HSFE20-15-R-0021_A00001_Q A___1.pdf

RFP # HSFE20-15-R-0021

CDP COBRATF Training Operations and Support Services (TOSS)

Questions and Answers # 1

Government Responses in red.

1. Attachment 2, Quality Assurance Surveillance Plan QASP (Performance Requirements Summary PRS table) states the written minutes of the PEM are signed by the PM and delivered to the COR within 5 working days for review and approval. Paragraph 1.8 in the PWS makes no reference to PEM. Performance Evaluation Meetings are identified in paragraph 1.9.2.

Is this the “PEM” that is referenced as being in paragraph 1.8?

Yes.

2. Paragraph 1.8.2 references the Monthly Financial Reports that are due on the 10th day of the month. There are no performance standards or acceptable quality levels addressed for this task in Attachment 2.

Is this an oversight? If so what are the PRS requirements for the MFR?

Each requirement in the PWS is not identified in the PRS. As stated in the quality assurance surveillance plan (QASP), the absence of any contract requirement from the PRS shall not detract from its enforceability or limit the rights or remedies of the Government under any other provision of the contract. Per section 1.8 Records and Reports, the contractor shall prepare, maintain and submit complete and accurate records, reports and logs.

3. Paragraph 1.8.3 references the Monthly Personnel Report that is due on the 1st of the month. There are no performance standards or acceptable quality levels addressed for this task in Attachment 2.

Is this an oversight? If so what are the PRS requirements for the MPR?

Each requirement in the PWS is not identified in the PRS. As stated in the quality assurance surveillance plan (QASP), the absence of any contract requirement from the PRS shall not detract from its enforceability or limit the rights or remedies of the Government under any other provision of the

4. Paragraph 1.8.4 references the Quarterly RON report that is due on the 1st day of each quarter. There are no performance standards or acceptable quality levels addressed for this task in Attachment 2.

Is this an oversight? If so what are the PRS requirements for the RON?

Each requirement in the PWS is not identified in the PRS. As stated in the quality assurance surveillance plan (QASP), the absence of any contract requirement from the PRS shall not detract from its enforceability or limit the rights or remedies of the Government under any other provision of the

5. Paragraph 1.9.1 references the meeting minutes for regular, periodic status meetings that are signed and delivered to the COR within five working days. There are no performance standards or acceptable quality levels addressed for this task in Attachment 2.

Is this an oversight? If so what are the PRS requirements for the Meeting Minutes?

Each requirement in the PWS is not identified in the PRS. As stated in the quality assurance surveillance plan (QASP), the absence of any contract requirement from the PRS shall not detract from its enforceability or limit the rights or remedies of the Government under any other provision of the

6. Paragraph 1.9.1 references written minutes of these meetings, prepared by the Contractor, shall be signed by the Project Manager and the COR and delivered to the COR within five (5) working days for review and approval.

Does this mean we must receive the COR signature before we deliver it to the COR within 5 working days or that we deliver it to the COR and the COR signature is the approval of the minutes?

Delivered to the COR for approval and signature within 5 working days.

7. Paragraph 4.2 makes reference to the contractor being responsible and accountable for facilities accepted for use.

Does this mean we will be signing for one or more of the complete facilities listed in Attachment 13 and therefore must set up property accountability records for the entire facility to include space and equipment being used by the Government or other Contractor personnel or will we just be signing for and responsible for assigned work spaces within the facilities?

Just signing and responsible for assigned work spaces within the facilities

8. Paragraph 4.3.1 states the contractor will use contract funded dollars to maintain, repair, and service equipment.

Is this an ODC cost that is on a cost reimbursable basis or part of our firm fixed price offer?

Work to maintain, repair, and service equipment under the contract is reimbursable by the Government under the ODC CLIN.

What are the estimated annual costs for this task?

Not available.

9. Paragraph 5.1 states the contractor shall furnish all consumable supplies except for those specifically identified as Government furnished. The advantage in this requirement goes to contractors working this task or other tasks within the CDP and has daily visibility on what the equipment the current contractor is providing.

