Okinawa_QA_for_Solicitation_SPE60016R0508Amend0005.pdf

Question and Reponses for Solicitation SPE60016R0508 – Amendment 0005

TESTING

1. Reference: Attachment B -OSP, Page 7 of 38 Section C, (a) & (b) Neither SAMPLING or TESTING is included in the PWS.

Question: Are these considered as parts of contractor responsibilities?

Response: Yes, conform with C-5.5 of the PWS.

2. Reference: Attachment B -OSP, Page 7 of 38 Section C, (a) & (b);The document, MINIMUM

REQUIREMENTS FOR STORAGE SAMPLING AND TESTING, is not included as an attachment in this solicitation as indicated.

Question: Will you be providing it soon? The information is required to calculate the offered prices.

Response: This document was provided in Amendment 0004 dated 19 January 2016.

3. Reference: RFP Section C, page 11 of 87, OSP page 7 of 38: C-0003 Energy QAP C19.07 Sampling and

Testing of Petroleum Products (Storage) (DLA Energy Jan 2012).

Question: This requirement seems out of place and not applicable to the solicitation. It makes reference, in both possible items to check off, to contractor equipment and facilities. As this is a GOCO, there are no contractor facilities available. Will the Government please check the applicability of this requirement and advise?

Response: This DLA-Energy provision is required.

4. Reference: Attachment B -OSP, Page 7 of 38 Section C

Question: As listed in the same page, will the contractor have a choice of outsourcing these services to a third vendor? Or, will USG be responsible for conducting sampling and testing?

Response: Sampling is to be conducted by the Contractor if he elects to subcontract out these services;

the cost is at his expense.

5. Question: Please provide definition and parameter of "own personnel". The question relates to the earlier one I submitted regarding outsourcing.

Response: Employed by; working for the Contractor.

6. Reference: Attachment B - OSP, Page 7 of 38, the last paragraph.

Question: Extension of submission: Is it possible to get an additional 2 weeks due to we await information based off this question submission

Response: The due date (closing date) of the proposal is February 10, 2016, 09:00 A.M., Local Fort

Belvoir, VA (EST).

RFP SECTION L

7. Reference: RFP, Section L, page 78 of 87 table and sentence below table, and OSP page 1 of 38.

Question: The references above contradict each other regarding the number of copies for each of the required volumes. Please state clearly how many copies, in addition to the original, are required for

Volumes I, II, and III.

Response: Please submit one (1) original and one (1) copy of Volumes I, II, and III (two (2) total).

8. Reference: RFP, Section L, page 77 of 87, bottom paragraph.

Question: Can the originals for Volumes I, II, and III be submitted in one binder as long as they are clearly tabbed and delineated?

Response: Yes.

9. Reference: SF1449, RFP page 3 of 87, OSP page 2 of 38 – RFP, Section L, page 77 of 87.

Question: RFP Section L, page 77 of 87, states the due date for the proposal is 22 January 2016. All other referenced areas above state the due date is 20 January 2016. Which is the correct due date?

Response: The due date (closing date) of the proposal was revised to February 10, 2016, 09:00 A.M., Local Fort Belvoir, VA (EST) via Amendment 0002, dated December 16, 2015.

OFFEROR SUBMISSION PACKAGE

10. Reference: RFP Section B, page 10 of 87, OSP Section B, page 6 of 38.

Question: RFP and OSP Sections B at the above locations do not match. RFP Section B shows a Line

Item 0003, OSP Section B shows two Line Items 0002. Please advise.

Response: OSP Section B, page 6 of 30 is corrected to reflect:

LINE ITEM 0003 (EXTENSION OF SERVICES): OCONUS GOCO Storage Services, V20000038:

(FIRM-FIXED PRICE)

PERFORMANCE WORK STATEMENT

11. Reference: Attachment A, PWS, Page 10, C-5.4, Recyclable and Recoverable Fuels.

Question: Who does the recycling fuel and determining if it is non-reclaimable?

Response: The contractor would notify the COR of any potential recoverable.

All products deemed non-reclaimable will be collected and disposed of by the government.

12. Reference: Attachment A, PWS, Page 17, Appendix A, 2. Storage

Question: We noticed that there are only three kinds of fuels (Mogas, Diesel, and JP-8) in this document.

However, the solicitation notice lists the following fuel types, (Turbine Aviation Fuel, Aviation, JP8

(MIL-DTL-83133F); Retail Gasoline, Automotive (EN 228); Retail Diesel (EN 590). Do we have to take all these fuels into consideration when making plans?

