Base_Kodiak_QA_s.pdf

Base Kodiak, BOSS Renewal Site Visit Questions

1. Q: In order to ensure true innovation and contractor designed efficiencies, would the contracting office consider an LPTA or Best Value based vehicle?

a. That is still under consideration, however it will most likely NOT be an LPTA.

2. Q: Will you be posting a bidders library? Will it contain the following: 1.) GFE List to include makes, models and age. 2.) Teamsters Union Demographics (sonority, etc)

a. GFE list will be provided. The Government does not maintain Teamster’s demographic information.

3. Q: Will the Government consider changing the preventative maintenance requirement (5.2.2) from using the R.S. means data to a contractor proposed method to achieve additional cost savings or efficiencies?

a. Good suggestion – Yes a proposal for improved methods would be entertained.

4. Q: Please clarify what is meant by “optional bid item” for PWS 5.21, 5.23 and 5.24?

a. The Government may or may not elect to fund and include those items.

5. Q; Is there a current asbestos/lead base inventory?

a. Yes there is, we have the records but it would be a significant staff issue. There is no data base on hand for that information. We are publicizing areas that we are aware of “known areas”. Known areas will be published but if you do get a list that does not eliminate the possibility of it existing at another location.

6. Q: Water plant is not manned 24 hours-does the plant produce 24 hours?

a. The plant runs 24 hours per day but does not typically produce water 24 hours per day.

7. Q: Given the budget constraints, can you provide the Government’s ceiling for this procurement?

A: Cannot give a quantative answer to this question at the time.

8. Q: The main alarm room is at the Fire Department?

a. Fire alarms comes to the central dispatch room in N38 (Police department) and to the Fire

Department.

9. Q: In 5.1.2.N it states “Lack of availability of materials or equipment will not relieve the contractor from the requirement to complete service work within the time limits specified.” Due to portions of the contract containing unique and/or outdated or even newly third party contractor installed materials, will this be taken into account or will more warehouse space be required to stock sufficient stock of materials?

a. Revised to allow delays for Priority 2, 3 & 4 work if materials are ordered within the response time. -

10. Q: In 5.8.2.M.6, these annual inspections required mention a 2010 API 570 report. Is it the expectation of the USCG to sub contract an API inspector or hire staff an API inspector?

Additionally 5.8.2.6.b is mentioned in the “Fuel Services” 5.8 section but involves passive anode testing of pier-piles of the cargo pier. The USCG might save money by segregating these inspections out as IDIQ bid work as an option?

a. Good Suggestions API inspections will be subcontracted by the USCG, the Cargo pier and fuel pier inspection has been removed as standing work and included as an IDIQ requirement. -

11. Q: How often is 5.8.2.L.3.a required and is this done during the work day or after hours? What type of boom is used? Or how is it deployed and with all GFE boats, boom and equipment? Or does the Contractor provide equipment to deploy boom? Are there weather restrictions associated with boom deployment and recovery?

a. All equipment required to perform this activity is GFE, yes there are weather constraints on boom deployment & recovery.

12. Q: IAW 5.7.2.A.1 Does the Government provide equipment to steam then culverts and storm drains or does the Contractor provide that capability?

a. Do not understand question needs clarification. -

13. Q: Section 5.5.2.A refers to section 5.21. Section 5.5.2.A to be maintained “rich natural green color and neat appearance, why is fertilization an IDIQ item under 5.5.4.I?

a. Changed reference to 5.10., Removed natural green color, Fertilization will be ordered when needed. -

14. Q: 5.2.2.B recommends additional maintenance from TE 2.2, 2.3, 2.4 and 2.5 be added to CMMS via IDIQ. Is this the same as 5.2.4.B for initial equipment enrollment? If so, what is meant by 5.2.2.B.2, that “Additional CMMS enrollment and job plan development will be handled via service work?

a. Service work equipment enrollment will be for individual equipment changes, the IDIQ requirement if for enrollment of the equipment provided on TEs, 2.2, 2.3, 2.4, and 2.5 that are note currently enrolled in the CMMS. -

