Draft RFP Responses to Questions.pdf

Responses to Industry Questions submitted February 4, 2011, regarding the KPSC Draft RFP NNK11361110R

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Draft RFP Question NASA/KSC Disposition

1 A A-1 When is the proposal due? KPSC Proposals will be due approximately 60 days after the final RFP is released.

2 B.1 B-1 Part I, Section B.1 Supplies and/or Services to be Furnished: In the table to be completed by the Offeror, for CLIN 001 (FFP) Program Management, there is a note “ (if proposed as a direct cost)”.

In the current contract for this PWS, is Program Management billed separately as indicated with providing a unique CLIN #, or is it incorporated as a % into the other technical services CLINs?

Final RFP has been revised, CLIN 001 is not separately priced. Instructions on pricing program management will be incorporated into provision L.23(b)(11)(ii)(A)(21) of the Final RFP.

3 B.1 B-2 CLIN

Vehicles:

How many vehicles do we as the vendor have to supply?

Please provide the following basic information to cost the maintenance and fuel for CLIN 007: vehicle make, model, mileage estimates, and on- and off-road utilization.

The RFP instructs offerors to lease vehicles through the General Services Administration (FAR 52.251-2, Interagency Fleet Management System Vehicles and Related Services); these costs will be reimbursed by the Government as contract line item 007.

A listing of GSA vehicles from the incumbent contract is available in the bidders library (http://kpsc.ksc.nasa.gov), which contains vehicle year, make, model and current mileage and rates. On and off-road usage data is not available. The Government is providing a bottom-line plug number for providing a bottom line plug number for evaluation purposes, therefore offerors are not required to propose specific numbers, types or costs for vehicles.

4 B.2 B-3 When there is Extra coverage for special events or launches, are they billable?

Special events requiring additional posts will be handled as IDIQ, through the issuance of task orders. See Draft RFP, clause B.2, page B-3.

5 Are there any fines for non-compliance? Question not clear.

6 B.6 B-6 all The Firefighters Defined Benefit Retirement

Plan is ongoing within the current CBA, not frozen as listed in this section.

The current plan, expiring at the end of the IPSC, will be frozen at the conclusion of the IPSC and will then transfer to the successful KPSC offeror as a frozen plan.

7 B.6 B-6 B.6 Firefighter Defined Benefit Pension Plan: The draft RFP states that the contractor should sponsor the "defined benefits".

Do we have an option not to sponsor the benefit? If not, where are the "defined benefits" listed? Additionally, how do we validate the reserve fund? Is it fully funded?

No. Draft RFP, clause B.6, page B-6, states, "The contractor shall sponsor the “defined benefit” plan throughout the life of the contract or until the ordered termination of the “defined benefit” plan by the Government." Details of the plan valuation will be provided to the successful offeror during the transition or phase-in period. As a cost no-fee contract line item, the cost risk is assumed by the Government.

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8 G.14 Are Holidays billable? For employees that work on a holiday, holiday pay is to be included as part of the firm fixed price. For employees that don't work on a holiday, refer to Draft RFP provision L.24(b)(11)B(1), paragraph d (page L-32) and paragraph m (page L-39), on how to address holiday pay.

9 H.7 How many holidays are observed by NASA? See Draft RFP clause H.7, page H-6, NFS 1852.242-72 Observance of Legal Holidays

(AUG 1992).

10 J-01 PWS N/A N/A Please provide the current retention rates at KSC for the security and fire protection services forces?

Expanded Question: We know that with the loss of the shuttle program, and the layoffs of several thousand contractors over the past few months and over the next few years, the dynamics of Kennedy Space Center will change dramatically from where it is now. In addition, we also know that there will be a stronger emphasis on commercialism.

Do you believe that these changes will result in a change on how the security and fire protection programs will be run in the new contract and if so, how?

Not available.

The KPSC PWS is based on known requirements of the Kennedy Space Center accounting for the conclusion of the shuttle program., p g

11 J-01 Performance Work Statement

1 Attachment J-01 Performance Work Statement: Contract Overview, Paragraph 6 indicates that “The Contractor shall develop overarching Associate Contractor Agreements (ACAs), detailed Memorandums of Understanding (MOU), and Memorandums of Agreement (MOA) with other KSC contractors to facilitate integrated working relationships.”

