Amendment_0007_Question_SP0600-13-R-0526.pdf

SP0600-13-R-0526

DFSP and Joint Base Charleston, SC

August 27, 2013

Question and Answer Amendment 0007

22. Reference PWS paragraph C-5.4.1.4; This paragraph states, “Each storage tank is also equipped with a connection for draining water. For additional information see the DFSP Charleston Operation & Maintenance Manual. Also the Best Management Plan (BMP) addendum to the SPCC Plan should be referenced for detailed operating procedures for draining water from dike basins.” As the referenced documents are not included in Appendix C ‘Applicable Directives’, we respectfully request that they be published in order to provide a better understanding of the requirement.

Can the DFSP Charleston Operation & Maintenance Manual be published?

Answer: Yes; however, a copy of the document can’t not be provided at this time. The contractor has a CD on file; but, the data contained on the CD is too large to email (105 MB file).

By not having a copy for review of this reference prior to the submittal of the proposal will not affect the Technical Evaluation of the offerors proposal.

Best Management Plan (BMP) addendum to the SPCC Plan?

Answer: Section (C-5.4.1.4) in the PWS will be revised to read as follows: “Also the Best Management Plan (BMP) addendum to the SWPPP should be referenced for detailed operating procedures for draining water from dike basins”. The SWPPP is provided (see attachment).

Note: The maps have been redacted from the SWPPP and will be provided after the contract is awarded.

24. Reference PWS paragraph 5.5.1, Tank Vehicle Receipts from the U. S. Army War Reserve Support Command, Combat Equipment Group-Float (AWRSPTCMD, CEG-F); Please provide additional information regarding this activity. Is the referenced vehicle along the lines of a R-11 type of tank truck? What is the historic/anticipated workload of this activity? Where does this activity take place, the CEG-F facility, or the DFSP?

Questions:

a. Is the referenced vehicle along the lines of an R-11 type of tank truck?

Answer: Yes, it is an R-11 tank truck.

b. What is the historic/anticipated workload of this activity?

Answer: The trucks were being filled once a month; however, the requirement has reduced tremendously because the terminal changed to Jet-A+A. Presently, the requirement to provide support has not changed, but it will be reviewed through the requirements department for further assessment.

c. Where does this activity take place, the CEG-F facility, or the DFSP?

Answer: The vehicles/trucks are filled onsite at the DFSP terminal

35. Reference RFP Section L.201 Instructions to Offerors (b): The paragraph states that the technical portion shall not exceed 50 pages ‘excluding CFO resumes’, yet there are no other instructions in Appendix ‘D’ Personnel (page requirements, references) regarding resume submittal with the proposal. Please clarify if there is a resume requirement for this proposal, and if so, what the requirements are.

Answer: Resumes are not required for the technical management section. The PWS contains the requirements of resumes after contract award for key personnel.

Resumes for key personnel are part of the past performance evaluation factor and are limited to two pages each. (L201 para (c) pgs 100-101)

36. Reference RFP 52.215-902.3 Reverse Auction, and Source Selection Plan, IX Schedule of Events:

The Reverse Auction Contract Clause is incorporated to the RFP, yet there is no reference to the auction within the Source Selection Plan. Please clarify if there is to be a Reverse Auction for this procurement.

Answer: Information pertaining to the reverse auction will be provided during discussions. The Government reserves the right to conduct an reverse auction.

37. Reference PWS C-5.22 Contractor-Furnished Communication Services Requirements: The bullet points state that radio encryption shall meet JB Charleston requirements. Please provide information on these requirements.

Answer: Currently, the DFSP contractors have the responsibility to conduct fuel transfer operations (from DFSP to AF Base); while doing so, it requires the fuel operators to use radio frequency methods to communicate. Prior to using any radios to transmit frequencies on the Air Base, the radios must be programed/coded, encrypted through the Air Base LMR trunking system. This requires the contractor to report to the airbase, and physically have all radios programmed that are expected to be used on the airbase. Although, the contractor may determine their choice in the type of radios used, (as long as they IAW the PWS); but presently, Motorola XTS 5000 digital portable radios are used at the fuel terminal. Also, the radios are required to be intrinsically safe (for use in hazardous areas).

38. Reference PWS C-5.22 Contractor-Furnished Communication Services Requirements: The bullet points state that radios (encryption) shall be compatible with the proprietary JB Charleston trunk LMR system. Please provide information on the trunk LMR system to enable contractors to ensure compliance.

Answer: The answer to question 37 also applies to question 38.

