Attachment_I_Questions_and_Answers.pdf

Solicitation SPE603-19-R-0507

DFSP Charleston - Joint Base Charleston, SC

Technical Questions & Answers:

1) Q: At the site visit it was mentioned that the Contractor is responsible for supplying lab supplies/consumables for Type B tests. Can you provide annual workload data?

A: Estimated to be up to 30 a year depending on circumstances.

2) Q: In order to determine staffing requirements, workload data would be helpful. Can you provide the following annual workload data: number and duration of vessel receipts, number of commercial trucks loaded at the DFSP, number of additive receipts, number of pipeline transfers to JB Charleston, number of pipeline transfers from JB Charleston to hydrants, number of ground product receipts at JB Charleston.

A: Vessel receipts are an estimated 6 to 12 annually and may take 24 hours to unload.

Commercial Tanker Truck loads are estimated 50-100 weekly based on demand.

Annually the DFSP receives additive approximately 6 times. The DFSP transfers fuel to the AF Base bulk tanks approximately 4 days per week on average. Fuel is transferred from AF Bulk Storage to flight-line hydrant tanks daily. Ground products are received on the AFB approximately 12 times per year.

3) Q: Section C-4.13.18 of the PWS states that the pipeline must be patrolled daily. Is this required 7 days per week or just M-F, excluding holidays?

A: Pipeline patrols will be performed IAW 49 CFR Part 192. Most commonly, the pipelines are inspected via patrol M-F, and anytime a vessel is discharging or the pipeline is actively transferring product.

4) Q: There was discussion about the electric costs that the contractor is responsible for. Can the government provide the last year costs for all utilities that the Contractor is responsible for as described in section C-4.22 of the PWS? Is the Contractor responsible for increased utility costs if the remediation system is brought back online? The contractor is responsible for many costs included in the requirements.

A: Utility costs include telecommunications, electric, water, sewer, and trash collection.

Annual averages were as follows: telecommunications $41.1k; electric $114k; water $6k;

sewer $7.3k; and trash collection $6k. Offerors shall be aware that these are historical averages. Regarding the contractor’s responsibility for increased utility costs, if there is a significant change to utility costs due to an increased power demand at the DFSP, it should be addressed in accordance with DFARS clause 252.243-7002.

DFSP Charleston - Joint Base Charleston, SC

5) Q: Can the government provide data concerning estimated annual fuel requirements for generators?

A: The generator engines are limited to operating no more than 100 hours per year for testing and maintenance. This low non-emergency use requires less than 2000 gallons per year.

6) Q: Can the government provide the cost of the Pollution Control Coop as described in section C-4.18.9 of the PWS?

A: Annual cost for the Pollution Control Coop was $13,851.00. Offerors shall be aware that this is historical data.

7) Q: Can the government provide the cost to retain the OSRO as described in section C-

4.18.10 of the PWS?

A: The OSRO is provided under the Pollution Control Coop agreement required in C-

4.18.9. Annual cost for the Pollution Control Coop was $13,851.00. Offerors shall be aware that this is historical data.

8) Q: Are there any confined spaces the Contractor has to enter?

A: Yes.

9) Q: PWS C-3.2.2 – What is the anticipated number of surveys to be distributed? Is this requirement applicable only to DFSP Charleston, or does it also apply to JB Charleston?

A: You will send these to your customers every 3 months. They apply to JB Charleston as well.

10) Q: PWS C-3.4.2 – What are the most frequent simultaneous operations at the JB Charleston bulk fuel terminal?

A: See PWS paragraph C-4.2

11) Q: PWS C-3.4.3 makes reference to contractor’s for blending and PWS C-4.13.17 provides details with respect to the additive injection facilities. Please confirm the additives themselves are provided by the government at no cost to the contractor.

A: The additives are provided by the government at no cost to the contractor.

12) Q: PWS C-4.3 – The statement that all after-hours support must be included in the firm fixed price is vague and does not provide any information an offer or can use to predict the typical workload. Please provide the amount of after-hours support per year the contractor can reasonably be expected to provide.

