Amendment_0001_Attachment_1_Industry_Questions_and_Government_Answers.pdf

SP3300-18-R-5007 Amendment 0001 Attachment 1 - Industry Questions and Government Answers

Question RFP Page RFP/PWS Paragraph/Ref Government Response

There seems to have been an amendment on the subject solicitation that requires login. Can you help me with that?

N/A N/A

Some attachments have been uploaded as sensitive uploads. Interested offerors should follow the instructions posted with the solicitation to request explicit access to the documents.

I’m reviewing the solicitation package for the subject procurement and wanted to quickly verify that you are indeed asking for a 100-page technical proposal for this effort as noted in section L-22.

Pg. 42 L-22

Section L-22 provides the page limitations. The page limitation is the maximum number of pages that may be submitted for each Volume. Offerors may submit the number of pages it deems necessary up to the limitations identified.

Paragraph L-21.1.a appears to suggest that there will be a "Pre-Proposal Conference and Site Visits...." Can the Government please advise if there will be a pre-proposal conference and/or site visit(s) and, if so, when and where?

Pg. 41 L-21.1.a There is no site visit for this requirement. Section L has been updated to reflect this.

Since this solicitation is a Firm-Fixed Price (FFP) and Cost Reimbursement (No Fee) line items contract for 100% SBSA, why would this be a requirement to submit with the proposal?

Pg. 43 Section K, Para (3) Per FAR 16.301-3(a)(3), the contractor’s accounting system must be adequate for determining costs applicable to the contract.

Since this is 100% SBSA solicitation and in the interest to not exclude an otherwise qualified SB from competing, would the government be willing to request the DCAA audit during the evaluation process?

Pg. 43 Section K, Para (3) The Government will request information from DCAA in order to verify the Offeror’s accounting system meets the Government’s requirements.

Section L says to refer to PWS for Minimum educational requirements and work experience.

However, there are no such requirements listed in the PWS for the Project Supervisor. What are the educational and work experience requirements for the project manager?

Pg. 47 Subfactor (b): Key Personnel Approach

The word "educational" is removed from Section L in a modification. Also, PWS Section C-1.3.1, paragraph A. 1 is revised.

7 Will the government provide a 2-week extension to the proposal due date? Pg. 40 L-21.2 Amendment 0001 addresses the proposal due date.

8 Is there a site visit scheduled? Pg. 41 L-21.1.a Please refer to Question 3.

9 Is the incumbent eligible to re-compete? N/A N/A DLA Distribution does not provide information regarding eligibility.

Can you explain J.19 Limits on Subcontractors, you show sections for a Prime and then #1 & 2 Sub-Contractors, there is no scope stated for subs, is this area an option if I need additional staffing to supplement my prime employees?

Pg. 20 H-8 Section H-8 provides details for Attachment J.19.

11 Is this a union contract, if so can you provide a copy of the CBA? N/A N/A No, this is not a union contract.

Can we get a seniority list of all existing staff managing the contract showing the number of years working on the contract?

N/A N/A Seniority and employee listings will be provided in accordance with FAR 52.222-41.

13 Is there any vehicles required for the contract that we must purchase? N/A PWS 5.3.3

IAW PWS Section C-3.1, A. "The Government will provide all operating materials and supplies;

Material Handling Equipment (MHE), miscellaneous warehouse equipment…"

If we do not have a present Security Clearance, will we be sponsored or by hiring the existing staff who carry a clearance we are grandfathered?

N/A PWS 1.3.1.A

The contractual relationship requires the facility clearance before any contract employee can work on any classified work regardless of their personal standing. While the individual employees may remain the same if they are hired by a new awardee, the key management personnel in the facility and the facility also require clearance and check for foreign ownership, control, and influence (subsequent mitigation if FOCI risk accepted). Current contract employees hired by the new awardee will need their personnel clearance activated under the new contract.

15 How long have the existing operations/management systems been in place? N/A N/A Approximately 5 years with Contractor augmenting the Government personnel.

PWS paragraph C-1.3.1 Key Personnel Labor Categories. Would the Government accept alternative labor categories with supporting rationale to be technically acceptable for key personnel positions?

N/A PWS 1.3.1

PWS Section C-1.3.1 Key Personnel Labor Categories revised to permit alternate labor categories with supporing rationale.

