Questions_and_Answers_Updated_2_20.docx

QUESTIONS AND ANSWERS – UPDATED 2/20/2024 PM

LATEST UPDATES ARE HIGHLIGHTED IN YELLOW

Proposal Format & Requirements

1. Does USCG have a preferred proposal format?

· Proposals should follow a narrative structure, divided into sections such as technical approach, past performance, and cost. But there is no specific template that needs to be followed.

2. Should proposals be structured in sections?

· Yes, please break down per below

· Technical Approach

· Past Performance

· Pricing Breakdown - Cost

3. Does USCG prefer fixed-price, cost-reimbursable, or time-and-materials pricing for this solicitation?

· Fixed-Price

4. Is there a page limit for the proposal submission?

· 10 Pages

5. Will evaluation be based on lowest price technically acceptable (LPTA), or does USCG consider best value trade-off?

· LPTA

6. Are there any specific small business participation requirements or goals for subcontracting?

· This is a Small Business Set Aside

7. What is the evaluation criteria and their relative importance?

· Technical Approach (how the project will be managed, experience)

· Cost (price reasonableness)

· Past Performance (similar projects, customer feedback) Technical Approach (30%), Cost (50%), Past Performance (20%).

8. Are there any small business set-aside requirements or preferences?

· This is a Total Small Business Set-Aside

9. What is the estimated budget or contract ceiling for this project?

· This is currently not being disclosed.

10. Is this a RFQ or RFP?

· RFP

11. What is the due date for submission?

· February 27th @ 11:00am

12. How many chairs and stand-up desks?

· The USCG does not have the exact number of chairs and stand-up desks, only that they will be relocated as necessary. We estimate less than 100 Stand-up desks, but closer to 470 Chairs.

13. Do any cubicles need to be moved?

· No, they do not.

Scope, Logistics & Compliance Clarifications

1. Will USCG provide a floor plan?

· Yes, as soon as its finalized.

2. Are there any special handling requirements for office equipment or secure files?

· No, and no office equipment or IT equipment will be moved.

3. Will there be any after-hours or weekend move restrictions, or is the work limited to standard business hours?

· The move is scheduled to occur on March 21st – 23rd, which is a Friday and over the weekend. We would like to keep this from 7am to 5pm each day, but we can extend these hours to keep the move during these 3 days.

4. The SOW mentions 2,500 packing boxes—does USCG have a preferred vendor or standard for packing materials?

· Standard Packing Materials

5. Are there any specific environmental disposal requirements for used packing materials?

· We require environmentally friendly disposal. The Contractor will be expected to dispose of materials through recycling or sustainable practices unless specified otherwise.

6. Are there security clearance or badging requirements for movers working inside the facility?

· Must have a valid form of government-issued ID that has been issued by a government authority and is recognized as a legal means of identifying someone.

7. Will background checks be required before access is granted?

· No, but all members will be escorted by USCG Personnel.

8. Are subcontractors required to be SAM-registered, or can they work under the prime contractor’s registration?

· SAM registration is required for both prime contractors and subcontractors working on federal projects.

9. What is the delivery location and floor?

· The moves will be occurring between our two building which are about a block apart. There is only 1 floor.

10. Are there loading docks at either location?

· Our main building has a loading dock, but our annex does not.

11. Is it possible to use Moving Crates for the employees to pack up?

· Yes, if this is the contractors preferred method we are open to this option.

12. Are there any height or weight restrictions for moving trucks at the facility?

· No, there is not.

13. What are the specific working hours allowed for the move?

· 7:00 AM and 5:00 PM.

14. What is the expected distribution of moves across the three days (March 21-23)?

· The contractor can determine the best way to distribute the move over these 3 days.

15. Is any IT equipment (PCs, monitors, printers, docking stations, network wiring, etc.) required to be disconnected, moved, and/or reconnected?

· No, there is not.

16. Is relocation within the same building? If not, what is the TO location?

· No, we are moving between our main building and our annex, which is approximately a block away, on the other side of the parking lot.

17. Are there staging areas for moving items?

· Yes, if needed, we can provide staging areas during the move.

18. Where will boxes be delivered to and stored for employee usage? Who will distribute boxes?

· The vendor can deliver the boxes to our loading dock at the main building, the USCG will distribute the boxes to the employees.

19. 3/21-23 is a weekend; will USCG be available for questions?

· Yes, there will be Coast Guard Representation available the entire time the Contractor is in our building.

20. Box Dimensions: Could you please provide the dimensions of the 2,500 packing boxes?

· Large File Box, Exterior Dimensions 24” x 18” x 12”

21. Will the USCG flatten the boxes before we pick them up?

· Yes

22. Where will we drop off the boxes?

· The loading dock at the main building.

23. Where will the packed boxes be staged?

· In the current cubicle.

24. Can you upload a list of where the cubicles are moving from and to?

· Yes, I will attach it in SAMs.

Site Visit Scheduling

1. Will USCG be hosting a pre-scheduled site visit, or do we need to request an individual appointment?

· Yes, we have decided to do three site visits limited to 7 contractors per site visit, and we will schedule more if needed.

· First Site Visit: February 18th, 1pm – 3pm EST

· Second Site Visit: February 19th, 9am-11am EST - CANCELLED

· Third Site Visit: February 20th, 1pm – 3pm EST – CANCELLED

· RE-SCHEDULED: February 24th, 9am-11am EST

· RE-SCHEDULED: February 24th, 1pm – 3pm EST Please email Danielle.C.Farmer@uscg.mil if you are interested in attending these, its on a first come first serve basis. Provide names of individuals attending 24 hours prior to sit visit. Meet at the Front door of the Finance Center, 1430 Kristina Way, Chesapeake, VA 23326.

2. Are there any security or clearance requirements for attendees (e.g., ID verification, background checks, prior approval)?

· Must have a valid form of government-issued ID that has been issued by a government authority and is recognized as a legal means of identifying someone.

3. How many representatives from our team can attend the site visit?

· 2

4. Will there be an escort or facility guide to provide a walkthrough of the areas being relocated?

· Yes

5. Can we take notes, photos, or measurements during the visit for planning purposes?

· Yes, but not of employees’ workspaces.

6. Will there be an opportunity to ask technical questions onsite, or should we submit all questions in advance?

· Yes

Pricing & Payment Terms

1. Are there any preferred pricing structures?

· Fixed-Price

2. What is the payment schedule for services rendered?

· Prompt Payment net 30 Days, all invoices must be submitted through IPP

THIS WILL BE UPDATED AS ANY ADDITIONAL QUESTIONS ARE ASKED.