KO_-_Pre-Proposal_Conference_FEMA_Q_and_A.pdf

Pre‐Proposal Conference

FEMA Solicitation SPE605‐18‐R‐0234

Questions/Answers

9/17/18

Question 1: In regards to deliveries, the 300 miles parameters ‐ Is there another factor that shows how many quantities per day for each ISBs will be needed.

Answer 1: FEMA will issue a delivery order identifying quantity specifying a delivery location where fuel is to be delivered/quantities. The contractor is responsible to maintain an amount of trucks necessary to support ISBs (possible multiple ISBs). Contractor is responsible to determine how to get the requirement to the customer by retail capabilities which shall include but not limited to truck to truck‐ wagon transfer, truck to individual vehicle, truck to 5‐gallon gas can and truck to tank. The 300 mile radius is a delivery range from each ISB location. Contractor required to produce a signed delivery ticket for each delivery order issued by FEMA.

Question 2: For each of the orders sent out, is it going to specify all the different modes needed for dispensing?

Answer 2: No, the contractor is required to have multiple retail capabilities to deliver the fuel.

Depending on who the customers are, FEMA is looking at the bigger picture, so there will be many different FEMA customers such as hospitals, dialysis centers, and so forth. It is up to the contractor to determine mode to fulfill delivery depending on customer. Contractor is responsible to determine how to get the requirement to the customer by retail capabilities which shall include but not limited to truck to truck‐wagon transfer, truck to individual vehicle, truck to 5‐gallon gas can and truck to tank.

Question 3: As the contractor, how will we be able to price the orders at the time an order is received?

Answer 3: The fuel cost of the contract is escalated on a daily basis (see solicitation B‐0003

B19.19 ECONOMIC PRICE ADJUSTMENT ‐ PETROLEUM PRODUCT PRICE, POST, CAMP, AND STATION

(PC&S) (DLA ENERGY JUNE 2017). The price of the fuel ordered by FEMA is determined at FOB

Destination on the date when FEMA signs acceptance of the fuel. The hourly truck fees is a fixed rate and needs to include the cost of providing a 24/7 support of trucks/staff/location/300mi transportation of fuel deliveries. Required to have a maintenance truck(s) to ensure there is no equipment failures to make the deliveries. If you do not have a truck or can’t deliver, you are in breach of the contract.

Question 4: For the retail mobile stations, will there be employees contracted out or Government employee?

Answer 4: The truck driver will remain with the fuel truck. The truck driver will dispense fuel to individual vehicles identified by FEMA as their customers. Contractor will need to have delivery tickets for all fuel individually dispensed and obtain signature. Contractor will provide daily reporting as identified in the PWS.

Question 5: Katie mentioned up to 4 ISBs earlier in her presentation, is that the typical 4 ISBs or less for each region?

Answer 5: There’s no set numbers. Depending on what FEMA deems to activate as a result of the Natural Disaster, there may be one or multiple ISBs set up throughout different areas.

Question 6: With a new contract, in regards to the response time, does the Govt’ expect to have trucks in Guam (for example) in 48 hours. We may not be able to ship trucks out in time, so what can be expected?

Answer 6: FEMA is venturing out to OCONUS areas. DLA Energy wants to know if you have partners in the OCONUS location that can assist in a particular affected areas. Basically, do you have a network throughout that can assist in OCONUS locations. Do you plan subcontract out the work or have vehicles loaded on a fuel barge to arrive the same time as the fuel. Once barge arrives at OCONUS location trucks can immediately start dispensing fuel from the barge as directed by FEMA (after FEMA signs for acceptance of fuel).

Question 7: When delivering propane, the safety of the propane such as the compression of the tank and delivery driver knowledge, what are the specifications in how the propane will be delivered safely?

Answer 7: It’s based on state by state regulations for third parties. Propane tanks have expiration date on the tanks and the driver should be able to do a tank check/fill tanks based on their certifications and trainings. FEMA will not have any maintenance records for any of the equipment fuel

(Diesel, Mogas, Propane and/or JA) is dispersed into.

Question 8: If you get a delivery order for 100K for the lift and have 20k left over, the Government is saying that the contractor is responsible for the remainder of the fuel?

Answer 8: Correct – Pricing is determined at FOB Destination, so the price is based on when you reach the ISB and FEMA has signed for the fuel not necessarily when you load it.

Question 9: Is repayment from DLA?

Answer 9: DLA Energy funds are from the Working Capital Fund – FEMA reimburses DLA Energy for the cost. DLA Energy bills FEMA.

Question 10: The only reimbursable cost are the gallons delivered?

Answer 10: Correct

Question 11: Does FEMA have to sign for the fuel to take ownership of it once the fuel reaches ISB location. Once FEMA signs, then contractor can invoice for the fuel ordered; however whatever fuel that is not dispensed. Does contractor receive payment for remaining fuel?

