Davis_Monthan_QA_Consolid_responses_Jan2013.pdf

Davis Monthan Questions & Answers

Q1. Please explain/interpret description on wire (4 groups of SCLF) for each type?

A1. Davis Monthan began a long range electric distribution system renewal and replacement program in the 1970s. However, specific data regarding each specific item was not retained.

Knowing the current status of the electric distribution system, it is estimated that approximately

25% of each line type was upgraded each decade throughout the military installation. No better information is available.

Q2. What are response times?

A2.See RFP Section C

Q3. Is CASB -1 Form Required (Cost Account Standard)?

A3. Please refer to the requirements of the RFP. Under regulations as specified in the RFP and

FAR specific CAS documentation is required unless the Offeror qualifies for one of the exemptions from CAS reporting. In any case, either the required CAS documentation or CAS

Exemption documentation is required.

Q4. In regard to training – if off-site training is proposed, how far can it be from the base before orders have to be cut for personnel?

A4. Offerors are to assume that “Orders” for government personnel, military or civilian, are required for any off-base activity. Offeror is expected to propose its requirements and response to the requirements of RFP Section 43 consistently in the Technical and Price sections of its proposal.

Q5. Is the current training site available for the offeror to use?

A5. The existing training site is east of Yuma by Radar Tower. See RFP Section.

Q6. Does the Air Force expect further military training requirements?

A6. See RFP Section JA43

Q7. What is the availability of building or laydown yard?

A7. See RFP Section JA1.3 item 11 and A45

Q8. Are there any set aside provisions?

A8. See RFP for set aside provisions.

Q9. Can the due date be extended?

A9. Yes

Q10. Will DM provide outage information both past and present?

A10. See information contained in the RFP Section JA1 and the Technical Library

Q11. Will we get the technical library today?

A11. The Technical Library was provided at the Pre-proposal Conference.

Q12. Where are the high most lighting poles located?

A12. The higher lighting identified in Section JA1, Table 1 is located on the airfield ramp area.

Ramp lights are not fed from the airfield lighting vault.

Q13. Explain the AMARG PODs. Why is this system excluded? Due to leased land?

A13. The electrical distribution within the AMARG area is excluded due to security and leased land issues.

Q14. Is the underground cable copper or aluminum? Is the secondary conductor(s) a mix of overhead and underground? Are they aluminum or copper?

A14. AECOM/BASE – AECOM - The underground cable is copper. From the Davis Monthan data, none of the secondary conductors are overhead. The secondary wiring is copper.

Q15. This is a street light POD question. If lights are included in the JA1 inventory, why is the

POD necessary? Where are the Government owned lights on SO owned poles?

A15. There are some street lights powered from buildings that may be identified during the transition period. The POD is not required for any lights powered directly from the electric distribution system. However, the POD is necessary for any lights that receive electricity directly from buildings. If lights are fed from buildings, the circuits and the light fixtures are excluded from the inventory. The Offeror may desire to include an Initial System Deficiency

Project (ISDC) that would re-power such street lighting so that no street lights are powered through buildings.

Q16. Are the 250 KVA pad mounted transformers really three phase? What about the 100 KVA transformers?

A16. It is recognized that a 250 KVA transformer is not a standard size and that a 100 KVA transformer is normally single phase. Nonetheless, the Air Force data shows each of these to be sized as indicated in the RFP Section JA1 and to be 3-Phase. Proposals should be developed using the information as specified in the RFP and Section JA1. Should any adjustments be required, these will be accommodated during the Transition Period following Contract Award.

See response to Q 17.

Q17. Is a change in the contract needed such as adding personnel, is this affected by the economic base adjustment?

A17. Please see response to Q16. During the Transition period the Contract Awardee and the

Government will conduct a Joint Inventory. If the Contract Awardee has developed its

Operations and Maintenance (O&M) and Renewal and Replacement (R&R) expenses, (e.g., Utility Service Charge (USC)), including personnel requirements, as a function of the inventory to be acquired, the Government would expect and validate a Due Diligence pricing adjustment associated with any inventory change with cost causation identical to the cost causation shown in the Final Price Revision (FPR). In a similar manner, changes to the inventory during the

Contract Performance Period could result in a similar USC adjustment reflecting inventory changes. Other than as described, year-by-year price adjustments are limited to the Economic

Price Adjustment (EPA) as defined in the RFP. In response to the RFP, Offerors are expected to propose in accordance with the RFP, including Section JA1 Table 1.

