Amendment_3_Delaware_Valley_-_Answered_Questions_-_10-20-2017.pdf

REQUEST FOR PROPOSALS FOR OPERATION OF THE DELAWARE VALLEY JOB CORPS

CENTER

RFP NO. 1630J1-17-R-00010

Amendment 000003

1. Question: Please verify the OBS for Delaware Valley JCC.

Response: The OBS is 208.

2. Question: Please verify the trade offerings and the slots for each trade as they do not match the most recent CTT10 report.

Response: The slot levels and trades in the RFP are correct.

3. Question: Page 30 the reference to a 6-month survey is no longer applicable.

Response: The reference on p. 30 is relative to OA which is not part of this RFP.

4. Question: Page 32, G.12 is it acceptable for corporate or interim staff to fill a vacancy on a temporary basis without penalty?

Response: The contractor shall adhere to G.12. A vacancy that is filled as temporary is still considered a vacancy.

5. Question: Please update the information regarding federal minimum wage as it reflects 2015.

Response: See FAR 52.222-55 (DEC 2015) by reference.

6. Question: Please verify that the CTS function includes both the states of NY and NJ.

Response: The CTS responsibility for the subject RFP includes all students that attended the Center; graduates and former enrollees and these students come from NY, mostly from NYC and NJ.

7. Question: The RFP does not include the provision of OA services but does include CTS.

Are there specific CTS questions you would like bidders to respond to as they are not included in the RFP? What is the page limitation for CTS and should the CTS responses be a separate volume?

Response: There is one CTS related question on page 78, Subfactor 1B Element 6. In addition there are two CTS related questions attached to the revised RFP, see Subfactor 1F, Elements 1 and 2. The page limit for Subfactor 1F is 10 pages.

8. Question: The background section includes the description of the center operations requirement, but it does not include a description about the career transition services requirements. Please clarify/correct.

Response: Please see Section C.

9. Question: Please confirm upon award the government provided NTE Ceiling and funding for CLIN 0006 Equipment will include amounts for CTS equipment needs.

Response: Yes.

10. Question: Please confirm offerors are not required to provide estimated cost, NTE ceiling or funds obligated amounts for the capital CRA, equipment and career technical skills training CLINS (0005, 0006, 0007, 0008, etc.)

10. Response: Yes confirmed. Offerors are not required to provide estimated costs, NTE ceiling, or funds obligated amounts for CLINS 0005, 0006, 0007 and 0008 and their respective CLINS in the option periods.

11. Question: Please clarify the CTS quantity of 1, because the CTS goals outlined in Section C total 277.

Response: The quantities have been changed. Please see revised RFP. The CTS goal is 277 annually.

12. Question: Does the government expect offerors to complete the “% Age of Unit Price” column with the 60% and 40% rates as identified in the applicable “Description” column?

Response: Yes.

13. Question: Would the government consider revising the percentage splits to 80%/20%?

The time period between actual arrivals/placements and billing for these arrivals/placements is very long; the majority of the costs are incurred upon the initial arrival/placement. The delay in billing and payment impacts the contractor’s cash flow.

13. Response: No.

14. Question: Please clarify the references to 90 days for CLINs 0010, 1010, 2010 & 3010.

Should this be revised to “90-day retention”?

Response: While is should say “90-day retention”, O/A is not applicable to this contract.

15. Question: Please clarify/correct the references to 6 months. The CTS performance indicators and PRH requirements have changed; 6-month follow-up surveys are no longer administered.

Please consider revising the CLINs to only include the initial placement.

Response: The survey is a 2nd quarter survey. The CLINs will not be revised to only include initial placement.

16. Question: The graduates and former enrollees are separately identified for the 6 month placement? Would the government consider combining these CLINs as the current Job Corps performance measures track these services as one combined factor?

Response: No.

17. Question: Please clarify the 10 ACT slots. Does this number represent 10 full time students?

Response: No, ten (10) slots equate to five (5) full-time Students.

18. Please clarify if career transition services are only for graduates and former enrollees separating from the Delaware Valley center and returning to New York and New Jersey.

Response: Yes.

19. Question: Does the center have any video/surveillance camera? If so, how many, where are they located, and where are they monitored?

