SPE60016R0706_DomTrans_Pre-Proposal_Q A_FBO__(2).pdf

Domestic JAA Transportation Service

SPE600-16-R-0706

SUMMARY OF PREPROPOSAL OPEN DISCUSSIONS

1) Will the DFSP's (Defense Fuel Support Points) remain static during the contract?

DLA Energy Response: DLA Energy reserves the right to make changes; however at this time the list provided will remain the same.

2) DLA Energy Comment: This solicitation is vague as well as unique for DLA Energy Bulk Fuels.

Foster Fuels has however provided a similar service to FEMA and added that the contract was "open-ended, provided no notice, was zero or all, provided all products, was sporadic, and was pretty heavy when it was ON”.

3) Is the price per gallon or per mile?

DLA Energy Response: The offer price should be submitted as a price per gallon as the origin or destination is unknown until the event occurs.

4) There is a concern about the potential for fuel costs rising over the five year contract period of performance (e.g. base year plus four option years). The price of fuel is the main driver in operating costs and it is volatile. In national emergencies, the fuel price usually rises, so the offer price per U.S.

gallon in 2016 may be low compared to what the fuel prices may been if/when the event occurs.

DLA Energy Response: DLA Energy is not in the business of putting vendors out of business. We can discuss some language, such as a fuel surcharge, to mitigate risk on the vendor. In addition, we always have the capability of negotiating an equitable adjustment if the conditions warrant it. It is the contractor’s responsibility to submit proper documentation to justify any request for equitable adjustment. When pricing the options years you should consider risk to your company, as well as any potential capital investments you plan on making. Please remember this is a competitive procurement.

5) When the task order is executed due to an emergency event, may a contractor discuss the possibility of an equitable adjustment for the price of fuel prior to the performance of the contract?

DLA Energy Response: DLA Energy expects our vendors to meet their requirements of the contract and begin performance without delay. However, it would be advised to provide notice to the Contracting Officer about the contractor’s intent to submit an equitable adjustment related to fuel price increases.

6) Does DLA Energy anticipate various loading points/facilities?

DLA Energy Response: Before an order is issued, DLA Energy will know what the event is and will coordinate the logistics. DLA Energy will not put vendors in a situation where it is impossible to move product from point A to point B.

7) Do DFSPs have standard commercial loading equipment and speeds?

DLA Energy Response: Yes.

8) Is ISO9001 a requirement?

DLA Energy Response: No, however, the contractor is required to provide and maintain an inspection system and a written description (Quality Control Plan (QCP)) of that system acceptable to the Government. The Contractor has the option to provide and maintain an inspection system that, as a minimum, incorporates the requirements of ISO9001. See Solicitation Clause E1 Contractor Inspection Responsibilities (Sep 2013) for specific details.

9) Does DLA Energy expect that contractors may be required to reach out to transportation tender competitors to be able to fully satisfy the requirements in some zones?

DLA Energy Response: This is not a typical contract for DLA Energy and this requirement may present opportunities for teaming or partnerships among potential contractors.

10) When will the 3-day, no-notice testing drill be done?

DLA Energy Response: A 3-day, no-notice testing drill will be ordered once during each annual, period of performance. No advanced notice will be given. In accordance with PWS Section 3.3 Orders, the vendor will likely receive a call, followed by a written task order, to activate. The contractor will then have 72 hours to get to the DFSP and 96 hours to get to the Forward Support Base (FSB). The annual testing drills are designed to ensure contractor readiness and ensure the logistics operations function properly (e.g. loading, discharge, fuel quality etc.). Although, the volume of the testing drill is a much lower quantity than the initial surge requirement, the testing drill was designed to simulate the volume required during the initial surges. Potential offerors are encouraged to reach out to companies that currently do business with DLA Energy if there are any concerns or questions about doing business with DLA Energy. Unfortunately, our security requirements did not allow us to post the names of the Preproposal Conference attendees. We recommend that potential offers to register as “Interested Vendors” on Federal Business Opportunities to promote communication among the transportation.

11) In the event of a contingency, why doesn’t DLA Energy just pull fuel from another DFSP? What is driving the need for this contract?

DLA Energy Response: DoD desired one guaranteed transportation contractor to do the work to ensure continuity of operations and quick response during an event period.

12) Will the Initial 8-Day Surge amounts change?

DLA Energy Response: At this time we do not anticipate these amounts to change. The sustainment portion has more order volume flexibility.

13) How were the quantities of JAA derived for the 8 day surge?

