A0004 - Q A for DFSP San Pedro 12-R-0517.pdf

Q&A for DFSP San Pedro solicitation SP0600-12-R-0517

Technical questions:

• At the site visit it was stated that the Guards were going to be reclassified as “Watchman”. Could DLA explain what the job description of Watchmen would be and is they can have collateral duties? What Wage Determination code would be used for a Watchman?

A: The term “watchman” or “unarmed watch/guard” is used to distinguish between the government provided armed security and the contractor provided unarmed watch/guard. The requirements for the unarmed watch/guard are outlined in PWS section 2.7. Note the changes that have been made. Watchmen cannot have collateral duties. Wage determination code is “Guard II”.

• Per PWS section C-1.4, the third sentence requires submittal of “performance based plans”. Does this refer to the plans required by paragraph C-1.5 or are there additional requirements? If additional, please specify what is intended.

A: Yes, refers only to the plans outlined and required in C-1.5.

• PWS section C-1.5 and C-1.6 both address a computer software program for administering the preventative maintenance program. C-1.6 states that such software shall remain the property of the government. Does the government currently own the software program that is currently in use or does the government intend that offerors should propose a software program to be ultimately turned over to the government?

A: Offeror should propose a software program.

• PWS section C-1.6- What is “Powertrack” and how is it used?

A: PowerTrack is an internet-based freight payment system that allows Department of Defense customers to process invoices electronically. U.S. Bank developed this system for online freight payment and transaction tracking. The Department of Defense adopted PowerTrack as its standard method to pay contracted carriers for DLA Energy product delivery. Google “PowerTrack” for more info. Contractor will be responsible for PowerTrack data input.

• PWS section C-1.10 and C-1.10.1 – What are the Normal Operating Hours? C-1.10.1 implies that they are 0800 – 1630 M – F; however these hours do not appear in Table 1 at all. Why are tank transfers set from 0700 – 1600 if normal work hours are 0800-1630?

A: 0800-1630 M-F is the normal working hours for the contractor management staff.

• PWS section C-1.5 refers to “Chapter 10 Operations and Maintenance Manual”. How can this document be accessed?

A: Government will provide.

• PWS section C-2.1.2 refers to Chapter 10 and 11 of the “Operations, Maintenance, Environmental and Safety Plan (OMES). How can this document be accessed?

A: See above related question.

• PWS section C-2.8 indicates an average of 300 calls per month. Please discuss these calls and quantify workload that results from such calls (i.e. how many of these calls require the Line Rider to simply locate and mark the pipeline versus how many of these calls require digging near or across the pipeline. How many require the line rider has to remain onsite during the excavation)?

A: Although an average of 300 calls per month are received, a majority of the calls are for locations outside the grid (area) and the government pipeline(s) do not need to be marked, and it is just a matter of responding to call center via phone or fax. 7 to 10 times a month the line rider will have to go out and mark the line. 10 times a month the line rider will have to remain on site.

• PWS section C-1.6, Communication Service Requirement – believe there is a typo here, should probable be 33 CFR, Part 154.560 Communications? 154.500 refers to Hose Assemblies.

A: Corrected

• PWS section C-1.6 requires ten intrinsically safe walkie-talkies capable of transmitting and receiving at any point between the DFSP terminal and Pier 12. Are single channel radios currently being used or is a repeater required because of the distance between the pier and the DFSP?

A: Single channel radios are used. There is one government owned repeater at San Pedro in the old guard tower.

• PWS section C-2.1.2 refers to historical receipt data in Appendix E. This data was not included in Appendix E, which is a list of applicable regulations.

A: Reference to historical data is deleted from PWS.

• PWS Appendix E refers to 49 CFR Part 194 and 195. Please confirm that the contractor will not be responsible for the Public Awareness requirements of 195.440, the Integrity Management requirements of 195.452 and Subpart G –Qualification of Pipeline Personnel. If the contractor will not be responsible for these items, what other requirements of Parts 194 and 195 will the government assume responsibility for?

A: Government handles the Public Awareness and Integrity Management. Contractor is responsible for Qualification of Pipeline personnel.

• Paragraph C-1.4 and C-1.5 (last sentence) both discuss the Contract Compliance Plan and refer to Clause L201.

However, Clause L201 does not address the Contract Compliance Plan. Please clarify.

