Response_to_questions.pdf

RFP 693JJ318R000023

Amendment 0001

Response to Vendor Questions

Question 1: Do the cover page and table of contents count toward the page limit for Volume I?

FHWA Response: No

Question 2: Page 64 of the RFP states that a resume shall be submitted for the Project Manager.

Can you please confirm that this is the only resume that should be submitted? Should resumes for the Other Required Personnel (pp. 14–15) be included?

FHWA Response: Resume shall be submitted for the Project Manager (Key Personnel) only.

Question 3: Can you please confirm the format for the Business Cost/Price Proposal? Section

L.10 states that the spreadsheets shall be submitted in Microsoft Excel. Can the rest of Volume

II be submitted in MS Word or PDF format?

FHWA Response: Yes

Question 4: Can you please clarify the submission requirements for Exhibit J.1? Should an exhibit be submitted for each subcontractor or only the prime?

FHWA Response: Only the prime

Question 5: Section L.6 Part II (p. 63) states that the Master Staffing Matrix should denote the staffing levels. Given that this is an IDIQ contract, and we do not know the exact Task Orders that will be awarded, could you please clarify how we should determine these levels?

FHWA Response: Eliminate the requirement for a staffing matrix. Provide an organization structure describing how the future task orders will be managed.

Question 6: Can you please provide estimated labor hours by labor category over the life of this contract so we can develop a cost estimate for the price evaluation?

FHWA Response: We do not have an estimate for labor hours.

Question 7: Can you please specify how price will be evaluated?

FHWA Response: Please see section L and M of the RFP.

Question 8: Will price be evaluated by lowest hourly rate or by hourly rate multiplied by number of hours?

FHWA Response: Hourly rates will be evaluated.

Question 9: If price is evaluated by lowest hourly rate, how is that determined if the lowest rate per labor category varies from offeror to offeror?

FHWA Response: The price evaluation will determine whether the proposed prices are complete and reasonable in relation to the solicitation requirements and market rates. Proposed prices must be entirely compatible with the technical proposal and consistent with the pricing requirements listed in this solicitation.

Question 10: Section C (pp. 14–15) lists the Other Required Personnel. Can we propose additional other required personnel? If yes, can we add additional labor categories to Exhibit J.1?

FHWA Response: Yes, the offeror may propose other required personnel and add them to

Exhibit J.1.

Question 11: Is this RFP a new requirement or a recompete? If it is a recompete, then who is the incumbent? If it is not a recompete, then how is this work currently being conducted?

FHWA Response: It is a new requirement.

Question 12: Section B.3 of the solicitation states “(FHWA considers only offerors with approved accounting systems to be eligible for contract award per FAR 16.301-3(a)(3))”.

Our accounting practice is compliant with FAR 31. However, our system has not been reviewed by the government to determined “adequate, acceptable, approved”. Are we eligible to be an offeror in this solicitation?

FHWA Response: The offeror must have an approved accounting system to be eligible for award.

Question 13: Our SBA specialist advised us that for non 8(a) contracts, a small business set aside contract does not require the awardee to perform at least 50% of all task orders. Please confirm.

FHWA Response: The awardee is required to perform at least 50% of the work. See FAR

52.219-14.

Question 14: Are subcontractors and consultants required to have an approved accounting system?

Question 15: Exhibit J.1. did not provide any (plug-in) level of effort, only a cost structure template. Will offerors just provide a cost structure without any level of effort? If yes, there will not be a final price for the IDIQ. Please confirm that a final price is not expected from the cost proposal.

FHWA Response: Offerors need to provide a cost structure. The awarded ID/IQ will have a ceiling so a final price is not expected in cost proposals.

Question 16: Our team will include subcontractors, who will have different cost structures from ours. Do we provide a blended cost structure (for which will not have DCMA approved rates)?

Or, each sub has to provide separate cost information?

FHWA Response: Subs should provide separate cost information.

Question 17: On page 6 of the RFP it states that “The Contractor shall provide staff with expertise in the following areas”:

• Technology Transfer

• Marketing

• Communication

• Intellectual Properties

• Multi-media capabilities

• Non-technical editing and writing

• Event planning and support

• Transportation Asset Management

• Pavement Preservation

• Road Inventory Infrastructure Management

• Civil Integrated Management

• 3D/4D/5D/6D Modeling

• Intelligent Construction Systems and Technologies

• Construction Materials (asphalt, concrete, structural steel, fiber reinforced polymers, aluminum, etc.)