How many agreements and memorandums will have to be developed? Must these agreements be completed entirely during transition?

Draft RFP clause H.25, page H-17, Associate Contractor Agreements (ACA) describes in more detail the objective of the agreements and with which associate contractors they should be developed. There is no requirement to complete the agreements during the transition period. The Final RFP will be modified to delete the reference to ACAs in Attachment J-01, Contract Overview, since it is addressed in clause H.25.

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12 J-01 Performance Work Statement

1 Attachment J-01 Performance Work Statement: Contract Overview, Paragraph 5 indicates that “The KPSC will be expected to support surges of activities and tasks that are considered normal workload fluctuations and are captured in the provided annualized workload indicators identified in Attachment J-02.” However, in the tables provided in Attachment J-02 Workload Indicators the workload is only provided on an annual basis with no indication of workload fluctuations.

Would NASA consider for at least the labor intensive tasks providing some indication of the range of work load fluctuation? For example, the table indicates for 4.3.1.-01b KSC Temp Pass the KPSC would handle 45,000 temp passes a year.

Would the work load range close to 3750 temp pass requests a month, or are there significant surges around special events where the workload could double or even triple?

The provided annualized workload indicators do not include any surges identified in the PWS Contract Overview paragraph 5 statement. Final RFP will be revised to correct statement and remove the reference to Attachment J-02 Workload Indicators. The Workload Indicators will be incorporated into the Final RFP under Section L, as attachment L-08, as reference information for consideration in proposal preparation. Surges from normal workload fluctuations are expected to be readily handled with the baseline staff. Surges due to special circumstances are expected to be handled with PWS Section 6.0, IDIQ task orders.

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Throughout the PWS and other sections of the RFP there are numerous references to compliance with Data Requirements Documents (DRD) which were provided in Attachment J-06. However, the majority of these DRDs in turn reference other documents which are NASA or KSC specific plans, procedures and requirements. These referenced documents listed in Attachment J- 04 as Compliance Documents actually contain the requirements for compliance, expectations for work performance or specific instructions/directions for task accomplishments. For example, in Attachment J-01, PWS Section 1.2 Safety and Health, the KPSC is required to prepare a Safety and Health Plan that shall comply with the following documents:

• KNPR 8715.3, KSC Safety Practices Procedural Requirements

• NPR 8621.1, NASA Procedural Requirements for Mishap and Close Call Reporting

• NPR 8715.1, NASA Occupational Safety and Health Requirements

• NPR 8715.3, NASA General Safety Program Requirements

2 1.0 Yes, the subject documents are available through the KPSC Bidders Library (http://kpsc.ksc.nasa.gov)

J-01 Performance Work Statement

Program Requirements

• NFS 1852.223-74, Drug and Alcohol-Free Workforce (March 1996) (Deviation).

However, these other documents which are essential for an Offeror to understand the scope of work and to develop firm fixed price estimates were not provided with the draft RFP. Will NASA provide these referenced documents in a reference library?

14 J-01 Performance Work Statement

17-24 3.2.1- 3.2.21

Is an incumbent employee current level of training recognized as meeting qualifications for their held positions?

In that are all current firefighters are to be grandfathered into qualifications for the positions that they now hold?

No incumbent employee will be grandfathered in based on their currently held position. All KPSC Fire Services combat personnel shall meet the requirements of attachment J-01 section 3.2 Fire Services Training and Certifications.

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15 J-01 PWS - WBS

3.0 Fire Services

24 3.3 Do all incumbent employees currently meet the physical fitness standards relevant to their positions as outlined in attachment J-01, 3.3 Fire Services Physical Fitness Standards?

KPSC physical fitness standards identified in attachment J-01, Section 3.3 are different than the current IPSC contract. IPSC incumbent employees are annually tested to the following which are performed in successive order, in a time frame of 7 minutes or less, and while wearing protective clothing: (1) Ascend and descend 75 feet of stairway (MDD or VAB stairwell) while carrying a 14 pound simulated high rise pack. (2) Using a 1/2” to 5/8” rope, hoist a 50’ roll of 1-3/4” hose with nozzle to a height of 50 feet. (3) Lift, drag or carry a 170 lb. mannequin a distance of 85’. Protective Clothing is a full structural firefighting bunker gear (coat and pants), NFPA approved structural firefighting boots, Self-contained breathing apparatus (SCBA) with a composite bottle, of the employee’s choice, used by the KSC/CCAFS Fire Department. Employees will wear the face mask, maintain an adequate respiratory seal and breathe SCBA bottled air while performing the CTT evaluation.

