14_June_2013_Solicitation_QA_posted_to_FBO.pdf

QUESTIONS & ANSWERS

SOLICITATION HTC711‐13‐R‐C001

14 JUNE 2013

Q18. HTC711‐13‐R‐C001 SOLICITATION, Page unknown, Paragraph unknown. MISSING CLIN. The solicitation does not have a CLIN for flight cancellations where aircraft depart base of operation (wheels leave ground) for Elmendorf AFB, and for any cancellation by the USAF prior to flight departing after wheels up at base of operation. This is an important CLIN, which keeps the USAF representatives diligent in participating responsibly towards mission success. Without this CLIN, mission success will be reduced easily by a SUBSTANTIAL percentage. Can you replace the cancellation CLIN back into the solicitation?

A18. Per PWS Paragraph 9.1.b.: “Should the government cancel a scheduled flight after the contractors aircraft has already departed its home base en route to position, or has already positioned for a scheduled flight when notice of cancellation is given, the government shall reimburse the contractor positioning and repositioning costs at the established per mile unit price using actual GCSM flown (carrier will provide logbook/automated entry times). The government will incur no liability for costs until the aircraft departs the base of operations to position at JBER.” There is no need for a separate cancellation CLIN as the awardee will bill against SLINs already identified in the SF 1449.

For cancellations, the awardee will be reimbursed for miles flown, as shown in their flight log, times the rate per mile the awardee proposed.

Q19. HTC711‐13‐R‐C001, PWS, Section unknown, Page unknown, Paragraph unknown. Missing detail for USAF providing completed freight manifest to the air carrier flight crew for freight to be loaded onto air craft.

Although Section 2.1, Page 8, Paragraph j (1) address' making sure that the air terminal gets all the documents, the air carrier must have completed accurate manifest to be able to operate the flight, insure accurate weight & balance, for billing documents, and back up files for billed missions (audit‐able documents)(DCAA).

SUGGESTED LANGUAGE:

The USAF air terminals shall provide completed freight manifest with freight description and accurate weights to air carrier. This has been a repeated deficiency, and the only way it gets resolved is because it is in the contract as a requirement. This is also a legal issue with dispatching 121 aircraft in our ops specs. It is illegal to fly without it. Can you add this back into the PWS, perhaps in Section 2.1, Page 8, Paragraph j (1)?

A19. The PWS Paragraph 2.1.j (2) requires the government to use actual scale weight when transporting cargo. Also, under Paragraph 3.1.b the government is required to provide cargo manifesting. Finally, the PWS takes this one step further by having a member of the contractor’s crew make a visual check of the cargo load. It is expected during this visual inspection process the potential offeror would resolve any manifesting concerns, especially if there is a safety of flight concern. If the government’s manifest does not comply with applicable Federal Aviation Regulations then the issue shall be forwarded to this office for resolution.

Q20. HTC711‐13‐R‐C001, SOLICITATION, Section (12). (a)(2) and Standard Form 1449, box 8. REQUEST TO EXTEND RESPONSE DUE DATE. Due to the many missing detail items in the Solicitation and PWS, will you extend the response date by one week (seven days), from June 21st to June 28th, 2013, to allow follow up questions and answers to these important details? This will allow important dialog questions and answers 10 days before response due date.

A20. At this point there is no extension being considered.

Q21. a. HTC711‐13‐R‐C001, Section 2, Page 3, Paragraph e. Accepted Miles. The Great Circle Statute Miles (GCSM) listed between the points in the schedule are the accepted miles for the purposes of performance and payment under this contract. The Alaska Mileage Chart, Attachment 1, has two different distances between two points throughout the table. To use this table, I request that you provide instructions on how to use it. As an example, do I use the longer distance between two points, depending on how I read the chart, or do I use the distance value in the bottom part of the chart going one direction, and the top part going the opposite direction?

A21. a. Refer to Appendix 2, Alaska Mileage Chart. APOE has been added to the left side of the chart and APOD has been added to the top of the chart.

Q21. b. When do I differentiate use of the top or bottom of the chart?