15. Q: 5.1.2.0 Will USCG fly contractor to Sitkinak? Or will the Contractor hire private flights to

Sitkinak island?

a. This is no longer standing work and will be performed as Level III support – private flights will be required -

16. Q; 5.17.2.5.1.a thru 5.17.2.5.c should be also entered into CMMS for monitoring and review, as identified in 5.17.3.A?

a. Yes, Ref 5.17.2.N.7. Maintenance reords

17. Q: 3.9.3 Does this imply that hazardous material generated by a work order that the contractor is working on that came from performing work IAQ the PWS, that the contractor must dispose of separate from the USCG Hazardous waste building operations?

a. No al hazardous waste generated on the installation will be processed through the USCG Hazardous Waste Storage & Disposal facility. The contractor will be required to pay for the cost of disposal.

18. Q: If Contractors are to follow requirements of Appendix D. What publications, laws, codes, and instructions must the Contractor acquire in Appendix D?

a. Appendices will be provided when the solicitation Opens. -

19. Q: 4.1.12 what is MFH equipment?

a. Typo MFH deleted from PWS -

20. Q: 3.16.1.A If the Government can exceed work order numbers by 10% and not increase cost, but can use fewer work orders and expect a refund. How is this firm, fixed price contract? The bidders will bid higher due to assumed risk.

a. 3.16.1.A has been removed to mitigate assumed risk by the contractor. -

21. Q; 3.7.2 Does this mean there is no USCG liaison between the contractor and the governing body maintaining the permit?

a. No.

22. Q: 4.1.5 Is this establishing Level III work threshold at $2,500? That’s below the $3,000 micro-purchase threshold established in the FAR.

a. No the level III work threshold is $10,000 (i.e. exceeds Jumbo work threshold) 4.1.5 is directing activities when working with subcontractors. -

23. Q: 10.1 Will the government provide phone and internet connectivity access to the GFF? Is the contractor required to use a specific service provider, or can the Contractor choose a provider to install services? What restrictions are there for installing services?

a. Requires internal dialog to answer. -

24. Q: 5.15.2.F is the Contractor required to perform seasonal tire changes on Coast Guard vehicles?

a. Yes as IDIQ work, not as standing work. -

25. Q: 3.16 Does the 10% location variance allowance for equipment pertain to PM’s also? Wrong equipment location for PM completion can cause a large increase in labor costs and could cause confusion on which specific piece of equipment the PM is for.

a. Yes accuracy will be iteratively improved as the contractor managed the PM requirements and updates records in the CMMS.

26. Q: 3.6 Equipment Warranties Is the Contractor responsible for warranty maintenance on any new equipment purchased by the government, and if so, what are the government’s responsibilities?

a. To ensure the contractor is managing equipment warranties IAW this section -

27. Q: 5.4.2.G is the intent that the Contractor provide waste and recycle containers? Or are all waste and recycle containers provided by the Government?

a. The government will provide all refuse containers. -

28. Q: 5.4.3.B Is this report just collection and hauling? Or cost of recycling where it states “Provide monthly cost associated with all bulk recycling operations.”

a. The report captures all recycling costs -

29. Q: 7.3.1.A What is meant by the last sentence- PM experience vs. craftsman?

a. Cost estimates will ultimately be the responsibility of the PM, A craftsperson’s estimate should be reviwed and adjusted prior to submission to the government.

30. Q: Under 5.2.2.F PM’s are reported to COR in one format and then entered into CMMS. In

5.2.30 PM’s are reported weekly and plans submitted annually, weekly. Then PM’s are documented again on log books per 5.2.2.F.1.h. This requires documentation in triplicate weekly in addition to quarterly and annually. Is it the Government’s intention to micro-manage all PM’s.

a. No, Revisions made so that PMs will be monitored thru CMMS and using mechanical room or equipment space log books. An annual plan is all that is required. -

31. Q: Per 5.2.4.B Who has an accurate list of ALL assets that require enrollment?

a. They are listed on TEs 2.2, 2.3, 2.4, and 2.5 -

32. Q: Are technical exhibits to be provided for draft review? It would clarify ability to reconnect cost savings.

a. No, they will be included in the RFP.