Response: There are only three types of fuel on this contract: Mogas, Diesel, and JP-8.

13. Reference: Attachment A, PWS, Page 8, C-3.5

Question: I understand the language requirement for FDSO; however, can she or he use translation service via cell phone if FDSO cannot speak English at a satisfactory level?

Response: No, all employees must be able to read and understand English to the extent they can understand and follow oral instructions/directions and be capable of writing in English.

14. Reference: Solicitation, Page 3 –

Question: Is Ie Jima Auxiliary Airfield included in Camp Foster?

Response: No. All required locations are listed in the PWS.

15. Reference: Attachment A, PWS, Page 17, Appendix A, Page 19, 3. Average monthly issues and receipt.

Question: May we have breakdown of the numbers for each camp?

Response 10:

FY15 Totals by Fuel Facility

Gonsalves Schwab Hansen Courtney Foster Futenma Kinser

Issues Receipt Issues Receipt Issues Receipt Issues Receipt Issues Receipt Issues Receipt Issues Receipt

JP-8 0 0 53892 58384 130857 143857 15151 15460 172829 173060 6895 6014 43977 43346

Diesel 1627 1585 32111 32225 29786 31169 21151 24294 335428 340234 32144 33283 48134 47960

Mogas 615 1585 19667 21128 20761 20123 27230 25884 121289 120983 18199 13732 31436 32750

16. Reference: Attachment A, PWS, Page 17, Appendix A, Page 20, Fuel Products

Question: Will the SP have access to the government fuel for its utility/administrative vehicles at their expense? If so, what are the costs?

Response 11: No. SP will be required to procure on the local economy.

17. Reference: Paragraph C-6.1 of the PWS (Preventative Maintenance) and C-6.3 (Recurring Maintenance).

Question: In paragraph C-6.1 of the PWS (Preventative Maintenance) it states “The contractor must provide all recurring and preventative maintenance support under CLIN 0001”. However, in paragraph

C-6.3 (Recurring Maintenance) it states “Recurring Maintenance is the Government’s responsibility.” To be clear, should the contractor assume our role in recurring maintenance is in monitoring the

Government’s RM contractor and reporting findings to the COR?

Response: Recurring maintenance is the Government’s responsibility. The COR is responsible for monitoring the recurring maintenance contractor but in the event there are issues, they should be reported to the COR for resolution. For example, if there is painting required that is outside the scope of maintenance under this contract, the contractor will alert the COR and the COR will coordinate with the

RM contractor to complete required maintenance.

18. Reference: Paragraph C-6.8 Maintenance Records.

Question: Is the Scheduled Maintenance Plan called for in paragraph C-6.8 (Maintenance Records) initiated by the Government’s RM contractor or under this contract?

Response: The Contractor is responsible for all maintenance records under this contract. The RM contractor will provide their lists of performed maintenance to the COR.

19. Reference: Paragraph C-9.2.

Question: Are the disposal services for waste and used spill material described under paragraph C-9.2 the responsibility of Base Environmental Services?

Response: Yes, the base will provide disposal services.

20. Reference: PWS Appendix A, Table 6.

Question: Is a T DODAAC be available for authorized contractor fuel purchases as described in

Appendix A, table 6?

Response: No.

21. Reference: Paragraph C-3.3 Terminal Manager

Question: Is travel for training required for the TM as described in paragraph C-3.3 (Terminal Manager) also funded by DLA-E?

Response: There is On-Line Virtual Training - This will include a live instructor that will adjust the time to what is needed. Students will require: Microphone, head phones (or combination Headset), high-speed internet (DLS) and CAN NOT be on a .mil or .gov network. This will require the individuals to be at their computers while instruction is being delivered. If the vendor runs their own network there should not be a problem. This course meets all the requirements as if they were in Atlanta.

In the event On-Line Virtual Training is not available, then DLA Energy will provide funding for training with some exceptions. DLA Energy can send an instructor to train the individuals, however, each class must have 10 personnel for this to be considered, along with a training room with internet and a computer for each student.

22. Reference: Paragraph C-5.5.1 Quality Determination.

Question: Paragraph C-5.5.1 (Quality Determination) mentions calibration of laboratory equipment and safety, however, there is no mention of a laboratory in Appendix A. Is there a Fuels laboratory equipped and provided?