A21.b. See response to A21. a. above.

Q21.c. OR, do we get rid of the chart, and state that we will use the GCSM between two points as calculated via the web site http://gc.kls2.com , "Great Circle Mapper"?

A21.c. See response to A21. a. above. For any points not listed in Appendix 2, Alaska Mileage Chart, Commercial Operations Integrated System (COINS) will be used to determine mileage. Awardee(s) will be required to obtain a Common Access Card (CAC), refer to TRANSFARS Clause 5552.242‐9000, and granted access to COINS.

Q21.d. Re‐routed or diverted missions due to adverse weather conditions will be coordinated through the CO and calculated using Commercial Operations Integrated System (COINS). There is a specific formula for calculating the distance in miles that an aircraft will fly in the amount of time documented for the leg involved with a diversion. Does COINS calculate the formula for each aircraft type, and the speed that each air carrier operates their equipment with, such that the air carrier will be compensated for the time the aircraft is flying during a diversion? Using the distance between two points on the map will not properly compensate the aircarrier duirng diversions when the aircraft may be in a holding pattern, diverted while inroute to a destination, or awaiting instructions from 732 AMS/ATOC while circling or holding. We strongly recommend to continue to use the current formula for diversion pay. THE FORMULA IS: Flight time minutes, times the block speed of the aircraft stated in the "List of Aircraft" in the contract, divided by 60, then multiplied times the unit price. Flight time minutes shall be computed from block out to block in. Payment will then be made in accordance with the appropriate contract terms and conditions. Can you add this back into the PWS?

A21.d. Method of Measuring Distance will remain as written in PWS Section 2, paragraph f. Attachment

2, Alaska Mileage Chart, which is shown in Great Circle Statue Miles. The formula for calculating the distance in miles will no longer be used. Refer to Attachment 1, PWS Section 2, paragraph f & g. Flight log miles multiplied by the proposed rate will be the calculation for payment. For any points not listed in Appendix 2, Alaska Mileage Chart, Commercial Operations Integrated System (COINS) will be used to determine mileage. Awardee(s) will be required to obtain a Common Access Card (CAC), refer to

TRANSFARS Clause 5552.242‐9000, and granted access to COINS upon contract award.

Q22. Section Solicitation HTC711‐13‐R‐C001, Section 2, Pages 3 & 4, Paragraph f. Method of Measuring Distance. Where a flight must be flown between points not included in Attachment 2, Alaska Mileage Chart, distances will be determined by the use of GCSMs as computed and furnished by COINS. The web site "Great Circle Mapper" is a distance calculator that is currently required to be used for determining the distance flown between two points on missions. By continuing to use this tool, it may eliminate unnecessary time spent by USAF in getting back to us with the distances. Use of this tool will also eliminate the inconsitancies that may be found in the Appendix 2, Alaska Mileage Chart (Which is not veiwable from the web site Solicitation due to "Insufficient data for an image". Can we continue to use the "Great Circle Mapper"?

A22. Method of Measuring Distance will remain as written in PWS Section 2, paragraph f. Attachment 2, Alaska Mileage Chart, which is shown in Great Circle Statue Miles. For any points not listed in Appendix 2, Alaska Mileage Chart, Commercial Operations Integrated System (COINS) will be used to determine mileage. Awardee(s) will be required to obtain a Common Access Card (CAC), refer to TRANSFARS Clause 5552.242‐9000, and granted access to COINS upon contract award.

Q23. HTC711‐13‐R‐C001, Section 2, Page 4, Paragraph g. Partial Missions Calculations that support the invoice amount for partial missions shall be clearly identified in the "Description" block of the invoice in Wide Area Workflow (WAWF). There are two methods of calculating charges for Partial Missions, and both should be in the PWS.

