Asset Computerized Maintenance System Operation and Maintenance

Q13: Clarify the "proficient in ACMS" when this is a proprietary system and training on the open market is limited or non-existent.
A13: Due to the nature of the ACMS system, this is a non-commercial solicitation. As specified in paragraph C.4a, "all services shall be provided by trained and experienced personnel fully proficient in the operation and maintenance of the ACMS." How offerors will assure this requirement is met shall be clearly identified in their proposals.

Q14: Does the personnel provided in the proposal have to be currently employed by the bidder or can letters of intent be noted?
A14: See paragraph L.5.1 of the solicitation.

Q15: Clarification on the number (15) of positions and associated job title and location.
A15: There is no set number of positions. All services are to be provided in accordance with the contract.

Q10: Requirement C.4.a and b "Proper Mix of Personnel" and "Key Personnel" The incumbent Program Manager also serves as the RCM Analyst and EAL Analyst thereby filling three roles. Is it an acceptable staffing approach for the Program Manager to fill functional roles as is the current practice?
A10: The Offeror is expected to design its workforce to provide for satisfactory performance of all contract requirements, including quality, timeliness, and coordination of all efforts. Any performance deficiency will be considered an indication that the work is not being managed properly. The Offeror shall assure that its workforce design provides for full and complete coverage of all performance requirements.

Q11: Requirement C.6.12.a "ACMS system operation documentation shall be maintained and controlled through a Quality Management System." This requirement implies there is an existing Quality Management System currently is use. Is there an existing Quality Management System for ACMS documents that the government expects the contractor us use and maintain? Is the referenced "Quality Management System" different from the requirement for a contractor Quality Control Plan?
A11: For purposes of this requirement, the Quality Management System and the Quality Control Plan are synonymous.

Q12: Requirement F.4 "REPORTS/DELIVERABLES" Given the extensive reporting requirements referenced in the RFQ, it is critical that offerors understand the specific content required for each type of report in order to accurately determine the workload and price to develop/support them. Would you please provide examples of the following reports:
• Hazardous Materials List
• MPC/MTC Report of Time to Complete Changes
• List of replenishment MPC/MTC
• Schedule for Required Document Revisions
• Report for number or MPC/MTC produced by pages and weight
• Report of # Transactions
• Progress Report
• "Hot Sheet" Report Exceptions
• SBH Components
• Report for Parts Unable to Process from Units
• Metric Report
• Report # User Support Issues
• Training Schedule and #/type students
• Report for Number of reports/queries generated not in DSS
• Quarterly Reporting of Historical Data
A12: Several reporting requirements may be combined into one report. The successful offeror shall provide a recommended format for the Contracting Officer's review and approval following contract award. Attachments are samples only.
• Hazardous Materials List - sample attached
• MPC/MTC Report of Time to Complete Changes - new requirement
• List of replenishment MPC/MTC - sample attached; new requirement to report this. There is a computer generate report by unit that is run and compared against the approved unit distribution list. These MPC are then shipped to the units. This is only one asset type at ALC.
• Schedule for Required Document Revisions - new requirement to provided tracking; this is determined by C.6a7
• Report for number or MPC/MTC produced by pages and weight - see attachment ACMS contract metric sample
• Report of # Transactions - see attached ACMS contract metric sample
• Progress Report - new requirement; as written this is a summary report that summarizes reports and provides the contractor a means to inform the CG of any issues that the government might need to address
• "Hot Sheet" Report Exceptions - new tracking requirement; average hot sheet request is between 5-8 per day
• SBH Components - new tracking requirement; the task of processing the component is covered under C.6c1
• Report for Parts Unable to Process from Units - see attached ACMS contract metric sample (technical support issues)
• Metric Report - see attached ACMS contract metric sample
• Report # User Support Issues - new requirement
• Training Schedule and #/type students - no sample available; the government occasionally requires aviation field terminal operators to be trained. Usually a person on this contract will travel to the unit and train 4 to 5 personnel at their unit. Historically the most units visited in a single year would be no more than five. Periodically other commands or groups may travel to ALC\SFLC and require an overview of ACMS. This usually last 2-3 hours in a one day session no more than 12 times a year.
• Report for Number of reports/queries generated not in DSS - see attached ACMS contract metric sample
• Quarterly Reporting of Historical Data - new requirement

Q8: When a new asset class is added to ACMS under this contract will the contractor be responsible for generating the enrollment data or will the data be provided by another source?
A8: The data will be provided.

