Questions pt 2.pdf

Solicitation Questions

1. Reference Attach VI Key West CBA, Article 27 – Wages. The table provides wages for driver, mechanic, dispatcher. accountant and FDSO but does not list a lab technician.

The reference also mentions assigned drivers performing lab duty receive an extra $1.00 per hour.

a. PWS C-1.8.6 requires a separate lab technician for this solicitation. The lab technician does not have a collateral duty restriction; therefore, our understanding is drivers may perform lab tasks. Please confirm.

1a. This solicitation requires a dedicated Laboratory Technician who must meet all qualifications specified in PWS Section C-1.8.6. While this is a primary role and not a collateral duty, the technician may be assigned other tasks as required.

b. If a separate lab technician position is required, please provide a wage determination for NAS Key West since a lab tech is not part of the union.

1b. Applicable wage determination is attached.

2. Please confirm that the inspection costs for example, quarterly, semi-annual and annual plus Enhanced Recurring Maintenance are included in the fixed price but any repairs are considered service order work.

2. In accordance with Performance Work Statement (PWS) Sections C-4.2 and 4.2.1, which detail the requirements for minor and major repairs, the contractor is responsible for including all associated costs in their proposal. This includes, but is not limited to, manpower, tools, equipment, expendable materials, and permits. Should any repair work be determined to require specialized certifications or equipment, a service order must be initiated and processed as specified in the Standard Operating Procedure (SOP).

3. Due to the virtual site visit, bidders are at a disadvantage relative to knowing the condition of the facility which we would be responsible for maintaining under a fixed price. Given the requirement to include enhanced Recurring Maintenance please provide the bidders an opportunity to visit the site and assess the level of repairs that will be required.

3. The Government will not be providing an opportunity for an in-person site visit. All information deemed necessary by the Government for the preparation of proposals, including the requirements for recurring maintenance, has been provided within the solicitation documents.

4. Reference C-1.3.4 and Appendix A. A full-time employee must equal 2080 annual hours and a part time employee must equal 1040 annual hours.

a. This conflicts with the CBA, Article 3 which states a regular full-time employee is defined as one who works 30 hours or more a week and a part time employee is defined as one who regularly works less than 30 hours a week. Please clarify.

4a. The Government’s requirements are stipulated in the contract, specifically within the Performance Work Statement (PWS). For the purposes of this contract, a Full-Time Equivalent (FTE) is based on a 40-hour work week. This standard is used to define the level of service and staffing required to meet the Government’s needs.

The Collective Bargaining Agreement (CBA) is an agreement between contractors and the Union. The Government is not a party to this agreement. Therefore, the definitions contained within the CBA, such as those in Article 3, govern the relationship between the contractor and its workforce but do not alter the contractor's obligations to the Government.

The contractor remains solely responsible for providing the services and level of effort specified in the contract while managing its internal labor relations and adhering to its own CBA. Please ensure all contractual requirements are met as written.

5. Reference C-1.3.7 Contract Contingency Plan. The Contractor must perform operator level maintenance which includes the lubrication of machinery and replacement of filters and small parts by utilizing hand tools and excludes any system level of maintenance.

a. Reference conflicts with C-2.8.2 and C-4.1.3 which states system maintenance is Contractor responsibility. Please clarify.

5a. C-1.3.7 is a generic statement included in all Navy PWS’s. NAS Key West has the Enhanced Maintenance Program, which is defined in PWS Section, C-4.0. Detailing All of the operator and system maintenance required for this location.

6. Reference C-1.7 Key Personnel. The Corporate Executive Officer (CEO), Terminal Manager (TM), Assistant Terminal Manager (ATM) and Control Center Internal Pipeline Controller (CCIPC) are mandatory key personnel.

a. The subsequent paragraphs for key personnel only include the CEO, TM and ATM.

There is no information provided for the CCIPC which makes it unclear if the CCIPC is a requirement. Please clarify.

6a. CCIPC is not required for this location.

7. Reference C-2.1.1 Fleet Replacement Squadron Deployments. Deployments to NAS Key West occur frequently, approximately every 4-weeks and requires additional services on Saturdays and Sundays.

a. Since normal workload would ramp up during these deployments, please provide workload factors to show the increase in fuel servicing during these events, especially as it relates to additional services on Saturday and Sunday.

7a. This question is too vague to answer properly.

