F16_preproposal_QAs_07-16-13.docx

QUESTIONS/CLARIFICATIONS/COMMENTS

F16 Wing Pre-proposal Conference

Question 1: How will we deal with inventory (SOH / Due in PR and PR)?

Answer: DLA will review SOH, Due-in purchase orders PRs and cancel tactical PRs as appropriate to maintain adequate customer support through award and ramp-up and to maintain required DLA Direct Inventory levels through the integrators expected production lead time.

Question 2: What is wing throughput at 309th CMXG (today and planned)?

For planning and forecasting purposes can the government provide an anticipated monthly rate at which wings will be inducted into the wing shop during the contract period of performance.

Answer: The targeted throughput goal is 10 wings per month.

Question 3: Are replacement factors included in attachment A. spreadsheet.

Answer: Replacement factor will be provided in addendum.

Question 4: Validate “C folders were pulled through into DIBBS. How do offerors obtain the Technical Data Packages for the 1G/2G NSNs?

Answer: Tech data located in the Cfolders and can be downloaded. This has been verified.

Technical Data

DLA Collaboration Folders (cFolders) ~ https://pcf1.bsm.dla.mil/cfolders/

This system contains BidSets, Engineering Data Lists (EDLs) For General questions call DLA Collaboration Folders Help Desk 1-804-279-3477.

cFolders Log In Problems, Password Resets and BidSet Discrepancies: Complete a customer service request on the DLA Product Data Management Division (PDMD) Customer Service website at https://www.pdmd.dla.mil/cs

Question 5: L.6.1.3 – Do we really need / want base access applications at time of proposal?

Ref. L.6.1.3, Page 59-It would seem that submission of Attachments 3A &3B and AF FARS 5352.242-9000 be provide at contract award. Names submitted in the RFP may change. Also this information takes up valuable page count in the offeror’s submittal.

Answer: Base access applications will be submitted no later than 15 calendar days after award.

Question 6: Should all costs be included in unit prices?

SECTION B – Schedule of Supplies and Services. Would the Government consider adding a separate CLIN for “Management Fee” versus including it in the NSN pricing for Attachment 1A items? This would enable segregation of “Management” and “Administrative” costs from piece part prices. “Management Fee” could also be provided by yearly breakouts.

Answer: All fees will be included in unit price.

Question 7: Provide details regarding progress payments? Could “milestone payments” be tied to the implementation plan? Some concern regarding financial challenges while “waiting for sales”?

52.232-13 – Notice of Progress Payments (APR 1984) 52.232-16 - Progress Payments (APR 2012) 252.232-7004 – DOD Progress Payment Rates (OCT 2001)

With the incorporation of all of the required Progress Payment Clauses this solicitation, it is assumed that the successful awardee may bill for Progress Payments based upon actual costs incurred and recognized by the Government every 30 days and be reimbursed at the 90% rate for small business - Is this a correct assumption? Further, it is assumed that the successful contractor will receive progress payments for work in process and for acquiring parts for the store front inventory – is this a correct assumption?

Based upon the above assumption on Progress Payments, can the Government provide clarification as to “when” and “where” the remaining liquidation rate of progress payments will be handled for each of the various category of parts (e.g. origin or destination) and provide an example (e.g. upon removal of parts from store front to be installed or upon actual installation of parts moved from the inventory??) Bottom line – where will each category or classification of parts be accepted by the Government and DD 250?

If a contractor is expected to need progress payments, the request should be submitted with the proposal along with a statement of need. The progress payment request will then be approved by the awarding contracting officer.

After the progress payments are approved, the contractor will then qualify for progress payments through having a need and an approved financial management system. A contractor who has an assigned Administrative Accounting Officer, ACO, and who has and a recent audit review within 12 months will have approved progress payments. The ACO will not approved progress payments before determining that the contractor is responsible and has an approved accounting system.

Once the contractor’s accounting system has been approved and controls have been established, the ACO may approve progress payments including the initial request on a new contract based solely on the accounting system and the contractor’s certification. It is up to the ACO’s discretion if an audit may be performed for each request.

Contractors have to submit progress payment request via WAWF when they incur cost. DCMA will conduct an initial baseline and set up a periodic progress payment review where DCAA will assist to audit the costs incurred.

At specific times contractors can invoice and the ACO approves the Progress Payments and the contractor gets paid. There are various trigger points or milestones, for a percentage complete or on costs incurred.

The contractor can be paid up to 90% of the cost of the materials.

Question 8: Will government provide CDRLS? SECTION C.11.1 - Chart with listed Reporting Requirements. The RFP package contained no DD Form 1423’s for the respective data submittals. Is this an oversight and at what point will the DD Form 1423’s be provided to the offerors?

