Questions and Answers.pdf

Questions and Answers

Solicitation SPE603-22-R-0502

Sheppard AFB, TX & Vance AFB, OK

Q1. Given the time and complexity of both contracts, will the government consider extending the RFP due date to allow for further evaluation and assessment?

A1. Reference the amendment for the extension to the deadline.

Q2. Will the new contract mandate Union based workforce, or can we bid as non-Union based?

A2. Reference Section L of the RFP, the succeeding contractor must comply with the wages and fringe benefits under the applicable CBA in accordance with FAR 52.222-41 Service Contract Labor Standards referenced in the RFP.

Reference Section L of the RFP, Volume III: Price: Price Proposal (See Section B)

Sheppard AFB, TX:

Wage Determination (See Section J, Attachments VI, DOL Wage Determination No.: CBA- 2019-12213 (Rev. #1) dated 09/08/2021). Pursuant to FAR 52.222-41 Service Contract Labor Standards (Aug 2018), all pricing must be reflective of current wage rates and fringe benefits.

Vance AFB, OK:

Wage Determination (See Section J, Attachments VII, DOL Wage Determination No.: CBA- 2018-11471 (Rev. #3) dated 08/24/2021). Pursuant to FAR 52.222-41 Service Contract Labor Standards (Aug 2018), all pricing must be reflective of current wage rates and fringe benefits.

Q3. For equipment related issues, where maintenance does not alleviate underlying problems, will the government provide equipment or is the contractor responsible to purchase?

A3. The contractor is required to perform OM on the government provided vehicles and is responsible to provide and maintain general purpose vehicles.

Q4. Regarding a Joint Venture between SDVOSB and large business, can you confirm the SDVOSB entity has to maintain a minimum of 51% content?

A4. Included in the solicitation, see FAR 52.219-27(a)(1)(i) Not less than 51 percent of which is owned by one or more service-disabled veterans or, in the case of any publicly owned business, not less than 51 percent of the stock of which is owned by one or more service-disabled veterans.

Q5. May we see the previous contract details? Costs? Manpower? Etc.?

A5. Current Contract Number is Sheppard: SP060012C5201 Vance: SP060012C5202 With regards to Cost and Manpower, an answer cannot be provided for existing contracts as that information is proprietary to those contractors.

Q6. Article 3, 5.5 Full time employees will not be presented the option to workday 6 or 7 (Saturday and Sunday) ...? Do we have an option for shift rotations?

A6. Appendix M, Hours of Operation, provides the manning requirements for the listed positions. Appendix M, Workload Information, also provides estimates of the workload. Using that information, the offeror must provide its proposal for staffing the necessary number of employees to meet the requirements.

Q7. Article 20, WAGES, How will we adjust for wages of all employees on their paygrade listed? Would all new or current workers on the existing contract and employees stay the same pay grade or would they come in as based on seniority level?

A7. Each offeror must determine the wages that it proposes to pay its employees. Offerors are reminded of the requirements with respect to wages and fringe benefits payable to service employees in accordance with FAR 52.222-41 and the Wage Determinations referenced in the

RFP.

Q8. C-5.8.1.3 Contractor Furnished General Purpose Vehicles. The Contractor shall provide sufficient general purpose vehicles with appropriate capability to meet the contract requirements including but not limited to escorting fuel deliveries where required, towing bowsers, transporting personnel, and performing expeditor duties as needed. What are the requirements for these vehicles?

A8. Reference Performance Work Statement (PWS) C-5.8.1.3. The offeror should review the entirety of PWS C-5.8.1.3 for the requirements, and to Sub-factors 3 and 8 of the evaluation factors identified in the RFP. The contractor is responsible to provide maintenance records for contractor provided vehicles.

Q9. What is the process to repair the GFE vehicles? The CF vehicles on-site?

A9. Reference Performance Work Statement (PWS) C-5.3.6 Vehicle Maintenance and T.O. 36A Series and AFI 23-302 and AFI 23-201 Fuels Management. All applicable directives and technical orders are located in Appendix C. The Contractor shall maintain special purpose vehicles IAW applicable directives and commercial/manufacturers standards to include performing a daily check of refueling units prior to use. The Contractor shall ensure DWWCF fuel in vehicles out for maintenance is properly accounted for and not disposed of without approval. The Contractor shall notify the COR when vehicle inventory falls below Mission Essential Levels or maintenance/out-of- service status indicates potential mission impact. The Contractor will provide necessary information when requested to justify vehicle authorizations or replacements. The Contractor is responsible for maintaining Contractor owned vehicles IAW commercial/manufacturer’s standards and ensuring serviceability of sufficient vehicles to perform all required PWS tasks.

Q10. 4 Base specific requirements

Transient aircraft cause a slight increase in workload. This is in addition to the percentage of work projected normally. Friday is usually the heaviest transient day. Nighttime flying will cause a slight change in the above daily workload percentages. Weekend flying is normally very limited except for transient aircraft and returning cross-country flights. Occasionally weekend flying is necessary to make up for lost flying hours due to inclement weather.

Does this mean even though our staff will be required 24/7 that the staff on the weekends will be on a limited rotation especially due to Union policies and have to pay time in a half plus the additional 50 cents due to it being outside the normal work week.

A10. Reference Performance Work Statement (PWS) Appendix A and attached CBAs. The Contracting Officer Representative (COR) or the Logistics Readiness Squadron (LRS) operations officer will notify Terminal Manager (TM) any changes to night operations or weekend flight operations regarding pilot training. Follow the guidance in the attached CBAs regarding additional pay outside the normal work week.

