Response_to_questions__amendment_4.pdf

RFP 693JJ318R000024

Amendment 0004

Response to Vendor Questions

Question 1: On page 57, the RFP states, “Footnotes, legends, or labels associated with tables or diagrams, and other information that is ancillary to the main text, may be presented in a font size smaller than 12 point font---provided that any such smaller font is fully legible.” Can offerors also use smaller than 12-point font within the body of tables and diagrams assuming the font is legible?

FHWA Response: As long as fully legible.

Question 2: On page 61, the RFP states, “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.” Can offerors submit past performance references for our teaming partners/subcontractors as one or more of those five?

FHWA Response: Yes.

Question 3: On page 7, the Key Personnel position is listed as “Project Manager,” but the description of that position states, “The Program Manager shall have, as a minimum…” Does the government intend for this labor category to be called “Project Manager” or “Program

Manager?”

FHWA Response: Project Manager

Question 4: On pages 7-10, the RFP lists labor categories for key staff and other required personnel. Is it the government’s intent for the offerors to have just one person assigned to each of the labor categories (other than technical writer/editor where multiple people are mentioned), or may multiple personnel be provided for each category?

FHWA Response: Offerors may propose more than one individual and resume per labor category but submit only one direct labor rate.

Question 5: On page 7, the RFP indicates that “At a minimum, the Contractor shall provide the following staff with the stated qualifications.” May additional personnel labor categories or staff be proposed outside of the labor categories provided?

FHWA Response: Offerors may not propose additional labor categories. Offerors may propose more than one individual and resume per labor category but submit only one direct labor rate.

Question 6: On page 58, the RFP states that “resumes shall be provided for all proposed personnel,” but on page 59, the RFP states that “a resume shall be submitted for all key personnel.” Should offers provide resumes for only the one key personnel position (Project

Manager) or for all required personnel in the labor categories listed on pages 7-10?

FHWA Response: Offerors shall provide resumes for all proposed personnel.

Question 7: On page 58 the RFP states that “Staffing Proposal/Resumes – Staffing proposal is limited to 50 pages not including resumes.” Is it correct that resumes are not included in the 50-page limit? If so, is there a limit to the number of (or overall page count of) resumes submitted?

FHWA Response: Yes, resumes are not included in the 50 page limit. However, resumes may not exceed three pages each.

Question 8: On page 58, the RFP states that the “Technical (Parts I, II and III), which shall be provided electronically shall not exceed 110 pages.” Does that 110 page limit include resumes?

FHWA Response: No, the 110 page limit does not include resumes.

Question 9: On page 58, the RFP states that “Volume II – Business and Cost/Price (Parts I-V), which shall be provided electronically and shall consist of the following:

Part I – Cost/Price Information

Part II – Subcontracts/Consultants

Part III – Other Financial/Organizational Information

Part IV – Past Performance – Not to exceed 10 pages.”

It appears that Part V is missing. Should Part V be the Subcontracting Plan, which was referenced in the RFP and included as an attachment?

FHWA Response: There is no part V. It should be “Volume II – Business and Cost/Price (Parts I

– IV)”

Question 10: On page 65, the RFP states in two places that the offeror will be evaluated on its ability to “provide cleared personnel in a timely manner.” Will cleared personnel be required in this contract/proposal?

FHWA Response: Cleared personnel may be required on specific task orders. Specific security clearance requirements will be identified at the task order level; however, Offerors will be evaluated based on their ability to replace key personnel in the event that a change is required.

Question 11: On page 11, the RFP states that Contract Level Deliverables will include quarterly progress reports, to include at a minimum “d) A tabulation of the planned, actual and cumulative person-hours expended by Contractor personnel and by task order. Summary of the current and cumulative ODC and travel expenses. For FFP task orders, only the cumulative amount needs to be provided.” Would FHWA modify this so that for FFP task orders, person-hours expended would not be required, only current and cumulative invoice amounts? Typically under FFP task orders, staff person-hours of labor is not provided.

FHWA Response: FFP only require the cumulative amount of the specific requirements – either

CLIN balances, ODCs, and travel expenses as applicable. Labor hours are not included in the required deliverables listing.