Contractors should submit a format for reports with their proposal.

Question 9: Concern about “level” of disincentives for a small business. If disincentives are applied do they apply to prices for the next year?

Answer: If disincentives are applied, the percentage reduction will be applied to all prices in the CD portion (309th CMXG) of the contract. DLA decided to update the WING AWP days calculations based on today’s discussions. Updated table:

Question 10: Will integrator be DLA’s only source of supply?

Answer: Yes unless there is an urgent requirement that the integrator can’t fill.

Question 11: Will Integrator be held responsible for spike in demand. For example, a new inspection drives a “low use item to 100% replacement” … should integrator be penalized for this?

Answer: If the integrator identifies an item that has had a demand increase (an engineering driven change for example) of greater than 200% from previous demand, and the demand is sustained for greater than 90 days, the integrator can present this item to the contracting officer for evaluation of relief from the metric calculations.

Question 12: How will we handle inventory when an item is replaced by an engineering change? (usually handled by use through exhaustion – while the new part is produced)

Answer: The new item implementation process generally includes a “use to exhaust” process for the old item that coincides with new item acquisition and production. If after the new item is introduced and fielded there is remaining inventory, the integrator can present the situation to the contracting officer for evaluation and determination of a fair and equitable solution.

Question 13: Is their opportunity for growth?

Answer: Opportunity for growth is limited to replacement items or additional F16 Wing items. New programs or systems will not be added to this contract.

Question 14: Clarify transportation requirements and processes for DD portion.

Transportation

FOB Point The RFP currently states that the Operational Customer FOB point is FOB Destination, this will be changed to FOB Origin. This change will help to alleviate risk associated with pricing transportation in the proposal, in addition to prepare for the First Destination Transportation that will be rolled out in October 2013.

Applicable clauses:

Clause 52.247-47 FOB Origin

As a result of changing the FOB point to Origin, the contractor should review DLAD clause 52.247-9011 Vendor Shipment Module (VSM). The contractor is strongly encouraged to use VSM (formerly known as DPMS) which is a web based distribution and transportation system that will allow the contractor to obtain current shipping addresses and to print shipping labels with bar codes. VSM replaces the need for the vendors to contact the DLA transportation office prior to shipping. Contractors may contact the transportation office helpdesk at 800-456-5507 or delivery@dla.mil to obtain more information or to register for VSM. The IT requirements for VSM at 52.247-9011.

First Destination Transportation and Packaging Initiative (FDTPI) is a DLA Enterprise Wide program that was introduced by Headquarters in January 2013. The program is intending to use Government transportation and commercial packaging in order to reduce cost and resources. FDTPI is a larger initiative that is divided into two smaller segments which are First Destination Transportation and First Destination Packaging, these are applicable as follows:

First Destination Transportation (FDT) is NOT applicable at this time and is expected to roll out in October of 2013. Currently, local Policy, guidance or specified clauses have not been established. As guidance, clauses, and policy become available, either the contract or the solicitation will need to be modified in order to incorporate this initiative, dependent upon where the acquisition is in the timeline. First Destination Transportation will allow the contractor to use government transportation system for shipping in order to reduce costs by using economies of scale and commercial best practices instead of each supplier using their own transportation system. More information on FDTPI can be found at: https://hqc.dla.mil/FDTPI/Pages/default.aspx#transportation

First Destination Packaging IS applicable and was rolled out by DLA Aviation as of May 2013. First Destination Packaging allows vendors to use commercial standard or packaging in accordance with American Society for Testing and Materials (ASTM D 3951) in lieu of Military Standard (MIL-STD-2073). Certain items are excluded from the commercial packaging such as CSI items, bearings, OCONUS FMS etc. These exceptions and guidance are identified at

· DLAD 11.201 Identification and Availability of Specifications

· DLAD 13.106-2 (b)(S-90) Evaluation procedures

· DLAD 15.402 PRICING POLICY

· DLAD PGI 15.402(a)(S-90)(3) First Destination Packaging Program

Transportation Proof of Delivery (TPD) applies to the Customer Direct (Ogden Customers), and is a commercial document generated by the contractor and/or the transporter of supplies. This will be submitted to the existing Wide Area Workflow (WAWF) system, and is a supplement to the customer receiving report or Material Receipt Acknowledgement. The TPD in in addition to acceptance, will allow the contractor to initiate a payment request. Applicable Clause is 52.232-9006 and will be incorporated into the Amendment.

