Attachment_3_Questions_and_Answers_SP330013R5002_Amendment_0002_for_FBO_Post.docx
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- Solicitation number
- SP3300-13-R-5002
- Issued by
-
Defense Logistics Agency Distribution
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SP3300-13-R-5002 Questions and Answers (Attachment 3) Amendment 0002
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SP3300-13-R-5002 Amendment 0002 Vendor Questions and Government Provided Answers (Attachment 3 to Amendment 0002)
| Question |
| RFP Page |
| RFP Para |
| Answer |
Please identify the HMMS modules that will be in place prior to phase in start.
The USMC will implement the HMMS HAZMAT and HAZWASTE Modules by September 2013.
Please provide an estimate on the volume of transactions to include quantity and dollar processed through GCPC, and non-GCPC issuance.
The requirement to accept GCPC is being deleted from the requirements in this amendment. The GCPC is not being accepted as a form of payment. All 3PL HM issued will be identified by DD Form 250 and a copy of the Monthly Issue Report (CDRL A001).
Will any assigned staffs be required to be in a medical surveillance program?
No, as a medical surveillance program is not required.
It looks like the labor CLINS growth in the option years is due to the addition of other sites, like Guam, etc. Is the growth of the Material CLIN the same or is this growth only related to Okinawa and the movement from Government buys to 3PL buys?
The Hazardous Material CLIN growth in the option years is due to both the replenishment of Government Owned HM with 3PL HM and the addition of one site in OY 1, OY2, and OY3.
Will the HMMS system data files be able to be accessed directly by the contractor or will data files require manual production and transmission?
Yes, the Contractor will access data files directly.
In discussions with our CONUS based suppliers we were informed that material ordered for Okinawa was shipped to the DLA Distribution Depot in Tracy, CA and consolidated for on-ward movement to Okinawa. Will shipping through the DLA Distribution consolidation point be an option on this contract?
Yes, shipping through the DLA Distribution consolidation point will be an option on this contract.
What are the contents of the drums that were in the storage warehouse of Foster Bldg 362?
The contents of HW drums located at Camp Foster Bldg 362 included paints, adhesives, putty, and PVC Cement
What are the categories of the hazardous materials and how to sort them?
This information can be found in DLAI 4145.11 Storage and Handling of Hazardous Materials and DLAI 4145.25 Storage and Handing of Liquefied and Gaseous Compressed Gases and Their Full and Empty Cylinders.
What is the highest priority for solving problems about the storage system?
Warehouses are environmentally compliant and will be maintained IAW safety regulations and rules identified by USMC environmental and safety representatives.
Is it possible to input the expiration date in HMMS?
Yes – HMMS will have a robust shelf life tracking system.
Is medical waste also contained in HW disposal business of the Foster USNH?
Handling disposal of medical waste is not a requirement of this solicitation.
At the time of JEMMS windshield tour of the Foster USNH, DLA staff explained to manage the stock freezer for frozen cells. Does the project include filling and managing liquid nitrogen?
Filling liquid nitrogen cylinders is not a requirement of this solicitation. The Contractor is only responsible for delivering HM to the USNH.
For our reference, please let me know the name and the number of items that are expired by the end of this year.
This is information is not available. The Government cannot determine the HM that will be expired and/or extended by the end of this year.
How many waste batteries are held at present?
There are approximately 200 waste batteries.
Please let me know the waste battery disposal method at the present. Are they taken without opening a lid or battery liquid only?
Batteries are not drained prior to pick up by JEMMS personnel.
How much hazardous materials, such as waste oil, waste acid, waste alkali, and waste battery, disposed in last year?
This type of HM is not disposed. Approximately 758,026 lbs of oil and lead acid batteries were recycled by MCB Environmental Support Team (EST).
Is PCB contained in the present transformer oil which DLA manages?
Any material containing PCB is handled by MCB Environmental Support Team (EST).
How long do you usually delivery the order out 3PL when you get by telephone?
The delivery times will vary based on the Contractor’s established network of HM sources of supply.
Is any specific qualification required in order to take the post of site manager, 3PL project manager, and logistics analyst?
SOW paragraph C-1.4 Key Personnel cites the minimum qualifications required to perform duties associated with these positions.
