MOST_current_Questions_and_Answers_to_Pre-solicitation_and_Post_Site_Visit_CO_and_PO_revision.docx

Attachment 16

VEHICLE MAINTENANCE

HSFE70-14-R-0015

QUESTIONS AND ANSWERS

Q1. Would the government please provide a workable file format and table in Excel?

A1. Yes, all documents created in Excel have been uploaded for you in this amendment A0005.

Q2. Would you please provide the equipment lists in Excel format?

A2. Yes, the equipment lists have been uploaded for you in excel format.

Q3. Reference: PWS Para.2.6, Maintenance Will the trailers equipped with non-active reefer units be required to be repaired, removed or replaced?

A3. The non-active reefer unit itself will not be required to be repaired, removed or replaced. However, the body and frame of that same trailer will be required to be maintained. FEMA may request that inoperable reefer units be removed and the trailer sealed (where units was removed) to be used as a dry good trailer. If requested this work will be considered and unscheduled repair and funded as such.

Q4. Reference: PWS Para.2.6.1 Fleet Inspections/Basic services/Scheduled Repairs Since the contractor is to maintain the assigned fleet in a safe and serviceable condition. What is FEMA’s interpretation of the term “Safe and Serviceable” condition?

A4. Fully Mission Capable refers to the material condition of any piece of equipment indicating that it can perform all of its assigned missions without restrictions or safety hazards and without posing safety hazards to the operator. This metric is determined by whether or not the equipment in question can perform its assigned missions without restrictions and without posing safety hazards to the operator. The Agency lists its equipment as either being FMC or NMC. There are no other categories utilized. FMC status will be determined by the Site TM. If there is a discrepancy between the Contractor and the TM as to whether or not a piece of equipment is FMC, then the COR will make the final determination.

Q5. Reference: PWS Para. 2.6.1. Fleet Inspections/Basic Services/Scheduled Repairs – Annual services will be completed on all equipment within 90 days.

Are the DOT inspections (that are to be performed by the 3rd party vendor) included with this 90 day requirement?

A5. Expectation is that all equipment will receive an annual inspection within 90 day of work start dates. DOT inspections performed by a third party vendor are in addition to the annual inspection requirement and should be fulfilled within 30 days of current certification expiration.

Q6. Reference: PWS Para. 2.6.1 Fleet Inspections/Basic Services/Scheduled Repairs –All tires that have a manufacture date older than TEN years will immediately be replaced regardless of the condition.

Does the 10 year tire replacement meant for the total assigned fleet including fork lifts and other tires not designed for the highway?

A6. The 10 year tire replacement is for highway worthy wheeled equipment. This includes vehicles, trailers and light towers if they deploy or if used on the road.

Q7. Reference: PWS Para. 2.7.3 Warranty Does the Sunflower System have the capability to track parts warranty information as required by this category or will the Contractor need to provide their own tracking system.

A7. Sunflower will only track warranties that are documented on the work orders and there is not an “automatic” timer that reports the validity/expiration of warranted repairs or parts. Contractors are responsible for tracking warranted parts/repairs, such documentation can an excel spreadsheet that will be maintained in conjunction between the Contractor and FEMA.

Q8. Reference: PWS Para. 3.2.2 Equipment List When vehicles are added to the assigned fleet and its condition is not safe and serviceable; will it be the contractor’s responsibility to pay for all the needed repairs or will these be paid by FEMA bringing the vehicle up to a level of maintainability?

A8. It is the responsibility of the contractor to bring equipment up to standard, no matter if it was equipment sitting at a site for years or if the equipment comes from supporting a disaster.

Q9. Reference: Section B, Para. B.1, Price/Cost Schedule For each CLIN there is an A CLIN (example: 0001A). What is specifically to be priced in this CLIN… is it for all repairs or only repairs in excess of the $2,500 ceiling as described in paragraph 2.6.1 of the performance work statement?

A9. Amendment A0005 will be posted to the solicitation that will explain cost breakdown in regards to the CLIN structure.

Q10. Reference: SF Form 1449 Since there will be six contracts generated from this solicitation (one for each site), is the solicitation number the same for each?

A10. The solicitation number HSFE70-14-R-0015 will remain the same. Each contractor will receive a different award number. However, if one contractor is awarded more than one site, that contractor will only receive one contract award number for multiple sites.

Q11. Reference: Section B, Para. B.1, Price/Cost Schedule It is our understanding that a separate proposal is required for each of the six sites. Is the proposer required to fill out a complete Section B for each proposal or can they only include the CLINs that apply to that particular proposal?

A11. You only need to submit pricing for the CLIN related to the proposed site.

Q12. Reference: Section E11.1, Instructions for Submitting Proposals, Para. 4 The provision states that “The technical quote submission shall be limited to 25 double-sided pages…”

· What volumes/factors constitute the “technical quote submission”?

· Since this is an electronic submission is the “technical quote submission” limited to 25 or 50 (25 sheets of paper double-sided) pages?

A12. Electronic submittals are allowed 50 pages one sided. The 50 pages should be inclusive of your Technical quote.

Q13. Reference: Performance Work Statement, Atlanta, Fort Worth, and Selma.

It appears that page 5 is missing from the solicitation for Atlanta and Fort Worth.

It appears that page 18 as well as part of para. 2.6.2 are missing from the solicitation for Selma.

Please provide.

A13. The missing pages were posted in Amendment A0003.

Q14. Reference: PWS Para. 1.1 Background and Equipment Lists In PWS paragraph 1.1 for each site there is a stated quantity for the number of CNFE in the fleet for that particular location. In some cases that number is significantly different than the quantities provided in the equipment lists that are included as attachments to the PWS. For example:

· Atlanta required 245 CNFE (PWS para. 1.1) and the list has 195 vehicles.