Q11. (5) IP (FACILITIES)

The following on-site installation facilities may be used by the Contractor in performance of the PWS tasks. The facilities may be changed, by the local installation, from time to time to meet mission requirements. The Contractor will be notified prior to any change of location.

Will we have the chance to adjust our price at these times when the facilities change?

A11. Appendix M,8 paragraph (5) IP Facilities. There are occasions when IP facilities are updated or demolished. The base will provide the contractor with new location to operate.

Request for equitable adjustment will be considered and will be reviewed by the Contracting Officer. The following on-site installation facilities may be used by the Contractor in performance of the PWS tasks. The facilities may be changed, by the local installation, from time to time to meet mission requirements. The Contractor will be notified prior to any change of location.

Q12. How to we handle pricing during emergencies and war time?

A12. Please reference the PWS and RFP.

“The Contractor shall provide, at Contractor expense without additional government funding, all personnel, supplies, materials, fuel, equipment, vehicles, services (routine or emergency), training and other items necessary for performance of the requirements of this contract not otherwise identified in the basic PWS or Appendix M.” pg. 31 of the PWS, Appendix F (Vance and Sheppard).

“…the proposal must address requirements to respond to surge or contingency operations to ensure no mission delay or failure.” pg. 128 of SF1449 Technical/Management Evaluation Sub-factor 1: Staffing

Q13. What do we do during an incidental weather change that could cause issues? Who completes snow or debris removal?

A13. Reference C-5.3.4 Buildings and Grounds Maintenance. Our office directs the offeror to the PWS C-5.3.4.

Q14. Attachment 6A

Membership in the Union is not compulsory. Employees have the right to join, not join, maintain or drop their membership in the Union as they see fit. Neither party shall exert any pressure on or discriminate against an employee as regards such matters.

However document VII unionization is mandatory within a 10 day period. Please explain.

A14. Treat each CBA document separately for each location. Attachment VI is Sheppard AFB’s CBA and should be referenced for Sheppard AFB proposals. Attachment VII is Vance AFB’s CBA and should be referenced for Vance AFB proposals.

Q15. SDS#5: Security

What will be required and allowed for security personnel to have on hand and what qualifications would be needed for someone to fill in this role?

A15. Reference the Performance Work Statement (PWS) Appendix E. Security requirements are different for each position. PWS page 25 paragraph 2a dispatching operations and procedures also see PWS C-5.2.1. Security operations see PWS C-5.5 contractor maintains information, communications, operations, physical and personnel security. COR will inspect contractor security plan monthly. PWS Appendix G pg. 32 Common Access Cards (CAC) requirements. If CACs are issued under this contract, the Contractor shall complete and comply with the following steps to obtain, control, and turn-in Government-issued CACs, as well as establish procedures to always control and account for Contractor CACs. This process is only for the issuance and accountability of CACs. Contractors may be required to provide additional forms and follow additional procedures for other forms of access and/or background/security checks depending on local site/installation requirements.

Q16. What COVID procedures will be implemented on this ground would it be federal, state, county?

A16. See PWS for both Vance and Sheppard, Section C-4.0 Applicable Directives, C-4.1 General, “The Contractor shall comply with all applicable federal, state, local, and international agreements, laws, regulations, plans, and policies including, but not limited to, the directives listed herein in performance of the contract effort. The Contractor shall maintain ready access to applicable directives and ensure all employees are familiar with directive requirements.”

See RFP, pg. 34 under 52.212-4 CONTRACT TERMS AND CONDITIONS—COMMERCIAL ITEMS (OCT 2018) “(q) Other compliances. The Contractor shall comply with all applicable Federal, State and local laws, executive orders, rules and regulations applicable to its performance under this contract.”

See the new clause incorporated in Section H of the RFP, H-0008 5352.223-9001 HEALTH

AND SAFETY ON GOVERNMENT INSTALLATIONS (OCT 2019)

(a) In performing work under this contract on a Government installation, the contractor shall:

(1) Take all reasonable steps and precautions to prevent accidents and preserve the health and safety of contractor and Government personnel performing or in any way coming in contact with the performance of this contract; and

(2) Take such additional immediate precautions as the contracting officer may reasonably require for health and safety purposes.

(b) The contracting officer may, by written order, direct Air Force Occupational Safety and Health (AFOSH) Standards and/or health/safety standards as may be required in the performance of this contract and any adjustments resulting from such direction will be in accordance with the Changes clause of this contract.

(c) Any violation of these health and safety rules and requirements, unless promptly corrected as directed by the contracting officer, shall be grounds for termination of this contract in accordance with the Default clause of this contract.

(End of clause)

Q17. C-5.2.4.2 Organizational Tank Issues. The Contractor shall respond to servicing requests from authorized organizational tank custodians on an as required/priority basis.

THE CHOSEN CONTRACTOR WILL BE RESPONSIBLE FOR TANK MAINTENANCE OR

REPAIR???

A17. Reference the Performance Work Statement (PWS) Appendix M, Table 3a. Organizational tanks are the responsibility of the owning organization. Contractor inspects org tanks bi-annual and performs Tank custodian training. The owning organization of the organizational tank is responsible for maintenance. The contractor is responsible for inspections and training the tank custodian, IAW AFI 23-201 Chapter 11.

Q18. C-5.2.4.3 Retail Service Station Issues. The Contractor shall operate and maintain the self-service automated service station facilities, equipment, and systems and ensure sufficient product is available to provide 24 hours a day, seven days a week support of ground fuels.

RETAIL STATION IS FULLY STAFFED 24/7?