16 J-01 PWS - WBS

1.0 Program

Management

25 3.3.7 Why was the CTT changed from the current NASA and CBA agreements?

The Combat Task Test (CTT) requirement described in Attachment J-01 section 3.3 standardizes the agency Fire CombatManagement standardizes the agency Fire Combat personnel physical fitness requirement for all NASA Centers with contracted fire services.

17 J-01 Performance Work Statement

26-27 3.4 What is the number of Fire Inspectors required?

The number of fire inspectors is to be determined by each Offeror based on their approach to meeting the solicitation requirements.

18 J-01 PWS - WBS

4.0 Security

Services

30 4.0 With the Shuttle Program concluding on KSC, is there a revised listing of security posts with days/hours of operation?

Because this is a FFP contract, do the staffing tables in the PWS (J-01, Section 4.0 Security) account for any projected changes in mission(s), down-sizing, or reductions in force, or are all such changes covered in 1.6—Work Management?

The PWS (Attachment J-01) does not mention launches and landings and there are no workload indicators (Attachment J-02) for this mission. Absent this information, does the Agency expect any input on this mission in the contractor’s proposal and if so, what should it be based on, or is the DRFP silent on the subject because no input is expected?

The KPSC PWS is based on known requirements of the Kennedy Space Center accounting for the conclusion of the shuttle program.

No input is expected, the requirements described in the KPSC RFP are based on the future view of the Kennedy Space Center after the shuttle mission is complete.

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19 J-01 Performance Work Statement

34 4.1.1.2 Could the government be more specific about K-9 Housing? Is this Contractor of Government Furnished?

K-9 Housing is a Government Furnished Facility (i.e. Facility K6-2496B, CANINE

KENNEL AND ADMINISTRATION

BUILDING) as identified in Attachment J-13, Government Furnished Facilities. The PWS Attachment J-01 will be revised in the Final RFP to clarify.

20 J-01 Performance Work Statement

46-48 5.2 Could the government be more specific about Law Enforcement Credentials for Range Masters, Instructors, Training Managers etc?

Would the government prefer FLETC Certified instructors or are NRA and Post Certified Instructors acceptable?

How many KSC Instructors and Combat Arms Instructors does the government require?

The requirements for law enforcement credentials and training certifications will be incorporated into attachment J-01 PWS Section 5.2 for Final RFP. Reference Table 5.2, KSC Security Training, for KSC Internal and Combat Arms Instructors requirements.

21 J-01 PWS - WBS

5.0 NFLET

47 5.3 Do all incumbent employees currently meet the physical fitness standards relevant to their positions as outlined in attachment J-01, 5.3 Security Officer Physical Fitness Standards?

KPSC physical fitness standards identified in attachment J-01, Section 5.3 are different than the current IPSC contract. IPSC incumbent employees are annually tested to the following: Exit vehicle/open trunk/grab baton-flashlight,100 yard run, Obstacle course (40” wall, three hurdles (24”, 12”, 18” high), serpentine pylon maneuver, low crawl) - total length 115’),50’ sprint/150 lbcrawl) - total length 115 ),50 sprint/150 lb dummy drag for 50’/50’ sprint, Obstacle course (repeat), 100 yard run (repeat), Return baton-flashlight to trunk/enter vehicle, Completed within eight (8) minutes to pass

22 J-09 Screening Requirements

1 Attachment J-09, 1.0 – Is there a cost associated with using the MESC? (cross reference Attachment J-12, p. 1 Government Provided Services)

Section 1.0 – States “Medical examinations are provided under the KSC Medical and Environmental Support Contract (MESC)”.

Will a fee be assigned to the contractor for each exam? If so, could you please provide the estimated costs for these medical exams?

No, the services of the MESC are provided by the Government without charge to the KPSC.

There is no fee for the medical exams.

23 J-09 Screening Requirements

1 Attachment J-09, 1.0 – Do all incumbent employees currently meet the first responder medical standards?

KPSC physical fitness standards identified in attachment J-09 are different than the current IPSC contract. Active first responder personnel have passed an annual Medical physical exam by the KSC Medical and Environmental Support Contract (MESC), similar to the KPSC requirements. The psychological requirement is a new requirement for the KPSC.

