Amendment 0002 Attachment - Vendor Questions - Government Responses.pdf

Solicitation Description: OGC Communications Center Support Services

Solicitation Number: 16PBGC24Q0011

Question # Solicitation Section Reference Solicitation Page Reference Contractor Question PBGC Response

ENTER SOLICITATION SECTION # ENTER SOLICITATION PAGE #

REFERENCE ENTER QUESTION FOR GOVERNMENT GOVERNMENT RESPONSE

Section 2.2 Current IT Environment Page 9 Is the vendor responsible for transporting closed files to the off-site facility?

If yes, where is the facility located?

No, the awardee is not responsible for transporting files to the off-site facility, only for preparing files (placing a coversheet of what files are contained in the box, contacting the storage facility vendor via their website, and scheduling a pick-up for retrieval of files, etc.) for transport to the off-site facility.

2.4.1 Task 1 a. Maintain Files: iv. Page 10 How many staff are currently performing this task? 5 current FTEs

2.4.1 Task 1 a. Maintain Files: iv. Page 10 How many files does one person historically process per hour/day/week? This will depend on the activity in specific cases, the overall case load and work in the office, and other factors affecting the office (special projects, high profile cases, etc.). See also response to question 7 below.

2.4.1 Task 1 a. Maintain Files: iv. Page 10 What are document-related logs? Communications Center staff maintain a log about document uploads and processing. This information helps with weekly reporting and generating data about the work completed by the Communications Center.

2.4.1 Task 1 b. Executive Special Projects: Page 10 What is the difference between Section iii. Assisting in documenting procedures and processes in the Center and Section C. Draft and Provide Statement of Procedures ?

The focus of Section 2.b.i.iii is special projects completed by the Communications Center and includes any documentation of relevant procedres for such projects. (See updated, clarifying language in bold and underline under PWS Section 2.b.iii) Section 2.c. is focused on the day-to-day operations of the Communications Center and the process and procedures for those daily operations. (See updated, clarifying language in bold and underline under PWS Section 2.c.i)

2.4.2 Task 2 Services Related to Mail in Hard

Copy a. Provide Hard Copy Document Processing Support Services vi.

Page 11 How many staff are currently performing this task? 5 current FTEs

2.4.2 Task 2 Services Related to Mail in Hard

Copy a. Provide Hard Copy Document Processing Support Services vi.

Page 11 How many documents does one person historically process per hour/day/week?

The actual number of documents to process varies due to litigation and case load per month. Currently, 5 FTEs perform all tasks under the contract. Over 2023, the documents handled per month ranged between approximately 3,000 and 4,000. 4,000 is an expected average and could change based on future litigation and bankruptcies.

2.4.2 Task 2 Services Related to Mail in Hard

Copy a. Provide Hard Copy Document Processing Support Services vi.

Page 11 Would the Government please clarify whether the vendor is required to complete uploading and indexing of hard copy documents within six business hours of receipt? In other words if documents are received at the end of the business day, are staff expected to stay past their normal work hours to upload and index them same day?

Within 6 business hours. Business hours are defined in Section 5, subsection 5.3 HOURS OF OPERATION.

2.4.2 Task 2 Services Related to Mail in Hard

Copy a. Provide Hard Copy Document Processing Support Services vi.

Page 11 What times is the mail typically delivered to the Center? Mail is provided by the Agency's mailroom, typically twice a day, with a morning and afternoon mail delivery. Mail receipt is also based on the USPS, UPS, and FedEx deliveries from outside services.

2.4.2 Task 2 Services Related to Mail in Hard

Copy c. Other Responsibilities

Page 11 a. Would the Government please explain the significance of the envelopes and why they are not included in the files?

b. Are they indexed in any way prior to being boxed for offsite storage?

The envelope is part of the official record received and therefore part of the document along with its content. The envelopes are typically scanned along with their contents, but the envelopes are otherwise maintained and stored in accordance with the Communications Center's procedures.