A: Per Table 1, the only operations with limited hours are truck fill stand and tank-to-tank transfers. No afterhours truck fill stand and tank-to-tank transfers were performed in the last 12 months. All other operations are 24/7 as required. The end of year inventory reconciliation and QUALEX may require after hours support.

13) Q: PWS Section C, Table 1, Hours of Operations – please confirm the hours listed here are specific to the DFSP.

A: They are the hours for the DFSP.

14) Q: PWS Section C, Table 1, Hours of Operations – please describe the difference between Tank Truck Fillstand Operations which shows normal hours as 6:00am – 2:00pm/5 days per week and Tank Vehicle Product Shipping which shows hours of operation as 24 hours/7 days per week.

A: In Table 1, Tank vehicle Receiving/Shipping is 24hours/7days, but also refers to PWS para C-4.5.1. That PWS paragraph speaks to a rare requirement to assist with loading/unloading petroleum tank vehicles belonging to the Army’s Combat Equipment Group, which are returning/deploying to/from combat zones as pre-positioned equipment for use by combat troops. This has yet to occur at the DFSP; however, if it happens, the contractor must support it 24/7 until complete.

15) Q: PWS C-4.4.1.2 makes reference to a gravity flow capability to the marine terminal vessel loading system. Please confirm vessel loading is not a part of this contract.

A: It is not part of the requirement.

16) Q: PWS C-4.5 – During the site visit it was mentioned that the contractor’s responsibility for tanker barge receipts does not include securing the vessel to the pier or deploying any form of containment boom. Please confirm.

A: Yes that is right. During marine receipt operations, the contractor is responsible for vessel off-loading, hooking up the marine loading arm (MLA), inventory accounting actions, and sampling the vessel.

17) Q: PWS C-4.9.3 – What is the historical frequency for Type A testing?

A: Depending on other variables, type A testing is conducted an estimated 20 to 40 times per year.

18) Q: PWS C-4.13.13.2 makes reference that all fuels handling operations must cease with electrical storms are within 5.75 nautical miles. Does this include pipeline transfers/receipts?

A: Yes

19) Q: PWS C-4.13.7 – Please provide an estimated annual fuel consumption for the diesel generators and fire suppression system at the DFSP.

A: The generator engines are limited to operating no more than 100 hours per year for testing and maintenance. This low non-emergency use requires less than 2000 gallons per year. The AFFF fire system is scheduled to be removed.

20) Q: PWS C-4.13.7C – Does the government provide initial generator training to one or more contractor personnel?

A: No. The contractor is responsible for training its employees.

21) PWS C-4.13.9 – During the site walk it was emphasized on numerous occasions the contractor is required to maintain a clear zone along the exterior of the entire fence line, including areas that require access to private residential property (the direct quote was “that’s the contractor’s egg to crack.” The current conditions of the fence line adjacent to the residential areas clearly shows that vegetation and thick brush is growing right up to the fence line and is not currently being cleared or controlled by the current service provider. This brings up several questions:

22) Q: Does DLA have any formal agreement, easement, or other instrument that allows the government, or in this case a contractor acting on behalf of the government, access to their private property in order to comply with the terms of this PWS?

A: Yes. There is an easement/right-of-way with the property owners and the fence is not on the exact edge of the property.

23) Q: If not, what is DLA’s expectation if a property owner refuses to allow the contractor access?

A: The contractor should report any issues directly to the COR and Contracting Officer.

24) Q: If conditions of at the start of the contract are significantly out of compliance, will the incoming contractor be afforded the opportunity to request a reasonable price adjustment to reimburse extraordinary efforts needed to bring system areas into compliance?

A: A contractor may submit a Request for Equitable Adjustment in accordance with DFARS clause 252.243-7002.

25) Q: PWS C-4-18.9 – Please provide the current cost for participation in the Pollution Control Cooperative and retention of the OSRO services.

A: The OSRO is provided under the Pollution Control Coop agreement required in C-

4.18.9. Annual cost for the Pollution Control Coop was $13,851.00. Offerors shall be aware that this is historical data.

26) Q: PWS C-4.13.10 – Does the Air Force provide trash removal services for JB Charleston?

A: Yes

27) Q: PWS C-4.13.12 indicates the fire protection system is out of service and scheduled to be replaced; however, no details on the specifications of the new system are provided.

