Ft_Polk_Questions_&_Answers_(as_of_(12_Dec_2016).pdf

Fort Polk, LA Solicitation - Questions and Answers (Q&A)

1. Considering the deadline for questions is December 7, and the proposal due date is the third business day following, there doesn’t appear to be enough time for the Government to prepare meaningful and accurate responses in time to allow bidders to assimilate the information into their proposals. Will the Government consider extending the proposal due date to a point in which bidders have at least five working days following answers to questions prior to the due date?

Response: To be answered by the KO

2. Please confirm the number of pages for the Technical Proposal. On page 1 of the RFP and page 2 of the OSP, the page count is listed as 60; however, on page 83 of the RFP, the page count is given as 50.

3. FM 10-67-1 is referenced several times throughout the PWS; however, the Title page of ATP 4-43 states FM 10-67-1 is superseded by ATP 4-43. Is FM 10-67-1 valid?

Response: The PWS is revised by removing FM 10-67-1

4. Reference PWS C-1.4 – How often has the previous contractor been required to provide more than one employee to cover unexpected service contingencies during the 10 Federal holidays and during the 14-day Christmas/New year Holiday period?

Response: In the past 3 years, the installation has never had more than 1.

5. Reference PWS C-1.4 – Please provide the average number of overtime hours the incumbent service provided pays annually so that we can accurately forecast the cost for inclusion in CLIN 0001.

Response: In the past 3 years, the installation indicated that they have not had any overtime.

6. Reference PWS C-1.4 – Please provide the typical annual JRTC rotation schedule; i.e., number per year and duration.

Response: Typically, 10 rotations a year. 14 to 20 days depending on training requirements

7. Reference PWS C-1.4 – Please provide details regarding the workload differences between normal daily operations and JRTC rotations; i.e., number of aircraft & type serviced during a typical rotation by shift.

Response: There are no real differences, other than the number of increased flights and fuel operations in which this data is not available. The Contractor will need to provide staffing to support the requirements identified in the PWS. (24 hours a day / 7days a week requirement, contingency/surges).

8. Reference PWS C-1.5 – This paragraph states services outside normal duty hours must be responded to within two hours; however, PWS C-1.4 and discussions during the site visit imply the operation must be staffed with at least one person 24 hours per day, seven days per week. Please describe the circumstances wherein the facility would be unstaffed and the two-hour response time would be applicable.

Response: With the new COCOs facility they close at 7PM during non-rotations, they have a 2 hour call out for bulk fuel. So it had to be added to the contract. Also during Holidays and times of high volume traffic if the second person is needed they have to be in within 2 hours as well.

9. Reference PWS C-2.4 – Please provide the operating hours for the COCO facility to include during JRTC rotations.

Response: Bulk Issues, 0730-1930hrs Monday-Friday, (upon request, weekends/holidays), and 0700-2200 Monday-Sunday during (JRTC rotations)

10. Reference PWS C-2.4 – What is the typical number of truck fills each day at the COCO facility, including during JRTC rotations (please provide data for each shift)?

Response: There is not a set answer, it depends on the mission and the transit traffic, on a busy week once a day average. It could be on 1 of the 2 shifts, 7AM-to 3PM or 3PM to 10PM. We try to fill when they are open. On a slow week once a week.

11. Reference PWS C-2.4 – Given the distance between the airfield operations area and the COCO facility, the cost for fuel to operate the contractor owned vehicles will be significant. Please provide the annual fuel consumption used in the contractor vehicle fleet.

Response: There is really no set answer for this since the facility just opened. Last year was about $2,500.00 but the distance is more than 4 times the distance now. The Contractor should provide their best cost to support this requirement. Total (in and around) miles is estimated 15 miles. (To COCO facility and return to Airfield).

12. Reference PWS C-2.4 – Product is received via the COCO truck fillstand. Are the meters calibrated and if so will these meters serve as the quantity determination for receipts?

Response: Yes

13. Reference PWS C-2.4 – Are multiple fills during the same day consolidated and processed as one receipt from the COCO?

Response: No, the contractor will be required to establish a DoDAAC

14. Reference PWS C-2.4 – Will it be required to convert receipt quantities to 60 degrees Fahrenheit?

Response: Yes.

15. Reference PWS C-2.5 Please provide the number of refueling vehicles operated simultaneously per shift for normal operations and JRTC rotations to weekends and holidays.