A18. Reference the Performance Work Statement (PWS) C-5.2.4.3. Contractor required to inspect self-service automated service station facilities, equipment, and systems and ensure sufficient product is available with morning and evening inspection and during commercial fuel deliveries. Service station is on auto 24-7 unless an issue arises where it must be put in manual to operate it. Manual issues will require Fuels personnel to be present for accounting purposes.

Q19. C-5.3 Maintenance. The Contractor shall provide a detailed maintenance plan to address the references, frequencies, methods, and procedures for accomplishing the maintenance objectives. The Contractor shall provide all manpower, tools, and equipment to implement the maintenance plan. Parts, supplies, and material needed to perform maintenance will be provided at Contractor expense without additional Government funding.

IT IS DIFFICULT TO PRICE WITHOUT A THOROUGH INVENTORY LIST AND

CONDITION. MAY WE HAVE AN INVENTORY?

A19. Reference the Performance Work Statement (PWS) C-5.3. AFTO Form 39 lists frequency for required inspections on fuel systems. EAID eqpt as well as Non EAID equipment available is listed in Appendix M. T.O. 37-1-1, and the AFTO Form 39 are used for inspections and inspection frequencies. AFTO Forms and T.O. regulations are located at base website. Forms can be found at https://www.jba.af.mil.

Q20. Typically, when DLA Energy issues a single solicitation for more than one location, the Technical Management proposal consists of a single core document addressing the common elements of the PWS applicable to all sites, and individual appendices to address location-specific information. During the virtual pre-proposal conference, it was stated that a complete individual Technical Management proposal, consisting of up to 80 pages each, was required for each location (total of 160 pages). Please confirm this is correct.

A20. It is the offerors responsibility to determine the substance and format of the technical proposal. It is encouraged for the offerors to follow the format of the PWS to address each major subsection/subfactor from a generic perspective applicable to fuels management operations with appendices identifying base specific details or deviations from the generic information. Please see the revised RFP Section L. ADDENDUM TO FAR 52.212-1 Volume I: i.

Technical/Management Proposal

Q21. Will either contract awarded under this solicitation be considered a “classified contract” with an associated DD254?

A21. This contract is not a classified contract, however, DD-254 is required for the REPOL reporting mentioned in both Appendix Ms. The following clauses are now included in Section H of the RFP.

5352.204-9000 NOTIFICATION OF GOVERNMENT SECURITY ACTIVITIES (MAY 2021)

5352.223-9001 HEALTH AND SAFETY ON GOVERNMENT INSTALLATIONS (OCT 2019)

5352.242-9000 CONTRACTOR ACCESS TO AIR FORCE INSTALLATIONS (OCT 2019)

5352.242-9001 COMMON ACCESS CARDS (CAC) FOR CONTRACTOR PERSONNEL

(OCT 2019)

Q22. Solicitation paragraph 52.237-1 SITE VISIT (APR 1984) indicates offerors are “urged and expected to inspect the site where services are the be performed…” Will potential offerors be allowed to visit the site(s), assuming they can do so in compliance with the various travel and health restrictions currently in place?

A22. The Pre-Proposal Conference provided the Virtual Site Visit, and gave all participants the opportunity to ask questions.

Q23. Solicitation Section M Evaluation Factors for Award states the following: “If discussions are conducted, the Government will establish a competitive range comprised of all the highly rated proposals…” How is a proposal determined to be “highly rated” in a Lowest Priced Technically Acceptable award process?

A23. “Highly rated” refers to Offerors with the Overall Rating of Acceptable. However, depending on the circumstances, the Contracting Officer may include offers that do not have an overall rating of Acceptable. The Competitive Range can be reduced for further efficiency in accordance with FAR 15.306(c)(2)-Exchanges with Offerors after Receipt of Proposals, per RFP

pg. 131, Factor 3: Price, Competitive Range.

Q24. CBA (Sheppard) Attachment VI Sheppard CBA Appendix D refers to a separate job description booklet titled Appendix D. Please provide this booklet.

A24. Appendix D of the Sheppard CBA is now Amended into Attachment VI

Q25. CBA (Sheppard) Please confirm offeror’s prices should reflect the wages and fringe benefits that are in effect on the start date in accordance with the CBA for the first year of performance and subsequent years shall not be escalated from this rate in the bid price.

A25. CBAs are provided to enable Offerors to price future wages and fringe benefits based on each CBA. The Offeror shall not escalate beyond each CBA’s terms. See Service Contract Labor Standards, FAR 54.222-41(f) Successor Contracts, as referenced in the RFP.

Q26. CBA (Sheppard) Please confirm DLA Energy will increase wages and fringe benefits by way of price adjustment on the annual date of the contract for CBA covered employees only; not managerial personnel.

A26. Managerial personnel are currently not covered under the CBAs. For price adjustments, see FAR 52.222-43 Fair Labor Standards Act and Service Contract Labor Standards—Price Adjustment (Multiple Year and Option Contracts) as referenced in the RFP in its entirety at acquisition.gov

Q27. CBA (Vance) CBA Appendix C para. 2, Section 1: The Vance CBA appears to require the Company to pay 85% of medical plan premiums and 90% of dental, vision and short-term disability premiums for employees and their elected dependents, however no participation information is provided. Only the incumbent contractor knows actual participation putting bidders at a disadvantage and unnecessary risk to both the government and bidders. Please provide a basis for all bidders to use in preparing costs for this benefit. We suggest providing a percentage of employees participating in each category (employee only, Employee + Spouse, Family, Employee + Children) without providing the specific number of employees.

A27. Offerors should base their estimate on the projected amount of personnel in each proposal.

