FSS_DRFP_Questions_2.pdf

Questions and Answers No. 2 to draft Request for Proposal Solicitation No. FA9101‐14‐R‐0200, Facility Support Services

QUESTION OPR RESPONSE

3.3.6 The Contractor shall provide administrative/coordination support for all tests and checkouts at AEDC Arnold AFB, AEDC White Oak, and AEDC Moffett Field.

Question: How often are tests conducted at each site?

The Government does not believe that the number of tests conducted at each of the sites impacts the FSS fulfilling the requirement of this PWS element. The Government has given FTE estimates for carrying out these requirements at the current test project load.

Para. 3.6.15: Is this just the vehicles listed in Appendix D? Draft PWS element 3.6.15 was deleted. All GFE that is being provided to the FSS contractor is contained in the draft RFP Attachment 6, Government Furnished Property.

Paragraph 3.7.18 and 3.8.6: Approximately how many employees need to be trained?

Paragraph 3.7.18 (Industrial Hygiene [IH] training modules) The Government estimates that 90 Government personnel will need to receive the training modules outlined in PWS element 3.7.18.

Paragraph 3.8.6 (warehouse training requirements) The Government has provided FTE estimates for Supply (warehouse operations). The FSS contractor determines manning and training requirements based on their management approach.

3.7.11 The Contractor shall provide technical assistance to

operations and facilities personnel in the implementation of asbestos and lead management and abatement programs.

Question: Who is responsible for writing the programs?

The Government is responsible for writing the asbestos management program. PWS element 3.7.11 is being modified to clarify the FSS requirements for providing technical assistance for lead management and asbestos abatement programs.

3.10.7 The Contractor shall ensures Test, Measurement and

Diagnostic Equipment (TMDE) tools are scheduled for calibration and certification according to TO 00‐20‐14, AF Metrology and Calibration Program Question: Does the govt provide the calibration equipment needed to calibrate TMDE tools. If not, where does govt currently get calibration on tools done?

Yes, the Government provides the calibration equipment to calibrate TMDE tools. The PMEL contractor will provide TMDE services to the FSS contractor.

3.12.2 The Contractor shall support and participate in the AEDC Exercise Program in accordance with AFI 90‐201, AFMC Supplement 90‐201, and local requirements.

Question: How many exercises are there per year?

The Government expects approximately eight exercises a year: Five will be base‐wide in the field; three will be tabletop.

FSS_DRFP_Questions_2.xlsx DRFPQuestions 10/10/2014 2:23 PM

QUESTION OPR RESPONSE

Question: How many man hours and what type of personnel are needed for each exercise?

The Government does not track nor predict the number of man‐hours involved in supporting AEDC exercises. All exercises take place during duty hours, and the Government expects this to be accomplished as a normal part of the FSS contractor's workload. Based on the type of exercise, e.g., Active Shooter, various FSS personnel may be involved such as administrative employees and craft personnel. However, the bulk of the exercises will only involve emergency responders such as the fire department and security force personnel.

During the presentation "magnitude" was used to describe the evaluation of past performance? Can you provide guidance on the definition of this evaluation term?

Magnitude is defined as the size, extent or importance of something. Magnitude was included in the Contracting Officer's Industry Day briefing to inform contractors of the relevancy ratings for past performance. Those ratings are identified in the draft Section M‐2.4.2. That paragraph includes the statement, "Relevant performance includes performance of efforts involving Facility Support Services as described in Section 3, Performance Requirements, of the PWS that involved similar scope and magnitude of effort and complexities this solicitation requires." Therefore, scope relates to the type of work and the requirements placed on the effort; magnitude relates to the size and extent of the effort;

and complexity relates to how complex the scope and operations of the effort are.

