QA Document-Amendment 0001 - FINAL.pdf

SP3300-23-R-5001

Amendment 0001

QUESTIONS & ANSWERS DOCUMENT

The following questions have been submitted from industry regarding solicitation SP3300-23-R-5001. Each question has been redacted to ensure anonymity. The Government response is provided in the far right-hand column for each question.

Question RFP OR Pre- Proposal

Conference

RFP Para Reference (if question relates to RFP)

Government Response

1 Would DLA would except an Interim FCL for this proposal?

RFP Section L page 77, Section M page 95 This requirement cannot be waived or exception given.

2 The PPC slides were posted on SAM.gov. Is there a video or audio recording of the conference that we would be able to listen to or watch so that we may get up to speed?

PPC No, it will just be the slides itself that will be posted to sam.gov.

3 Is the physical place of performance location a Show Stopper in being considered for this bid?

This solicitation is for a Government Owned Contractor Operated contract. The place of performance is required to be the facility in Guam.

4 Based on the language in the CDRL, it is unclear when we should submit the Storage Plan. Would the Government confirm that offerors are to submit the Plan NLT 60 calendar days after full performance

RFP Attachment CDRL A023 The Storage Plan should be submitted NLT 60 calendar days after full performance. CDRL A023 has been updated.

5 Will the Government provide the past three years of month by month inventory accuracy results/APL monthly performance?

RFP Section L page 81 APL accuracy results/APL monthly performance results by the incumbent contractor is procurement sensitive data and will not be provided.

6 The PWS indicates the current density rate is in TE 5.1. Can the Government provide the line in the TE the Density Rate is on or provide current storage density rate details and relationship to density goals?

RFP Section L page 81 The reference to density rate in 5.1 was in error, Attachment J.1 has been corrected (Section C-5.3.2).

This information will not be provided.

7 Will the Government clarify if the 10% is referring to the estimated cost for this CLIN, or if it is 10% of the total contract value?

RFP Section B page 25 (CLIN X006) The fixed fee shall not exceed 10% of the CLINs estimated cost excluding fee. Correction has been made to section B of the RFP.

8 In L4. E-File I Tab 4, the Government asks for a narrative in the price proposal.

However, E-File IV – Cost Proposal only mentions an Excel File and makes no reference to a price narrative.

RFP Section L pages 77, 85-93

E-File 1 Tab 4 is in reference to Accounting System Verification. A narrative explaining the various aspects of the excel cost proposal (calculation of hourly direct labor rates, indirect rates, labor hours, Conference

RFP Para Reference (if question relates to RFP)

Government Response

Does the Government intend to have a separate pricing narrative submission within File IV or just the Microsoft Excel File?

profit, etc.) should accompany the excel submission as part of E-File IV.

9 Please confirm that Offeror-Subcontractor commitment letters are excluded from the page counts in Table 1.

RFP Section L page 75

Confirmed.

10 Please confirm that an HMMP is not required to be submitted with the Technical Proposal, as noted in the PWS. If required in the Technical E-File, will it be excluded from the page count? Also, will it be evaluated in the context of Subfactor (c) Training or some other Subfactor?

RFP Attachment Attachment J.1, C-4.6.3 Hazardous Material Management Plan

No HMMP is required, this section has been removed from Attachment J.1

11 A key personnel roster must be submitted prior to Full Performance start. Section C- 1.4.4,F requires submittal of the roster NLT 15 days prior. Section C-1.8.6 requires the roster NLT 30 days prior. Which requirement takes precedence?

RFP Attachment Attachment J.1, C-1.4.4 Personnel Clearance and C-1.8.6 Required Plan

The key personnel roster should be submitted NLT 30 days prior to full performance. Attachment J.1, Section C-1.4.4, Personnel Clearance, has been updated.

12 An ESD Control Plan must be submitted.

CDRL A003 requires submittal at the “start of full performance.” Section C-1.8.6 requires the plan NLT 30 days prior to full performance. Which requirement takes precedence?

RFP Attachment Attachment J.1, C-1.5 SOH and C-1.8.6 Required Plan

The ESD Control Plan should be submitted NLT 30 days prior to full performance. CDRL A003 and Attachment J.1 (Sections C-1.7, C-1.8.6) have been updated. Section C-1.5 SOH does not reference

CDRL A003.

13 Is it the Government’s intent to Identify corporate management labor that is directly charged to the contract?

RFP Section L page 84, Section M page 99 Yes. All individuals performing under the contract whether they be performing at a corporate level or on-site are to be identified with their role identified and proposed hours relayed.