Can the Government provide the anniversary dates of the Employees currently supporting the Technica Contract? Given this is a LPTA procurement, the anniversary dates effect the offer's pricing.

N/A N/A Seniority and employee listings will be provided in accordance with FAR 52.222-41. This information will include the anniversary dates.

In recent years, a premium has been added to the SCA rate in order to recruit Warehouse Specialists with a SECRET clearance for Honolulu County, HI. Can the Government confirm if the premium (%) is being paid by the Government for the current contract?

N/A N/A

Offerors must adhere to the Department of Labor pay and benefit requirements. The pay and benefits above and beyond DOL requirements is at the discretion of the offeror.

Does the Government intend to provide this training prior to or during transition, or after the start of full performance?

N/A TE 4.2

The training under paragraph B Enterprise-Wide Mandatory Training states in the table under completion date: "Prior to the end of phase-in and within XX days of hiring new employee." If the employee has not been loaded into LMS, the Government will provide soft copies of the training. TE 4.2 has been revised as follows:

Paragraph B updated to include, "Training will be required annually beginning at the start of full performance". "During the transition period" is added to Paragraph C. And two training requirements have been removed from section C.

The last row of table one references "Labor Hours for Supply Management/ Procurement Positions.”

Is this accurate?

Pg. 46 Table 1 The table has been updated.

PWS paragraph 1.3.1A states that “All personnel are required to have an active Secret Clearance prior to working at PHNSY.” Will the Government initially accept a person with an Interim Secret clearance?

N/A PWS 1.3.1.A / 1.4.1

Yes, IAW PWS Section C-1.4.1 Personnel Clearance, "Upon favorable review and initiation of the PSI, Contractor personnel may be granted temporary access pending final adjudication of the

PSI."

Can the Government advise the Level of Effort (# of FTEs) for Warehouse Specialists under the current contract/task order?

N/A PWS 5.5

The Government provided the projected level of effort for the new contract in PWS Section 5.5, Government's Estimated Level of Effort.

PWS Paragraph 1.2.2 outlines the Phase in period will be 11/12/18-1/12/19. When calculated, this exceed 60 days. A 60 day phase would translate to phase in concluding and full performance commencing prior to the end of full performance for the incumbent contractor. Please advise the correct Phase in and full performance dates for the effort.

N/A PWS 1.2.2

Requirement updated in PWS Section 1.2.2 and

1.6 to reflect the dates and not the days of duration from Nov 12, 2018 through Jan 12, 2019.

PWS Paragraph outlines the QCP is due NLT 30 days after the beginning of full performance.

CDRL A004 outlines the Final QCP is due NLT 45 calendar days prior to end of phase in. Please advise which deadline is correct.

N/A PWS 5.1.4

CDRL A004 revised to state: "QCP not later than 30 calendar days after the start of full performance…"

PWS states that ‘The Contractor is augmenting Government employees, however, the Government will not provide any direct supervision to the Contractor employees.’ Will the contractor be providing direct supervision to Government personnel?

N/A PWS 1.1

No, the Contractor will not provide direct supervision to Government personnel. Contractor management is responsible for oversight and supervision of its employees.

The PWS states the DLA handles 32M transactions annually across all distribution centers. For planning, training, and transition purposes, can the Government estimate the number of transactions handled by Pearl Harbor and IMF facilities? Annual? Monthly? Are there peak month(s) that may affect our planning?

N/A PWS 5.4

Based on contractor personnel augmenting Government personnel, the Government has included the level of effort required and has also provided the acceptable performance, in terms of timeliness, in PWS Section 5.4, Acceptable Performance Levels. Revisions are made to Section 5.4 to add starting point for measuring the

APL.

Can the Government define the circumstances/policies by which overtime can be requested and approved? How long is the approval process?

N/A PWS 1.2.4 / 5.5

The Government provided an estimated level of effort for Overtime in PWS Section 5.5. The Government COR will communinate the overtime requirements to the Contractor Project Supervisor as mission requires IAW Section 1.2.4.

PWS 5.2.4 Transport Material A. Upon COR direction, the Contractor shall transport material to designated warehouse using Government furnished truck (vehicle with 15,000 GVW or less). Driver must show proof of required license IAW local, state or federal law. The Contractor shall maintain a daily transport log, (See CDRL A008 – Material Transport Log) when directed to transport material. This task requires a Truck driver with a CDL. Workload data provided does not reflect this task/labor category. Please clarify

N/A PWS 5.2.4

This only requires a Class C license as the equipment made available to the Contractor is a small pick or equivalent vehicle - Two axle non-air brake vehicle.

