Excelsior_Springs_Q_and_A.docx

Solicitation 1630J5-18-R-00007 Excelsior Springs JCC Questions

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Based on the populated quantities of 1 in the pricing schedule, it appears the government is requesting a total price identified at 60% for the initial arrival/placement, and the remaining 40% for the 90 days/Q2 arrival/placement. With this structure, is the contractor expected to bill a prorated amount of the total price each billing?

Based on the assumption in #1 above, how does the information in Sections G.5 & G.15 relate?

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Provide a description of the monthly contract reporting responsibilities, as the PRH financial requirements must change with the implementation of the Fixed Price components. Currently the PRH does not address financial management of a Firm-Fixed-Price contract. Please confirm the contract will be granted a PRH waiver for budget and expense reporting for OA & CTS. These changes may also require FMS system revisions.

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The TCU program is not marked as a program offered by an NTC. Please confirm/correct.

Does the slot number for the TCU program represent 100 part-time slots, or 100 full-time slots?

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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. The Center Operations fee chart does not include a section for the calculation of this Performance Excellence Bonus. A rate and calculation must be identified in the proposal/contract. Please confirm the rate is 0.50%, as outlined in other Job Corps RFP’s. Clarify whether the offeror should revise the form.

Please confirm the Technical Performance Fees are not applicable to the OA/CTS CLINs as they are not identified in the RFP.

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The RFP/contract must clearly identify the terms for fee adjustment. Please confirm the following for compliance with the FAR:

The total of the Cost Reimbursable CLINS 0002 and similarly in option years, are the “Target Cost”;

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

Will another cost incentive form be included in Section G outlining the target costs by year for center operations?

Confirm contractors are allowed to invoice the Average Cost Incentive Fees of 2% throughout the contract years. The paragraph only addresses “additional cost incentive fees” earned. Please revise the language accordingly.

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Confirm section (h) Fixed Price is not applicable to this contract as section (i) describes the billing for OA and CTS, which are the fixed price CLINs in this contract.

Section G.5.(i) is titled “Outreach Administration and Transition Costs.”

Please confirm this should be revised to Outreach Admissions and Career Transition Services.

The OA and CTS sections are not consistent as some sections reference a unit price, but other sections in the RFP reference a total price to be allocated 60%/40%.

Please identify the specific documentation from CITRIX for the invoice (referenced in #1 & 2) Confirm #2 should be revised to “90 Day Retention” instead of Arrivals.

Item #2 pertains to students retained 90 days. Currently the Job Corps system assigned codes do not function properly to allow a new contractor access to students who would reach 90 days retained in the first three months of the contract. This Will the government assure this problem will be corrected prior to the contract start date? If not, contractors must be allowed to bill for 90 days retention for three months following the expiration of the contract.

Item #5 references a 6-Month Survey (Final Graduate). Please confirm this applies to both graduates and former enrollees, which the Pricing Schedule indicates. Additionally, Job Corps has eliminated the 6-month survey after placement. Should this be updated to Q2, which occurs 6 months after separation?

The current Job Corps Post-Separation Placement Survey Reports for Q2 combine Graduates and Former Enrollees and do not identify the different students (referenced in #5). Will these be combined for approval/billing purposes?

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

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?

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As the center operations contract is cost reimbursable, the government does not incur a financial loss for vacant positions. As this clause is stated, the assessments would be punitive, not a reasonable compensation to the Government for probable damages.

The RFP states that the contractor agrees to have a maximum vacancy rating not exceeding 4%. Please define the financial or liquidated damages assessment for exceeding the 4%? The RFP is not complete in this regard. This would be double jeopardy to assess for a vacancy rate exceeding 4% as well as a specified fill rate for designated positions.

Please clarify how the allowable maximum vacancy rating of 4% or less is calculated (based on vacant FTE’s or salary amounts). The calculation must be standardized and defined in the contract.

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

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

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.

Please detail what is meant by the “value specified for the vacant position”. Assessments at 50% or 100% of a specified position rate after 30 or 60 days seems punitive.

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

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; otherwise, the contract will not reconcile.

How will the government determine the 30-day vacancy window? How will this be reported to the government? The current vacancy report in FMS is not adequate for this type of reporting.

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.

The chart of positions includes Security Personnel. As the other positions in this listing are management or senior staff, please confirm the reference of “Security Personnel” should be revised to “Security Supervisor.”

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The increase in OBS is not a simple calculation using SY cost. The costs may differ based on trades that may be revised, the residential or non-residential designation of the slots, etc. Will the government consider other methods to adjust the contract OBS instead of using per student price? Please advise.

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Is it correct that these lists are submitted to the COR separately and prior to the invoicing process? If so, how often should these lists be submitted to the COR?

What is the format to submit the student names/info for approval?

What determines the COR’s “initial acceptance” and “final acceptance” of arrivals/placements?

What is the contractor’s procedure if the COR does not process the lists within 10 days? This will impact the contractor’s invoicing process and cashflow.

Section G.15 3 & 4 include several references to “arrivals.” As these sections pertain to CTS, please confirm the references to “arrivals” should be replaced with “placements.”

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-Carpentry – 40 -Cement Masonry - 20 -Facilities Maintenance – 48 -Painting – 20 -Welding - 24

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Clarify if the water costs include sewer charges. If not, please provide historical costs for sewer.

Does this utility information include costs for the main center and the satellite “Swope” campus? If not, please provide similar utility information for the satellite as applicable.

B. See Amendment 0004

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Are the 2 and 4-passenger electric vehicles for use on center actually golf carts, or are they full size automobiles?

Although the electric vehicles are for on-center use only, are the vehicles licensed?

B. The electric vehicles are for on-center use only and are not licensed.

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