• Hydraulic and Geotechnical Engineering

• Accelerated Construction

• Accelerated Bridge Construction

• Data and Tools for Safety Analysis

• Pedestrians and Bicyclists Safety

• Roadside Safety

• Driver Behavior Analysis

• Intersection and Interchange Design

• Transportation Decision-making Data Analysis

• Adaptive Signal Control Technology

• Automated and Connected Vehicle Technology

• Other technical areas related to the planning, environment, design, construction, maintenance, operation, and safety of transportation infrastructure.

Because of the very specified nature of these transportation focuses the odds of a few people being experts in the above is highly unlikely, thus subject matter experts will need to be utilized.

Will the DOT consider lifting the page restriction on resumes so as vendors can fully express the qualifications of the required Subject Matter Experts?

FHWA Response: Resumes are not required for SMEs.

Amendment 0001

Response to Vendor Questions

Question 18: Can the USDOT express a few potential situations where the vendor will need to acquire access permits as expressed under Task Area 7 – Triage Inventions so as to better understand the requirement?

FHWA Response: Permit to access a private property to conduct an on-site demonstration. A permit to access USGS property to drill a hole in the ground to demonstrate the in-situ scour testing device.

Question 19: Can the USDOT express a few potential situations where the vendor will need to utilize a Facilitator as expressed under “Other Required Personnel” so as to better understand the requirement? What would be the expected audience for these interactions be?

FHWA Response: Facilitate a panel discussion amongst the panel members. Facilitate a discussion between the researchers and implementers.

Question 20: In “Attachment J.1-COST PRICE PROPOSAL WORKSHEET”, Row 35 asks for

“Total Amount” but a quantity is not being provided, can you please clarify what the Total

Amount should include?

FHWA Response: Disregard row 35. Total amount is not required.

Question 21: The Tasks listed in “C.4 Detailed Requirement” are descriptions of functions. Will quantities of each of the tasks be provided?

FHWA Response: No

Question 22: “Section C – Statement of Work” and “the Statement of Work” is referenced a number of times in the solicitation but is not included in the solicitation. Is this intended to be

“SECTION C - Description/Specifications”?

FHWA Response: Section C is the Statement of Work.

Question 23: When is the anticipated start of the contract?

FHWA Response: Early FY2019.

Question 24: In regards to Subject Matter Experts, in response to the expertise requirements under the “Contract Scope” section on page 6, how should we express to DOT our commitment from the SME to support this opportunity? Should we have a teaming agreement? Should we provide a letter of intent from the SME? If documentation is required, where should these agreements be included in our submission?

FHWA Response: Provide a letter of intent from the SME. Letters of Intent should be submitted as an appendix along with the Technical Proposal.

Question 25: Is there a ceiling on acceptable hourly rates for Subject Matter Experts?

Question 26: Will the government consider allowing a small business to acquire DCAA inspection within six months of contract award?

FHWA Response: No, please see section L.6 of the RFP.

Question 27: Does the small business have to be a current US entity or can it be a foreign entity doing government contracting?

FHWA Response: Review the Federal Acquisition Regulation (FAR) guidance on prohibited sources.

Question 28: How much past performance history are you looking for when considering the small business?

FHWA Response: Please review section L of the RFP.

Question 29: If this is a new company but one of the employees has been working on a federal contract for 5 years as a project manager does that count as past performance and can that be used?

FHWA Response: Please see section L.6 and propose accordingly.

Question 30: The solicitation is a little broad. To be a little more specific, is this strictly a technology transfer solicitation with execution of tasks listed for the DOT or will there be a need for actual construction work on US roads, highways and bridges?

FHWA Response: Construction work will not be required.

Question 31: If no incumbent firm exists, please list any firm that has provided similar services for the agency within the past two years, including firm name, contract #, period of performance and amount.

FHWA Response: No such information is available.

Question 32: From FHWA’s perspective, what outcomes would constitute success after the first year of the contract? After five years?

FHWA Response: Meeting the contract requirements.

Question 33: The RFP requires cost-plus labor rates however it also references fixed price and the requirement to have a Work Breakdown Structure (Part II - Staffing Proposal/Resumes, page

63). Please confirm that, using the cost-plus rates and the SOW deliverables, the WBS should lead to a recommended fixed price for the initial task.

FHWA Response: Please review section M of the RFP regarding Firm fixed price task orders.

