Questions_and_Answers_15-233-SOL-00374.docx

15-233-SOL-00374 VIDEO PRODUCTION, POST-PRODUCTION AND AV SUPPORT

1. What are the number and job titles of the current day-to-day contractor staff who are stationed at HHS?

A: There are nine positions for the current contractor: Team Lead (1); Associate Producer (1); Sr. Engineer (1); Sr. Video Producer (1); IT Specialist (1); Communications Technicians (3); Non-linear Editor (1).

2. Are current day-to-day staffing levels adequate, overstaffed or understaffed based on actual workload?

A: We need a full and consistent staff that can effectively operate in our unique environment. When “production” work isn’t scheduled, the day-to-day staff is to maintain, test, and learn more about the equipment. They are to research and suggest more efficient techniques and equipment purchases. Each day-to-day contractor must be multi-functional and proficient operating in multiple roles within our facility.

3. What is the usual volume and type of work required each day/week/month?

A: Our workload varies from day to day, week to week. One day we may have a full studio production with multiple cameras and guests. The next day may be mostly AV support. We can provide the number of services we deliver on a weekly or monthly basis, but no two days, weeks or months are identical.

4. In section I.1 List of Attachments it says Attachment D is titled Video Production, Post-Production and AV Environment; Day-to-Day Activities, but the title of the uploaded document for Attachment D is HHS Studio Technical Environment. Is it possible to obtain a copy of the original Attachment D document Video Production, Post-Production and AV Environment; Day-to-Day Activities?

A Attachment D was divided into several other Attachments within the solicitation. Attachment D offers the inventory list of all equipment. Attachment H covers the primary day-to-day activities and responsibilities of the contractor. Attachment G is an example of a monthly invoice for which we can discuss and refine after award.

5. Section F.3 states: “The following labor categories are to be considered key personnel: To Be Determined for individual call orders.” Section J.8.5 stages “Key personnel and project roles should be identified.:” How should we determine the key personnel?

A Read the solicitation and tell us who you consider key. The company replying to the solicitation must make that determination based on their experience and expertise.

6. Do you have a sample task order for day-to-day contractor staff we can see? Do you have any other types of task order we can also see?

A: See attached Work Order Sample and Sample Task Order

7. Will there be an opportunity for a site-visit before the proposal due date?

A: HHS will provide a video of the plant.

8. Reference: Section B.4 Performance Objectives, Page 10; Attachment D – HHS Studio Technical Environment

Comment: Section B.4 references Attachment D for historical data on level of effort. However, Attachment D of the solicitation is entitled ‘HHS Studio Technical Environment.’ We do not see the historical data on level of effort included in the solicitation or its attachments. Could the historical data on level of effort be provided?

A: See Spreadsheet for list of services performed from Jan 1 through July 28, 2015.

A: This section has been updated to reflect 3 volumes.

10. Reference: Section J.2. Technical Quote Instructions, Page 59 Comment: This section states: “… your quote must present sufficient information to reflect a thorough understanding of the work requirements and a detailed technical approach for achieving project objectives as set forth in the statement of work.” This sections goes on to state: “To permit a thorough and effective evaluation, the technical part of your quote must be as concise, complete and clear as possible to enable the Government to make a sound determination of your ability to successfully complete the requirements set forth in the statement of work (SOW).” We do not see a section entitled ‘Statement of Work’ in the RFP or its attachments. Will a statement of work (SOW) be provided with the solicitation?

A: The Solicitation is the SOW.

11. Reference: Section J.3. Business Quote Instructions, subsection a., Page 60 Comment: This section states “The Quoter shall complete and include Section B – SUPPLIES OR SERVICES AND PRICES/COSTS of this solicitation to reflect the hourly rates for the proposed labor categories.” Please confirm that this references the charts on pages 2-8 under Section A.3. Pricing.

A: The charts on pages from 2-8 are the proposed labor categories.

12. Reference: Section K.3. Technical Factor 1 – Management Approach, Creative and Technical Capabilities, Page 71

Comment: This section states that there is a maximum of 45 evaluation points for Technical Factor 1. However, subsection 1 is stated to be worth 40 points and subsection 2 is stated to be worth 20 points, for a total of 60 points. Please clarify the maximum number of evaluation points allocated to Technical Factor 1.

A: The subsection should have stated 30 points for #1 and 15 points for number 2

13. Reference: Section K.3. Technical Factor 1 – Management Approach, Creative and Technical Capabilities, Page 71

Comment: The first criterion listed under Technical Factor 1 states that quoters will be evaluated based on an “understanding of the work, including creativity and thoroughness shown in understanding the objectives of the SOW and specific tasks, and planned execution of the project.” Does this reference the Section B.4 Performance Objectives?

A: Yes

14. Reference: Section K.3., Technical Factor 2 – Organizational Experience, Page 71; Section K.3., Technical Factor 4 – Past Performance, Page 72

Comment: Section K.3., Technical Factor 2 – Organizational Experience states: “Evidence of supporting subcontractors, consultants and business partners will be considered.” No such language is used in Technical Factor 4. Please confirm that evidence of supporting subcontractors, consultants and business partners will be considered as part of Technical Factor 4 – Past Performance.

A: Yes, this will be considered in Technical Factor 4, but it is not scored.