Response: Yes, there is limited video surveillance on the Center. The Center has a total of 19 cameras and at this time 4 are not operational. The center does not have a central monitoring system. Monitors are located at various points throughout the center.

20. Question: The RFP includes the contract clause about financial management according to the PRH. Currently the PRH does not address financial management of a Firm-Fixed-Price CTS contract.

As the CTS CLINs are fixed price, please confirm the contract will be granted a PRH waiver for budget, expense, vacancy and staff compensation reporting. These changes may also require FMS revisions.

Response: No waivers will be issued.

21. Question: The section describes the requirements for student health services. There is a new statement after the PRH citations, which states: “The contractor shall ensure medical coverage is available between 8 a.m. and 8 p.m. each weekday, and for four hours on each day of the weekend.” If this requirement stands, please confirm this requirement does not require additional hours from those identified in the PRH, which outlines specific numbers of hours per week, based on OBS.

Response: Correct.

22. Question: The Technical Performance Incentive Fee section describes the potential for contractors to earn a “technical performance excellence bonus” in addition to the regular technical performance fee.

(1) The Center Operations fee chart does not include a section for the calculation of this Performance Excellence Bonus. Please provide the applicable percentage and clarify whether the form will be revised.

(2) Please confirm the incentive fees are not applicable to CTS, as they are firm fixed price CLINs.

Response: (1) Reference Section G.3.1.

(2) Incentive fees are not applicable to CTS.

23. Question: According to the instructions, contractors can only invoice the average cost incentive fee of 2%, and no technical incentive fee until the reconciliations are complete and the contract is modified. This fee rate of 2% appears unreasonably low as fee does not equate to profit.

Contractors are obligated to use fees to also provide for other costs that are not allowable to the contracts, according to the FAR, but necessary to maintain business operations.

In addition, previously there was a cost-incentive fee with a minimum (fixed) fee (3.0%) unless the contractor was 10% above target costs, at which point all cost-incentive fee was forfeited. As currently stated, there does not appear to be any minimum cost incentive fee? Is that correct? Or is the 2% the minimum (fixed) fee assuming the contractor does not exceed 10% of target costs? Can the government clarify the fee structures and/or if there are missing tables as noted above.

The language in this section is not consistent about the amount contractors are permitted to invoice for the cost incentive. The last statement reads: “On its invoice, the contractor would invoice the total minimum cost incentive fee in equal increments.” Earlier in this section it references billing the “average” fee instead of the “minimum” fee. Please confirm the reference should be changed to “average”.

Response: G.3.2 has been updated to change “minimum” to “average.”

24. Question: G.3.2. This section states: “Upon completion of the contract year, the Contracting Officer will determine the amount of cost incentive fee earned by the contractor, using the cost incentive fee calculation identified in the table above.”

(1) Please describe how the contracting officer will determine the amount?

What determines the adjustments up or down from the average cost incentive fee?

Response: Reference G.3.2

25. Question: The cost incentive fee section seems to have omitted some critical information.

FAR 16.405-1, Cost-plus-incentive-fee contracts, states: “This contract type specifies a target cost, a target fee, minimum and maximum fees, and a fee adjustment formula.”

(1) What are the adjustment formula, factors and percentages?

(2) Will the form be revised or another form included outlining the target costs by year for center operations?

(3) Is the Average Cost Incentive Fee the Target Cost Fee, which equates to meeting the Target Cost or meeting the budget?

Response: (1) Please refer back to the clauses G.3.1 and G.3.2.

(2) Please see the first column in the table in G.3.1, “Contract Year.”

(3) The average cost incentive fee is 2%. The Average Cost Incentive Fee is the

Target Cost Fee.

26. Question: In regards to Billing for CTS –

(1) Please confirm section (h) does not apply to this RFP as section (i) describes the CTS billing.

Response: Both sections (h) and (i) are applicable to CTS as CTS is firm-fixed price.

(2) Please identify the specific documentation from CITRIX for the invoice. (referenced in #1 & 2) Response: See Section G.5 (i) 3) and 4). In addition PRH provides invoicing guidelines.

(3) Confirm #2 should be revised to “90 Day Retention” instead of Arrivals.

Response: Arrivals are not applicable to this procurement.

(4) The current Job Corps performance reports combine Graduate Placements and Former Enrollees (referenced as #3 & #4). Will these be combined for billing purposes?

