Amendment_0006_Answers_to_Q&As.pdf

Technical Questions:

1. The site visit confirmed 6 pantographs, 4 high-lifts, and 1 defuel cart, but the PWS and equipment tables have different numbers. Which are the correct numbers?

Answer: There are 6 pantographs, 4 high reach and 1 defuel cart. Appendix A table 3 will be updated to reflect.

2. Is a CAC required for personnel on this contract?

Answer: CAC cards are issued to the US/American (normally) contractors as part of their Logistics Privileges.

3. What are the Base access requirements for Expatriates and Local National employees?

Are there special Spanish Military Clearance Requirements?

Answer: Retired Military can access the base using their Retiree ID but have no privileges except for the NEX Mart (Retiree ID should not be used in conjunction with their contractual duties as that one thing has nothing to do with the other).

Local National employees are issued a permanent (1 year) pass based on the contract as required. All pass requirements are verified, reviewed and issued by the Spanish Security Section. All Local National Employees are subject to a background checks.

4. Are special level of clearance requirements (Level II or III clearance for Flightline Access) in place for flight line access?

Answer: Flight Line access requires a class for everyone. Access badges are issued and color coded based on clearance level possessed (US).

5. During the site visit annual calibration for meters was referred to the UFC requirement of one year but Navy normally requires six months. Which is it?

Answer: Calibration for meters is semi-annual.

6. The requirement for simultaneously refueling three aircraft is spelled out in the PWS. Is this required across all shifts at all times?

Answer: The requirement to refuel three wide-bodied aircraft simultaneously is the airfield requirement at any given time; this may mean that one truck and two pantographs are performing refueling evolutions at the same time or vice versa.

7. Who supplies the fuels laboratory equipment for contractor employees to obtain samples for testing?

Answer: The Navy will provide the sample bottles to the contractor to obtain fuel samples from aircraft and the fuel system.

8. During the site visit it was mentioned the FDSM must be a Certified Mechanic. What certifications qualify under this definition and does the incumbent FDSM meet these standards?

Answer: The FDSM shall have specialized experience supervising and performing maintenance of fuel distribution systems ranging from large bulk distribution facilities to hydrant facilities and outlets. Experience shall include maintenance of military hydrant systems (Type III), automatic control valves, petroleum pumps, aviation fuel filtration equipment, fuel meters, above-and below-ground storage tanks, gauging and leak detection systems, electrical systems (i.e. Programmable Logic Center), manual valves, pressure and flow sensing devices, and fuel transfer hoses/pipelines. Maintenance personnel shall be capable of inspection, evaluating conditions of, and maintaining fuel storage tanks, pipelines and piping systems, product pumps, filters, meters, gauges, and flow control mechanisms, manifolds and valve systems, and other related petroleum system components. Maintenance Personnel shall be capable of detecting/recognizing system component malfunctions, misalignments, leaks, and adjustment issues and performing scheduled and unscheduled fuel system maintenance. The Maintenance Personnel shall be capable of removing, repairing and replacing system components, and have a basic knowledge of automated tank gauging systems, high/low level alarms, and cathodic protection systems. There is no requirement for the FDSM to be a certified mechanic.

9. Reference PWS paragraph C-1.1 and C-1.2 – C-1.1 states that “the Contractor is responsible for fueling three wide-bodied aircraft simultaneously”. C-1.2 states “Product is dispensed directly to aircraft via the downstream hydrant piping system…”.

Question: Please clarify to what extent “fueling” and “is dispensed” are to be interpreted -moving the pantograph toward the aircraft or actually fueling the aircraft?

Answer: The requirement to refuel three wide-bodied aircraft simultaneously is the airfield requirement at any given time; this may mean that one truck and two pantographs are performing refueling evolutions at the same time or vice versa. The dispensing of fuel to an aircraft is accomplished by connecting a pantograph to the hydrant pit and then connecting the pantograph nozzle to the aircraft.

10. Reference PWS C-1.8, PWS C-2.1.3, PWS C-2.2.5. PWS C-2.1.3 mentions dispatch and dispatch center. PWS C2.2.5 mentions a Navy dispatcher. PWS C-1.8 does not list a dispatcher under the Contractor Service Personnel.

Question: Can we assume that all fuel dispatching is handled by the Navy dispatcher, or is the Contractor required to furnish a dispatch center with dispatchers?

