VENDOR_QUESTIONS_ABOUT_VM_SERVICES_CONTRACT_9_July.pdf

QUESTIONS ABOUT VM SERVICES CONTRACT.

updated 9-July-2019

1. Para 1.3, Is it the intent of the government to have a follow-on contract or is this a 1 year period of performance and done?

a. As of right now, our intent is to solicit this requirement in FY20 with option years included. This contract will not have options years included in it.

2. Para 1.4.5.1.1 Background Investigation Requirements: Who is responsible for paying for the background checks? Will there be a transition period before the contract starts to allow contract employees to start working through this process before the actual contract work starts?

a. The government will handle the background checks for this contract. Each contract employee will have to fill out a form and return it to us, then we use the information to perform the background check on each employee.

3. Paragraphs 5.4.2 – 5.9 cover Minor, Major, Scheduled, Mobile, Operator Care, Tires, unscheduled maintenance. Is there any data on Vehicles and/or equipment for these categories?

a. YES. We have Technical Orders, Service Manuals, ect.

4. In Table C-TE-2a it covers General Purpose Equipment, Special Purpose Equipment and Materials Handling Equipment. Is “Equipment” synonymous with “vehicles” listed in C-TE-2d (3)? If not, please define/provide a listing of each category of equipment.

a. YES. “Equipment” synonymous with “vehicles”

5. Reference C-TE-2a Vehicle Maintenance Workload Factors: Can you please define a Regular Work Order?

a. Any Work Order that is Scheduled or Unscheduled.

6. Page 23: C-TE-2b Vehicle Operations Workload Factors: What units are these? Hours?

a. This is a breakdown of all vehicle operational support for incoming units and on base support. The hours will be dictated by the visiting units VCO arrival and on base needs.

7. Page 23, C-TE-2d (3) GOV Vehicle Master List: What are the model years of each piece of equipment/vehicle and hours on each? Which, if any, are under warrantee and when do the warrantees expire?

a. Age of the Fleet ranges 1994-2018.

b. Here’s the report that answers question 7.

In the Asset ID column (AF00C00360), first two numbers following “AF” will indicate the year of the vehicle.

In the Maint Mgt Cd column MAU (Maintenance and Utilization), UTL (Utilization only).

Rows highlighted in yellow are under warranty.

Fleet Mileage and Hours.xlsx

8. Para 13.1: Please provide data on the types and number of vehicle training sessions and number of vehicle licenses.

a. The Vehicle Operator/Licensing will be responsible for validating, assigning trainers in the OLVIMS Dispatch Program that has been appointed by Organizational Commanders and issue military drivers licenses. Licensing will be needed to renew or add a vehicle to the operator’s license to CRTC personnel only.

9. Page 29 Accident Repairs: If the contractor is responsible for Accident Repairs, is this included in the FFP proposal or is this negotiated per event during the contract period of performance?

a. Depending on the severity of the accident, VM may choose to repair the GOV in house to keep cost down (replaceable body part). If the accident is out of the scope of in house repair, the GOV will be sent out to a body shop for repairs.

10. Are current employees performing under a collective bargaining agreement (CBA) or part of a union?

a. Current employees are not under a CBA or part of a union

QUESTIONS BROUGHT UP AFTER SITE VISIT

11. Does the CRTC Vehicle Maintenance shop work on vehicles that are not on their VAL?

a. Yes, sometime units will bring their vehicles with them when traveling to the CRTC for training. If one of the visiting units vehicles breaks down while they training in Gulfport, the CRTC VM shop will assist them in getting their vehicle repaired.

12. Will anybody else, other than the contractor, be authorized to work on the vehicles?

a. Yes, Visiting Units come to the CRTC for training and inspections. Sometimes that training and inspection includes having military members perform maintenance on the vehicles.

1. Should the PPE be included in our pricing? PWS paragraph 1.4.10

a. Contract personnel shall always maintain proper personal protective equipment, provided by the contractor, as well as professional attire for the performance of maintenance duties. Specialized safety equipment, such as welding masks, will be provided.

2. Does the Contracts Manager have to be On-site in Gulfport?

a. No, But there does need to be a Manager or Team Lead for the contractor who is on-site.

3. Do you require Key or other personnel resumes in the technical proposal? According to the Solicitation Staffing Plan and Personnel Qualifications - Vehicle Mechanics should have some past experience carrying out requirements stated in PWS. Is the contractor providing “certified” personnel for certain areas of performance? Example. Emergency Vehicle Maintenance and Refueler Maintenance.

a. While resumes are not required, the contractor should be able to convince the government that they can meet the needs of providing “certified” personnel and who also have the desired experience.