Can we request for a copy of power point presentation during the pre-proposal conference
The power point presentation that was presented during the pre-proposal conference was posted to the FBO site on May 30, 2013 as an attachment under this solicitation.
| The RFP states “All CDs shall be readable on an IBM PC-compatible system running Microsoft Office 2010, including Microsoft Word 2010 and Microsoft Excel 2010,” but does not specify file types required for submission other than the Cost/Pricing Volume. Is it permissible to submit in both .pdf and word? |
| 74 |
| L-19 |
| Yes, it is permissible to submit in both .pdf and word versions. |
| Do procedures exist to define a valid RDD? What level of authorization establishes RDD’s or are they arbitrarily assigned? |
| 75 |
| L-19, Vol II Sub 2.3 b |
| The Customer’s requisition will identify the RDD which is based on their need and priority. |
| The number of base year hours for Key Personnel limits the Phase-in overlap and appears to favor the incumbent. Are the hours shown only for the full performance period and are we expected to provide hours required for phase-in separately? |
| 82-85 |
| L-19, Vol IV Cost |
| The hours reflected are for both the phase-in period and the full performance period for the base year. Yes, all offerors are expected to provide their proposed hours for the phase-in period separately in the technical proposal, Volume II. This is necessary for the evaluation of Volume II, Section 2, Phase-In Approach |
| What types of materials are decanted and what is the level of effort required? |
| C-2 |
| 1.1.C.13 |
| Currently there is no decanting performed; however, the USMC’s expectation is that the new service provider will reduce costs for HM and HW disposal through processes that may include decanting when feasible to support the customer. |
| Will DMI material be replenished by the government or will it be handled like a 3PL buy if it is demand supported? |
| C-2 |
| 1.1.E |
| The Contractor will replenish DMI HM based on customer demand. |
| Paragraph 1.5.3 specifies the security level as IT III. For work on an NMCI controlled network (e.g. HMMS), an IT II level is normally required. This is a higher level. Please confirm IT III is sufficient. |
| C-10 |
C-11 C-23 1.5.3.A 1.5.7.A 3.2.3.B IT III is sufficient.
| In paragraph 1.6.5D, Spill Prevention and Notification, “The Contractor shall report all spills immediately to the host installation fire department.” Standard Military Operating Procedure for Spill Response is that spills meeting OHS Spill “Minor” categories (or Incidental Spills) may be cleaned up by properly trained employees and do not require Fire Department Response, only a call to Base Environmental for Spill Clean-up sign off. Please confirm that all spills meet the OHS Spill “Major” category and required notification to Base Fire Department. |
| C-16 |
| 1.6.5.D |
| The MCB Environmental Spill Response Chart indicates that spills that fall within the “Minor” category do not require Fire Department notification. However, both “Minor and Major” spills require the EMSP 11.1.2 UER Spill Report Form Ver 2 to be completed. EMSP 11.1.2 is being provided via this amendment |
| In paragraph 1.6.5D, Spill Prevention and Notification, “The Contractor shall be responsible for all costs … associated with hazardous spills caused by the Contractor…” What is the break down on cost for minor and major spill response from the Base Emergency Responders? |
| C-16 |
| 1.6.5.D |
| A cost break down is not available. |
| The SOW states that the JEMMS center supports 420+ Hazardous Waste Accumulation Points (HWAP) island wide. Does this workload only require pick-up and delivery to DLA Disposition or will the contractor be required to process the waste and complete transactions in HMMS? (serial number detail would be required if this were true) |
| C-1 |
| C-1, A |
| IAW C-5.11 Hazardous Waste Processing, paragraph 3, the Contractor is responsible for preparing all documentation for turn-in of HW to DLA Disposition and completing all related HMMS transactions. DLA Disposition Services will pick up processed HW material from the JEMMS Center. |
| Only U.S. laws and regulations are listed. Is it the intent of DLA to include the JEGS into this list as well? |
| C-3 |
| C-1.1,G |
| The Japanese Environmental Governing Standards (JEGS) is listed in paragraph C-6.3 Directives and Publications, page C-48 and should be considered included in any references to local regulations and policies throughout the SOW; however, the reference has been added to C-1.1, G. |
| This version of the HMMS program has not been used previously and is a new addition to Okinawa. What specific training will be provided and how many days of training will be provided? |
| C-23 |
| 3.4.A |
| The Government will provide a minimum of 40 hours of training which will include both on line training and on-site (hands on training). |
| Please provide the referenced Host Installation Hazardous Waste Management Plan. |
| C-24 |
| 3.5.2 A |
| This plan will be provided at contract award. |
| Paragraph 4.8.3 A. indicates the contractor shall perform all testing and laboratory analysis. Will the contractor be able to use the government lab already performing this type of work? |
| C-24 |
C-30 3.5.3.A 4.8.3.A Yes, the Contractor may use MCB Butler’s lab for testing and analysis of HM.