PWS 5.3 Material Consolidation support. Please clarify that Buildings 2192, 1916 and Material Envelope #3 are the only buildings that have daily full time support to?

N/A PWS 5.3

For Kitting (Material Consolidation), 2192, 1916 and ME#3 are the primary daily full time support buildings. However, as negotiated by the customer, other location or swap in location may be required. If this occurs, a determination will be made by the Government if a modification is needed

30 Will there be a site visit for this opportunity? If so time and date. Pg. 41 L-21.1.a Please refer to Question 3.

31 Is there a collective bargaining agreement in place for this contract or location? N/A N/A Please refer to Question 11.

The RFP mentions a pre-proposal conference and site visit. Would the Government please provide the dates in which these events are expected to be held?

Pg. 41 L-21.1.a Please refer to Question 3.

The total productive labor hours are referenced as 1,880. Would the Government please clarify if the required training per TE 4.2 is considered productive hours and should be included within the 1,880?

N/A PWS 5.5 and TE 4.2 The Government's estimated productive hours of 1,880 excludes training hours.

Would the Government please provide clarification as to whether the contractor will or will not be providing material in support of the contract? The RFP provides CLIN X002 for material pricing, but the PWS states the contract is for labor only. Also, should the Personal Protective Equipment be rolled up into the Labor CLIN or billed to CLIN X002.

Pg. 52 CLIN X002

IAW PWS Section C-3.1, D. the only material the contractor is to provide is Personal Protective Equipment (PPE), which should be billed to CLIN X002.

35 Please advise if an incumbent is providing the services. N/A N/A Services are currently being performed under TO

SP3300-16-D-5002 0020.

If there is an incumbent please provide information such as contractor name, contract number, contract award amount, period of performance

N/A N/A Please refer to Question 35.

Is the requirement covered under any Collective Bargaining Agreement (CBA). If yes, please provide the applicable CBA document.

N/A N/A Please refer to Question 11.

Kindly provide an extension to the due date by 2 weeks for all small businesses to provide a technically sound and competitive proposal.

Pg. 40 L-21.2 Please refer to Question 7.

39 On the current contract, are all positions filled? N/A N/A DLA Distribution does not provide information regarding current contractor performance.

40 Has there been any change in the workload from the current contract? N/A PWS 5.5

The Government provided the projected level of effort for the new contract in PWS Section 5.5, Government's Estimated Level of Effort.

41 Has there been any change in the number of personnel from the current contract? N/A PWS 5.5

The Government provided the projected level of effort for the new contract in PWS Section 5.5, Government's Estimated Level of Effort.

42 Is the ongoing contract covered under Service Contract Act? Pg. 22 I-63, I-64 Yes

We could not locate any information regarding a pre-proposal conference or site visit for the requirement. Will there be a pre-proposal conference?

Pg. 41 L-21.1.a Please refer to Question 3.

Our accounting system is compliant with DCAA requirements, but we do not have DCAA approval.

Will the government conduct a pre-award audit to ensure DCAA approval is received?

Pg. 43 L-22 Please refer to question 5.

Please advise if we can submit CPARS instead of a Past Performance Questionnaire, as the CPARS ratings are recent and covers all the relevant areas.

Pg. 44 L-22 Offerors are encouraged to have Past Performance Questionnaires completed in the event the CPARS does not cover a current period of performance.

Can the Government clarify the phase-in hours in Section 5.5 of the PWS?The hours listed are only 80 for the Project Supervisor, and 40 for the Warehouse Specialist Supervisor; however there is a 60 day phase-in period.

N/A PWS 5.5

PWS Section 5.5 Government's Estimated Level of Effort is revised to account for key personnel on-site for the entire transiton period, excluding holidays for the period of Nov 12, 2018 - Jan 12, 2019. Table 1 on Page 46 of the RFP is also updated to reflect this change.

Under receipt processing, the PWS says workload is estimated at 58,100 line items processed throughout the period of performance at a daily average of 350 line items. Can you include workload estimates for other service areas, e.g.

shop store support, other support, transport material, material consolidation support?