Response: No, a fuels lab is not provided.

23. Reference: PWS C-3.5 Fuels Distribution Systems Operator

Question: There is no mention of FDSM requirements. Are all maintenance requirements under this contract at Operator level only?

Response: YES, refer to the COR for maintenance above the operator level.

24. Reference: PWS C-6.0 Maintenance

Question: Who will handle maintenance repairs above operator level?

Response: The recurring maintenance contractor.

25. Reference: PWS C-4.1 Operations during Typhoon

Question: How soon would operational inspections of systems after Typhoon be required?

Response: When TCCOR 3 is declared, the contractor begins preparations for the storm, which includes general cleanup, bringing in all unsecure equipment so that it doesn't blow away, and securing all dispensers

(one dispenser per grade, per camp is left unsecured for emergency vehicles operating in the storm). Once

TCCOR Storm Watch is declared over, the contractor will return to work within 2 hours to inspect for damages. Follow this link for more information: http://shogunweather.com/tccor/.

26. Reference: PWS C-13.0 Contractor Furnished Equipment

Question: Will contractor vehicles be allowed OV plates or will they have to be licensed locally?

Response: Official Vehicle (OV) plates are provided by the base registration office. It is the responsibility of the contractor to coordinate.

27. Reference: C-5.1 Receipts http://shogunweather.com/tccor/

Question: Who is responsible for Lab level testing requirements?

Response: DLA Energy level Okinawa.

28. Reference: C-5.0 Fuels Management Services

Question: Will the government provide the computers and software for inventory processing?

29. Reference: Solicitation

Question: Is this solicitation is open to foreign contractors from non-USA countries? Are local companies allowed to bid?

Response: Yes. This solicitation supports full and open competition.

30. Reference: Technical Briefing

Question: During the technical briefing, it was noted that while the solicitation includes the term, "recoverable fuels," none are involved in the present scope of work. Please confirm or refute.

Response: DLA-Energy confirms that this statement is true.

31. Reference: PWS C-5.0 and C-5.1

Question: Bidder was unable to find any passages governing the ordering of fuel deliveries by commercial lorry for the tank facilities. Are these duties included under C-5.0 or is Fuel Ordering handled under separate contract clauses?

Response: The Government (COR) orders tank trucks for replenishment of product.

32. Reference: H-0002- H19.01 & PWS Attach A, C-9.1 to C-9.3

Question: During the Site Visits, various tank facilities had signs directing that oil spills of less than 5 gallons (19 liters) were to be cleaned up "by the Driver" while anything over was to be reported. The report limit under Japanese law is 15 liters. What is considered a minor, non-reportable spill?

Response: Five (5) gallons is considered a minor, non-reportable spill.

33. Reference: Attach 1, PWS C6.9 Oil Water Separators

Question: Request Clarification. Oil/water separator systems are managed and maintained by the

Installation Public Works Dept (USG). The contractor is responsible only for visual inspection and measurement of the contents of the oil/water separators IAW applicable Japanese, Federal, DoD, Navy, Marine Corps, and installation/base regulations, but not for cleaning the OWS -- unless there is the threat of immediate overflow, such as in the wake of a typhoon. Is our understanding correct?

34. Reference: Posted Service Hrs Signs and PWS

Question: There appears to be discrepancies between the operating hours annotated in the PWS and those hours posted on signs at the various stations. Which set of hours are to prevail in KTR providing services?

Response: The hours in the PWS are correct.

35. Reference: PWS - Clarification of Requirement to Equip Refinery, Terminal, or Bulk Plant Facility

Question: The present refueling logistic system on the Island is in the underground pipeline system for

JP-5 & JP-8 fuels to transfer from the designated bay terminal in Tengan (in Camp Courtney) F.O.B (Free on Board), distributing fuels from the terminal bay to each US Marine Base via Valve Boxes (VB) which are arranged outside boundaries of the US Marine Bases without having refinery process. MoGas and

Diesel from the terminal bay are stored in the local refinery station temporarily and one (1) petroleum fuel dispenser firm would distribute those gases to each aboveground fuel tank with tank-truck operation. The solicitation guideline (paragraph F-0002 -F1.09) describes the contractual requirement to deliver those petroleum gases to each designated area from the Contractor's refinery, terminal, or bulk-plant.

We would then like to make sure above-mentioned storing requirement at the Contractor's refinery includesJP-8 gas.