Q18. Can they (the base) describe the process for obtaining security clearances if needed?

A18. See attached letter.

Microsoft Word 97 - 2003 Document

Q19. Will information on existing agreements affecting rents charged for attachment to poles or other privatized equipment be disclosed to bidders?

A19. No. Any existing Attachment Fees will be retained by the Government. Following expiration of existing attachment arrangements, the System Owner and the Attachee will negotiate continued service. Such continued service shall not negatively impact Attachee service to the Government.

Q20. Will a standard life cycle cost methodology be required?

A20. Please see Section JA1.2.1.2, “The design life column indicated in Table 1 is used by the Government in the development of the Government Should Cost Estimate. The design life is not mandated in the Offeror’s proposal. However, the proposal must clearly explain the use of any system component design life that significantly differs from the published Government design life.”

Q21. Could we get a copy of the sign in sheet?

A21. No.

Q22. Do you have any historical outage data you can provide? By total substation; by feeder?

A22. See Technical Library.

Q23. Do you have space available for us to have a storage yard?

A23. See response to Q 7 and A45.

Q24. Could you elaborate on what you expect in the way of training?

A24. See RFP Section JA43.

Q25. An UXO specialist is required when working with UXO. Can you elaborate on what is expected from the contractor?

A25. See response to Q 55.

Q26. Are the personnel we are training already trained to journeyman status be the Air Force? Or do we have to take them from pre-trained to journeyman status?

A26. They must be taken from pre-trained to journeyman status. See RFP Section 43 for training requirements expected from the SO.

Q27. How many (military) have to be fully trained journeyman at all times?

A27. See training requirements specified in RFP Section JA43

Q28. Does the base have a SCADA system (for the electrical distribution system)? If so, what system?

A28. See response to Q 57.

Q29. What GIS system is used at Davis Mothan AFB?

A29. The GIS system at Davis Monthan AFB is compatible with current GIS systems.

Q30. What meter readings are required by the SO for electric, ware and gas meters? Also billing?

A30. Because no meters are being conveyed and Davis Monthan AFB is keeping all meters, there are no meter reading requirements needed from the SO.

Q31. Do you have different power quality standards for different types of sites (facilities) and what are they? Are they published?

A31. No.

Q32. Can the government provide the total number of overhead and underground distribution circuit or linear miles included in the system inventory to be privatized? The JA1 attachment shows conductor totals in SCLF format, which makes it problematic to determine circuit/linear miles because the circuit configuration and phasing is unknown. For example, a three-phase delta line would have 3 conductors or 15,840 SCLF in a mile, where a single-phase line would only have 2 conductors or 10,560 SCLF in a mile. During the site visit, it was noted that a static wire exists on some or all of the OH Delta System. Is the Static Wire included in the JA1 inventory under overhead conductor, and if so, please identify the conductor used for the static wire? Also, the technical library contains maps that show many more line miles that what can be calculated from the JA1 inventory. However, it is understood that some line miles were excluded due to the PODs for the privatized housing system, the airfield underground lighting circuits, and the lines that feed the AMARG area (leased lands area).

A32. AECOM – In accordance with the Davis Monthan RFP Section JA1, Davis Monthan has approximately 17 linear miles of distribution wiring. Neutral wire, where identified by Davis

Monthan AFB, is included in Section JA1, Table 1. Maps of the electric distribution system are contained in the Technical Library and are inclusive of all lines located on the installation. Such electric distribution lines are not segregated according to the inventory listed in Table 1. As noted in JA1.2, there are specifically excluded components listed, such as the airfield lighting, housing areas, and utilities located on leased lands. See response the Q 17.