33. Q: 5.15.2.H Is it the intention of the Government to preclude) Contractor vehicles in the car wash? This will not allow contractor vehicles to be maintained properly. Or incur cost to wash vehicles in town?

a. No it is the intention of the government to allow the contractor to use the car wash for performing vehicle maintenance. -

34. Q: 5.8.1 What amount of fueling operations are completed after hours, weekends and holidays?

a. This requirement is directly tied to CG operations and difficult to quantify. The current contract calls support in when a fueling operation is required.

35. Q: Will a follow-on draft solicitation/PWS be released for further review or is it the intent to release final solicitation next?

a. The intent is to release final solicitation next.

36. Q: 5.1.2.A Is it the intent of the Government to increase the total work load as the year progresses?

a. No -

37. 5.1.2. N Can this be reconsidered due to remoteness of Kodiak? If not, is there more warehouse space available?

a. Yes, Delay requirements have been relaxed. -

38. 5.19.3A What is the reason for all the reports under this section? It combines work from 4 CLINS to create report.

a. It is a housing Management program requirement. -

39. Q: 5.3.5 States monthly janitorial services for U.S. Navy Base. Is it expected to staff janitorial monthly? And what exactly is entailed?

a. The facilities will be addressed in TE 3.1. -

40. Q: 5.4.2.D Does this mean the Contractor is responsible for USCG personnel illegally disposing solid waste in dumpsters? How can the contractor control what is placed in a dumpster?

a. The contractor is responsible for the solid waste upon collection. -

41. Q: 5.1.4.C & D What is the purpose of having time and material invoices in the middle of a fixed price CLIN? Would expect to invoice each by itself each monthly.

a. 5.1.4.C – Revised to provide pricing for diagnosis, repair will be handled as Level II or Level III service work. –

b. 5.1.4.D – comment doen not seem applicable to 5.1.4.D. -

42. Q: 5.6.2.A.7.a How is it expected that the Contractor remove snow within 12 inches of vehicles?

a. Standard revised to 18 inches, standard has worked for current contract and is reasonable.

43. Q: For 5.8.2.U.5 Facility support to Cordova, Cold Bay, St. Paul and Barrow if the Government provided transport is not available, there is no provision for optional level III work if the repair or maintenance would exceed level II threshold with commercial travel? Additionally, there is no surge volume of work force available and qualified. What are expectations for maintaining Kodiak operations while repairing off island?

a. Gov’t transport may or may not be available, Added possible of Level III service work in addition to Level II. -

44. Q: In 5.10.3.E & F, Does this include all new items in supply as well as all in use material? Or just one or the other?

a. This includes supply and record of issuance for the purposes of reporting. Current contract maintains an inventory management system for this purpose. -

45. Q: For 5.6.1 Snow removal and Ice Control, Does USCG provide all equipment and fuel? Or does the Contractor bid all equipment and fuel?

a. Some equipment is provided (Ref TE 26.3) as GFE but not all equipment necessary to meet the performance requirements. No fuel is provided.

46. Q: IN conjunction with 5.4.1 does the USCG supply the garbage trucks, hook trucks or equipment for refuse collection and handling?

a. No Garbage Trucks, 1 GFE hook or roll-off truck is provided for support of WWTP sludge transport. It can also be used for other activities.