· Selma required 200 CNFE (PWS para. 1.1) and lists 130 vehicles.

Which quantities are we to base our pricing on?

A14. The revised PWS reflects the same quantities as the revised Equipment Lists. Both documents are posted in Amendment A0005.

Q15. Reference: PWS 2.3, Facilities Do the facilities provided include major tools and equipment to include vehicle lifts, air compressors, tire machines, brake lathes, diagnostic equipment, jacks, air conditioning recycling machines, hand tools, etc.? If so, please complete a complete list of Government-furnished equipment and tools for each site.

A15. No Government service vehicles will be provided to the Contractor. Contractor is expected to provide own service vehicles.

Tools will not be provided under this solicitation.

Equipment the contractor can expect to have access to, but not all inclusive or guaranteed and if it breaks it will fall upon the Contractor to replace at no cost to the Government if it is due to negligence or misuse:

DC FREDERICK:

OIL STORAGE RACK - 0

ARC WELDER ON TRAILER WITH TORCH - 0

MIG WELDERS- SMALL AND LARGE - I med

BUILDING AIR COMPRESSOR-1

SMALL PORTABLE AIR COMPRESSOR - 3

FANS - 3

WASTE OIL TANK-LARGE AND SMALL (I) 55 gallon drum

SOLVENT TANK - 1

CABINETS AND BOLT BINS ALREADY SET UP IN CONTRACTOR SIDE - 0

LADDERS-SMALL AND LARGE 2 each size ATV GATOR - 3 (pending deployment) LIFT RACK -1 automotive lift too be shared JACK STANDS - Various sizes to be shared HYDRAULIC JACKS - Various sizes to be shared

AIR REELS AND HOSES ALREADY MOUNTED TO CONTRACTOR SIDE OF HOUSE - 0

OFFICE SPACE - 1 small office

YARD DOG TO BE SHARED -1

FORKLIFT AS NEEDED - available as needed

COPIER -1

COMPUTERS - MONITORS - 1

DC ATLANTA:

OIL STORAGE RACK - 1 each 20 FEET X 3 Feet X 3 rack high with Containment enclosure I ARC WELDER ON TRAILER WITH TORCH-1 each 300 amp welder gasoline with Oxygen/ ace~lene tank with torch and torch hose- (to be shared as needed) MIG WELDERS- SMALL AND LARGE-l smalllincoln-1 medium size Hobart- (to be shared a needed) BUILDING AIR COMPRESSOR- 2 each-(to be shared as needed} SMALL PORTABLE AIR COMPRESSOR-3 each FANS- 4 each WASTE OIL TANK-LARGE AND SMALL- 1Iarge 300 gallon tank, 4 small portable ojl tanks-LARGE ONE

TO BE SHARED AS NEEDED

SOLVENT TANK- l each CABINETS AND BOLT BINS ALREADY SET UP IN CONTRACTOR SIDE-3 locker size cabinets with doors,3 each bolt bins, 9 each assortment trays9 NOTE- bolt bins and assortment trays are stocked LADDERS-SMALL AND LARGE - 3Iarge, 3 small ATV GATOR- l each, number could change if US&R excesses more ATVs LIFT RACK- l each 27,000 Ib- (to be shared as needed) JACK STANDS- 14 each, all different holding capacities HYDRAULIC JACKS-6 each, all different lifting capacities AIR REELS AND HOSES ALREADY MOUNTED TO CONTRACTOR SIDE OF HOUSE-4 each OFFICE SPACE-l each with bathrooms built attached- male and female YARD DOG TO BE SHARED- 2 each-Ito be shared as needed) FORKLIFT AS NEEDED- (to be shared as needed) COPIER - 3 each COMPUTERS - MONITORS- 2 each desktops, with 2 each monitors DUAL WHEEL DOLLEY- 1 each TRAILER ADJUSTABLE JACK STAND, RATCHET TYPE- 2 each - Ito be shared as needed) CONEX STORAGE UNITS-4 each ROLL AROUND 14 FOOT TALL STEP LADDER - l each-Ito be shared as needed) PORTABLE LlGHT STANDS-3 each STAND UPRIGHT DRILL PRESS- 1 each AIR LIQUID PUMPS WITH CATCH BASIN - 3 each with metering devices attached DESKS- 4 each PHONES-2 desktop FLAMABLE STORAGE CABINET FOR acetylene - 1 each-Ito be shared as needed) NON FLAM ABLE STORAGE CABINET FOR OXYGEN, ARGON GAS- 1 each - Ito be shared as needed)

DC MOFFET FIELD:

Oil STORAGE RACK - to be shared (hazmat storage locker lO'x20') ARC WELDER ON TRAILER WITH TORCH - none MIG WELDERS-SMALL 1 each PLASMA CUTTER- SMALL 1 each TlG WELDER-SMALL 1 each BUI LDING AIR COMPRESSOR to be shared SMALL PORTABLE AIR COMPRESSOR 1 each FANS 1 each WASTE OIL TANK- 1 each 55 gallon drum on secondary containment SOLVENT TANK - none PARTS WASHER (water base) 2 each SAND BLAST CABINET - 1 each CABINETS AND BOLT BINS ALREADY SET UP IN CONTRACTOR SIDE - none LADDERS-SMALL AND LARGE -1 each ATV GATOR -1 each ELECTRIC CUSHMAN CARTS- 2 each LIFT RACK -1 each (10,000lbs lifting capacity) JACK STANDS -7 each (varies load capacity) HYDRAULIC JACKS - 3 each (2·5 ton capacity). and 2 each bottle jacks (20 ·30 ton capacity) AIR REELS AND HOSES ALREADY MOUNTED - to be shared OFFICE SPACE - shared space (mobile home) contractor has 1 room lOOsq.ft.