A: Reference to clause has been deleted from PWS.

• During the site visit it was noted that 2 guards (1 civilian contractor and 1 military) were stationed at both the main terminal and at the pier facility. Is a continuation of this practice anticipated and if so, what are the responsibilities of each of these positions and how do they interface? Whose decisions or judgments are to prevail?

A: Yes, government provided armed security at both locations will continue. The only requirement for contractor provided unarmed watch/guard is at the main terminal, not the pier. The requirements for the unarmed watch/guard are outlined in PWS section 2.7. Note the changes that have been made. Government provided armed security will be lead for contractor provided watchmen and their decisions and judgements will prevail.

• PWS paragraph C-1.4 indicates Contract Compliance Plan should be submitted IAW solicitation clause L201;

however clause L201 does not mention the Contract Compliance Plan. Is the Contract Compliance Plan required to be submitted with the proposal? If so, does it count toward the 50-page limit for the Technical and Management volume?

A: See above related question. Contract Compliance Plan does not have to be submitted with proposal, although offeror should make note of all required deliverables and provide a brief outline as to what plans will entail in proposal.

• PWS paragraph C-1.4 states "The contractor shall, for certain tasks, submit performance based plans to provide assurance that the Contractor will meet the performance standards while complying with applicable regulations."

What specific tasks require performance based plans?

• PWS paragraph C-1.5 requires Contractor Detailed Plans be submitted 60 days following contract award to the COR and Contracting Officer for review and acceptance. Plans with the level of detail and specificity required by the PWS cannot be adequately prepared until the incoming contractor has full access to the facility and supporting documents. Would the government consider changing the plan submission requirement to require initial drafts of the plans within 60 days of contract award, with final submissions for COR and Contracting Officer acceptance within 30 days following the contract start date?

A: Request to be considered by the Contracting Officer.

• PWS paragraph C-1.6 provides a list of contractor-furnished items, including Detex swipe strips and truck seals.

Can you provide an estimate of how many of these items we will need to provide?

A: Contractor is to determine the amount and placement of Datex swipe strips. For truck seals, about 30 trucks a day, approximately 2-3 seals per truck.

• PWS paragraph C-1.7.4 describes the PCE system in detail. In one sentence the PWS says that the contractor is responsible for preventive maintenance of the PCE except for the items listed, but the next sentence says that maintenance of the PCE is not a part of this contract. Can you be more specific as to what maintenance actions we would be responsible for in regard to the PCE?

A: Contractor will perform preventative and minor maintenance of PCE such as periodic greasing/cycling of motor operated valves and pumps, but anything beyond preventative maintenance, such as replacement of items, and the items listed in the paragraph, are covered under a separate contract.

• PWS paragraph C-1.9.4.5 describes the requirements for the Fuel Distribution System Mechanic (FDSM). The second sentence, in bold typeface, requires the FDSM to have a minimum of three years experience; however, the fourth sentence in the same paragraph says the FDSM must have two years experience. Which is correct?

A: FDSM is three years experience. General mechanic, which can be FDSM helper, is two years experience.

• PWS paragraph C-1.9.4.5 prohibits the FDSM from having any collateral duties, including maintenance of contractor furnished vehicles. If we were to employ more than one FDSM, could the second individual be assigned collateral duties or does this restriction apply to all maintenance personnel?

A: Restriction applies only to FDSM. Restriction does not apply to a general mechanic who can perform maintenance of GFE and contractor furnished vehicles/equipment, and have collateral duties such as FDSM helper, grounds maintenance, or fill in for pipeline rider as necessary. General mechanic cannot perform collateral duties of FDSO.

• PWS paragraph C-1.10 lists operating hours for the various functions. Are those facilities marked as "24-hours, 365 days per year" actually manned continuously, or are they only manned when operations are actually taking place and on-call for other periods?

A: Yes, but for tanker receipts and pipeline shipment/receipts until the operation is complete.

• PWS paragraph C-2.1.1 describes general receiving operations. Can you provide the receiving rate (bph) and frequency for each mode of receipt, and the average shipment quantities for tanker/barge receipts?

A: Tanker receipt 6500 bph, pipeline receipt 2000 bph, pipeline shipment 3200 bph. See below related questions.

