Attachment 1 - Vendor Questions and Answers.pdf

SPE60526R0219

AMENDMENT 02

Attachment 1 - Vendor Q & A

1) Heating versus station locations

A) Question: Could you clarify if the 61-line items can be distinctly categorized into heating fuel deliveries versus service station (gas station) deliveries?

Response: Contract has requirements for each delivery site. Please follow requirements for each site.

B) Question: For the delivery locations listed in the RFP, would it be correct to classify them simply as "heating" (for heating fuel) and "station" (for service stations) based on the tank location descriptions?

Response: Yes, however recommendation that vendor use verbiage in contract.

For planning purposes, delivery locations may generally be understood as heating-fuel locations or service-station locations; however, offerors shall use the terminology, line-item descriptions, and delivery requirements stated in the solicitation and attachments.

2) Delivery types

A) Question: Based on our review of the solicitation, we have interpreted the required delivery modes as follows:(Is it correct?)

a) TT (Tank Truck): A large-capacity tank truck capable of loading up to 8,450

Gallons.

Response: Correct.

b) TW (Tank Wagon): A smaller-capacity tank wagon capable of loading up to 1,500

Gallons.

c) TTWP (Tank Truck With Pump): A large-capacity tank truck (up to 32,000 liters) equipped with an onboard pump for offloading.

The contract contains delivery requirements for each delivery site.

Offerors shall review and comply with the requirements applicable to each site and corresponding line item.

B) Question: For line items where the delivery mode is specified as "TW" (Tank

Wagon), is it permissible for a "TT" (Tank Truck) to enter the site and perform the delivery, or are TTs strictly prohibited at these locations due to size or access restrictions?

Response: All deliveries are made with TT or TTWP, Tank Wagon maybe used only in the case of emergencies when the correct option is not available, Tank wagon must meet contracted specifications for delivery.

3) Transportation/delivery differences

A) Question: Are there any specific differences in the transportation or delivery requirements between heating fuel and service station deliveries?

Response: Differences are described in the contract as it pertains to the requirements for delivery. Any differences in transportation or delivery requirements are identified in the solicitation and applicable attachments for each delivery location. Offerors shall comply with the requirements specified for each site.

4) Use of TT for TW line items

A) Question: For line items where the delivery mode is specified as "TW" (Tank Wagon), is it permissible for a "TT" (Tank Truck) to enter the site and perform the delivery, or are TTs strictly prohibited at these locations due to size or access restrictions?

Response: TT or TTWP is the standard delivery method. A Tank Wagon may be used only in an emergency when the required delivery vehicle is unavailable and the Tank Wagon meets all contract specifications and site-access requirements for the delivery. Offerors shall comply with the delivery-mode and site requirements applicable to each line item.

5) Escort requirement

A) Question: Regarding the "Escort Required" note for certain line items, is the contractor required to provide its own personnel to conduct the escort, or will the Government (DLA) provide the escort from the gate?

Response: When contract says Escort required this is in reference to the actual site location. Escorts are provided by the unit personnel.

B) Question: Are escorts still strictly required even if the delivery vehicles possess valid base PASSES and DECALS?

Response: When it comes to Bass Excess with the decals, vendors need to apply for this access annually for their drivers. Please contract Area CAS for this process.

Possession of valid installation access credentials, passes, or decals does not eliminate a site-specific escort requirement. Vendors are responsible for obtaining and maintaining required installation access for drivers in accordance with installation procedures. Please contact the applicable Area Customer Account Specialist (CAS) for access-process information.

C) Question: If it is determined from Question A above that the contractor is required to provide the escort personnel, what exactly is their scope of work? Is their role strictly limited to escorting the delivery vehicle, or are they permitted to concurrently perform site management and refueling duties?

Response: No additional personnel structure or staffing is required for escort or site-management duties beyond the contractor personnel necessary to perform delivery in accordance with the contract. (No additional duties are required).

D) Question: If additional duties are required, what is the expected personnel structure and staffing requirement for each site?

Response: No additional duties required. No line items require contractor-provided escort, site-management, or other additional personnel beyond those necessary to perform delivery in accordance with the contract.

E) Question: If personnel for additional duties are required, how can we identify exactly which Item Numbers (among the 61-line items in Attachment A) mandate these specific personnel? Is there a particular method or indicator within Attachment A or the solicitation to verify this?

Response: No additional duties required.

F) Question: For site managers and refueling personnel at each location, is the incoming contractor expected to retain/take over the incumbent personnel, or is the contractor entirely responsible for independently allocating and deploying its own personnel?

