1630J4-18-R-00002_-__Amendment_0003_-_Milwaukee_Q&A.pdf

Solicitation Number: 1630J4-18-R-00002

MILWAUKEE QUESTIONS & ANSWERS

1. Reference B.2. Pricing Schedule Discussion Question/Comment Page 7 of RFP, should all the Quantities shown for OA and CTS CLINs be doubled since this section of the Pricing Schedule applies to the two

(2) base year, 24 month period?

Government Response Correct

2. Reference B.2, Page 7: Section B.2 Discussion Question/Comment RFP indicates that Graduate Placements will result in payment up to 3 times:

- CLIN 0007 for “Initial Graduate Placement”

- CLIN 0009 for “Q2 Long Term Career Transition

Services (final graduates

- and former enrollees)”

- CLIN 0010 for “Q4 Long Term Career

Transition Services (final graduates

- and former enrollees)”

Please confirm it is the government’s intention to pay contractors 3 times for providing graduate services.

Government Response Correct

3. Reference Section C, Page 24 Discussion Question/Comment According to the US Department of Labor’s website, the

Protecting Our Workers and Ensuring Reemployment (POWER) Initiative ended in FY2014. What are the compliance expectations for this provision?

Government Response This provision is not included in the RFP requirement.

4. Reference G.7, Page 38 Discussion Question/Comment Please confirm that exercise of surge option CLINs to change OBS in blocks of 10 applies for increases and decreases of OBS.

Government Response Correct

5. Reference G.7, Page 38 Discussion Question/Comment Please confirm that if the Surge CLIN were exercised and

OBS met the 300 OBS threshold that in accordance with the PRH, supplemental funding (in excess of the CLIN’s price) would be provided to meet PRH directed wellness requirements and other similar cost items.

Government Response Correct

6. Reference G.12, Page 39

Question/Comment Due to the unknown vacancy gap between the incumbent’s organization versus proposed staffing, will the Government authorize a grace period of 180 days for G.12 Liquidated Damages for Failure to Maintain Staffing Levels?

Government Response No the government will not authorize a 180-day grace period.

7. Reference G.12, Page 39 Discussion Question/Comment 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.

Government Response Correct

8. Reference G.12, Page 39 Discussion Question/Comment Please confirm that penalties will be applied as a daily rate for the number of days the vacancy exceeds the threshold.

Government Response Correct

10. Reference G.15 A, P.40-41 Discussion Question/Comment The instructions under the Payment section on these pages contradict the billing stages as presented on the Pricing Summary on pages 4-5 and in Attachment J-1.

Please clarify.

Government Response See amendment 0002

11. Reference H.6 C., P.43 Discussion Question/Comment Page 43 – Table 1 references our research of BLS salary data compared to the prevailing wage/minimum required salary presented in H.6 of the RFQ. The BLS website from which our research data was obtained includes a mean wage and in some cases a median wage for the local area and occupation title selected. It does not however provide a localized statistic representative of a minimum/prevailing wage. The most relevant statistic pertaining to a prevailing wage offered from the BLS research source is the national 10th percentile wage amount for an occupation title. This amount factored by the Geographic Differentials in Cost of Labor for the Milwaukee Job Corps Center, provided by the Department of Labor, would presumably be the most reasonable approximation of a prevailing wage.

Furthermore the BLS website did not provide a close match in occupation title for the following positions:

Senior Counselor Senior Residential Counselor Senior Security Officer Due to these discrepancies found in our research, please identify the BLS data the Government used to support these newly-developed prevailing wage rates set forth in H.6.

Also, in light of what we have presented in this question and table below, would the government consider removing the amounts in the Prevailing Wage/Minimum Required column of the table in section H.6.C. and allowing offerors to demonstrate how they are taking into account BLS data in their own analysis of proposed salaries for the positions identified in the table?

Government Response

12. Reference Page 4, Section B.1, Page 22, Section C.3.D & Page 31, Section F.5

Discussion Question/Comment 1. The OA and CTS goals appear high for only the Milwaukee and Blackwell centers. Based on the centers’ contracted OBS levels, the number of arrivals and placements listed will not be generated. Based on the firm-fixed-price (FFP) contract structure, the arrival and placement quantities need to be reasonable.

2. Is this contract the only provider for arrivals to the Milwaukee and Blackwell centers?

3. The CTS numbers on page 22 appear overstated for this procurement and they are identical to another recent procurement. The total placements are expected to be approximately 475. Please revise/correct.

4. The monthly arrival table in F.5 does not total correctly.

The arrivals are expected to be closer to 600. Please revise/correct.

Government Response The goals shall remain the same as stated on RFP. This is correct an amendment will be issued.