Q33. With respect to the lines in the leased land area that are currently excluded from the JA1 inventory, would the Government consider re-including them in the inventory, on the basis that these lines are owned by the Government and subsequent to privatization, would still be for the

Government’s benefit? Also, please provide the circuit or linear feet for miles of such lines?

Alternatively, would the Government specifically consider including the O&M on those lines in the Requirements?

A33. See response to Q 13 and Q 17.

Q34. Does the Government intend to release an updated JA1 inventory that will include any changes to the inventory based on the answers to questions?

A34. No. See response to Q 17.

Q35. Will the Government allow access to energy management/metering data (i.e., real time data to detect the absence of voltage at a meter, etc.) for outage management and system planning purposes to the successful privatization contractor?

A35. No, (this is due to Security concerns and is not negotiable). However, the Offeror may propose ISDC projects or alternative responses/processes in order to acquire information it believes is necessary to comply with other requirements of the RFP.

Q36. Would the Government consider including the parking lot lighting system in the JA1 inventory to be privatized, with possibly a POD established to remove the source switch from a building panel (i.e., put a disconnect switch on the outside of the building)?

A36. See response to Q 15.

Q37. The JA1 inventory includes cobra head street lighting fixtures as well as flood light fixtures. The JA1 also includes a POD that references a Government Owned light on the SO pole. If street lights are included in the system to be privatized, how does this POD apply? In regard to the street lighting system, there are major concerns about liability to the SO if

Government or government contractor low voltage workers need to access the privatized primary poles to work on street lights and/or street lighting circuits.

A37. See Response to Q 15. Regarding liability concerns, it is expected that Offerors will define, explain, and price any such concerns in the appropriate section(s) of any response to be offered in response to this RFP.

Q38. The JA1 inventory includes 50, 80, 100, 125, and 150 foot lighting poles as well as 1000 watt flood light fixtures. These were seen on the Base near the airfield. However, the JA1 inventory excludes airfield lighting and this was confirmed on the site tour. Are these poles and fixtures not located at the airfield? Will they still be privatized? If these are not airfield lights, please identify the location. This is important to know for the proposal, as specialized equipment is required to service and replace these lighting poles and fixtures.

A38. See response to Q 12, it is expected that the Awardee would have resources to service these lights.

Q39. The substation POD is shown as follows: “TEP owns up to the secondary wiring of the transformers. The secondary wiring terminates on the above ground bus bars which are owned by the government. The POD is the connection point of the TEP secondary wiring at the government owned bus bars.” This POD isn’t exactly clear, as it can be interpreted that the

Government owns the entire lowside wiring and equipment in the substation. However, the JA1 inventory only shows that the Government owns a steel support structure, the metal clad switchgear building, busbar, and breakers, along with the concrete pad and some underground cable. It was observed on the site visit that a building containing the voltage regulators and 2 capacitor rack assemblies also existed on the lowside bus. Please restate the POD more clearly and confirm if the voltage regulation equipment and the capacitor racks would be included in the system to be privatized? In addition, there was no dividing fence in the substation that would have also possibly delineated ownership between TEP and the Government. It is assumed that the SO will not have to coordinate with TEP in order to operate the SO owned equipment in this substation. Is this a correct assumption?

A39. See response to Q 17. The SO is expected to do whatever is required to perform the services required under its contract with the Government. Any and all assumptions must be clearly detailed in any proposal as is required by the instructions of the RFP.

Q40. The JA1 inventory includes three-phase 100 kVA and 250 kVA pad-mounted transformers.

These sizes are typically single-phase units. Can the Government please confirm whether these units are three-phase or single-phase?

A40. See response to Q 16.

Q41. Can the Government confirm whether or not the primary underground cable in the JA1 inventory is copper or aluminum? Also, the Base representatives indicated, on the site tour, that they prefer copper underground cable due to pre-mature failures of underground aluminum cable. Can the Government please elaborate on the source of the failures (i.e. terminations, corrosion, etc.?). And finally, is there any requirement that new underground installations or replacements be copper conductor only?

A41. See Section JA1 and the Technical Library for information that is currently available to

Offerors. The Offeror is expected to propose, consistent in both the Technical and Price sections of its proposal, an R&R methodology, schedule, and pricing consistent with industry standards.