Response: 2 trucks on the day and the swing shift, 1 truck on the grave Yard, 1 truck per shift on holidays unless more are requested.

16. Reference PWS C-2.5, subparagraph 1 – This paragraph, and in several other places in the PWS refers to aircraft refueling only. Please confirm the contractor is not required to perform aircraft defueling.

Response: No defueling is required for this contract.

17. Reference PWS C-2.5, subparagraph 1a – The compressed time frame between the anticipated contract award date and the beginning of the contract performance period will not allow adequate time to procure and receive the proposed refueling vehicles in time to have them in place at the start of the performance period. Although the incumbent stated the existing vehicles would be available for sale, it’s not possible for us to evaluate their true condition, maintenance history and other factors during the site visit to determine if this is a viable option (or even secure a guaranty of their availability) prior to contract award. Considering these factors, will the Government accept temporary vehicles for the interim period, pending receipt of the permanent fleet proffered in our proposal?

Response: Yes, however, aircraft refueling vehicles must be fully serviceable, and must meet the requirements outline in the PWS.

18. Reference PWS C-2.5, subparagraph 1a – Is it possible to return fuel to bulk at the COCO location if necessary to empty a refueler for refueler maintenance purposes?

Response: Yes, must be IAW DLA Energy Policy-30

19. Reference PWS C-2.5, subparagraph 1b. – Please confirm specialty overfill protection equipment (Scully or other) is not currently in use at the COCO fillstands and therefore not required to be installed on our refueling vehicles (other than that meeting normal commercial specifications).

Response: The COCO fillstands/bulk loading points are designed with preset meters.

The flow rate is automatically slowed/reduce, and then the meter stops flow at the desired product amount.

20. Reference PWS C-2.5, subparagraph 1d – This paragraph implies the contractor must provide a portable secondary containment system. During the site visit, Mr. Schlag informed us this would only be needed on rare occasions, and then only when repairs to the primary parking area taking more than a few hours were accomplished. Please clarify if the portable containment system is required to be on-hand at the site at all times, or if it is acceptable to provide this only on the occasion(s) when it is needed.

Response: The Contractor must have it ready available.

21. Reference PWS C-2.11 – Since fuel is received via the COCO fillstand, what laboratory tests are required since this mode of receipt is not covered in Mil-Std 3004D Table IX.

Response: Contractor must be able to meet the requirements outlined in the PWS.

22. Reference PWS C-2.11 Table 1 - Since fuel is received via the COCO fillstands, are the 2-5 random samples annually still required?

23. Reference PWS C-2.12 – Please confirm the fuel received and issued by the contractor will be accounted for in the BSM-E system under a separate DODAAC. Assuming this is the case, additional questions related to this topic are:

a. To comply with the DLA Policy, the TM (plus an alternate) require Responsible

Officer Training. Will DLA fund this training?

Response: Yes, IAW DLA Energy P-32

b. To comply with DLA Policy, the Accountant (plus and alternate), must have completed FMD Training. Will DLA fund this training?

Response: Yes, IAW DLA Energy P-32

24. Reference PWS C-2.13, subparagraph a – Please provide the minimum specifications for the contractor-provided computer for hosting and operating the FMD & BSM-E software and accessing the EEBP system, as well as any minimum requirements for connection to the DoD and Ft Polk networks.

Response: For details, contact 1-800-446-4950

25. Reference PWS C-2.13, subparagraph a – Will the accounting computer (contractor provided used for EBS/FMD) be hosted on the local Army domain/network or will the contractor be required to access the Internet via a commercial ISP separate from the Ft Polk Army network?

Response: See para C-2.13 in the PWS

26. Reference PWS C-2.13, subparagraph a – What version of FMD software will be utilized, FMD Express or the full version of FMD 8?

Response: Currently, FMD 8

27. Reference PWS C-2.13, subparagraph a – If the accountant is utilizing FMD Express, will the primary and alternate accountant be required to have attended the formal joint BSM-E Course or is the FMD Express computer-based training (annually) sufficient?

Response: This requirement will be met IAW DLA Energy P-32

28. Reference PWS C-2.13, subparagraph b – Please clarify which DLA region is responsible for servicing Ft Polk; during the site visit we were told it is Americas East;

however, the PWS states it’s Americas West.

Response: Americas East, PWS is revised

29. Reference PWS C-2.13, subparagraph b – Given that fuel is provided to us through the COCO, please describe our responsibilities for re-ordering fuel products.

