Questions and Answers_responses_11-22-10.pdf

Questions and Answers for HSFEHQ-11-R-0007

1. Q: Must the offeror be the owner and operator of the aircraft requested or simply supply aircraft that meet the regulations indicated?

A: Since this is a performance-based acquisition, the Government encourages prospective offerors to submit their best solution that will meet the performance requirements specified in Section 7, in addition to the other requirements identified in the PWS.

2. Q: If bidding as a small business entity is the offeror still required to submit a small business sub contracting plan?

A: Section H.H1 is stating our small business goals. However, in accordance with Section I.9

SMALL BUSINESS SUBCONTRACTING PLAN (JULY 2005) ALTERNATE II (OCT 2001)

(DEVIATION) (a) on page I-7, this clause does not apply to small business concerns.

Therefore, small businesses are not required to submit subcontracting plans.

3. Q: Para 6.2.1 states that the contractor must provide “10 hours per day utilization of each aircraft.” Does this mean 10 hours of aircraft availability or 10 hours of actual flight time in a 24 hour period?

A: The contractor must provide dedicated use of each aircraft for at least 10 hours per day (as required in the task order), which may include on-and off-loading operations, as well as flight time.

4. Q: Para 11(a) states that all personnel must have the proper clearances to enter federal facilities. Does this refer to security clearances? Are there other required clearances?

A: The contractor is responsible for providing qualified personnel that are able to pass a background investigation favorably. The specific security clearance requirements will be specified in each task order; however, secret level or top-secret level clearances are not required.

5. Q: Hourly rates are commonly quoted for the aircraft costs, but do not usually include landing fees, ramp fees, facility fees, freight handling fees, wait time, de-ice, international fees, etc. The requested hourly rate appears to ask for all of these to be included in the hourly rate, but without specific locations, we cannot provide accurate numbers without quoting a higher price to encompass the nature of securing freight handling at areas affected by a natural disaster. A better way to address this is to provide an hourly rate for the aircraft and pass through the additional charges at cost when the task is issued for quotes. This would not only provide better pricing but would provide options and alternatives to consider. Would you be able to provide guidance on how to proceed replying to the solicitation for this matter?

A: These fees have been moved to reimbursable expense items.

6. Q: How would we submit a PMP without specific locations indicated? I believe this solicitation was written based on a previous solicitation (perhaps?) for specific location requirements, though the nature of this request/solicitation seems to not define the specific location and will be based upon the need of an actual emergency.

A: As stated in paragraph 6.1(b) of the PWS, the PMP should depict the organization structure, the assignment of functions, duties, and responsibilities, the procedures and policies, and the reporting requirements that will be used to meet the requirements and associated activities within the PWS. For example, the PMP should include the contractor’s program management processes and procedures such as the steps used to respond to a task order, communications, and risk management process.

7. Q: In an emergency, the military or governmental entity (FEMA perhaps) may be the only personnel available on the ground to load/offload freight. This was evident when we moved relief supplies for Hurricane Katrina and Hurricane Andrew, and various relief efforts throughout the Caribbean. How would this be addressed when submitting pricing and structure for this solicitation?

A: The pricing should be based on PWS requirement 6.2(e), using the contractor’s own resources for loading/off-loading operations.

8. Q: 6.2.1(b) may cause a conflict, in certain circumstances, with the Federal Aviation Regulations for duty day and flight time limitations. How would this be addressed in the structure of the solicitation?

A: As stated in 6.2.1(b), the contractor is responsible for providing sufficient personnel to enable at least 10 hours a day of utilization for each aircraft required. In circumstances where conflicts are identified, all duty day and flight time limitations will be adhered to in accordance with Federal Aviation Regulations. The contractor will be required to immediately notify the COTR of any conflicts that may result in delays that are in excess of one hour from the scheduled departure time. The Contracting Officer will make the final determination. (Amendment Required)

9. Q: Section C Part 7 indicates a requirement to position within 5 hours. Certain flights require a greater time to position, depending on their location. How would you address this requirement in the response to this solicitation?

A: The contractor’s solution should factor in all the requirements necessary to be in position within the 5 hours required for all locations (both CONUS and OCONUS).

10. Q: Areas of operation are issued by the FAA in the air carriers operation specifications, and are often based on the carriers aircraft type and predicted operational areas. The Northern Marianas, Guam and American Samoa are outside of many of the best operators areas of operation. How would you propose addressing this issue in the reply to the solicitation?

A: The number and type of aircraft required for OCONUS areas of operation will vary based on the requirements specified in each task order. The contractor's solution to meeting OCONUS requirements should be addressed within the Technical Approach of the proposal.

11. Q: Would you accept Performance Questionnaires from vendors as well as customers?

A: All past performance will evaluate the extent to which the offeror’s past performance demonstrates their capability and capacity to successfully perform efforts of similar size, scope, and complexity to the requirements outlined in the PWS, regardless of the customer.