Response: No the CLINS will not be combined.

(5) What length of time periods should be included in the reports?

Response: Time period would need to be at least 6 months for CLINS 12 and 14 and respective CLINS.

(6) In order to properly reconcile the arrivals and placements for COR acceptance and billing purposes, electronic tracking will be necessary for these acceptance verifications and billings.

Will the Job Corps systems be revised to accommodate this change?

Response: The Job Corps Program does not currently have a system in place to accommodate electronic invoicing.

(7) Item #5 references a 6-Month Survey (Final Graduate). This section is not relevant as Job Corps has changed the performance measures and eliminated the 6-month survey.

Response: The “Six Month Survey” has been replaced with the “Second Quarter Survey”.

27. Question: The SY Cost chart combines the two base years. Is this correct? Typically each contract year is identified separately.

Response: SY costs are calculated each year, not combined years. The table in G.7 has been revised see revised RFP.

28. Question: The table indicates 30 days to fill vacancies for the positions identified, while the text indicates damages will not be assessed within the first 21 days. Please clarify the discrepancy.

Response: G.12 has been revised.

29. Question: Would the government reconsider the 30-day requirement to fill vacancies for the Center Director, Senior Residential Counselor, Security Personnel and the Academic Supervisor? It typically takes longer than 30 days to post and advertise a vacancy; obtain and assess resumes and potential applicants; interview for the position; vet senior candidates with the Region (including interviewing for CD candidates); and then to provide the selected candidate time to give appropriate notice to their current employer.

Response: See revised G.12.

30. Question: Liquidated Damages – Staffing

We request the liquidated damages clauses pertaining to staff vacancies be re-considered. According to FAR 11.501(b): “Liquidated damages are not punitive and are not negative performance incentives (see 16.402-2). Liquidated damages are used to compensate the Government for probable damages.

Therefore, the liquidated damages rate must be a reasonable forecast of just compensation for the harm that is caused by late delivery or untimely performance of the particular contract.” As the RFP identifies the Center Operations CLINs as cost reimbursable, not fixed price, the Government does not incur any damage/cost as a result of vacant positions. The Government is charged only for actual costs incurred by filled positions.

Response: Reference revised G.12.

31. Question: (1) The RFP states that the contractor agrees to have a maximum vacancy rating not exceeding 4%. Is there a financial or liquidated damages assessment for exceeding the 4%? If so, what is the assessment calculation?

Response: Reference revised G.12.

(2) In the 4% maximum vacancy limitation, will considerations/adjustments be made for the following:

a. Coverage provided by other positions, substitutes, overtime, etc.

Response: A vacancy that is “covered” by substitutes, other parties, or overtime is still considered a vacancy.

b. Proposed float savings - With the expectation that turnover and vacancies will occur, it has been standard practice to propose float/vacancy savings and reduce the proposed costing accordingly.

Response: 4% is the max-allowable “float rate”

(4) How will the government determine the 21-day vacancy window? How will this be reported to the government?

Response: See H.26 Key Personnel.

(6) Please confirm the liquidated damages will be executed via contract modification by the Government before the contractor is to subtract the amount from a subsequent voucher.

Response: Demand for Payment can be assessed, if appropriate, at any time.

(7) Please confirm Section G.12 is not applicable to the CTS section.

Response: G.12 is applicable to the positions listed in the table within the clause.

32. Question: Will the government re-consider the Surge clause? Changes to contract amounts for revisions in OBS are dependent on the number of students, the trades revised, etc. It is not a simple calculation using SY cost.

Response: The clause remains the same.

33. Question: This section references reimbursement for GSA rental charges. Currently the contractor does not process payments for GSA rental charges instead they are handled by the national office. It appears this section is irrelevant and should be removed.

Response: This is correct.

34. Question: In the invoice section, it describes semi-monthly invoicing, but this section references providing lists to the COR who will have 10 days to review the lists and determine acceptance of valid arrivals and placements. It appears that the contractor first sends the lists to the COR, obtains approval for each accepted arrival/placement, and then submits the invoice with the support for the approved arrivals and placements.

(1) Is it correct that these lists are submitted to the COR separately and prior to the invoicing process? Response: Yes. If so, how often should these lists be submitted to the COR? See FAR clause 52.232-1 Payments, relative to FFP CLINS.