See Appendix M for staffing requirements.

Q28. CBA (Vance) CBA Section 20.1 and Appendix B - The CBA has a variable wage schedule, please define the specific starting wages by category for positions on this contract for the base year. For example, the pay range for a Labor Grade 8 in 2022 ranges from $23.41 to $35.36 and only the incumbent knows the current pay rates within that range.

A28. Per FAR 52.222-41 Service Contract Labor Standards, referenced in the RFP.

“(c) Compensation. (1) Each service employee employed in the performance of this contract by the Contractor or any subcontractor shall be paid not less than the minimum monetary wages and shall be furnished fringe benefits in accordance with the wages and fringe benefits determined by the Secretary of Labor, or authorized representative, as specified in any wage determination attached to this contract.”

Q29. CBA (Vance) DLA indicated on the virtual site visit that bidders should include all forward wage determinations from the CBA in the base monthly service charge. This is unusual as increases in wages and payroll associated taxes are normally increased annually. Please confirm that out year (2023) wages are to be included in the base bid and no adjustments will be allowed by the government for these annual increases in wage and fringes.

A29. Per FAR 52.222-41 Service Contract Labor Standards, referenced in the RFP, “(f) Successor contracts. If this contract succeeds a contract subject to the Service Contract Labor Standards statute under which substantially the same services were furnished in the same locality and service employees were paid wages and fringe benefits provided for in a collective bargaining agreement, in the absence of the minimum wage attachment for this contract setting forth such collectively bargained wage rates and fringe benefits, neither the Contractor nor any subcontractor under this contract shall pay any service employee performing any of the contract work (regardless of whether or not such employee was employed under the predecessor contract), less than the wages and fringe benefits provided for in such collective bargaining agreement, to which such employee would have been entitled if employed under the predecessor contract, including accrued wages and fringe benefits and any prospective increases in wages and fringe benefits provided for under such agreement.” See acquisition.gov for reference in its entirety.

Offerors should price in all wages and fringe benefits mentioned in the entire term of each CBA but not escalate beyond the term of a CBA. The contract price will be adjusted when actual increases or decreases occur due to extensions or amendments to applicable wages and fringe benefits of a CBA.

Q30. CBA (Vance) What wages and fringes should bidders use for pricing option years 5-9 as those wages are not provided in the current CBA’s?

A30. Offerors should not go beyond each CBA’s terms. Price adjustments will be conducted when CBAs are amended or extended. See FAR 52.222-41 Service Contract Labor Standards and FAR 52.222-43 Fair Labor Standards Act and Service Contract Labor Standards-Price Adjustment (Multiple Year and Option Contracts) in its entirety at acquisition.gov.

Q31. Technical (Sheppard AFB, TX) Reference PWS C-3.2. Would DLA Energy consider lengthening the contract turnover period?

The 10-working day period has been in place for several years; however, is no longer practical, particularly considering the Non-Displacement of Qualified Workers clause which requires an incoming contractor to offer re-employment to current employees and by rule allows the employee up to ten days to accept the offer and DLA Energy’s recent trend of awarding contracts with very little time prior to the beginning of the performance periods. Add the long-lead time it takes to obtain/replace CACs, a 10-day transition period does not provide an adequate period of time to complete the basic administration requirements per the terms of the contract, much less procure and ship equipment to the site.

A31. Requirements are specified in the Performance Work Statement (PWS) C-3.2 and applicable references. The ten-day turnover period specified in PWS C-3.2 speaks solely to the time period that the incoming contractor has access to the outgoing contractor. The incoming contractor is not limited to these ten days for the purposes of its phase-in responsibilities and the contractor is to begin preparation as required in order to meet the specified performance start.

DLA endeavors to make award more than 30 days in advance of performance start.

Q32. Technical (Sheppard AFB, TX) Reference PWS C-5.1 and Appendix F. Reference C-5.1 states the Contractor will fulfill after-hours PWS tasks through reallocation of personnel or use augmentation or overtime at Contractor expense. Appendix F states that should mission requirements change, the Contractor provides the support but will notify the Contracting Officer to determine if an equitable upward or downward adjustment is appropriate. Appendix F does not mention mission requirement changes of a temporary nature. For example, a base that receives by pipeline suddenly needs to start accepting tank trucks for a 6-month period, which is more manpower intensive and most likely, there will not be enough existing staff to allow reallocation of manpower to cover the temporary requirement. For mission requirement changes of a temporary nature, would DLA consider reimbursement of overtime costs until the short-term requirement is complete?

A32. Reference PWS C-5.1 and the Appendix F. Reference C-5.1 clearly states the Contractor will fulfill after-hours PWS tasks through reallocation of personnel or use of augmentation or overtime at the Contractor expense. Contractor will be allowed to submit request for equitable adjustment to the contracting officer for review and consideration.

Q33. Technical (Sheppard AFB, TX)

Reference PWS C-5.2.4.1& Appendix M (4) Supplement to C-52.4.1. Reference states Contractor responds to requests for alongside aircraft refueling (cold or hot). Appendix M Supplement does not distinguish between cold or hot refueling. Please specify if there is a hot refueling requirement at Sheppard AFB.

A33. Reference PWS C-5.2.4.1 and the Appendix M (4) Supplement to C-5.2.4.1, currently all refueling operations are cold. Sheppard is a pilot training base and is not an operational base with operational flight missions. Appendix M has been updated.