Response: Contractor is to be concerned with the receipt of product via tank trucks and storage of product at locations as viewed during the tour of facilities. This contract does not involve refinery tanks.

PWS/MAINTENANCE

36. Reference: PWS paragraph C-6.1 states the following comments of the designated preventive maintenance (PM) work They are: a) Corrosion Control; b) Ground Keeping; c) Pressure Washing; d)

Cleaning; e) Spot Painting; f) Removal of Water; g) Housekeeping

Among those required PM works as mentioned above, we would like to reconfirm the following issues.

a) for "Corrosion Control"

We would like to make sure this line item refers to maintenance/measurement of presently equipped

“Cathodic Protection" system as specified in UFC 3-570-06.

Response: The only corrosion control performed by the contractor is minor rust removal, spot paint, and lubrication. The recurring maintenance contractor has largely taken over corrosion control, but the

Contractor is still responsible for on-the-spot corrosion control.

b) for "Pressure Washing"

We expect this line item determines cleaning inside of existing aboveground/underground petroleum pipeline or exterior surface of existing vessels/appliances/appurtenances with pressurized water jet solution. We would then like to make sure this line item includes inside of fuel storage tank(s) that may require refueling operation, erection of working platform, gas freeing operation, and disposition of large amount of oily contaminated drainage with issuance of "Manifest" as industrial waste accordingly.

Response: Pressure washing is for the exterior of tanks, dispensers and pipelines as required.

c) for "Cleaning"

As long as above-mentioned line item requires "washing" task, we would like to make sure what this line item stands for.

Response: Washing is the exterior of tanks, pipelines and dispensers as required to include where the vehicles are refueled.

d) for "Spot Painting"

Please reconfirm this line item requires only "touch-up" paint on existing refueling system's ferrous metal surfaces at each area as specified in paragraph C-6.4 of the subject PWS (Attachment A).

Response: Confirmed.

e) Clarification of “Manned Retail Fuel Operations”

The Government issued Performance Work Statement (PWS) (paragraph C-5.2) clearly defines the military personnel (presumably, they may be DLA (Defense Logistic Agent)) shall perform bulk loading, the Contractor shall supervise for safety and ensure bulk loading is secured when not attended at the stations with bulk loading capabilities. We would then like to make sure the military personnel will perform bulk loading at the stations (aboveground/underground fuel storage tanks) as specified in PWS.

Or, do “the stations” mean to be local refinery tank from bulk cargo carrier of the US Military Sealift

Command at Okinawa Bay area?

Response: The Contractor oversees the operation of loading the vehicles by Marines to ensure compliance with all safety and environmental requirements.

f) Clarification of the Actual “Preventive Maintenance” Work Items

PWS paragraph C-6.1 describes outlined preventive maintenance items. Among those required maintenance items, we (a bidder) assume “corrosion control” means “Cathodic Protection” system;

however, due to attending the initial site visitation, we visibly confirm there is no “Cathodic Protection” equipped to any station.

We would then like to recommend the Government providing appropriate type of “Cathodic Protection” system to aboveground/underground pipeline from dispenser station to fuel tank (in particular, JP-

8distribution/storing line in Camp Hansen) to the subject bid item as “the initial maintenance work”.

Response: Corrosion control is the action used in an attempt to limit/reduce the corrosion of metal due to atmospheric conditions—not cathodic protection. Cathodic protection is utilized to discharge electrical current generated due to the movement of product inside a pipe or tank.

g) Confirmation of the Government Cooperation for Arrangement of Bulk Cargo Carrier (Vessel)

We (a bidder) assume bulk cargo carrier of the US Military Sealift Command will transport petroleum fuels onto the Island, and our selected local refinery facility will receive those fuels temporarily as specified in the subject solicitation paragraph F-0002 -F1.09 DETERMINATION OF QUANTITY (DLA

ENERGY AUG2015).

We would then like to confirm the Government will cooperate bulk cargo carrier operation for the designated refinery facility with ocean freight procedures.

Response: This does not apply to this solicitation.

h) Clarification of Suitability for Contract Line Item

The subject bid item requires not only bulk loading of petroleum fuel products to each marine base station but also including the designated maintenance tasks (preventive and recurring ones) as specified in the

WS.