Concerning the decision to scale back the level of industrial hygiene support on the FSS contract (i.e. only provide industrial hygiene support in areas where government employees are located), we recommend AEDC carefully review the OSHA Multi‐ Employer Citation Policy (see link below). Specifically AEDC should consider its responsibilities as the “Controlling Employer”.

https://www.osha.gov/pls/oshaweb/owadisp.show_document?

p_table=DIRECTIVES&p_id=2024#MULTI

The Government reviewed the OSHA Multi‐Employer Citation Policy. Under the revised PWS, each contractor on AEDC will be responsible for the occupational safety and health of their own employees.

In areas where Government personnel are doing a task that creates a hazard and exposure to contractors, the AF will share that information with the contractors. That shared information should not be used for health screening data but for reference only. Sampling should be completed by each contractor for the information that is relevant to them.

Draft PWS 3.3.1 Document clarification Would the Government please define “locally developed” in the context of the requirement in PWS 3.3.1 to have a “locally developed Training Plan to facilitate Operations Center/C2…”? Is this plan already developed, and if so, by whom and is access to the plan currently available by Offerors?

Yes, AEDC has a plan developed which is available in FBO (explicit access required). The words locally developed will be removed from the PWS and instead the following will be added: "The contractor shall be responsible for creating, maintaining, and utilizing the Training Plan in order to facilitate Operations/C2 and incorporates all requirements in the Exception To Policy Letter."

QUESTION OPR RESPONSE

PWS 3.3.3, page 56. Will the Government provide AEDCI 10‐1?

We could not find it in the TO Library.

Yes, AEDCI 10‐1, Crisis Action Team, is available on FBO (explicit access required).

PWS 3.3.9, page 58. Will the Government provide pre‐RFP the definition of who maintains and upgrades the Emergency Management Control Systems (EMCS)?

The Emergency Management Control System (EMCS) is maintained and upgraded by the Test Operations and Sustainment (TOS) contractor.

FSS_dRFP_21Aug14, Attachment 1_PWS_draft_ release_21_August_14 70 & 79 Section H098 3.7, Can consideration be given for the TOS contractor to establish (as a derivative of an ACA) an Occupational Health subcontract to be used and financially supported by the TOS and FSS? This would require agreement by the Government to let the medical subcontractor use the existing contractor medical services space in the current medical aid station. Goal should be to reduce overall costs to AEDC and increased productivity of the test and facility support work forces.

Removal of the requirement for a medical clinic does not limit how the contractors provide this service for their employees (see Information Announcement to Industry, 7 Oct 14). Each contractor on AEDC is responsible for the occupational safety and health of its own employees. Offerors may choose to meet their obligations through operation of an on‐site facility or through other means to reduce costs, gain efficiencies, or otherwise. Each contractor should formulate its own strategy for meeting its internal occupational safety and health obligations.

Attachment 1_PWS_draft_ release_21_August_14 page 55, 58 para. 3.3.1, 3.3.7 Who is responsible to describe the Computerized Maintenance Management System (CMMS) and provide interface to other associate contract activities such as the Operations Center?

The Government described the CMMS system in a document in the competition library (see 'Oracle Utilties Work and Asset Management (WAM) Computerized Maintenance Management System (CMMS) Process.pdf' [http://www.arnold.af.mil/shared/media/document/AFD‐140915‐047.pdf]).

Attachment 1_PWS_draft_ release_21_August_14 pages 44, 55, 60, 75 paras 3.2, 3.3, 3.4, 3.6 Will there be published a Land Area Network (LAN) Radio protocol for the FSS and other contractors to include acquisition, use, rekeying and emergency interface?

This is important for many FSS areas to include Security Forces, Fire and Emergency Services, Safety, and the Operations Center.

Applies similarly to TOS activities.

The acquisition of all Land Mobile Radio (LMR) assets will fall under the purview of the Base Communications and Information Technology Services (BCITS) contractor on a cost reimbursable basis.