(2) What is the expected format for the lists? Are these the same CITRIX reports as referenced on page 30? Response: Refer to G.5 Invoice Requirements section (i) 3) and 4) in addition to G.15 A. 3 and 4.

(3) What determines the “initial acceptance” and “final acceptance” of placements? Please see relevant clauses in the RFP.

35. Question: These sections include several references to “arrivals.” As these sections pertain to CTS, please confirm the references to “arrivals” should be replaced with “placements.”

Response: G.15, A, 4 has been updated changing arrivals to placements.

36. Question: Please confirm the reference to Attachment J.14 should be corrected to Attachment J.17 for the Davis-Bacon wage determinations.

Response: J-14 is correct and would pertain to an applicable Collective Bargaining Agreement. J-17 is correct and references Davis-bacon wage determinations.

37. Question: Please confirm the PRH Change Notice 16-16, dated June 8, 2017, which requires residential advisors to have degrees is applicable to this procurement. The chart to identify Prevailing Wage/Minimum Required amounts is blank.

Response: The PRH and all change notices are applicable to the subject RFP. In addition H.6 was updated on amendment 00001.

38. Question: Do Residential Counselors, who work shifts when students are sleeping or in class, have to meet the same educational requirements as prime and swing shift Residential Counselors?

In other words, do all Residential Counselors need to meet educational requirements listed in the PRH?

Is the salary the same for all Residential Counselors regardless of the shift worked?

Response: Yes all residential counselors need to meet educational requirements listed in the PRH; the PRH doesn’t differentiate. Salary amounts are the responsibility of the contractor and must adhere to all contract clauses.

39. Question: Please confirm H.30 and H.31 sections do not apply to CTS as these CLINs are Firm-Fixed-Price sections and not under the same FAR restrictions as cost reimbursable-type contracts.

Response: Offerors must make their own interpretations of all the RFP clauses.

40. Question: Section L.1 states: “The Government contemplates the award of a Cost Plus Incentive Fee (CPIF) type contract resulting from this solicitation.” Section F.2 states: “This is a Cost Plus Incentive Fee (CPIF) and Firm Fixed Price Combined contract.” Please clarify.

Response: Section L.1 has been updated.

41. Question: In addition to the hard copies, does the government want 1 flash drive for each “factor” (a total of 5 Flash Drives) or 1 flash drive with all factors included?

Response: See revised Table, Section L.

42. Question: The RFP states “Offerors must tab each specific factor, subfactors and elements…”, Does this mean the government want a physical tab on the starting page for each factor, subfactor and element for a total of 23 tabs on the technical, 8 tabs for staff resources, and 9 tabs for relevant experience? Or is it acceptable to tab the main sections (Technical Approach, Staff Resources, and Relevant Experience) and begin each factor, sub-factor and element with their own heading within the proposal?

43. Question: L.6. H, Proposal Format, I. Organization of Proposal, Page 77

The solicitation states: “Offerors must tab each specific factor, subfactors, and elements…”. Is the Government requesting that the written narrative in response to an element stand alone on a specific page?

44. Question: When multiple subfactors and/or elements appear on the same page, may we list both subfactors and/or elements on the same tab, e.g. "Technical 1A.4-5"?

Responses for Questions 42-44: It is not acceptable to only tab the main sections. The government is not requesting that the written narrative stand alone on a specific page. Offerors may list both subfactors and/or elements on the same tab as indicated above in question 44.

45. Question: Section L.6.I states “DOL will not require evaluators to search other proposal volumes for information, nor will DOL require its evaluators to search other sections within a volume. If information is not placed in the appropriate volume and tab, that section will be deemed “Unacceptable” and may be removed from the competition.”

This section seems to conflict with the Section L.6.H., paragraph 4, which states “Offerors may refer to another section of their proposal, provided that the section that is being referenced is included in the same binder of the proposal. For example, an offeror can refer to an item in its technical approach section in its staff resources section.” Please clarify which of these instructions we are to follow when responding to the RFP sections.

Response: Section L.6.H paragraph 4 has been deleted. Please see revised RFP.

46. Question: The section includes a reference to the National Job Corps Staff Compensation data report. Please clarify if this report is relevant to this procurement.