Question 12: RFP Attachment J.1 – Cost Price Proposal Worksheet asks for direct labor rates/hour by labor category. Should one blended rate be provided for each labor category, or should direct rates be provided for individuals proposed within these categories?

FHWA Response: Provide direct rates for each labor category.

Question 13: RFP Attachment J.1 – Cost Price Proposal Worksheet says, “The Contractor shall modify the Cost/Price Proposal Template as needed to provide the required information.” May we add additional labor categories to account for different types of staff?

FHWA Response: No

Question 14: Page 18 of the RFP indicates in G.2 Billing Rates, “In accordance with Exhibit J.1, the direct labor rates and the provisional indirect rates to include Overhead (OH), General &

Administrative (G&A), and fixed fee negotiated under this contract shall remain in effect until revised rates have been approved in writing by the CO.” Please confirm/clarify that while indirect rates and fee percentage would remain in effect, direct labor rates for staff being bid on

CPFF task orders may be adjusted to reflect the actual direct labor rates of staff being proposed.

FHWA Response: yes.

Question 15: Section B.2. Schedule of Rates (page 2 of 67) of the RFP indicates that there are rate ceilings governing this contract, however, the RFP also states that Task Orders may be issued as Cost Plus Fixed Fee. Contractors should be entitled to reimbursement for actual allowable costs incurred without being subject to direct labor rate ceilings or indirect rate ceilings. Please remove the rate ceilings language.

FHWA Response: See response to Question 14.

Question 16: In Section B.2. Schedule of Rates (page 2 of 67), the RFP states, “Travel and materials will be reimbursed at cost. Inclusion of indirect burden amounts or fee on material costs, including travel expenses, is not allowable.” Given G&A is recognized as an allowable cost per FAR 52.216-7 “Allowable Cost and Payment”, please revise the RFP to allow for the inclusion of G&A on travel and materials.

FHWA Response: Propose in accordance with the RFP.

Question 17: Where should resumes be placed. Within Volume I, Part II or as an appendix to

Volume 1.

FHWA Response: Volume I, Part II

Question 18: Staffing: The paragraph about the Program Manager falls under the heading of

Project Manager. Is this a separate position? If yes, are they also considered to be “Key

Personnel”?

FHWA Response: No, this is not a separate position. The Government intended for this labor category to be called Project Manager. Refer to question 3.

Question 19: Proposal Format: L.4(a) states that the proposal shall be formatted/submitted as follows: “Email with each proposal volume attached as individual emails. Email size must not exceed 5 MB.” Since there are two volumes, are we supposed to submit as one or two emails?

If two emails, does the 5 MB limit apply to each email, or combined?

FHWA Response: 5 MB per email.

Question 20: Proposal Content: L.5 describes the cost/price information that is to be included in

Volume II / Part I. Is this information supposed to be provided for the prime contractor and all subcontractors, or just the prime contractor?

FHWA Response: Information shall be provided for the prime contractor.

Question 21: Who is the incumbent?

FHWA Response: This is a new requirement.

Question 22: Is Ms. Robin Hobb’s middle initial K or L? The RFP refers to K whereas the FBO notice refers to L. We ask so that we reference her properly in our proposal.

FHWA Response: “K”.

Question 23: Per Staffing on page 7, May an offeror present resumes for the Other Required

Personnel positions even if it is not required?

FHWA Response: Offerors should provide resumes for all proposed personnel.

Question 24: Per Staffing on page 7, how many resumes is the offer permitted to present for each position?

FHWA Response: Offerors may propose more than one individual and resume per labor category but submit only one direct labor rate.

Question 25: Per Staffing on page 7, should the offer provide Letters of Intent (i.e., Letters of

Commitment) for all proposed personnel?

FHWA Response: Letters of Intent are not required by the RFP.

Question 26: Per Staffing on page 7, will Letters of Intent (i.e., Letters of Commitment) count against any page limits? If so, does it count against the 50-page limit or the 3-page resume limit?