DLA Energy Response: The quantities were developed through a discussion between DLA and the customer. The quantities shown in the Initial 8-day Surge CLINs are maximums, but actual order amounts will be defined in the task order. Please refer to Attachment 3 Requirements Schedule for more details. Delivery Zones are defined in Attachment 9 and the associated loading sites (e.g. Defense Fuel Support Points) for each zone are listed in Attachment 8 DFSP Listing. A task order may or may not include all of the DFSP loading sites in a particular zone.

14) The National Event could be a Terrorist Attack or Natural Disaster?

DLA Energy Response: For security reasons, the potential regional/national emergency events are not defined and may include all manner of emergency.

15) Depending on the emergency, could the requirement (number of USG’s) change?

DLA Energy Response: For the 8 day surge, it is unlikely that the quantities will change from what is shown in the schedule. The sustainment CLIN quantities may fluctuate some based on actual usage. The 3-Day No-Notice drills will be the quantities list in the CLINs.

16) When does the 8-Day Initial Surge begin?

DLA Energy Response: Per PWS Section 3.3 Orders, DLA Energy Contracting Officer will issue task orders by providing written and/or verbal notice to the Contractor’s point of contact. The Contractor’s tank trucks shall arrive at the designated DFSPs within 72 hours after receipt of the initial notice of the task order. Initial deliveries to FSBs shall occur within 96 hours of receipt of the initial notice of the task order. Therefore, the first delivery and beginning of the Initial 8-day surge requirement is Day 4 after the order is given.

17) In one year will there only be one 8-day Initial Surge? What if there are 10 national emergencies?

DLA Energy Response: It is unlikely an event of this scope and magnitude would happen multiple times in a year.

18) DLA Energy Comment: Example: If you are awarded a contract in Zone 4 and become aware of an impending hurricane that may be your cue to prepare your assets and personnel. A terrorist attack however may be harder to prepare for.

19) Won’t the fuel terminals be full and packed if a disaster occurs?

DLA Energy Response: No, DFSPs are not commercial terminals. DFSPs are Government-owned, Government-operated or Government-owned, Contractor-operated. The fuel belongs to DLA Energy, and DLA Energy employees or contractors control entry and access. Therefore, the access availability will be flexible.

20) Will the DFSP hours be more flexible in the event of a contingency?

DLA Energy Response: Yes, DLA Energy will ensure that DFSP operating hours are flexible.

21) What is a DODAAC (referenced on Attachment 8 DFSP Listing)?

DLA Energy Response: A Department of Defense Activity Address Code (DoDAAC) is a six position code that uniquely identifies a unit, activity, or organization. This definition is provided in Solicitation Section G, contract clause 252.232-7006 WIDE AREA WORKFLOW PAYMENT INSTRUCTIONS

(MAY 2013) DFARS.

22) DLA Energy Comment: Quality advised vendors to ensure that their conveyance of the fuel meets the cleaning requirements and to please follow the requirements before arrival so they will not be turned around.

23) Will there be a specific trigger point to start the 8 day surge?

DLA Energy Response: This will not be a DLA decision.

24) Should a Small Business interested in working on this requirement collaborate with a larger business?

DLA Energy Response: Yes, a small business who has a subcontracting opportunity should be prepared to submit all required documents to the prime contractor if it intends to offer in partnership.

25) Will SAFER Scores be relevant to carriers for this acquisition?

DLA Energy Response: The Government reserves the right to review past performance data from a variety of sources per L2.01-1.100 Proposal Preparation Instructions, Technical Capability/Risk, Past Performance and Socioeconomic Plan Submissions (DLA Energy MAR 2016) paragraph (c). This information may include SAFER Scores.

26) Contract Clause E1 Contractor Inspection Responsibilities (DLA Energy) (Sep 2013) paragraph (b) QUALITY CONTROL PLAN. It appears that there are requirements listed in this clause that go beyond transportation service responsibilities. Is the contractor responsible for addressing these issues in its offer or during the period of performance?

DLA Energy Response: No, the transportation contractor is responsible for addressing only the service related sections of the E1 more specifically Loading and Shipping - Tank Cars, Tank Trucks, and Intermodal Containers and Corrective actions as well as any additional Section C- Performance Work Statement requirements.

27) Are you considering using the Reverse Auction process in accordance with 52.215-9023 REVERSE

AUCTIONS (OCT 2013) (DLAD)?

DLA Energy Response: DLA Energy reserves the right to conduct a reverse auction. However, we do not anticipate using a reverse auction for this solicitation.