14 Will the Government provide the total number of High Dollar Value adjustments (>$25K) of monthly Total Dollar Value

RFP Attachment TE 5.0 No, these results will not be provided.

Conference

RFP Para Reference (if question relates to RFP)

Government Response

Adjustments processed monthly over the past five years?

15 Will the Government provide the monthly total dollar value of the High Dollar Value adjustments (>$25K) of monthly Total number of Adjustments processed monthly over the past five years?

RFP Attachment TE 5.0 See answer to #14.

16 Will the Government provide the percent reduction year over year for the past five years associated with the number of High Dollar Value adjustments (>$25K) of monthly Total Dollar Value Adjustments DDGM has processed monthly?

RFP Attachment TE 5.0 No, these results will not be provided.

17 Will the Government provide the percent reduction year over year for the past five years associated with the number of High Dollar Value adjustments (>$25K) of monthly Total number of Adjustments DDGM has processed monthly?

RFP Attachment TE 5.0 See answer to #16.

18 Will the Government provide the monthly inventory accuracy results associated with monthly cyclic counts over the past 12-months?

RFP Attachment TE 5.0 No, these results will not be provided.

19 Will the Government release the monthly location accuracy results over the past 12-months?

RFP Attachment TE 5.0 See answer to #18.

20 Will the Government release the monthly floor to book accuracy results over the past 12-months?

RFP Attachment TE 5.0 See answer to #18.

21 The paragraph references TE 4.2 and TE 4.2 was not released with the list of TE’s. Will the Government provide TE 4.2?

RFP Attachment Attachment J.1, C-4.4, sub-paragraph F There is no TE 4.2, correction to the referenced section in attachment J.1 has been made.

22 The RFP requires that an offeror already possess a DCSA Facility Clearance. We currently handle moving logistics with DLA Personal Property here in Guam. Does our clearance with personal properties under the

RFP Section L page 77 A Facility Clearance (FCL) is a separate and specific process.

Conference

RFP Para Reference (if question relates to RFP)

Government Response

Defense Transportation Regulation (DRT) provides us the DCSA facility clearance under Appendix E.

23 Contract states “The Contractor shall be held financially liable for loss, damage, or destruction of Government Property.” Is there a limit to the total that a contractor could be held responsible for?

RFP attachment Section C-5.1.1.2, Liability for Government Property

There is no pre-set limit to the total liability that a contractor may be held liable for. These are reviewed on a case-by-case basis as/if they occur.

24 Contract states “The Contractor shall be held financially liable for loss, damage, or destruction of Government Property.” If a contractor is held financially responsible for a loss or assumed of Government Property and the lost material is subsequently located, or the assumed damaged material is actually fully functional, will the Government immediately reimburse the Contractor or utilize another mechanism to make the Contractor whole financially?

RFP Attachment Section C-5.1.1.2, Liability for Government Property

This will be determined or a case by case basis as/if these incidents occur. Parties will follow the Financial Liability Investigation of Property Loss (FLIPL) procedures as designated in this same section of the Performance Work Statement.

25 Section F-8 states that “Letters of Concern may include request for reimbursement for lack of compliance to contract requirements.” How is the amount of the deduction determined/calculated?

RFP Section F page 34 This will be up to the discretion of the Contracting Officer for all calculations not already expressly stated in the solicitation and resultant contract such as for deductions for missed APLs.

26 Section F-8 states that “Letters of Concern may include request for reimbursement for lack of compliance to contract requirements.” Is there a limit to the amount of the deduction?

RFP Section F page 34 This is no pre-set limit that a contractor may be held liable for. These are reviewed on a case-by-case basis as/if they occur.

27 Section F-8 states that “Letters of Concern regarding Acceptable Performance Levels (APLs) will automatically be assessed as a deduction per F-6 and F-7 if the Contractor responds with an untimely waiver request.” Will there be any deductions

RFP Section F page 34 There may be. This will be up to the discretion of the Contracting Officer.

Conference

RFP Para Reference (if question relates to RFP)

Government Response associated with Letters of Concern related to other than Acceptable Performance Levels?

28 Section F-8 states that “Letters of Concern regarding Acceptable Performance Levels (APLs) will automatically be assessed as a deduction per F-6 and F-7 if the Contractor responds with an untimely waiver request.” Is there a means for the Contractor to appeal the Letter of Concern above the Contracting Officer if the Contractor believes it is warranted?