• There are multiple references throughout the PWS to the OMES and the requirement for the contractor to perform operations IAW that document. Please provide a copy of the OMES so that we can properly understand the level of effort required to comply with those procedures.

• PWS paragraph C-2.1.3 references Appendix C for performance standards in regard to quantity variations;

however, Appendix C is actually a list of abbreviations and acronyms. There are several other similar references to Appendix C throughout the PWS.

A: PWS amended to Appendix D. Refer to Allowable Intransit Tolerance Factor and Allowable Storage Tolerance Factor.

• PWS paragraph C-2.2.1 describes general requirements for issuing fuel products, including shipments by tanker and barge. What is the frequency, average quantity, and flow rate (bph) for tanker and barge shipments and how often do pipeline shipments occur?

A: See below related questions.

• What is the average number of daily tank truck shipments?

A: See below related question.

• PWS paragraph C-2.3.2 describes the manual recording of fuel inventory data. Is an ATG system in use and connected to the FAS/FMD?

A: Fuel is manually gage at the end of each month. The ATG system is not connected to FAS/FMD.

• Reference PWS paragraph C-2.4.1 - who conducts the conveyance inspections prior to loading?

A: This is contractor responsibility.

• Reference PWS paragraph C-2.5.2 - is the month-end physical inventory conducted manually, or with the use of

ATG?

A: Yes, conducted manually to validate ATG.

• Reference PWS paragraph C-2.6. Is the containment boom deployed for each tanker/barge receipt or issue? If so, who is responsible for deploying the boom?

A: No, boom is not required to be deployed.

• Reference PWS paragraph C-2.6.1 - can the government provide a copy of the SWPP so we can adequately gauge the level of effort to comply with the plan requirements?

A: SWPPP will not be provided. Requirements are outlined in PWS.

• PWS paragraphs C-2.7.1.9 and C-2.7.2 require the Security Plan to be submitted 30 days after contract award;

paragraph C-1.5 states the plan is due 60 days after award. Which is correct?

A: 60 days for the plan and instructions.

• Reference PWS paragraph C-2.8 - please confirm the number of calls per month for marking the underground pipelines averages 300 per month.

A: There are on average 300 calls per month. See above related question.

• PWS paragraph C-3.2 references contract clause I114; however this clause is not included in the solicitation.

A: Reference to clause has been deleted from PWS.

• Reference PWS paragraph C-3.20 - is the contractor responsible for providing a dumpster or other collection container for trash and recyclable items?

A: Yes, contractor provides one dumpster for Pier 12. Recycle program not required.

• PWS paragraph C-3.24 states in part "The Contractor shall arrange for the inspection, maintenance and repair of security equipment installed at the site." Is this service, included the items listed in the accompanying tables, provided under CLIN 0003?

A: Yes, the contractor must arrange for inspection, maintenance, and repair, of the security equipment via task order.

• PWS paragraph C-5.2.1.1.2 references contract clause I400.09; however this clause is not included in the solicitation. This clause is also referenced in other paragraphs of the PWS.

A: Reference to clause deleted from PWS.

• PWS paragraph C-5.2.2 references contract clause I52-244.2 (Alt 1); however the solicitation contains the basic clause without the (Alt 1) modifier. Which clause is applicable?

A: Alt 1 is the correct version. The solicitation is updated.

• PWS Appendix A lists product reclamation system at the fuel pier. Is this system still in operation? Will the contractor be responsible for reclamation of fuel or waste oil?

A: No, the system is not in operation nor is contractor responsible for reclamation of fuel or waste oil.

• PWS Appendix B lists two boats and motors as part of the government furnished equipment. Is the contractor responsible for maintaining the boats and motors?

A: Yes, operator and preventative maintenance.

• Reference PWS paragraph C-2.7 - are the guards intended to be employed at the Guard I or Guard II - (emergency response) level?

A: Guard II

• During the site walk you mentioned there would be a change in the guard (watchman) requirement. Please clarify what the contractor responsibility will be to provide watchmen and the limits of their duties will be.

A: The requirements for the unarmed watch/guard are outlined in PWS section 2.7. Note the changes that have been made.

• The PWS consistently references compliance with the Operations, Maintenance, Environmental, and Safety Plan (OEMS). However, a copy of this has not been provided. Can the Government provide a copy so that offerors can properly evaluate the requirements?

A: See above related question.