2.4.2 Task 2 Services Related to Mail in Hard

Copy f. Provide Electronic Document Processing Support Services iii

Page 13 Please clarify the service described in Section iii: The contractor shall reassemble older, Hard Copy files into chronological order, code and scan those documents, associate the documents with a matter in the case management system and process for archiving.

a. Is this referring to a backlog of files that need to be imaged?

b. If so, how many files and what is the expectation for converting these files?

N/A, this project has been completed. (This requirement is removed from the document and mared as reserved. See updated language in bold and underline under PWS Section 2.4.2.f.iii)

2.4.2 Task 2 Services Related to Mail in Hard

Copy g. Process and Deliver Financial Instruments

Page 13 a. Does processing these documents include scanning them?

b. Who determines how long these documents are maintained prior to delivery to the OGC staff?

a. Yes, the Communications Center will scan (with an appropriate cover sheet) any checks or other financial instruments received.

b. The length of time that the financial instruments are kept depends on coordinating delivery to PBGC's Financial Operations Department and the availability of staff from that department.

(See updated, clarifying language in bold and underline under PWS Section 2.4.2.g)

2.4.2 Task 2 Services Related to Mail in Hard

Copy g. Process and Deliver Financial Instruments

Page 13 Is PBGC responsible for the security of financial instruments in the custody of the contractor?

PBGC provides a secure container for the storage of any checks and other financial instruments until they are delivered to the appropriate Financial Operations Department employee. (See updated, clarifying language in bold and underline under PWS Section 2.4.2.g)

2.4.2 Task 2 Services Related to Mail in Hard

Copy f. Provide Electronic Document Processing Support Services v

Page 13 Is the off-site records facility designated for the storage of paper records, in alignment with the imminent June 2024 deadline for submitting such records to the Federal Records Center (FRC)?

OGC records are normally not stored at the Federal Records Center.

Certain records are stored at Iron Mountain.

2.4.3 Task 3 Administrative Duties Page 14 How many staff are currently performing this task? 5 current FTEs

2.4.3 Task 3 Administrative Duties Page 14 Can the Government provide the name of the newly implemented case management system?

It is called the "Case Legal Management System (CLMS)." It is a custom system built using Microsoft Dynamics to meet the needs of several PBGC departments, including OGC. It is not an off-the-shelf system that contractors would have used before.

2.4.3 Task 3 Administrative Duties Page 14 Do any of the systems used for this project interact with systems used by other PBGC divisions?

"CLMS" is a system used by OGC and several other divisions within PBGC. Certain departments within OGC also use "CLMS-G". Other PBGC departments use the Image Viewer system.

18 Attachment 4 Corporate Experience Form all May offerors add headers and footers to this form so they are consistent with the rest of our document?

Yes. The offerors may add headers and footers.

7.5 Subcontracting and supporting

documentation

Page 24 The requirements state the key personnel named must be employed by the Prime contractor. In the case of an SBA-approved Mentor-Protégé Program (MPP) Joint Venture (JV), the Prime (a sam.gov-registered JV entity)--per SBA regulations--is an unpopulated JV and does not have employees. Per SBA, employees of both the mentor firm and protege firm are considered Pime contractor employees.

Based upon this, would the Government please confirm PBGC will accept key personnel proposed as employee of the mentor or the protege?

Either the mentor or protege may be assigned as Key Personnel. It is important to note that this acquisition is a small business set aside. The awardee must be a small business entity. The key personnel must be employees of the small business entity. If that small business is of the subcategory Joint Venture either the mentor or protege may be key personnel. In the context of the SBA definitions, the JV is one entity with profit sharing arrangements that must be adhered to internally and with the SBA. A JV is more of a business arrangement than a "subcontracting" arrangement. The JV itself must adhere to regulations on subcontracting the JV's work out to another business entity. For the purpose of this procurement, the JV is considered one small business entity, not a "prime/sub" with a separate prime/subcontracting agreement. The JV is not a subcontract agreement. See the description and guidance for Joint Ventures at the SBA website: https://www.sba.gov/federal-contracting/contracting-assistance-programs/joint-ventures for added clarification.