Q34. Technical (Sheppard AFB, TX) Reference PWS C-5.2.6 and Appendix M (9) Incidental Equipment. The reference does not mention the laboratory crash kit. Please specify if the crash kit and the required items within the kit are provided by the Government.

a. The cost of shipping samples to area or commercial laboratories is the responsibility of the Contractor. Please clarify if the Contractor is authorized to establish an account with Base Supply for shipping samples or if the Contractor is required to source a commercial carrier to ship fuel samples.

b. Please provide historical costs for shipping fuel and cryogenic samples and the average number of samples shipped out on an annual basis.

c. The reference states laboratory technician takes and determines API and temperature measurements when ATG is inoperable or questionable.

Hydrometers and thermometers are not listed in Appendix M Table 9(a) or 9(b).

Please clarify if the Government provides hydrometers and thermometers.

A34. Crash kit is provided by the Air Force, the replacement of consumables is the responsibility of the contractor.

a. The Government pays for shipping the samples. Contractor is responsible for the shipping cans and sample containers.

b. Approximately 20 shipments per year, additional samples may be required by Area Lab for resample or suspected contamination. Quarterly samples are approximately 3 JAA and 2 LOX tanks.

c. Hydrometers and thermometers are on site, the contractor is responsible for replacement due to loss or damage.

Q35. Technical (Sheppard AFB, TX) Reference PWS C-5.2.5.2. Please provide what version of FMD is currently utilized at Sheppard.

A35. Sheppard AFB FMD Fuels Manager is Version 9.3, no longer have a server (thick client).

Transaction processing is done directly on Fuels Manager Enterprise (thin client, web based).

Q36. Technical (Sheppard AFB, TX)

Reference PWS C-5.3. Reference states “parts, supplies and material needed to perform maintenance will be provided at Contractor expense without additional Government funding”. The statement does not distinguish between operator and system maintenance.

Please clarify the statement to show that the Contractor is responsible for parts, supplies and material need to perform operational maintenance since the Contractor is not responsible for system or vehicle maintenance (other than operator inspection).

A36. Reference the Performance Work Statement (PWS) C-5.3 contractor required to provide tools and knowledge to conduct operator maintenance and all parts, supplies and materials to perform operator maintenance. Contractor should follow UFC 3-460-03.

Q37. Technical (Sheppard AFB, TX) Reference PWS C-5.3.1. Reference states that Operator Maintenance may include minor parts replacement. Are these parts provided by the Government to the Contractor to install or is there an expectation for the Contractor to provide parts for the system or refueling vehicles/equipment?

a. If there is a requirement for the Contractor to provide parts, please provide a list of required parts.

A37. PWS C-5.3.1. pg. 8 provides guidance on Operator Maintenance will include minor parts (grease and gaskets) replacement.

(a) Operator maintenance (OM) is performed IAW UFC 3-460-03 with applicable requirements as listed.

Q38. Technical (Sheppard AFB, TX) Reference PWS C-5.3.6. and Appendix M Supplement to C-5.3.6. Reference states Contractor maintains special purpose vehicles. Our understanding is the Contractor provides operator level maintenance and inspection of special purpose vehicles. The Government (Refueling Maintenance Shop) performs scheduled maintenance requirements and repair of special purpose vehicles, to include providing tire replacements. Please confirm.

A38. Reference the Performance Work Statement (PWS) C-5.3.6 and Appendix M, base maintenance operations will replace and repair special purpose vehicles applicable references.

This includes tire replacements. Contractor is responsible for changing tires, tools, not purchasing the tires. Contractor provides operator level maintenance and inspection of special purpose vehicles.

Q39. Technical (Sheppard AFB, TX) Reference C-5.6. states the Contractor shall provide sufficient and initial and replacement spill response and clean up material. Please provide copies of the SPCC and FRP so that we can determine the number, location, and contents of the spill kits the contractor required to provide and maintain. If DLA cannot provide copies of the SPCC/FRP, please provide the number of locations where spill kits are required by the plans.

A39. SPCC and FRP are base plans, and base provides the SPCC plan. DLA and base will provide training and first responder training reference PWS C-6.1. Discussion with the COR and the TM The spill kits are located at the tanks and the fill stands. DLA Energy pays for the large spill kits and the base pays for the truck spill kits.

Q40. Technical (Sheppard AFB, TX) Reference PWS C-5.7.1 & Appendix M. Please clarify if Underground Storage Tank (UST) training is applicable for this solicitation.

A40. Reference PWS Appendix M Section (6) IP (Aviation Fuel Storage Tanks) all tanks are

AST.

Q41. Technical (Sheppard AFB, TX) Reference PWS C-5.7.1.2. Is the contractor currently providing recurring training to Air National Guard or Reserve personnel? If so, how often?

A41. Reference PWS C-5.7.2 as stated will be as required. Contractor recurring training is as required based on annual rotations for Air Guard or Reserve personnel.

Q42. Technical (Sheppard AFB, TX) Reference PWS C-6.1.4. Since the Contractor is only required to perform Operational Maintenance under this solicitation, please clarify if a computerized maintenance management system (CMMS) is required to track maintenance.

A42. PWS C-6.1.4 Maintenance Plan. The Contractor must provide a detailed maintenance plan for all facilities, equipment, and system components. The maintenance plan must clearly outline the process of planning, programming, accomplishing, documenting, and reporting all maintenance actions and must include the installation and use of a contractor furnished computerized maintenance management system (CMMS) to track maintenance for components and facilities at all sites.

Q43. Technical (Sheppard AFB, TX) Appendix D states if operational tasks require a security clearance, a sufficient number of operators would be required to possess the appropriate clearance level. Please clarify if there are any operational tasks for this solicitation that would require a security clearance.