N/A PWS 5.2.1 The Government is unable to provide workload for other than the receiving function.

When the Contractor is required to transport material to a designated warehouse using a Government furnished truck, will the Government also furnish the gas?

N/A PWS 5.2.4 Yes

The technical proposal instructions state: “The Quality Control Program IAW CDRL A004 Quality Control Plan that will be implemented including the methodology, processes, techniques and tools for meeting performance standards, customer requirements, complying with applicable regulations, and mitigating risk for Audit sustainment compliance; and”. Is the end of this sentence missing or should it end with compliance?

Pg. 45 Subfactor (b): Retail and Kitting Operations Approach, paragraph 3

Page 45, Subfactor (b): Retail and Kitting Operations Approach, paragraph 3 revised to state:

3. The Quality Control Program IAW CDRL A004 Quality Control Plan that will be implemented includes the methodology, processes, techniques and tools for meeting performance standards, customer requirements, complying with applicable regulations, and mitigating risk for non-conforming services."

The technical proposal instructions state “The Offeror shall provide a POAM using MS Project or equivalent software (the Offeror may use MS Excel in lieu of MS Project as long as each task, duration, and start/ end dates are clearly identified) that:”. Can this be in word table format or can the excel be copy and pasted into the technical document? Or should it be in a separate excel as an attachment to the technical document?

Pg. 48 Evaluation Factor 4:

Transition Approach, paragraph b.

Page 48, Evaluation Factor 4: Transition Approach, paragraph b revised to require the POAM as an attachment.

51 Are contract positions designated as IT-II or IT- III? N/A TE 1.1 Contractor positions are IT-III.

Will contractor management personnel be allowed access to Government data systems, such as MAT, to track the performance / completion of tasks under the Contract? Or should we use a system independent of this?

N/A TE 3.2, PWS 5.2.1.C

The contractor shall have access to MAT;

however, the contractor may be prohibited from complex data extractions. Our analyst could support downloading data to a spreadsheet, which the contractor can use to formulate further analysis. The contractor is not prohibited from using Excel or Access should it be made available for them via Shipyard access or the NMCI or DLA network.

53 Is the Government Supply Clerk a government employee or a contractor employee? N/A PWS 5.2.1.C It is a Government position.

54 Will any contractor personnel be accessing MAT? N/A PWS 5.2.1.C Yes.

55 Will only government employees actually perform data input into MAT? N/A PWS 5.2.1.C

IAW Section 5.1.3 - contractors will have MAT access. However, MAT is not a true data repository of information. It is an application that records material transactions and movements.

Will you please elaborate on the expectations of the contractors’ usage of MAT. It sounds like the contractor could have access to MAT; however, it is commonly suggested that contractor will receive printouts from MAT and provide the receiving documentation to the Government Supply Clerk, who will input the receipt transaction into MAT.

N/A PWS 5.2.1.C

MAT capable scanners are used to support the tailgating/kick and count/track packages.

Government Supply Technicians use MAT to record the receipt of transactions.

Will other support locations be on base, or will other support locations be off-base? If off base, how many miles may it be from base?

N/A PWS 5.2.3 It will be on-base.

58 How often are other support services required? N/A PWS 5.2.3

At most 3 time every two months and centered around re-warehousing actions. The peaks-and-valleys for the delivery and receipt of material is largely a result of the Shipyard customer's ordering.

Do other services ever require a surge in man power, or do these services correspond to slow periods of low volume work at the main location?

N/A PWS 5.2.3

There will be no requirement to surge contractor manpower. The work corresponds to slow or high work period.

Are delivery locations on base, or will delivery locations be off base? If off base, how many miles may it be from base?

N/A PWS 5.2.4 The delivery location will be on-base.

Do delivery services ever require a surge in man power, or do these services correspond to slow periods of low volume work at the main location?

N/A PWS 5.2.4

There will be no requirement to surge contractor manpower. The work corresponds to slow or high work period.

62 How often are delivery services required? N/A PWS 5.2.4 Infrequently, the Contractor will support when the Government Class C driver is not available and/or when work-load is higher than normal capacity.

Are material consolidation support tasks always on base, or will material consolidation support tasks be off base? If off base, how many miles may it be from base?