39. Reference Q and A Amendment 0004, #8: The answer states that Attachment 4 is the only form for submitting Past Performance information. As this is a questionnaire that customers are to complete and submit directly to the buyer, what is required to be included in the Past Performance section?

Answer: Resumes of key personnel, offeror’s letter of recommendation(s), commendations, and/or awards on contracts which demonstrate relevant experience. (pgs 112-113 under 52.212- 2, Factor 2)

40. Reference Amendment 0004, question #2: How many copies of the Past Performance reference contracts do you wish to receive from offerors? Shall we include this information in a separate volume from the OSP and Technical/Management? Answer: One copy of past performance reference information is suffice per contract/reference. It can be included in the offer in the offer submission package or technical/management volume.

Question: Why is the past performance reference being placed in the OSP or the Technical/Management volume when there is a Past Performance volume per solicitation page 100 of 115?

Answer: Past performance questioners should be sent from the reference directly to the below email address: barry.vanorden@dla.mil. Up to five relevant contracts should be submitted. (L201 para (c) pgs 100-101). A separate volume is not required for past performance.

41. Reference RFP Section L.201 Instructions to Offerors (b): The paragraph states that Section 1 – Operations needs to show “a concept of operations demonstrating an understanding of the relationship with the Buckeye Pipeline Company”; however, we see nothing in the remainder of released documents with reference to this company. Please clarify.

Answer: The reference to the Buckeye Pipeline has been removed by amendment 0007 to the solicitation.

42. Reference Performance Work Statement Paragraph C-5.23.2.1: The paragraph states that operations beyond normal duty hours are to be compensated by the Government. We do not see a specific set of hours of operation for the JB Charleston bulk storage facility; however, we assume they are 0600- 1600 M-F. Please clarify what are the normal duty hours under Firm Fixed Price.

Answer: The current Bulk Storage Operation hours for Joint Base Charleston are located in

APPENDIX “E” GOCO PERFORMANCE REQUIREMENTS (CONTINUATION-2) – JOINT

mailto:barry.vanorden@dla.mil

BASE CHARLESTON, on page-55 of the PWS. The normal operational hours are Mon-Fri 0700-2300hrs, Sat & Sun 0700-1500hrs; however, the contractor shall be prepared to receive product (24hrs per day, 7 days per week).

43. Reference Performance Work Statement Paragraph C-5.23.2.2 and Site Visit: The paragraph states that the Contractor is to perform visual inspections of fuel receipts and to coordinate the sampling and lab analysis of fuel IAW applicable directives. Please confirm that the Government will be performing all aspects of the sampling and lab analyses of fuel receipts.

Answer: Yes, the AF Personnel have this responsibility on JB-Charleston only.

44. Reference Performance Work Statement Paragraph C-5.23.3.2: The paragraph states that PM responsibility and taskings are dependent upon location, yet the referenced Appendix E, refers back to this paragraph. Please clarify a) who is to perform Preventive Maintenance, b) to what extent, and

c) at which locations.

Answer: The contractor must understand that Joint Base Charleston Terminal is a shared facility between the AF and DLA Energy. The contractor will have the responsibility for performing preventive maintenance of tanks (4), (5), and associate parts/pipes fitting, pumps etc. PM will be performed by the contractor IAW section C-5.23.3.2.1. As for upper level maintenance, the contractor will follow the guidance in C-5.23.3.3 SRM/MILCON. Maintenance at the DFSP Charleston Terminal will be executed IAW C-5.13 Property Management and Property Management Maintenance.

45. Page 17 of the PWS states C-5.13.16 – Annual Maintenance Pipeline Pressure Check. The contractor shall perform the annual maintenance pressure check during the month of September for each section of the terminal piping and transfer pipelines as per the OMES Plan. A copy of the test results complete with a narrative of problems encountered shall be provided to the CO within 10 working days after completion of the test. (Reference DOT Title 49 CFR, and Title 33 CFR).

Normally, the Government submits hydrostatic testing of the pipeline is under the DLA Centrally Managed Program (CMP).

Question: Is this not the case in this solicitation or is the Annual Maintenance Pipeline Pressure Check and the Hydrostatic Pressure test to be considered two different task?

Answer: Yes, these tests are to be considered two different tasks. The Hydrostatic Test of a fixed pipeline is conducted every 5-year under the (CMP), whereas the pipeline pressure test is conducted annually by the contractor in effort to be incompliance with References (DOT Title 49 CFR, and Title 33 CFR). It’s the contractor’s responsibility to ensure that the pipeline meets this annual requirement, and when the test is completed, the contractor’s results/findings must be forwarded to the contracting officer for action/record keeping.

