworth?

Answer: The base currently uses Remedy.

38. What is the current process/program used for receiving and issuing work orders? (ie

WOMS)

Answer: Work orders are received from the customer in WOMS and are issued to the contractor on a DD 1367.

39. Is TMS currently used at Ellsworth?

Answer: Yes. See PWS paragraph 1.3.15.12, Telecommunications Management System

(TMS).

40. Are locking lids currently installed in manholes? If not, are there plans to have them installed in the future as part of Government War on Terrorism (GWOT)?

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Answer: Locking lids are currently not installed on manholes. There are no plans at this time to install locking lids.

41. Will questions and answers be posted for this solicitation and will there be an extension for the proposal due date?

Answer: Answers and questions will be posted prior to the due date. If an extension is granted, it will be made via a contract amendment posted to www.fbo.gov.

42. On the Ellsworth Pricing Table there seems to be an inconsistency in the description of

PID #3269. The top says CAT 5 and the bottom says CAT 6. Can you please clarify so that we will know which to price.

Answer: The title will be corrected via Amendment 0001.

43. Has the incumbent contract been extended 90 days or 6 months?

Answer: Contractors should propose based on the requirements identified in the solicitation.

An amendment will be issued if the incumbent contract is extended beyond the period of performance identified in Section F of the solicitation.

44. How far away is the Wyoming Colony site?

Answer: The Wyoming Colony site is located approximately 90 miles away or a little over an hour away. The majority of the travel is on Interstate 90.

45. It was mentioned in the Pre-Proposal Conference that three Government owned storage trailers are available. Will they be available throughout the life of the contract?

Answer: No. These trailers are only available temporarily. Contractors should propose with the expectation that they will not be available at all throughout the life of the contract as the Government uses them frequently and are subject to being reallocated to another units.

See also PWS Section 3.0, Government-Furnished Property and Services.