Response: IAW para C-2.4 Product Receipt of the PWS

30. Reference PWS C-2.17 – Please provide a sample of the Fuel Handler’s Training Course referenced in this paragraph.

Response: All aircraft refueler’s must be certified. In a department of defense certified fuel providers course or an FAA or civilian fuel providers course. No but it should be lined out in the ATP 4-43.

31. Reference PWS C-2.24, subparagraph e – Please provide a copy of the FRP so that we can accurately forecast the spill kit supplies and equipment required.

Response: The plan will be provided upon award. The contractor must provide their best costs to support this requirement.

32. Reference PWS C-4.0 Maintenance; this paragraph mentions defining in-commission rate in the Maintenance plan; however, a Maintenance plan is not included under C-3.0 deliverables; is this a required plan?

33. Reference PWS C-4.0 – Please clarify the extent of the contractor’s responsibility for grounds keeping, housekeeping, signs and spot painting for the buildings used for Aqua- Glo testing, uniform storage, and office space.

Response: See para C-2.18

34. Reference PWS C-4.0 – Is building #4347 supposed to be 4247 as mentioned in Appendix A or a different facility?

Response: Yes, that should be the Secondary containment site and it will be maintained by the contractor. Any work orders will be sent through airfield operations.

35. Reference PWS Appendix A – Please break out how many of the 2,011 annual transactions were performed on 1st, 2nd and 3rd shift, and on weekends and holidays.

Response: It’s recommend that the contractor use an averaging method to determine this answer.

36. Reference PWS Appendix A – Is the data provided for the most current fiscal year? Can you provide additional historical data?

Response: The aircraft fueled here is accurate Type fuel is only F24, the building Number 4291 is offices, and Facility # 4247 is the secondary site.

37. Reference PWS Appendix A Please provide the number of assigned aircraft by model as listed in this Appendix.

Response: Aircraft total assigned is 38. This number is subject to change over time.

38. The PWS states All incoming product shall be sampled in accordance with the most current version of MIL STD 3004. Quantity determination shall be performed as outlined in DLA Energy Policy P-2 (Receipt and Shipping of Energy Products), and API Manual of Petroleum Measurement Standards (MPMS). The Contractor shall accomplish and submit all appropriate documentation to the DLA Energy Regional Office.

39. Since the Alongside Aircraft Refueling Contractor does not receive fuel into storage tanks or even have a bulk storage responsibility, would this be more of a responsibility of the Bulk Storage contractor?

Response: The Contractor will be required to meet this requirement.

40. What sampling responsibilities does the Alongside Aircraft Refueling Contractor have other than Aqua-Glo and Milla-Pore?

Response: The Contractor will be required to meet the requirements of the PWS.

41. PWS C-2.10 – Is all sample (excluding Aqua Glo and visual samples) sent the Army area lab?

42. The PWS states that all samples would be shipped to the Army Fuels Lab in New Cumberland PA. What additional samples are pull other than those listed in Table-1 of the PWS and why would the contractor need to provide a certified lab to test fuel samples if the Army Fuels lab is going to be testing all fuel samples?

Response: Upon request by the Region QAR. New Cumberland Lab will serve as the certified lab.

43. Historically how many hours of after-hours support has been required?

Response: There is no after hours, we have 24/7 fuel services. We have had no request to date for extra help, that is handled on a case by case basis. All and all, contractor are expected to handle

44. Is the cost of shipping samples to the Army Fuels Lab in New Cumberland, PA a cost of the Contractor or the Government?

Response: The Contractor

45. If the cost of shipping samples is a Contractor cost, historically what is the annual cost?

Response: The answer must be determined by the Contractor.

46. Are there any confined spaces the contractor is required to enter in the performance of PWS duties?

Response: COR must answer, regardless of the answer the contractor must meet the requirements IAW para, C-3.4 Safety Plan of the PWS.

47. Historically when fuel samples cans are sent off to an area lab, the cans are never returned. Is the contractor reimbursed for our property (sample cans) when sent to the Army Fuels Lab in New Cumberland PA or are the cans always returned?

Response: The government will not reimburse the contractor.

48. Is the DLA regional Office for Ft. Polk DLA Energy-AME Americas West Region Office or DLA Energy-AME Americas East Region Office?