FSS and other personnel will be responsible for identifying their requirements in this area. Information concerning use, rekeying, and emergency interface is contained in the Arnold AFB Personal Wireless Communication Systems LMR Net Manager's Handbook, Customer Education Guide which will be added to the competition library prior to the issuance of the final RFP. The LMR COMSEC Advanced Encryption Standard (AES) Encryption Equipment Users guide is available in FBO (explicit access required).

QUESTION OPR RESPONSE

Attachment 1_PWS_draft_ release_21_August_14 page 79 Section 3.7 Request clarification regarding the definition of Government Personnel and Government facilities for which Industrial Hygiene and Occupational Health will be involved. To prospective bidders for Facility Support Services, an assumption can be made that all facilities at AEDC are Government facilities.

Further confusion may exist as the Combined Test Force structure evolves with both Government and Contractor employees participating in same facilities in the same work areas.

All facilities belong to the Government. For purposes of Industrial Hygiene and Occupational Health, the FSS contractor will determine if there is a potential health hazard to Government employees in those areas (determined by exposure to the hazard(s), then the FSS contractor will be responsible for ensuring compliance with applicable standards, rules, and regulations. In areas where Government personnel are performing a task where hazards are present and contractors may also be exposed, the AF will share that information with the contractors. That shared information should not be used for health screening data but for reference only. Sampling should be completed by each contractor for the information that is relevant to them.

Reference FSS DRFP, H099 MULTIPLE EMPLOYER DEFINED BENEFIT PENSION PLAN (AUG 2014), all sections.

a. Will the government indemnify or timely reimburse a successor contractor from financial liabilities that are a result of actions taken or not taken by a predecessor contractor (including inappropriate contributions)?

b. Will the government indemnify or timely reimburse a new participant in the Plan from any withdrawal liabilities in the event the successor contractor eventually loses the contract or the government decides to terminate the Plan?

a. The cost of the defined benefit pension plan is reimbursable and allowable per FAR Clause 52.216‐07, Allowable Cost and Payment (Jun 2013) (Tailored)" (2) Accrued costs of Contractor contributions under employee pension plans shall be excluded until actually paid unless (i) The Contractor's practice is to make contributions to the retirement fund quarterly or more frequently; and (ii) The contribution does not remain unpaid 30 days after the end of the applicable quarter or shorter payment period (any contribution remaining unpaid shall be excluded from the Contractor's indirect costs for payment purposes)." Therefore, a cost associated with the scenario described in question a is covered.

b. Please see question 135 in the FSS Questions and Answers in the Competition Library. "At the end of the FSS contract, we assume that a new FSS contract will require a successor contractor to assume the liabilities associated with the Defined Benefit Pension plan, so there should be no long term implications."

Reference section 3.9 Freight Services, which states; “3.9.3 3.9.3 The Contractor shall process, package, and prepare for shipment received sensitive, classified, and hazardous material in accordance with AFI 24‐203 section 5.1 and AFMAN 24‐204, sections 1.3.4 and A25.2.1.”

a. Request the government provide how many shipments per year to expect?

Based on FY14 actuals, there were 800 overnight air shipments, 70 test material shipments, and 2,186 hazardous material shipments. Of the 70 test material shipments, 50 were proprietary / competition sensitive or classified. Of the 800 overnight air shipments, approximately 200 were classified.

QUESTION OPR RESPONSE

The workload information in the PWS and CDRLs is inadequate to determine the level of effort in most cases. There are 31 CLINs that require a deliverable ‘as required’ with no indication in the PWS or CLINs as to how many are estimated to be delivered. For example: what is the estimated annual fire & rescue incidents, OEH assessments, operation reports, Quick Reaction Checklist, Test Security Plans, Standard Practice Procedure, and so forth for each of the ASREQ CLINs.

All Contract Data Requirements Lists (CDRLs) marked "ASREQ" do not have a standard delivery schedule but are generally dependent on workload. More information will be provided in the Exhibit A package included with the final RFP.

There is no mention of the following scope of work areas that were previously included in the "sample" PWS.

� Security Forces Training and Standardization Evaluation Program.