13. Reference Page 4, Section B.2 Discussion Question/Comment Will the contractor receive payments for arrivals or placements exceeding the goals?

Government Response Correct Question/Comment Reference Pages 6-13, Section B.2

18. Discussion Question/Comment Please confirm the CR CLINs 0002, 1002, 2002 and 3002 will be expected to be managed on the overall cost total by Parent CLINs, instead of by SubCLINs. The contract may require adjustments amongst the SubCLIN lines in option year budgets based on actual experience.

Government Response Potential adjustments require regional approval.

20. Reference Page 16, Section C.1.D, Page 24, Section C.3.E.7 & Page 31, Section F.5

Discussion Question/Comment Based on the new requirements of the RFP, various sections of the PRH are not relevant and/or require revision.

1. The PRH is referenced in the RFP as the requirement to follow including complying with all updates and amendments.

The requirements would then need to be held constant based on time of proposal/award. Otherwise, as the program lines are fixed price (Lines 01, 02, 03 and 04 – Academic and CTT), contractors will be forced to submit Requests for Equitable Adjustments (REA) regularly as the proposed/fixed contract prices will be based on the most current PRH requirements.

The Job Corps’ annual revisions to the performance measures also have cost implications that will impact the fixed price lines. For example, the Office of Job Corps annually adjusts the performance measures and weights, which may shift the contractor’s focus and cause changes in the costs of the Fixed Price lines.

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

3. Section F.5 cites Exhibit 5-2, which requires a lot of financial reporting for cost-reimbursable contracts. Please confirm the financial requirements are only applicable for the cost-reimbursable CLINs.

Government Response The contract shall be controlling and take precedence over conflicting provisions in the PRH.

21. Reference Page 21, Section C.3.13 Discussion Question/Comment Please clarify/correct the CTT trades.

1. The CTT trade listing in the RFP matches the current contract’s listing in the CTT-10 report. Based on the increase in OBS slots, it seems reasonable to have an additional trade added. Please clarify if the trades are correct.

2. Does the ACT slot number of 10 represent full-time slots or part-time slots?

Government Response The Offeror can propose the addition of CTT slots.

23. Reference Page 30, Section F.4 Discussion Question/Comment The place of performance is identified as the Job Corps center address. As this requirement includes OA/CTS services, please confirm the offeror is allowed to select different locations for performing the OA and CTS services.

Government Response Correct

24. Reference Page 38, Section G.8 Discussion Question/Comment This section has conflicting information. It appears the statement “Actual Student Year Cost and Per Day Cost at Time of Audit” should be revised to align with the table titled “Student Per Year Cost and Per Day Cost.” Please revise/correct.

Government Response Calculations will be made based on “Actual student per year cost” and “per day cost” at time of audit.

25. Reference I.5, P. 64-65 Discussion Question/Comment Pages 64-65 - The inclusion of this clause would indicate that the contract type is a Fixed-Price contract with economic adjustment as defined by FAR 16.203.

However this contract has been referred to throughout the RFP as FFP and CR NTE combination. Please consider removing this clause

Government Response

26. Reference L.8, P.105 Discussion Question/Comment Page 105 – Under Factor 5, paragraph c. Pricing

Schedule and Cost Detail, it mentions that offerors should propose cost incentive fee at 2.0%. This is the only mention of cost incentive fee in the RFP. Only Technical Performance Incentive Fee is mentioned in section G.3 on page 33. Please add language in section G to account for and explain the cost incentive fee.

Government Response

27. Reference Page 34, Section G.3 Discussion Question/Comment The cost incentive fee section excludes FAR-required 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. The RFP/contract must clearly identify the terms for fee adjustment. Please confirm the following for compliance with the FAR:

a. The total of the Cost Reimbursable CLINS 0003 and G&A and similarly in option years, are the “Target Cost”;

b. Average Cost Incentive Fee represents “Target Fee” at 2%;

c. The Fee Adjustment Formula is 50% government and 50% contractor for over runs and under runs, consistent with other Job Corps contracts.

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

3. Please confirm contractors are allowed to invoice the Average Cost Incentive Fees throughout the contract years.

Section G.3 does not address invoicing Cost Incentive Fees.

Please revise the language accordingly.

Government Response 1a, 1b, & 1c: This a Firm Fixed Price contract with Cost Reimbursement Not-To-Exceed CLINs that are: 0003, 1003, 2003, 3003 and its corresponding SubClins.

2. The contractor’s performance and the amount of technical performance incentive fee earned shall be determined annually after the close of the contract year.

31. Reference G.12, Page 39 Discussion Question/Comment Please confirm that damages are only assessed for the 4 key positions specified after the vacancy rate exceeds 4%.