46. Sections C-5.13.17 address maintenance conducted on ground rods. Clarify the requirement. The normal testing requirement of ground rods is during installation and if it is damaged or replaced as compared to this paragraph that seems to imply testing is required monthly.

Answer: As outline in C-5.13.17. The requirement is “Checks shall be made monthly and a record shall be maintained of these readings by location”.

47. Sections C-5.13.18 states that generators will be run a minimum 2 hrs per week and the maximum run time per year is 100 hours under non-emergency conditions. Please clarify this requirement.

If the generator is run all 52 weeks for 2 hours per week the minimum run time will be 104 hrs not including over runs. This exceeds the allowable maximum set by the EPA and state of SC air quality regulation which states the operation of generators/engines are limited to a total of 100 hours of non-emergency (i.e. test or maintenance) operation per year, per generator.

Answer: The following modification will be reflected in the PWS under section C-5.13.18 –

Emergency Generator and Driver. Deleting: “The contractor shall operate the diesel driven generator under load of the terminal a minimum of two hours continuously weekly and record this operation on the maintenance record:” Adding: The contractor shall operate the diesel driven generator under load of the terminal in accordance with the following:”

48. Sections C-5.13.18 states that non resettable hour meters will be installed on generators that are not equipped with the meters. How many generators required this installation?

Answer: Three (3ea) generator/engines: all three currently has the resettable meters installed.

49. Section C-3.2 Contract Turnover, states the incoming contractor will be permitted access to the terminal to observe its operations during the ten working days prior to the start of contract performance. Can the government or the incumbent provide maintenance records of unexpected/out of the ordinary issues and a list of government reimbursed items from the last three (3) years at this time prior to our proposal submission?

Answer: Not at this time; the documents can be provided upon award of the contract.

50. Section C-5.13.21 Trash Removal (Solid Waste Management) states, the contractor shall be responsible for the payment of any fees or tax accessed by the local authorities (Hanahan, Berkley County) which are associated with the contractor’s arrangements for trash removal services and the support of local Government sponsored recycling and solid waste management programs. Does the services the government will provide include recurring site dumpster pickup or the government owned property?

Answer: The contractor is responsible for this requirement at the DFSP Terminal, not the government.

51. Sections C-5.3 outlines the terminal operating hours for DFSP Charleston. Can these hours be adjusted to compensate heavier receipt operations?

Answer: Yes; however, if the hours require adjustment, a decision to do so will be recommend through DLA Energy and Air Force Petroleum Agency (AFPA). Currently, the, the contractor must be capable of meeting the demands of simultaneous operations IAW the set hours in the

PWS.

52. At the awarding of the contract, will the contractor be given the requirement for maintaining War Readiness Material(WRM) and applicable storage levels?

Answer: Yes; this information can be provided by Americas East (AME) Region Inventory Management.

53. Section C-5.11, Record Keeping and Reports, states that all petroleum samples shall be maintained to resolve quality issues. How long shall these samples be stored before allowing them to be recycled or disposed of as waste?

Answer:

• Railcars, Pipeline, Trucks Samples – maintained for 15-days

• Storage Tanks Samples – maintained until issue tank is (switched to another storage tanks)

• Tanker Vessel Receipts Samples – maintained until all that product has been expended

54. According to Section C-5.23.6.1, Government Provided Documents, are the referenced documents available for viewing and how can these documents be accessed?

Answer: Documents can be provided upon award of the contract.

55. Utilizing Section C-5.23.6.2, does the DFSP have a Permanent Leak Detection System?

A. If so, how long does it take to test the system?

Answer: Yes, currently the storage tanks are equipped with tell-tale leak detection systems. As mentioned in C-5.4.1.1 of the PWS. A visual inspection is performed.

B. Is training needed?

Answer: No, it’s part of the maintenance checklist (visual inspection required).

1. If so, will the Contractor be responsible for training?

Answer: N/A

2. If not, who will provide training?

Answer: N/A

56. General Question: Can detailed drawings of the existing systems be provided?

Answer: Yes; drawings of the DFSP system can be seen in the SWPPP, and a designed/schematics have already been provided for Joint Base Charleston.

• See: PDF. Joint Base Charleston New Bulk Fuel Facility schematic (JB- Charleston)/(Amendment 0006)

• See: PDF. Final SWPP- August 2013 (amendment 0007)

57. In accordance with Section C-5.2 – Personnel Staffing and Appendix “D” Personnel, does the incumbent’s employees have precedence or preferential hire over new contractor key personnel?