The sub-paragraphs describe specific maintenance activities to be performed once the system is operational, including the need to perform various inspections and responsibility for providing costs for annual checks and certifications. It would appear to be unreasonable to expect an offeror to determine the level of effort and costs associated with these paragraphs without knowing the details of the new system. Please provide the specifications and performance parameters of the new system.

A: The exact specifications of the new system are not available; however, the general tasks required to perform operator level maintenance on an AFFF system aren’t affected greatly with the pump size or piping; such as, operator maintenance on diesel engine, inspecting valves, gauges, fittings, and keeping the area clean. Based on experience, the majority of effort associated with C-4.13.12 lies in providing and maintaining all of the fire extinguishers.

28) Q: PWS C-4.18.11 – Please provide a copy of the SWPPP and NPDES permits so that we can accurately assess the requirements for compliance with these documents.

A: Copies of the documents are provided in the amendment to the solicitation.

29) Q: PWS C-4.18.17 – Are pest management costs the contractor’s responsibility? If so, please provide the historical estimated annual cost?

A: The historical data for weed control shows an approximate annual cost of $6k and pest control was approximately $7k.

30) Q: PWS C-4.19.8 – Are repairs, maintenance and inspections of the security equipment government reimbursable? If not please provide the estimated annual costs for the inspection, maintenance and repair of the security equipment.

A: The operator maintenance and inspections of the security equipment described in Table 2 are the contractor’s responsibility and are not cost reimbursable. These can be subcontracted or performed by normal daily staff. PWS para C-4.19.8.2 references the process in C-4.13.4 for repairs, replacement, or maintenance beyond operator level.

31) Q: PWS C-4.22 & Appendix I – please provide the estimated annual costs for each utility (water, electricity, sewer, trash, telephone, etc.).

A: Utility costs include telecommunications, electric, water, sewer, and trash collection.

Annual averages were as follows: telecommunications $41.1k; electric $114k; water $6k;

sewer $7.3k; and trash collection $6k. Offerors shall be aware that these are historical averages.

32) Q: PWS C-4.22 – During the site visit it was mentioned that the contractor does not have to provide compartment seal for outbound tank truck shipments. Please confirm.

A: That is true.

33) Q: PWS C-4.22 – Please provide the approximate number of tank truck placards consumed per year.

A: There are no data records to provide.

34) Q: PWS C-4.22 – During the site visit it was mentioned the state limited generator operations to a maximum of 30 minutes per month unless an actual emergency situation occurred. Please confirm.

A: The contractor can run the Generator no more than 100 hours per year under non-emergency use.

35) Q: PWS C-4-22.2 – During the site visit it was mentioned that personnel could not wear shorts, and that work shirts were required to be “high visibility.” Please confirm is these statements are accurate.

A: See PWS C-4.22.2 for uniform standards. Shorts are not acceptable uniform for AF or DoD petroleum operations.

36) Q: PWS C-5.2 refers to Appendix E for base specific staffing requirements; however, Appendix E is the SDS and we are unable to locate another Appendix that addresses base specific staffing requirements. TABLE 3 also refers to Appendix E as “GOCO PERFORMANCE REQUIREMENTS _ JOINT BASE CHARLESTON, but we are unable to locate an Appendix E or other Appendix with this title. Please clarify.

A: The information was moved from Appendix E to Table 3. The PWS is revised to remove any reference to Appendix E from Table 3 and remove the words “Appendix E” from C-5.2 and insert the words “Table 3.”

37) Q: PWS 5.7.2 states that tank truck deliveries from the base gate must be escorted “as required.” Please clarify the meaning of “as required,” i.e. does this mean every delivery has to be escorted, or are escorts only required under certain FPCON statuses?

A: Every year the government conducts an exercise using tank trucks to JB Charleston.

The trucks must be escorted.

38) Q: PWS 5.7.8 – is the entire length of the above-ground pipeline the contractor is required to inspect and maintain accessible by improved roadways using ordinary vehicles?

A: Some areas will require the line rider to dismount the vehicle and patrol by foot.

39) Q: PWS 5.9 – during the site visit we were told the base provides mowing and weed control. Please confirm if this is the case.