20 All General How many Full Time Equivilents (FTEs) are currently performing this work?

5 current FTEs

21 All General Who is the incumbent contractor? Spectrum International 22 All General What is the incumbent contract number? 16PBGC19C0005

Pricing Attachment 2 Is the Government's expected annual hours per year 2080, as provided in Attachment 2 Pricing spreadsheet cell 6F or is it 2080 less 88 holiday hours, less 80 vacation hours, and less 56 sick leave hours resulting 1856 hours per employee?

2080 hours for a Full Time Equivalent (FTE) was provided as an example only. 1912 hours may be considered a general/average annual hour FTE allocation (1 Manyear). However, it is important to note that it the contractor's discretion to Quote its best estimate of required labor hours and labor category mix to include FTE (man year) calculation and/or Part Time hours calculation for this fixed price order. Again, 2080 is provided as an example only. The contrator shall determine and Quote its best estimate.

11.3 Page Limitation

11.4 Format

Page 35 For ease of sequential numbering, and given that resumes are excluded from the page limit, would the Government allow resumes to be included as an appendix at the end of the Technical response?

Yes, this would be allowed.

11 Instructions to Offerors 12 Evaluation Factors for Award

Page 40 states, "the period of performance includes a one (1) 6-month base period and the optional six (6) month extension in accordance with FAR 52.217-8." However, Section 12, Page 49 states, "A complete Price Quote includes….for the 12-month base period, all four 12-month option periods, and the six-month extension…".

Would the Government please clarify the base period of performance?

The period of performance is updated in Section 11 to state: The Total Period of Performance includes a one (1) 12-month base period, four (4) 12-month option periods, and the optional six (6)-month extension in accordance with FAR 52.217-8. Please refer to bold, underlined text in Section 11 for revised language.

2.4.2.e Provide Package Processing Support Services

Page 12 Under Item iii., it states: “The Contractor shall upload and index all documents in delivered packages within two hours of receipt.”

What is the expectation for delivery should a package be received at the end of the business day?

The expectation for delivery is within two business hours of receipt.

Business hours are defined in Section 5, subsection 5.3 HOURS OF

OPERATION.

2.4.2 TASK 2 - Services Related to Mail in

Hard Copy, Electronic, and Other Formats

Page 11 The RFQ states, "Measured monthly, the Center must be prepared to handle receipt of at least approximately 4,000 documents."

Could the Government provide the actual number of documents handled monthly so all bidders can make a reasonable estimate of the staff required?

The actual number of documents varies due to litigation and case load per month. Over 2023, the documents handled per month ranged between approximately 3,000 and 4,000. 4,000 is an expected average and could change based on future litigation and bankruptcies.

1. Submit Three (3) Corporate Experience Forms (Refer to RFQ Attachment 4)

Page 38 The requirements state at least two Past Performance references must be as a Prime contractor. In the case of an SBA-approved Mentor-Protégé Program (MPP) Joint Venture (JV), the past performance of the mentor and/or the protege are deemed to be the past performance of the JV.

Based upon this, would the Government please confirm the past performance of either the mentor or the protege will be treated as past performance as a Prime contractor?

Yes, if an offer is submitted by the JV, the past performance of either the mentor or the protege will be treated as past performance of the prime, if the the protégé individually qualifies as small. A mentor and its protégé can joint venture as a small business for any small business contract, provided the protégé individually qualifies as small. See the description and guidance for Joint Ventures at the SBA website:

https://www.sba.gov/federal-contracting/contracting-assistance-programs/joint-ventures for added clarification.

29 All General Will the Government please provide an extension to the due date so all bidders may fully integrate all answers to questions into our responses?

Yes. The RFQ will be amended to extend for an additional 10 business days to 3/26/24.

30 General N/A How many contractor employees are currently assigned to this contract? 5 current FTEs

31 General N/A Does each contractor employee have a government provided laptop/workstation?

Yes

Solicitation Posting 2 In which volume should the offeror include its agreement to or the exceptions to the Terms and Conditions Statement?