Answer: FAR Clause 52.222-17, Nondisplacement of Qualified Workers (Jan 2013) applies to this solicitation and is included in full text in the solicitation. Note, the clause deals with employees who fall under the Service Contract Act (Service Employees) and not management.

58. When discharging fuel from the barge and transferring fuel to the DFSP via pipeline, at the site visit we were told there must be two people present at the barge at all times during the transfer as well as two people present at all times at the DFSP tanks during the transfer.

Questions:

a. Is ONE PERSON at each end during the transfer acceptable? Or is it two at each end?

Answer: During fuel transfers, the contractor must perform operations IAW the PWS, C-5.2.1

– Two Person Policy.

b. If there are two people required at all times at both ends, may one of these people temporarily depart their area at the necessary intervals to walk/inspect the pipeline during the transfer?

Answer: During fuel transfers, the contractor must perform operations IAW the PWS, C-5.2.1

– Two Person Policy

59. What percentage of time are tankers received at the dock over weekends and holidays?

Answer: Normally 80%.

60. How much advance notice is provided to the contractor on the arrival of tankers, so he can schedule his employees?

Answer: Normally 1 to 2 day notice before the vessel arrives.

61. What type of SC wastewater license is required to discharge storm water to the outfall?

Answer:

1. DLA Installation Support for Energy will obtain the necessary NPDES (National Pollutant Discharge Elimination System) wastewater discharge permits for the facility.

2. The contractor must provide a certified South Carolina Department of Health and Environmental Control (SCDHEC) Grade D-P/C operator for inspection and operation of the oil/water separators in use at the facility for the duration of the contract.

3. Per PWS C-5.18.3 – Storm Water Pollution Prevention Plan (SWPPP) and NPDES Permit: if the contractor subcontracts with an environmental test laboratory to conduct sample collection and analysis of the required wastewater samples, the lab must be certified by the SCDHEC to perform all of the NPDES pollutant analyses. Copies of the SCDHEC lab certificate shall be provided to DLA as evidence of certification, IAW clause C-5.18.3.

For more information, please reference the following:

• http://www.scdhec.gov/environment/envserv/labcert/index.htm

• http://www.nelac-institute.org/index.php

62. What is the dollar value of reimbursables that the contractor was required to fund on the current contract?

Answer: Normally it is $200k determined by the PM. The contractor does not fund it DLA does. Offerors need to roll in the potential G&A for those CLINS into CLIN 1001.

63. Does the Longshoreman’s Act apply to the unloading of tankers at the dock?

Answer: This question has been vetted through DLA Energy’s legal dept., and the response is as follows: “DLA Energy recommend offerors seek their own legal and business advice on compliance with this law and any cost to comply with this law should be included in their offered price since our contracts are firm fixed price and DLA Energy will not separately reimburse them for any liability to their workers that might occur in performing the contract”.

This question also, applies to Item# 19 on the RFI list.

64. Are the terminal manager and assistant terminal manager required to have the Coastal Oil Spill Training offered by Texas A&M in Galveston, TX? If so, does DLA-E reimburse the contractor for the cost of this training?

Answer: IAW with APPENDIX “D” PERSONNEL, D-2.5; as stated “The training identified above for the terminal superintendent, also applies to the assistant terminal superintendent”.

The funding required to attend such training will be the contractor’s responsibility.

65. Is mandatory drug and alcohol testing required for employees?

Answer: Yes; this will be conducted IAW, C-4.2.1 – Drug Free Workplace.

66. New ground tanks (SCAT) are being constructed on base. Will FMUs for VILKEY operations be installed? If so, will VILKEYs be provided?

Answer: No; At this point, FMUs for VIL-keys operation will not be used; however, if this requirement changes in the future, the contract will be modified to support this change.

67. C-5.23.7.2 Air Force Training: Will personnel to be trained have occupational specialties other than fuel related specialties?

Answer: The contractor will provide refresher training to military personnel with fuels and mechanical related occupational specialties.

68. C-5.13.4.3 states that the contractor will require to furnish and replace burned out light bulbs (building); Is the contractor responsible for replacement and/or physical re-installation of security lighting at the DFSP and the marine terminal dock facility?

Answer: Yes; however, the contractor will use the supporting CLINS to fund these types of repairs/replacements on (Security) lights. Primarily, lights poles internal to the facility, but external to buildings on the facility.

69. Is there a schedule provided in advance for tanker deliveries?

Answer: Yes; The contractor receives a Tanker List Report from DLA Energy-Bulk Fuels Dept.

