Attachment_0006_-_Industry_Questions_and_Answers_v2.pdf

Question 1: Attachment 0003, Paragraph L.3 states that the List of Points of Contact who were sent a questionnaire will be excluded from the page limitation count. What questionnaires are being referred to here? (Reference: Attachment 0003, Instructions to Offerors, Paragraph L.3)

Answer 1: No questionnaires were sent. Please ignore this statement. Paragraph L.3 will be revised accordingly.

Question 2: Are we correct in assuming the “cover sheets” mentioned in Attachment 0003 Paragraph L.3.5 are the same as the “front cover” mentioned in Attachment 0003 Paragraph L.3.4.1? (Reference: Attachment 0003, Instructions to Offerors, Paragraph L.3)

Answer 2: Cover sheets and front covers are the same.

Question 3: With respect to the e-mailed proposals mentioned in Attachment 0003, Paragraph L.5, is there a file size limitation for attachments? (Reference: Attachment 0003, Instructions to Offerors, Paragraph L.5)

Answer 3: There is no file size limitation. However, it is up to the offeror to ensure the proposal is received by the Government before closing. A large file may have delays or be undeliverable.

Question 4: The PWS, in Paragraphs 1.3 and 4.1, requires the contractor to keep leased vehicles in “like new” condition at all times. Attachment 0003, Section L.6.2, requires offerors to “demonstrate that they have the resources and/or the ability to keep NTVs in like new operating condition for all four countries.” PWS Para 1.2 defines “like new” as follows: “Like new Condition: Vehicle looks new, is in excellent mechanical condition and needs no reconditioning. The vehicle has a clean title history and will pass any tests required per host nation law (i.e. safety or emissions). The engine compartment, interior, and exterior are clean and free of any wear or visible defects.”

PWS Para 1.2 also uses the “like new” term in the definition of unscheduled maintenance: “Unscheduled Maintenance: Maintenance that is not scheduled but is required to correct deficiencies and to restore the vehicle or equipment to like new condition.” However, PWS Para 7.0 requires the contractor to replace vehicles if the mileage surpasses 100,000 kilometers or if the vehicle model year is 5 years older than the calendar year. Is the contractor required to keep leased vehicles in “like new” condition at all times, ensuring the vehicle not only always looks new but is also always free from any wear whatsoever? It appears that this requirement for 100% like new vehicles 100% of the time conflicts dramatically with the 100,000 km and 5 year usage limitations, especially since the leased vehicles will be used to support military missions in extreme climates in desert Gulf countries. (References: Performance Work Statement, Paragraphs 1.3 and 4.1, and Attachment 0003, Instructions to Offerors, Paragraph L.6.2)

Answer 4: The contractor shall ensure all vehicles are in like new condition at all times.

Slight wear and tear is expected, but the contractor shall ensure all vehicles are in safe, operable condition and do not have damage beyond normal wear and tear. Vehicles shall be replaced when they are more than five years older than the model year (i.e. a 2018 vehicle may have been made in 2017, but will not need to be replaced until January 1, 2023) or have over 100,000 kilometers, regardless of their condition or delivery date.

Question 5: PWS Para 3.1 requires the Government to return vehicles with half a tank of fuel. What fuel level is required when the contractor first makes delivery of vehicles?

What fuel level is required when the contractor returns vehicles after maintenance?

(Reference: Performance Work Statement, Paragraph 3.1)

Answer 5: The contractor shall deliver vehicles with at least a half tank of fuel. The contractor shall return vehicles picked up for maintenance with at least as much fuel as was in the vehicle when picked up. The PWS will be revised accordingly.

Question6: The force protection package specified in PWS Para 6.4 requires a safe mount. Would the Government please clarify what is a safe mount? (Reference:

Performance Work Statement, Paragraph 6.4)

Answer 6: The contractor shall provide a safe matching the PWS required dimensions, or a mount allowing the Government to install a safe of that size in the vehicle.

Question 7: With respect to the PWS Para 7.0 requirements to replace vehicles based on mileage and age, do vehicles require replacement at 100,000 km or the 5 year age point – whichever comes first? Or, must a vehicle reach both thresholds (100,000 km and 5 years of age) before the Government requires replacement? (Reference:

Performance Work Statement, Paragraph 7.0)

Answer 7: The contractor shall replace a vehicle meeting either threshold, whichever comes first.