YARD DOG -1 each to be shared FORKLIFTS - to be shared (s-3sk Ibs lifting capacity) COPIER/SCANNER/FAX - 1 each (network) COMPUTERS & MONITORS - 2 work stations

DC FORT WORTH

OIL STORAGE RACK - 14

ARC WELDER ON TRAILER WITH TORCH-2

MIG WELDERS-SMALL AND LARGE-4

BUILDING AIR COMPRESSOR-2

SMALL PORTABLE AIR COMPRESSOR-4

FANS-10

WASTE OIL TANK-LARGE AND SMALL-4

SOLVENT TANK-3

CABINETS AND BOLT BINS ALREADY SET UP IN CONTRACTOR SIDE-50

LADDERS-SMALL AND LARGE-10

ATV GATOR-10

LIFT RACK-1

JACK STANDS-16

HYDRAULIC JACKS-12

AIR REELS AND HOSES ALREADY MOUNTED TO CONTRACTOR SIDE OF HOUSE-8

OFFICE SPACE Two offices # 1144 sq. ft. # 2 140 sq. ft.

YARD DOG TO BE SHARED-3

FORKLIFT AS NEEDED-20

COPIER-2

COMPUTERS -MONITORS-3

Q16. Reference: PWS 2.3, Facilities Does the Government provide a vehicle(s) at each site for mobile repairs in the yards and for parts pickup?

A16. No government service vehicles (road worthy, i.e. trucks) will be provided to the Contractor. The Contractor is expected to provide their own service vehicles.

Q17. Reference: PWS 2.5, Database What are the specific capabilities of the Sunflower System to provide parts management for the contractor? Does the contractor have the capability of preparing purchase orders for parts, tracking receipt, ordering for inventory based on a mix/max quantity, etc.?

A17. No The Contractor will not have access to this functional requirement and is expected to execute this task internally. Sunflower parts management will only be tracked by information that is posted on Work Orders.

Q18. Reference: PWS 2.5, Database Will the contractor’s project manager, if not located at one of FEMA’s locations, be able to have access to the system to track workload, priorities, and upcoming maintenance schedules?

A18. The project manager will be given view rights to Sunflower. Workload, priorities and upcoming maintenance schedules will be provided by the program office upon request via email.

Q19. Reference: PWS 2.6.1, Fleet Inspections/Basic Services/Scheduled Repairs The first paragraph states “Documentation, at a minimum, must list items inspected, repaired, important notes, pricing of parts, labor, miscellaneous fees, taxes and all additional cost charges that will be invoices to the agency… .” It is my understanding that this is a firm fixed price contract, so why would a contractor be invoicing parts, labor, etc. on invoices?

A19. This information is needed for historical and lifecycle management purposes. The information is required for budgeting purposes in forecasting replacement equipment, i.e. whether or not it is economically feasible to retain the unit due to associated costs versus value. This information will not be used to renegotiate the agreed upon award price and is only for budgeting purposes.

Q20. Reference: PWS 2.6.1, Fleet Inspections/Basic Services/Scheduled Repairs and Attachment 15/Appendix B, Inspection Services Schedule Does every piece of equipment receive a monthly, quarterly, and annual inspection? If not, please provide a definitive list of what services each subclass of vehicles/equipment receives. Also provide what tasks are to be performed in a monthly, quarterly and annual inspection.

A20. Service schedule will be posted to the solicitation via amendment A0005.

Q21. Reference: PWS 2.6.1, Fleet Inspections/Basic Services/Scheduled Repairs Does the requirement for all annual services being performed in the same month for each asset type mean that approximately 130 trailers at Fort Worth will have to be performed in the same month?

A21. This requirement has changed is no longer required. Annual services will occur when due, and the FEMA Site Monitor in conjunction with the Contract Site Lead can come to a consensus about distributing the workload for annual services, except for initial 90 day window, to distribute as evenly as possible throughout the year. FEMA still retains the right to adjust services as needed when a requirement is identified to meet mission demands. PWS will be amended to reflect this change accordingly.

Q22. Reference: PWS 2.6.1, Fleet Inspections/Basic Services/Scheduled Repairs and Attachment 15/Appendix B, Inspection Services Schedule What equipment requires a load test inspection?

A22. Prospective bidders should know what equipment requires load testing and frequency. All FEMA equipment adheres to industry approved standards.

Q23. Reference: PWS 2.7, Storage This PWS states that the contractor is responsible for providing an onsite inventory of spare parts and bench stock, yet it also states that at some facilities there may not be space available. Will this require the contractor to lease space to maintain this inventory?

A23. No, while space may be limited due to the size of each respective site, space will be provided at each DC/MHU for the storage of spare parts and bench stock.

Q24. Reference: PWS 2.7, Storage This paragraph states that in regard to parts the “Contractor will invoice FEMA at cost.” Are parts part of the firm fixed price or are they reimbursable? If they are part of the firm fixed price, how does the “invoice at cost” requirement apply?

A24. Parts are part of the firm fixed price. Parts invoiced at cost is in reference to all parts that are utilized for repairs exceeding the $2500.00 threshold, as all repairs exceeding this threshold are reimbursable after the $2500.00 threshold is exceeded.

Q25. Reference: PWS 2.7 Does the FEMA Sunflower System allow for the tracking of warranty on parts?

A25. Sunflower will only track warranties that are documented on the work orders and there is not an “automatic” timer that reports the validity/expiration of warranted repairs or parts. Contractors are responsible for tracking warranted parts/repairs, such documentation can an excel spreadsheet that will be maintained in conjunction between the Contractor and FEMA.