� Friendly force response agreements, assistance to civilian law enforcement agencies and resource protection surveys.

� Maintenance of a Security Force MIS ‐‐ incident complaint reports, traffic citations, crime analysis, etc.

� Overnight transitory classified storage capability for classified material up to Secret level for use by Complex visitors and transitory personnel.

� For VCC, appointing a site security manager responsible for activating RAPIDS users and assigning roles for new and existing users; and appointing a trained records manager.

� Identification, training, and use, as required, of sixteen (16) security force augmentees.

1) The Government's FTE estimates given in Section L‐1.1 Budget / Funding Information capture the necessary FTEs for all of security forces (SF) and visitor control to include those requirements in PWS elements 3.2.11.2 and 3.2.11.4.

2) Please see the Arnold Air Force Base (AAFB) Integrated Defense Plan (IDP) on www.fbo.gov (explicit access required) for scope.

3) & 4) Visitor Control Center (VCC) roles and responsibilities and SF augmentee requirements will be written and / or clarified in the final PWS (PWS element 3.2.10.2.9 was added to the PWS requiring security guard augmentees).

3.0 Operations Center/Command and Control (C2) Element

Please provide the current OIs describing the duties and responsibilities for the Operation Center and C2 element function (see PWS paragraph 3.3.8).

The following AEDC Instructions (AEDCIs) have been posted on FBO (explicit access required): AEDCI 10‐ 1, Crisis Action Team; and AEDCI 10‐201, Notification, Recall, and Alert Procedures. The following work instructions are already posted in the competition library under "Local Regulations and Technical Standards": W11‐7501‐0001, AEDC Operations Center Console Operations; and W11‐7501‐0003, AEDC Operations Center Training Program.

QUESTION OPR RESPONSE

There was no specific mention of providing limited chauffer service to and from airport terminals; coordination of on‐call, 24‐ hour wrecker service; validating special purpose driver's licenses; providing transportation to Center personnel; arranging shipment and storage of household goods, and privately‐owned vehicles; assisting personnel in arranging travel agent services;

and other items that were included in the "sample" PWS.

1. Chauffer Service: These requirements will not be part of the FSS contract.

2. 24‐hour wrecker service: These requirements will not be part of the FSS contract. If a wrecker is required by the FSS contractor, it will be the responsibility of the FSS contractor to procure this service.

3. Validating special purpose driver's licenses: Language for this requirement is being added to the final

PWS.

4. Transportation for Complex personnel: These requirements are not included in the FSS PWS.

5. Transportation for Government personnel: These requirements will be included in the FSS PWS.

6. Travel Management Office functions, as they relate to Personal Property Shipments, will be a function of the FSS contractor and can be referenced in AFI 24‐501; AFJMAN 24‐204, Preparation of Hazardous Materials for Military Air Shipments; 3.10 TR VI & VII, Joint Federal Travel Regulations; and DOD 4500.9‐R Parts I, II & IV, Defense Traffic Management Regulations

Would AEDC consider releasing an updated SOW before the final RFP so that offeror’s could ask follow up questions directly to the Functional SMEs?

The FSS contract must be awarded by 1 June 2015. In order to meet that schedule, the Government cannot release an updated PWS and allow for questions before release of the final RFP. However, industry can still ask questions after release of the final RFP.

3.7.23 No reference in TOS or FSS on who will hold the State

license for Radioactive Materials or be responsible for the permit fees – only reference is LSO/RSO maintaining an inventory on FSS; which contract will be responsible for the state license fees?

The radioactive source owner will be responsible for the State license fee.

QUESTION OPR RESPONSE

3.7.1 To what extent is support expected to Moffett Field

regarding Environmental Management and IH support? In general it is not clear in the PWS overall what support will be needed for White Oak and Moffett Field.