The contractor shall state in either or both Volumes if there are exceptions to Terms and Conditions. If there are exceptions to technical terms and conditions, the contractor shall so state in the Technical Volume. If there are exeptions to the Price terms and conditions, the offeror shall so state in the Price Volume. If there are no exceptions to technical and/or pricing terms and conditions, the contractor shall so state in the requisite volume.

Section 7 24 Please provide a list (quantity, make, model) of the GFE to be furnished with the contract.

It is expected that the Contractor will be furnished with standard equipment such as commercial laptops as-needed. The make and model of the laptop may vary and are not known at this time. The contractor may need to access various equipment in its performance of duties. This equipment is identified in the solicitation under Section 2.2 BACKGROUND - Communications Center Operations – Current Information Technology (IT) Environment.

34 Section 11 37 What does the government mean by "Volume Time"? The reference to "Volume Time" is removed from Section 11.

35 Representations and Certifications 49 Please confirm offerors do not need to return Representations and Certifications if they are available on Sam.gov?

The offeror shall include a statement confirming completion of Reps and Certs in SAM.gov.

Attachment 6 N/A Please provide, per 52.222-42, the equivalent rates for federal hires. Because non-professional services labor classifications have potential for SCLA applicability and are required under the PWS, Clause 52.222-41 is included in the solicitation. The Contracting Officer is unable to provide equivalent rates for a specific classification or complete clause 52.222-

42. This is because there are currently no known specific classifications which will be used under the contract. Therefore 52.222-42 is deemed inapplicable at this time. The contractor -- within the confines of the performance work statement-- is responsible for the correct classification of its workforce and assigning a labor mix it deems appropriate to complete the work. The Wage Determination is attached for reference .The contractor shall assign job classifications for this contract based on the skill required and the duties performed which may or may not fall under the classifications delineated in the Wage Determination (Attachment 6). If any of the job classifications selected by the contractor do align to a specific classification in the Wage Determination (Attachment 6) the contractor shall pay, at minimum, the minimum wage rates and fringe benefits required for that position stated in the Wage Determination. If the contractor deems its quoted labor categories exempt from or inapplicable to the SCLA classification/descriptions, the contractor shall so state in its Price Quote along with a brief rationale.

N/A N/A We would like to know if this is a brand new contract OR if there is (was) an incumbent performing these services.

If not brand new, could you please provide the current / previous contract number?

Please refer to the responses to Questions 21 and 22.

38 1.2.1 - Price Schedule Page 7 Should the Total FFP be the amount for the entire year? Each CLIN represents a year which is 12 months from the date of award.

The contractor shall provide FFP pricing for each (CLIN), which represents a 12 month period on the price schedule. The FFP CLINS in the Price Schedule should include pricing for a one (1) 12-month base period, and four (4) 12-month option periods separately. The cost/amount quoted for the optional, six (6)-month extension period in accordance with FAR 52.217-8 is priced separately on the Price Workbook. It is not priced on the Price Schedule. For further explanation, see line 39 below.

39 1.2.1 - Price Schedule; Attachment 2 - Pricing Excel Workbook

Page 7; Tab 2 - Price Schedule Detail Attachment 2 shows a 6 month extension period, but RFQ section

1.2.1 does not. Which one is correct?

Both are correct. As a practice/exercise, the 6 Month extension must be priced and quoted by the Contractor with its offer, then evaluated by the Government prior to award. This is an exercise to ensure the contractor and government are aware of and have record of the pricing to be used if the 6-month extension is exercised in the future. The quoted 6-month extension price is kept in the contract file. However, The pricing for the 6-month extension is not included in the final Award Price Schedule at Section 1.2.1. Only the clause, 52.217-8, which references the 6-month extension is included in the final award. After award, if the 6-month extension is needed, the Government will use the pricing Quoted by the Contractor when the 6-month extension is exercised. Please provide pricing for the 6 month extension period in your offer/price proposal - Attachment 2 to help fulfill the requirements for documentation under 52.217-8.

Sheet1 (2)