Questions Answers J.8 RFP 693JJ920R000018.pdf

Attachment J.8 Questions and Answers

Technical Questions:

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1 RFP

C.4.5

Establish CRSS PSU Samplers and Quality Control Staff

3 Travel to PJs to collect PCRs

– Can the government provide a plugin number associated with this cost?

The cost of traveling to the Police Jurisdictions would be determined by the frequency of sampling visits that the vendor negotiates with the PJ when they establish cooperation.

For instance, sampling visits could be weekly, bi-weekly, monthly, or quarterly. Some police jurisdictions may even change how they provide crash reports based on how the vendor establishes cooperation, thus it is not feasible to provide a plug-in number.

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2 C.1, Table 1, PDF Page

#9 (labelled Page 8 at bottom) and Section M.4.1 Cost Evaluation Sheet, PDF Page #83 (labelled Page 82 of 88 at bottom)

Question Would you please verify that the information on the two cited pages (PDF 9 and 83) are correct, consistent, and up to date?

At the time of this posting, the information is the latest .

3 RFP

C.4.5.1

CRSS

Sampling Training

1 Please confirm the frequency of the CRSS Sampling training? Is it annually? Or is it only done at the start of the contract? Also, is it given for any newly onboarded personnel during the period of performance?

The Sampling training is typically conducted once at the beginning of the contract. It is anticipated that every two years an update training will be conducted based on quality control findings.

If newly onboarded personnel is hired related to a special study, then they will receive sampling training. All other newly onboarded staff scenarios will be

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assessed as the needs arise.

4 RFP

C.4.5.1

CRSS

Sampling Training

2 Is there travel involved for the Sampler update training conducted biennially?

In previous update training, yes there was travel involved.

5 RFP

C.4.7

Maintaining Access to Crash Report Data

3 Fees to retrieve PCRs, can the government provide a plugged number for all offerors?

Any costs to receiving crash reports for this procurement would be based on the cooperative agreement established by the awarded vendor.

6 RFP

C.4.9

CRSS Listing 1 The SOW States that “All CRSS Samplers should have the ability to read and synthesize crash report data and list PCRs in PARSE equivalent to the speed of at least 20 PCRs per hour.”

Can you please clarify if this is for PCRs obtained through EDT or State Website or PCR feed to PARSE or Secure Email or Thumb drive or Physical Site Visit or Receipt of paper PCRs?

This is a standard estimate across the various methods of obtaining crash reports.

7 RFP

C.4.12

CRSS

Automated Listing of Crash Report Data Algorithm

1 (Section Title

Did the government mean to reference Auto Stratification instead of Auto Listing?

Auto-stratification is the suggestion of the CRSS stratum, whereas auto-listing is the automated process of listing the crash record.

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8 RFP

L.8 Proposal Content

3rd paragraph, Item (7) on the list

Is there a specific page limit on the Business Management Proposal?

No there is no specific page limit on the business management proposal.

9 RFP

L.8

Proposal Content

1 Can you please clarify if there is a page limit for each resume that we submit?

No, there is no page limit for resumes.

10 RFP

L.9.2

Technical Plan and Project Management

4th paragraph, 1st bullet

This section asks for “Discussion of the role and responsibilities of the proposed project director;”

but section B.5 “Labor Categories” does not list “Project Director”. Can you please clarify if the Project Director is the same as the Project Manager?

Yes, the Project Director and Project Manager would be one in the same.

11 RFP

L.9.3

PART II:

Qualifications of Project Personnel (see M.2.2)

1 Can you please confirm that we need to submit resumes for only the Key Personnel i.e. Project Manager, Cooperation Liaison, Sampling Coordinator, and Administrative Assistant/Support?

Correct

12 RFP

L.9.3

PART II:

Qualifications of Project Personnel (see M.2.2)

1 Can you please confirm that we do not need to submit the resumes of non-key personnel staff?

Correct

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13 RFP

L.9.3

PART II:

Qualifications of Project Personnel (see M.2.2)

2 Can you please confirm that we need to submit the commitment letters for only the proposed Key Personnel i.e. Project Manager, Cooperation Liaison, Sampling Coordinator, and Administrative Assistant/Support?

Correct

14 RFP

L.9.3

PART II:

Qualifications of Project Personnel (see M.2.2)

2 Can you please confirm that we do not need to submit commitment letters of non-key personnel staff?

Correct

15 RFP

L.9.3

PART II:

Qualifications of Project Personnel (see M.2.2)

2 Can you please confirm that we do not need to submit commitment letters for individuals who are already our employees?

Only proposed key personnel information, including resumes are needed in responses to the proposals, regardless of whether they are current employees.

16 RFP

L.9.4

Corporate Experience and Past Performance (see M.2.3)

2 (d) Do we have to provide the name and number of all three (Procurement Contracting Officer, Administrative Contracting Officer, and/or Contracting Officer’s Representative) or just one of them?

All three names

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17 RFP

M2.2 Qualifications of Project Personnel (See L.9.3)

2 Can you please confirm that we need to provide the vacancy announcement for only key personnel positions?

Or do we need to show the vacancy announcement for all proposed staff, both key and non-key personnel?