They are;

1. Where simple GCSM calculations between origin and destination apply.

2. Where the diversion formula applies.

The simple GCSM calculations are understood in the PWS, but until the diversion formula is put back into the PWS, the diversion calculation is a point of future frustration with billing, and the Defince Contractor's Audit Agency. The Defince Contractor's Audit Agency requires the formula to justify the amount billed. The current formula is: Flight time minutes, times the block speed of the aircraft stated in the "List of Aircraft" in the contract, divided by 60, then multiplied times the unit price. Flight time minutes shall be computed from block out to block in. Payment will then be made in accordance with the appropriate contract terms and conditions.

A23. Statement has been evaluated. PWS 2, Page 4, paragraph (g) will remain as stated. The formula for calculating the distance in miles will no longer be used. Flight log miles multiplied by the proposed rate will be the calculation for payment. For any points not listed in Appendix 2, Alaska Mileage Chart, Commercial Operations Integrated System (COINS) will be used to determine mileage. Awardee(s) will be required to obtain a Common Access Card (CAC), refer to TRANSFARS Clause 5552.242‐9000, and granted access to COINS, upon contract award. IAW FAR Clause 52.212‐5, the contractor is required to maintain pertinent records involving transactions related to this contract for audit purposes. Partial missions will be supported by the awardee’s official Flight logs.

Q24. HTC711‐13‐R‐C001, Section 2.1, Page 7, Paragraph f. The contractor shall position the aircraft at the originating station a minimum of two (2) hours in advance of the scheduled departure time fully configured to onload. Contractor should request estimated amount of fuel on load one and one‐half (1.5) hours prior to scheduled departure time. For 100LL aviation fuel operated aircraft that are required to fuel prior to arrival at Elmendorf AFB, the required two hours advance arrival time is uneccesary and not cost effective. One hour of pre‐staging is sufficient. The following information is provided:

‐ When this provission was written years ago, 100LL aviation gas was available at Elmendorf AFB, but is no longer available on base. Thus, fueling of aircraft is conducted off base for these missions, and takes time that was originally meant to be inside of the 2 hours ‐ By the time qualified personnel who can make a "go / no‐go" decision arrive at 732AMC/ATOC in the mornings, we have already delayed the flight due to, the waiting for a qualified decision maker.

Once a decision has been made for a "go" status of the mission, it takes about one (1) hour at Anchorage to fuel the aircraft and depart for JBER.

‐ On loading of cargo once at JBER normally takes one (1) hour or less for historical missions.

‐ Aircraft fueling does not occur until the mission is a go. Additionally, the weather folks at the sites do not usually come on duty until about 0800. All of this time is very valuable in being able to operate into the high‐latitudinal destinations during day light hours during the long dark winter months (where there is only a few hours of day light in a day).

A24. Statement has been evaluated. PWS 2.1, Page 7, paragraph (f) will remain as stated. Also, per PWS paragraph 2.4.a, the schedule is established through mutual agreement with the 732 AMS/ATOC. There are no schedules listed in the contract. The 732 AMS/ATOC will advise on expected positioning time at least 24 hours prior to the departure time.

Q25. HTC711‐13‐R‐C001, Section 2.1, Page 7, Paragraph g. The GCSMs listed between the Alaska locations under the schedule, in Appendix 2 are the accepted miles for the purposes of performance and payment under this contract. See the comment above about two different total miles between the same two points on the chart depending on how you read it. Can we use the "Great Circle Mapper" web site tool, to assist in determining the miles between two points for the purposes of performance and payment under this contract?

A25. Method of Measuring Distance will remain as written in PWS Section 2, paragraph f. Attachment 2, Alaska Mileage Chart is shown in Great Circle Statue Miles. For any points not listed in Appendix 2, Alaska Mileage Chart, Commercial Operations Integrated System (COINS) will be used to determine mileage.