Question 34: Page 8, Task 2 – please clarify the type and quantity of the training tools to be included in the WBS.

a. Please clarify the “tracking tools” are outputs from FHWA or offeror’s project tracking system – or if a new, custom tool should be created for FHWA.

FHWA Response: The quantity of the training is not yet defined. The tracking tool is to track

FHWA outputs.

Question 35: Page 9, Task 4 – how many research reports are anticipated in the first year?

FHWA Response: To be determined.

Question 36: Page 10, Task 5 – the RFP notes: “provide support for communications and outreach materials for the HRT and TFHRC websites and special events such as public conferences, seminars, and workshops.” – how many conferences, seminars and workshops are anticipated in the first year?

Question 37: Page 11, 5.3 – Does FHWA anticipate needing all 100 minutes of short videos to be produced in the first year of the contract?

FHWA Response: No.

Question 38: Page 12, 5.4 – Please list the tradeshows FHWA anticipates in needing support for in the first year.

Question 39: For patents, should our team include a patent attorney to research and file patents?

If yes, how many patents are anticipated in the first year?

FHWA Response: Yes. 1 patent per year.

Question 40: Should G&A be added to subcontractor costs or just fee?

FHWA Response: Please propose in accordance with your approved cost accounting system.

Question 41: Page 69, 2(i) notes that “The Contracting Officer will engage in discussions with all offerors in the competitive range in accordance with FAR 15.306. At the conclusion of discussions, a final common cut-off date for submission of final proposal revisions will be established. Those offerors remaining in the competitive range will be invited to submit Final

Proposal Revisions.”

b. Will this be an oral, in person discussion or a phone call?

c. When is the time frame that this will happen?

d. Is this guaranteed to happen or may happen if there are additional questions/clarifications needed (i.e., could this be awarded without discussion)?

FHWA Response: Review section L.11 of the RFP. The method of discussion is to be determined by the Contracting Officer.

Question 42: “Task Area 2 – Program Support,” (page 8) lists a Technology Transfer Program

Plan as a task. It then states that the twofold purpose of the plan is “to better train and empower researchers…” and “to establish a process…” Another task within the same Task Area 2 includes the preparation of “training tools” and “deliver training” to help FHWA build coalitions. Please clarify the meaning of the term, “training” – Is the RFP talking about formal training, as in a classroom experience? Are we to develop some sort of curriculum? Or is it training in a less formal sense, such as webinars or a series of online videos one can access?

FHWA Response: All of the above.

Question 43: The third paragraph on page 8, under “Task Area 2,” includes a bulleted training tool entitled, “Process for selecting research topics.” Is there a formal process now underway for selecting research topics?

e. How are the origins of research projects currently memorialized?

FHWA Response: FHWA does have a formal process for selecting research topics.

Question 44: Please describe all technology and tools currently in use for CRM, website, project management and other functions that the offeror may need access to support this contract (i.e., Salesforce, SharePoint, Drupal for web content, etc.)

f. Will the offeror need to provide technical support or just be a user or functional admin of these technologies?

FHWA Response: Offeror will be a user and/or functional admin of the technologies.

Question 45 “Task Area 4 – Strategize” discuses “assessing the market potential for a technology,” researching the size of the market, cost of goods, etc.

g. Has FHWA ever done any market analysis like this before?

i. If yes, please describe the process and methodology – and whether FHWA would like the offeror to follow a similar process and methodology.

FHWA Response: The offeror shall propose based on its capability in response to this RFP.

Question 46: Task Area 5 includes a description of “Tradeshow Support,” and states that, in addition to developing actual exhibit materials, the contractor’s support shall include…” on-site support, to include overseeing construction and breakdown, and on-site support for the duration of the show.” Since the phrase “on-site support” is included within the overall category of “on-site support,”

h. Does this second usage mean being at the trade show booth to help staff and talk with people as they go through the exhibit (i.e., represent FHWA), or simply to be there in the event of a failure of equipment?

i. Please list the tradeshows anticipated for the coming year

FHWA Response: On-site at the booth to talk to people. Tradeshows to be determined.

Question 47: Under Task Area 5 - Market, the statement is made, "When tasked, the contractor shall develop and execute marketing plans with the goal of getting the product commercialized and/or to build partnering and collaboration opportunities to move the research out of HRT."

j. What is meant by the phrase, "execute marketing plans with the goal of getting the product commercialized?" Does this mean FHWA desired to actually sell or license technology and create a revenue stream – or to encourage the private sector to adopt and use the technology without providing revenue to FHWA?

FHWA Response: Both.

