QA_ATS_HSFE70-16-R-0011_RFP.pdf

HSFE70-16-R-0011 Air Transportation Q&A

1) PWS section: 3.3.2 (c) Air Transportation Support Attachment 1: Level of Effort

Statement: PWS section 3.3.2 (c5) and in Attachment 1 states the aircraft types of large/jumbo passenger/cargo. The cost between the different types of aircraft varies greatly to be categorized on the same CLIN. In order to price these different platforms in the same CLIN, an average of the platforms cost needs to be taken in order for it to fit within the pricing model. However, this does not allow for accurate pricing and may cause industry to either overprice or underprice the effort given on which platform requirement is weighted heavier than the others in the average.

Question: Would the USG consider splitting up the different aircraft types (large/jumbo passenger/cargo) in order to allow industry accurately price the different classes of platforms?

ANSWER: Offer shall provide pricing for both passenger and cargo planes.

2) PWS section: 3.3.2 (c) Air Transportation Support Attachment 1: Level of Effort

Statement: PWS section 3.3.2 (c5) and in Attachment 1 does not state Oversize aircraft requirements, which may be become a requirement during execution of the contract.

Question: Has the USG considered adding an Oversize aircraft requirement?

ANSWER: See section C.3.2.C-5, the PWS does not exclude other potential aircraft capabilities to be determined at task order level

3) PWS section: 3.3.2 (c6) Air Transportation Support Attachment 1: Level of Effort

Statement: PWS section 3.3.2 (c6) and in Attachment 1, the description and the capacity of the Turboprop passenger/cargo requirements allows for a wide range of platform options.

Question: Can the USG state which requirement is the most important cargo, speed, or nonstop distance? Or should industry assume the largest/highest capability for each (92 passengers; 400 mph; 4,500 miles non-stop) to determine a price?

ANSWER: All of the above stated are important

4) PWS section: 3.3.2 (c7) Air Transportation Support Attachment 1: Level of Effort

Statement: PWS section 3.3.2 (c7) and in Attachment 1, the description and the capacity of the helicopter requirements allows for a wide range of platform options.

Question: Can the USG specify which requirement is the most important cargo, speed, or nonstop distance? Or should industry assume the largest/highest capability for each (25 passengers; 200 mph; 700 miles non-stop) to determine a price?

ANSWER: All of the above stated are important.

5) PWS section: C.3.2.5 Reimbursable expense items Attachment 1: Level of Effort

Statement: Due to the wide ranging factors (mission, location, time of year, etc), positioning/de-positioning costs will vary by platform and when it is used.

Question: Will the USG consider providing a plug number or NTE amount for this

CLIN?

ANSWER: No plug number will be provided.

6) PWS section: C.3.2.5 Reimbursable expense items Attachment 1: Level of Effort

Statement: Due to the wide ranging factors (mission, location, time of year, etc), insurance costs will vary by platform and when it is used.

Question: Will the USG consider providing a plug number or NTE amount for insurance?

ANSWER: Not a reimbursable expense item.

7) Ref Schedule B CLIN 0001: does the 5 hour response time start when the RFP is issued by FEMA, or receipt acknowledged by the Contractor? Same question for 24 hours A/C readiness?

ANSWER: Five hour response time commences after FEMA RFP. Same for 24 hours A/C readiness RFP

8) Ref Schedule B CLIN 0002: does the 1 hour response time start when the RFP is issued by FEMA, or receipt acknowledged by the Contractor? Same question for 5 hours A/C readiness?

ANSWER: The one (1) and five (5) hour response times starts at time of RFP issuance by the government.

9) Ref PWS part C.3.2.1: since this contract will be subject to the DOL SCA laws, and due to the 24/7 rapid response nature of this requirement, does FEMA acknowledge that every hour worked beyond an 8 hour day must be paid at time and a half to the employee? Also, is there a process to pre-approve overtime? What is the process?

ANSWER: No overtime pay permitted

10) Ref PWS part C.3.2.2: can the Contractor Designated Representative (CDR) be the same person as the Program Manager?

ANSWER: Confirmed

11) Ref part H.1: please confirm a Subcontracting Plan is not required for Small Business under NAICS Code 481211 1500 employee size standard?

ANSWER: Confirmed

12) Ref part I.23: please confirm it is the Contractor who will identify Key Personnel?

ANSWER: Confirmed

13) Ref Attch1: it appears the Government included a 3% escalation factor in the rates, is this not to be adjusted?

ANSWER: Yes

14) Ref Attch1: it appears the flight hours in OY4 jump from 75 to 90 on SLIN 4001AA, was that intentional or a typo?