4. Will the PWS be revised?

a. Yes

5. What is the estimated POP?

a. 1 Sep 2019 – 30 Aug 2020

6. Is it a requirement or option to bid on the Optional PWS?

a. Bidding on section 13 of the PWS is not optional. MSgt Davis misspoke at the Site Survey.

The basis for the evaluations shall not include CLIN 03, but if the government does choose to exercise the option, it will be at time of award.

7. Do you require a Vehicle Maintenance Manager?

a. Yes, but the label of the person is not fixed. The Government requirement is that someone in a supervisory position be on staff at the base, so if any issues arise the COR can work those through this person.

8.Will the on-call mechanics be the current staffed mechanics or additional LOE (Level of Effort) required?

a. Yes, the mechanics will have to be available to cover weekends in case of an emergency, to include fire truck and refueler breakdowns. The driver portion will be dependent on whether or not the optional Vehicles Operations option is exercised. If that happens then the drivers would need to be available for weekend on-call.

9. Will uniforms be required?

a. They are not required. PWS paragraph 1.4.10 Contractor personnel will not be required to obtain and wear badges, or wear specific uniforms in the performance of this contract.

10. Will safety toe shoes be required?

a. Yes safety toe shoes are a requirement in the VM shop.

11. Will the work orders be paperless or paper?

a. Paper

12 What type of certification will be needed, such as the Ambulance, Fire Truck or like Good Wrench?

a. PWS 5.2.4.1. CONTRACTOR will ensure emergency vehicle mechanics have at a minimum, Level II qualifications, IAW National Fire Protection Association (NFPA) 1071, Standard for Emergency Vehicle Technician Professional Qualifications. A qualified refueler maintenance mechanic should be considered.

13. Is there a certain amount of Mechanic's to be present at all times?

a. There needs to be at least 2 in the shop for safety reasons at all times. (2 man concept)

14. Does there have to be a Mechanic certified to work on the Emergency equipment present at all times in case someone is at lunch or out sick?

a. There does not have to be a certified Emergency or Fuels mechanic present at all times.

15. Will you be making a separate line item on the schedule for the options so we will be clear on what the pricing is for?

a. From the Solicitation (see below). The option should be submitted in your proposal as a separate line item if you choose to quote it.

CLIN 01 – MAINTENANCE SUPPORT SERVICES, Period of Performance 12 months CLIN 02 – CMRA REPORTING. The contractor shall report ALL contractor labor hours (including subcontractor labor hours) required for performance of services provided under this contract for the Gulfport CRTC- BAC via a secure data collection site. The contractor shall completely fill in all required data fields using the following web address: http://www.ecmra.mil/ . Reporting inputs shall be for the labor executed during the period of performance during each Government fiscal year (FY), which runs October 1 through September 30. While inputs may be reported any time during the FY, all data shall be reported no later than October 31 of each calendar year, beginning with 2013. Contractors may direct questions to the help desk at http://www.ecmra.mil

CLIN 03 – (Quote as an option) See requirements in section 13. “Vehicle Operations” of the PWS

The basis for the evaluations shall not include CLIN 03, but if the government does choose to exercise the option, it will be at time of award.

16. Is there an incumbent work force?

a. There is not currently a contractor performing this work.

17. Who is currently providing the MSCRTC services?

a. We currently have 2 full time Active guard members, 2 temporary state employees, and a temporary federal technician helping out.

18. Is there and CBA/ union in place?

a. No

19. Is there any required travel for this effort?

a. No

20. Is this requirement an electronic or hard copy submission?

a. The proposal packages should be in electronic format and can be submitted through FBO or emailed to brian.m.davis22.mil@mail.mil or to usaf.ms.ms-crtc.mbx.mscrtc-contracting@mail.mil

21. Can the government provide the WD?

a. Wage Determination was posted in Combo/Solicitation.

o WD 15-5147 (Rev.-7) posted on www.wdol.gov/sco.aspx on 01/01/2019

22. Is this an SCA contract?

a. Yes

23. What volume does the government want to see the general documents in?

a. In the Technical volume.

24. There seems to be a huge discrepancy in the PWS requirements and what the government is asking the vendor to perform verses the provided work load data and numbers provided to execute all the requirements in the PWS as this is a FFP contract and very critical to vendor pricing. Could the government please clarify?

http://www.ecmra.mil/ http://www.ecmra.mil/ mailto:brian.m.davis22.mil@mail.mil mailto:usaf.ms.ms-crtc.mbx.mscrtc-contracting@mail.mil http://www.wdol.gov/sco.aspx%20on%2001/01/2019

a. The work load data shown is a snap-shot of one year with three mechanics which is well below the optimal manning needed to execute the contract.