Q26. HTC711‐13‐R‐C001, Section 2.1, Page 8 & 9, Paragraph (3). The required 6 hours delivery window of the back haul that lands at Ted Stevens International Airport after the normal working day, can be very expesive and ineffective for low priority cargo. Can the language in the current contract stay in new PWS? That language is: ……….In all cases where cargo bound for Elmendorf is diverted to Ted Stevens International Airport due to an emergency or otherwise, the cargo will be transported to Elmendorf AFB by surface transportation within 24 hours after the diversion. The cargo bound for Elmendorf shall not be transported without prior approval of the AMCC. In the event the diversion is due to Contractor controllable reasons, the Contractor shall be responsible for all costs of moving the cargo from Ted Stevens International to Elmendorf AFB. If the diversion is beyond the control of the Contractor, the Government will assume responsibility for moving the cargo from Ted Stevens International to Elmendorf AFB.

A26. The Air Mobility Command standards have changed for terminating cargo. Please include any cost concerns in your all inclusive Great Circle Statue Mile (GCSM) rate.

Q27. HTC711‐13‐R‐C001, Section 2.3, Page 11, Paragraph c. Stand‐By Time. Stand by time should be chargable one and a half hours (1.5 hrs) after the aircraft blocks in, door open, and is ready for offloading. If a destination does not meet the aircraft ready to offload, than chargeable stand by time should apply (not just after off loading, but in a timely manner according to the agreed to schedule and previous delays) due to a delay in the destination's performance, or lack there of. Can you make this change? There are other scenarios that require us to codify stand‐by time when requested to stand‐by.

They are as follows:

‐ On multi‐destination missions, waiting for the weather to improve while still on the ground at the first destination warrents stand‐by time pay.

‐ On multi‐destination missions, while waiting for the second destination runway to open up for any reason due to the destination contractor.

Can you insert into the PWS, after one and a half hours (1.5 hrs) form door closure, Stand‐By time for the scenarios listed above starts and applies?

A27. Statement has been evaluated. PWS 2.3, paragraph c will remain as stated. Stand‐By Time CLINs are included in the SF1449.

Q28. HTC711‐13‐R‐C001, Section 8, page 16, Paragraph missing. Can you replace the paragraph referenceing federal transportation taxes that the contractor is required to pay, and that such taxes are reimbusable? That paragraph is: Any federal transportation taxes that the contractor is required to pay for performance of this contract shall be added to the contractors invoices as a separate item, and the government shall reimburse the contractor, at cost, for the amount of such taxes. Federal transportation tax applies to the total cost of fuel burned to provide air transportation according to the IRS Instructions for Form 720. There is no way to know how much tax to collect inside of the GCSM rate to be all inclusive, when the cost of fuel is a variable. The federal tax liability needs to be in the reimbursable Section 8, Page 16, Paragraph tbd.

A28. As stated previously, the government is looking for an all inclusive rate. The offeror’s Great Circle

Statue Mile (GCSM) is an all inclusive rate with the exception of the items identified in PWS Paragraph 8, Reimbursable Services and Costs and Stand‐By Time, which is priced separately in the Schedule of

Supplies/Services.

Q29. HTC711‐13‐R‐C001, Section 8, page 16, Paragraph d. Can the Monthly Fuel Report be changed to allow billing twice per month for fuel differntials rather than once per month? Current aviation fuel purchasing has tightened up to Net 15 down to daily bank transfers for airlines. which leads to Appendix 4 Monthly Fuel Report Summary. Same question, can this be made into a twice monthly report?

A29. Monthly billing will remain. The monthly fuel report is to make an adjustment on a monthly basis between the established pegged fuel rate and actual price of fuel purchased for the month – if the cost of fuel is more than the pegged rate, the government will pay the difference, however, if the cost of fuel is less than the pegged rate, the awardee will pay the difference. See TRANSFAR clause 5552.216‐9001

Economic Price Adjustment based on Actual Cost of Fuel‐ Airlift (FEB 2009) in the solicitation. Mission billing should be billed after performance through WAWF.

**PREVIOUS QUESTION

Q17. Reference ‐ Section: Pricing (SF1449 Continuation) Page: 6, Paragraph: CLIN 0005 (Reimbursable

Expenditures T&M) Regarding Federal Excise Tax (FET). Will this be reimbursed under CLIN 0005 or should it be included in the cost per mile proposed in our submission?

UPDATED RESPONSE

A17. See response #A28.