ANSWER: No it was a typo. Should be 90 flight hours base thru option year 4 for Small Cabin Jet Class hours

15) Page No. 37, Section C.3.2.1 (c)

“During an emergency activation (as specified in the task order) upon task order issuance, and when the contractor has been alerted that air transportation services shall be necessary the contractor shall be required (if needed) to provide air transportation services on a 24 hour, 7 day per week basis, with a 5-hour response time to the designated team or task force point of departure with the responding aircraft and crew ready for onward flight.”

QUESTIONS:

1. What is the general definition of “emergency activation”?

ANSWER: “During an emergency activation, upon task order issuance the contractor shall be required to provide air transportation services on a 24 hour, 7 day per week basis, with a 5-hour response time to the designated team or task force point of departure with the responding aircraft and crew ready for onward flight.”

2. When the contractor is alerted, can the contractor put flight crew(s), aircraft, and ground personnel/equipment on a standby status (in order to make the 5-hour response time) and be reimbursed for the standby status costs, if the task order is executed or cancelled?

ANSWER: No

16) QASP Attachment, Page 2, Table 6.2-Air Transportation Support, first row

Performance Objective Task 6.2.1(a) states “Aircraft must be activated and positioned where directed by the Government with maximum fuel aboard consistent with aircraft performance limitations and mission requirements no more than 48 hours after receipt of a task order.

COMMENT: The PWS states “…no more than 24 hours after receipt of a task order.”

ANSWER: Yes, see revision in QASP

17) Page No. 35, C.3.1

“C.3.1 MANAGEMENT WORK PLAN AND REPORTING”

QUESTION: Is all of the work laid out in here billable to FEMA on a line item?

ANSWER: Yes

18) Page No. 39, C.3.2.5

“C.3.2.5 REIMBURSABLE EXPENSE ITEMS”

“The Government shall pay the contractor for other incurred costs including landing fees, ramp fees, and freight handling fees, hold time, de-ice, international fees, and fuel costs as reimbursable expense items. Other reimbursable expenses will include position/depositing of planes; cost for ground support labor and vehicles; labor cost for cranes and forklifts; hazardous material handling and other direct cost (including insurance), to be reimbursed at actual cost only.”

QUESTION: Is the government saying that the prime contractor may not charge a fee (i.e., profit) for any of these services?

ANSWER: Yes

19) Page 39, C.3.3 a and b

QUESTION: Which line item(s) allow Contractor to bill for providing such technical assistance?

ANSWER: See CLIN #4 and sub CLIN under CLIN #4

20) Page 40, C.8.a

“(a) Additional security requirements may be specified in each task order. However, at a minimum, the contractor shall insure all personnel assigned to this contract do not have criminal records and have the proper clearances to enter Federal facilities, if required.”

QUESTION: Does the government mean that the contractor shall meet the Transportation Security Administration (TSA) criminal background checks and clearances as required to work at a Federal Aviation Regulation Part 139 (i.e., commercial) airport?

ANSWER: Contractors are required to ensure that their staff are able to have adequate security clearance to work in all areas of their designated duty station at a given airport.

21) Page 41, C.11

The contractor shall be responsible for providing aircraft and qualified personnel 24 hours a day, 7 days a week who are familiar with the contract's terms and conditions.

The contractor shall accept orders for service and perform delivery 24 hours a day, 7 days a week. The CO will determine the hours of services when other than 24 hour/7-day service is required.”

QUESTION: Is the government going to pay the contractor(s) preparedness money to maintain this capability?

ANSWER: No

22) Page 43, F.6

“Reports are not separately priced; the cost of reports shall be included in the price for services. A commercial report format is acceptable provided all pertinent information is contained in the report. The Government reserves the right to have the Contractor tailor reports at no additional cost.”

QUESTION: As we understand this, reports will only be required by the government when services are being provided under a task order. Does that mean that separate Task Orders will be issued to Contractors to provide Technical Assistance?

ANSWER: The government doesn’t intend to issue task orders for technical assistance.

23) Page 43, F.7

“The Contractor shall meet all of the report writing guidelines in the United States Government Printing Office Style Manual, which…”

QUESTION: Is the government going to pay for project management and technical editing services along with each issued task order?

ANSWER: No cost will incur unless a task order is issued.

24) Page 69 I.16.a

52.228-1 BID GUARANTEE (SEP 1996)

(a) Failure to furnish a bid guarantee in the proper form and amount, by the time set for opening of bids, may be cause for rejection of the bid.