Answer: The Navy will supply all dispatchers, there is no requirement under this soliciatation for the contractor to supply dispatchers.

11. Reference PWS C-3.1 – “The Contractor shall provide tugs capable…”. These tugs, with the exception of potentially general purpose vehicles, are the only Contractor-provided vehicles required for this contract.

Question: Please confirm that PWS paragraphs 3.1.8, 3.1.9, 3.1.11, 3.1.12 are, therefore, not applicable to this contract.

Answer: There are two hoses located on the fillstands for offload, and there are hoses on each of the pantographs. These hoses are the contractor’s responsibility for maintenance and or replacement if needed. The pantographs have a trough for hose storage, it is the contractor’s responsibility to maintain, therefore 3.1.9 and 3.1.11 are applicable. Contractor is responsible for meter calibration on pantographs, therefore 3.1.8 is applicable.

12. Reference PWS C-2.3.1 and PWS C-3.6.6 – PWS C-2.3.1 states that “The Navy shall operate and maintain a Government furnished petroleum laboratory and all test equipment. Calibration of laboratory test equipment, replacement of standards, and material necessary for the daily operations shall be provided by the Navy.” PWS C3.6.6 states “…the Contractor shall provide and maintain a bench stock of all consumable and expendable material necessary for all maintenance and laboratory operations.”

Question: Please clarify who is responsible for fuel laboratory materials.

Answer: The Navy.

13. Reference(s): PWS C-1.6; C-1.6.1, FAR 22.103-2

Question: PWS paragraph C-1.6 states in part, “There is no provision for augmentation or overtime.” Paragraph C-1.6.1 states, “Unforeseen workloads such as the testing of fuels after normal laboratory duty hours or contingency support of any type are not quantified but are required to be supported.” FAR 22.103-2 allows contractors’ use of over time “when lower overall costs to the Government will result or when it is necessary to meet urgent program needs.”

Answer: Operation is 24/7 therefore there will be no need for over time, the contractor will not be required to test fuel only to provide the samples to the Navy laboratory.

Question: Will the government consider providing historical data for unforeseen workloads as outlined in C-1.6.1, to enable us to provide more accurate pricing? If historical “unforeseen” workload data is not available, and unforeseen workloads require augmentation or overtime in order to meet program needs, how will the government compensate the contractor?

Answer: A slide presentation with historical information was given at the pre-proposal conference. Copies may be obtained via request from George.McKay@eu.navy.mil

14. Reference(s): PWS C-1.6.1

Question: PWS paragraph C-1.6.1 says “the testing of fuels after normal laboratory duty hours…are required to be supported.” However, paragraph C-2.3.1 states that the Navy will operate and maintain the petroleum laboratory and all test equipment. What test support is the contractor anticipated to provide?

Answer: The contractor will not be required to test fuel, only to provide the samples to the Navy laboratory.

15. Question: No accounting system is mentioned in the PWS. Will the government confirm FuelsManager Defense is expected to be used on the Rota fuels contract? If not, will the government provide the name of the system that will be used/is in use today?

Answer: The contractor will not perform any accounting functions under this solicitation, therefore the there is no FMD computer provided. The Navy will handle these functions.

16. Question: Operations involving the handling, transfer, or storage of hydrocarbon fuels normally require the presence of a minimum of two persons who are fully knowledgeable in safety and operational procedures. Is the presence of two competent persons required in the performance of subject operation within this contract?

Answer: NAVAIR 00-80t-109 does not have this requirement.

17. Question: Reference Page 7 of 30 paragraph C-1.6 – Staffing: third sentence states in part “The Contractor’s staffing shall be flexible and fully capable of meeting all demands of hot and cold aircraft fuel services…” It is not indicated how much hot refueling is required; is there any history available on annual numbers of hot refuels, quantities, etc.?

Answer: The requirement is to be capable of performing hot/cold refueling. Hot refueling is a rare occasion and is less than 1% of the workload.

18. Question: Reference Page 9 of 30 paragraph C-2.1.2 – Fuel Servicing: this includes “off-station fuel services.” Please provide information on locations, distances, quantities & frequency, etc., on current and/or planned off-station deliveries.

Answer: There is no requirement for off station refueling.