Response: The National Job Corps Staff Compensation data report is not included in Section J.

47. Question: Attachment J-1. Please confirm this section does not apply to CTS as these CLINs are Firm-Fixed-Price sections.

Response: Offerors must complete Attachment J-1 relative to all criteria required on the form.

48. Question: The Attachment J-1 does not include Section E. Is this correct? Should the following sections be re-lettered?

Response: Section E has been added to J-1.

49. Question: Please provide actual historical cost estimates by utility cost type.

Response: Please see RFP Attachment J-12. No further data is disseminated.

50. Question: Sec. L.7 Factor 5.d p. 84. Please confirm this narrative detail section is not applicable for CTS as these CLINs are Firm-Fixed-Price sections.

Response: Sec. L.7 Factor 5.d is applicable to every cost or price element whether FFP or cost reimbursement.

51. Question: The government notes, “Changes reflected in OBS shall be based on per student price blocks of ten.” Many of the costs in operating a center do not directly change as OBS changes;

therefore, adjusting the contract strictly based on cost per student in blocks of ten is not reflective of what costs will change due to lower/higher OBS. Some costs are fixed regardless of OBS. Will the government consider other methods to adjust the contract other than OBS per student price in blocks of ten?

A few examples reflecting costs that are fixed in nature rather than variable and are not tied in a consistent ratio of OBS are the following:

• Utilities;

• Salaries in Line 15 (Center Director, Finance Director, Property Specialist, Buyers, etc.);

• Facility Maintenance Costs (labor and supplies);

• Security (labor and supplies), which are tied to the layout of the facility, as well as OBS.

Please advise accordingly, as not all costs in operating the center are directly proportional to the OBS.

Response: The language in Section B of the RFP remains the same.

52. Question: It was stated at the bid conference that the proposal must be submitted electronically, in addition to submitting hard copies and USB flash drives. As the RFP does not include the requirement to submit electronically, please provide the email address for submission of the electronic version and the maximum size of the submission.

Response: Electronic submission will be by USB.

53. Question: Are the washers and dryers at the Delaware Valley center government-owned property or are they leased? If they are government owned, are they all operable? If they are leased, how many units are leased?

Response: Some are owned and some are leased. Center equipment is Government supplied and funds are provided on an “as needed” basis.

54. Question: Does the center own a vehicle equipped for driver’s education training?

Response: No, the center does not own a vehicle equipped for driver’s education training.

55. Question: Please confirm DOL is responsible for the lease payments for the land used by the center as an athletic field.

Response: The baseball field is part of the Center property.

56. Question: C. C.3, C.11 High School Equivalency (HSE)/High School Diploma (HSD), Are there any memorandums of understanding (MOU) or cooperative agreements with any entity or entities which result in the award of a high school diploma to students enrolled at the Delaware Valley Job Corps Center? If so, will the Government provide copies of such understandings and/or agreements? In addition, do any such memorandums or agreements result in receipt of financial resources to the Center for the operation of a high school diploma program? I f so, what is the annual amount of financial resources received?

Response: There are MOUs which the Government is not able to release. However, note that these covenants are “no-cost” agreements which the Government does not fund.

57. Question: C.C3, C.13 Career Technical Training, Page 14

As to Advanced Career Training, Sullivan County Community College, Loch Sheldrake, New York, is identified as the provider of such services. Are there any memorandums of understanding (MOU) or cooperative agreements with Sullivan County Community College? If so, will the Government provide copies of such understandings and/or agreements?

Response: While there is an MOU with the college, community colleges in New York State are free to our Students and supplemental costs are covered by PELL grants.

58. Question: C. C.3, C.14 Concurrent Training, Page 14

In the Solicitation, it indicates that concurrent training is applicable to this contract. Are there any memorandums of understanding (MOU) or cooperative agreements with any entity or entities relating to concurrent training? If so, will the Government provide copies of such understandings and/or agreements?

Response: There are MOUs which the Government is not able to release. However, note that these covenants are “no-cost” agreements which the Government does not fund.

59. Question: D. Career Transition Services, Page 15

Under the terms of this contract, how will students be assigned for the provision of Career Transition Services? For those assigned students, what criteria will be used to make such assignment such as center of completion, geographic area, etc.?