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24 L.3 L-6 Was there any consideration given to a Cost Plus Contract considering the volatile unknowns such as health care?

Various contract types were considered during acquisition planning. Fixed price was deemed the appropriate contract type for the bulk of the contract effort, with cost no-fee contract line items for items with greater cost risk. Draft RFP, Clause I.1.A, page I-2, FAR 52.222-43 Fair Labor Standards Act and Service Contract Act—Price Adjustment Multiple Year and Option Contracts, addresses contract adjustments.

25 L.4 L-6 What is the ratio breakdown for the small business partner in this venture?

See the Draft RFP, provision L.4, page L-6, Small Business Considerations, reference 13

CFR 121.103.

26 L-07 Contractor Furnished Equipment to purchase

L-10 NA Will a net-book-value (NBV) be provided for the capitalized assets listed within Attachment L-07?

Attachment L-07 provides a list of Contractor Furnished Equipment for Sale to the Successor Contractor. Should the Offeror include an estimate for purchase of this equipment within the cost proposal? And if so, within which CLINs?

The net book value will be incorporated in to attachment L-07 for each item under the final

RFP.

Draft RFP provision L.13, page L-10, discusses the “Option to Purchase Incumbent Contractor-Owned Capital Equipment & Material in Stock”. Each offeror must determine if it would be prudent to purchase anything identified in attachment L-07 to fulfill the requirements of the PWS and to include all costs associated with meeting the requirements into their cost/price proposal.

27 L 20( ) Off L 14 L 20 t t th ll l t i fil t b S d i d l tt f it t d27 L-20(c) Offeror Acceptance Period

L-14 L.20-c states the all electronic files must be searchable and shall not contain scanned documents.

Are scanned signed letters of commitment acceptable? Are scanned signed letters of release (in the Past Performance Volume) acceptable?

Scanned signed letters of commitment and signed letters of release, included in the past performance volume, are acceptable. The Final RFP will include an exception statement in provision L.19(c).

28 L-20(g) Offeror Acceptance Period

L-15 L.20-g states that non-text illustrations, captions, figures, tables and graphic text may use a font no smaller than 12 point.

Can bidders reduce the size of graphics on a page, thereby reducing the appearance of a 12-point graphic?

No. All graphics shall be in compliance with Draft RFP provision L.20(g), page L-15.

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29 L.20(l) M.2.C

L-16 M-1

N/A How significant a role do you anticipate preventive measures involving investigations and new technology will play in this contract versus previous contracts?

Expanded Question: We believe that new technology particularly as such technology relates to prevention of crimes or hostile acts on KSC can prove to be extremely helpful in deterring problematic actions, and could result in a reduction in the need for man hours in other areas. Will KSC provide an opportunity within the RFP for bidders to offer innovative ways to move KSC into what may be deemed as a technologically different direction but could result in more security or better fire protection services?

Proposed unique or innovative approaches are discussed in Draft RFP provision L.22.A(1)(a), page L-19, and will be evaluated in accordance with Draft RFP provision M.3.A(1), page M-2.

Proposed enhancements are discussed in Draft RFP provision L.20(l), page L-16, and will be evaluated in accordance with Draft RFP provision M.2.C, page M-1. This will be revised in the Final RFP to clarify.

30 L-21 Delivery Instructions for Bids/Proposals

L-17 L-18

N/A Please confirm the delivery address listed in paragraph (b) for "Commercial Delivery Service" as the building number indicated within this paragraph differs from that which is listed in paragraph (g).

The Draft RFP language under provision L.21(g), page L-18, will be removed from the final RFP.

31 L.21 Delivery Instructions for Bids/Proposals

L-18 N/A Paragraph (h) states that it may be possible that the receipt of proposals date could coincide with a scheduled Space Transportation System (STS) launch, and that access to the CIAO may be restricted both

The launch manifests are at the following url http://www.nasa.gov/missions/highlights/sche dule.html The offeror is responsible for monitoring this website for any changes in launch scheduleaccess to the CIAO may be restricted both prior to and after the scheduled launch time therefore, offerors must plan accordingly to ensure their offer arrives at the CIAO prior to the date and time set for receipts of proposals.

