S01 - FBO Questions and Answers updated 09162020.pdf

Questions and Answers

Mississippi Administrative Services

12FPC120MS0001

UPDATED 09/16/2020

Question #1:

Is this a new requirement or is there an incumbent contractor?

Answer #1:

This service is currently being provided under contract 121A2318P0184 and the vendor is All- Pro Placement Service, Inc.

Question #2:

Is this intended for 8(a) vendors only?

Answer #2:

Yes, only SBA approved 8(a) vendors can provide quotes.

Question #3:

Is it permissible for Offerors' to price/ bill a Program Manager? If Yes, please confirm it is permissible to add this row to Attachment F.

Answer #3:

Yes. Per C.10.4 we ask that you have a project manager available. So, it is acceptable to price/bill for a project manager.

Question #4:

As this is a SCA contract, I did not see any first right of refusal for example in the solicitation. I would assume since it is an SCA contract, we do have to offer first right of refusal, correct?

Answer #4:

As for the first right of refusal, Executive Order 13495 was revoked in October 2019, which required that a successor in federal service contractors and subcontractors offer their predecessor’s employees who were employed under the previous contract, a right of first refusal to those employment positions for the new contract. In other words, federal service contractors commencing a new government contract are no longer required to offer employment to those working on the expiring contract. Therefore, it is not included in this solicitation.

Question #5:

Section L.5.1.2 states: Provide references for experience per C.6.2 to support past/present performance. Section C.6.2 states: Contractor shall have a minimum of one-year experience in providing this service or similar and provide references. Section M.3.3.1.2 states: The Government will also evaluate the offeror’s knowledge of the work.

Does this imply for the contractor to be technically acceptable the contractor has to have experience in the NRCS Farm Bill programs and related systems (Protracts, ArcGIS, etc.) or experience providing administrative support services to USDA and NRCS?

Answer #5:

No this does not mean they have to have experience in NRCS Farm Bill Programs. Would it be preferred yes, but not required. What the experience means is that you have experience in working with federal government agencies providing administrative support. USDA and NRCS experience are desirable but not required. Federal Government experience is a must.

Question #6:

Please explain basis for 2000 hours. Is the 2000 productive hours working at USDA? Per Service Contract Act, 2000 hours per year is not possible because employees are entitled to 2 weeks leave and 6 days of sick leave. Max productive hours would be 1860 when you add in 10 federal holidays. Please explain basis for 2000 hours per year.

Answer #6:

The max hours would typically be 1860 but we have factored in some extra time incase overtime is needed. So, 2000 is the max hours we would pay in a year but you are right they will most likely only work 1860.

Question #7:

Are all positions filled on current contract?

Answer #7:

All but one is currently filled on the current contract.

Question #8:

Which positions are vacant on current contract?

Answer #8:

One of the positions in Forrest County is currently vacant.

Question #9:

Does the 2000 hours per year reflect one full time person?

Answer #9:

Yes, the 2000 hours is one full-time person.

Question #10:

Please clarify submission date. The cover page in the solicitation states September 18, 2020 12 PM CST; however, in the instructions, L.3.1.8 it states that the due date is September 21, 2020, 12 PM CST. Please confirm correct due date.

Answer #10:

My apologies for the typo. The due date is September 18, 2020. I have posted the revised request for quotes correcting the date.

Question #11:

Attachment C Wage Determination only covers two counties: Tate and Tunica. Section J.1 lists over 30 different counties. The hourly wage rate for 01312 Secretary II varies from county to county. For example, in Tate and Tunica Counties it is $17.58. However, WD 2015-5161 Rev 15 22May20, which the Government did not provide, but which covers Bolivar, Carroll, Coahoma, Grenada, Leflore, Montgomery, Panola, Quitman, Sunflower, Tallahatchie, Washington, and Yalobusha counties, lists the hourly wage rate for 01312 Secretary II of only $15.46. Will the government please provide the additional wage determinations needed to address all the counties listed in J.1?

Answer #11:

The wage determination document is 132 pages. There are 12 different wage determinations for this requirement. They are all attached. Please review all pages. The first pages only cover Tate and Tunica, but the other locations are covered further down in the document.

Question #12:

Answer 6 indicates that the maximum number of hours to be paid are 2000. Since these are all SCA positions, any hours over 40 per week have to be paid at 1.5 times their rate. Therefore, any hours over the 1864 have to be Overtime hours and as such are priced at a higher rate. If you would like us to price any hours over 1864, then the balance ( 2000 – 1864 ) 136 hours have to be priced at the OT rate. Please advise how many hours you would like us to price 2000, then we have to set up columns for the OT hours as these OT hours cannot be lumped with non-OT hours.

Answer #12:

Please provide a price per hour for the 2000 hours requested. We understand that some may be paid at a higher rate and we will ensure if this is required enough funding will be on the contract to cover.

Question #13:

Does the completed S01 - Attachment F - Pricing Charts Mississippi Administrative Services, need to be submitted in MS Excel format? Or is it acceptable to convert that file to PDF or MS Word per L.3.1.6?

Answer #13:

It is acceptable to convert to PDF or Word. You can submit via Excel, PDF or Word, which ever works best for you, we just need the format of the chart to stay the same.