RFP Section F page 34 The process and procedures of section F-8 apply.

29 Section -3.5 in its entirety stating that “The Government Will” perform scheduled and unscheduled maintenance to MHE and MHS?

RFP Attachment Attachment J.1, Section C-3.5, Government Equipment Maintenance & Repair

Section C-3.5, Government Equipment Maintenance & Repair, has been removed from Attachment J.1.

The Contractor will be responsible for all equipment maintenance and repair.

30 Reference: 2. Indexing: Each file shall contain a more detailed table of contents to delineate the subparagraphs within that file.

Tab indexing shall be used to identify sections.

Question: Will the Government please confirm that pages used as tabs will be exempted from page limits?

RFP Section L-4 page 75 This is confirmed, the tabs are excluded from page limitations.

31 Reference: No page limit exemption is provided for front matter.

Question: Will the Government please confirm that the Cover/Title Page, Table of Contents, List of Figures and Tables, Glossary, and a compliance matrix will be exempt from page limitations?

RFP Section L-4 page 75 This is not accurate; these items are not exempt from page limitation requirements.

32 Reference: 6. Electronic Submission: … Each E-File shall include the Offeror’s name, solicitation number, date of submission and the proposal file (name and number).

Question: Does this instruction and required data for each e-file apply to the file name?

RFP Section L-4 page 75 Yes.

Conference

RFP Para Reference (if question relates to RFP)

Government Response

33 Reference: 6. Electronic Submission: … Each E-File shall include the Offeror’s name, solicitation number, date of submission and the proposal file (name and number).

Question: What “proposal file” “name” and “number” are required in this instruction?

RFP Section L-4 page 75 Submissions are to be named and numbered in this fashion: such as E-FILE I Solicitation, Offer and Award Documents (SF-33), E-FILE II Evaluation Factor 1: Performance Confidence Assessment, etc.

IAW the table listed in Section L-4.

34 Reference: 6. Electronic Submission: … Use of the Safe Access File Exchange (SAFE) -submission SITE at: https://safe.apps.mil is required. Each file of the proposal shall be submitted as a separate Electronic File (E- File). Each E-File shall include the Offeror’s name, solicitation number, date of submission and the proposal file (name and number).

Question: For volumes that have more than one file (such as E-File III Technical proposal, which also requires a MS Project file and an Excel file), what are the file naming instructions?

RFP Section L-4 page 75 The file naming is dependent on what is contained in the particular file and should be named as such.

35 Reference: 7. Markings, CUI designator… POC: (name and Ph#) Question: Whose name and phone number must be placed in the CUI designator? Is it the Offeror or a government person?

RFP Section L-4 page 76 This is the Contracting Officer, Karen Ghani (717) 770-5951.

36 Reference: 7. Markings Question: For the POAM’s MS Project file, what are the requirements to provide the CUI page markings and the CUI designator?

RFP Section L-4 page 76 Utilize the same CUI marking requirements and location as you use for file submission in excel formats.

37 Reference: 1. The offeror shall provide a Plan of Actions and Milestones (POAM), as an attachment (POAM is not included in page limitation), using MS Project or equivalent software… Question: Will the Government exempt a printout of the POAM from the e-File III page limits to enable evaluators to have a

RFP Section L-4 page 85 As stipulated, offerors may submit as MS Excel in lieu of MS Project as long as each task, duration, and start/end dates are clearly identified.

https://safe.apps.mil/

Conference

RFP Para Reference (if question relates to RFP)

Government Response convenient reference to the POAM without having to open a MS Project file?

38 Reference: The PWS instructions specify that a Mission Essential Contractor Services Plan (MECSP) must be submitted with the proposal.

Question: Is this plan exempted from the technical proposal page limit?

RFP Attachment Attachment J.1, C-1.9 Continuation of Essential Contractor Services, paragraph B

No, this must be submitted IAW the technical proposal page limitations.

39 Reference: The PWS instructions specify that a Hazardous Material Management Plan (HMMP) must be submitted with the proposal.

Question: Is this plan exempted from the technical proposal page limit?

RFP Attachment Attachment J.1, C-4.6.3 Hazardous Material Management Plan (HMMP)

Section C-4.6.3, Hazardous Material Management Plan (HMMP), has been removed from Attachment J.1. No HMMP is required for this solicitation.