Question 48: Please confirm if FHWA desires staffing on-site at the McLean facility. If yes, what is the number and desired skill set of that person(s).

FHWA Response: Staffing on-site is not necessary.

Question 49: Please clarify the level of FHWA badging needed to perform work under this contract.

FHWA Response: Badging will not be needed for performance of work under this contract.

Question 50: Can we propose additional labor categories differentiated by experience?

Question 51: Can we propose multiple people for a given labor category (e.g. SME)?

Question 52: Given that different entities are involved, can we provide fully loaded rates on J1.

Cost Price Proposal Sheet and provide additional explanation regarding cost breakdown for each entity in the cost proposal?

FHWA Response: See response to Question 56.

Question 53:

RFP File Section Title Page/Paragraph Reference Text

RFP Attachment J.1

Cost Proposal

Worksheet

Worksheet:

Schedule 1

In the referenced worksheet there are rows for Total direct Labor and

Fringe, Total Direct

Labor through Overhead, Total G&A base, Total

Cost, Travel, ODC, and

Total Amount. However, the instructions in RFP

Section L.6 for Volume II tells offerors to only submit rates, without any totals or summation.

Will the government please confirm that Offerors are only required to provide indirect rates

(rows 15, 20, 27), fee (row 31) and direct labor rates for the identified labor categories (rows 7-

13) in the Cost Proposal Worksheet (Attachment J-1)?

Question 54:

RFP Attachment J.1

Cost Proposal

Worksheet

Worksheet:

Schedule 2

Rows 7-13

Question 55:

RFP_No._693JJ318R000023 B.2 SCHEDULE

OF RATES

Page 2 Labor skill sets and rate ceilings governing this contract shall conform to the descriptions found in Exhibit No. J.1

Labor Categories are provided in Exhibit J-1, but the descriptions noted in Section B.2 are not included. Will the government provide clarify the referenced text accordingly?

FHWA Response: Labor Category descriptions are in Section C of the RFP.

Question 56:

RFP_No._693JJ318R000023 C.2 CONTRACT

SCOPE

Page 6 The Contractor shall provide staff with expertise in the following areas:

• Technology Transfer

• Marketing

• Communication

• Intellectual Properties

• Multi-media capabilities

• Non-technical editing and writing

• Event planning and support

• Transportation Asset

Management

• Pavement

Preservation

• Road Inventory

Infrastructure

Management

• Civil Integrated

Management

• 3D/4D/5D/6D

Modeling

• Intelligent

Construction Systems and Technologies

• Construction

Materials (asphalt, concrete, structural steel, fiber reinforced polymers, aluminum, etc.)

• Hydraulic and

Geotechnical

Engineering

• Accelerated

Construction

• Accelerated Bridge

Construction

• Data and Tools for

Safety Analysis

• Pedestrians and

Bicyclists Safety

• Roadside Safety

• Driver Behavior

Analysis

• Intersection and

Interchange Design

• Transportation

Decision-making Data

Analysis

• Adaptive Signal

Control Technology

• Automated and

Connected Vehicle

Technology

• Other technical areas related to the planning, environment, design, construction, maintenance, operation, and safety of transportation infrastructure.

The Labor Categories listed in Exhibit J.1 and referenced in B.2 do not include categories that align with the specialized transportation related areas listed in C.2. Does the government anticipate the contractor to use the 'Subject Matter Expert' category for these specialized skills/areas? If so, can offerors add additional "Subject Matter Expert" labor categories to better reflect the diversity of this requirement?

Question 57:

RFP_No._693JJ318R000023 C.4 DETAILED

REQUIREMENT

Page 7 and Page

C.4 Management Plan:

The Contractor shall prepare a written plan that sets forth how the project will be managed and who will be the key personnel involved. The

Management Plan shall be submitted to the COR within two (2) weeks of contract execution and periodically as needed.

L.6 PROPOSAL

CONTENT AND

CONFIGURATION

(IDIQ): Part I –

Technical/Management

Approach

The offeror’s response shall demonstrate an understanding of the requirements and approach to addressing the work tasks anticipated and how the contract requirements and objectives will be met. The proposal shall not repeat the Section C

– Statement of Work requirements, but instead demonstrate an understanding of the issues involved, the approach to addressing such issues, and the unique experience of the offeror’s team to address such considerations. The technical approach shall also include a management plan, which details how the offeror will address the requirements of this

RFP.