8. Reference C-2.1.1.1 Carrier Air Wing Deployments. Deployments typically occur during the winter months.

a. Since normal workload would ramp up during these deployments, please provide workload factors to show the increase in fuel servicing during the winter months, and if there is an increase in activity on Saturday and Sunday.

8a. This question is too vague to answer properly.

9. Reference C-2.1.7 Off-Station Operations. As a result of ships servicing responsibilities at Trumbo Point and the Truman Annex, an adequate number of refuelers will be provided and must be registered and licensed.

a. How many times a year does the Contractor provide ships servicing at Trumbo Point and Truman Annex?

9a. The frequency of ship servicing at Trumbo Point and Truman Annex is variable and dependent upon the specific needs of the vessels. However, based on historical data, the average is approximately 12 service runs per year.

b. Do ship servicing operations occur simultaneously at both Trumbo Point and Truman Annex, i.e. requiring dispatch of two trucks?

9b. Based on operations over the last four years, there have been no instances of simultaneous dispatches requiring two trucks for separate ship servicing operations at Trumbo Point and Truman Annex.

c. What length of hose is needed and are there any special adaptors required on refuelers used to support ship servicing at Trumbo Point and Truman Annex?

9c. Yes, specific equipment requirements vary depending on the vessel. The required adapter, typically a quick disconnect, camlock, or single point, will be confirmed with the ship's company when fueling is requested. The refueler's standard hose is used, as it connects to an adapter that extends to the ship, rather than connecting directly from the truck to the vessel.

d. What is the typical amount of JP-5 delivered to ships?

9d. Based on data from the last four years, the average annual amount of JP-5 issued to ships is 43,682 gallons.

e. What is the distance (miles) between the truck parking area and Trumbo Point and Truman Annex?

9e. The distance from the truck parking area to Trumbo Point is 7.3 miles, and to Truman Annex is 9.7 miles.

10. Reference C-2.2.3 Receipts of Fuel. A single truck receipt header is also installed at the main tank farm.

a. Please provide the average number of JP-5 tank truck receipts delivered to the installation.

10a. An average number of JP-5 tank truck receipts cannot be provided, as this is not the installation's normal mode of operation. The primary method for receiving fuel is via the Key West Pipeline. Tank truck receipts are a backup contingency used only when the primary pipeline is unavailable due to an incident, such as a power loss to the island.

b. Do commercial tank tucks require an escort from the installation’s entry gate to the bulk storage area?

10b. Commercial tank trucks do not require an escort. They do require a base pass, which the Installation Fuel Officer (IFO) will provide once the driver's name and date of arrival have been submitted in advance.

11. Reference C-2.3.2 Truck Fill Stands. Please state the location of the truck fill stands, adjacent to or near truck parking area or located at bulk storage.

11. The truck fill stand is located 90 feet from the truck parking area. The bulk storage area features a single truck receipt header, which is positioned precisely where a truck would park to perform the required operations.

a. Bulk storage appears to be across runway. If fill stands are at bulk storage, are refuelers required to cross active runway or do they use a perimeter road?

11a. Refuelers are not permitted to cross active runways. Perimeter roads are used for all transit to and from the Fuel Farm and Tank Farm.

b. Are fill stands equipped with SKULLY OFP systems?

11b. Yes, the fill stands are equipped with SKULLY Overfill Prevention (OFP) systems.

12. Reference C-2.3.3 Boca Chica Field Bulk Loading. Please clarify if the bulk load of vehicles is performed using the installed JP-5 fill stands or are filled from Contractor provided JP-5 refueling vehicles.

12. This question involves two distinct processes:

• Aircraft Fueling: After servicing jets on the flightline, the Contractor's refueling vehicles return to the installed JP-5 fill stand to replenish the fuel they have dispensed.

• Vehicle Fueling: The Contractor's vehicles are powered by diesel. This diesel is supplied by a separate, Contractor-provided diesel truck kept on-site. The Contractor is responsible for having this diesel truck refilled by an outside supplier as needed.

13. Reference C-2.4. Ground Fuels. Please confirm that JP-5 is the only ground fuel provided by the Contractor at NAS Key West.

13. Correct, JP-5 is the only ground fuel provided by the Contractor at NAS Key West.

a. Are there any scheduled routes for ground fuel delivery?

13a. While there are no fixed, scheduled routes, daily runs are performed to fuel jets via hot or cold pits and to support shipboard operations as required. The government considers the scope of the question too broad to provide a more detailed answer on specific routes.

b. What is the largest drop (amount of JP-5) delivered to ground fuel customers?

