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Solicitation #70FA2018R00000010 Questions and Answers
| Q&A # |
| Document |
| Section # |
| Section Name/Topic |
| Question |
| Answer |
| 1 |
| Solicitation |
| B.1 |
| Brief Description |
| How does the government intend to verify and ensure that prospective awardees are in fact 8(a) eligible under the 611710 NAICS? |
| The Government is responsible for verifying this information and will do so accordingly. |
| 2 |
| Solicitation |
| K |
| Reps and Certs |
| Will the government accept a statement of completion of Reps/Certs within the SAM system in lieu of the completed Section K statements? |
| Per L.C.3.5. is updated to read: 5. A copy of the offeror’s Representations, Certifications, and Other Statements of Offerors (Section K of the solicitation) or a statement that the offeror’s SAM is current, accurate, and complete. |
| 3 |
| PWS |
| 1.4.5 |
| Background Investigations |
| We request that the government identify by position the required background investigation access necessary for each role. |
| The minimum standard for all employees on the contract is a Moderate Risk Public Trust position with a Minimum Background Investigation |
(MBI) conducted within the last 5 years.
| Does the CDP already have a negotiated space at Hartsfield (Atlanta) used for a reception and student control area, or will the awardee have to identify and provide a space for students? |
| CDP has a designated space |
| General Question |
| Are there contract staff who support the student arrival/departure areas located in Atlanta? |
| Yes |
| Does EO13706 apply to the staff under this anticipated contract? |
| Yes, see attachment 3 |
| Wage Determination |
| The government provides a WD for the Anniston area; are there ANY other areas (e.g. Atlanta (GA), etc.) where contracting staff might or would be primarily working? |
| No |
| 8 |
| PWS |
| 4.2.1 |
| Facility Changes |
| Are request to be submitted via a paper form or digitally? |
| Digitally preferred, to be determined between COR and contractor |
| 9 |
| PWS |
| 7.1.1.15 |
| Graduation Requirements |
| What does the graduation Packet contain? |
| Approximately 5 pages of printed documents (e.g. certificate, CDP fact sheet, graduation on-line information retrieval instructions, train-the-trainer instructions). |
| 10 |
| PWS |
| 5.3 |
| Contractor-Furnished Telecommunication devises |
| How Many Phones needed? If so are they already under a contract thru a provider? |
| Number of phones dependent on contractor’s approach. Not already under a contract provider |
| 7.3.2 |
| Welcome Packets |
| What information does the welcome packets consist of? |
| Average of 14 printed documents assessable online for students (e.g. medical questionnaire instructions, travel instructions, driving directions, student handbook, site map, check-in procedure) |
| 12 |
| PWS |
| 7.1.6 |
| Online Training |
| How to turn in Report? |
| Electronic submission |
| 13 |
| PWS |
| 4.1.1.1, 4.3 |
| Inventory Management |
| What software is currently used for inventory management, is it a COTS system or excel spread sheet? |
| CDP Government uses the FEMA Sunflower Asset Management Property System for inventory management. |
| 14 |
| PWS |
| 7.3 |
| Housing/ Transportation |
| On an average week of training, how many students are transported from the airport to the CDP? On average what times are students picked up from the airport on the day before start of training? |
| Average 300 |
| General question |
| In an average month, what are the weekend support requirements? |
| Transportation, Student Services (in-processing, on-call support, etc.), Travel, and other services as required by the training schedule |
| 16 |
| PWS |
| 7.7 |
| Work Orders |
| Can the government provide sample work order requests? Once a request is reported and documented who is responsible to complete and insure the items were closed out? |
| See Attachment 44 for work order example. COR and contractor project management responsible for ensuring items complete when closed out. |
Missing Section
According to PWS Section 5.4.3 it states the following, "...CDP Vehicle Management Procedures under Section J, Attachment 16." We checked Attachment 16 for Section J and it is not included within the attachment. Will the Government provide Section J for industry review?
CDP Vehicle Management Procedure is Section J, Attachment 19. PWS 5.4.3 updated to reference attachment 19.