Government Response Confirm

32. Reference L.7, Page 95 Discussion Question/Comment Should the Oral Presentation be bound in a separate volume?

Government Response Exclude

33. Reference L.7, Page 96 Discussion Question/Comment Organization of Proposals, Is it 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?

Government Response Yes Reference Section L, Factor 5, C, Page 105

Question/Comment The RFP stipulates the budgeted technical performance fee as 1.2% and the cost incentive fee is 2.0%. Please clarify where the cost incentive fee is to be proposed in the J-1 attachment.

Government Response See the revised Attachment J-1 Reference Section L, Factor 5, E, Page 106 Discussion Question/Comment The RFP states earned, but unpaid leave is an allowable cost. Please verify that the Government will pay Contractors earned, but unpaid leave as part of transition out costs or whether Contractors should bill this cost as it is accrued.

Government Response PTO is not paid.

Reference Section L, Factor 5, E, Page 106 Discussion Question/Comment The RFP states the allowable cost for transition out will be limited to earned but unpaid leave, and any other costs determined to be reasonable, allowable and allocable by the Contracting Officer. Please confirm that Severance costs, travel, hotel lodging and per diem for corporate transition team members, document destruction, archiving, etc. are allowable costs for this contract

Government Response PTO is not paid. Severance costs is not paid all others are on a case-by-case bases.

34. Reference M.2, A, 2, Page 109 Discussion Question/Comment The RFP requires an Orals Presentation, 85-page written

Technical Approach, and a 20-page written Narrative Orals Presentation. Will all 3 components be evaluated as part of the Technical Approach? How will all 3 Technical Approach components (Written, Orals, Orals Narrative) be taken into consideration in the award of the contract

Government Response The written narrative and oral presentation will be the bases for non-cost evaluation factors.

35. Reference G.15 A, P.40-41 Discussion Question/Comment Pages 40-41 – The instructions under the Payment section on these pages contradict the billing stages as presented on the Pricing Summary on pages 4-5 and in Attachment J-1. Please clarify.

Government Response See the revised Attachment J-1

36. Reference B.2, P.5

Question/Comment Page 5 – Under B.2 it says “The Contractor shall propose the overall G&A, Profit/Fee amounts applicable to the Cost Reimbursement Not-to-Exceed CLINs.” However, two paragraphs below it says that the Cost Reimbursable CLIN amount will be provided by the government. Since offerors will not know the CLIN amount until award, is it correct to assume that we should propose the G&A and Profit percentage that will be applied to the Cost Reimbursement CLIN rather than the dollar amount?

Government Response Yes, this is a correct assumption.

37. Reference L.8, P.105 Discussion Question/Comment Page 105 – Under Factor 5, paragraph c. Pricing

Schedule and Cost Detail, it mentions that offerors should propose cost incentive fee at 2.0%. This is the only mention of cost incentive fee in the RFP.

Only Technical Performance Incentive Fee is mentioned in section G.3 on page 33. Please add language in section G to account for and explain the cost incentive fee

Government Response

38. Reference Page 4, Section B.2 Discussion Question/Comment Please clarify the second paragraph that states: “FFP CLINs

0002, 1002, 2002 and 3002 in the Pricing Schedule shall be based on fully burdened hourly rates.”

The referenced CLINs are not consistently used for cost categories related to “hourly rates.” For example, CLIN 0002 includes SubCLINs such as academic supplies, clothing, dorm supplies, etc.

Government Response Yes, these items are considered fixed price items that make up the overall Center Operations price.

39. Reference Page 5, Section B.2 Discussion Question/Comment Please clarify the meaning of the Not-to-Exceed (NTE) reference used with the Cost Reimbursement contract section. We understand that NTE’s are different from ceilings.

Please confirm that contractors will be reimbursed for the actual costs of the service or item for these CLINs and SubCLINs, as stated in this section: “The contractor will be reimbursed for the actual cost of the service or item.”

Government Response The government will provide the NTE amounts for those specific sub CLINs.

40. Reference Page 5, Section B.2 & Page 105, SectionL.7, Factor 5, c Discussion Question/Comment Paragraph ten of page 5 states: “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.”

It appears this section is intended to refer to the CR NTE for Operations (CLINs 0003, 1003, 2003 and 3003) and the CR NTE for Capital-type funding for Construction/Rehab, Equipment, CTST and Demonstration Projects (CLINs 0012, 0013, 0014 & 0015). Both of these CLIN groups are identified as CR NTE. Similar language is included in Section L regarding the BMP. Please clarify when the government will provide the CR NTE amounts for the Cost Reimbursable CLINs-0003, 1002, 2002, 3002 and corresponding SubCLINs for completion of the Pricing Summary and Schedule.