13b. The largest single drop (amount of JP-5) is determined by the capacity of the refueling vehicle. The largest truck currently in use at NAS Key West can issue 7,500 gallons at one time.

c. Are there any ground fuel delivery sites that require travel outside the installation, i.e. public roads? If so, what is the distance to off-installation sites?

13c. Other than the shipboard operations at Trumbo Point and Truman Annex, NAS Key West does not perform any ground fuel deliveries to sites outside the installation.

d. Please clarify if ground refueling pertains to issuing JP-5 to ground support equipment, boiler tanks, generators etc.

13d. Yes, ground refueling pertains to issuing JP-5 to ground support equipment (GSE) and generators located on NAS Key West.

14. Reference C-2.8.15 Pressure/Thermal Relief Valves. Please clarify responsibility for replacing pressure/thermal relief valves.

14. The Contractor is responsible for repairing any identified deficiencies with pressure or thermal relief valves to ensure the facility remains mission ready. These repairs fall under the Enhanced Maintenance program, and the Contractor will be reimbursed for the costs incurred. All such repairs must be reported to the IFO for tracking purposes.

a. If Contractor is responsible for replacing pressure/thermal relief valves, please provide how many are in the system.

14a. There are 38 pressure/thermal relief valves in the system.

15. Reference C-2.8.21 Valve and Valve Motor Operators. All valves less than 2.5 inches must be monitored continuously and the Contractor must replace valves to be found defective.

a. How many, age and what type of valves less than 2.5-inch are in the storage system?

15a. This information cannot be provided without clarification on which specific "storage systems" are being referenced. However, any necessary replacements or repairs for these valves fall under the Enhanced Maintenance program, and costs for such work will be reimbursed to the Contractor.

16. Reference C-3.0. Please indicate whether a dedicated defuel truck is required for this solicitation? If so, is there a minimum capacity required for the dedicated defuel truck?

16. Yes, a dedicated defuel truck is required. However, this does not necessitate a separate, single-purpose vehicle. Any refueling truck from the established fleet that has been emptied can be designated as the defuel truck for the day. Consequently, there is no minimum capacity requirement for a defuel truck.

17. Reference C-4.0 Enhanced Recurring Maintenance and Repairs. Similar to the current RMMR solicitations underway, please provide a task matrix which lists all the fuel components by type, make/manufacture and model that encompasses the entire fuel system the contractor is responsible for. This is necessary to accurately price system maintenance (IAW UFC 3-460-03) tasks.

17. The facility uses a proprietary Computerized Maintenance Management System (CMMS), the details of which cannot be disclosed. This system is structured in accordance with the Unified Facilities Criteria (UFC) maintenance inspection plan, which governs all maintenance actions for the facility.

18. Reference C-4.1.4.2 API 570 Pipeline Integrity Management. The Contractor will still perform the API 570 Pipeline Integrity Management Inspection every 5 years.

a. Please provide the due date for the 5-year API 570 Pipeline Integrity Management Test.

18a. The next 5-year API 570 Pipeline Integrity Management test is due by November 27, 2028.

b. Please provide the linear feet and diameter of pipeline requiring the 5-year API 570 test.

18b. The requested linear footage and diameter data is not provided. Instead, UT testing was performed in accordance with API-570 requirements at specified locations, including pipe elbows, tees, points 10 pipe diameters downstream from each elbow, midpoints of pipe segments between 50 and 100 feet, and at 50-foot intervals along pipe lengths over 100 feet.

19. Reference C-4.1.4.4 API 1510 Pressure Vessel Inspection. Four vessels require testing: two filter separators and two relaxation chambers.

a. Please provide the due date for each vessel’s annual API 1510 inspection.

19a. API 510 inspections are no longer a requirement for Navy installations, including NAS Key West.

20. Reference C-4.1.4.6 API 653 Tank Inspections and Cleaning. API 653 inspections must be performed every 20-years. External inspections (in-service) will be performed every 5-years.

a. Please provide the due dates for API 653 inspections for each storage tank.

20a. The upcoming due dates for the 5-year external API 653 inspections are as follows:

• Tank #938: February 2027

• Tank #944: November 2033

• Tank #945: May 2030

• Tank #958: February 2026

API inspections cannot exceed 20 years so when conducting the internal inspection, using the suitability letter will help determine when the next inspection is.

b. Please provide a list of repairs made by the current contractor to the tanks subject to API 653 inspection.