The referenced sections conflict with regards to the instruction for offerors including a

Management Plan (see bolded text). Section C.4 indicates the Management Plan is to be submitted within 2 weeks of contract execution, while L.6 requires the Management Plan to be included as part of Volume I Part I. Will the government please clarify?

FHWA Response: Management plan shall be submitted as part of Volume 1 Part 1.

Question 58:

REUIREMENT

Page 11 5.2 Marketing

Materials:

The FHWA anticipates that the contractor, in performing these activities above, may incur direct costs from third parties for certain items (including but not limited to photo use rights, printed materials, posters, display panels, etc.)

produced and delivered to the

Government. The cost for these items will be passed on to the

Government with no markup. A budget has been set up for this purpose under the category “Government

Directed

(Unburdened) Plug

Number(s).”

Will the government confirm that there are no such "plug numbers" required to be included as part of the offerors Cost/Price proposal for this solicitation?

FHWA Response: No plug numbers are required in the proposals.

Question 59:

REUIREMENT

Page 11 5.3 Video Production:

When tasked, the contractor shall produce multiple short videos (up to a total of

100 minutes, total) including, but not limited to, script development, storyboard, graphics, post-production elements, closed-captioning (including

.srt files), and 508 compliance. Videos may include animation.

Since this appears to be a specific requirement that may be included in a future task order, will the government please confirm that the Labor Categories and cost for video production is not required as part of the offerors proposal for this solicitation?

FHWA Response: No, proposal shall be submitted in accordance with the RFP.

Question 60:

RFP_No._693JJ318R000023 L.6 PROPOSAL

CONTENT AND

CONFIGURATION

(IDIQ)

Page 64 L.6. Part II – Staffing

Proposal/Resumes:

A resume shall be submitted for the

Project Manager and must be organized and numbered.

2) Will the government please clarify what is meant by "organized and numbered" with regards to the Project Manager’s resume?

FHWA Response: By page number.

Question 61:

CONTENT AND

CONFIGURATION

(IDIQ)

Page 63 L.6 Part II – Staffing

Proposal/Resumes:

Offerors shall provide a

Master Staffing Matrix, which denotes the staffing levels proposed and their capabilities/credentials.

The Offeror shall provide a Staffing

Approach in support of

Section C – Statement of Work requirements and shall be submitted by Work Breakdown

Structure.

Offerors shall provide a

Master Staffing Matrix, which denotes those key personnel and the staffing levels proposed, and capabilities/credentials.

Additionally, the offeror shall provide a contingency plan to replace Key Personnel over the life of the contract. The contingency plan must demonstrate that the offeror has the ability to replace key personnel without any adverse impact on performance. As a part of the contingency plan the offeror must demonstrate their recruitment and hiring plan to fill key positions.

The instructions for Section L.6 Part II provide two conflicting paragraphs with instructions for offerors to provide a Staffing Matrix.

1) Will the government please review the referenced RFP sections and clarify what should be included in the Staffing Matrix?

2) We understand "staffing levels" to mean labor categories and hours. Given that this is an IDIQ contract, and specific requirements and deliverables will be described on future Task Orders, offerors cannot adequately estimate "staffing levels" in this proposal. Accordingly, will the government please consider removing or clarifying the referenced RFP sections?

Question 62:

RFP_No._693JJ318R000023 L.5 PROPOSAL

FORMAT

Page 62 (a) Email the Contract

Specialist with each proposal volume attached as individual emails. Email size must not exceed 5

MB.

Considering that each Volume has multiple parts that may be developed in different software and be difficult to consolidate into one file (e.g. Volume II may have Excel spreadsheets and Word documents), will the government please confirm that it is acceptable and compliant for each of the two Volume emails to contain multiple attachments?

FHWA Response: The excel spreadsheet in Volume II should be submitted as a separate attachment to the email.

Question 63:

CONTENT AND

CONFIGURATION

(IDIQ)

Page 66 Part IV - Past

Performance:

The offeror shall submit in its proposal past performance references for no more than five relevant contracts or subcontracts performed by the offeror, its predecessor companies, its key personnel who have relevant experience, or its performance as a subcontractor performing major or critical aspects of the requirement. Relevant contracts/subcontracts are those similar in nature to the requirements of the solicitation, performed within the last 3 years.

Each past performance reference shall not exceed two pages for a total maximum page count of 10 pages.

In order to adequately describe an offeror’s previous experience with this broad scope of work, will the government consider allowing each individual past performance reference to exceed the

2 page limitation as long as the total number of pages does not exceed the 10 pages allowed?