| Please provide a date of last inventory or an updated list of TE 4.1. |
| C-26 |
| 4.4.A |
| TE 4.1 is a snapshot of the operating materials purchased and used during FY12 and is not to be considered as an inventory of operating materials on hand. |
| Please confirm that waste cost resulting from contractor owned never out items that expire or become “dead stock” are the responsibility of the government. Also, who is responsible for the cost of processing production waste from the JEMMS warehouses (i.e. rags, gloves, saturated cardboard)? |
| C-27 |
| 4.6.A |
| Please refer to C-5.3.1 Material Management and Reimbursement for Material Costs, paragraph E for the answer. MCB Environmental will incur the cost of production waste created as a result of the JEMMS Center’s HW processes. |
| In paragraph 4.7 First Responder Awareness Level is stated as 8 Hours. OSHA 29 CFR 1910.120 states Awareness Level training is designated as 4 hour training. Please confirm that training should be at the 8 hour Operations Level? |
| C-27 |
| 4.7 |
| It is up to the Offeror to determine the length of the course that is needed to ensure that all subject matter is covered. |
| The requirement for employees to don PPE, Crush drums and aerosol cans, and disassemble fire extinguishers in the processing of Hazardous Waste, increases the training requirements from OSHA 29 CFR 1910.120 to the 40 hour Hazwoper requirement. Please confirm the level of training required. |
| C-27, 42, and 43 |
| 4.7, 5.11.A.7, and 5.12.1 |
| Operations covered by 29 CFR 1910.120 (c) for defensive measures the “Operations Level” training is required. |
Yes, the 40 hour HAZWOPER does meet the requirement.
| Paragraph 4.1.7C references TE 4.1, Contractor-Furnished Training (the 4.1 provided is: CONTRACTOR-FURNISHED MATERIALS AND SUPPLIES), this exhibit was not provided. Please provide this exhibit. |
| C-29 |
| 4.7.1.C |
| This is a typo as TE 4.1 is Contractor-Furnished Materials and Supplies. The minimum requirements for Contractor-Furnished Training is as listed in the table under C-4.7A of the SOW. The SOW is corrected in this amendment. |
| There is reference to TE 4.1 being Contractor Furnished Training, yet the exhibit is actually GFM. Is this a typo and was it meant to refer to table in Paragraph 4.7? |
| C-29 |
| C-4.7.1-C |
| This is a typo as TE 4.1 is Contractor-Furnished Materials and Supplies. The minimum requirements for Contractor-Furnished Training is as listed in the table under C-4.7A of the SOW. Also TE 4.1 is Contractor-Furnished Material and is not to be construed as Government-Furnished Material as indicated in the question. |
| Please provide information and/or data regarding amount of contractor owned 3PL HW processed by the current contractor. |
| C-30 |
| 4.6 |
| The amount of 3PL HW processed by the current contactor is considered proprietary information. The amount of 3PL HW generated will depend upon the Contractor’s material management and inventory management practices. |
| There is no C5.3 material management para. J as called out in 5.1.7. Did the government mean paragraph I? |
| C-32 |
| 5.1.7 |
| There are currently two (2) paragraphs titled I in C-5.3 of the SOW. This has been corrected so that the last paragraph under Section 5.3 is now titled J. |
| Please verify that the procedure, “The Contractor shall submit a request for a permanent NSN be assigned IAW DLIS procedures” is to be used for hazardous materials? The local sole source or limited source requirements that result in LSN’s don’t seem to be applicable for this procedure? |
| C-33 |
| 5.2.C |
| Typically, locally purchased material will not meet requirements for NSN assignment and will remain an LSN within the HMMS inventory system. |
| “The contractor shall use HMMS to record actual issue costs at the time of the issue transaction with the customer. The price of the material issued to the customer will always be the price indicated on the contractors actual billing statement received from the source of supply”. Does it mean that all packaging, export, import, freight costs are not to be included in the price of the material and are billed to the government separately? |
| C-33 |
| 5.2.J |
| The actual issue costs should match the price of the material received from the source of supply. Packaging, export, import, freight costs are not to be included in the price of the material in HMMS but are required to be incorporated into the contractor’s invoices, and are not be billed via separate invoice. |
| Will the government provide a waiver of the competition requirement on items bought through GSA or EMALL since those items have gone through the competitive process? |
| C-34 |
| 5.3.B |
Please refer to the revised SOW which is being incorporated via this amendment. This requirement has been removed.
