1630J4-18-R-00004_Amendment_2_Questions_&_Answers.pdf

1630J4-18-R-00004 AMENDMENT 2

New Haven JCC QUESTIONS & ANSWERS

1. Page # / Reference Page 4, Section B.1 Discussion A sentence at the end of this section begins, “All operations, services, and” but does not end.

Question/Comment Should there be additional information relevant to this procurement that needs to be added by the government?

Government Response Corrected. See Revised RFP Amendment 2.

2. Page # / 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.”

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

3. Page # / Reference Section B.2, p. 5 (Amendment 1 conformed RFP); Attachment J.1;

Discussion The 4th paragraph on p. 5 begins "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."

Question/Comment Will the CLIN x004 G&A and Profit applicable to CR NTE items 07, 12, 19, 21, 23, 26, 27 be considered as part of the offeror's evaluated cost? Will the government be providing CR NTE amounts for these items prior to proposal submission?

Government Response CLINs 0003 and 0004 (and all options CLINS) will not be considered for evaluation of award. However, offerors must provide the requesting pricing for these two CLINs and SubCLINs.

4. Page # / Reference Page 5, Section B.2 & Page 101, Section L.7, Factor 5, c Discussion Paragraph four 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.

Question/Comment 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 See above response for CLINs 003 and 0004. CLINs 0012, 0013, 0014, 0015, and 0016 will be provided by the Government at the time of contract award.

Page # / Reference Pages 6-14, Section B.2

5. Discussion The contract may require adjustments amongst the SubCLIN lines in option year budgets based on actual experience.

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.

Government Response Confirmed.

6. Page # / Reference Pg. 5 - G&A, Profit/Fee:

Discussion The Contractor shall propose the overall G&A, Profit/Fee amounts applicable to the Cost Reimbursement Not-to-Exceed CLINs.

Question/Comment Please clarify or confirm that the G&A and Profit/Fee % are only required on the J-1, CR NTE schedule.

Government Response

7. Page # / Reference Page 7, Section B.2 Pricing Schedule, Page 36, Section G.7 & Attachment J-1

Discussion Surge CLIN – The Pricing Schedule includes a CLIN for pricing of Surge OBS. The government notes: “Changes reflected in OBS shall be based on per student price (in blocks of ten)…” This appears to be a unit price in blocks of 10.

The increase in OBS is not a simple calculation using SY cost.

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. Additionally, the costs may differ based on trades that may be revised, the residential or non-residential designation of the slots, etc.

Question/Comment 1. Will the government consider other methods to adjust the contract OBS instead of using per student price in blocks of ten?

2. If the surge price is based on student year cost, the total will be a composition of the FFP and CR components. How would this amount be modified into a contract that is a combination of FFP and CR CLINs? The CR amounts should be separated in the contract.

Government Response 1. Offerors should average costs that include all costs per student. Currently, there is no other option or method to adjust the contract other than OBS per student price in blocks of ten.

2. The only reference to “10” is the Surge CLIN, which is correct.

This information is required for Section B.2 and J-1.

3. See Amendment 2 for revised Attachment J-1.

8. Page # / Reference Pages 6 & 14, Section B.2 Pricing Schedule Discussion CLIN 0001 is titled Phase-In. CLIN 3012 is titled Phase-Out.

Question/Comment Please confirm the costs associated with the Phase-In and

Phase-Out are cost reimbursable as the RFP is not clear.

Government Response CLINs 0001 and 3012 are Firm Fixed Price CLINs.

9. Page # / Reference Page 4, Section B.1 Discussion A sentence at the end of this section begins, “All operations, services, and” but does not end.

Question/Comment Should there be additional information relevant to this procurement that needs to be added by the government?

Government Response Corrected. See Revised RFP Amendment 2.

10. Page # / Reference Page 14, b. 2. Admissions

Discussion The RFP states “Youth screened for the New Haven Job Corps Center shall come from: Connecticut, specifically the New Haven South Central WIB”.

Question/Comment Please clarify if the contractor can recruit students from other sources in order to meet the OBS goal.

Government Response Creative outreach is encouraged. However, any applicants identified outside of your GAP (Geographic Assignment Plan) would have to be referred and credited to the third party contractor.

11. Page # / Reference Pg. 18 Career Transition Services Discussion For Outreach/Admissions, it states that Youth screened for the

New Haven Job Corps Center shall come from: Connecticut, specifically the New Haven South Central WIB.