20b. A comprehensive list of all past repairs is not available, as repair needs vary per tank and are identified during inspections. However, examples of typical findings and repair recommendations from past API 653 inspections include the items listed in the provided chart (Foundation, Bottom, etc.).

Section Comment Foundation The survey found the tank out of level by 0.72 inch.

Evaluation of the best-fit curve found the tank out of level by 0.687 inch. API 653 calculation for deflection of this tank is 0.493 inch. API maximum deflection permitted for this tank is calculated at 1.818 inches. Differential settlement for this tank does not exceed the API allowable. Future settlement should be monitored during the next API 653 external inspection.

Foundation The tank is resting on a concrete ringwall that has cracks present intermittently around the perimeter. These cracks have previously been sealed; however, the sealant is failing in several areas. Consideration should be given to resealing these cracks to minimize further degradation of the foundation.

Foundation The moisture barrier has deteriorated intermittently around the perimeter. Consideration should be given to properly removing the moisture barrier and replacing it with a more suitable material around the entire perimeter

Foundation The anchor chairs have coating failure with oxidation and surface corrosion present. Consideration should be given to properly cleaning and re-coating the affected areas.

Bottom Visual (VT) inspection of the bottom edge projection revealed isolated areas of coating failure with oxidation present. Consideration should be given to properly cleaning and re-coating the affected areas.

21. Reference Appendix A 8. Navy Equipment and C-2.8 Maintenance. Appendix A states there is one emergency back-up generator, diesel powered, at A-4191.

a. Please clarify if the Contractor arranges diesel deliveries for the generator (assume local source) or is diesel replenishment provided by base officials?

21a. The base provides diesel fuel for the emergency backup generator.

b. Please clarify if maintenance responsibility for the emergency back-up generator is the responsibility of the Contractor of if maintenance service provide by the Government.

21b. The base provides maintenance for the emergency backup generator.

c. Regarding operation of the generators, please state if the Contractor operates the generator or if the generator is operated by Government personnel.

21c. While the Contractor monitors the generator to ensure it is in proper running order; all scheduled maintenance is performed by Government personnel. The Contractor's responsibility is to alert the IFO if an issue arises so that a work order can be placed for repairs.:

22. Are any pits identified as confined spaces and require entry IAW confined space program requirements?

22. The only areas identified as confined spaces are in the fuel tanks themselves.

23. Our understanding from the pre-proposal conference is there is no diesel on site.

a. Is there a Government owned/operated or NEX retail service station for Contractor to obtain vehicle fuel?

23a. The Contractor may use the vehicle fuel from the NEX service station located on base or arrange for fuel from an off-site subcontractor.

b. Please provide historical cost of diesel fuel or total gallons used for the Contractor fleet.

23b. Historical cost data is equivalent to the market price of diesel for the year in question.

24. Pipeline mx/line patrol responsibility—only within the base or to the supplier?

24. The Contractor's responsibility begins at the custody valve located on the base. The pipeline leading up to that point is managed by a separate COCO (Contractor-Owned, Contractor-Operated) contractor.

25. Please provide all meter calibration due dates or provide the last time the meters were calibrated, as well as the dates the JP5 fill stand hoses were last hydrostatically tested.

25. The meters are scheduled for calibration in November 2025. The JP-5 fill stand hoses were last hydrostatically tested in February 2025.

26. Since the pre-proposal conference was virtual and precluded the Contractors from physically assessing the layout of grounds/landscaping responsibilities, please provide the approximate sq. foot of acreage that must be maintained (grounds maintenance).

26. The total area requiring ground maintenance is approximately 0.09 acres (4,320.2 square feet).

27. What type of CDL is required? Class A, or is B acceptable?

27. Either a Class A or Class B Commercial Driver's License (CDL) is acceptable. The specific license required will depend on the gross vehicle weight rating of the trucks the Contractor chooses to operate.

28. Are the PRV’s within the system capable to be tested without being uninstalled and placed on a bench tester?

28. Yes

29. Who is responsible for the purchase of replacing defective fire extinguishers?

29. The Fire Department is responsible for the purchase and replacement of defective fire extinguishers.

30. We understand that refueling equipment must be ready on the contract start date.

When does the Government anticipate contract award and contract start?

30a. The government anticipates a contract award early 2026 and contract start date of May 1, 2026.