Question 8: With respect to the PWS Para 7.0 requirement to replace vehicles whenever they are 5 years older than the calendar year, if the age requirement is calculated based on each vehicle’s model year, does this mean, for example, that vehicles with a 2013 model year or later are acceptable for delivery any time in calendar year 2018? If not, would the Government please clarify the time calculation for this requirement? (Reference: Performance Work Statement, Paragraph 7.0)

Answer 8: Delivery dates have nothing to do with mandatory vehicle replacement. For example, if a contractor delivers a 2015 model in 2018, they shall replace it in 2020. If a contractor delivers a 2015 model in 2019, they shall replace it in 2020. If a contractor delivers a 2018 model in 2018, they shall replace it in 2023. If a contractor delivers a 2018 model in 2021, they shall replace it in 2023.

Question 9: Attachment 0004, Para M.10.1 discusses task order competitions. When a task order requirement arises, does the Government contemplate a single task order award (one awardee) for each performance country, or could contemporaneous requirements in a single country be split amongst multiple task order awardees?

(Reference: Attachment 0004, Basis for Award, Paragraph M.10.1)

Answer 9: Attachment 0005, Historical data has been provided as a reference. Each Task Order Competition will only include one country and requirements will be split among different customers in every country and competed amongst all the BPA holders.

Each Task Order competition will have one awardee. This is subject to change and specific instructions will be provided with each Task Order competition.

Question 10: Supplemental Documents. Should the Executive Summary be included as part of the Volume l Technical document or provided as a separate document?

(Reference: Attachment 0003 Instructions to Offerors, Section L.3. Standard Proposal Instructions)

Answer 10: The executive summary is a separate document from Volume I, Technical.

Question 11: Supplemental Documents. Should the Signed Solicitation/Signed Amendments be included as part of the Volume l Technical document or provided as a separate document? (Reference: Attachment 0003 Instructions to Offerors, Section L.3.

Standard Proposal Instructions)

Answer 11: The solicitation and all amendments are separate from Volume I, Technical.

Question 12: As per the above, if the Executive Summary and Signed Solicitation/Signed Amendments are to be provided as separate documents, should they be combined under one filename entitled “Supplemental Information” or should they be 3 separate, individually titled files? (Reference: Attachment 0003 Instructions to Offerors, Section L.3. Standard Proposal Instructions)

Answer 12: The solicitation and all amendments may be combined. The executive summary shall be a separate document.

Question 13: What type and level of proposal information is required to earn an “Acceptable” rating with respect to “skill”? To ensure we have a clear understanding of what it takes to be technically acceptable in this area, would the Government please define “skill” in sufficient detail as to distinguish it from experience and management expertise. (Reference: Attachment 0004, Basis for Award, Paragraph M.8.4)

Answer 13: A skill is the ability to perform a required task with the appropriate expertise that will achieve a desired result IAW the specifications indicated by the PWS.

Question 14: Coaster & Rosa Buses have discontinued 25 passenger bus. The new specification is 22 passenger seating. Request to kindly make necessary amendments to the pricing sheet to reflect 22 passenger instead of 25 passenger bus.

Answer 14: PWS will be updated to reflect the change in bus availability.

Question 15. Can the Mileage restrictions of 100,000 KMS be increased for the BUS Category? The reason being the high cost of investment in a bus and the fact that a bus is built/designed to operate for many more KMS & years than a regular sedan, SUV category vehicle.

Answer 15: The bus mileage requirement cannot be changed, as reliability issues have been seen on buses in previous contracts.

Question 16: Toyota Hiace has discontinued the 15 passenger van. The new specification is 12 passenger seating. Further, Chevy Express is also discontinued.

Request to kindly make necessary amendment to the pricing sheet to show 12 passenger instead of 15 passenger van.

Answer 16: Other makes and models of 15 passenger vans are available, or may become available with changes in the marketplace. Vans seating 12 passengers may fit the description of CLIN X008XX – 10 passenger van.