Question/Comment Can the offeror be able to recruit from other locations in CT or only from those locations assigned to the New Haven South Central WIB?

Government Response Creative outreach is encouraged. However, any applicants identified outside of your GAP (Geographic Assignment Plan) would have to be referred and credited to the third party contractor.

12. Page # / Reference Page 21, C.3

Discussion

Question/Comment Who is the Advanced Healthcare OCT provider shown in the chart on page 17?

Government Response That is not a functioning trade. If it remains, the new Contractor would negotiate with local community colleges or other providers.

15. Page # / Reference Page 21, C.13

Discussion The CTT chart indicates there are 156 slots.

Question/Comment Is this accurate? If so which are half-time slots and which are full-time slots?

Government Response Slots are always determined 2=1. For example, ACT is noted as 8 slots, but translates to 4 full-time students.

14. Page # / Reference Page 21 C.3.C.14

Discussion The RFP states that concurrent training “is not applicable to this contract” however the CTT chart indicates there are 24 OCT slots and 8 ACT slots.

Question/Comment a. Which is correct?

b. Which educational institution(s) is/are associated with the OCT and ACT slots?

Government Response Both are correct. Technically, ACT is considered concurrent training and is typically provided by local community colleges, as would OCT. The new operator would have to identify which local community college with which to collaborate.

15. Page # / Reference Pg. 22 Career Transition Services

Discussion For purposes of this procurement, the contractor should anticipate an annual inflow of students for provision of career transition services in the numbers shown below.

84 Graduates 36 Former Enrollees

Question/Comment Please confirm which quantities are correct. Section B.2 Pricing Schedule shows 132 Graduates and 66 Former Enrollees.

Government Response The pricing schedule is correct: 132 Graduates; 66 Former Enrollees.

16. Page # / Reference Pg. 22 Career Transition Services Discussion For placement, the RFP states that the contractor shall provide or arrange for post-center career transition services for all eligible students enrolled at the New Haven Job Corps center, returning to New England States.

Question/Comment Will staff be required to have offices in each of these states?

What states are included in New England States territory?

Government Response WIOA requires attendance to the center nearest to the applicant’s home, as dependent on exigent circumstances. CTS staff deployment would be the responsibility of the Contractor.

New England comprises six states: CT, MA, RI, NH, VT, ME.

17. Page # / Reference Pg. 22 Career Transition Services Discussion The RFP states “the contractor shall provide or arrange post-center CTS for all eligible students” returning or relocating to the geographical area: New England States.” Given that only 13 students from New Haven Job Corps Center were placed outside of New Haven county in the last 12 months.

Question/Comment Should the returning and relocating geographic area be changed from the New England States to the New Haven South Central

WIB?

Government Response WIOA requires attendance to the center nearest to the applicant’s home, as dependent on exigent circumstances.

Those circumstances are unpredictable. Policy may also change.

18. Page # / Reference Page 29, Section F.4 Discussion The place of performance is identified as the Job Corps center address which includes OA/CTS services requirements.

Question/Comment Please confirm the offeror is allowed to select different locations for performing the OA and CTS services.

Government Response CTS deployment in the New England states will be the responsibility of the Contractor, as per their proposal. OA operations are confined to the GAP area.

19. Page # / Reference Page 35, Section G.4h and G.4i Discussion As stated in Section B.2 on page 4, “FFP CLINs are calculated on a per month, fully burdened unit pricing structure. This will permit the Contractor to bill ½ of that unit price per semi-monthly invoice at the parent CLIN.”

Question/Comment Please confirm this applies to ALL FFP CLINs including OA/CTS CLINs and billing will be semi-monthly throughout the contract.

Please clarify/correct.

Government Response Confirmed. Sections B and G require contractors to bill/invoice ½ of the unit price on a semi-monthly basis.

20. Page # / Reference Page 35, Section G.4h and G.4i Discussion In Section G.4h, define the “Staffing Report from the FMS system” that is referenced to be included for the billing period.

Question/Comment

Is this a new report?

Government Response No. This is the 2110S report.

Page # / Reference Page 35, Section G.4h and G.4i

21. Discussion Section G.4.i is titled “Outreach Administration and Center Transition Costs.”

Question/Comment Please confirm this section should be revised to Outreach Admissions and Career Transition Services.

Government Response This section should reflect “Outreach and Admissions, and Career Transition Services Costs”.