25. Per the PWS and the DPAS requirement, stated the contractor shall perform this function, it was stated by the government during the site visit held on 6/19/19, these requirements would stay with the government. Could the government please clarify?

a. The DPAS requirement will still be a requirement of the contractor although not all employees will need access to DPAS. One contract employee can have access to the system to perform the required functions.

26. Per the site visit, it was stated the workload provided by the government only capture what 3 employees could perform. Per the PWS the work requirements exceed this data. Could the government clarify?

a. The PWS states the historical work for the past 12 months with an undermanned staff. These numbers are not representative of the work that is requested in the PWS.

27. Is the government expecting the contractor to respond to the PWS requirements as is or a proposed solution to the PWSW requirements?

a. The contractor should propose a solution that will meet the requirements of the PWS.

28. The PWS states a Refueler, could the government clarify if they are expecting the contractor to dispense fuel or perform vehicle maintenance on fuel vehicles?

a. The PWS says “Refueler” 2 times. One in section 2.2 Acronyms for “Refueler maintenance” and in 5.14.2 Mission Capability Rates when talking about “fire truck/refueler downtime” In other areas the PWS discusses “refueling vehicle maintenance.

The requirement is to perform maintenance on refueling vehicles.

29. The government states this effort requires a CM/ ACM. This seems to be an over kill for the number of FTE’s it will take to execute the task IAW with the current PWS. Could the government confirm this is a requirement?

a. There can be one person as a go between for the contractor and the COR. It would be redundant to the contract and blue suits (CRTC employees).

31. Could the government clarify the workload data for schedule and unscheduled maintenance/ services?

a. The work load data shown is a snap-shot of one year with three mechanics which is well below the optimal manning needed to execute the contract.

32. Does the government intend to include a phase in period to allow the contractor time to on board employees?

a. The Period of Performance will start a few weeks after award. That way the contractor has assurance and can hire people and have them ready to start at the beginning of the Period of Performance.

Subject: 5.6.1. The CONTRACTOR shall provide written procedures for notification and a listing of on-call mechanics and driver (based on whether the option in section 13 is exercised) to the CO and COR. (See C-TE-3, C03)

33. Q: Will this "On call" requirement be listed as a separate CLIN or Task Order? The on-call would be overtime if the current staff of mechanics are to be utilized for this. Will you required a OT rate?

A: Yes, You will need an OT rate.

Subject: 5.12.3. Bench Stock. The CONTRACTOR shall manage bench stock IAW AFI 24-302.

34. Q: During the Site visit, general inventory tasks, other than annual/cyclical inventory "assistance" was outlined as a customer task. Will this written requirement be changed in the PWS to reflect the verbal task outlined during the visit, or will additional time be required by the Site LEAD/designee to accomplish the requirement? Can contracted employees complete this task complaint/IAW AF regulations?

A: The PWS will be changed to “5.12.3. Bench Stock. The CONTRACTOR Manager or Team Lead will assist in bench stock inventory IAW AFI 24-302.”

Subject: 5.14.1. Master Vehicle Report (MVR). The Master Vehicle Report is maintained in LIMS-EV/Fleet Management/MVR/Hand Receipt/NGB/MSCRTC. The CONTRACTOR shall monitor for vehicle data accuracy in LIMS-EV and if not, submit corrections through TRT or report problems to 441 VSCOS, DSN: 312-574-4410/4408, Comm: 757-764-4410/4408, Email: 441VSCOS.AF.VehMgt@us.af.mil < Caution-mailto:441VSCOS.AF.VehMgt@us.af.mil > . The listing is used for fleet management purposes. (See C-TE-3, C06)

35. Q: Will the Site LEAD have access to the LIMS/EV system?

A: Yes, The LEAD will have access to LIMS/EV

Subject: 5.14.1.2. Upon request for a new vehicle authorization, the CONTRACTOR shall process request IAW AFI 24-302 and coordinate AF Form 601 through the COR prior to submission to Major Command (MAJCOM).

36. Comment/Q: This action seems to be above a Mechanic/LEAD function. Can you please clarify why a contractor would request a new vehicle and have a valid reason to submit an AF Form 601 through the COR to the Customer's chain of command?