A: The base provides mowing and weed control at the bulk storage facility. The contractor is responsible to control vegetation along the 18-inch pipeline to/from the

DFSP.

40) Q: PWS 5.15 refers to Appendix H as containing a list of Government furnished facilities and equipment; however, Appendix H is actually a File Management Plan. Appendix G does contain a list of GFE, but it appears the equipment and facilities are applicable only to the DFSP; is there a separate list of Government provided equipment and facilities applicable to the Air Force storage site?

A: PWS C-5.16 is the correct paragraph being referenced regarding Appendix H. Para C-

5.16 is revised to change Appendix H to Appendix G and the AF equipment is added to Appendix G.

41) Q: PWS 6.0 – Are the listed deliverable applicable to all three sites covered by the PWS, or only to the Air Force storage site?

A: Yes, all three sites.

42) Q: PWS D-1.1 refers to “resumes and personnel qualification statements were proposed…”; however, other paragraphs of Appendix D indicate resumes are not required until after award. Please clarify if key personnel resumes are to be submitted with our proposal.

A: All key personnel resumes are due after award of contract. The statement in D-1.1 means that whomever’ s resume you submit for DLA Energy to review must be the actual person taking the job.

43) Q: PWS D-3.4 – Does the accounting/administrative clerk have to be a graduate of the formal FMD training course? Is so, does the Government provide this training?

A: Yes and yes.

44) Q: PWS Appendix I (Other Base Specific Requirements) – please confirm all utility services for the Air Force site are provided by the Air Force at no cost to the contractor.

A: All provided by the AF at no cost to the contractor.

45) Q: PWS Appendix I (Other Base Specific Requirements)– please confirm fillstand operations for Air Force R-11 and similar vehicles does not require contractor personnel to be physically present at the fillstand.

A: No contractor presence required to be present at Air Force fillstand for R-11.

46) Q: PWS C-4.2.1 & Appendix I (Other Base Specific Requirements) – please confirm the requirement for two contractor personnel to be present for fuel transfers and truck loading applies only to the DFSP and not to the Air Force site (other than for transfers between the two contactor operated tanks).

A: There is no truck loading at the JB Charleston Bulk storage site. Transfers between bulk storage tanks in the terminal requires 2 people.

47) There is little to no workload data contained in the PWS. Please provide relevant historical workload data for both the DFSP and JB Charleston:

48) Q: Average number of receipts per day to include mode of receipt (TT and Barge) and duration of receipt by grade of fuel.

A: Vessels are received an estimated 6-12 per year. Duration to unload is based on amount of fuel received and the number of available MLAs. Estimate anywhere from 16- 30 hours.

49) Q: How often do TT receipts occur on weekends/holidays?

A: Not once during the last performance period; however, if it should occur, the contractor must support it.

50) Q: Average DFSP outloads per day by mode and grade of fuel.

A: Estimated 50-100 TT a week.

51) Q: How often has JB Charleston conducted pipeline receipts after normal hours and on the weekend?

A: There are no after-hours pipeline receipts. Normal hours for pipeline receipts are 24/7.

52) Q: Please provide the average number of transfers to hydrants performed at JB Charleston, by shift and the average duration of the transfers.

A: Transfers are done approximately 3-5 times per week. However, the contractor must be capable of meeting the requirement if needed. There are no records of transfers by shift. Transfers take up to 8 hours.

53) Q: Please provide the average number of transfers to hydrants performed at JB Charleston that occur on the weekend.

A: Weekend transfers average approximately 15 times per year. This is manageable with close coordination with the AF Fuels Flight.

54) Reference PWS Paragraph C-4.13.9.1: The contractor shall be responsible for weed, grass, brush, or other vegetation control along fence lines, clear zones, rail head area, pipeline rights-of-way, open areas of the terminal grounds, tank dikes and tank dike basins regardless of the existing conditions at the start of the contract.

Q: Does the “pipeline rights-of-way” mean the contractor is responsible for the entire 3 miles of pipeline from the DFSP terminal to the bulk storage JB Charleston and to the Marine terminal dock facility located on the South Annex?