Question 27: Per Section L.4.a, can the government increase the per-email file size limit to 10

MB? In light of the size of each proposal volume (e.g., 110 pages for the Technical Volume;

approaching 150 pages if accounting for resumes), Offerors will severely comprise the quality of their proposals. It may not even be feasible to produce a proposal volume in 5MB.

FHWA Response: Proposals may be submitted in parts in separate emails, for example, “Proposal Volume I (Technical) – Part 1”.

Question 28: Per Section L.4.a, should offers submit each Proposal Volume Part in discrete emails for a total of 8 submissions per the outline below? If no, please provide clarifying guidance.

o Email 1: Proposal Volume I – Technical, Part 1 o Email 2: Proposal Volume I – Technical, Part 2 o Email 3: Proposal Volume I – Technical, Part 3 o Email 4: Proposal Volume I – Business and Cost / Price, Part 1 o Email 5: Proposal Volume II – Business and Cost / Price, Part 2 o Email 6: Proposal Volume II– Business and Cost / Price, Part 3 o Email 7: Proposal Volume II – Business and Cost / Price, Part 4

FHWA Response: Offerors may submit their proposal in separate emails.

Question 29: Per Section L.4.c, may offers use a Calibri font? If no, may offers use an Arial font?

FHWA Response: Offers may use either font as long as it is readable and does not go below 11-point

Question 30: Per Section L.4.e, may offers use an 8-point font for tables, diagrams, etc.? If no, what’s the minimum font that offerors may use?

FHWA Response: Yes – as long as the information is readable

Question 31: Per Volume 1 – Technical Proposal on page 58, since this proposal is an electronic submission, why is the government asking for proposals to be “bound” together? Does the government mean that the electronic Technical Proposal should be a singular all-inclusive file that contains Parts I, II, and III?

FHWA Response: Due to the email size limit, Proposal volume parts may be submitted in separate emails.

Question 32: Per Volume 1 – Technical Proposal on page 58, why is the government interested in who writes the proposal?

FHWA Response: The government needs to know the name of the individual writing the proposal for the company.

Question 33: Per Volume 1 – Technical Proposal on page 58, to enforce the stipulation of naming proposal writers, can the government add an attestation requirement, e.g., signatures from each listed proposal writer?

FHWA Response: No.

Question 34: What relationship is there between the approximately 30 areas of expertise listed in the Notice of Proposed Contract Action and the Tasks included in the RFP?

FHWA Response: There is a direct relationship between the expertise areas required to support the mission and related activities of the HIF and the task areas defined. Specific work to be performed under individual task orders will require the contractor to have expertise and considerable understanding of one or more of the subject areas in the course of supporting the task areas.

Question 35: Do firms submitting proposals need to specifically provide personnel for all 30 areas listed in the Notice of Proposed Contract Action?

FHWA Response: Offeror’s proposal will be evaluated and assessed on its ability to provide personnel with qualifications or to obtain the required expertise through partnering arrangements with subcontractors to support the HIF program areas to meet requirements and tasks in Section

C.

Question 36: How do the skills needed to perform all the tasks listed in the RFP nest within the 7

Required Personnel categories of Project Manager, Senior Engineer, Junior Engineer, Graphics

Designer, Meeting Facilitator, Administrative Assistant, Instructional System Designer, and

Technical Writer and Editor?

FHWA Response: Through the issuance of specific task orders the Project Manager would provide routine direction and general oversight for all task areas. Potential activities include, but are not limited to:

• Senior and Junior Engineer - are those general activities under Task Area A while the

• Graphic and Instructional System Designer may work with general activities under Task

Area B.

• Other personnel may be involved with general activities included under Task Area C.

Most likely the personnel categories will be involved with activities from all the task areas defined.

Question 37: Do all personnel supporting Performance Management or Asset Management need to be either engineers or technical writers?

FHWA Response: No.

Question 38: What is the relationship of the training to be produced with the National Highway

Institute (NHI)?

FHWA Response: None, if applicable, each task order will address any concerns.

Question 39: Will NHI personnel and procedures govern the development of training under this

IDIQ?

FHWA Response: NHI involvement will vary depending on training requirements and will be defined in related task orders.

