Request_For_Clarification_for_Grafton.pdf

Request for Clarification Grafton Job Corps Center RFP

Solicitation Number: 1630J1-18-R-00009

Item Page # and Reference

Question

1 Page 7

Please verify that the NTE 0012 - 27 Travel and Training as shown on page 7, and all subsequent CLINs (1012, 2012 and 3012) are now considered NTE items and do not require a response from the offeror. Response: Correct, NTE items do not require a response from the offeror

2 Section L

Please verify that a written Past Performance volume is not required from offerors who have the required number of entries in the PPIRS-RC system. Response: Correct, however, offerors are encouraged to submit a listing of present Job Corp Contracts.

3 Page 20

Please indicate who provides the ACT program.

Response: Grafton does not have an established ACT program off-center

4 Page 87

Organization of Proposals states “The oral proposal will be the only submission presented by the offeror that will be evaluated, not including the Business Management Proposal, which will be evaluated separately.” Will past performance of the offeror be evaluated based on information in the PPIRS? Response:

Correct

5 Page 94

Page 94 indicates that the J-3 is required in an excel format, however the J-3 is listed as reserved on the Section J List of Attachments. Does the government require a completed J-3 for this solicitation? Response: Attachment J.3 is reserved and not a part of this solicitation

6 Page 96

Page 96 indicates that offerors should submit a completed J-3 in an excel format with their response in section C and section D indicates that offerors should provide a detail narrative of all cost on the J-3 (2110). Are offerors required to provide a detail narrative or will the J-1 suffice? Response: Attachment J.3 is reserved and not a part of this solicitation. An updated J.1 is provided in this amendment and offerors must complete and submit.

Could the Government please provide a current list of the government vehicles? A list of GSA vehicles was provided in Attachment J.10.

Question

Section B.2 (bottom of Page 3, top of Page 4)

The CLIN Numbers listed for Outreach and Admissions and Career Transition Services do not match those used in Attachment J-1 pricing template or those used in the tables beginning on Page 5.

Will the government please confirm the correct CLIN #'s.

Response: The CLIN #s are correct. Please utilize the updated Attachment J.1 which is a part of this amendment.

9 Section B.1, page 3

This section states in part: "The Contractor shall provide Post- Center Career Transition Services annually for 298 youth returning to the state(s) of VT, NH, ME, CT, MA and RI: 199 graduates, and 83 former enrollees."

As 199 graduates plus 83 former enrollees is 282 total (which differs from the 298 total stated), will the government clarify the annual number of graduates and former enrollees for which Career Transition Services will be provided?

Response: The correct total is 199 Graduates and 83 Former Enrollees for a total of 282.

Section B.2, page 4, paragraph 6; J-1 Price Template

This paragraph begins with "Cost Reimbursable Not-to-Exceed (NTE) overall CLIN amount will be provided by the Government and will not be considered as part of the Offeror’s total evaluated cost." Attachment J-1 Price Template includes a worksheet titled "CR NTE" which contains CLIN 0003 for Center Operations Lines 07, 12, 19, 21, 23, 26.

Will the government clarify whether the offeror is to propose prices for these CLIN xxx3 SubCLINs, or whether the government will be providing the amounts? If the government is providing the amounts, will this occur prior to proposal submission? Response: An updated attachment J.1 will be provided in this amendment. The offeror must propose for all items listed in the revised attachment J.1.

Section B.2 (top of

Page 7)

CLIN 0012 and its options include the description "27 Travel and Training". This CLIN is grouped with CLINs for capital line items CRA, Equipment, and CTST.

Will the government explain how this CLIN will be used to support Travel and Training for Center Operations? Will the government confirm that the offeror is not to provide a price for the CLIN? Response: CLIN 0012 is a NTE Item and does not require a response from the offeror.

Question

Section C.3.C.135, page

The Sub-TOTAL Career Technical Training Slots is shown as 8, and TOTAL is shown as 228. However, based on the number of training slots shown in the table, the total Off-Center adds up 16 and TOTAL add up to 236.

Will the government clarify the number of Off-Center training slots for each CTT offering? Response: Grafton has 8 Off-Center ACT slots and 220 on-center training slots for a total of 228 training slots.