In what circumstances, would a Delaware Valley Center graduate or former enrollee be assigned to an entity other than the Delaware Valley Center?

Response: Students are assigned based upon the geographical locations they return to after leaving the Job Corps Center.

60. Question: F. F.4, Place of Performance, Page 23

Given contract requirements include career transition services; are there identified places where the Government expects the contractor to operate?

Response: To the maximum extent possible, CTS operations should be co-located with Workforce Providers. It should also be noted that, pursuant to Section C, D. Career Transition Services, of the RFP, the contractor is responsible for Students returning to the States of New York and New Jersey.

62. Question: L. L.1 52.216-1, Page 71

The reference to “Cost Plus Incentive Fee (CPIF) type contract” appears to be in conflict with the references to “Firm, Fixed-Price” on Pages 4-7. Please clarify

Response: This is a Cost Plus Incentive Fee (CPIF) and Firm Fixed Price Combined Contract.

63. Question: L.7 Proposal Content, Factor 4, Past Performance, Page 82

For an experienced Job Corps contractor, with information in the PPIRS-RC system, what submission requirements exist for this factor?

Response: None. See revised table in Section L.

64. Question: M.7 A. Risk Ratings, Page 95

For the risk ratings of low, moderate and high, is there a description/definition of these ratings?

Response: The risk ratings have been removed.

65. Question: Given DOL’s intent for this resultant contract type to be Cost Reimbursement type for Center Operations and FFP for OA and CTS, is Section G.12, Demand for Payment for Failure to Maintain Staffing Levels, applicable to this RFP since the listed positions will be in the CRB Center Operations part of the contract structure? Please clarify.

Response: Yes G.12 is applicable.

66. Question: The GSA Fleet/Vehicle List was not included as attachment with the RFP. Will DOL be providing the GSA Fleet/Vehicle List in a forthcoming amendment in order that appropriate insurance costs can be estimated?

Response: See J-10.

67. Question: The RFP states that OA is not applicable to this contract. Is it the governments intent that the Outreach portion, specifically “promoting a positive public image of Job Corps for the program” and “relationships with state and local WIOA boards etc.”, be conducted by the center or the OA Contractor? Will there be any Outreach questions added to the RFP in an amendment?

Response: The Center. Additionally, no outreach questions will be added to the RFP via amendment.

68. Question: We are in receipt of Amendment #1 of the Delaware Valley RFP (Solicitation No.

1630J1-17-R-00010) issued on Thursday, September 7 2017. We have the following clarification request:

Amendment 1 included Prevailing Wage/Minimum Required salary information for 10 positions. In some occupations listed, specifically Guidance Counselor, Residential Counselor, Senior Security Officer and Security Guard, the Prevailing Wages cited in the Amendment are significantly higher than occupational data found in both the New York State Department of Labor (www.labor.ny.gov/stats/lswage2.asp) and US Department of Labor’s Bureau of Labor Statistics (www.bls.gov/oes) websites for Sullivan County, New York (Central New York – Non Metropolitan Area).

Please provide the specific website and/or BLS locality based survey data in which offerors shall http://www.labor.ny.gov/stats/lswage2.asp) http://www.bls.gov/oes) utilize to ensure appropriate minimum salaries for positions at the Delaware Valley Center.

Occupations* Category Prevailing

Wage/Minimum Required-amendment 1

Prevailing Wage/Minimum (NY State BLS – Hudson Valley)

Annual 25th percentile wage (US BLS –Central New York nonmetropolitan area

Academic Supervisor $68,112 $65,390 Academic Teacher- Secondary School

$56,760 $70,670 $49,050

Career/Technical Education Teacher, Secondary School

$60,909 $59,190 $57,940

Guidance Counseling Supervisor

$64,104

Senior Guidance Counselor

$58,762

Guidance Counselor $53,420 $37,800 $ 42,980 Senior Residential Counselor

$58,762

Residential Counselor $53,420 $36,190 $36,830 (Child, Family & School Social Worker)

Senior Security Officer

$56,727 $39,870 43,500 (Supervisor of Protective Services)

Security Guard $50,424 $25,220 $23,310

Response: Here is the BLS Link for State wage data estimates:

https://www.bls.gov/oes/current/oessrcst.htm https://www.bls.gov/oes/current/oessrcst.htm