Question 40: Can a contractor submit as the prime and also as a subcontractor to a small business enterprise (SBE)? In other words, would FHWA award a contractor as prime and then also award that same contractor as a sub to a SBE?

FHWA Response: No. The government will look at it as a conflict of interest.

Question 41: If a firm has multiple substantiated rates (fringe and overhead in different parts of the organization), do we have to submit documentation on all? With multiple substantiated rates, which should be used to complete J.1?

FHWA Response: It is up to the offeror to choose and propose their most competitive rate.

Question 42: Does the J.1 cost sheet only need prime indirect rates information?

FHWA Response: Yes

Question 43: For subcontractors, does the J.1 need to be completed that provides direct rates and fringe/overhead/G&A rates? How would the subcontractor J.1 be incorporated with the prime J.1 in price evaluation?

o If subcontractor unburdened/pool figures are required, may the sub submit their unburdened and indirect rates directly to the government, separate from the rest of the proposal? If so, how should it be packaged and to whose attention shall it be sent?

o If subcontractor audits are required, may the sub submit the audit directly to the government, separate from the rest of the proposal? If so, how should it be packaged and to whose attention shall it be sent?

FHWA Response: The J.1 cost sheet is to be submitted only by the Prime.

Question 44: Is the J.1 required for subconsultants that only perform work on a T&M or FFP basis and do not have the ability to work on a cost plus basis? If so, how should these be entered in the J.1? How would the subconsultants J.1 be incorporated with the prime J.1 in price evaluation?

FHWA Response: No. J.1 is to be submitted only for the Prime.

Question 45: Will FHWA accept a J.1 schedule that blends prime and subcontractor rates to develop an overall composite rate per labor category?

Question 46: Will task hours be provided to develop the Volume 2 cost proposal?

Question 47: The second paragraph under the description of Project Manager in section C (p. 7) says “Program Manager.” Is the Program Manager a separate key personnel from the Project

Manager or was “Program” meant to be “Project”?

FHWA Response: No, this is not a separate position. The Government intended for this labor category to be called Project Manager. Refer to question 3.

Question 48: Schedule 1 – Direct Labor and Indirect Costs has no line description for service centers. Should an additional line description be placed under Labor Category or should there be a separate category for Testing Service Centers?

Question 49: RFP page 18, Section G.2 Billing Rates, states that the rates in the contract remain in effect until revised rates have been approved by the CO in writing. It’s clear that this applies to any requested changes in the provisional indirect cost rate(s). Are changes to direct labor rates also subject to written approval approved by the CO?

Question 50: RFP page 25, Section G.20 contains an insurance clause which requires auto liability and general liability. Can you please clarify whether auto liability insurance is only required for the prime/offeror or whether it is also required for subcontractors?

FHWA Response: Prime.

Question 51: RFP page 27, Section H.2, states that all work products must meet Section 508 accessibility requirements. The specific 508 requirements are contained in Section C.5 and, in our experience, require specific skills not covered in the staffing list provided in the RFP. Do you consider the Graphics Designer labor category or any of the other categories as covering 508 compliance, or will the government consider adding an additional labor category, such as

Support Staff?

FHWA Response: With the proliferation of technical articles, papers, etc. moving to an online platform, it is the Government’s intent that the Technical Writer and Editor and/or the Graphic

Designer would be familiar with 508 accessibility requirements.

Question 52: In all three tasks there are activities related to public administration, which would require skills beyond engineering, and are not covered in the list of labor categories provided.

Examples include Task A item 2 as relates to regulatory analyses, item 4 as relates to organizational capacity, and item 5 as relates to risk-based, life-cycle, and financial planning.

Would you consider the addition of a labor category such as Program Analyst, Management

Analyst or Policy Analyst to capture those distinct skills?

FHWA Response: Propose per RFP requirements.

Question 53: RFP page 59, Part I, item (a) states that the Standard Form 33 is to be used as the cover sheet of Volume II. Please confirm that this may be placed after the outside proposal cover, on which we are to include the notice referenced in RFP Section L.7 Procurement

Integrity Act Requirements.

FHWA Response: yes

Question 54: RFP page 59, Volume II, Part I-Cost/Price Information: Is the information under subsection (a) required for subcontractors?