12. Q: In reference to Performance Work Statement Sample Tasks, Sample Task 1

The contractor receives a five hour notification that a US&R Type One (heavy) task force needs to be moved from Ronald Reagan National Airport (DCA) in Washington, DC, to New Orleans, LA, airport (MSY). Return of the team will be arranged on a later date. A model US&R Type One (heavy) task force consists of:

Seventy (70) personnel;

Four (4) canines;

73,574 lbs of equipment (1244 cubic feet);

– Fifty-two (52) - 40" x 48" skids; or

– Sixteen (16) - 463 L pallets; and

– Hazmat information will be specified.

Four (4) vehicles (total vehicle weight: 35,800 lbs);

– Two (2) SUVs (Suburban type); and

– Two (2) Pick-ups (Ford F-2S0 type) w/utility trailer and two (2) ATVs.

Note: To be able to maintain personnel and equipment readiness on an ongoing basis for a potential 5-hour notification to takeoff would involve considerable expense and dedicated resources on the part of the contractor.

a. Will FEMA provide some type of retainer fee to the carrier for this service and readiness standard? (For instance, will FEMA provide reimbursement allowance for these standard preparations under a program management TO?)

A: FEMA will not pay readiness costs or retainer fees in the performance of this contract.

b. If the 5 hour notification does not change, does it apply to OCONUS flights as well?

(Guam, Puerto Rico etc.). (More planning is involved for OCONUS flights, making this a little more difficult/unrealistic.)

A: See Question 9. Aircraft must be in position in 5 hours.

c. Are there any other boundaries/limitations on the types of missions this standard would apply to?

A: Typical aircraft transportation requirements are anticipated to allow a 48-hour response period. However, certain emergency situations may require responding within 5 hours from the time that the task order was issued. All efforts will be made to allow for as much advance notice as possible.

13. Q: Does the bidder have the option of bidding on just some of the CLINs or does every bidder have to bid on all the items

A: CLINs 0001, 0002, 0101, 0102, 0201, 0202, 0301, 0302, 0401, and 0402 are small business set-asides. The remaining CLINs are full and open and contractors must bid on them in their entirety.

14. Q: Page B-1, Section B.2 CONSIDERATION AND PAYMENT

Note: The quantity/unit cost per hour varies significantly with the fluctuating cost of aviation fuel, which fluctuates constantly (and sometimes dramatically).

a. Can the hourly operating wait be renegotiated based on the current and future market prices of aviation fuel?

A: No.

b. If not, can the hourly operating rate be the base operating rate of the aircraft PLUS actual fuel expenses?

A: The rate should include all fees applicable to the operation of the aircraft, exclusive of fuel costs. Fuel costs are considered an “Other Reimbursable Expense Item.”

15. Q: Solicitation, pages B-1-21, Section B.2

a. Are Small/Medium Cabin Jet Class and helicopters used for CONUS only?

A. The type of aircraft and location will vary based the requirements specified in each task order. However, it is anticipated that all aircraft types will be required for both CONUS and OCONUS locations.

b. What is the number of aircraft required by type?

A: The number and type of aircraft required will vary based on the requirements specified in each task order.

16. Page B-3, Item 0008A

Note: It seems that 10K forklifts/ k-loaders (for 463L pallets), baggage loaders and air stairs would be the primary MHE that would be required for airlifting the equipment FEMA specified in the RFP.

Q: Can FEMA clarify why they are including a crane/ operator in this RFP?

A: Due to varying operational needs, there may be a requirement to hoist heavy cargo and equipment. The type of heavy lifting equipment required will vary based on the requirements specified in each task order.

17. Q: Page C-3

AIRCRAFT TYPES AND CAPABILITIES: “Ability to provide air ground telephone and data service”

a. What is the intent behind the air-to-ground telephone service and data service?

A: In an emergency operation, it is paramount that communications are maintained to ensure continuity of operations.

b. What bandwidth is being required?

A: The bandwidth required will vary based on the requirements specified in each task order, including CONUS and OCONUS requirements.

18. Q: Page C-4, Section 6.2.1 (b):

The contractor agrees that it shall provide sufficient personnel, equipment and materials to enable at least 10 hours per day utilization of each aircraft required in the task order. The contractor must provide documentation and justification of how the 10 hour per day utilization rate will be achieved immediately to the Government, if requested. If the contractor for reasons beyond its control is unable to provide the personnel, equipment or

0008A Crane Fixed hourly rate

Per hour material necessary to operate its aircraft 10 hours per day, it shall still be obligated to provide the aircraft required under the task order, and to secure the additional personnel, equipment or material through alternate sources capable of meeting FEMA operational requirements. Similarly, if the contractor for reasons beyond its control is unable to provide the aircraft required in the task order and operate 10 hours per day, it will be obligated to secure equivalent aircraft, personnel, material and equipment to operate as if it had the aircraft under its control. Alternate sources must be approved by the COTR prior to performance of any FEMA requirement.