19. Question: Reference Pages 11 & 12 of 30, Paragraphs C-2.4.4 – Quarterly and Above Recurring Maintenance Requirements; C-2.4.5 Repairs; and C-2.4.6 Maintenance Records: all three of these paragraphs place the Contractor in the position of oversight of the maintenance, repairs, and documentation of any SRM contractor(s); C-2.4.6 also references tracking “maintenance and repair expenditures.” Do their contracts require them to allow the Contractor this oversight, and to provide the documentation and expenditure data for input to the CMMS?

Answer: The requirement is for the contractor to maintain all maintenance documentation for the enroute hydrant fuel system, the contractor is not providing oversight to third party maintenance contractors, the COR may assist in gathering documents from other contractors. However ultimately it is the responsibility of the contractor to get the required documentation.

20. Question: Reference Page 14 of 30, Paragraph C-2.6 – Safety: “The Contractor shall maintain a comprehensive fuel safety program that complies with applicable Federal, state, and local laws and Navy instructions and regulations. The Contractor shall appoint a responsible individual for collateral duties as a Safety Program Monitor, the primary point of contact regarding the Contractor’s safety program.” Safety is the overall responsibility of the Site Manager (SM) who also has the authority to manage it for adjustments, and the ability to move around the facilities as needed. As a member of the Contractors management, he has the authority for corrections and discipline of personnel as needed. The SM should be the primary POC for any issues that may arise but this paragraph designates it a collateral duty. Paragraph C-1.7.2 – Site Manager states that the SM cannot have any collateral duties. Due to the importance of this program, can the SM be designated as the Safety Program Monitor so that he has the authority to delegate as-needed?

Answer: Safety Program Monitor is not considered a collateral duty; this is a function of the site manager. Collateral duties are those duties that would pull the site manager away from his daily responsibilities for an extended period. Example would be the site manager performing the function of a DSO.

21. Question: Reference Page 15 of 30, Paragraph C-2.8 – Security: the last sentence in this paragraph reads “The Contractor shall provide all labor, vehicles, equipment, materials, and supplies necessary to manage and protect all the areas under its control including force protection measures.” Please provide more details on the force protection requirements of the Contractor, and how those are to coordinate and intersect with the military or other government security forces.

Answer: Force protection is a responsibility of the Navy; however, the contractor shall practice good force protections measures.

22. Question: Reference Page 18 of 30, Paragraph C-3.6.9 - Snow Removal Equipment and

Supplies: is this a valid requirement? There doesn’t seem to be a history of snow events at this location.

Answer: The likelihood of accumulation of snow is highly unlikely, however the chance is always there, the contractor is still responsible to provide snow removal equipment if snow accumulation happens.

Contract questions:

1. Question: If a new “Employee Agreement” is signed between the employees and the incumbent contractor prior to the start date of the contract, will a copy of the Agreement be made available? If not, will contractors be allowed to submit a request for equitable adjustment after award to revise their Final Pricing Offer?

Answer: No Equitable Adjustment will be allowed after award. The Government cannot offer advice on Spanish Labor Law. This is a firm-fixed price contract, and it is the offeror’s responsibility to research and obtain the information necessary in order to determine their offer price.

2. Question: In order to comply with applicable Spanish Labor Regulations, employees under the current contract have first right of refusal under the new contract. Could you provide the list and labor costs of all personnel currently working under the labor contract for the incumbent contractor?

Answer: It is the offeror’s responsibility to research and obtain the information necessary in order to determine their offer price. This is a performance based contract, therefore the Government does not dictate the number of personnel required.

3. Question: Reference Page 121 of 132 (c) Section III - PRICE states in part “Electronic pricing spreadsheets prepared using Attachment I to the solicitation are to be submitted in addition to the hard copy pricing proposal.” Is there a spreadsheet (template) available to offerors or are we to make up our own? If our own, does it simply represent the ½-page of the OFFEROR SUBMISSION PACKAGE page of SECTION B – SUPPLIES OR SERVICES AND PRICES OR COSTS that has the two prices to fill in?

Answer: A revised B-0001 B30 - Services To Be Furnished was provided in Amendment 0003, published in FedBizOpps on February 9, 2017. It provided for the insertion of the total offer price for CLINs 0001-0004 and CLINs 0005-0009, plus the six month Option Period pursuant to FAR 52.217-8. This allows for the calculation of the total offer price for nine (9) years and six (6) months. We are requesting that a separate spreadsheet also be provided, showing the monthly amounts for each year supporting the annual amounts.