Pricing Worksheet
The solicitation documents does not include a pricing worksheet for industry to complete and submit. Will the Government be providing this worksheet, so industry can provide the pricing solution for source selection review?
The Government does not have a standing pricing template for this project. It is anticipated that the contractor has a satisfactory pricing template to meet the requirements of the RFP.
Wage Determination
As of July 2018, a new wage determination schedule has been released. Will the Government provide the most current wage determination schedule impacting this Request for Proposal (RFP)?
This is being updated to WD 2015-4587 revision 8.
Vehicles
According to RFP Section H.8, it states the following, "Contractor vehicles operated on Government property shall be maintained in good repair." Are there any specifications that the contractor shall follow to operate contractor vehicles?" How many contractor vehicles are required for this contract?
See attachment Section J, Attachment 19, CDP Vehicle Management Procedure for vehicle operations and Section J, Attachment 17, List of Vehicles
Reproduction of Reports
Section H.1 states the following, "Reproduction of reports, data, or other written material, if required herein, is authorized provided that the material produced does not exceed 5,000 production units of any page and that items consisting of multiple pages do not exceed 25,000 production units in aggregate." Is this number per month or per year?
Per Government print request
| Statement of Equivalent Hires |
| Since incumbents will have the right of first refusal, will the government consider adding a column to the Statement of Equivalent Hires to indicate the incumbent's longevity for each position title listed in the table providing support for the CDP? |
See clause 52.222-17 (d)(1). It states in part: The Contractor (the incumbent in this case) shall, not less than 30 days before completion of the Contractor’s performance of services on the contract, furnish the Contracting Officer with a certified list of the names of all service employees working under this contract and its subcontracts at the time the list is submitted. The list shall also contain anniversary dates of employment of each service employee under this contract and its predecessor contracts with either the current or predecessor contractors or their subcontractors. [The CO will provide list to awardee.]
Does the Registry System used by HS generate the 10-digit SID automatically or is it assigned by the contractor?
System generated
| Is the 10-digit SID permanently assigned to each individual student or can it be re-used by another student in a different class or cycle after training of that student is complete? |
| Permanently assigned to an individual |
| General Question |
| Are contractor personnel physically located at sites other than Anniston? |
| No |
| The contractor shall be responsible for shipping and maintaining all booth equipment. Is this a reimbursable expense or is this an expense item chargeable to the government? |
| Reimbursable expense |
Will the incumbent provide his job descriptions for his staff and his Job Hazard Analysis for each job?
Necessary job descriptions will be based on the offeror’s approach.
| What system is currently being used for Work-order management and control? |
| Government provided MS Office software, e.g. Outlook, Word, Excel, PowerPoint |
Travel Coordination: Is student travel a government funded expense or is it contractor funded and government reimbursed?
Government funded
The contractor shall purchase approved course material from GPO/FedEx website. Is this via Government Purchase Order or reimbursable to the contractor after contractor purchases the material on the supplies account?
Contractor to purchase through Government GPO/FedEx account (no cost to the contract)
| General Question |
| Is there a redacted copy of current employee birthdates and sex for estimating insurance and benefit requirements? |
| See clause 52.222-17 (d)(1). {See question #22 for more details.} |
| Wage Determination |
| On 7/17/18, the DOL Wage Determination website posted SCA WD 2015-4588 Revision 8 dated 7/11/18. We are requesting that the government incorporate the updated WD. |
| This is being updated to WD 2015-4587 revision 8. |
| 33 |
| PWS |
| 7.1.8 |
| External Training Support |
| The government states - "For planning purposes, it is estimated the contractor can anticipate 80 week long resident training events per contract period that includes approximately 75 participants; and, 150 nonresident/indirect training events that includes approximately 50 participants. “Is this in addition to the numbers presented for Resident and/or Nonresident and Indirect Training support, or inclusive of those numbers? How is this training different from the "regular" training? How far in advance will the contractor be notified of an External Training Support requirement? |
| This is in addition to the numbers presented for Resident and/or Nonresident and Indirect Training support. This is partner/external agency training. Normally notified of external training support requirements 30 days in advance. |
| 34 |
| PWS |
| 7.1.8.1 |
| Cost Tracking |
| The PWS states, "The contractor shall separately track costs for each external work order and provide actual cost data when closing out each work order. “What costs (only labor or course materials and shipping, etc.) are we tracking? Is there government furnished software to track these work orders? |
| Labor, course materials, supplies, etc. |
| 35 |
| PWS |
| 7.2.5 |
| Design of Outreach Materials |
| Does the USG provide graphic design software (Adobe Suite or other) to design and update Outreach materials and handouts? |
| No graphic design software provided. |
| 36 |
| PWS |
| 7.4.2 |
| Student Level 1 Evaluation |
| Can the USG provide a screenshot of the blank or completed sample evaluation? |
| See attachment 42 example |
| 37 |
| PWS |
| 7.4.1 |
| Computer Laptops, Tablets, e-readers, other Instructional Delivery Devices |
| Is the Contractor responsible for operating a help desk or maintaining a network to support the devices? If not, which organization assumes that responsibility? |
Contractor responsibility.