Government Response At the time of award.

41. Reference Pages 6-13, Section B.2 Discussion Question/Comment Please confirm the CR CLINs 0002, 1002, 2002 and 3002 will be expected to be managed on the overall cost total by Parent CLINs, instead of by SubCLINs. The contract may require adjustments amongst the SubCLIN lines in option year budgets based on actual experience.

Government Response Confirmed. This is correct.

42. Reference Page 16, Section C.1.D, Page 24, Section C.3.E.7 & Page 31, Section F.5

Discussion Question/Comment Based on the new requirements of the RFP, various sections of the PRH are not relevant and/or require revision.

1. The PRH is referenced in the RFP as the requirement to follow including complying with all updates and amendments.

The requirements would then need to be held constant based on time of proposal/award. Otherwise, as the program lines are fixed price (Lines 01, 02, 03 and 04 – Academic and CTT), contractors will be forced to submit Requests for Equitable Adjustments (REA) regularly as the proposed/fixed contract prices will be based on the most current PRH requirements. The Job Corps’ annual revisions to the performance measures also have cost implications that will impact the fixed price lines. For example, the Office of Job Corps annually adjusts the performance measures and weights, which may shift the contractor’s focus and cause changes in the costs of the Fixed Price lines.

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

3. Section F.5 cites Exhibit 5-2, which requires a lot of financial reporting for cost-reimbursable contracts. Please confirm the financial requirements are only applicable for the cost-reimbursable CLINs.

Government Response 1. Performance measures do not cause significant impact on cost.

2. The PRH will be updated as applicable.

3 The Cost Reimbursement Not-To-Exceed CLINs are: 0003, 1003, 2003, 3003 and its corresponding SubCLINs.

43. Reference Page 43, Section H.6.C Discussion Question/Comment The note under the wage chart states the minimum wages rates apply only to subcontractors. Please clarify if these minimum wages are applicable to prime contractors as well as subcontractors. Currently, Prime Contractors are not subject to SCA and therefore not subject to the minimum wages listed.

Government Response Confirm Reference Page 61, Section I & Attachment J-11 Discussion Question/Comment FAR 52.245-1 – Government Property (April 2012) is not incorporated by reference. As the contractor is expected to use government property in operations, the RFP is incomplete regarding property and materials for the FFP contract.

1. What will be available to a contractor in the new contract?

In order to properly estimate the transition in costs, contractors must be provided estimated values of the following supplies at the time of transition-in:

a. Academic supplies & materials – Line 02

b. CTT supplies & materials – Line 04

c. Residential & recreation supplies & materials – Line 06

d. Clothing – Line 08

e. Other Support Services supplies & materials (kitchen nonfood supplies, dorm supplies, etc.) – Line 10

f. Other CP/CTR supplies & materials – Line 14

g. Other Admin supplies & materials (office, classroom, computer supplies & materials) – Line 16

2. Will the materials/supplies on hand at time of transition be available at the stated guaranteed value at no charge to the new contract/contractor?

3. Attachment J-11 includes an “Other” category with a balance of $25k+. Please describe the type of inventory in this balance.

4. Please confirm due to the absence of specific language in the RFP and according to FAR 52.245-1 (e)(2), the Contractor will retain title to all property acquired by the Contractor for use on the contract in the FFP CLINs.

Government Response In accordance with the PPRH Appendix 505 expendable property is not reportable (academic supplies and materials).

Reference Page 96, Section L.7.I Discussion Question/Comment Please clarify the submission requirements. What files should be submitted via email? The USB flash drive will include PDF proposals and Excel files. Should the same files be submitted via email? Are all submission types (hard copy, USB, and email) all due on 04/20/18 or just one of the types with the subsequent types okay coming after 04/20/18.

Government Response A complete copy of proposals (all documents) will be submitted electronically to Region5Proposals@dol.gov, and email to tate.gwendolyn.d@dol.gov, UPS flash drive and 4 copies mailed. All submission requirements are required by the due date.

Reference Page 101, Section L8 Discussion Question/Comment Subfactor 3D-Key Personnel states “provided in the 2nd paragraph”.

Which paragraph is this referring to? Please clarify

Government Response SUBFACTOR 3D Key Personnel is revised to state the following: Offerer shall indicate if the proposed Center Director is currently being proposed for any other proposals.