47. 5.1.2.P Will delays due to manufacturing delays or non-availability from vendors be included towards the 10% of delays that may incur a deduction?

a. Reference statement is redundant with the Performance Requirement Statement and has been removed. -

48. Q: In 5.1.1 What does “incidental engineering” mean? Does this include a requirement for a professional Engineer or staff? Also mentioned in 5.16.5

a. Incidental Engineering in not intended to include the review/approval of a professional Engineer. The engineering work intended can be performed with Journeyman level trade experience and a general knowledge of engineering practices and principles. -

49. Q: Recommend removing checks 5.16.5.K.1 thru 5.16.5K.2d to be in compliance with the operations manual and/or entered into CMMS as applicable.

a. Requirements will remain in the PWS. -

50. Q: IAW 5.6.2.A.6, Is the Contractor expected to have a roving means of monitoring all roadways the contractor is responsible for? Or is it the expectations for the Contractor to monitor a specific or sampled area for 24 hour monitoring?

a. No specific monitoring activity is required; contractor is expected to establish the means and or method of mobilizing snow removal activities to meet the specified requirements.

51. Q: Are there refuse or recycling requirements at Navy Base per 5.4.5?

a. Yes The Spruce Cape Navy Site requires refuse & recycling services. -

52. Q: IAW 5.1.4.d, Is it the Government’s intention in adding work orders annually increments?

This is contrary to the statement in 3.16.1.A

a. Additional service work orders may be ordered as funding is available for work needed beyond the variation permitted in 3.16 -

53. Q: 5.16.7.G.2.b Clearing AST’s & Inspecting If all done at same time utilize new technology with divers and video recording. This could be either a once every 5 year job or IDIQ.

Additionally there is little water wasted in the process compared to a drain and refill, and minimizes down time for potable and fire fighting.

a. Inspection and Cleaning have been broken out separately as IDIQ tasks -

54. Q: During the bus tour the speaker mentioned metering of water drained IAW 5.8.2.M.5.e. Is that equipment GFE or CFE and what reported is required to EPA since the speaker mentioned it was an EPA requirement?

a. The meter is part of the installed system.

55. Q: IAW 5.7.3.D requiring all pavement painting to be completed in May and June. Is there any provision for Kodiak’s unique and unpredictable weather to deviate or extend time lines to complete painting due to inclement weather?

a. Requirement has been relaxed to completion prior to July 31. -

56. Q: Under 5.8.2.M.1 Dose the USCG supply the equipment to perform the testing and calibration of meters, gages and pipelines? Or does the Contractor provide all the equipment?

a. Some equipment is provided by the Government, some is provided by the contractor.

57. Q: With Kodiak’s remote location, and only one asphalt provider on the island and no control of when they fire their asphalt plant, is it the USCG’s intention that the Contractor provide an asphalt plant and equipment to pave roads, since there is no upper limitation of pavement patching and repair nor limitation of weather restrictions for paving operations in 5.7.2.H?

a. Pavement Patching is no longer standing work, it is NOT the government’s intention that the contractor provide an asphalt plant. -

58. Q: In 5.15.2.D The contractor is required to maintain Government furnished oil but not to use it on

GSA, contingency equipment or for CGE. What is it used for?

a. Requirement is an artifact from the old contract and has been eliminated.

59. Q: Would you consider setting a not to exceed amount for phase-in? This would expedite pricing development, and eliminate competitors unfamiliar with logistics of establishing operations on Kodiak.

a. No.

60. Q: What is the procurement scheduling? Draft? What is the schedule for RFP and contract award?

a. Hoping solicitation will be posted by end of summer/beginning of fall if all goes as planned.

61. Q: How many days turn to RFP to having it on the street?

a. 30 days

62. Q: Are you anticipating consolidated CLINS

a. CLINS are very detailed by each functional area. There will be a FFP area of the contract but there will also be a pay as event happens. Overall, will not consolidate CLINS schedule.

63. Q: General time line for procurement?

a. Hoping to have 3 months phase-in, hoping to make award in early spring.

64. Q: Does the current contract end September 2016?

a. Yes

65. Q: Time line regarding questions, answers in two weeks from turning in questions?

66. Q: When the RFP is released will we have another site visit?

67. Q: Will the site visit after the RFP be in Kodiak?