(c) The amount of the bid guarantee shall be [ ] percent of the bid price or $[ ], whichever is less.”

QUESTION: What is the proper form and amount(s) required by the government?

ANSWER: 5% of the proposal amount

25) Page No. 79, I.23

“The Key Personnel or Facilities under this Contract:

(specify key personnel or facilities)”

QUESTION: Who and what are the Key Personnel or Facilities for this contract?

ANSWER: Contractor specify key personnel

26) Page No. 82, K.3.a 1 and 2

“(a)

(1) The North American Industry classification System (NAICS) code for this acquisition is 481211 – Air Transportation – Nonscheduled Chartered.

(2) The small business size standard is 1500.”

QUESTION: Does this apply to the small business requirements stated in the earlier section?

ANSWER: Yes

27) Page No. 92 L.3

“The Government contemplates award of a Multi-Award Hybrid T&M, CR, and FFP, Indefinite Delivery Indefinite Quantity contract resulting from this solicitation.”

QUESTION: How many awards does the government anticipate making?

ANSWER: The government’s intent is to award multiple contracts but reserve the right to award one contract based on evaluation of technical and price proposal.

28) Page 98, 3

“Include Past Performance information on all relevant (meaning similar services and scope) contracts or subcontracts performed in the last 5 years (may be on-going).”

QUESTION: Is there a limit to the number of past performances that may be included?

ANSWER: Yes, at least three (3) no more than five (5)

29) Page 98, 4

“In accordance with FAR 52.219-9 provided in Section I, all Offerors other than small business shall submit an individual Small Business Subcontracting Plan. Any proposals identifying goals less than the DHS/FEMA Small Business goals specified in Section H.1 must provide a rationale supporting any such lower goals.”

QUESTION: Please confirm that the government is using 1,500 employees or less as the definition of a small business for this contract and not a revenue number or another means.

ANSWER: Confirmed

30) Page 39, C.3.298.5

“Should the Government cancel a scheduled flight after the contractor's aircraft has departed to position or has already positioned for a scheduled flight when notice of cancellation is given, the Government shall reimburse the contractor the positioning/depositioning cost only. Certification showing positioning and depositioning distances and locations shall accompany the contractor's invoices.”

QUESTION: The contractor still incurs costs once a flight has been scheduled, especially given the short notice being discussed, will FEMA reimburse the contractor for costs associated with flights cancelled after the task order has been issued?

ANSWER: To be determined at Task Order level

31) GENERAL QUESTION: Does the government require a predetermined amount of insurance coverage per type of aircraft? If so, what are the amounts required?

ANSWER: Industry standard

32) Page 3, 0002

“One (1) hour response time to FEMA RFP and Plane ready in less than 5 hours”

QUESTION: Contracting aircraft outside of normal business hours can result in delays. With this in mind, a one hour response time is sufficient to provide an initial market survey. Will to government provide additional response time (e.g., four hours) for requests made outside normal business hours?

ANSWER: To be determined at each RFP

33) GENERAL QUESTION: Will the government allow the contractor to charge the government for actual labor costs incurred for preparing responses to an issued RFPs in the event the RFP or task order is cancelled?

ANSWER: To be determined at each RFP

34) Page 2, etc., CLIN 0001 and others

Please explain the meaning of the notation "Not Separately Priced" for Lines 0001, 0005, etc. Some lines are identified as "Lots" and descriptions suggest that they may not be priced, but some are prices in "hours" and appear to require pricing. Is the respondent expected to price these lines?

ANSWER: “Not Separately Priced” CLIN is a main CLIN that does not require pricing. “LOT” CLINS required a lump sum. “HR” CLINS require an hourly price per CLIN.

35) Please confirm that the only Cost Reimbursable Elements anticipated to be procured through the contract are positioning/depositioning of aircraft, travel, and ODCs as described on Page 33.

ANSWER: Confirmed

36) Please confirm whether it is the government's intent to mandate Time and Materials prices and invoicing for all of the identified labor categories in the solicitation? If so, please explain how the government will assess contractor T&M billing for these positions when the industry standard for many of them is commercial procurement(subcontracted) using fixed prices, rather than being performed by organic prime contractor employees.

ANSWER: Invoice should be used in accordance to respective task order. T&M prices and invoicing is expected with firm fixed price rates.

37) Page 7, 0005AG

Please confirm whether the government intended to identify insurance for ground equipment as an ODC? If so, please confirm whether the insurance as an ODC is a cost reimbursable line item? Also, please clarify how a respondent should include the price of the insurance in the hourly rate at this time for the ground equipment given the lack of available specific information which would govern the insurance cost, such as term, value of items covered, geographic region, risk analysis, etc.