N/A PWS 5.3

Kitting (Material Consolidation) support is all on-base; however, Kitting work occurs in the Closed- Industrial-Area (CIA) which requires a valid Security Requirement and the correct Shipyard Security Badge.

Do material consolidation support tasks ever require a surge in man power, or do these services correspond to slow periods of low volume work at the main location?

N/A PWS 5.3

There will be no requirement to surge contractor manpower. The work corresponds to slow or high work period.

65 How often are material consolidation support tasks required? N/A PWS 5.3 Daily during regular work hours, Mon - Fri, 0630-

1500.

Are contractor support transportation requirements always on base, or will material consolidation support tasks be off base? If off base, how many miles may it be from base?

N/A PWS 5.3.3 Transportation requirements are all on-base.

Requirements are all well within a 3 mile radius.

67 Will any tasks require a wood worker to create crates or repair pallets, or any other function? N/A PWS 5.2

We are not requesting a contractor to have wood worker skills. Support services for this are coordinated between government entities.

When scheduling the transportation of items, are the transportation events on an immediate need, or can they be scheduled for next day or a few days out?

N/A PWS 5.2.4 and 5.3.3

IAW PWS Section 5.4, APLs, material is transported no more than (8) eight business hours after Contractor receives order to transport material.

Is the stated GOVERNMENT’S ESTIMATED LEVEL OF EFFORT in section 5.5 accurate, and should we use this to build our bid around, versus any type of volume measures, seeing that volume details are scarce in the PWS?

N/A PWS 5.5 Yes.

Will you please elaborate on the volume of receipts in terms of pallets, cases, and trucks on a daily or weekly average?

N/A PWS 5.2.1 On average, over 57,000 documents/receipts are processed per year.

71 Do items received arrive on full truck loads? N/A PWS 5.2

This is a Retail Business like Operation. There are full or less than full truck loads. As an example, we receive small package deliveries from UPS, FEDEX, USPS and Local Commercial Vendors.

Do items received arrive on less than full truck loads? Meaning only one or a few pallets at a time?

N/A PWS 5.2 See response to question 71.

73 What percentage of items received arrive as floor loaded trucks? N/A PWS 5.2

All Government tranportation assets, or commercial delivery vehicles, delivering material for the shipyard customer must be off-load to support tailgaiting. Government material is typically delivered on tractor/trailer, or a 10-20 foot Flat Bed.

74 What percentage of items received arrive as palletized loaded trucks? N/A PWS 5.2

It is estimated that 75% of material is palletized individual piece parts of multi-packed Boxes/Tri-walls. A Cargo Trailer of material arrives to the receiving dock 1-2 times every quarter and the off-load and any need to have contractors off-load is reviewed, approved and coordinate by the government supervisor. Cargo Van materials are typically palletized materials and the van could be double stacked.

Of the items that arrive palletized, what percentage of the pallets require to be broken down and items be separated onto individual pallets for storage?

N/A PWS 5.2 See response to question 74.

76 Please provide information on training and conference TDY requirements. N/A CDRL A003

There are no conference requirements. The offeror's proposal shall address TDY requirements, if any, for the TE 4.2 training requirements.

Is the Contractor required to backfill any or all positions, to cover unproductive hours i.e.

vacation, sick time PF&D, training etc?

Pg. 46 Evaluation Factor 3

Offerors shall propose and provide sufficient labor to cover the performance requirements. Offerors shall explain in the proposal how it intends to meet the requirements outlined in Evaluation 3 utilizing its resources.

Are the areas that the Contractor will be responsible for securing, joint use areas with Government employees?

N/A PWS 1.4.5

Yes. All facilities must be properly opened and secured at the end of day. The contractor uses shared facilities with government employees.

Ultimately, a government supervisor/manager is responsible for the proper security. There are frequently checks and processes to prevent program deviations.

79 What is the frequency of preparedness exercises annually? N/A PWS 1.7

Annually and are led by JBPHH and DLA and are focused on preparing for the Hurricane Season and/or an actual fire evacuation of buildings.

80 Will the Contractor have to transport any hazardous material N/A PWS 5.2.4 No.

81 Cannot access locked docs J.6 through J.18 on FBO N/A N/A Please refer to question 1.

Who does DLA consider responsible for the workload during the transition period? N/A N/A

The incumbent will be responsible for the workload since they are responsible through the end of their task order.

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