Questions_&_Answers_(Amendment_4).xlsx

RFC

• 100 students surveyed

• 50 students respond (response pool)

• 40 students expected to be placed (80% of response pool)

In this RFP, the Q2 Survey quantity should be based on 80% of an estimated number of respondents. Please consider revising the quantities for CLINs 0010, 0012, 1010, 1012, 2010, 2012, 3010 and 3012.

a. The PRH is referenced in the RFP as the requirement to follow including complying with all updates and amendments. The requirements must 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 current requirements. The Job Corps’ annual revisions to the performance measures also have cost implications that may impact the fixed price lines.

b. Provide a description of the monthly contract reporting responsibilities, as the PRH financial requirements must change with the implementation of the Fixed Price components. 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 and expense reporting of FFP lines. These changes may also require FMS system revisions.

c. 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.

Page 22, Section C.3.E.7 & Page 29, Section F.5

-Welding shows 60 slots and the CTT-10 report is only 24 -The RFP does not include Automobile tech (24 slots), floor covering (20 slots), and plastering (20 slots).

Is the RFP or CTT-10 report accurate?

1. enrolled at the San Diego Job Corps Center

2. returning to the following geographic area: San Diego County and/or Imperial County, California

3. relocating to the following geographic area: San Diego County and/or Imperial County, California

allowed to have dorm support staff supporting Residential Counselors that provide non-counseling support services and are not required to meet PRH

It’s understandable that the goals may fluctuate each year, but will the RFP/contract clearly outline the specific contract goals for each year and the performance expectations so the offeror knows the contracted expectations and the potential fee results? If so, please provide them in the RFP.

The Cost Incentive Fee range is 0% Min to 3.0% Max. The RFP does not describe how the contractor is able to earn the max or may be reduced to the min. Please confirm the following for clarity in the contract and compliance with the FAR:

a. The total of the Cost Reimbursable CLINS 0004 and similarly in option years, are the “Target Cost”;

b. Average Cost Incentive Fee represents “Target Fee;”

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

d. Will the form be revised or another form included outlining the target costs by year for center operations? Other Job Corps RFP’s have provided a Cost Incentive Fee table outlining these components.

e. Please confirm contractors are allowed to invoice performance and cost incentive fees throughout the contract years at the proposed fee amounts.

I. 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.

II. 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.

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

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.

IV. Please detail what is meant by the “value specified for the vacant position”. Assessments at 50% or 100% of a specified position rate after 31 or 60 days seems punitive.

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

VI. 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.

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

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.”

a. The total of the Cost Reimbursable CLINS 0004 and similarly in option years, are the “Target Cost”;

b. Average Cost Incentive Fee represents “Target Fee;”

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

d. Will the form be revised or another form included outlining the target costs by year for center operations? Other Job Corps RFP’s have provided a Cost Incentive Fee table outlining these components.

e. Please confirm contractors are allowed to invoice performance and cost incentive fees throughout the contract years at the proposed fee amounts.

2. Please confirm the reference to Q4 should be removed as the pricing schedule does not include CLINS related to Q4.

1. The references to a surge in OBS or sustained increases in OBS of 10 or more contradict the language on page 14 describing the specific number of students in the Center Design. As many of the center operations costs are firm-fixed-price, contractors are obligated to operate at the contracted OBS; any OBS levels above the contracted OBS level would require an equitable adjustment. Does this mean contractors are authorized to accept students/arrivals exceeding the contracted OBS?

2. The reduction for sustained decreases in OBS of 10 or more students cannot be quickly calculated using the per student price in Section G.7.

a. Job Corps policy and program changes significantly impact the OBS levels and student retention (i.e., enrollment freezes, student retention policies, behavior discipline guidelines, etc.), which are not within the contractor’s control.

b. The per student price is comprised of both cost-reimbursable components (food, other medical, etc.) and firm-fixed-price (FFP) components (academic supplies, clothing, etc.). Any modification to the contract, must be identified by each CLIN, identifying the cost reimbursable CLINs separately from the FFP.

c. The per student price includes many fixed costs that are not eliminated or reduced simply with the decrease of 10 students; not all costs are variable.

With a decrease of 10 students, staff in several areas and other direct costs would not be reduced proportionately with the OBS change, or at all. For example, the PRH mandates certain staff-to-student ratios (1:18 in academics, 1:15 in certain CTT trades, medical services, etc.); support staffing (food services, administrative, etc.) does not fluctuate by small OBS changes; and other costs such as utilities, facility maintenance costs, etc. are not impacted. Additionally, the decrease in students likely would not affect only one classroom or one dorm.

d. If the contract has significantly low OBS, staff positions may be vacant. The reduction for the decrease in students and assessment for staff vacancies result in a double charge to the contractor for some of the same costs.

e. As described in Section G.8 about improperly retaining students, the government acknowledged by applying a percentage to the Student Per Day Cost (15% x Student Per Day Cost x # of days) that many of the costs are fixed. A percentage of the total cost is more reasonable for low OBS.

2. Assigning a full 100% SYC to the surge blocks of 10 is excessive since the cost impact of an OBS change is based only on the variable cost portion of the SYC.

3. Given that operations is a FFP and CR NTE combination, it is necessary to differntiate between the FFP adjustment and CR NTE adjustment when calculating the surge pricing.

In #4, please confirm the reference to final acceptance of placements refers to the 6 month/Q2 CLINs-0010, 0012, and so forth in the option years.

I. 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 & CTT supplies & materials – Line 02 & 04

b. Residential & recreation supplies & materials – Line 06

c. Student clothing – Line 08

d. Other Support Services supplies & materials (kitchen non-food supplies, dorm supplies, etc.) – Line 10

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

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

II. 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?

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.

68 This table cannot be calculated completely and accurately until the CR NTE CLINS are assigned.

a) Overall Contract Value table Tab

• Technical Performance Fee on the table sums up Overall Personnel, Other, OA, CTS, and Surge, but does not multiply by a fee %.

• Should the CR CLINS be captured in the “overall other expense” column?

b) DFP & Incentive Fees tab

• Section A: Demand for payment section is calculating student per day cost at 20%. The RFP states this is 15% student per day cost.

• Section A: Demand for payment section is referencing cells that include OA/CTS, but header, PRH and RFP states it is excluded from the computation.

• Section A: Demand for payment: Base Year 2 is referencing an invalid cell in the pricing summary

• Section B, Incentive Fees: Base Year 2 is referencing an incorrect cell

• There are highlighted cells that require user input. Please confirm offerors can input required data.

c) Expense Line tabs 22/24/25

• No Column for G&A and Fee break out

d) Transition Construction tab

• Phase Out is referencing an incorrect CLIN

• All CLINs do not match Pricing Schedule

• No formulas were included in yellow designated cells

As CLIN 0002, SubCLIN 04 is FFP, the offerors must have confirmation of this additional funding for costing purposes.

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