In particular, “Recurring Maintenance” must conform to the latest version of UFC 3-460-03 Chapter

10that instructs different period (monthly, quarterly, semiannually, annually, and every four-year period) for each maintenance item. Thus, we would then assume cost proposal at each location as monthly base amount (as specified in Section B of solicitation form) is not suitable. Or, doe the Government intend bidders submitting “averaged” monthly amount at each location?

Response: Recurring maintenance actions/operations are not performed under this solicitation. There is a recurring maintenance contractor on site; the COR is the conduit between the RM and the DLA Energy

Contractor.

i) Request for Previous “As-Built” File at Each Location As mentioned above, the subject bid item required the designated maintenance tasks at each location such as pipeline, mechanical appliances, ground keeping, cleaning work inside of confine area, and etc. We (a bidder) would then like to request for previous as-built records for each dispensing facility at each marine base area as specified in the subject PWS in order to estimate the most suitable cost proposal.

Response: A paper copy of the “as built” drawing is available from the COR. These drawings are very old and in many cases not complete. Our contractor would have no need for “as built” drawings and their primary duty is as an operator.

j) Request an inventory of Consumables and Expendables (PWS C-6.6) on hand and can you identified what the average monthly cost is.

Response: The annual the consumable expense is approximately $1,000.00 for paper, pens, ink, print cartridges, etc.

k) Would like to confirm the resumes submission. PWS C-3.4.1 states “Resumes” shall be submitted 30 days prior to the initial Performance Period. Being said no resumes are needed for the proposal submission.

Response: Correct.

LAWS AND REGULATIONS

37. Reference: JEGS

Question: IAW bi-lateral agreements, DOD activities in Japan are subject to the JEGS which mandate compliance with the applicable Japanese Government Criteria generally enforced against private sector activities; also, the DLA Solicitation calls for compliance with local laws. Where JEGS and US regulations differ, USFJ Contracting Officers generally require compliance with the stricter rule. Please confirm that this Solicitation requires compliance with the JEGS.

Response: All entities operating on Okinawa bases, whether civilian, local, contractor, military, GS, and etcetera, are all required to comply with the JEGS or the applicable stricter rule.

38. Reference: JEGS and Question 32

Question: If compliance with JEGS is required, will the contractor be required to comply with the government of Japan's taxable income reporting requirements for all non-US SOFA personnel?

Response: 52.212-4 Contract Terms and Conditions states, "The Contractor shall comply with all applicable Federal, State and local laws, executive orders, rules and regulations applicable to its performance under this contract." Further, Foreign Taxes are addressed in Section K and DFARS

Clause 252.222-7002 Compliance with Local Labor Laws (Overseas) in Section I address labor and taxes. Be aware that DLA Energy is not responsible for coordinating SOFA status for contractor personnel.

39. Reference: Key Personnel & Laws of Japan

Question: Japan's Law on Hazardous/Dangerous Materials Management requires all Gas Station/Fuel

Tank Management programs have a duly tested, licensed individual holding a Category 4 Flammables

Engineer Certification. Will DLA accept a copy of the government of Japan issued Certification ID as proof of Bidder compliance with this strict regulation?

Response: There is no requirement for this certification in this solicitation. Contractors may choose to submit with resumes.

SITE VISIT

40. Reference: Site Visit

Question: Are the Gorman-Rupp seen at in the Camp Hansen to be considered Government Furnished

Equipment or Contractor Furnished Equipment?

Response: This is Government Furnished as it is a part of the facility.

41. Reference: Site Visit/Technical Briefing

Question: In the in brief of the site visit, it was mentioned that the Contractor is allowed to purchase supplies, admin equipment, and other required items from the Camp Foster Base Supply. Can the

Government explain how purchases are completed at the Camp Foster Base Supply; credit card or is there a supply account that is assigned to the Contractor.

Response: Purchases for day-to-day administrative items can be made from ServeMart (the Supply

Office) via credit card.

42. Reference: Site Visit:

Question: Is the maintenance/upkeep of the signage seen on fence line, building, and awning supports during the site visit the responsibility of the Contractor or the Government?

Response: Contractor

43. Reference: Site Visit

Question: Is the maintenance/repainting of the vehicle ballads seen on the site visit the responsibility of the Contractor or the Government?

Response: Contractor

44. Reference: Solicitation

Question: Does solicitation number SPE60016R0508 contain requirements similar to a current contract?

If possible, please provide the current contract number. Or, is this a new requirement for the government?

Response: This is a follow-on solicitation to contract number is SP060012C5207. A copy of the current may be requested through FOIA.