Note: This requirement raises a number of concerns.

The requirement to be prepared to station aircraft within 5 hours of alert would be extremely difficult given the need to accommodate crew alert time, flight filing time, flight time, and load time. The contractor would need a crew/aircraft on an alert status at all times without being reimbursed by FEMA. (However, the 48-hour requirement is potentially feasible.)

The requirement to have aircraft load personnel/equipment, weight and balance, HAZMAT specialist in place 2 hours prior to aircraft arrival is extremely difficult for the 5-hour scenario.

The contractor is responsible to provide transportation of teams and cargo from home unit to departure airfield and from the destination field to the incident site and back again; however, all subcontractors have to be part of the subcontracting plan (furnished by the contractor) and approved in advance by the COTR. This requirement could be extremely difficult to meet as we would have to have subcontracts ready at all possible destinations.

Costing will be difficult due to the great distances (Marianas to Virgin Islands).

Q: Do the 10 hours allude to flight/ground time of aircraft or a 10-hour crew duty day?

A: See Question 3 and 12.

19. Q: Page C-5, 6.2.4 Delays/Diversions

a) A delay at origin or other designated pick-up/drop-off points, caused by factors beyond the control and without the fault or negligence of the contractor, shall be considered as contractor-uncontrollable; a delay for any other reason shall be considered contractor-controllable.

b) When a delay or deviation from task order schedule occurs at any point of a charter for any reason, the contractor shall immediately notify the COTR of any flight delays that are in excess of one (1) hour from the scheduled departure time.

c) CONTRACTOR RESPONSIBILITY DURING CONTROLLABLE DELAYS. If the delay is determined to be chargeable against the carrier, the contractor shall be responsible for any other added costs such as, but not limited to, provisions for security of aircraft, all passengers and cargo, and cancellation or rescheduling charges. Additional charges to the contractor do not include personal costs incurred by the passengers.

d) In the event it should be necessary to offload passengers at any location or station, other than at the direction of the COTR, the contractor shall be responsible for such offloading, passenger care, and safeguarding personal baggage from loss, theft and/or weather damage, reloading and all costs incident to such services until such time as the contractor moves or causes to be moved such passengers to their intended destination or to such other location as directed by the COTR. The COTR shall be notified immediately of any offloading.

Note: Some delays are fairly unambiguous (e.g., weather delays are uncontrollable, but a carrier is responsible for maintenance delays); however, this area is still very subjective and could lead to misunderstanding. For example, what from a carrier’s, perspective delays with Air Traffic Control are uncontrollable.

Question: What is FEMA’s process and standard for determining whether or not a delay is controllable?

A: Delays beyond the reasonable control of the contractor may include, acts of God or the public enemy, acts of the Government in either its sovereign or contractual capacity, fires, floods, epidemics, quarantine restrictions, strikes, unusually severe weather, and delays of common carriers. The contractor will be required to immediately notify the COTR of any delays that are in excess of one hour from the scheduled departure time. The CO will make the final determination as to whether a delay is deemed controllable or uncontrollable.

20. Q: Page C-5, 6.2.5 Reimbursable Expense Items:

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 pay the Contractor the positioning/depositioning cost as indicated under CLIN’s 0013A, 0113A, 0213A, 0313A, and 0413A. Certification showing positioning and depositioning distances and locations shall accompany the contractor's invoices.

Note: A contractor incurs significant expense with just scheduling aircraft and crews before an aircraft ever departs its point of origin.

Q: Will FEMA reimburse the contractor for all costs associated with readying aircraft, flight crews, and ground crews even if the scheduled flight is canceled prior to take-off?

A: These would be actual incurred positioning and depositioning costs and therefore would be paid (IAW PWS Section 6.2.5)

21. Q: Page C-6, Section 7, table, second row. first column

In a disaster/emergency, 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 5 hours after receipt of a task order.

Note: A 5-hour standard is higher than what U.S. Air Force typically can meet unless flight crews are placed on alert.

a. Would FEMA consider paying for the prepositioning of personnel and equipment for such a deployment?

A: See Question 12c.

b. Would FEMA pay a readiness retainer to cover the significant contractor costs associated with maintaining this high level of readiness (which could be a significant amount), similar to common practices for maintaining readiness in the IT Disaster Recovery domain?

A: See Question 12a.

22. Q: C-7, Section 11, Security Requirements, (a)

Security requirements will 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.

a. What specific federal programs and standards (if any) must we meet as a prime contractor in order to comply with this requirement?

A: See Question 4.

b. Would the same requirements be binding upon our Consultants and small airline contractors as entities, or would they be covered under the prime’s compliance (assuming all individuals they provided for the contract met the applicable security requirements)?

A: See Question 4.