Q42. Is the secondary conductor in the JA1 inventory overhead or underground? Is this conductor aluminum or copper? And is any of this for the lighting system, and if so, how much?

A42. The underground cable is copper. As shown in the Section JA1, Table 1 inventory, none of the secondary conductors are overhead. The secondary wiring is copper.

Q43. Does the government have reports for the last year or last several years that describe/summarize/classify electrical outages and other service calls, particularly emergency service calls? If so, please provide for one or more recent 12 month periods. In addition, what type and how many trouble calls/service calls are reported and handled on a typical day?

A43. Please see the Technical Library for information available to Offerors.

Q44. What is the expected turnaround time on excavation permits?

A44. 10 days

Q45. Does the Government have any available storage buildings or office space/buildings that may be purchased or leased by the successful Awardee? If so, please identify the building, location, square footage, lay-down yard space, etc.

A45. The base does not have any available storage buildings or office space available for purchase or lease. See RFP Section JA1.3, item 11

Q46. During the Transition Period and/or until a permanent service center could be built, would the Government allow the Awardee to temporarily place construction/office trailers on-Base?

A46. Typically, temp trailers are only allowed for a MILCON project. The Offeror is expected to clearly state and price its requirements in the appropriate section(s) of its proposal.

Q47. Would the successful awardee be allowed to construct a service center with office facilities and warehouse space/laydown yard on-Base?

A47. See RFP Section JA1.1, item 11.

Q48. Please provide the utility reimbursement rates for utility services needed for an on-Base service center, including electricity, water, wastewater, gas, and any other. If possible, provide these on a commodity unit basis, such as “per kWh”, “per 1000 gallons”, “per mcf or therm”, etc.

Please provide the current rate and any projected rates for years beginning with FY 2013?

A48. Commodity is not included in this solicitation.

Q49. The engineering report included in the Technical Library (ELECTRICAL UTILITY

SYSTEM DISTRIBUTION AND COORDINATION STUDY REPORT FINAL SUBMITTAL

FEBRUARY 2011) indicates that the main substation power transformer is seriously overloaded, but no deficiency was included in the JA1 attachment concerning this. Does the Government recognize this as a deficiency and does the Government seek a recommendation from offerors to address this deficiency? If the Government has a plan in place to address this, please advise as to such plan?

A49. The projected future overloading is projected to occur in the future based on estimated future growth and estimated future load on each transformer. Thus, any deficiency and correction is also projected to occur in the future. See response to Q 17. Note that TEP owns the referenced transformer and TEP would be responsible for any future transformer adjustment.

Q50. Does the RFP require the submission of the CASB-1 Cost Accounting Standards disclosure form in the proposal?

A50. See response to Q 3.

Q51. With respect to the training requirements (per J43-1), please clarify how many people would need to trained at any one time per year, for both the proficiency and advanced training requirement?

A51. See Section JA43

Q52. Would the Government consider an extension in the Proposal due date of up to sixty (60) days, or to approximately mid to late March, 2013?

A52. Yes

Q53. Please provide information on the Base de-watering procedures for manholes. The JA1

Attachment lists special de-watering requirements on page JA1-18.

A53. See response to Q 41.

Q54. The JA1 Attachment states on page JA1-17 that there are special Asbestos-Containing

Materials (ACMs) handling requirements on Base. Please provide more information about any

ACMs in reference to the electric distribution system. Also, please provide a copy of the

Asbestos Operating Plan, if not already supplied in the technical library.

A54. See Technical Library regarding this item. Irrespective of if the electrical system may or may not contain asbestos, SO may encounter asbestos during its operations. This item is precautionary regarding asbestos encounters for the SO to exercise caution and to define Air

Force approved remediation of same during the SO’s Contract Period.

Q55. The JA1 Attachment on page JA1-17 lays out special requirements for Unexploded

Ordinance (UXO) on Base. This page also requires the SO to have a UXO Specialist on site when working in UXO areas. Please provide more information as to where UXO is located in the vicinity of the electric distribution system.