The PWS Requirements language is being updated to clarify FSS contractor responsibilities at the GSUs:

Environmental Management:

PWS element 3.5.3 has been updated:

3.5.3 The contractor shall support the disposal of hazardous and other regulated wastes at AEDC White Oak and AEDC Moffett Field locations according to federal, state, and local regulations.

The contractor shall use Electronic Environmental Safety and Occupational Health Management Information System to coordinate waste pick‐up and disposal through the local Defense Reutilization and Marketing Office facility (refer to AFI 32‐7042 for guidance). Both AEDC White Oak and Moffett Field are considered small quantity generators.

Occupational Health (Industrial Hygiene [IH]):

The FSS contractor will not have IH responsibilities at the White Oak and Moffett Field. The PWS language was modified.

Do the FSS Safety and Health programs have to be in accordance for AFIs, and other AF guidance, for non‐government workers?

The PWS identifies those instructions which are mandatory and those that are provided for guidance.

Contractors performing work on AEDC must comply with all applicable Federal, DoD, AF, AEDC, State, and local standards, rules and regulations.

Section H Clause 118. Please be explicit in which PWS elements are included in the over and above clause.

The PWS elements included in the over and above clause will be identified in the applicable Contract Line Item Numbers (CLINs).

Will the FSS contractor be responsible for maintaining the IT equipment listed among the security property list?

No, the BCITS contractor will be responsible for maintaining IT equipment to include base radios, network, telephone, and other IT assets.

QUESTION OPR RESPONSE

3.8.13 The Contractor shall perform supply chain materiel

management processes associated with materiel returns and disposal of materiel including Returns, Disposal and the Precious Metals Recovery Program (PMRP) in accordance with AFI 23‐101 section 6c.

Upon award of contract – because this will be following a wall to wall inventory there will be “causatives” who will be responsible for resolving these issues?

If there are causatives identified, it will be the responsibility of the incumbent contractor and the Government to reconcile the inventory.

3.8.14.13 The Contractor shall establish protection requirements for fine precious metals, precious metals‐bearing scrap, and high content precious metals‐bearing items in accordance with AFI 23‐ 101, section 6.3.3.2.

3.8.15 The Contractor shall perform inspections and related

operations in accordance with AFI 23‐101, section 5I.

Should not paragraphs 3.8.14.13 & 15 above be within the scope of the TOS contract?

No, the FSS contractor has full responsibility and accountability for warehouse operations and the Precious Metal Recovery Program (PMRP).

QUESTION OPR RESPONSE

The excerpt below from the draft PWS seems to indicate that we have to have the Top Secret Facility Clearance before contract award not at proposal submission.

3.1.1.1 The Contractor shall obtain and maintain a facility

clearance at the classification level of Top Secret prior to performing any classified work on the contract.

Performance Standards

a) STD: No Security Violations that result in a loss or compromise of classified Information.

b) STD: Score/Achieve no less than a Commendable rating (750 ‐

799) on the Defense Security Service's (DSS) Assessment Rating Matrix and no less than a "Satisfactory" on all other, internal and external security reviews, inspections, audits, and/or vulnerability assessments.

As stated in PWS 3.1.1.1, a Facility Clearance (FCL) must be obtained before the performance of classified work. If a company does not already have a FCL at time of award, they must get one or get an interim. A FCL can only be obtained if a company has a valid reason. Usually, this valid reason is that they have been awarded a contract that requires them to have access to classified material (which is the case for the FSS contract). An interim FCL may be granted under certain conditions if the facility qualifies; they are temporary, limited company security clearance established by the Defense Security Service (DSS). DSS has been delegated security administration responsibilities on behalf of the Department of Defense and, as such, will advise and assist during the FCL process.

Please reference the below web sites for further information, processes, and requirements.

FSO Toolkit http://www.cdse.edu/toolkits/fsos/index.html

FSO Toolkit‐Facility Clearance http://www.cdse.edu/toolkits/fsos/facility‐clearance.html

DoD 5220.22‐M, Chapter 2, page 2‐1‐1, National Industrial Security Program Operating Manual