Will the Government provide a list of the consumables purchased over the past 5 years and the estimated annual cost of these consumables?

Consumable supplies to perform work under the contract are reimbursable by the Government under the

ODC CLIN.

10. Attachment 2, Quality Assurance Surveillance Plan QASP (Performance Requirements Summary PRS table) states that reports associated with PWS paragraphs 4.0 and 5.0 are complete and accurate.

Are the reports, inventories, tacking systems identified in 4.0 and 5.0 are all considered “reports”?

11. Paragraph 7.1.13 states there will be one safety control operator present in safety control whenever the training building is occupied. Attachment 31 states there will be a minimum of one Safety Control Operator on duty at all times during normal duty hours.

Is there ever anytime during normal business hours that the training building is not occupied?

No.

12. Paragraph 7.1.13 states one (1) safety control operator and two (2) training controllers are required during agent training.

What are the roles and responsibilities of the training controllers?

See attachment 31.

13. Attachment 20 lists and average of 91 training days a year from 2009-2015.

Are all training days considered agent training days?

14. Attachment 18 states that during lab operations training control is manned with a minimum of 1 Training

Controller.

How many days a year, on average, are lab agent operations being conducted on days other than agent operations in the toxic agent area?

5-10 days.

15. PWS paragraph 7.1.6 states the contractor will provide all support for agent operations as per Attachment 18.

Attachment 18 appears to have the same SOP included twice.

Was this on purpose or is there another SOP that should have been posted?

Disregard duplicate copy, no other SOP was intended to be included. A corrected copy of Attachment 18 will be included with award.

16. PWS paragraph 7.1.12 states the contractor shall serve as the nerve agent, GB and VX handler during conduct of all chemical agents training as listed in Attachment 18. The PWS makes no reference to Ricin or biological agent handling as identified in Attachment 18.

Is the contractor also responsible for the biological agent handling requirements?

17. PWS paragraph 4.3 states the listing of GFE shall not be construed as being sufficient or adequate to meet the requirements of this contract. The Contractor shall provide any additional or state of the art equipment needed to perform the requirements of this contract. The advantage in this requirement goes to contractors working this task or other tasks within the CDP and has daily visibility on what the equipment the current contractor is providing.

Will the Government provide a list of the state of the art equipment the contractor has had to provide that was not provided by the Government?

None provided during this past contract period.

Will the Government provide examples of state of the art equipment the contractor bought to be able to complete the Government requirements within the acceptable standards of performance?

None provided during this past contract period.

18. 7.1.5 The contractor shall provide support for the conduct of training in adjacent/associated training areas at the

COBRATF.”

What specific areas required support?

Training areas in administration building, Northville, dress out building.

19. 7.4.1.2 “The Contractor shall support the Chemical laboratory to conduct test to determine the presence of chemical agents in COBRATF effluents and air monitoring samples.

What specific effluents are tests for chemical agents to be performed on?

Any liquid stream produced in the Toxic Agent Area or Laboratory (i.e. Drum, Trench, South Tank, North Tank, Lab Sump, etc.).

20. 7.4.1.4 “The Contractor shall support the Chemical laboratory by performing calculations required when conducting test and analyzing test results. The Contractor shall exercise a working knowledge of computer operations to tabulate test results and integrate analysis with Quality Control (QC) Program.”

What software packages accompany the analytical instruments onsite?

Specifically for the operation of the MINICAMS, Gas Chromatographs, Mass Spectrometers, and Automated Thermal Desorption Systems?

Currently in use are Perkin Elmer and CMS software.

21. 7.4.1.7 “The Contractor shall review, verify and update all COBRATF operating procedures at least annually and assist in the preparation and revision of Chemical laboratory SOPs.”

Is this requirement for the entire COBRATF facility or specific to requirements of this contract?

This line item task is specific to the chemical laboratory and air monitoring.

22. 7.4.3.2 “Compressed gas cylinders will be stored in an appropriate location as directed by the COR or designated representative. It is estimated that 50 cylinders will be required at the start of the contract period.