Q9: In order to determine the firm fixed price level of effort, what is the baseline number of asset classes being supported, and what is the baseline number of maintenance analysts at ALC and SFLC?
A9: Below are the asset classes and quantities requested. However, the number of analysts is not being provided. Offerors are to design their workforce based on the skill sets identified and work to be performed.

ALC Asset Classes and Current Quantities
Classes Enrolled
C130H    25
C130J      7
C144       8
H60       42
H65     103
U25       22

SFLC Asset Classes and Current Quantities
               Currently   Projected Total
Classes    Enrolled     By End FY10
RBS              393              500
RBM/UTB    3/105         19/171
TANB              60                84
MLB/CB   (4/101)/10   (4/117)/263
WPB                7                73
LE/SW       19/26           44/50
BUSL/ANB  26/17           26/17
PDM            263              426
MSR            520            1500
AV             2000            6000

Changes to solicitation as follows:

All CLIN for SFLC Warehouse Operations are changed to "To Be Determined." SFLC parts are tracked through the LTPIO warehouse located on Ehringhaus St, Elizabeth City, NC. All costs shall be included in the LTPIO Warehouse Operations line items.

Paragraph F.3.a-b is changed as follows:

F.3 REGULAR WORKING HOURS
a. The range of regular working hours for the ALC, which include services for LTPIO operations, are Monday-Friday 0645-1815 eastern daylight time, except observed Federal holidays and Government-designated plant shutdowns. Regular working hours for the ALC warehouse, located in Building 63 at ALC, 1664 Weeksville Road., Elizabeth City, NC and the LTPIO warehouse, located at 1873 W. Ehringhaus Street, Elizabeth City, NC, are 0645-1800.
b. The range of regular working hours for the SFLC, which include services for LTPIO operations, are Monday-Friday 0600-1730 eastern daylight time, except observed Federal holidays and Government-designated plant shutdowns.

Attachment J-1, Item (3) is changed as follows:

(3) Warehouse Operations - estimated number of serialized parts tracked through warehouses monthly
ALC 4300-4400 Through 1 ALC warehouse
SFLC 330          Through 1 LTPIO warehouse 20% projected increase as of contract year 2

Q5: Regarding RFP page 16, Key Personnel and Proper Mix of Personnel and page 97, currently, key personnel are defined as those that are "program, supervisory, quality control, and maintenance analysis personnel." The listed positions utilized for ALC, SFLC, and LTPIO do not include positions designated as "program", "supervisory", or "quality control." Given that offerors are required to provide resumes for key personnel, would the Government provide a specific list of those positions titles designated as key personnel? Given that the Technical Proposal is limited to 50 pages, and that offerors must present their technical approach, past performance, corporate experience, and management approach within this page limit, and that there are potentially more than 15 positions designated as "key personnel", may offerors be allowed to provide synopses or bios for key personnel within the 50 page limit, with complete resumes included in an Appendix to Volume I? This will allow offerors to provide the Government with sufficient detail regarding accomplishing the work requirements, as well as provide the Government with suitable information regarding key personnel.
A5: The current positions identified are those for performance of the actual work at all levels. Key positions identified are for maintenance analysis personnel and for those responsible for assuring the work is satisfactorily performed. Resumes for key personnel may be provided in addition to the 50-page limit.

Q6: IT Security Plan, RFP I.9 HSAR 3052.204-70 Security Requirements for Unclassified Information Technology Resources (Jun 2006) RFP page 49, (b) and (1) - "The Contractor shall provide, implement, and maintain an IT Security Plan....Within ["insert number of days"] days after contract award, the contractor shall submit for approval its IT Security Plan." The number of days is omitted. Within how many days after contract award shall the IT Security Plan be submitted?
A6: Since the successful firm will not be connecting to CG servers, this requirement is not needed. All users will be using CG computers.