Response: The contractor is not required to retain or take over incumbent personnel or site operations. The contractor is responsible for providing the trucks, drivers, fuel, and all requirements necessary to complete deliveries in compliance with applicable laws, regulations, orders, and contract requirements.

Vendor is not taking over sites. Vendor is only required to provide Trucks, Drivers and fuel and any requirements related to successful delivery per all related laws, orders, and FAR's.

When “Escort Required” is identified, it refers to access to the specific delivery site. The required escort will be provided by unit personnel.

6) Historical delivery volumes

A) Question: To facilitate accurate logistical planning and efficient vehicle allocation, could you please provide information or historical data regarding the average delivery volume (or average drop size) expected per delivery for each line item?

Response: No, however historically, customers have only consumed what they have requested. So, the projections should be at requirements. Historical average delivery volumes or drop-size data will not be provided. Offerors should develop projections based on the requirements and estimated quantities stated in the solicitation.

7) PCS OET pricing submission

A) Question: Offer pricing submission via the PCS OET system?

Response: Correct. Offerors shall submit base pricing through the PCS OET system.

B) Question: "In the event of an unexpected PCS OET system error or failure on the day of submission, is it permissible to submit our proposal via email?

Response: For assistance with an unexpected PCS OET system error or failure, or with any other system issue, contact the DLA Energy Direct Delivery Tech Team at DESCDirectDeliveryTechTeam@dla.mil.

8) Excel pricing / Attachment K

A) Question: Pricing submission via Excel format: Is there a specific Government-provided template we must use, or may we submit it in our own format? (Please refer to 4-2 below regarding Attachment K).

Response: Submit base pricing through the PCS OET system. Submit all other required proposal documents by email to Colleen.Fantasia@dla.mil and DLAENERGYFEPAB@dla.mil.

For option-quantity pricing, use Attachment K and submit it by email to those addresses.

B) Question: Is this Attachment K the exact template intended to be uploaded into the

PCS OET system, or is it a separate document that needs to be submitted via email?

Response: Attachment K is for submission of option-quantity pricing only. It is not uploaded into PCS OET; submit Attachment K by email to the addresses identified in the proposal instructions.

mailto:DESCDirectDeliveryTechTeam@dla.mil

C) Question: Is this specific spreadsheet (Attachment K) intended solely for quoting the

25% optional increased quantity (FAR 52.217-6), separate from the base quantity pricing?

Response: Yes. Attachment K is intended solely for pricing the optional increased quantity under FAR 52.217-6 and is separate from base quantity pricing.

9) Offer Price per U.S. Gallon

A) Question: Offer pricing submission via the PCS OET system?

Response: Yes. The price entered in the “Offer Price per U.S. Gallon” field shall be a fully burdened unit price that includes product cost, transportation, operational costs, and all other costs necessary to perform the contract requirements.

10) COA / COQ

A) Question: Certificate of Analysis (COA) / Certificate of Quality (COQ)?

Response: For information regarding Certificate of Analysis (COA) / Certificate of Quality (COQ), please refer to solicitation SPE605-26-R-0219, 52.212-2 Evaluation – Commercial Products and Commercial Services.

11) Supply Commitment Letter

A) Question: Supply Commitment Letter: Is there a mandatory Government template for this, or may we use our own format?

Response: For Supply Commitment Letter requirements, refer to Solicitation SPE605-26- R-0219, Section 52.212-2, Evaluation—Commercial Products and Commercial Services, and Attachment I, Sample Letter of Commitment.

12) Fuel Sourcing Data Sheet (Attachment J)

A) Question: Fuel Sourcing Data Sheet (Attachment J)

Response: Complete and submit Attachment J, Fuel Sourcing Data Sheet, in accordance with the solicitation instructions and applicable proposal-submission requirements.

13) Fillable solicitation provisions/clauses

A) Question: Regarding the "Solicitation SPE605-26-R-0219" document itself, are we required to fill in the blank sections within the provisions/clauses and submit the entire completed solicitation document along with our proposal?

Response: Offerors are required to complete and submit all fillable provisions, clauses, representations, certifications, and supplemental guidance identified in the solicitation as required with the proposal.

14) Timeliness of authorized email submission

A) Question: If an email submission is allowed upon prior notification to the Contracting Officer, is there a specific deadline or time limit by which the email must be received to be considered timely?"

Response: Any proposal submitted by an authorized alternative method must be received by the Government no later than the solicitation closing date and time. Offerors remain responsible for ensuring timely receipts in accordance with the solicitation instructions.