Question 55: RFP page 60, Part III, item (a) – Other Financial / Organizational Information – please confirm that the Standard Form LLL is required for the prime/offeror only, as opposed to both prime/offeror and subcontractors.

FHWA Response: Prime

Question 56: RFP page 60, Part III, item (b) – Other Financial / Organizational Information – please confirm that the Terminated Contracts is required for the prime/offeror only, as opposed to both prime/offeror and subcontractors.

Question 57: RFP page 60, Part III, item (c) – Other Financial / Organizational Information – please confirm that the Representations and Certifications is required for the prime/offeror only, as opposed to both prime/offeror and subcontractors.

Question 58: RFP page 60, Part III, item (e) – Other Financial / Organizational Information – please confirm that the Acceptance of Terms and Conditions is required for the prime/offeror only, as opposed to both prime/offeror and subcontractors.

Question 59: RFP page 60, Part III, item (b) states that offerors are required to list all contracts terminated for convenience by the Government in the past 3 years. Can you please confirm that by “Government” your intent is limited to the Federal Government?

FHWA Response: Federal Government.

Question 60: Would FHWA consider extending the proposal submission deadline in light of the typical family obligations of staff with the Thanksgiving holiday that falls on the days before the deadline?

FHWA Response: Yes, due to the delay in responding to the questions and the Thanksgiving holiday, proposal due date is extended through 1:00pm (EST) December 10, 2018.

Question 61: RFP page 67, The RFP states the government will multiply the offeror’s proposed labor rates by the estimated hours in the IGCE for use in realism evaluation and best-value determination. How will the hours be applied across teaming partners when the offeror has multiple subcontractors proposing rates in their own Exhibit J.1?

FHWA Response: J.1 is to be submitted only by the Prime.

Question 62: Exhibit J.1: How will the loaded rates be used under the resulting contract. Will they be used for pricing and billing purposes or will the contractor be able to use actual individual rates for pricing and billing purposes?

FHWA Response: The RFP does not require offerors to propose loaded rates.

Question 63: Page 7 of the RFP describes the requirements of the Project Manager. There seems to be a disconnect between the experience and qualification requirements described therein. For example, the RFP states “This individual shall have considerable experience managing large complex projects involving coordination of multiple teams and/or transportation agencies” and further adds “The Program Manager shall have, as a minimum, a Bachelor's degree and two years of experience in managing editorial/publication programs, including a professional level technical publishing and distribution process.” Can you confirm whether the qualifications required are only related to editorial/publication programs? Are technical qualifications not required for the proposed Project Manager?

FHWA Response: The Government intended for this labor category to be called Project

Manager. RFP was amended to revise the description for this labor category.

Question 64: Pages 7 and 8 of the RFP describe the requirements of a Senior Engineer. However, the qualifications of a Senior Engineer seem to be only related to the practice area of pavements.

Based on the requested scope of services, does FHWA intend to outline qualifications of a Senior

Engineer in other disciplines directly related to the tasks to be performed (e.g. bridges, asset management, etc.)?

FHWA Response: See RFP amendment with revised description for the Senior Engineer labor category.

Question 65: Is PE requirement a must for the Senior Engineer labor category? Is there an equivalent criterion for PE requirement?

FHWA Response: This labor category has been updated. Please see revised description in the attached revised RFP amendment 0002.

Question 66: Can we bid multiple persons for a given labor category?

FHWA Response: Offerors may propose more than one individual and resume per labor category but submit only one direct labor rate.

Question 67: Can we add additional labor categories by experience (e.g. mid-level engineers, senior graphic designers, etc.)?

FHWA Response: No, propose labor categories suggested in the RFP.

Question 68: Page 10: The requirements of the Senior Technician labor category do not align with the technical work to be performed under this contract. Please clarify.

FHWA Response: Propose in accordance with RFP requirements.