Question 17: Certain territories have restrictions on the type of vehicles available in the local market such as Jordan where full size sedans are not available for lease. In such instances can we provide alternatives like a Mid Size SUV?

Answer 17: Offerors shall price all CLINs keeping market conditions and availability of that particular vehicle in mind. A search on Kayak shows full-size sedans being available for rental in Jordan. For individual task orders, BPA holders may propose alternative solutions with equal or greater specifications which will be accepted only in the circumstance that other offerors cannot provide what the customer is requesting.

Acceptance of alternative solutions will be at the customer’s discretion.

Question 18: We are currently an incumbent of a NTV contract, can we include the contract name and number in the redacted version of the technical proposal without disclosing our name. Would that be acceptable?

Answer 18: Providing the name of the requirement is acceptable. Do not provide the contract number.

Question 19: On Ramp Procedures under section A-7.1. - The solicitation is proposing through the On Ramp procedures to add additional contractors to the pool of leases in Jordan, Kuwait, Qatar and UAE. This On Ramp procedure may be implemented at any time by reopening the competition and utilizing the same basis of award established in the initial CENTCOM NTV Solicitation W52P1J-17-R-0062. Our concerns with this procedure are as follows-

At the initial stage of the Solicitation all vendors are expected to submit a Firm Fixed Price for 7.5 years (base + option years). During this period there are a number of unknown variables which have to be estimated if not guesstimated for e.g. the purchase price of the Vehicle, currency fluctuations, cost of labor, new proposed taxes imposed by the government, bank financing costs, government fees and charges, fuel costs, geopolitical situation in GCC countries etc. At the initial stage of the solicitation all vendors will have to consider the above mentioned unknown variables in determining their price which is fixed for 7.5 years. Now assuming the USG introduces an On Ramp procedure after a year or two to add additional contractors to the pool of leases in Jordan, Kuwait, Qatar and UAE. In this round the new vendors proposing their prices would have the following advantages – lesser number of years to price thereby reducing uncertainty, clearer understanding of how the existing contract is performing thereby giving an edge in terms of better planning, elimination of many uncertainties for e.g.

Value Added Tax is to be introduced in all GCC countries shortly, the new vendors would have a better understanding of the tax rates and structures by then. All this gives an unfair advantage to a new vendor when compared to the vendors selected in the initial stage.

In order to avoid/eliminate this unfair advantage we propose the following :- At the initial stage short list 8 vendors, however award the initial contract to only 4 vendors. The other 4 vendors would be on standby should the USG decide to introduce an On Ramp procedure. This would bring the following advantages - a) a level playing field to all vendors b) quicker activation of the On Ramp procedure as the vendors are already selected and on standby.

Answer 19: The on-ramp procedures ensure a level playing field as contractors can adjust their price downward at the task order level.

Question 20: The criteria for Off ramping a vendor is vague and not very precise. For e.g. there may be a vendor who has operational capabilities in only one or two of the four countries and may choose to only participate in Task Orders originating for those countries thereby considerably enhancing the chances of success in one or two locations as his focus is only on those countries. In such a scenario while the vendor is on paper meeting the criteria set and will avoid off ramping but in reality has circumvented the off ramping criteria. This will also lead to an unfair advantage to a vendors who have invested resources in all four locations who will be losing out as their costs may be higher than a vendor operating in just a couple of countries. Just like this example there will be many other similar situations. It is hence advised to have a very precise criteria for off ramping a vendor as this would act as a deterrence to vendors and more importantly bring about a level playing field to vendors how have the infrastructure to perform in all locations concurrently.

Answer 20: A vendor who is proposing for task order awards in only select locations may be off-ramped, as there is a requirement for offerors to have the logistical capability to provide vehicles in all four countries, even if it requires subcontracting or partnering.

Question 21: Is there any time frame within which the questions have to be submitted?

Answer 21: The Government intends to post answer to questions every Thursday. This includes September 14, September 21, and September 28. This is subject to change.

Question 22: In the current NTV contract there is a Tow Truck CLIN. Has the requirement been dropped now?

Answer 22: The consolidated NTV requirement does not have a CLIN for a Tow Truck.