Appendix M specifies the Contractor submits Petroleum Contingency Capability Report

(REPOL) reports which typically require a SECRET clearance unless REPOL reports are submitted by the Government.

A43. Reference the Performance Work Statement (PWS) Appendix D, pg. 20, Key Personnel, employees depending on position each employee must have a CAC card and there are no costs to the contractor. Security costs are base and DLA expense.

Q44. Technical (Sheppard AFB, TX) Reference Appendix D, collateral duty references. The LT, FDSO and DSO cannot be a collateral duty. Our understanding is that a collateral duty are those duties that are performed outside a person’s primary assigned role, however not simultaneously. For example, the LT would be primarily assigned to perform lab duties however once his or her daily lab responsibilities are complete, they would be free to fill-in as a DSO or FDSO provided they are fully qualified to perform those additional responsibilities. The reference alludes to this by stating the collateral duty requirement does not prevent the LT, FDSO or DSO from performing “infrequent performance” of routine LT, FDSO & DSO tasks. Please provide DLA Energy’s definition of a collateral duty.

a. Please confirm a staffing strategy that recognizes the requirement to hire employees as primary LT, FDSO and DSOs but also allows cross-training of these employees to perform in additional roles “when their primary duty is complete” would be acceptable.

b. Alternatively, Appendix D states the DCO may be a collateral duty so long as dispatch duties are unaffected. Please specify which duties the DCO may perform as a collateral duty. Our understanding is that the DCO would not be able to perform any other roles except for the FA since they would need to be in the Dispatch center as part of their primary duty.

A44. See Appendix D within the PWS addressing collateral duty references. Cross-training is recommended for all staffing positions to allow employees to fill positions due to sickness, job changes or termination of employee. It is the contractor’s prerogative to submit an innovative staffing approach as long as collateral duty limitations are not compromised.

Q45. Technical (Sheppard AFB, TX) Reference Appendix F – Additional Logistics Support and Appendix M, Supplement to C-5.8.2, CC-5.8.2.3 Other Items and Services (page 40), please specify if the Government provides and pays for fuel for the Government provided refueling vehicles specified in Appendix M (14) IE (Vehicles). During the pre-proposal conference, we were informed the Government provides and pays for the fuel for the Government provided refueling vehicles, please confirm.

A45. The government pays for fuel for GFE vehicles, but the contractor shall pay for fuel for their contractor provided vehicles.

Q46. Technical (Sheppard AFB, TX) Reference Appendix M (2) Hours of Operation. The hours for Operations (Dispatch & Distribution) are 0000 – 2400, Mon – Fri. Appendix M (3) Workload Information (Table 3a) shows average number of refuels, truck fills and number of refuelers operated simultaneously for 1st Shift and 2nd Shift but does not show workload for a 3rd shift, which would be needed if the hours are 0000-2400. Please provide workload information for 3rd shift or revised hours for dispatch and distribution.

a. If historical data is correct and there are no servicing operations performed between 0000 and 0500, will providing on-call standby personnel be considered acceptable?

A46. PWS Appendix M there is only a 1st and 2nd shift. See page 3 Daily number of refuels per shift and Daily number of refueler refills per shift. No third shift, as required refers to hours the contractor may be required to work if requested, after hours.

Q47. Technical (Sheppard AFB, TX) Reference Appendix M, Table 3a. Please clarify receipt numbers for JAA. PWS states 20 monthly receipts, 1.8K gallons. This does not correlate with the Preproposal conference slide that showed JAA received 5-days a week, 8-12 tank trucks per day.

a. What is the capacity for the commercial tank trucks that deliver JAA to Sheppard

AFB?

b. Historically, do tank truck receipts typically last until 1900 Mon-Fri? Are Security Forces available at main gate to inspect tank trucks until 1900?

A47. Sheppard AFB PWS Appendix M, table 3a, provides JAA estimates for planning purposes.

Tank truck receipts are not typically late, reference the 1900 hours Monday-Friday. The capacity for the commercial tank trucks is 7K to 8K. Gate and base security will inspect all trucks.

Sheppard AFB Trucks average 7500gls. Normally 12 a day for work-days. 7500gls x 12trucks x 20 days = 1.8M gallons/month.

Q48. Technical (Sheppard AFB, TX) Reference Appendix M, Table 3a. Table states receipt/fill operations cannot occur simultaneously. The table also shows an average of 5 truck fills on 1st shift and 10 on 2d shift. Please clarify if there is a set schedule when commercial tank trucks typically arrive at the installation which would allow the Dispatcher to coordinate refueler fills in between tank truck receipts.

A48. There is no set schedule for commercial tank trucks deliveries at the installation. Most drivers deliver in the morning hours. Delivery times are influenced by operations at the fuel delivery locations. If these locations experience maintenance or high volume fuel requests this will impact on delivery times. Fills can occur while receiving fuel. No receipt and transfer at the same time.

Q49. Technical (Sheppard AFB, TX) Reference Appendix M, Table 3a. Table shows two trips annually to Frederick Auxiliary Airfield but mentions “is now AF contract”. Supplement to C-5.2.4.1 further states two DS-2 trips annually to Frederick Auxiliary Airfield. Please clarify if the diesel requirement is performed under an AF contract or if the Contractor for Sheppard.

A49. Reference Appendix M, Table 3a. The contractor is not required to support at DS2 requirement at the auxiliary airfield. Appendix M has been updated.

Q50. Technical (Sheppard AFB, TX) Reference Appendix M, Table 3a. Please specify if the Contractor is required to operate the two emergency generators and if so, does the Government provide training?