Will offerors be provided with a list of launch times to ensure receipt of Volume II as well as the remaining Volumes as the submittal dates differ?

website for any changes in launch schedule which may affect proposal delivery.

This information will be incorporated into the Final RFP under provision L.20(g), formerly Draft RFP provision L.21(h).

32 L.22(B)(3) L-21 NA “ Management” of other areas such as information assurance and emergency response / preparedness is mentioned just as much as protection.

Will Key Personnel resumes be required for Managers for IT, Emergency Response (COOP), Facilities Management, Armorers etc be required?

No. Reference Draft RFP provision L.22.B(3), page L-21, Key Personnel, The Offeror shall identify the personnel being proposed for the following key positions – Program Manager, Chief of Security, and Fire Chief.

33 L.22(B)(4) L-22 Are health benefits required for security officers in this bid?

For benefit information refer to the Service Contract Act and applicable Wage Determination.

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34 L-23 Volume II - Past Performance

L-23 N/A Paragraph (a) item (5) requests offerors to provide a discussion of their past performance and experience in recruiting, staffing, certifying and retaining a highly qualified work force, including key personnel and critical skills.

Would you please indicate if these discussion points are to be in reference to the three (3) past performance contracts provided within this Volume or is this a general discussion for all company past performance?

The requested information (discussion of their past performance and experience in recruiting, staffing, certifying and retaining a highly qualified work force, including key personnel and critical skills) should be related to the 3 previous or current contracts that offerors choose to demonstrate relevant past performance.

35 L.24(a)(2) L-26 N/A Does the 60 day transition period begin prior to October 1 or on October 1, 2011?

Phase-in is expected to occur on Sept 1, 2011 through Oct 31, 2011 as stated in the Draft RFP, provision L.24(a)(2), page L-26.

36 General Because the response deadline for this round of DRFP questions did not allow time for incorporating observations from this week’s site visit, will we be given the opportunity to ask further questions based on assimilating the information from the visit?

Will NASA release a revised draft RFP incorporating feedback from the site visit?

Will we have the opportunity to ask additional questions before the final RFP is released?

A revised Draft RFP will not be released.

Questions regarding the final RFP will be addressed in provision L.17 of the final RFP.

questions before the final RFP is released?

37 General What are the pay rates (wages) for each of the positions currently?

The incumbent contractor's pay rates are not releasable. The minimum pay rates provided for in the current wage determination and collective bargaining agreements are contained in the KPSC bidder's library (http://kpsc.ksc.nasa.gov).

38 General What are the insurance requirements for this contract? (Can you please provide a sample certificate of insurance)

See Draft RFP clause I.1.B, page I-4, NFS 1852.228-75 (Oct 1988) Minimum Insurance Coverage.

39 General Do we as the vendor supply the K licensed instructor and Armors for contract? If so how many?

Yes, the number of K-Licensed (State of Florida Certified Firearms instructor) or NASA determined equivalent instructors and armorers is to be determined by each offeror, based on their approach to meeting the requirements of the PWS (see Table 4.1.1, Security Operations – Posts and Table 5.2, KSC Security Training)

40 General Does the K license officer/trainer have to travel to other NASA facilities to conduct trainings? If so is he granted government travel?

No, the K license officer/trainer will not have to travel to other NASA Centers.

41 General Will some of the current incumbent officers be able to stay on?

The successful KPSC offeror will determine what portion of the current staffing to retain.

42 General Is there any equipment not discussed in paperwork we need to purchase?

The successful KPSC offeror will determine what equipment to purchase to ensure successful performance of the contract.

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43 General Does NASA supply all weapons, communications, cell phones and office equipment necessary to perform this contract

NASA will supply weapons, communications, cell phones and office equipment in accordance with Attachments J-02, J-14, J-15, and L-06. Attachment J-02 is revised in final RFP.