A: Deleted from the PWS

Subject: 6.2 Fleet Management Information Systems (FMIS). The three main fleet management information systems used today are DPAS, LIMS-EV, and LIMS-EV Vehicle View Transaction Request Tool (TRT). DPAS involves work order, labor tracking, costing and calculations; this translates to the DPAS M&U Playbook. Additionally, vehicle inventory records and accountable transactions will be submitted to 441 VSCOS in the Accountability Property module through TRT. TRT is the sole source for vehicle transaction requests (Vehicle Data Updates/LTI Model and Dispositions/Rotations/ RDO’s, etc.). The 441 VSCOS is the authoritative source for the vehicle allowances; this is also available in the Accountability Property module of DPAS. LIMS-EV Vehicle View is a “Data Service” that serves as the overarching gateway to AF/A4 enterprise reporting and analysis. LIMS-EV Vehicle View provides a consolidated look at vehicle accountability and sustainment data. Data from DPAS is merged with supplemental tables that are maintained by 441 VSCOS. The CONTRACTOR will continually monitor vehicle data 17 integrity/quality/accuracy using LIMS-EV Vehicle View, TRT and Vehicle Enterprise Dashboard (VED) IAW AFI 24-302.

mailto:441VSCOS.AF.VehMgt@us.af.mil

37. Comment/Q: At our Volk worksite, the LEAD completes basic DPAS input functions while many of these higher level tasks are completed by the customer. Will this requirement change in the PWS or does the LEAD/Designee need an increased capability to be in compliance with this task?

A: The LEAD will complete basic DPAS input functions. Same as your Volk worksite

Subject: 9. Base Exercises. At times support will be required in any or all service areas during base exercises.

Participate in exercises IAW the most current published AF and higher headquarters guidance. Provide the required support and personnel IAW exercise needs, base Operations Plans (OPLANS) and the MSCRTC IDP.

Extended operations in support of base exercises should be included and anticipated based on workload estimates for prior years C-TE-2b.

38. Q: As written, does the LEAD/Designee need CLEARANCE and ACCESS to sensitive Operational (OPLAN) and published Exercise data to develop workload estimates to the Mechanics, or will the LEAD be given the requirements necessary to complete the mission?

A: No the LEAD will not. The COR will provide the LEAD the necessary information.

Subject: 13.1 Vehicle Operator/Licensing: The contractor shall validate and assign trainers in OLVIMS-Dispatch that have been appointed by organization commanders, utilize the Air Force standardized vehicle training packages to conduct vehicle training and document training IAW AFI 24-301. Government Motor Vehicles (GMV) requiring additional training/certification from using organization will be processed IAW AF24- 301. The contractor shall process customer request to obtain government vehicle license and update vehicle operator status in the OLVIMS- Dispatch IAW AFI 24-301. The contractor shall provide guidance and manage the licensing program as outlined in AFI 24–301. (See C-TE-1, SSC01)

39. Q: Can the LEAD/Designee "Train the Trainer" (giving an assigned "green suit" training authorization), or will full blown classes with behind-the-wheel supervisory requirements (often 20 to 80 hours of instruction and driving) be necessary? We are not familiar with AF regulations on "Driver's training" and authority/delegation/liability to execute such training. We looked at the AF 24-301 and it seems to be written to a green suit/NCO level. Can someone submit these regulations to us? Is there currently a DA PAM (pamphlet) or AF equivalent for such training requirements that can be administered by civilians?

A: The Contractor will not be conducting any training. Just basic input in the OLVIMS-Dispatch Module.

Subject: 13.2 Vehicle Control Program (VCP): The contractor shall manage the MS/CRTC Air National Guard Base VCP and maintain a current Vehicle Control Officer (VCO) listing IAW AFI 24-302. (See C-TE-1, SSC02 and C-TE-3, C01)

40. Q: Will we have ACCESS to manage a local MS/CRTC base VCP? A more important question would be, would Command want outside contractors to have access and manage such a system? Can this task/requirement be clarified?

A: The VCP will be removed from the PWS.

41. After reviewing the revised PWS (dated 2 July 2019), we believe the following responsibilities are the duties required for the optional CLIN. My question is do you have an estimated level of effort (hours) that it would take for PWS 13.1 and 13.4? Based on the Q&As, it appears the required workload would be just data entry.

In order to price this correctly, we are trying to see how many hours for that task.

- Issue vehicles for driver training and Licensing data input into the OLVIMS-Dispatch, IAW AFI 24-301, upon approval from the CUSTOMER

- Maintain, clean and stock the fleet wash facility IAW accepted industry practices, and comply with state, local and federal environmental policies and procedures.

- Maintain the Wing Commander/CO's issued vehicle weekly, complete basic cleaning and annual waxing.

A: Workload Data for Vehicle Ops(Average per month):

Dispatch: 80 Hours AF Form 1800 cards (Reprint – Replace): 8 Hours Driver Licensing: 12 Hours Fleet Wash Facilities: 8 Hours Command Vehicle Care: 8 Hours Sync Meeting Prep: 4 Hours

The Vehicle Operations Position is highly dependent on the ops tempo of the Base and units coming to train.