A50. Reference Appendix M, Table 3a, contractor is required to operate the two emergency generators. The base CE provides the generator training.

Q51. Technical (Sheppard AFB, TX) Reference Appendix M, Table 3a. Table shows an average of two monthly receipts for LOX, 9K, tank trucks. The table also reflects an average of 11 receipts annually totaling 45,350 gallons. Please clarify the average number of LOX receipts per month since two LOX receipt a month would be 24 receipts annually.

A51.Reference Appendix M, Table 3a, has been updated. Monthly receipts are (1) x approximately 4,600 gallons. Total annual LOX received is approximately 55,000 gallons.

Q52. Technical (Sheppard AFB, TX) Reference Appendix M, table 3a. The table shows the level of DLA Energy/USACE RM provided maintenance is quarterly. Since system maintenance is a Government responsibility, who provides semi-annual and annual maintenance services for the refueling system?

A52. C-5.3.3 SRM/MILCON. SRM or MILCON required is the Government’s responsibility IAW DLA Energy policies and DoD 4140.25M. The Contractor will initiate action (work orders) for SRM or MILCON needed based upon the maintenance plan and unplanned deficiencies discovered during operator/system maintenance or operations. The Contractor shall ensure deficiencies are coordinated with appropriate agencies. Based on the Sheppard AFB RMMR contract the DLA Energy/USACE RM contract will cover all quarterly, semi-annual, and annual maintenance services based on the plan and the manufacturers recommendations.

Q53. Technical (Sheppard AFB, TX) Reference Appendix M, Supplement to C-5.2.4.1. Reference states requirement to preposition a minimum of 7 refueling vehicles and operators in support of daily flying operations and when directed by MOCC. Please clarify if this is during the 1st shift or does the requirement also include 2nd shift operations?

a. Please state what type of transient aircraft are typically serviced at Sheppard and are transient aircraft servicing numbers reflected in the average number of refuels per shift reflected in Table 3(a)?

A53. C-5.2.4.1 Flightline Issues/Defuels. The Contractor shall conduct simultaneous refuel and defuel operations in response to requests from Airfield Operations or other authorized customers for alongside aircraft refueling (cold) or aviation/flightline support equipment within the established parameters in Appendix M. The Contractor shall provide support for aircraft defueling of non-suspect quality fuel upon request from designated representatives. Suspect quality fuel is the responsibility of the requesting unit to dispose of fuel. Both shifts are required to provide 7 prepositioned refueling vehicles and operators.

(a) See list of transient aircraft on last page of Appendix M.

Follow Table 3a As Required. The MOCC will direct priority of refueling operations for the contractor. Airfield and refueling operations are 24/7 and transient aircraft will be refueled.

SHEPPARD

AFB

TRANSIENT

REFUELS

JAN - DEC

MDS NUMBER

AVG.

GAL.

A-10 6 6,343 A-319 1 1,393 A-321 1 2,786 A-330 1 4,414 C-12 5 1,513 C-160 1 2,080 C-21 1 495 C-26 2 288 C-28 1 192

C-35 1 571 F-15 12 17,134 F16 17 17,754 F-18 1 1,837 F-22 1 1,662 F-35 13 21,579 T-1 1 233 T-38 17 6,605 T-45 1 267 737 11 8,107 757 1 2,294 767 4 5,710

TOTAL 89 102,657

VANCE

AFB

TRANSIENT

REFUELS

JAN - DEC

MDS NUMBER AVG. GAL.

A-10 6 1,200 C-12 3 245 C-21 2 250 C-26 1 235 C-40 1 2,163 C-17 1 3,702

CV-22 3 1,367

F-15 8 1,977 F-16 14 1,028 F-18 2 2,100 F-35 8 2,111 T-1 1 361 T-6 14 84 T-38 23 383 U-28 3 141

TOTAL 90 17,347

Q54. Technical (Sheppard AFB, TX)

Reference Appendix M, supplement to C-5.3 cryogenics maintenance. Please specify funding responsibility for replacement parts for cryotainers, i.e., gauges, valves, etc.

A54. Reference Performance Work Statement (PWS) Appendix M, Supplement to C-5.3 Cryogenics Maintenance coordinate, and report needed maintenance repairs to the Maintenance Operations Center (MOCC) and the Flight Operations Maintenance section. Government provides the parts.

Q55. Technical (Sheppard AFB, TX) Reference Appendix M, supplement to C-5.3.6. Please clarify if the Government purchases tires for refueling vehicles or if this is a Contractor responsibility?

a. Reference implies Contractor changes the tires on refueling vehicles. Please specify if there is an area dedicated to change tires and whether or not any tools for tire changing is provided by the Government.

A55. See Q38.

Q56. Technical (Sheppard AFB, TX) Reference Appendix M, supplement to C-5.4 Cryogenics Issues. Does the base provide a safety person during cryogenic servicing hours? Also, please provide the current cryogenic servicing hours.

A56. Reference the Performance Work Statement (PWS) Appendix M, supplement to C-5.2.4 Cryogenics Issues, the base does not provide safety person during the cryogenic servicing hours.

This is a contractor responsibility. Hours of operation are based on flight operations but may require approximately two hours of operation to refill of Cryogenic containers (Monday through Friday).

Q57. Technical (Sheppard AFB, TX) Reference Appendix M, (5) IP (Facilities). Facility 2160 LOX Equipment Storage lists tools, gauges, coverall, boots and face shields. Please clarify if these items are Government provided or contractor furnished.

A57. Reference Appendix M, (5) IP (Facilities). The Facility 2160, LOX Equipment Storage lists tools, gauges coverall, boots and face shields. These items are contractor provided.