Attachment J-12, Utilities

Actual Utility Consumption

Will actual utility consumption information be provided in addition to the cost summary page? Attachment J-12 has been provided. No other information will be provided.

Attachment J-9, Facility

Survey and Site Map

Will the government confirm that the current status, use, and condition of the buildings and structures is the same as shown in the 2016 Facility Survey, or indicate any changes? Response:

There are no known changes to the 2016 Facility Survey.

Section L.7, FACTOR

5.a.1), page 94

This section indicates that the offerors proposal shall include "A completed Standard Form 33, Solicitation, Offer and Award and B.3 Pricing Schedule." There is no Section B.3 in the RFP.

Will the government clarify what is required for "B.3 Pricing Schedule" in the Business Management Data section of the Business Management Proposal? Response: The B.2 Pricing Schedule shall be submitted in the Business Management Proposal.

Section L.7, FACTOR 5.c, page 96, first paragraph; Attachment J-1

This paragragh begins "Offeror shall include completed Attachments J-1, J-3 and B.2 Cost/Pricing Schedule."

Attachment J-3 has not been included with the RFP (shown as "RESERVED" in Section J), and the tables included in Section B.2 seem to match the "Pricing Summary" worksheet in Attachment J-1 Price Template.

Will the inclusion of completed Attachment J-1 be sufficient to satisfy this requirement? Response: The offeror shall provide Attachment J.1 and B.2 Cost/Pricing Schedule.

Section M.2.5, Business Management Proposal Evaluation, The 2nd paragraph in this section states “In accordance with FAR 15.404-1(d), as a part of its cost analysis, the Government will perform a Cost Realism Analysis (CRA) on specific and significant cost categories proposed on the Form 2110 by the

Question

Cost/Price Analysis, Offeror to determine a Probable Cost (PC) of performing the contract using the offeror’s proposed approach. The PC may differ from the proposed cost and shall be used for purposes of the evaluation to determine the “Best Value” proposal.” FAR 15.404-1(d)(3) reads “Cost realism analyses may also be used on competitive fixed-price incentive contracts or, in exceptional cases, on other competitive fixed-price-type contracts when new requirements may not be fully understood by competing offerors, there are quality concerns, or past experience indicates that contractors’ proposed costs have resulted in quality or service shortfalls. Results of the analysis may be used in performance risk assessments and responsibility determinations. However, proposals shall be evaluated using the criteria in the solicitation, and the offered prices shall not be adjusted as a result of the analysis.”

As the contract type is Firm Fixed Price with the exception of the CR CLINs, will the government clarify whether a Probable Cost (PC) will be used, and if so for which CLINs? Response: The government will use price analysis for all fixed price items. The information is being collected for historical data and will not be included in the price analysis.

Attachment J-1 (Pricing

Detail Template)

Refer to the Price Detail Template (Attachment J-1), and specifically to the "Overall Contract Value Table" tab. For cells J13 through J17 under the column heading "Overall Technical Performance Incentive Fee" , the formulas are calculating the totals of Columns D through H for each row, which includes "Overall Personnel Expense", "Overall Other Exp", "Overall Outreach and Admin Exp", "Overall Career Transition Services Exp", and "Overall Surge CLIN (Only exercised if change in

OBS)".

Should this Column be linked to the "DFP & Incentive Fees" worksheet, instead? Is the offeror permitted to adjust the formulas in this worksheet so that the "Overall Contract Value" matches the totals in the "Pricing Summary" worksheet?

Response: Please utilize the revised Attachment J.1 which is a part of this amendment.

19 Attachment J-1 (Pricing Detail Template)

Refer to the Price Detail Template (Attachment J-1), and specifically to tab for Position by Title and Holidays, which breaks out Labor Categories by Managers, Instructors, and Staff Support. Some Position Titles appear to be in the wrong

Question category. For example, "Driver" and "Cook Helper (Assistant) are listed under "Instructors" and not anywhere else.

Will the government confirm that the offeror may modify this worksheet as needed to conform with the J-4 Staffing Chart?