A55. “Known” UXO areas are considered to be around TM553, TM553A, TM554, and

TM554A. See Technical Library for Davis Monthan AFB map. However, UXO may be encountered throughout Davis Monthan AFB. In the event that UXO is encountered, see RFP

Section JA1.3, items 6 and 7.

Q56. During the site visit, it was observed that the Base has electric distribution circuits that appear to be under built on TEP owned transmission poles. Please confirm that only the under-built distribution circuits would be included and that the pole and transmission circuits are owned by TEP.

A56. Confirmed.

Q57. During the site visit, Base personnel indicated that the Base has a GE iFIX SCADA system.

Please confirm whether or not the SCADA system would be owned by the SO, since it does not appear in the JA1 inventory. If the system will remain with the Government, will the

Government allow the SO access to the SCADA system to aid in monitoring and restoration efforts?

A57. Due to Security concerns, the SCADA system is not included in the RFP.

Q58. This is a follow-up question to earlier questions concerning the line miles of the system.

The JA1 Attachment provides overhead and underground wire in Single Conductor Linear Feet

(SCLF). In an effort to convert this to linear line miles, the data appears to yield 22.66 miles.

Please refer to the table below for explanation. However, review of information/documents from the Technical Library, including the AutoCAD Maps, the GIS Map, the Real Property System

Assessment, and the Milsoft Windmill Model, all indicate that the linear miles of line are at least about 40 miles and, according to the GIS Map, as much as 48 miles. There seems to be no way to reconcile the SCLF data from the JA1 to match the other data. To do so would require assuming very little three-phase line and a lot of single-phase line, but the maps and Windmill

Model, do not indicate that to be the case. Also shown in the table below are estimated amounts from the Government records or maps as to the amount of line in the AMARG area and the

Privatized housing area, although these are not currently included in the system to be privatized.

Does the Government concur that, based on the data from the Technical Library, the linear line miles on the Davis-Monthan Electric System being considered for privatization, is actually approximately 40 miles? Secondly, does the Government concur that the SCLF data in the JA1 is not accurate as to the lengths of conductor? And finally, will the Government issue a revised

JA1 attachment that reflects a larger amount of conductor footage, more consistent with approximately 40 linear miles of line?

A58. See response to Q 17.

Q59. Can the government provide details of the PPE used (inventory, manufacturer, etc.) in training?

Description

From JA1

Attachment1

From AutoCAD

Maps2 From GIS3

From Real

Property System

Assessment4

From Milsoft

Windmil Model

Data5

Miles Miles Miles Miles Miles

Primary OH in Privatization Footprint 8.49 17.14 17.50 16.21 11.84

Primary UG in Privatization Footprint 14.17 22.18 31.33 25.16 29.27

Total Primary Line Miles to be Privatized: 22.66 39.32 48.83 41.38 41.11

AMARG Leased Land Area Primary Conductor (Beyond POD)6 6.84 6.84 6.84 Not Broken Out 6.84

Total Potential Primary Line Miles including Leased Land Areas: 29.50 46.16 55.67 41.38 41.11

Housing Primary Conductor (Already Privatized)7 15.72 15.72 15.72 15.72 15.72

7 The housing area primary conductor tallies were developed from the AutoCAD map takeoffs. This system and portions of the Housing Substation is owned by

Lend Lease.

1 The JA1 Attachment shows line totals in SCLF. These totals were divided by 3 conductors, which assumes a delta 3ph system. This new total was then converted to miles.

2 The AutoCAD maps show the primary conductor in feet. A .lsp routine was used to calculate the total line lengths, which is essentially like doing paper map takeoffs. Note the housing areas and AMARG leased land areas were broken out separately for this analysis.

3 The GIS files and totals were projected in the UTM coordinate system, which is in meters. The primary line length totals in meters from the GIS database files were converted to feet initially and then miles for this analysis. Also, the GIS files showed very little 1ph primary line miles, which reinforces the assumption of a primarily 3ph system that was used to convert SCLF totals used in the JA1 attachment and the real property system assessment.

4 The real property system assessment totals for primary line miles were shown in LF, but they are believed to be in SCLF. These totals were divided by 3 conductors, which assumes a delta 3ph system and then they were converted to miles.