70. Do annual spill training exercises conducted at the DFSP, which are planned, coordinated, and executed by the terminal manager meet the requirements of DLA-E training requirements for the Terminal Managers Coastal Oil Spill Training at Texas A&M?

Answer: No.

71. At the pre-bid conference, it was mentioned that the mechanic has been there almost 30 years and that several employees were long term at the facility. Can you give us current employee time on the job so we can accurately plan our vacation liabilities?

Answer: Answer: Currently DFSP and Joint Base Charleston are under two separate contracts.

The breakdown of seniority is unable to be provided at this time. It will be provided during contractor turnover. The applicable wage determination requires between two and four weeks of vacation time annually depending on length of service. Both DFSP and Joint Base Charleston have a mix of workers who may be entitled to two, three, or four weeks of vacation.

72. Reference RFP Appendix H: The appendix lists Government-furnished computers and telephones among the Government-furnished property. Does the Government provide telephone and internet service to the Contractor on JB Charleston?

Answer: Internet and telephone service will be proved.

73. Reference RFP Appendix H: The appendix lists Government-furnished computers and telephones among the Government-furnished property. Does the Government provide telephone and internet service to the Contractor at DFSP Charleston?

Answer: Internet and telephone service will be proved.

74. Reference PWS Paragraph C-5.18: The paragraph references Clause I180.04; however, we do not find that clause in the RFP. Please clarify.

Answer: The PWS will be revised to reflect the following revision: “C-5.18 – Environmental Protection. In addition to the provisions of Clause I116 and I180.02, the contractor’s performance shall be in accordance with government provided environmental plans listed in Table 3”.

75. Reference PWS Paragraph C-5.18.2: The paragraph references CLIN 1004; however, the Appendix F reference outlines environmental support under CLIN 1008.

Answer: The PWS will be revised to reflect the following revision: “Tier II and Tier III spill response actions beyond those outlined above are reimbursable under Appendix F, Logistics Support and shall be documented and executed in accordance with CLIN 1008”.

76. While at the fuel pier, a comment was made that two contractor personnel are required at the fuel pier at all times during the discharge (Coast Guard requirement). Please confirm. If this is the case, can one of these persons also perform the pipeline patrol duties that were also discussed?

Answer: Please refer to item# 58.

77. The Office of Pipeline Safety requires an Operator Qualification plan for the pipeline, and it was confirmed at the site visit that DLA maintains this plan. Can this plan be made available to prospective bidders since there are costs associated with maintaining the qualifications of personnel? If the plan cannot be made available, will the costs to maintain operator qualification be reimbursable?

Answer: The Operation Qualification Plan is attached to Amendment 0007.

78. Section C-5.23.2.2 of the PWS states that the Contractor shall escort tank truck deliveries from the base gate to bulk storage and returning at Joint Base Charleston, however at the site visit it was stated that this was not required. Please confirm if escort duties will be required at Joint Base Charleston.

Answer: Yes; the contractor must have the ability to meet this requirement “as required”.

79. Please provide historical workload data (including dates) of Tank Vehicle Receipt requirements of section C-5.5.1 of the PWS.

Answer: Please refer to item #24.

80. In ADDENDUM TO 52.212-1 INSTRUCTIONS TO OFFERORS - COMMERCIAL ITEMS (FEB

2012), L201(b), Section 1 it states that "The proposal must provide a concept of operations demonstrating an understanding of the relationship with Buckeye Pipeline Company". Please confirm this sentence.

Answer: The reference to the Buckeye Pipeline will be removed by amendment 0007 to the solicitation.

81. C-5.13.11 requires annual cleaning of the oil water separator. Is this cost reimbursable?

Answer: Yes; IAW APPENDIX “F” under CLIN 1003, Services and Equipment/Supplies/Materials Not Requiring a Written Task Order.

82. Please provide data related to terminal operations sufficient to develop staffing requirements and proposal pricing. What is the required number of personnel to perform each of the following tasks?

a. Offloading Tankers

b. Transferring via pipeline to the terminal storage area

c. Loading rail cars

d. Loading tank trucks

e. Transferring fuel via pipeline to Charleston AFB.

Anwer: The PWS provides information pertaining to the requirements of the listed tasks.

However, it is the offeror’s responsibility for determining, and developing the appropriate staffing/manning levels to meet these requirements. During the site visit was the opportunity for all offerors to fully assess the requirements IAW the PWS and the facilities capabilities.

As a reminder, the offerors should refer to C-5.2.1 – Two Person Policy.