A: The contractor is responsible for the right of way for all aboveground pipelines. The pipeline to the AFB is underground. The dock receipt line is aboveground.

55) Reference PWS Paragraph C-4.18.11.3: The contractor’s designated after hour, weekend and holiday unarmed guards shall accomplish a random walking patrol of the entire Charleston terminal once each hour.

Q: Do the guards need to actually “walk” the hourly patrols or can the patrols be done using vehicles (i.e. golf cart)?

A: The PWS in para C-4.19.3 clearly states walking. The hourly patrols serve dual purposes for both security and leak response. The PWS is revised to require two (2) guards at night.

56) Q: Request: Please provide historical workload data related to the terminal operations.

A: The government is unable to answer this question without more specificity. Please refer to answers in other questions related to workload data.

57) Q: Reference PWS Paragraph C-4.22: Does the Government provide electric, water, telephone and sewer?

A: Only on JB Charleston. The contractor must provide utility services to the DFSP.

58) Q: Reference PWS Paragraph C-4.22: Does the Government provide internet for contractor’s use?

A:Only on JB Charleston. The contractor must provide internet services to the DFSP.

59) Reference PWS Paragraph C-4.22 and Appendix “G”: Appendix “G” lists fax machines, printers, and computers.

Q: Is the contractor required to provide additional fax machines, printers, and computers?

A: If the contractor wants them for non-government or company use.

60) Reference PWS Paragraph C-4.22: The paragraph references Appendix I, however the table of contents references this appendix as DFSP Charleston Utility Service Accounts and Appendix “I” is referenced as Other Base Specific Requirements.

Q: Request: Please clarify.

A: There were two (2) Appendix I’s but that has been corrected. Appendix I is correct and the specific utility accounts are added with annual averages included in these questions.

See revised PWS.

61) Q: Please verify the number of personnel assigned to the air base given at the site visit was correct.

A: There is NOT a specific number of personnel required at the airbase. Personnel requirements are based on specific operations performed.

62) Q: Who is responsible to maintain the grounds along the pipeline?

A: The contractor is responsible to maintain the right-of-way for all aboveground pipelines.

63) Q: Are utilities reimbursed under the current contract?

A: Utilities are NOT reimbursed.

64) Q: What will the contractor’s responsibility be regarding the desiccant additive?

A: The system in question is still in project development and not yet a requirement on this contract. Once the specific requirements are established, they will be addressed in a contract modification.

65) Q: What staffing does DLA Energy require at the pier during receipts?

A: 2 people at all times during receipt operations.

66) Q: Attachment 1 PWS, C-4.9.3 Testing. How many Type-B Level analyses were required during the last five years?

A: Estimated to be up to 30 a year depending on circumstances.

67) Q: Attachment 1 PWS, Appendix E, item 9. Other Performance Requirements p. 49;

Appendix I, p. 62. Regarding the requirement “Effectively manages utility bills….” What are the utility costs (on average)?

A: Utility costs include telecommunications, electric, water, sewer, and trash collection.

Annual averages were as follows: telecommunications $41.1k; electric $114k; water $6k;

sewer $7.3k; and trash collection $6k. Offerors shall be aware that these are historical averages.

68) Q: Could the Government please identify any major risks or concerns with this mission that have been previously identified?

A: All common petroleum industry related risks are present. Environmental compliance presents challenges and requires significant effort.

69) Q: Attachment 1 PWS, C-4.2; RFP Section L., paragraph 1., Sub-factor 1 Staffing, p.99 Have there been any historical issues with contractor not having enough personnel on duty? If so, when and where did those situations occur?

A: No known reports of staffing shortages received at DLA Energy.

70) Q: Attachment 1 PWS, C-4.19 Terminal Security, p. 25. Is a security license required from the state of South Carolina SC to provide security for the DFSP?

A: No

71) Q: Attachment 1 PWS, C-4.13.17 Additive Injection System (p. 18-19). Is it the contractor’s responsibility to determine the amount of additives to inject into the product or is it the DFSP Lab’s?

A: The government provides the injection requirements. The contractor is responsible for setting the injectors to meet that requirement.

72) Q: Attachment 1 PWS, C-4.13.18 Receipt Requirements (p. 19). Is there any specific equipment the line rider needs or is everything done visually?