The mix of cylinders initially will be 25 each zero grade, hydrogen gas and 25 each, helium gas. Reference SOP under Section J, Attachment 35.”

Flame based detectors, such as the MINICAMS FPD, utilize air for proper operation. Are cylinders of compressed zero grade air required, or are other means for and air supply provided?

Plant air from compressors are used; a 30” tall, 22” round gas bottle which holds 1500 psi is used as backup.

23. 7.4.5.1 “The Contractor shall preserve, package, pack and mark all items in accordance with the best commercial practices to meet the packing requirements of the carrier and ensure safe delivery at destination.”

What are the typical items that will need to be shipped?

Lab samples, equipment for calibration or repair.

Do any require special permits or transportation due to their nature?

24. Throughout PWS sections 7.1, 7.2, and 7.4

Many consumables (syringes, tubes, PPE, etc) are required to perform these tasks. How are these consumables to be billed to the government, or are they to be purchased via another contractor or through the government?

Reimbursable by the Government under the ODC CLIN

25. 7.1.1 References that training requirements are listed in Att. 15 Section J; however Att 15/Section 6 (j) does not exist in the current Attachment 15.

What are the training requirements?

Phase training consists of:

1. Hazard Communications.

2. Recognizing signs and symptoms of chemical agen exposure, sources of exposure and adverse health effects.

3. First aid for nerve agent poisoning using a nerve agent antidote kit.

4. Emergency procedures: (1) Communications and Alarms Systems (2) Evacuation Procedures.

5. Protective Gear: (1) APER (2) APR.

6. Radiation Safety.

7. CPR and AED.

8. Security procedures.

9. Quality Training.

10. Employee Safety Orientation Program.

11. Facility Tour.

26. Attachment 20 references the student load.

The total number of students and training days are noted in Att. 20, there is no indication of the total number or length of training events. Will the Government please provide the number and/or average length of training events for the last 3 years?

The training day is 8 hours average and is a training event.

27. Paragraph 1.4.5.1 requires written safety program be submitted for COR approval within 10 calendar days after contract award. 7.5.2.2 requires written safety plan submitted for COR approval within 30 calendar days after contract award.

Are the written safety program and written safety plan the same document? If yes, please clarify the submission date.

Yes the same. The document is due within 30 calendar days of contract award.

If no, please explain the difference between the 2 requirements.

28. The typewritten or printed letters shall be no smaller than Courier 12 pt or equivalent…

What font is considered equivalent to Courier?

Including, but not limited to, Times New Roman, Arial, and Calibri.

29. Instructions require “price breakdown of the proposed fully burdened firm fixed price overtime labor rates.”

May a subcontractor submit proprietary pricing information (the price breakdown of their overtime labor rates) directly to the Government?

Yes, but all proposal submission requirements still apply.

30. What is the maximum number of training bays used for live agent training at any one time?

Six.

31. Do chemical and/or biological agent lab operations occur concurrently with live agent training operations?

32. What is the frequency of live agent training?

Average of 91 – 100 training days per year.

33. Which days of the week does live agent training occur?

Normally Tuesday – Friday, but can be scheduled any day of the week

34. What are the employees performing the tasks potentially exposed to and at what level(s)? How is the material being used contained during operations and at storage locations?

Operations consist of working with chemicals such as, VX, GB, NaOH, IPA, Acetone, Chloroform, DCM, silver fluoride and small quantities of acids and bases. Chemicals are mainly worked with under the chemical fume hood and/ or glovebox and lab area is currently monitoring to the STEL level. In the toxic agent area, personnel are required to wear the appropriate PPE and areas are monitored to IDLH and STEL according to job task.

35. Is the Offeror required to safeguard the Warehouse/Government facility 24/7?

36. Is Offeror’s personnel required to coordinate with on-site government staff at the facility to obtain keys and access cards?

Yes, refer to PWS section 1.4.7.

37. Is Offeror required to safeguard WMD material or is it solely under the protection ad control of the

Government’s security?

If so, what is the level of physical security required?

38. Will the Government provide a facility security brief and “Security” SOP in regards to accessing and safeguarding their facility?

Yes, upon contract award.