Q26. Reference: PWS 2.10 Reports Are the reports required in this section capable of being generated by the FEMA Sunflower System?

A26. Yes

Q27. Reference: PWS 2.10, Monthly Invoice Since this is a firm fixed price contract, what details are required as a “complete breakdown”?

A27. Invoices will include the barcode and serial number/VIN of the equipment along with the parts name and cost, labor costs (if another vendor is used, not for maintenance performed internally on-site), miscellaneous fees and applicable taxes.

Q28. Reference: Attachment 13, Past Performance Questionnaire We noticed that there is a Past Performance Questionnaire included in the solicitation package but there is nothing in the proposal instructions that addresses this questionnaire. Is this questionnaire required? If so:

· Is it required for contracts that have a CPARS available?

· If the Past Performance Questionnaire is required, can the Government provide a version in MS Word that will make it easier for the respondents?

· The form said “To be distributed by the Contractor and returned with the proposal.” Does this mean that the offerors are to collect the completed questionnaires and include them in our proposal package to the Government?

A28. Yes. The Past Performance Questionnaire is required if CPARS is available.

Yes. The Government will provide a MS Word version. Please see Attachment 13.

The interested vendor should have distributed the questionnaire to their references and the reference was responsible for forwarding their response to acquisitions. Since the deadline for this has past, the questionnaires should be obtained by the interested vendor and submitted with their proposal.

Q29. Reference: Part 5: Performance Requirements Table, PRT#1 The performance threshold states that FEMA fleet equipment has a FMC rating of 90% or higher each month for each type of equipment/sub-class at each DC. Is this to be an average over a period of a month?

The impact on payments block states that when FMC rate drops below 90% of any type equipment/sub-class at any single site there will be a deduction of $500 for each piece of equipment. Is this at any given point during a month or an average over a period of a month? There are multiple types of equipment/sub-class categories at each site with less than 10 units. One unit out for service or repairs will violate the 90% threshold. For example, DC Atlanta has 3 CART, GOLF, 4x2 and 3 COMPRESSOR, AIR on the DC Atlanta Equipment List (7-12-13).

A29. Yes the average will be based off a monthly period, so that if the equipment or sub-class falls below 90% for a period of time, but is repaired and the monthly average is above 90% the Contractor will not be penalized.

Q30. Reference: Part 5: Performance Requirements Table, PRT#1 How is the FMC rate calculated? Does this rate include work orders that are open for preventive maintenance?

A30. The FMC rate is calculated over a 30 day period (1st of Month to End of Month). The FMC rate will be based off of the number of work orders that were scheduled to be performed within that 30 day window versus the number completed. This will be determined by Asset/Sub-Class. Any outstanding work orders that were not previously completed will be carried over into the next period.

This metric is determined by whether or not the equipment in question can perform its assigned missions without restrictions and without posing safety hazards to the operator. FMC status will be determined by the site TM.

The average will be based off a monthly period, so that if the equipment or sub/class falls below 90% for a period of time, but is repaired and the monthly average is above 90% the Contractor will not be penalized. The 90% FMC rate is non-negotiable. If the Agency chooses to defer a repair for any reason, than that equipment repair that is deferred will not be considered part of the 90% FMC rate and the Contractor will not be penalized or accountable for any deferred repair.

Q31. Reference: E.12 52.212-2 Evaluation Discussion: The notes for Evaluation of Volume I and II seem to conflict.

Which is being evaluated First, Volume I or II? Are they of Equal Importance? Please Clarify as the it seems that you should pass one before going onto the other Volume. This seem to imply that Volume I and II are be evaluated separately by different teams of evaluators. Is this true?

A31. Technical Approach and Understanding must be addressed in detail. If the Contractor fails to meet a technical rating of “Satisfactory” for Factor 1: Technical Approach and Understanding, the contractor will be eliminated from the competitive range and no other Factors: Management Approach and Capabilities, Past Performance, or Price will be evaluated or considered.

The Technical Approach and Understanding is significantly more important than Management Approach and Capabilities and Past Performance. The three non-price factors; The Technical Approach and Understanding, Management Approach and Capabilities, and Past Performance factors, when combined are significantly more important than the price factor. The greater the equality of proposals, the more important price becomes in selecting the best value to the Government.

Q32. Reference E.11.1.4 Volume I Factor 1 and Volume II, Factor 2 Items 1 thru 12-Does the Government want each item ( 1,2,3,4,5,6&7) be addressed in order or for item 1,3, 4, &5 be addressed in a Quality Plan? But the in Volume II Items 10 and 12 refer again to a Quality Plan. This seem to be redundant and since we only have 25 Double sided pages will be hard to cover in that limit. Please clarify and expand on how we are to respond. Are each item to be address? Items 1,3, 4 ,5, and 10 would be covered in item 12. There seems to be a lot of duplication.

A32. Each element of each Factor must be addressed in detail and in order.

Q33. Reference E.11.1.4 Volume I Factor 1 Items 1, Project Work Plan and Schedule seem to relate more to than just the QCP in Section 2.11-Is this the correct reference here? Shouldn’t we take in to considerations 2.6 A33. Each element of each volume will be addressed separately and in order, and prospective bidders must take into account any cross references that they feel are pertinent in the PWS.

Q34. Reference E.11.1.4 Volume I Factor 1 Items 4, Discussion of Subcontractor seems to relate more to than just the QCP in Section 2.11 Is this correct reference here? Shouldn’t we take into consideration Sections 2.6, 2.8.2 and 2.10.3?

A34. Yes, prospective bidders should take into account all relevant sections that they feel are pertinent to their response.