Q7: Uniformity of Proposal Format, Written component RFP Pg. 97, ADDENDA L.5.2 Uniformity in Proposal Format, Written component - "Technical proposal shall be limited to 50 pages...Each page is one sheet 8 1/2 X 11...Times New Roman font with 12 point size...charts, tables, or graphs shall be in Times New Roman font with 12 point size...Multiple pages of foldouts shall count as an equivalent of 8 1/2 X 11" pages." Please clarify the statement "Multiple pages of foldouts shall count as an equivalent of 8 1/2 X 11" pages." Does this mean the proposal can include as many pages of foldouts as are considered necessary to meet the requirements? Does this mean one foldout page equals one 8 1/2 X 11" page? We would like to recommend that the requirement for charts, tables or graphs to be in 12 point size be changed to 10 point size. Using a 12 point in the graphics will make it more difficult to convey concepts given the page size and limit requirements.
A7: One foldout page equals one 8 ½" x 11" page. Ten point font size is acceptable for charts, tables, and graphs; any smaller will not be considered.

Q1: Is this a new requirement? If not, who is the incumbent and can they compete?
A1: No, this is a follow-on requirement. Incumbent is DLS Engineering, Inc. Yes, the incumbent can compete.

Q2: How much money was spent supporting this requirement during the last Fiscal Year?
A2: This information is not available for disclosure.

Q3: If response is via email, why do you need copies?
A3: Questions may be forwarded on one document by electronic mail or by facsimile. Proposals must be provided by hard copy in original and 4 copies to the Contracting Officer at the address identified on the solicitation.

Q4: Are there any Labor agreements involved in the current work? Does the incumbent contractor DLS Engineering have staff who are members of Labor unions? If yes, will the government provide a copy of the existing Labor agreement(s) as part of the solicitation package?
A4: The current contract is not subject to a Collective Bargaining Agreement.

Date for receipt of proposals is February 16, 2010 by 3:00 pm EST.

Several inquiries have been made regarding the current contract. Information regarding the current contract, HSCG38-05-C-S00001, is availabel on the FedBizOps website.

The United States Coast Guard (USCG) Aviation Logistics Center (ALC), Elizabeth City, NC intends to award a combination firm fixed price and indefinite quantity contract for the operation and maintenance of its Asset Computerized Maintenance System (ACMS) during the regular working hours of each host facility.

The primary location(s) of work are the Aviation Logistics Center (ALC) in Elizabeth City, NC and the Surface Forces Logistics Center (SFLC) in Baltimore, MD. Work for the Logistics Transformation Program Integration Office (LTPIO) is currently provided at ALC and SFLC. Other USCG logistics centers may be added by modification after contract award, subject to negotiation in accordance with the FAR 52.243-1 Changes - Fixed Price (Aug 1987). These logistics centers include but are not limited to USCG Logistics Transformation Program Integration Office (LTPIO) in Washington, DC; USCG Oakland, CA; USCG Portsmouth, VA; and Turbomeca Engine Repair Facility, Grand Prairie, TX.

Operation and maintenance of the ACMS includes but is not limited to the following:
Providing warehouse ACMS data entry support for the non-ready for issue (NRFI) turn-in and new or repaired serial number tracked (SNT) material; Providing ACMS data entry support for depot maintenance; Providing data entry for the corrosion tracking database; Maintaining system user documentation in accordance with established standards; Maintaining and incorporating changes to the Master Maintenance Procedure Cards in accordance with established procedures; Providing technical support to Coast Guard system users, including problem resolution, training, and system discrepancies; Using the Government-provided ACMS and the Asset Technical Information Management System (ATIMS) to perform the contract requirements; Technical writing services to produce Maintenance Procedure Card (MPC) and Maintenance Text Card (MTC); Complete user test plans for system changes.

The solicitation will be issued in accordance with Federal Acquisition Regulation (FAR) FAR Part 15, Negotiated Contracts. The Request for Proposal (RFP) is expected to be issued on or about December 24, 2009 via the Federal Business Opportunities (FedBizOpps) web site at http://www.fbo.gov. The RFP number is HSCG38-10-R-410010; hard copies of the RFP will not be issued. It is incumbent upon contractors to monitor the FedBizOpps site for RFP release and all subsequent amendments. This RFP will be issued on a small business set-aside basis. The North American Industrial Classification Code (NAICS) is 541513, which has a small business size standard of $25M annual revenue. This acquisition will include a one-year base period with four one-year pre-priced option periods.

All interested businesses may submit a proposal, which will be considered by the USCG. The government will award a combination firm fixed price and indefinite quantity contract resulting from the RFP to the responsible offeror whose conformance to the RFP will be most advantageous to the government, price and other factors considered which will be identified in the RFP. Contract award is anticipated prior to March 15, 2010.