40 T.E. 5.0 on the last page lists the timeliness for Retail APLs. Is this a typo or should it be listed as the timeliness for wholesale APLs because there are no retail operations at DLA Guam?

RFP Attachment TE 5.0 pgs 7-8 While there is currently no retail operation at DDGM, this support will be required in the future, as described in Attachment J2 C-5.7.3N

41 The Monthly Cyclic Inventory at the eaches level standard is greater than 99.5% and there are actions to be taken IAW Para C-5.4.1 if the accuracy falls below 99.5%. Is the standard to be equal or greater than 99.5%?

RFP Attachment TE 5.0 page 5 The standard is equal to or greater to 99.5%. The correction has been made to TE 5.0.

42 Will the Government please provide the anniversary dates for the current workforce by position to determine total compensation requirements in accordance with Executive Order 14055 and the CBA?

RFP Attachments Attachment J.4 (CBA and WD) This information will be provided to the awardee during phase-in.

43 Would the Government provide a detailed breakdown of productive hours, 1772 indicated in the RFP?

RFP Section L page 83 The annual 2,080 potential work hours were reduced for vacation, holidays, sick leave, and other reasonable reductions. The following reductions were applied: vacation – 120 hours; holidays – 88 hours; sick leave – 40 hours; and training 60 hours for a calculated total of 1,772 annual productive hours.

Conference

RFP Para Reference (if question relates to RFP)

Government Response

44 Since access to the controlled documents was not made available until 10 days after the release of the solicitation, will the due date for the solicitation also be pushed back 10 days?

RFP General No. Posting and providing access to these controlled documents was accomplished as soon as practicable to when these documents could be posted leaving sufficient time for offerors to prepare their proposal submission by the closing date of the solicitation.

45 Since access to the controlled documents was not made available until 10 days after the release of the solicitation, can the time period to submit questions be extended 10 days?

RFP General No. See answer to #44.

46 1 - Are facilities for wash down available 2 - Does the government consider costs related to MHE wash down as an allowable

ODC

3 - Can the government better define exposure to corrosive environment

RFP Attachment Attachment J.2 C-4.4.2N (A)

1. DDGM does not have a wash down facility.

2. No costs should be incurred. Car wash solution is not required to wash down a vehicle/equipment (rag and water will suffice). Water is paid by the Government.

3. Guam is a very corrosive environment with salt spray, rain showers, high humidity, and excessive heat caused by direct sunlight negatively impacting equipment. DDGM is located on Naval Base Guam and is within 100 yards of the Tango and Uniforms piers.

The trade winds typically follow an east to west pattern exposing equipment to constant salt spray.

47 Can the government identify each equipment/MHE category?

RFP Attachment Attachment J.2 C-4.4.2N (C) No, this information will not be provided.

48 C-1.2.3N indicates normal hours are M-F.

Can the government please clarify if this tasks needs to be accomplished everyday, including all weekends?

RFP Attachment Attachment J.1 C-5.4.8 Potential Book to Book Processing

Yes, everyday including weekends.

49 Are the APLS assessed weekly, monthly or quarterly?

RFP Attachment Attachment J.5 (TE 5.0) APLs are assessed monthly.

Conference

RFP Para Reference (if question relates to RFP)

Government Response

50 Valid complaints are determined by which party? How many shipments per month?

RFP Attachment Attachment J.5 (TE 5.0) iSDRs are submitted by the Customer and researched by the Contractor for validity. Refer to Attachment J.1, Section C-5.4.9, Incoming Supply Discrepancy Report Research and Resolution.

Historical workload is provided in TE 5.1

51 This shows 1% on-time, is the contractor expected to have a level of 1%? Is this customer denial?

RFP Attachment Attachment J.5 (TE 5.0) The document states, “1% complaints per month as a % of total issues (sum of DSS MIS Elements 21740 and 22002)”, not 1% on time.

52 During phase-in, the contractor is given 90 calendar days - does this include holidays? Is the contractor expected to perform TDY? If so, can the government provide an estimate support number?

RFP General Yes. Phase-in includes holidays. The awardee must perform IAW contractual requirements and to be ready for full performance the first day following the end of the phase-in period.

General comment: There are no restricted documents on DoD Safe. All restricted documents are on sam.gov as part of the RFP posting. You must request access to these restricted documents via sam.gov. Also there is no recording whether audio or visual that will be provided, the PPC slides have been posted to sam.gov as controlled documents and access to this and other controlled documents must be request via sam.gov.