A: The line rider must be equipped so that the person is capable of accessing the entire pipeline, regardless of terrain or wildlife, and able to communicate and inspect as needed, day or night.

73) Q: Reference PWS Paragraph C-4.18.17: Records of pesticide usage (to include name and amount used) must be maintained and must be provided to DLA environmental representative on a quarterly basis.

A: It is unclear what question is presented.

74) Q: Will the government provide a copy of the quarterly pesticide usage records for at least the last two (2) years?

A: Estimated 130 gallons of Polaris and 130 gallons of Razor Pro was applied twice per year for weed control. Estimated 1420 lbs of Top Choice was applied for Fire ants per year. The data is historical.

75) Q: Reference PWS Paragraph C-4.18.11.3: We understand that trash removal/disposal and waste water/fuel disposal will be provided by the Government. Request: Please confirm this includes collection and disposal of hazardous waste, to include waste from oil/water separators.

A: At the DFSP, the government does NOT provide disposal services for any waste type.

The contractor is responsible for all disposal services at the DFSP. On the AF base, the government provides these services as stated in PWS para C-5.16.1.

76) Q: Reference PWS, F-16 Emergency Power Generator(s) System. There are two emergency generators in the Contractor’s AOR.

77) Request: Please confirm the Government provides maintenance, and the Contractor provides testing, and fuel.

A: The Maintenance is provided via a contract (RMMR) by the government but the contractor is responsible for disposal of the oil and the fuel/testing.

78) Q: Reference PWS C-4.22 – Contractor-Furnished Equipment and Services:

Request: Please confirm Contractor must provide encrypted portable radios and marine base station with required accessories to be used by the contractor’s personnel and the terminal QAR. Can you provide a list of specifications this equipment is required to meet?

A: Yes, contractor must provide this equipment as stated in C-4.22. Radios must be LMR with encryption compatible with FB Charleston ELMR system. They must be intrinsically safe.

79) Q: Is the scope of work for this solicitation the exact same as the current incumbents’ scope of work?

A: No.

80) Q: If the scope of work for this solicitation is different than that of the current incumbents’ scope of work, is the current scope of work more or less than that of the current incumbents’ scope of work?

A: The scope of services is similar, but different in a few areas. Offerors must meet the requirements as stated in the PWS.

81) Q: Is the scope of work for this solicitation the exact same as the current incumbents’ scope of work, in terms of contract length, work volume and requirements? If not, please highlight the differences?

A: The scope is similar, but different in a few areas. Offerors must meet the requirements as stated in the PWS and terms and conditions in the solicitation.

82) Q: What are the Wage Determination classification codes for each key and non-key personnel listed in the Solicitation Attachment III?

Corporate Fuel Officer, Terminal Manager, Assistant Terminal Manager, Terminal Security Guard, ADP operator and administrator, and Pipeline Rider.

A: Please refer to Attachment III.

Contracting Questions & Answers

83) Q: Will this be a Service Contract Act (SCA) requirement?

A: Yes. Please refer to FAR 52.222-41 and relevant clauses in the solicitation.

84) Q: Is it acceptable to retain the current work force, or do you prefer to replace all current workers at the start date of this contract?

A: Please refer to 52.222-17, Non-displacement of Qualified Workers (May 2014) (E.O. 13495) in the solicitation.

85) Q: What is the seniority level of the incumbent personnel? How many years has each employee been working at the current facility under the current contract?

A: Please refer to Appendix D of the Performance Work Statement.

86) Reference Instructions to Offers, Proposal Organization, and Volume III Past Performance paragraph 3.iv. Questionnaires:

Q: Is it acceptable to the Government to use recently completed questionnaires on file with DLA-E through other procurements? This will save the Contracting Officer’s time in having to complete multiple questionnaires for the same contractor.

A: The Past Performance information must be recent (with the past 3 years) and relevant to the solicitation and requirement for which the services are being sought. If the offeror would like DLA Energy FESAA to consider previously submitted Past Performance Questionnaires (PPQ), the offeror must annotate the solicitation, solicitation POC, and the PPQ POC in order for the questionnaire to be considered.