Response: Please utilize the revised Attachment J.1 which is a part of this amendment.

20 Attachment J-1

In reference to the J-1 O&A Tab CLINs 0010, 1010, 2010, 2010, 3010

Are offers allowed to propose a different quantity than on CLINS 0009, 1009, 2009, 3009? Response: Please utilize the revised Attachment J.1 which is a part of this amendment.

RFP page 86 – Proposal

Format

Past Performance is omitted from table

Please confirm 20 page limit, 4 hard copies, one electronic version (PDF Format) for Factor 2, Past Performance

Response: See answer No. 2

22 RFP Page 87 – Binding

The Technical Approach, Staff Resources, Relevant Experience, and Oral Presentation narrative sections shall be bound separately.

Please confirm that each proposal Factor, plus the Oral Presentation narrative 6 binders, 4 hard copies each, thus 24 total binders are to be submitted. Response: Please see page 85 of the RFP for proposal format prior to submission.

RFP Page 86 – Proposal

Format

Requirement for electronic (PDF) files.

Does the government require 1 USB for each proposal factor plus 1 with the Oral Presentation Narrative (6 total USB’s)?

Response: The government does not require a USB for each proposal factor. Correct. One USB submission is acceptable.

RFP Page 22 – Career

Technical Training Offerings

Advanced Human Services CTT has been closed at most, if not all Job Corps Centers as of July 1. Please confirm the CTT offerings at Grafton Job Corps Center. Response: Currently the Advanced Human Service program is available at the Grafton

JCC.

RFP – pages 7 Period of

Performance Option Period I

Begin and End dates – Option I Please confirm that the charts for Option Period I, II, and III are incorrect. For example, Option Period I should begin January 1, 2021 (not 2020), and so on for Period II and Period III.

Question

Response: The charts are incorrect. The correct dates are as follows:

Option Period One January 1, 2021 to December 31, 2021 Option Period Two January 1, 2022 to December 31, 2022 Option Period Three January 1, 2023 to December 31, 2023

26 Page 21

Relative to the slot breakdown on page 21, where it indicates 8 Off-Center training slots for Security and Protected Services.

It appears to be an error, Is it an error? Response: Correct – this was an error

27 Section J.9

J9 links are unavailable how soon will they be active and working?

Response: Attachment J.9 is being re-submitted with this amendment.

28 Page 96, Section D, Paragraph 1 -

It indicates that a narrative justification for each line item of the ETA 2110, Attachment J.3 is required. There is no "Attachment J.3." Please clarify. Response: Attachment J.3 is not a part of this solicitation.

29 Page 96, Section D, Paragraph 6

It indicates to include "a breakdown for travel costs". Travel is listed as a "NTE in Schedule B" and the amount will be provided by the government Please clarify. Response: Travel is a NTE Item and will be provided by the government. A breakdown of travel costs is not required.

30 Attachment J-1

Many of the formulas in the Excel spreadsheet calculates incorrectly and soes not always flow to other section of the spreadsheet. Is the contractor expected to make those corrections? Response: Please utilize the revised Attachment J.1 which is a part of this amendment.

31 Page 43 - H6.C -

Are the prevailing wages listed loaded or unloaded minimums?

The wages listed are not fully burdened.

32 RFP Pages 7, 9, 11, 13 CLINs

Question

The beginning years dates are incorrect beginning with the option years. Should the contractor make the corrections?

Response: See answer No. 25

33 Page 96, Section D

It indicates that a narrative cost detail for Center, OA and CTS.

Are cost details required for OA and CTS since it will be a firm fixed price contract? Please clarify. Response: A revised Attachment J.1 is being included in this amendment. All pricing requirements are listed in the revised Attachment J.1.

34 Section L

In the proposal format chart there is no Past Performance listed as a requirement, yet in the following Organization of Proposals write up it does appear as Factor 2. Do we create a Past Performance file or not?

Response: See answer No. 2

35 Page 85

On page 85 the RFP states “The Technical Approach, Staff Resources, Relevant Experience, and Oral Presentation narrative sections shall be bound separately; the Business Management Proposal section shall also be separately bound. All proposal sections shall be submitted in accordance with the specifications listed above."