15. Reference: Section A.3., Pricing, Page 2

Comment: The second sentence indicates that “Additional Labor Categories and rates can be added by the proposer.” If one or more offerors/proposers include additional labor categories and rates into their price proposal(s), how will that additional information be analyzed by the government in order to support a fair price comparison on an apples-to-apples basis that will form the ultimate evaluation and award decision?

A: The government compares rates to the Independent Government Cost Estimate (IGCE) and is looking for the best value overall.

16. Reference: Section A.3., Pricing, Pages 2 - 4

Comment: Which of the labor categories (A1 through A57) does the government deem to be essential for the purpose of performing the day-to-day activities?

A: The current day-to-day contactors consist of the following roles:

Team Lead; Associate Producer (Ass’t Team Lead); Sr. Video Producer; Sr. Non-linear Editor; Sr. Engineer; IT Specialist; Communications Technicians (3) [a.k.a. AV Production Specialists]

17. Reference: Section A.3., Pricing, Page 7

Comment: What is the government’s regulatory basis for including the condition that “If purchase of media is required, the price is to be cost plus 10%”? By setting what appears to be an arbitrary rate up front, the government is establishing a situation where Contractor A may enjoy profiting from an impermissible cost-plus-a-percentage-of-cost contracting arrangement (FAR 16.102(c)), whereas Contractor B may suffer a financial loss for each item purchased for the government’s benefit. What volume of media purchases can be expected on a typical annual basis?

A: Most media purchased are one-off hard drives and flash drives in order to get media in from a remote location.

18. Reference: Section A.4, Most Favored Pricing Terms, Page 8

Comment: What is the regulatory basis for including this entire paragraph? The Federal Acquisition Regulation uses the standard of “fair and reasonable pricing” for conducting competitive acquisitions. The current conditions listed in Section A.4 appear to be unreasonable and excessive, beyond applicable regulatory guidance, administratively burdensome on both the contractor and the government, and so broad that they are perhaps unenforceable. Please consider removing this paragraph.

A: This section has been removed from the solicitation.

19. Reference: Section B.3., Technical Requirements, Page 9

Comment: Please confirm that once the BPA is awarded, the COR and the contractor can bilaterally agree to add services and corresponding prices to the BPA without the Contracting Officer’s involvement or authorization.

A: Any changes to the contract to add services or pricing has to be executed by the Contracting officer with a formal modification.

20. Reference: Section E.11., Travel and Other Direct Costs, Page 48

Comment: With respect to travel costs, the first paragraph begins “The contractor will not be reimbursed...,” while the second paragraph indicates that “The contractor will be reimbursed...” Please clarify if the contractor will be reimbursed for allowable travel expenses, including the contractor’s applicable indirect costs.

Please confirm that all negotiated Other Direct Costs (ODC) will include the contractor’s applicable indirect costs.

Please clarify the difference between the $5,000 amount referenced in the 3rd paragraph vs. the $3,000 amount referenced in paragraph c.

A:

Part One: The contractor WILL NOT be reimbursed for travel related to the administration of the contract. The contractor WILL be reimbursed for travel related to task orders.

Part Two: The ODC’s should not exceed the total cost of $5000.00 Part Three: $3,000 relates only to mileage rates via motor vehicle

21 Reference: Attachment C, Wage Determination

Comment: On June 30, 2015, the U.S. Department of Labor released guidance on the availability of revised Wage Determinations that must be incorporated into contracts awarded after that date. The revised Wage Determinations contain a revised health and welfare benefit amount ($4.27 per hour) that contractors need to factor into their price proposals and for overall Service Contract Act compliance purposes. Please provide a copy of the revised Wage Determination.

A: Attachment C has been updated.

22. Reference: Section K.3.7., Price Factors – Price Quote, Page 73

Comment: This section refers to “total proposed amounts,” “total evaluated price,” “total proposed prices.” Since offerors are only requested to provide unit prices for the various CLINS (in accordance with Section J.10, page 69), how are offerors expected to arrive at total proposed amounts, if there are no government-provided quantities associated with those CLINS?

A: Section K.3.1 (formerly K.3.7) has been updated to reflect pricing per unit, rather than quantity pricing for the CLINS mentioned above

23. Reference: Section F.3 Key Personnel, Page 51

Comment: Please indicate which Labor Categories are considered “key personnel.”

A: This is based on the offeror’s experience with this type of work.

24. Reference: Section A.3 Pricing, Page 2; Section K.3.7 Price Factors, Page 73

Comment: Should the proposed pricing be based on an 8 or 10 hour day? Can you provide a level of effort (estimated hours per year) for each labor category?

A: For field work, 10 hours portal to portal. For studio and government facility work: 8.5 hours with .5 hours for lunch.

25. Reference: Section B.7 Quality Assurance Surveillance Plans (QASP), Page 38

Comment: Could you provide a copy of the HHS QASP?

A: This is to be co-developed by the contractor and the government. The Offeror should propose a QASP structure and key elements.

26. Reference: Section A.2.1. Time-and-Material Call Orders, Page 1; Section A.2.2. Labor-Hour Call Orders, Page 2

Comment: Both sections state, “For longer-term contractors, a percentage discount is expected on labor”. Will the Government define “longer-term contractors” and should this discount be shown in the Price Quote or should it be shown on individual orders after award?

A: At minimum, 4 consecutive weeks or more of work. If the contractor is one of the day-to-day hires, their hourly rates should reflect a long term saving for the government as the administrative burden is less.