| HMMS will be a new system with no or limited history. Will the government provide the initial data to meet the 3 in 6 requirement? |
| C-34 |
| 5.3.D |
| Yes, the Government will provide historical data at contract award. |
| Please clarify “the contractor shall not order more HM than be stored in Compliant storage locations.” Request that the government define “compliant storage locations”. The Camp Hansen warehouse appeared to be a compliant HM storage facility; the warehouse at Camp Kinser did not appear to be a compliant HM facility. Is this accurate? |
| C-34 |
| 5.3.D |
| Both locations are compliant for storage of HM. |
| Please provide the Threshold Planning Quantities (TPQ) values discussed? |
| C-38 |
| 5.6.D |
| These will be provided upon contract award. |
| We find no listing of material related to the Naval Hospital. Will a material listing, usage history etc. be supplied prior to bid proposal? |
| C-41 |
| 5.9.A |
| Issues to the Naval Hospital are included in TE 5.4. |
| A number of ‘on call’ in Frequency of TE 5.3 Hazardous waste pick points and schedules. How often receiving orders? |
| TE 5.3 |
The frequency of “on call” pick up points can/will vary significantly dependent upon the generator’s op tempo. Some “on call” HW generators may require multiple visits per week others may only require a pick up once per quarter.
| TE5.5, C-5.8 Issue references a TE 5.18 Priority Codes. Please provide. |
| TE 5.5 |
TE 5.18 does not exist. TE 5.5 is corrected in this amendment.
| TE 5.5, C.5.3 specifies a 30 day inventory of all HM in AULs that have experienced one or more issue transactions per month during the prior 12 months. This appears to contradict the SOW pg. C-34, 5.3 D. Please confirm. |
| TE 5.5 |
TE 5.5 is corrected in this amendment to state three (3) or more issue transactions during the prior six (6) months.
| Items listed in TE 5.7 are not specified elsewhere in the RFP/SOW for any handling or reordering responsibilities. What is the contractor responsibility for this material? |
| TE 5.7 |
The Contractor is responsible for replenishing the HM in the L-Form.
| Locker locations and number are not outlined in the SOW or TE’s. Only drop points and pickup points are. Please confirm the number and location of the lockers in addition to the number of stock numbers in the lockers? |
| C-31 |
| 5.1.C |
| Work centers (drop-points) are identified in TE 5.3a. Work centers could have multiple lockers located within the work center. A locker is defined as an approved location where HM may be stored. This includes but is not limited to metal HM storage lockers, approved storage closets or storerooms, conforming HM storage containers. Each locker requirement will vary significantly in types of HM and quantities stocked and stored. During phase-in the Contractor will meet with each customer to validate the AULs and inventory levels of each locker in each work center. |
| The listing of Gas Cylinders in TE 5.6 shows a quantity of 11 but TE 5.4 has over 20 cylinders. Some listed on TE 5.6 are not shown as 3PL on TE 5.4. Please verify which is correct. |
| TE 5.6 |
TE
5.4
The information provided in TE 5.6 depicts the types and number of cylinders that are Government-Furnished. The information in TE 5.4 is the purchase history for all gases that were purchased and issued. TE 5.6 has been retitled to Government-Furnished Gas Cylinders.
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