5 The Milsoft Windmil Model data was used to create these totals. In addition, the AutoCAD takeoff total of 6.84 miles for the AMARG leased land areas was also used to reduce the Milsoft Windmil Model line miles to remove areas beyond the POD.

6 The AMARG leased land areas that are beyond the POD were carved out of the AutoCAD map takeoffs based on the unique points of demarcation listing in the

JA1 attachment. This total of 6.84 miles was also used to reduce the GIS line miles to remove areas beyond the POD.

A59. All PPE shall be used IAW the Unified Facilities Code (UFC) guidelines and all applicable safety standards. The PPE used during training is the same equipment used during operational work. Typically each individual is issued his/her own set of PPE which is tracked by a supervising authority.

Q60. Electrical, line-worker, apprenticeship, certifying agencies require a minimum ratio of

Journeymen to Apprentices for any on-the-job training. For example, the Arizona Commerce

Authority and the Federal Department of Labor require 1:1 for the first apprentice and 3:1 for every apprentice after. Will any incumbent, government or contractor personnel who already have attained necessary training and experience be on hand to help the successful awardee satisfy these requirements?

A60. The Offeror is expected to specify any and all staffing requirements in the appropriate

Technical and Price portions of its proposal. In the event that access to Government employees is required, this must be clearly defined and priced in the response to the RFP. Currently, subject to requirements as specified in an Offeror’s proposal, the Government does not expect any personnel, except the Contracting Officer and the Contracting Officer’s Representative, to be available to the SO following the Transition Period.

Q61. Will trainer training for things such as Air Force Social Actions and Human Relations standards and AFOSH requirements be available? If so, can the government provide the time and cost required to complete these and any other potential training? Does the government provide and if so can they elaborate on training needed for Asbestos Identification, Unexploded

Ordinance Identification, Sweeping and Removal, and Flight Line Training and Certification?

A61. All Air Force enlisted personnel are required to complete the aforementioned training IAW established standards. The time allocated to complete the training is also accounted for and the resources to do so are readily available. However, the time required for contracted employees to fulfill these requirements must be tracked separately. All training is available on the web, via

ADLS.

Q62. Can the government comment on what learner availability will be like during the course of a typical year? Are there preferred times of day or days of the week? Which holidays should be considered, and what should the successful awardee expect for TDY frequency, duration, and/or season?

A62. Preferred training times are during normal working hours. See response to Q4. The availability of learners will vary according to mission requirements. However, the journeyman skill upgrade must comply with established timelines. Therefore, the priority for learner personnel to be available during the week will be higher. The preferred time during a typical work week (Monday – Friday) for training should coincide with normal shop duty hours (0700 –

1530). Also, it should be noted that all federal holidays are observed, and the shop turn-over/TDY rate is estimated at 40%-50%.

Q63. Will learners be expected or not expected to respond to system outages to assist and/or as part of OJT?

A63. See training requirements as specified in Section JA43.

Q64. It was stated while on site that a system study was completed as part of the Photovoltaic projects that are pending. Can this system study be provided? There is a system study that was performed in February 2011. Were the recommended changes implemented? If only partial, what changes are still pending? Please provide the detail of the system protection that is installed at the substation, such as breaker type and information, relay type and information, etc. Are the relays Eaton FP600 models as shown in the system study from Feb 2011?

A64. The study can be made available to the successful offeror after award.

Q65. On future Capital or R&R projects, will the contractor be required to incorporate DM military personnel on these projects for construction or replacements as part of their training?

A65. See RFP for coordination required by the Government.

Q66. As part of the training of DM personnel will contractor and contractor employees be held responsible if employee signs offs on the trainee’s performance standards?

A66. Yes.

Q67. In regard to the Specialty Training Standards (STS), is there a defined level of understanding and acceptance used by the Air Force currently? What metric is used?

A67. Yes. The Air Force STS is outlined in the Career Field Education and Training Plan

(CFETP). Furthermore, the specific tasks required for upgrade to journeyman status are outlined by the Master Training Plan (MTP).