• Can the government provide the average number of Tanker Truck fillstand operations monthly?

A: 350-400 monthly, 30 daily.

• Can the government provide the average number of Tanker receipts/issues monthly?

A: 3 monthly receipts.

• Can the government provide average number of Barge receipts/issues monthly?

A: 1 issue every other month (6 per year)

• Can a map depicting the specific areas requiring grounds maintenance be provided?

A: Yes

• Can the government provide a map of the pipeline route?

A: This will not be provided.

• During the site visit, the gov’t indicated the laboratory equipment would be GFE; however the PWS (REF#) says it is contractor furnished. Please clarify.

A: Laboratory equipment necessary to perform Type C testing is contractor furnished equipment.

• Are any guards required to perform first responder requirements or responsibility?

A: Yes

• Is the line rider required to be present continuously to receipt operations or periodically during receipt operations?

A: Once each day during movements and every other day when nothing is happening. Applies to both receipt line from Pier 12 and shipping line to Kinder Morgan Watson and Carson.

• During the site visit, the government indicated the bench stock and shelving would be GFE; however the PWS (REF#) says it is contractor furnished. Please clarify.

A: Shelving and bench stock of fuel system related equipment is GFE and available for use by contractor as necessary. All tools and materials needed for contractor to perform preventative and operator maintenance is contractor furnished.

• Is it the government or contractor’s responsibility for trash removal at both the main facility and the pier facility?

A: Contractor is responsible for trash removal.

• Is the equipment and materials needed for preventative/operation maintenance contractor or government furnished?

A: Contractor furnished equipment.

• Please clarify the staffing requirements at the fuel pier. Is it the governments intent to have the Fuel Pier area manned 24 hours per day, 365 days per year or just during fuel pier operations?

A: Manned 24x365 by FDSO (Fuel Distribution Systems Operator).

• Section C-2.1.2 Requirements – Last sentence of first paragraph states “Appendix E provides historical receipt data for each terminal.” Appendix E of the PWS identifies applicable regulations. Please clarify?

• Section C-2.1.2 Requirements reads that all receipts be conducted in accordance with Chapter 10 and 11 of the Operations, Maintenance, Environmental, and Safety Plan (OMES). Will a copy of the OMES be made available to bidders?

• Section C-2.1.3, C-2.2.3, and C-2.3.3 Minimum Performance Requirements – Last bullet states “….tolerance defined in Appendix C.” Appendix C is Abbreviations and Acronyms. Please clarify?

A: PWS amended to Appendix D. Refer to Allowable Intransit Tolerance Factor and Allowable Storage Tolerance Factor.

• Our review of the current contract as released under the Freedom of Information Act, specifically P00009, reads that “All Guard I positions specified in the Performance Work Statement are hereby changed to Guard II classifications”. Is it still the Government’s intent that all security personnel be qualified as first responders?

A: Yes

• During the tour of Pier 12, we noted the availability of a portable toilet but find no mention of it as being government provided. Please clarify.

A: Contractor provided if you choose to have one. Reminder - FDSO cannot leave pier unattended while vessel is discharging or loading.

• During the Pre-Proposal tour, we noted the availability of flash testers but find no mention of them as being government provided. Please clarify.

A: Flash tester is contractor provided equipment. See above related question.

• Section C-3.21 Pressure Testing, requires that “All POL lines and the loading arms shall be pressure tested and inspected as per Operations, Maintenance, Environmental, and Safety Plan (OMES) paragraph 13.3…..” Will a copy of the OMES be made available to bidders?

• Section C-2.6 Environmental Protection, 4th bullet, reads “Ensure that contracting personnel are trained in the safe and efficient use of all spill response equipment”. Should this read “contract personnel”? Please clarify.

A: Yes. Correction made to PWS “contracting” changed to “contractor”.

• What is the radio frequency for the San Pedro terminal? Does the contractor obtain one or does the government (DESC) provide?

A: Frequency is 149 furnished by the Government.

• Is an agriculture type tractor and mower required for this contract?

A: Yes, it is recommended.

• Section C-2.7.1.5 levies the responsibility for guards to conduct commercial vehicle inspections. Please clarify the intent of these inspections. Is the Government envisioning the establishment of a search pit?

A: This requirement is deleted from the PWS. This requirement will be performed by the government provided armed security at their discretion. Contractor provided unarmed watch/guard may be asked to assist as necessary.