Questions/Issues… o Does "shall be bound separately” mean that the Technical Approach, Staff Resources, Relevant Experience and Oral Narrative be bound as a group in one document or that each individual component should be bound separately in its own binding? I can read it either way. Each individual component should be bound separately.

o On page 84 the RFP states that "The offeror shall also provide and an electronic copy of the final presentation slides along with a written narrative that reflects the oral presentation." Is the electronic copy referred to here the PDF of the slide presentation (as requested on page 85) or a separate request for a PowerPoint file of the actual slide presentation? The offeror should provide a PDF version of their slides.

36 Page 85 The chart on page 85 does not include any instruction on how/where to package slides; the first sentence (highlighted in

Question yellow above) does not mention “slides”, only "narrative sections"

The slides and narrative should be in their own separate binders.

37 Section L

The RFP only allows for 10 slides for the Staff Resources. Does the "excluded sections" for the Staff Resources narrative (i.e.:

staffing charts, résumés, staff schedules, and position descriptions) apply to the slides as well as the narrative text? There is no way we can include the detailed info they request in the SR slides unless we 1) can link the PowerPoint content to Word pages or 2) add additional slides that are not included in the slide count. The narrative text is not included in the slide count.

38 Section J

The government has not supplied a complete property listing. All that was included was a list of vehicles. Could a complete property list please be provided? A Response: An updated master property listing (Attachment 10) is attached to this amendment.

39 Page 3, B.1

Page 3, B.1: indicates a CTS scope of 298 youth, consisting of 199 graduates and 83 former enrollees. 199 + 83 = 282. Please confirm the CTS totals 282 graduates and former enrollees.

Response: The correct total is 199 Graduates and 83 Former Enrollees for a total of 282.

40 Page 3 B.2

Page 3 B.2 Pricing Schedule: The schedule contains highlighted narrative/text at the bottom of page 3 and top of page 4 that provide instruction on splitting the total price across each pair of CLINs. These CLINs are inconsistent with the J-1 attachment’s Pricing Summary. Please confirm that offerors should utilize the following CLINS:

CLIN 0005 = OA, Initial Arrival (60%)

CLIN 0006 = OA, 90 Days (40%)

CLIN 0007 = CTS, Graduates, Initial (60%)

CLIN 0008 = CTS, Graduates, Second Quarter (40%)

CLIN 0009 = CTS, FE, Initial (60%)

CLIN 0010 = CTS, FE, Second Quarter (40%)

Question

Response: A revised Attachment J.1 is included in this amendment. Offeror’s shall utilize the CLINS as described below:

When proposing pricing for FFP CLINs 0005 and 0006, Outreach and Admissions, the Contractor shall use 60% of the total price of placement for the initial placement and 40% after the completion of the first 90 days of enrollment.

When proposing pricing for FFP CLINs 0007 and 0008, Career Transition Services the Contractor shall use 60% of the total price of placement for the initial graduate placement and 40% for initial former enrollees.

When proposing pricing for FFP CLINs 0009 and 0010, Long Term Career Transition Services the Contractor shall use 60% of the total price of for Quarter 2 final graduates and former enrollees and 40% for Quarter 4 final graduates and former enrollees.

41 G.3.1

Please confirm Technical Performance Incentive Fee is applicable to cost reimbursable Center Operations. Response:

The Technical Performance Incentive Fee is not applicable to cost reimbursable Center Operations.

42 J-1 Attachment:

The J-1 Attachment provides for a 0% - 4% Cost Incentive Fee.

Please confirm Cost Incentive Fee is applicable to the cost reimbursable CLINs in Center Operations. Response: The cost incentive fee is not applicable to this solicitation.

43 J-1 Attachment:

The attachment J-1 requires we submit a Surge Option CLIN figure. This cannot be calculated at time of submission, since the CR-NTE amounts are not provided prior to submission.

There are no tabs within the J-1 to provide estimated costs for the CR-NTE identified CLINs. Please provide the CR-NTE amounts so Surge Option pricing may be completed. Response:

The NTE amounts are listed below:

44 J-1 Attachment: The Pricing Schedule in Section B.2 is not the same as the Pricing Summary in the J1 Excel file attachment. Please correct

Question the J1 Attachment so that this form will become part of the resulting contract. Response: Please utilize the revised Attachment J.1 which is a part of this amendment.