22. Page # / Reference Page 37, Section G.12 Discussion The RFP states that the contractor agrees to have a maximum vacancy rating not exceeding 4%. The RFP is not complete in this regard. In addition, this would be double jeopardy to assess for a vacancy rate exceeding 4% as well as a specified fill rate for designated positions.

Question/Comment Please define the financial or liquidated damages assessment for exceeding the 4%.

Government Response Refer to G.12. “Demand for payment will not be assessed at the value specified for the vacant positions within the first 30 days of the vacancy. Demand for payment will be assessed at the rate of 50 percent of the value specified for the vacant position, from days 31 through 60. Demand for payment will be assessed at the full value specified for the vacant positions after 60 days. Demand for payment will be assessed and subtracted from a subsequent voucher.”

23. Page # / Reference Page 37, Section G.12 Discussion In the 4% maximum vacancy limitation, how will considerations/adjustments be made for the following:

Question/Comment a. Coverage provided by other positions, substitutes, overtime, etc. Contractors propose coverage for vacancies in critical areas, such as security, residential living, etc.

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.

Government Response a) No considerations for coverage by other positions is given for vacancies lasting longer the 30 days.

b) The proposed float rate should consider the maximum vacancy limitation.

24. Page # / Reference Page 37, Section G.12 Discussion The chart of positions includes Security Personnel. As the other positions in this listing are management or senior staff.

Question/Comment Please confirm the reference of “Security Personnel” should be revised to “Security Supervisor.”

Government Response A fully staffed security department is considered critical to a safe center. Therefore, this reference is accurate.

Page # / Reference Page 39, Section G.12

25. Discussion Assessments at 50% or 100% of a specified position rate after 31 or 60 days seems punitive.

Question/Comment a. Please detail what is meant by the “value specified for the vacant position”.

b. How will the government determine the 30-day vacancy window? How will this be reported to the government?

c. Please confirm the assessments for vacancies only pertain to the position titles identified in the chart, not to other vacant positions.

Government Response a) The value specified is the salary set for the vacant position.

b) 2110S report

c) Positions will be assessed.

26. Page # / Reference Page 39 Discussion The table lists the minimum salaries for each of position.

Question/Comment Is it permissible to propose residential or security staff at lower salary levels if their job duties are different from Residential Counselors or Security Guards?

Government Response No. Those staff would have a different position title.

27. Page # / Reference Page 39, Section G. 15.A.3 Discussion This section states the COR shall have ten business days for review. The other similar sections state five business days.

Question/Comment Please confirm section 3 should be revised to five.

Government Response It is 10 days for CTS.

28. Page # / Reference Page 41, Section H.6 Discussion The table lists the minimum salaries for each of position.

Question/Comment Is it permissible to propose residential or security staff at lower salary levels if their job duties are different from Residential Counselors or Security Guards?

Government Response No. Those staff would have a different position title.

29. Page # / Reference Page 41 and PRH Section 5.2 Discussion States all new contracts will utilize Residential Counselors and

Senior Residential Counselors, which should then phase out the Residential Advisor role. Is the government amenable to contractors utilizing Residential Aides in lieu of Residential Counselors, and having those Residential Aides report to a Senior Residential Counselor?

Question/Comment Is this management practice permissible, as it would have a significant impact in the cost for the budget?

Government Response The current policy, as per the PRH, requires Residential Counselors and Senior Residential Counselors. “Aides” would not be acceptable.

30. Page # / Reference Page 41 Discussion Are the line staff at the New Haven center unionized? If yes, will this be carried on with the new contractor?

Question/Comment Are there Union employees on Center? If so, please provide a copy of the current CBA. Can the bidding contractors have access to the Union Rep’s contact information (email and phone), so that we can discuss expectations for the staff?

Government Response CBA is part of the J-attachments (J-14). No contact information will be provided at this time.

31. Page # / Reference Page 59, Section I & Attachment J-11 Discussion 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.

Question/Comment 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 non-food 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 $23k+. 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 These costs are not associated with transition in costs.

The materials/supplies at time of transition will be transferred to possible new operator. Within the J-11, the “other category” signifies Janitorial and Administrative supplies.

32. Page # / Reference Attachment J-12 Discussion Overall utility costs but not actual usage Question/Comment Will DOL provide actual usage data by utility type from the

Energy Watchdog site?

Government Response J-12 provides annual costs by utility type.