Answer 11: Yes, FEMA signs for the fuel at each ISB location. Once FEMA signs for the fuel it is their fuel and the contractor can invoice DLA Energy for the quantity FEMA signed for. Historically, the

Contractor has invoiced at the end of the Natural Disaster Event, which provides the actual fuel dispersed to FEMA customers. At that time the Contractor also has the evidential matter documentation required to submit an invoice to DLA Energy. If Contractor invoices for the full amount of fuel quantity accepted by FEMA prior to the end of the Natural Disaster Event the Contractor will receive a Demand Letter from

DFAS requesting any amount of funds that differ from the ordered vs dispersed. DFAS will take funds from any active contract with the Government with a pending payment to the Contractor.

Question 12: Are you billing on what the order states or what is dispensed?

Answer 12: You are billing on what is actually dispensed. If there is remaining fuel, the

Contractor is responsible to sell/relocate fuel to their customers prior to submitting any backhaul charges to FEMA. FEMA has NO STORAGE TANKS to accept any fuel that is not dispensed during the contract activation.

Question 13: FEMA owns the fuel when they accept it correct?

Answer 13: Yes, once FEMA signs for the fuel at the arriving ISB location.

Question 14: Do you invoice on the day for delivery and not on the dispensing day?

Answer 14: Fuel pricing is determined by the date fuel arrives at the ISB location and FEMA signs for acceptance of fuel.

Question 15: When you submit something back to FEMA, is that truly going back to FEMA or DLA?

Answer 15: All cost of the contract is paid by DLA Energy Working Capital Fund. FEMA is then billed for reimbursement of costs to DLA Energy.

Question 16: FOB destination is at ISBs, correct?

Answer 16: Yes, and FEMA provides signature of acceptance at the ISB location.

Question 17: Can we offer on Region 4 only?

Answer 17: Within FAR 52.212‐2 EVALUATION ‐ COMMERCIAL ITEMS (OCT 2014) indicates the evaluation and award process. Must offer on all line items within the delivery regions to qualify for the evaluation process. Awardees may be awarded multiple Regions.

Question 18: Does it include hot fueling?

No, not required.

Question 19: What is the difference in barge rate and truck load rate?

Answer 19: The barge rate is a daily rate and the truck rate is hourly. The example of Puerto

Rico (Hurricane Maria) was given… FEMA had a 5M gallon barge as a floating fuel terminal. The trucks provided fuel distribution from the barge to FEMA’s identified customers.

Question 20: Once the barge is dispatched to go away, does the daily rate continue until home part?

Answer 20: FEMA is venturing out to OCONUS areas. The arrival and demobilization timeframes will be conducted during negotiations. Through further discussions and negotiations, we will obtain more clarification on the daily barge rate and will be able to answer accordingly.

Question 21: The readiness drill fee ‐ is that supposed to be with product?

Answer 21: Contractor will submit two invoices 1) Readiness Drill Fee, which will include demonstration of all retail capabilities as outlined in the PWS, display of maintenance vehicle and knowledgeable person of the contract terms and conditions 2) Fuel quantity (typically 2,000 to 2,500

USG provided at each Readiness Drill.

Question 22: Can there be different rate for the readiness drill fee for the regions?

Answer 22: 48 will be the same. You can submit prices and DLA can take a look at it.

Question 23: Could we be asked to bring product to the OCONUS sites?

Answer 23: Yes, depending on what FEMA requires. FEMA can also request to conduct a virtual readiness drill for all CONUS and OCONUS locations.

Question 24: I did not see a minimum or maximum of customers needed for past performance questionnaire ‐ What is the number?

Answer 24: There is no specific number. It is whatever you feel derives your answer that best shows your past performance history. If you have 50 customers, I do not expect all 50 to be included, but just enough that will show your company’s past performance.

Question 25: If you have a past performance history from the same business unit/KO that you are bidding on, can you send the questionnaire as past performance?

Answer 25: No, I (Georgia Dotson) will not answer a past performance questionnaire as the current KO on solicitation SPE605‐18‐R‐0234, but if you have a past performance in a different business unit within DLA Energy such as Bulk, use Bulk.

Question 26: How old should COA be before quality reviews?

Answer 26: No more than 90 days. If over 90 days, must get a new one.

Question 27: The drills for the aviation side, will there be helicopters available for use? How would the JA work?

No, helicopters will be present. FEMA may elect to conduct a virtual readiness drill for all fuel types (Diesel, Mogas, Propane and JA) and for all CONUS and OCONUS locations.

Question 28: Who will be dispensing the JA fuel into the helicopters? Pilot or truck driver?

Answer 28: FEMA would like to have a “full service” contract in place to include fully qualified drivers that will be tasked with the refueling of the aircraft.

Question 29: Is the agency expecting to extend the closing date?

Answer 28: Closing date remains October 10th 5pm EST Ft. Belvoir Local Time and will not be extended.