• Section C-2.7.2, paragraph 7, reads: “The contractor shall conduct exercises of increasing levels of security as force protections levels increase quarterly.” Please explain the process through which increased force protection level measures will be determined and communicated to on-duty guard personnel for implementation. What is the relationship between the uniformed guards observed during the pre-proposal conference and contractor security personnel?

A: Government provided armed security will relay force protection information and instructions to contractor provided unarmed watch/guard. Government provided armed security will be the lead for contractor provided watchmen and their decisions and judgements will prevail.

• Section C-2.7.1.5 levies security responsibilities for DESC AMW, Building 100 without providing any specifics.

For manning purposes, please clarify the scope of security effort the contractor is responsible for. Is the Government envisioning the establishment of a visitor control function?

A: Contractor provided unarmed watch/guard responsibilities for AMW building 100 is after hours/weekend roving watch of exterior of the building. Currently, there is no visitor control requirement for building 100. Building is secured when last government employee leaves the building for the day.

Administrative and solicitation-related questions:

• Reference Attachment 3 – Offeror Submission Package, Cover Page – Paragraph 2 of Instructions states, “The Price Proposal includes: the Offeror Submission Package, a completed Standard Form 1449, Past Performance information, Small Business and/or Socioeconomic Plan(s), and Contractor’s Accounting and Purchasing Systems SOPs. See Section L for submission requirements . . . “

Section L states “…..Offeror Submission Package shall contain completed Representations and Certifications and proposed prices in the Services to Be Furnished and Prices Clause (INT-B34.01…”

Based on these requirements, it is unclear as to which Volume the Past Performance information and Accounting and Purchasing Systems SOPs are to be placed. Does the government want to have this information included in the Price Volume or in another volume? If another volume, please indicate which volume.

ANSWER: Past Performance information and Accounting and Purchasing system SOPs are to be placed in the Price Proposal.

• The CBA only lists labor and benefit rates through 2008. Please provide the escalated rates we should use for calculating labor costs for this contract for union employees.

• When will a CBA with current labor rates be provided?

• Can Appendix A of the CBA be updated with current wages as of 9-1-2011?

• Please provide current wage rates for all CBA covered positions.

• Appendix A of the Collective Bargaining Agreement between United Paradyne Corp and the International

Longshoremen’s and Warehousemen’s Union Local 28 provides the wage rates for CBA employees as of 1 October 2008. It further provides that these rates will be escalated annually based on the Consumer Price Index for “all Urban Consumers, United States-All items (1982=100)”.

Question: In order that all Offerors have the same information, will the government please provide the CBA wage rates that are in effect currently?

ANSWER: See CBA provided as an attachment to this amendment. Page 26 lists current pricing for each job classification.

• Can Appendix B of the CBA be updated with current Health and Welfare rates?

• Please provide current monthly Health and Welfare costs for all CBA covered employees.

• Appendix B of the Collective Bargaining Agreement between United Paradyne Corp and the International

Longshoremen’s and Warehousemen’s Union Local 28 provides the cost of the Medical & Hospital Coverage; the prescription Coverage; The Vision Care; the Dental Care & Orthodontics Care; and Package Rates as of December 1, 2007 for the Kaiser Health Plan or the Health Net Plan. The CBA further states in Section 7: “In order to maintain the current level of benefits provided herein, the Employer agrees to pay any increases approved by the Board of Trustees.

Question: Could the government clearly define the current costs for these plans?

ANSWER: Health Net is currently $2,698.59 per employee per month; Kaiser Health Plan is currently $1,309.65 per employee per month. See page 29 of the provided CBA.

• Please provide the estimated annual (or per employee) costs of start-up and administration charges for IRA’s as required by the CBA Appendix B.

ANSWER: This will not be provided as of this time.

• It is assumed an equitable adjustment will be negotiated after award, to bring the wages and health care cost in line with the requirements of the CBA for all contract periods. Is that correct?

ANSWER: The current CBA expires on September 30, 2012. The winning offeror will negotiate a follow-on agreement with the Union.

• The Position Descriptions at the back of the CBA have some handwritten entries that are not legible. Can a legible copy be made available?

ANSWER: A cleaner copy has been provided. See attachment on Federal Business Opportunities website.