Question 69: Page 58, Volume 1 – Technical, Part II – Staffing Proposal/Resumes: The RFP states that Part II is limited to 50 pages not including resumes. Historically in past IDIQ contracts, Part II has been limited to 5 or 10 pages of narrative exclusive of resumes, or larger page limits (35-50 pages) inclusive of resumes. In addition, the RFP notes Part II should include just a contingency plan to replace personnel. Would you please confirm the 50-page limit is correct and not a typo? If not a typo, would you please elaborate on what else you would like in this section beyond the contingency plan?

FHWA Response: Propose in accordance with RFP requirements.

Question 70: The nature of general activities mentioned in Task Area A may require subject matter experts other than engineers. Can you provide comparable qualification requirements for technical labor categories who are not engineers?

FHWA Response: Propose labor categories as required by the RFP.

Question 71: Page 11 of the RFP (section C.5 Task Order Deliverables) mentions the requirements for source code and executables of software applications to be developed under this contract. Does the proposed effort include software application development? If yes, what are the requirements of a software application developer? Is software application developer a required labor category?

FHWA Response: Through the issuance of Task Orders during the period of performance of this contract there may be software application development.

Question 72: It appears that this proposed contract replaces other existing IDIQ contracts within the HIF. If yes, please name the firms, the contract numbers, the dollar values and the periods of performance.

FHWA Response: DTFH61-13-D-00002, DTFH61-13-D-00003, DTFH61-13-D-00004, DTFH61-13-D-00005.

Question 73: Because of the broad scope nature of the contract, can you provide an indicative weightage assigned to scoring by Task Area?

FHWA Response: A symbolic example could be 80% (A), 10%(B) and 10%(C)

Question 74: Page 59 of the RFP under Part I-Cost/Price Information (1), it states “…please provide documents for the proposed labor rates to include documents for the current rate paid for this labor category and documents for any proposed escalation over the life of this IDIQ.” Given the size and diverse nature of the proposed work, if we were to use a blended rate for each labor category, what documentation would you need? Do you need documentation only from the prime contractor?

FHWA Response: Propose direct labor rates as required by the RFP. Documentation is needed from the Prime.

Question 75: 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, should each subcontractor have to provide separate cost information?

FHWA Response: Cost information is needed from the Prime.

Question 76: Do our subcontractors also need to have a cost plus accounting system or is it just for the prime?

FHWA Response: Only the Prime.

Question 77: The RFP asks for original signatures (p. 59 – Std Form 33, etc.) to be included in the original proposal. Since this is an electronic submittal, will electronic signatures or scanned copies of the originals be acceptable in the final packages?

Question 78: Should the Subcontracting Plan be included in Volume II? If so, under what Part?

FHWA Response: Yes, Part I.

Question 79: Top of Page 57 says “staffing resumes shall be provided for all proposed personnel.” Top of Page 58 says “A resume shall be submitted for all key personnel.” Which is the desired requirement? And, again does key personnel include Senior Engineers and other senior staff?

FHWA Response: Offerors shall provide resumes for all proposed personnel.

Question 80: Please clarify the wording in the 3rd sentence in the paragraph on the middle of page 59, which reads: “Exhibit J.1 format may be modified as necessary by the Offeror;

however, the content of the sheets must be fully complied with if submitted in an alternative format. It is the Government’s preference to have the cost proposal submitted in the suggested format. For labor rates please provide documents for the proposed labor rates to include documents for the current rate paid for this labor category and documents for any proposed escalation over the life of this IDIQ.”

FHWA Response: Provide the direct rates for all proposed labor categories and indirect rates as stated in the RFP.

Question 81: On page 61 under Part IV – Past Performance, please indicate if the references may be from work performed by key personnel that are not from the offeror but instead belong to a proposed consultant or subcontractor.

FHWA Response: Past performance from all proposed personnel for this contract is acceptable.

Also see response to question 2.

Question 82: Page 8 describes the role of Meeting Facilitator. We are accustomed to this role being a higher level person capable of leading and guiding discussions among meeting participants and driving a conversation to an end or conclusion. However, as currently described, the role of the Meeting Facilitator is very similar to the description given for the Senior

Administrative Support position on page 10. Please confirm if this is the intention.

FHWA Response: The Meeting Facilitator labor category has been removed. The Senior

Administrative Support labor category description has been revised. See attached revised RFP.