Question 23: In the current NTV Contract, traffic fines and damage claims have not been paid for years together. Would this be the case for this Contract too? This is big factor which would affect pricing.

Answer 23: Funds for damages will be added to each task order at the time of award.

The funds added may not be enough to cover all damages that may occur. Contractors shall invoice for damages on a monthly basis.

Question 24: In reference to points 6.3, 6.4, 6.5 in the Performance Work Statement document (Attachment 0001) pertaining to special requirements on vehicles – these modifications are practically not feasible for short term hires such as daily/monthly. In such a case, how are we to price here?

Answer 24: The Government recognizes that the prices for certain modified vehicles for a short team lease may be excessive. Offerors are to price accordingly, assuming adequate notice is given to have the vehicles prepared. Daily and monthly leasing

CLINs X002AF, X004AE, X004AG, X004AH, X005AE, X005AG, and X005AH have been removed from Attachment 0002 – Price Matrix for all four countries.

Question 25: PWS Ref.4.3/4.3.1 – Delivery. While Pt 7.0 of the PWS specifies that the vehicle that surpasses 100,000 will be replaced, the overall PWS does not specify mileage and model restrictions of the vehicles at the time of delivery/ Vehicle Acceptance criteria.

Answer 25: Vehicles must adhere to the same standards throughout the life of the contract. The standards for vehicles being delivered are not more strict.

Question 26: PWS Ref.6.6 - Tow Package Feature Kindly provide the Specification of the Tow Pintle for e.g. Class Type III / IV against relevant CLIN

Answer 27: The hitch must be rated for the maximum the vehicle is rated for. For example, if a vehicle’s towing capacity is 10,000 lbs, it shall have at least a class IV hitch. If a vehicles towing capacity is 5,000 lbs, it shall have at least a Class III hitch.

Question 28: Value Added Tax (VAT) is set to be introduced in all Gulf Cooperation Countries (GCC) effective Jan 1, 2018. We are currently unaware of the tax rates for all other countries. New taxation laws are also scheduled to be introduced across the GCC over the next few years and details of such taxation plans have not been made public yet. In such a scenario how are we supposed to estimate a price? As a suggestion, can we submit prices excluding VAT and bill the USG separately when the VAT/other taxes are announced?

Answer 28: All proposed prices shall be inclusive of all taxes.

Question 29: There is a trade and people to people embargo currently imposed on Qatar by some GCC Countries. This has restricted the movement of vehicles, nationals & residents from other GCC countries to and from Qatar. This would also affect obtaining gate passes in the Military Camps in Qatar. How does the USG intend to solve this logistical problem?

Answer 29: The USG is not aware of any badging issues due to the embargo in Qatar.

We will research further and post an update if there is an issue.

Question 30: 5. Ref: Solicitation Page 3 of 85 - A-7/A-7.1/A-7.2 The USG intends to have on-ramp/off-ramp procedures, the purpose of which among others is to have adequate competition in each country. While the on ramp procedures for addition of Contractors (BPA) for new countries is understandable, there is a major flaw if new vendors (BPA Contractors) are added to the pool at a later date in the existing countries namely Kuwait, Qatar, Jordan and UAE after the current BPA is awarded.

The reason is that, we the contractors are bidding in OCT 2017 based on the current market conditions to include prices of vehicles, cost of manpower, operation cost and other overheads such as real estate rates, taxes etc. Whereas when you a add new vendors (BPA Contractors) at a later date say end of 2018 or 2019 or any time during the life of this contract the new vendor will have an opportunity to understand the realistic market conditions at that point of time, especially more recent vehicle prices, labor costs, maintenance costs, real estate prices, and applicable changes in operating costs to include direct and indirect taxes such as VAT which will come into effect at a later date. As such including new vendors to the BPA pool for the existing countries at a later date is not fair and justified for the rest of the BPA contractors performing with operating costs and prices estimated and submitted in OCT 2017 when the current bid is submitted and awarded.

Answer 30: The prices that are established during the award of the BPAs are ceiling prices. The on-ramp procedures ensure a level playing field, as contractors can adjust their price downward at the task order level.