Q35. Reference: RFP Document Page B1, B2 and B8 CLIN Structure goes from 0002A to 0005A and CLINS 0003 and 0004 are missing on pages B1 and B2 but B8 includes CLINS 0003 and 0004.

Should CLINS 0003 and 0004 be added in or are they not bid in the Base Year? Please Clarify A35. The missing pages were posted in Amendment A0003.

Q36. Reference E.11.1.4 Volume II, Factor 2, PWS 2.8.6 Items 8 and PWS 2.8.6 Requirements for having resumes and qualifications for all mechanics besides the Lead and PM seems excessive since we will be required to offer first right of refusal to incumbent employees.

Why do you need resumes of Mechanic which all must be qualified per Section 2.8.6 and we will give first right of refusal to incumbent employees?

Will government remove the requirement for Mechanic resumes for each one at each site?

A36. No the requirement will not be removed. Prospective bidders must demonstrate that potential employees are qualified to perform the necessary works under the solicitation. Contractors will not be penalized for being unable to provide resumes for incumbent personnel.

Q37. Reference PWS Part 5 This is all negative and this is FFP not and Award Fee or another Hybrid contract Where is the incentive if we do better? This is all negative.

Will the government add an incentive award pool amount to be taken from since this is FFP contract only? This table is more for a contract with an Award Fee not FFP. Please re- evaluate.

A37. There will be no incentives offered under this contract; this is a Firm Fixed Price Contract. The performance metrics are being utilized as the minimum performance requirement and are not intended as a negative result. The performance measures will be used to ensure that work is performed to agency standards. These standards will not only protect the Agency, but afford the contractor the ability to work against clear and concise goals to ensure that all work is completed in a correct and timely manner, by adhering to a pre-established list of performance metrics.

Q38. Reference PWS 2.2 The PWS states the following: “The contractor must submit to the COR a list indicating the name of the manufacturer, the brand name, and the intended use of each of the materials, proposed for use in the performance of its work.”

Does the government mean every item to include paper towel, rags, toilet paper, nut and bolts or is it only for the items listed in Para 2.2.1 and 2.2.2? If not can the government provide a general list if materials this applies to?

A38. In accordance with FAR Part 23, this paragraph references all chemicals and materials where applicable.

Q39. Reference: Files from FBO: FBO_VM_2 is missing a pages.

Will government provide Page 5 of the PWS for Atlanta and Forth Worth?

A39. The missing pages were posted in Amendment A0003.

Q40. Reference: PWS 2.5 FEMA fleet database What is the FEMA Fleet Database called?

· Is it commercial off the shelf program or one specifically designed for FEMA?

· What are all the functions of the program?

· Can the government provide screen shots of the functions?

· Can the weekly reports be generated from the Database?

· Will this database track warranties on parts or not?

A40. Sunflower is a mandated DHS program. The reporting capabilities of the system are for Agency use. The Contractor will be expected to supply all reports required by the Agency and not rely on using the Agency's program. If a report is required to be supplied by the Contractor to the Agency a file type and required field (i.e. template) will be provided to the Contractor. The Contractor is not to rely on the Agency's program for producing reports. The Contractor will only utilize the work order function. A hyperlink to Sunflower's capabilities is as follows: http://www.sunflowersystems.com/

Q41. Reference: PWS 2.6.4 What is the current contractors FMC Rate? Are they required to maintain the 90% FMC rate?

A41. Yes, the incumbent is required to maintain fleet at 90%.

Q42. Reference PWS 2.7.2 When will the government provide the historical data for parts since we must have them available 45 business days after contract award?

A42. The government will not provide the historical data for parts as this is not currently performed under the current contract. This requirement (historical data) has been identified as a necessary component to the solicitation. Expectation for a prospective bidder is to understand the requirement and parts necessary based off of the equipment list provided to ensure that basic preventative maintenance can occur upon awarding.

Q43. Reference PWS 2.7.4 Are current manufactures manuals government or contractor property?

If Government will they be turned over to the contractor?

A43. The Contractor is expected to procure/provide their own technical manuals.

Q44. Reference: PWS 2.8.5 &Section B of RFP There are not CLINs for Surge and Emergency work as discussed in PWS 2.8.5 Will the government add a CLIN to be able to bill when surge and emergency work is required?

A44. Surge and emergency work are not required under this contract. This will be reflected in Amendment A0005.

Q45. Reference: PWS 2.10.2 Will the government provide an example of the monthly bill and what detail will be expected?

A45. Invoices will include the barcode and serial number/VIN of the equipment along with the parts name and cost, labor costs (if another vendor is used, not for maintenance performed internally on-site), miscellaneous fees and applicable taxes.

Q46. Reference : PWS 2.10.2 The PWS states the following: A monthly invoice detailing CNFE maintenance and repair services provided along with a complete breakdown of the charges.

Why is complete breakdown of charges required for FFP contract?

If it was cost plus or time / materials that is understandable but not FFP, please address.

A46. This information is needed for historical and lifecycle management purposes. The information is required for budgeting purposes in forecasting replacement equipment, i.e. whether or not it is economically feasible to retain the unit due to associated costs versus value. This information will not be used to renegotiate the agreed upon award price and is only for budgeting purposes.

Q47. Reference : PWS 2.10.5 What kind and how often are additional reports requested from the Government?

Can the government give examples of additional reports that might be required for the contract duration?

A47. Additional reports will be required as the need is identified by the Agency. When a new report is required the file type (Ex. Microsoft Excel) will be identified and required the fields will be provided to the Contractor. The frequency of the reports will depend on the data required.

Q48. Reference PWS 3.1 The PWS states in part: “FEMA will issue guidance” Will this be verbal or written guidance issued by the government?

Will it be backed up later with written guidance if verbal so the contractor has record of the guidance for what he accomplished?