Reference Page 105, Section L.8. Factor 5 Discussion Question/Comment Transition In

The government must clarify the transition processes for the change in the contract type from the current cost reimbursable contract to a firmfixed- price contract (i.e., title passage for materials/inventory on hand, identification of property/materials, etc.). As some inventory items will be chargeable to the Fixed Price lines, how will the supplies/materials be transferred between contractors during transition? Here are some examples of FFP SubCLINs:

mailto:Region5Proposals@dol.gov

a. Academic & CTT supplies (Lines 02 & 04)

b. Residential & recreation supplies (Line 06)

c. Student clothing (Line 08)

d. Dorm supplies, including linens (Line 10)

e. Staff and student office supplies (Line 16)

Government Response Each contractor must submit their proposed Phase- In/Phase-Out plan. As far as the Phase In/Phase out period, the incumbent contractor will stay under the same contractor will be under the new contract type during the Phase-In period. Each Phase-In, Phase Out plan should designate how FFP SubCLINs should transfer under their plan.

Reference Page 101 Phase-In/Phase-Out Plans.

Discussion Question/Comment a. Is a phase-out plan required to be submitted in

Staff Resources Factor 3?

The page limitation of 20 pages prohibits comprehensive Phase-In and Phase-Out Plans without sacrificing the other Subfactors.

b. Do the Phase-In/Phase-Out Plans count in the page count?

Government Response a. Phase-In_Phase-Out is a separate plan than the the staff resources.

b. Yes Reference Discussion Question/Comment CLIN 0003 is not identified on page 5 as a CR NTE

CLIN. Please clarify if CLIN 0003 is or is not a CR NTE CLIN

Government Response Confirm is a CR NTE CLIN Reference Page 93 Section L.7 Subsection I.

Discussion Question/Comment On page 93 the RFP states how many hard copies.

How should we bind hardcopy proposals?

Government Response One proposal per binder.

Reference Page 95 Section L.7 Subsection I.

Discussion Question/Comment The mailing address does not appear in the RFP. What is the address to submit the hard copies to?

Government Response 525 S.Griffin Street, Suite 405, Dallas, TX 75202 Reference Page 96 Section L.7 Subsection I.

Question/Comment On page 96, we are instructed to send our proposals to two different email addresses. Do we need to send two separate emails, or can we send just one email that is addressed to one recipient and cc’d to the other?

Government Response Please submit electronically to Region5ProposalSub@dol.gov and email to Tate.Gwendolyn.D@dol.gov

Reference Page 96 Section L.7 Subsection J.

Discussion Question/Comment The RFP states that offerors must tab each specific factor, subfactors, and elements. For the Technical Approach, this will result in a binded document of over 36 tabs and may limit the number of pages the offeror has for answering requirements, due to page breaks and font size. Will the Government revise the requirement to only provide tabs for the factor and subfactor level?

Government Response Reference Page 94 Discussion Question/Comment Page Numbering, it states each presentation slide must identify the corresponding page number in the associated written narrative. Please clarify if the associated written narrative is the 85 Page Technical Section or the 20 Page Narrative of Oral Presentation?

Government Response Please reference the oral slides presentation in the corresponding written narrative.

Reference L.7.I, pg. 94 and Factor 1, pg. 97 Discussion Question/Comment Please clarify if a written Past Performance section is still required from operators with at least 5 references in PPIRs. Page 97 of the RFP indicates that the government will use the PPIRs-RC system to evaluate the past performance of offerors with at least 5 references. This would seem to indicate that no written submission is required. Please clarify.

Government Response No written past performance is necessary or encouraged if PPIR has at least five (5) references.

Reference G.12, Page 39

Discussion Question/Comment Please confirm that only the minimum labor grade salary and not the fringe rate is included in the G.12 clause

Government Response G.12 has nothing to do with the request for confirmation, so unable to clarify.

Reference Page 95, Section L.7.I

Question/Comment The “Narrative of Oral Presentation” is listed separately in the table on page 94, however it is not listed on page 95 where it describes how to bind the sections. Should we bind the Narrative separately?

Government Response The written narrative must be bound with the oral presentation slides.

Reference Pages 34 - 35

Discussion Question/Comment If a fee other than 1.2% is proposed for the FFP portion of this combination contract, would the offeror be considered unresponsive? Similarly, if a fee other than 1.2% is proposed for the CR NTE portion of this combination contract, would the offeror be considered unresponsive?

Government Response No, however it shall be evaluated in the total cost/price.

Reference G.3.1: Technical Performance Incentive Fee:

Discussion Question/Comment Please clarify if cost incentive fees should apply to the CR

NTE portion of the contract IAW FAR part 16.403-1.

Government Response No, this is a Not to Exceed item, so not applicable.

Reference Discussion Question/Comment Government Response Reference Discussion Question/Comment Government Response