All proposed personnel

18 RFP

M2.2

Qualifications of Project Personnel (See L.9.3)

2 If there are multiple personnel being hired for one position, is it adequate to show one vacancy announcement?

Yes

19 RFP

M.4.1

Cost Evaluation Sheets

1 In terms of Other Direct Costs, would the government provide all offerors a plugged number?

Other Direct Costs should accurately reflect each individuals vendors expenditures for this procurement, not an estimate provided by the government.

20 RFP

K.2

FAR 52.204-8

Annual Representations and Certifications (Mar 2020)

(C) (vii) What is the current contract value?

The current contract cost is approximately $3.2M.

21 RFP

General Question

N/A N/A How many FTEs are currently supporting this work?

Currently, there are a mix of full time and part-time staff to complete the sampling

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effort. Additionally, some staff perform dual roles. Please use the information provided in this requirement.

22. In the last paragraph on the background section on page 7 (Page 7 of 88) it says the following:

This Contract provides support for the third stage, CRSS Sampling Operations that includes but is not limited to PCR collection, listing, sampling and quality control activities for the Crash Report Sampling System (CRSS) PSUs listed in Table 1.

It is not clear of which Table 1 this refers to. Can you clarify? Also it says that this contract is about providing support for third stage.

We doubt it as this seems to be a RFP for the first two stages. Clarification on this would be helpful.

Answer: Table 1 refers to an estimated listings for each CRSS PSU. The third stage of crash report stratification is inclusive of the listing and sampling process. No, this RFP does not address the first two stages of stratification as those have already been determined. The prior two stages that were documented in the RFP were for information only.

23. Are we expected to come up with new sampling techniques that are different from the current techniques? Or are we supposed to implement the current sampling techniques in a much efficient manner? Please clarify.

Answer: The qualification for crash report stratification will remain in tact. Increased efficiencies such as an increase in listings per hour and cost effective means obtain crash (i.e., changing a crash report retrieval method from a physical visit to an electronic) could also qualify as a new and efficient sampling technique.

24. What are the Service Contract Act (SCA) equivalent titles for Samplers and for QC personnel? Is there to be a section on Wage Determination under the SCA in the contract?

Answer: The Government have provided the categories and position description. It’s up to each Offeror to cross match their labor categories.

25. Absence of Section on Wage Determination, related to Service Contract Act (SCA). Prior classification of Samplers had been equivalent to General Clerk III in such work.

Answer: See question 24.

Costs/Price Questions:

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J.4

Cost Proposal Template

Cost Template

What is the meaning of “Special Testing” (Cell A28) in the “J.4 Cost Proposal template”?

There is no reference to “Special

Testing” in M.5.6 Cost Evaluation Sheets.

Correct, there is no testing on this contract. Please use the cost template as a guide only.

Offerors can propose as they see fit

1 J.4 Cost Proposal

Template

Cost Template Please clarify what is Task 1, Task 2 in the “J.4 Cost Proposal Template? Is each section starting 4.1 through 4.17 considered a task?

Please use the cost template as a guide only. Offerors can propose as they see fit

2 J.4

Cost Template Should we create one worksheet for each Contract Year in the “J.4 Cost Proposal Template”?

Yes

3 J.4

Cost Template In the “J.5 Travel Cost Breakdown Spreadsheet” attachment, Column C asks for “Employee Name”, can we use pseudo names likes Sampler 1, etc.?

Yes

4 J.4

Cost Template The “J.5 Travel Cost Breakdown Spreadsheet” attachment, Column A asks for “Destination”, can the government please provide the information on the location of training for all the contract years for CRSS Sampling training as well as update training?

The location and dates of the CRSS sampling training and the update training are not known in advance. However, when the location and dates are finalized, the hotel rates are based on government lodging. Additionally, there are some unknown variables in

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J.4

Cost Proposal Template

Cost Template

What is the meaning of “Special Testing” (Cell A28) in the “J.4 Cost Proposal template”?

There is no reference to “Special

Testing” in M.5.6 Cost Evaluation Sheets.

Correct, there is no testing on this contract. Please use the cost template as a guide only.

Offerors can propose as they see fit

Section C.4.5.1 includes information on Training but does not specify the location of the training determining the location of the training. If a vendor has a physical facility for sampling in which most of their staff is located, the government would attempt to have the training conducted nearby.

5 J.4

Cost Template In the “J.5 Travel Cost Breakdown Spreadsheet” attachment, Column E asks for “Travel Dates From/To”, can the government please provide the information on the exact dates of travel that is needed and the number of trips?

Section C.4.4 includes information on Training but does not specify the dates of training.

The location and dates of the CRSS sampling training and the update training are not known in advance. However, when the location and dates are finalized, the hotel rates are based on government lodging. Additionally, there are some unknown variables in determining the location of the training. If a vendor has a physical facility for sampling in which most of their staff is located, the government would attempt to have the training conducted nearby.