Question #14:

Section L.5.1.2 states that “References for experience per C.6.2 and to support past/present performance.” Does “reference” mean the specific Client/Agency Point of Contact for the experience? Can the Government please define the “references” required in this element?

Answer #14:

Reference is someone who has worked with you on a similar project. So, it would be a specific Client or Agency Point of contact that we could reach out to, to do a reference check or ask about your work.

Question #15:

Section L.5.1.2 states that “References for experience per C.6.2 and to support past/present performance.” Section L.5.1.3 states “Past performance information similar to this requirement.

The information should include who the past performance was with, time frame for past performance, and a description of the work completed.” Can the same past/current contract references and corresponding descriptions of work be used to satisfy both L.5.1.2 and L.5.1.3?

Answer #15:

Yes

Question #16:

S01 - Attachment F - Pricing Charts Mississippi Administrative Services indicates 2000 hours per employee per location. We understand due to Question/Answer #6, factored in some extra time incase overtime is needed. What is the process for when a location invoice’s for less than 2000 hours? For example, if overtime is not needed, or there is turnover and a position goes unfilled for a period of time, how many hours should be invoiced per month?

Answer #16:

If the position is vacant or you don’t use the 2000 hours, the funds will be deobligated at the end of the period. You should only invoice for the hours worked in that month.

Question #17:

Can you provide the approximate years of service for the incumbent employees?

Answer #17:

We don’t know how long each employee has been on board with the company. The contract has been in place since September 28, 2018. USDA does not track how long employees have been with the company.

Question # 18:

Do you require one volume that covers cover letter, tech and price factors?

Answer #18:

Yes, please carefully review section L and M for all that is required.

Question #19:

How many past performances/ experiences you require in support of this solicitation?

Answer #19:

We need at least one but would prefer more. I would say if you can provide two or three, that would be helpful, but need at least one.

Question #20:

How old can be past performance?

Answer #20:

We did not specify. We would prefer something within the last five years but will accept older.

Question #21:

Can we request extension to Monday, 09/21?

Answer #21:

Unfortunately, we are against tight deadlines, so we are unable to extend the deadline.

Question #22:

Will State Government past performance where we did at the entire state level with multiple counties be compliant for past performance?

Answer #22:

Yes, that is complaint. Anything that is similar to this project. If you have any federal government work, please include as well, but State Government will work too.

Question #23:

Is this requirement expected to be awarded by September 30, 2020?

Answer #23:

Yes, we plan to award by September 30th.

Question #24:

When does the current contract expire?

Answer #24:

It expires November 4, 2020.

Question #25:

When is the targeted start date of performance?

Answer #25:

November 5, 2020.

Question #26:

Will the government accept and evaluate the past performance of the subcontractor (in addition to the prime contractor’s)?

Answer #26:

Yes, any past performance will be accepted.

Question #27:

What is the transition In/Out period?

Answer #27:

Not sure the exact question, but you will have from date of award till November 5th to get everything ready.

Question #28:

Although not anticipated, C.2.5 and C.2.6 of the Performance Work Statement indicates that overtime may be authorized for special circumstances such as to support surge requirements. However, the Government has not requested Contractors to submit overtime rates. Will this be requested upon contract award or is it the Government’s intention to provide an update to Attachment F?

Answer #28:

This is something that will be negotiated and discussed at the time of need. Do not include on Attachment F.

Question #29:

Will an update to Attachment F be provided to include a Project Manager position or can we modify Attachment F to include this position?

Answer #29:

You can modify to add that position.

Question #30:

The current contract appears to be Base + 2 years. Is the government expecting to increase the budget to accommodate for a Base + 4 contract or reduce the work? If reduce the work, for what years?

Answer #30:

This new requirement is for a Base and four option periods. The current one was for less, but the government has a continued need, so we will do the new one for a base with four options.

Question #31:

Is the contractor required to conduct a background check and fingerprint employees who transition from the incumbent’s contract?

Answer #31:

No they are already in our system, so they will not need background checks again.

Question #32:

We understand that any training required will be provided by the government. Will the government also be responsible for covering the cost for the time resources spend on training or is this time included in the total allocated hours of 2000?

Answer #32:

The training will be performed within those 2000 hours.

Question #33:

Will the government extend the due date for the RFQ by at least 3 business days after the date the responses to our questions have been provided?

Answer #33:

Unfortunately, we are unable to extend the due date. The due date will remain September 18th.

Question #34:

Proposal Due date in Sam.beta.gov the summary page shows as 9/18/2020 but on Page 68 – L.3.1.8 of the Document “Administrative Services – Mississippi” , says it is due on 9/21/2020 by 12 pm. Which is the correct date?

Answer #34:

If you review the posting, the due date has been clarified. A revised solicitation document has been added. The correct date is September 18th.

Question #35:

Submission of RFQ - Does the Quality Assurance Surveillance Plan – Attachment D and Quality Assurance Activity Documentation Worksheet – Attachment E need to be part of the Technical approach. If they do, do they count towards the page 40 limit?

Answer #35:

The QASP and attachment do not need to be part of the technical approach. Those are to show you how we will monitor work. They become part of the contract. You don’t need to include them, but you can address how you will handle them.

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