Question 15: Clarify buy back plans at end of contract. Upon completion of the contract will the Government be obligated to buy back the residual and/or the committed inventory or is it only an option? Can you provide more insight into how this would be handled?

Answer: SOW Para C4.1.7.7. DLA reserves the right to buy residual and committed inventory up to 12 months’ worth of validated demand.

Question 16: What square footage will be provided?

Answer: The location of the storefront has not been identified yet.

Question 17: Who has responsibility for planning?

Answer: The integrator will be responsible for planning and forecasting for the 309th CMXG Wing Shop demands. DLA will continue to plan and store material for the DD portion (Worldwide demand) of this contract.

Question 18: Can we assume that government will issue FPR & enter negotiations?

Answer: The Government reserves the right to award based on analysis of the initial proposal.

Question #19 SECTION B – Schedule of Supplies and Services references Attachment 1A. Generally Section B contains a layout of the “Basic Contract” CLINS to be awarded. Even though the pricing for evaluation purposes are contained in Attachment 1A – it would be very beneficial for the offerors to see a layout of the CLINS as they would appear in the basic contract award. Is it possible that the Government could provide that information for the Model Contract?

Answer: The Basic contract layout will look very similar, it may just have all of the prices on one sheet.

Question #20 SECTION C – Paragraph C.2.3 - Regarding the Government’s statement that the offerors must prove they have the capability to send and receive EDI transactions. Can you be more specific of what type of “proof” you require that will satisfy the Government requirement (e.g. certifications, company IT statements, etc)?

Answer: EDI transactions will be tested during implementation.

Question #21 SECTION C – Paragraph C.4.1.1.2 – Store Front Facility. Will the Government provide an opportunity for the potential offerors to visit the store front facility at Hill AFB once that it has been so identified? It would be very beneficial for the offerors to see the facility, its size, location, etc. to determine their responsibility to plan and pre-position appropriate levels of their inventory to support the customer?

Answer: Yes, as soon as location of store front is identified.

Question #22 SECTION L - Comments/Clarifications

Paragraph L.1 – Proposal Part Chart – Vol 1 – RFP. Generally the RFP or Contractual Documentation serves as the Model Contract the Government can award without discussions. As such, would be in the best interest of all, to have Section B – CLIN structures with anticipated deliveries, CDRL - DD Form 1423, DD 254, etc provided to the offerors up front so a completed RFP (Model Contract) could be returned to the Government?

Answer: Volume 1 of the RFP refers to the signed RFP document which includes completion of any of the clauses fill-ins. Volume 2 is the pricing proposal in which the prices should be submitted on the excel spreadsheet.

Question #23 Paragraph L.1.5 – Can the Government clarify the term “Executive Summary”? Some solicitations have a “formal” Executive Summary averaging 5-7 pages that is a separate stand alone document that provides the Government with a top level synopsis and highlights of the offeror’s overall proposal volume (contains no cost info). It appears that you desire to have a 2 page Executive Summary dedicated to the contents of that specific proposal volume versus an overall, encompassing Executive Summary for the entire submission. Is this a correct assumption?

Answer: Yes this is correct.

Question #24 Paragraph L.7.3 - Can the Government confirm that the due date for the Past Performance Volume is the “same” as the submittal of all other volumes – 30 July 2013 at 3:00 P.M. EST versus having the Past Performance Volume delivered earlier? We have seen Past Performance volumes required to be delivered up to 2 weeks earlier than the rest of the proposal volumes?

Answer: Yes, the due date is the same.

Question #25 Since the Government has unlimited rights to the technical data and the data packages are complete, is it correct to assume that offerors are not required to procure the part from the listed source? Offerors are free to use any source to include themselves?

Answer: If the part has an approved source, the offeror is required to use that source, or to qualify a new source, or to produce themselves. The item description must still be used.

Question #26 Clarify Para. M.4.3.3, “Total Evaluated Price” relative FAT prices. Is the sum of FAT Prices included in the TEP?

Answer: FAT prices will be evaluated separately, but they will not be included in the TEP.

Question #27 Is a DD Form 254 applicable to this solicitation?

Answer: At this point DD Form 254 does not apply but could in the future.

Question #28 There appears to be a discrepancy between the FAT spread sheet (Attachment 1C) and the Pricing/Annual Demand spread sheet (Attachment 1A).There are 302 NSNs on Attachment 1A coded as FAT required. There are 4 NSNs on Attachment 1A coded as no FAT required yet appear on the FAT spread sheet, Attachment 1C. There are 7 NSNs on the FAT spread sheet that we cannot find on the Attachment 1A spread sheet. Please clarify?

Answer: This will be clarified with data team and will be provided in the first amendment.