44 General Is there a performance bond required for this contract?

No

45 General Is there a bid bond required for this project? No 46 General Does NASA have a living wage ordinance in place?

No. Wage rates are addressed by the Service Contract Act and the applicable Wage Determination. See the bidders library for wage determination information http://kpsc.ksc.nasa.gov

47 General N/A N/A We know that there are several unique features and issues that KSC security and fire protection services face that are not only unlike most security and fire protection contracts with the Federal Government, but are unlike the security and fire protection contracts within other NASA facilities. For example, and hypothetically speaking, suppose there is a tanker spill that occurs on the Phillips Parkway resulting in hazardous materials (i.e. ammonia or hydrazine) leaking into both the Atlantic Ocean on land and the Banana River and there is a fire and ammonia and/or hydrazine is released into the air near

All emergencies responses are to be managed using the National Incident Management System (NIMS). The KPSC will function as the incident commander for all emergency incidents on KSC. Additional support elements will be added as necessary to mitigate the incident. Once the emergency incident shifts from response to recovery, the Hazardous material clean-up is performed by other KSC contractors. Coordination with other Federal agencies and local governments will be accomplished in accordance with the KSC Emergency Management Plan.

and/or hydrazine is released into the air near several facilities where employees are located. Thus, the efforts of the fire protection services, security, emergency management would have to coordinate with several federal and state agencies in addressing the spill.

The Federal Government and State of Florida have concurrent jurisdiction at KSC. This means the legislative, executive, and judicial authority of both governments are recognized.

Information on handling criminal incidents occurring on KSC can be found in PWS 4.1.1.3.

Can you tell us about the concurrent jurisdiction process that is involved in an emergency response for an example like the one above, and the legal jurisdiction as to who security should contact when security or criminal type issues arise both on public and private parts of the facility, as well as how it is determined at KSC as to who will take the lead?

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48 General N/A N/A Again, we know that there are several unique features and issues that KSC security and fire protection services face that are not only unlike most security and fire protection contracts with the Federal Government, but are unlike the security and fire protection contracts within other NASA facilities. For example, much of KSC is a wetlands with over 100 endangered species, any fire protection project will have to take into consideration the environmental ramifications that may occur as result of addressing such fire.

We also know that KSC has numerous RCRA and CWA Permits, as well as many MSDSs throughout the facility. These areas have to be secured particularly if there are RCRA permits involved.

How are the efforts coordinated between the environmental sections and the security and fire protection services to ensure that not only that security and emergency response concerns are address, but that environmental compliance is maintained?

The Emergency Planning and Community Right-to-Know Act (EPCRA) establishes requirements for Federal, state and local governments, Indian Tribes, and industry regarding emergency planning and "Community Right-to-Know" reporting on hazardous and toxic chemicals. Refer to Sections 311, 312 requirements (EPCRA Tier II) and Section 313, Toxic Inventory (EPCRA TRI). NASA Environmental Management Branch (EMB) office submits the EPCRA Tier II and TRI data to the appropriate regulatory agencies for the entire Center. In addition, EMB also internally sends the information to the NASA Emergency Management Officer (NEMO) on March 1st annually. The NEMO will do the following with the annual EPCRA Tier II Data: 1) A copy of the data will be sent to KSC Fire Chief who will put it in the emergency response vehicle. 2) A copy of the data will be placed at the PSCC. Releases of hazardous waste and hazardous materials should be prevented or minimized during an emergency response

(this includes preventing releases to surface(this includes preventing releases to surface waters or conveyance systems that lead to surface waters). KSC has dozens of hazardous waste storage areas (permitted hazardous waste storage facility, dozens of 90 day hazardous waste storage areas, and dozens of hazardous waste satellite accumulation areas). In the past, the Environmental Office has provided lists of hazardous waste storage sites to fire protection services personnel for the purposes of inspection and emergency response planning. RCRA regulations require site-specific contingency plans to be posted at each 90 day hazardous waste storage area.

These contingency plans contain information about what wastes are stored at the site. The individual organization and Contractors are responsible for hazardous waste site compliance and contingency plan information.

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49 M - Section M-4 M.5 Section M.5 Cost/Price Factor evaluation criteria indicates evaluation in accordance with FAR 15.4, with “particular attention to 15.404-1(b). This FAR section specifically describes a price analysis technique as a “process for evaluating a proposed price without evaluating its separate cost elements…”. As such, the proposal instructions and level of cost detail required appears to be in conflict with the price evaluation. Does the Government intend to review and possibly revise the level of cost detail required for submission of proposals for the solicited firm fixed price contract?

Provision L.23, previously Draft RFP provision L.24, has been revised in the Final RFP. The level of detail requested by the Government is necessary to support proposal evaluation as described in Section M.5.

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