45 J-1 Attachment:

There are many formula and linking issues with the Attachment J-1 Pricing Schedule which does not allow the calculation of a correct price. Please provide a corrected J-1 workbook or allow offerors to revise the formula and linking errors to correct the calculations. Response: Please utilize the revised Attachment J.1 which is a part of this amendment.

46 J-1 Attachment:

If individual offerors are expected to revise the formulas to correct the calculations, how will the government ensure the accuracy and consistency of the proposals for evaluation purposes? Response: Please utilize the revised Attachment J.1 which is a part of this amendment.

J-1 Attachment: This attachment is critical to an accurate cost proposal submission. The time between clarification questions submitted and responses from the Government does not leave offerors sufficient time to complete prior to the RFP deadline.

We respectfully request an extension of 10 business days from the receipt of a revised J-1 Attachment in order to accurately complete the J-1 and comply with document production (printing/binding, shipping) requirements. Response: An amendment was issued extending the due date for receipt of proposals from Friday, August 17, 2018 to Monday, August 27, 2018. Please utilize the revised Attachment J.1 which is a part of this amendment.

Page 38, G.8:

The demand for payment for failure to comply with regulations for separating students/issuing leaves has historically been calculated by the Government at 15% per student day cost.

What is the justification for the increase from 15-20%?

Response: The government has the right to access damages as it deems appropriate.

Page 39, G.9:

The demand for payment for ineligible enrollment has historically been calculated by the Government at 15% per student day cost. What is the justification for the increase from 15-20%? Response: The government has the right to access damages as it deems appropriate.

Question

Page 39, G.12:

Please confirm that the staff vacancy damages are only assessed for the 4 key positions specified in the RFP.

Confirmed.

Page 39, G.12:

Please confirm that in order to maintain critical staff coverage, student safety and contract management, contractors may utilize Center based substitute, on-call, and acting staff plus acting Corporate management to cover vacancies without damages being assessed. Response: The government has the right to access damages as it deems appropriate.

Page 40, G.15 Page 40, G.15: Please confirm compensation is limited to a rate not to exceed Executive Level 1 pay. Confirmed.

Page 43, H.6.C:

The H6C table identifies 10 positions requiring prevailing wage/minimums. The USDOL BLS survey data cited is the average “mean” or midpoints for position titles. May offerors utilize this data to develop, minimum, and maximum salary ranges using the “mean” salaries cited? No. The salaries cited in H6C represent the minimum salary that must be paid for those positions.

54 Page 87

Organization of Proposals: Please confirm that it is acceptable to tab the Factors (Technical Approach, Staff Resources & Relevant Experience) and Subfactors, but not include separate tabs for Elements, as long as the page number of Elements is included in a Table of Contents and clearly identified within the text. This is acceptable.

55 Page 87

Organization of Proposals: Please confirm that the Orals Narrative should be bound with the Orals Presentation Slides in a separate binder. These should be bound in different binders.

56 Page 91 Page 91, Factor 2: Please confirm that offerors can submit a 20 page Past Performance written narrative. Response: Please see answer No. 2.

57 Page 92 Page 92, Subfactor 3F: Are incumbent operators required to submit a Phase-In Plan? Response: No.

58 Page 95

Page 95, L.d: The J-1 attachment details by positions total personnel costs by cost category. Please confirm a Total Compensation Plan is no longer required. Response: A total compensation plan is no longer required.

59 Page 96

Page 96, L.d: The RFP states the majority of Center Operations and all of the OA and CTS contract is firm, fixed price. The J-1 provides tabs for cost summaries by cost category. Please confirm a narrative cost detail is no longer required for FFP

Question activity. Response: The revised Attachment J.1 contains all required cost elements.

Page 96, L.d: The RFP states the majority of Center Operations and all of the OA and CTS contract is firm, fixed price. Please confirm Attachment J-3 is no longer required. Response:

Attachment J.3 is not required.