Response: See item # 28

49. Contractor Furnished Equipment – The Government desires the refuel trucks shall be capable of carrying a minimum of two thousand (2,000) gallons. The Government requires the contractor provided fuel trucks shall be equipped with the following features: (a) a water separator capable of being manually drained, (b) gauges and meters capable of being calibrated, (c) refuel hoses with connections allowing interchangeability between the CCR (closed circuit), D-1 (center point), and Open Port (gravity fill) refueling nozzles, (d) an emergency shut off switch, and (e) at least two separate bonding/ground wires, each at least fifty (50) feet in length, and (f) double walled fuel storage tanks.

Response: Yes,

50. Question 1 – Will the Government please explain the idea behind the words “desires” and “shall” within the same sentence (first sentence)?

Response: The PWS was revised. The Contractor shall meet the requirements of the

PWS.

51. Question 2 – There is no legal or DOT requirement for double walled vehicle or trailer cargo tank. Would the Government consider removing this requirement? If not removed, CFE will be nearly impossible to obtain on time since there are no supplies that currently provide this product.

Response: Vehicles must be designed IAW contract requirements.

52. Please clarify my understanding. We (as to COCO Aircraft refueling contractor) purchase fuel from the COCO Bulk Storage contractor to both use to power or vehicles and to fill the cargo tanks. We then sell that fuel in the cargo tank to the customers on the air field. Correct?

Response: Yes, DLA Energy will establish a Plant DoDAAC to support this contract.

53. What is the current cost of Diesel fuel and Aviation fuel?

Response: As of 1 Oct, DS1, per gal $2.33; DS2, per gal, $2.18; Jet Fuel JAA, per gal, per gal $2.24

54. Historically, what is the total yearly cost of the aviation fuel has the current contractor purchased from the COCO Bulk storage contractor?

Response: The current contractor has drawn 262,000 gallons of f-24 over the last 2 years on average. There has been an estimate 15% increase each year over the last 3 years.

55. What accounting system are we required to use for the sale of aviation fuel to the airfield customer?

Response: IAW with C-2.5, C-2.6, and C-2.13

56. What are the specification required of the BSM-E computer?

Response: See item# 24

57. Can the Fuels Accountant have collateral duties as the dispatcher?

Response: See item# 66

58. The PWS states that two radios are provided for Airfield operations. Is the contractor still required to provide additional radios for internal communication from driver to dispatcher center, or can the two radios provided be used to accomplish that communication?

Response: The digital radios that are provided are for the Contractor to maintain. They will be responsible for furnishing new batteries when needed. If damaged, the contractor will be responsible for repair or replacement.

59. was an open drain seen in the refueling parking area- is this drain connected to the spill containment dike?

Response: The open drain is an open drain beyond the containment area to run off excess water that does not enter the containment area.

60. The PWS states Grass and weeds around the Refuel Vehicles Parking area, buildings #4291 and #4347, will be maintained at less than four (4) inches at all times. During the site visit it was stated that the base contract that care of grass cutting inside the Refueling Parking area. Which is correct?

Response: Yes, the current post mowing contractor handles the mowing, however they do not do clean the area. It’s the Contractors responsibility to maintain the area in a clean status.

61. PWS states that the Contractor shall coordinate with the Flight Detachment Supply Office to pick-up, service and deliver any fire extinguishers needing service, repair or replacement. Does this include the fire extinguishers on the refueling units or just the large halon extinguishers?

Response: No, the Contractor will maintain their own fire extinguishers. The Installation will be responsible for only the fire extinguisher they provide to support Airfield Ops.

62. As the trucks will not be leaving Ft. Polk, will the Government require the vehicles to be titled or would they be considers “Official Vehicles” since they do not leave the base?

Response: Yes, they must be registered, they have to leave the airfield for maintenance. The Contractor is totally responsible for these vehicles.

63. As the page limit for the Technical is 60 pages, is the 50 generic pages and the 10 page appendix expected or would a 60 page proposal be sufficient since there only one location?

64. Would DLA consider an extension of the proposal due date and performance period start date? With a projected 4-6 week start date after the award announcement, that leave zero logistical time for having the required refuelers present.

65. Will FMD be provided by the Government for Dispatcher and Accountant duties?

Response: Yes, IAW item# 23b.

66. Can the Fuels Accountant have collateral duties as the dispatcher?

67. The current incumbent contractor?

68. Current contract number?

69. Contract Dollar value? and Current Contract Period of Performance?

70. Fuel facility layout and ramp layout?

71. Also is there anyway a second site survey can be organized for companies that were unable to attend?