A48. Yes. All verbal guidance will be followed by written documentation, i.e. e-mail confirmation, so that there is a written record of the guidance issued. However, it is the responsibility of the Contractor to ensure that they obtain written documentation from the proper authorities (authorized in writing by Acquisition) of any guidance prior to work performance.

Q49. PWS Page 6 : states the following below

Since this is a Performance Base Contract and not a Level of effort contract, shouldn’t the PMs be up to the contractor when they are accomplished and not in same month every year? What if they are deployed how are they done the in same month? Can the wording be change to say they will be accomplished annually?

A49. FEMA will control the schedule of services.

This requirement has changed is no longer required. Annual services will occur when due, and the FEMA Site Monitor in conjunction with the Contract Site Lead can come to a consensus about distributing the workload for annual services, except for initial 90 day window, to distribute as evenly as possible throughout the year. FEMA still retains the right to adjust services as needed when a requirement is identified to meet mission demands. PWS will be amended to reflect this change accordingly.

Q50. PWS Page 10 Para 2.8 special Qualifications states the following below:

Why is the contractor not allowed to have a stand-alone Fleet Clerk? Again this is performance based and not level of effort. This should be up to the contract to determine their staffing.

A50. Since the system being utilized is owned by the Agency (Sunflower) and maintenance forecasting will be handled by FEMA, there is not a requirement for a fleet clerk, since all work orders will be generated electronically and presented to the Contractor. Data Entry/Work Order Creation responsibilities for the Contractor will include entering required information on work orders i.e. parts breakdown, etc. and updating status of work orders. Automations requirement is minimal.

Q51. RPP Document Page E-17 and E-18 are shown below

Since this is an electronic submission, how can the pages be double sided? Or is 25 double sided pages really means 50 on sided pages?

Either way, what parts of the technical are included or excluded from the page count? Please clarify these issues.

A51. Proposals submitted electronically shall include 50 pages single spaced. All parts of the technical proposal are included in the page count.

Q52. Reference Questions 1 and 2 above: Since the Government is telling the contractor what types of personnel must be hired or not hired and telling when to do PMs. A true performance based contract tell us the objective and we decide how and when to get the work done.

Shouldn’t this become a level of effort contract as it is surely not a performance based as we are told what to do when and what labor categories we must have?

A52. The government is only telling you what is requested at a minimum.

Q53. Reference: PWS Para. 2.6.1. Fleet Inspections/Basic Services/Scheduled Repairs Is the contractor expected to “exercise” vehicles as part of this contract? If so please provide which vehicles need to be exercises, how often, and for how long.

A53. Yes equipment is expected to be exercised in accordance with established industry standards and guidelines.

Q54. FBO_VM_7 Attachment 13 Past Performance Questionnaire

a. On top of the page under the title, it says it is “to be distributed by the contractor and returned with proposal”; however, in the paragraph on the same page, it requests the “rater” to return the completed form to FEMA by April 7, 2014. It would be appreciated if you clarify the submission method.

A54. The responses to your Past Performance Questionnaire can be submitted with your proposal.

Q55. Reference: Equipment Lists: Will FEMA provide more accurate equipment lists or equipment numbers in MS Excel as the numbers of equipment in FBO_VM_5 does not match the numbers below (off by more than 10%)?

A55. FEMA has ensured that the PWS reflects the same quantities as the Equipment List. The revised lists are posted in Amendment A0005.

Q56. Requirement is for an average of 90% or higher Fully-mission capable (FMC):

· How will this be calculated?

· Can FEMA provide historical data on unscheduled repair parts labor & parts costs?

· Does contractor pay for towing or just coordinate towing of inoperative equipment in a deployed or testing scenario?

· Will FEMA provide historical data on how many towing coordination actions need be included?

A56. The FMC rate is calculated over a 30 day period (1st of Month to End of Month). The FMC rate will be based off of the number of work orders that were scheduled to be performed within that 30 day window versus the number completed. This will be determined by Asset/Sub-Class. Any outstanding work orders that were not previously completed will be carried over into the next period.

This metric is determined by whether or not the equipment in question can perform its assigned missions without restrictions and without posing safety hazards to the operator. FMC status will be determined by the site TM.

The average will be based off a monthly period, so that if the equipment or sub/class falls below 90% for a period of time, but is repaired and the monthly average is above 90% the Contractor will not be penalized. The 90% FMC rate is non-negotiable. If the Agency chooses to defer a repair for any reason, than that equipment repair that is deferred will not be considered part of the 90% FMC rate and the Contractor will not be penalized or accountable for any deferred repair.

The Government will not provide the historical data for parts as this is not currently performed under the current contract. This requirement has been identified as a short-coming in the current contract and this solicitation has corrected the deficiency. Expectation for a prospective bidder is to understand the requirement and parts necessary based off of the equipment list provided to ensure that basic preventative maintenance can occur upon awarding.

Towing of vehicles and equipment will be paid for under disaster funds if required during deployment. If a piece of equipment requires towing at the Distribution Center (to go to third party sub-contractor), then the Contractor will pay for the associated costs. Historically, towing was utilized less than 5 times annually.

Q57. Reference: 2.7.2 STORAGE

· Will FEMA provide historical data to establish ASL & Bench stock levels? e.g. part Numbers, Products, quantities of parts etc.

· How much storage space exists and where?

· If insufficient storage space, who pays for more space/how is that handled?

A57. Each site will provide space for the Contractor to store parts if available. It is the responsibility of the contractor to coordinate with the site TM for storage. Each site may have different storage capabilities based off of the maintenance shop.