33. Page # / Reference Attachment J-12 Discussion Lists utility type with the exception of heating oil Question/Comment Will DOL provide documentation for annual heating oil consumption?

Government Response Yes; their annual oil consumption is approximately $1,875 annually.

34. Page # / Reference Attachment J12 Discussion Heating Oil tracking Question/Comment Is heating oil tracked on the Energy Watchdog site?

Government Response Yes, if the center uses heating oil.

35. Page # / Reference Page 87, Section L.7 Discussion During the walk-thru, there was an ambulance on center;

however, EMT is not noted on the slot report.

Question/Comment Has this trade been discontinued?

Government Response Yes. EMT is no longer offered.

36. Page # / Reference Page 93, Section L.7 Discussion This section of the RFP does not have specific

Outreach/Admissions or CTS questions noted for response in the Technical Approach.

Question/Comment Will there be an amendment that will include these questions?

Government Response Yes. See Amendment No.2

37. Page # / Reference General Question Discussion Question/Comment Is the New Haven Job Corps a certified testing site for CNA or will this require an MOU with an outside vendor/clinical program?

Government Response This will be part of the training issues addressed by the Contractor.

38. Page # / Reference L.6 Discussion Instructions for Proposal Submission instructs delivery of proposal to depository identified in SF-33 Block 9, but Block 9 is blank. SF-33 page 1 Blocks 6 and7 provide the Dallas and Boston office addresses, but L.6 identifies Delivery Location as Boston office address with a different room.

Question/Comment Please verify address to deliver the proposal.

Government Response Offerors should send their proposals to the address listed in Section L.6.

39. Page # / Reference Table on page 88 Discussion Table on page 88 indicates an 85-page limit for the technical proposal including OA/CTS. At the bottom of the same table, it indicates 20 pages for OA/CTS.

Question/Comment Should this 2nd reference be 20 pages for the oral presentation narrative rather than OA/CTS?

Government Response Yes. See revised RFP Amendment 2.

40. Page # / Reference Section L.6.I Proposal Format, p. 91 (Amendment 1 conformed

RFP)

Discussion Refer to Section L.6 of the RFP (Paragraph I/ Proposal Format).

Question/Comment Would the Government consider removing the requirement for a printed copy of Attachment J-1, Price Detail Template? The content on the tabs will not print legibly on 8 1/2” by 11" paper and could result in over 400 hardcopy pages for the Business Management Proposal.

Government Response This is still a requirement based upon the Government’s requirement for hard copy files.

41. Page # / Reference L.7 Factor 5.b.

Discussion The RFP references The National Job Corps Staff Compensation

Report (Attachment J-13) in several places but it has not been included in the RFP.

Question/Comment Will the Government provide attachment J-13?

Government Response J-13 is a now a reserve document and is not part of this solicitation.

42. Page # / Reference L.7 Factor 5.e Discussion The RFP stipulates that CLIN 4001 should be used to price in

Phase Out but a review of J-1 provides that no such CLIN exists.

Question/Comment Will the Government clarify whether the CLIN Phase Out should be priced in or should it not be included?

Government Response The Phase-Out pricing is under CLIN 3012. See revised

Attachment J-1.

43. Page # / Reference Page 99 Discussion In addition to the written cost proposal, offerors shall provide the following on flash drive using Microsoft Excel:

Financial Display By Year, ETA 2110 Format (Attachment J- Staffing Chart (Attachment J.4)

Question/Comment The RFP included an ETA 2110 for OA/CTS. Is an ETA 2110 required for Center Operations?

Government Response The electronic submission must be on a flash drive, NOT a CD.

Yes, a 2110 is required for Center Operations.

44. Page # / Reference Section M.2.5, Business Management Proposal Evaluation, Cost/Price Analysis, p. 108 (Amendment 1 conformed RFP)

Discussion The 2nd paragraph in this section reads “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 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.”

Question/Comment 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.”

Government Response The Government will use price analysis for all Fixed Price related items.

45. Page # / Reference Section M.2.5, Business Management Proposal Evaluation, Cost/Price Analysis, p. 108 (Amendment 1 conformed RFP)

Discussion The 2nd paragraph in this section reads “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 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.”

Question/Comment As the contract type is Firm Fixed Price with the exception of CR NTE CLINs, it is our understanding that the Probable Cost can not be an evaluation factor to determine “Best Value”. Please clarify.

Government Response This information is being collected for historical data and will not be included in the price analysis.