Q58. Technical (Sheppard AFB, TX) Reference Appendix M, (9a) IE (EAID. The listing does not show a multimeter. Please specify if a multimeter is provided by the Government.

A58. Reference Appendix M, (9a) IE (EAID). The multimeter is not provided by the government. This is a contractor responsibility.

Q59. Technical (Sheppard AFB, TX) Reference Appendix M, (9a) IE (EAID). The first two items listed, are Trailer, Tank.

Please confirm if these are the Government provided fuel bowsers. Also, please confirm all scheduled maintenance for bowsers is provided by the Government (typically AGE provides) to include tire replacement.

A59. Reference Appendix M, paragraph (5) IP (Facilities) bowsers are all government provided and maintenance and repairs are government responsibility. Contractor responsible for operator maintenance and daily reporting status of equipment.

Q60. Technical (Sheppard AFB, TX) Reference Appendix M, (9b) IE (non-EAID). Please clarify what maintenance is expected for this equipment and define who is responsible for replacement costs should this equipment require replacement at no fault of the contractor.

a. Reference (9b) IE (non-EAID), please specify if the Government provides any furniture (desks, chairs, etc.) for this solicitation?

A60. Reference Appendix M, (9b) IE (non-EAID). The following IE may be used by the Contractor in performance of the PWS tasks. Maintenance of all equipment on this list is the responsibility of the Contractor. This list of equipment is subject to change as replacement equipment is received. These items are NOT listed on the CA/CRL or similar record.

Government will not provide furniture.

Q61. Technical (Sheppard AFB, TX) Reference Appendix M, (15) Service/Base specific additional publications/forms (Addition to Appendix C). Please provide a copy of SAFBI 21-208, Local Maintenance Policy and Procedures.

A61. Reference Appendix M Military Service Installation Information, page. 15. The following additional publications/forms provide Service/Base specific guidance for the Contractor to use in performance of PWS tasks. This listing is not all inclusive. Contractor will find SAFBI at the DoD websites or at the base websites (https://dodcio.defense.gov and https://www.af.mil ).

Q62. Technical (Sheppard AFB, TX) Reference Sheppard Fuel Facilities Q and A and COR briefing: The slide shows LMR equipment is provided by the Government and maintenance is performed by an off-base vendor paid for by the contractor.

a. Provide the historical cost for this maintenance so we can price this requirement.

https://dodcio.defense.gov/ https://www.af.mil/

b. Clarify if repair/replacement costs for damage or faulty equipment not caused by the contractor, is the responsibility of the contractor.

A62. LMR equipment is provided by the Government. If repairs are necessary, this cost will be handled with a Request for Equable Adjustment (REA).

Q63. Technical (Sheppard AFB, TX) Please confirm if gaseous nitrogen is required for ATG operations at Sheppard, and if so, who pays for the cylinder lease and nitrogen replenishment? If contractor is responsible for costs, please provide the average annual cost.

A63. No. Gaseous nitrogen is not required for the ATG systems. System has been updated to Veeder-Root.

Q64. Technical (Vance AFB, OK) Reference PWS C-3.2. Would DLA Energy consider lengthening the contract turnover period? The 10-working day period has been in place for a number of years; however, is no longer practical, particularly in light of the Non-Displacement of Qualified Workers clause which requires an incoming contractor to offer re-employment to current employees and by rule allow the employee up to ten days to accept the offer and DLA Energy’s recent trend of awarding contracts with very little time prior to the beginning of the performance periods. Add the long-lead time it takes to obtain/replace CACs, a 10-day transition period does not provide an adequate period of time to complete the basic administration requirements per the terms of the contract, much less procure and ship equipment to the site.

A64. See Q31. Requirements are specified in the Performance Work Statement (PWS) C-3.2 and applicable references. The ten-day turnover period specified in PWS C-3.2 speaks solely to the time period that the incoming contractor has access to the outgoing contractor. The incoming contractor is not limited to these ten days for the purposes of its phase-in responsibilities and the contractor is to begin preparation as required in order to meet the specified performance start.

DLA endeavors to make award more than 30 days in advance of performance start.

Q65. Technical (Vance AFB, OK) Reference PWS C-5.1 and Appendix F. Reference C-5.1 states the Contractor will fulfill after-hours PWS tasks through reallocation of personnel or use augmentation or overtime at Contractor expense. Appendix F states that should mission requirements change, the Contractor provides the support but will notify the Contracting Officer to determine if an equitable upward or downward adjustment is appropriate.

Appendix F does not mention mission requirement changes of a temporary nature. For example, a base that receives by pipeline suddenly needs to start accepting tank trucks for a 6-month period, which is more manpower intensive and most likely, there will not be enough existing staff to allow reallocation of manpower to cover the temporary requirement. For mission requirement changes of a temporary nature, would DLA consider reimbursement of overtime costs until the short-term requirement is complete?

A65. Reference PWS C-5.1 and the Appendix F. Reference C-5.1 clearly states the Contractor will fulfill after-hours PWS tasks through reallocation of personnel or use of augmentation or overtime at the Contractor expense. Contractor will be allowed to submit request for equitable adjustment to the contracting officer for review and consideration.

Q66. Technical (Vance AFB, OK) Reference PWS C-5.2.4.1& Appendix M (4) Supplement to C-52.4.1. Reference states Contractor responds to requests for alongside aircraft refueling (cold or hot). Appendix M Supplement does not distinguish between cold or hot refueling. Please specify if there is a hot refueling requirement at Vance AFB.

A66. Currently all operations are Cold refueling only.

Q67. Technical…