The Government is not specifying the quantity of stocked inventory. The Government will specify quality for parts and materials and the expectation is that when parts/materials are used in maintenance and or repairs a complete price breakdown is provided on the work order in order to capture lifecycle cost data.

The Government will not provide the historical data for parts as this is not currently performed under the current contract. This requirement (historical data) has been identified as a necessary component to the solicitation. Expectation for a prospective bidder is to understand the requirement and parts necessary based off of the equipment list provided to ensure that basic preventative maintenance can occur upon awarding.

While space may be limited due to the size of each respective site, space will be provided at each DC/MHU for the storage of spare parts and bench stock.

Q58. Reference: 2.7.4 MANUFACTURER’S MANUALS The Contractor is expected to procure! provide manufacturer's manuals for all the equipment models as needed and clearly label as property of the Contractor.

· Since FEMA already owns the equipment, does FEMA already have the manuals and are they located in the shop area?

· How many copies of manuals area available?

· Is there only one manual for a type of equipment or are there multiple?

· Does FEMA have equipment that is no longer in production or is considered antiquated (older than 30 years) that we must maintain?

· Does FEMA have equipment with no identified Model/OEM in FBO_VN_5? If so, does FEMA already have a way of identifying this equipment and classifying it so that all offerors can provide a strong bid?

A58. The Agency does not provide manuals for equipment. The contractor will be responsible for procuring their own manuals.

Q59. 2.8.6 SPECIAL QUALIFICATIONS

The key personnel are: the Project Manager, the Maintenance Lead, and Automotive Mechanics and must meet the following minimum criteria:

According to the PWS it appears that all current contractors are considered Key. IF this is true, and the additional requirement is that we are to have the resumes of Key Personnel; then, we will need the resumes of the SCA personnel on each site since they have first right of refusal per Executive Order 13495. Will the government please provide those resumes if all current personnel on the contract that are SCA or CBA are Key Personnel?

A59. Prospective bidders must demonstrate that potential employees are qualified to perform the necessary works under the solicitation. Contractors will not be penalized for being unable to provide resumes for incumbent personnel.

The incumbent will be required to provide a list of current employees to the Contracting Officer to include employee’s service dates.

Q60. Reference 2.10.5 ADDITIONAL REPORTS FEMA reserves the right to request additional reports as needed/identified and the Contractor will provide as necessary the identified report to the requestor (COR/TM/CO) within 5 business days of request or as agreed to by the COR/TM.

Will FEMA provide a projected scope of reports that may be requested?

A60. Additional reports will be required as the need is identified by the Agency. When a new report is required the file type (ex: Microsoft Excel) will be identified and required fields will be provided to the contractor. The frequency of the reports will depend on the data required.

Q61. Reference 2.13 TRANSITION OF SERVICES The Contractor shall take all actions necessary to ensure a smooth transition of operations at the beginning and end of the contract, to include termination or normal expiration of the contract. Coordination and cooperation with the predecessor/successor Contractors and/or Government activities are essential to ensure an orderly and efficient transition of services. Problems encountered in the transition of operations shall be reported to the COR.

It appears a Phase-In period is not specified, appears to be left to the contractor. In order for an offeror to adequately propose we ill need a window of time in which to Phase-In Operations; especially since we have to furnish all supplies, tools, and materials. Please advise all bidders of the number of days allowed for Phase-in.

A61. The plan shall be submitted with your proposal

Q62. Reference: PART 5: PERFORMANCE REQUIREMENT TABLE (PRT) Contains payment deductions ranging from $100 to $500 for the following type of actions:

· $100 for each piece of equipment not FMC if the FMC rate falls below 90% for an equipment sub-category

· $500 for if the FMC rate falls below 90% for the site

· $100 if more than one customer compliant is received

· $100 for each instance a repair is not completed in designated timelines

· $500 for if less than 95% of the work orders are not current/accurate

· $100 for each instance information is not provided in designated timelines plus $100 for each customer complaint about this delayed response

Is there a Corrective Action Request (CAR) process that will allow the contractor to address specific quality complaints, or must we just accept the judgment of the QAE that an item or items is/are deficient?

A62. Customer complaints will be submitted by the Site TM to the COR. The COR will then evaluate the complaint and determine if it is a valid complaint and within the Scope of the Performance for this solicitation. The COR will then forward the complaint to the Contracting Specialist and the Contracting Officer for submittal to the Contractor. The determination of whether or not a customer complaint from the Agency is valid will be determined by the Contracting Team and the COR. While the Agency will discuss all customer complaints with the Contractor to ensure fairness, ultimately the decision to file a customer complaint will reside solely within the Agency.

Q63. It appears the maintenance activities may require assistance from FEMA in order to access certain equipment based on the layout of the facilities. Will FEMA provide support to move items or equipment that may be blocking the equipment?

A63. Yes, FEMA will ensure that all equipment is accessible to the contractor.

Q64. Is there a particular SubCLIN for Preventative Maintenance (PM)?

A64. There are two CLINs (0001 and 0001A) CLIN 0001 states that The Contractor shall provide all personnel, equipment, tools, materials, labor and supervision necessary to perform scheduled and unscheduled maintenance on Government owned National Fleet Equipment as defined in the Performance Work Statement (PWS). This shall include preventative maintenance.

CLIN 0001A is for FLEET MAINTENANCE REPAIRS NTE CLIN. See PWS Section 2.6 Maintenance The Contractor shall notify the CO when 80% extended. This shall include all repairs as it relates to scheduled and unscheduled maintenance for repairs exceeding the $2,500.00 threshold.

Q65. Is there a particular SubCLIN for Repairs?

A65. See above (A64)

Q66. Reference Inspection Service Schedule listed in the solicitation:

The Service Schedule for vehicles and equipment cannot be found. Will the government please provide the Inspection Service Schedule for all sites?