ANSWER: Insurance not reimbursable

38) Please confirm what type of Cost Reimbursable pricing the government anticipates accepting for cost reimbursable items. For example, the respondent assumes that the government will not expect the contractor to work for free in providing ODCs, arranging travel, and positioning/depositioning aircraft, and will allow cost plus fixed fee or other fee inclusive pricing. There does not appear to be a place in the SF 33 or Attachment 1 for the respondent to place their proposed fee, where should it be noted?

ANSWER: There are no cost plus fee CLINS in this contract

39) Please clarify whether the government expects aircraft hourly pricing to include no fuel, or fuel up to a specified price (a fuel base)? Some places in the RFP state that "all direct costs" will be included in the fixed price line items such as flight hour pricing (fuel is often considered a direct operating cost), but other areas state that fuel is a reimbursable cost. Note: This respondent recommends pricing with a fixed fuel base specified by the government for all respondents, to ensure pricing can be compared accurately.

ANSWER: Fuel cost needs to be included in the hourly rate pricing

40) Page 36, C.3.2(c)

There is a wide range of aircraft that apply to certain categories listed, which will drive the Respondent to price the CLIN for the most expensive aircraft. For example, Twin-Engine Turboprops with 4-92 seats can range in price by many thousands of dollars per hour. Will the government consider a more detailed or specific breakdown of the aircraft categories Intermediate Jet Class, Large/Jumbo Passenger / Cargo, Twin-Engine Turboprop Passenger/Cargo and Helicopter to ensure respondent pricing is comparable for evaluation?

ANSWER: See section C.3.2.C-5

41) Page 37, C.3.2 (d)

Please clarify what types of vehicles are referred to in the referenced section. FEMA or government vehicles? Vehicles required for support of contractor aircraft? Does the need for "commercial vehicle carriers" refer to ground carriers? Is this stating that the contractor needs to have plans to move government vehicles by ground if air assets are not available?

ANSWER: Vehicles refer to commercial vehicles for support of the contractor’s aircraft mission. The contractor may be required to move vehicles by ground if movement of ground vehicles by air transport services is not possible and/or available to support the related ground movement of survivors and/or equipment.

42) Page 37, C.3.2 (e)

Please confirm whether the government intended to state "no less than" 2 hours prior to the established landing time rather than "no more than" 2 hours prior?

ANSWER: No more than" 2 hours prior

43) Page 37, C.3.2.1 (b)

Please clarify whether the reference to "at least 10 hours per day utilization of each aircraft" refers to 10 hours of flight time or 10 hours of crew and aircraft availability?

ANSWER: 10 hours of flight time

44) Page 78 I.21 3052.209-70 (f)

Please confirm whether respondents are required to populate Section (f) Disclosure in their response?

ANSWER: Yes

45) Page 100, 5. Price Proposal Instructions

Please clarify the requirement to possess an "adequate accounting system". The referenced FAR clause does not define an "adequate accounting system" but addresses the applicability of specific contract types.

Questions:

Should the respondent assume that statements from cognizent federal auditors or other agency officials are the only acceptable evidence of an adequate accounting system?

ANSWER: No

Does this reference prohibit responses by small businesses exempt from CAS requirements or other entities who do not currently possess an active cost reimbursement or negotiated federal contract?

ANSWER: No

If not, will the government consider conditional awards pending an appropriate inspection of the respondent's accounting system to ensure that the government's interests are protected?

ANSWER: Yes

CLINs 0001AG, 0002AG, 1001AG, 1002AG, 2001AG, 2002AG, 3001AG, 3002AG, 4001AG, 4002AG request prices for helicopters services. C.3.2(c) 7. Broadly describes the operational requirements for helicopters.

46. Is there a requirement for helicopter External Load Operations? Are helicopter operators required to have 14 CFR133 certification?

ANSWER: Yes if supporting a state evacuation response mission that is specific to the requirements addressed in FAA’s 14 CFR133 policy and any other applicable state specific requirements.

47. Helicopters are not mentioned in Attachment 4 – Hurricane Charlotte Scenario, are there any planning assumptions for helicopter operations?

ANSWER: No

48. In accordance with L.3 is an operator that only operates helicopters eligible for award of the helicopter only CLINs?

ANSWER: No

49. We do not currently have an audited DCAA accounting system however our system is capable of meeting all requirements of FAR 16.301-3(a)(1). Can we have the system audited after contract award and prior to performance?

ANSWER: No