A66. This will be included in an Amendment A0005.

Q67. Reference Workload Data:

Workload Data has not been provided nor the current condition of the equipment on any of the sites. Will the government provide the following types of workload data?

· The number of total labor man-hours expended on each type of equipment annually

· The total costs of parts applied to each piece of equipment annually over the life of the contract.

A67. The Government will not provide the entire historical data for parts/labor hours as this is not currently performed under the current contract. Expectation is for the Maintenance Contractor crew to be fully engaged in maintenance operations for a full work week. This requirement (historical data) has been identified as a necessary component to the solicitation. Expectation for a prospective bidder is to understand the requirement and parts necessary based off of the equipment list provided to ensure that basic preventative maintenance can occur upon awarding.

Due to the change in requirement Prospective Bidders should include the following figures in their cost estimate:

Replacement of at a minimum 60% of trailer tires (10 year lifecycle replacement) Replacement of at a minimum 5 flatbed trailer decks (complete deck replacement)

Q68. Based on the conversations during the Site Visit in Atlanta we are expected to use the FEMA Sunflower stand-alone maintenance program. Will we be provided a list of the functionality of the Sunflower program?

A68. Sunflower is a mandated DHS program. The reporting capabilities of the system are for Agency use. The Contractor will be expected to supply all reports required by the Agency and not rely on using the Agency's program. If a report is required to be supplied by the Contractor to the Agency a file type and required field (i.e. template) will be provided to the Contractor. The Contractor is not to rely on the Agency's program for producing reports. The Contractor will only utilize the work order function. A hyperlink to Sunflower's capabilities is as follows: http://www.sunflowersystems.com/

Q69. Will we be provided any rights to access Sunflower to retrieve reports?

A69. The reporting capabilities of the system are for Agency use. The Contractor will be expected to supply all reports required by the Agency and not rely on using the Agency’s program. If a report is required to be supplied by the Contractor to the Agency a file type and required field (i.e. template) will be provided to the Contractor. The contractor will only utilize the work order function.

Q70. Reference Costs for Parts Do the costs for repair parts get passed on to the government for reimbursed at costs to the contractor for reimbursement?

A70. Parts are part of the firm fixed price. Parts invoiced at cost is in reference to all parts that are utilized for repairs exceeding the $2500.00 threshold, as all repairs exceeding this threshold are reimbursable after the $2500.00 threshold is exceeded.

Q71. PWS 1.2 Scope – is there any FEMA owned shop equipment, service vehicles and specialty tools currently located at DC-Atlanta and DC-Fort Worth that are available for the Contractor’s use? If yes, please provide us a list for each location. Please confirm that the vehicle lift and 4 sea containers current used for parts storage at Atlanta will be provided to the contractor.

A71. No Government service vehicles will be provided to the Contractor. Contractor is expected to provide own service vehicles.

Tools will not be provided under this solicitation

Equipment the contractor can expect to have access to, but not all inclusive or guaranteed and if it breaks it will fall upon the Contractor to replace at no cost to the Government if it is due to negligence or misuse:

DC FREDERICK:

OIL STORAGE RACK - 0

ARC WELDER ON TRAILER WITH TORCH - 0

MIG WELDERS- SMALL AND LARGE - I med

BUILDING AIR COMPRESSOR-1

SMALL PORTABLE AIR COMPRESSOR - 3

FANS - 3

WASTE OIL TANK-LARGE AND SMALL (I) 55 gallon drum

SOLVENT TANK - 1

CABINETS AND BOLT BINS ALREADY SET UP IN CONTRACTOR SIDE - 0

LADDERS-SMALL AND LARGE 2 each size ATV GATOR - 3 (pending deployment) LIFT RACK -1 automotive lift too be shared JACK STANDS - Various sizes to be shared HYDRAULIC JACKS - Various sizes to be shared

AIR REELS AND HOSES ALREADY MOUNTED TO CONTRACTOR SIDE OF HOUSE - 0

OFFICE SPACE - 1 small office

YARD DOG TO BE SHARED -1

FORKLIFT AS NEEDED - available as needed

COPIER -1

COMPUTERS - MONITORS - 1

DC ATLANTA:

OIL STORAGE RACK - 1 each 20 FEET X 3 Feet X 3 rack high with Containment enclosure I ARC WELDER ON TRAILER WITH TORCH-1 each 300 amp welder gasoline with Oxygen/ ace~lene tank with torch and torch hose- (to be shared as needed) MIG WELDERS- SMALL AND LARGE-l smalllincoln-1 medium size Hobart- (to be shared a needed) BUILDING AIR COMPRESSOR- 2 each-(to be shared as needed} SMALL PORTABLE AIR COMPRESSOR-3 each FANS- 4 each WASTE OIL TANK-LARGE AND SMALL- 1Iarge 300 gallon tank, 4 small portable ojl tanks-LARGE ONE

TO BE SHARED AS NEEDED

SOLVENT TANK- l each CABINETS AND BOLT BINS ALREADY SET UP IN CONTRACTOR SIDE-3 locker size cabinets with doors,3 each bolt bins, 9 each assortment trays9 NOTE- bolt bins and assortment trays are stocked LADDERS-SMALL AND LARGE - 3Iarge, 3 small ATV GATOR- l each, number could change if US&R excesses more ATVs LIFT RACK- l each 27,000 Ib- (to be shared as needed) JACK STANDS- 14 each, all different holding capacities HYDRAULIC JACKS-6 each, all different lifting capacities AIR REELS AND HOSES ALREADY MOUNTED TO CONTRACTOR SIDE OF HOUSE-4 each OFFICE SPACE-l each with bathrooms built attached- male…