| 38 |
| PWS |
| 7.7 |
| Work Order Procedures |
| Please confirm that it is the intent of this section to provide work order support for PWS sections 7.1-7.6. If this is not correct, please clarify what types of services will be ordered under the Work Order Procedures. |
| Intent is to provide work order support for PWS sections 7.1 – 7.6 |
| 39 |
| PWS |
| 7.7 |
| Work Order Procedures |
| Will all services ordered under work orders be reimbursed under CLIN X004 and X005? If not, please clarify how the services will be funded. |
| Allowable costs not under FFP CLIN(s) will be reimbursed under ODC CR CLIN(s) |
| Due to the possible nature of some of the questions and the timeframe allowed, we respectfully request a 10-day extension to allow time to sufficiently prepare our response and incorporate any possible amendments. |
| The due date has been extended. See Amendment 0004. |
External Training Support
The government states - "For planning purposes, it is estimated the contractor can anticipate 80 week long resident training events per contract period that includes approximately 75 participants; and, 150 nonresident/indirect training events that includes approximately 50 participants."
Is this in addition to the numbers presented for Resident and/or Nonresident and Indirect Training support, or inclusive of those numbers?
How is this training different from the "regular" training?
How far in advance will the contractor be notified of an External Training Support requirement?
This is in addition to the numbers presented for Resident and/or Nonresident and Indirect Training support. This is partner/external agency training. Normally notified of external training support requirements 30 days in advance.
| 42 |
| PWS |
| 7.1.8.1 |
| Cost Tracking |
The PWS states, "The contractor shall separately track costs for each external work order and provide actual cost data when closing out each work order."
What costs (only labor or course materials and shipping, etc.) are we tracking? Is there government furnished software to track these work orders?
All costs are to be tracked. Standard workstation software include Windows and Microsoft Office Applications.
| 43 |
| PWS |
| 7.2.5 |
| Design of Outreach Materials |
| Does the USG provide graphic design software (Adobe Suite or other) to design and update Outreach materials and handouts? |
| No |
| 44 |
| PWS |
| 7.4.2 |
| Student Level 1 Evaluation |
| Can the USG provide a screenshot of the blank or completed sample evaluation? |
| See attachment 42 |
| 45 |
| PWS |
| 4.1.2 |
| Government vehicles/Attachment 19 Vehicle Management Procedures/Attachment 17 List of Vehicles |
| Attachment 19 provides the Vehicle Management Procedures for Government and GSA vehicles. Attachment 17 provides the list of vehicles. Request Government identify in Attachment 17 for each vehicle whether it is a Government, or GSA vehicle. |
| Updated attachment 17 |
| 46 |
| Solicitation |
| C |
| Business Proposal Instructions (Volume 2), Page 60 |
| …, the Government considers 78 full time equivalents (FTEs) may be required to complete the requirements? Request the Government provide information on how this number of FTEs was derived and if this is required amount to bid? |
| The 78 FTEs listed in the RFP are based on the Independent Government Cost Estimate (IGCE) and the Government’s best estimate of the amount of effort necessary to complete all tasks. It is ultimately up to the contractor to propose the number of FTEs based on your approach. |
| 47 |
| PWS |
| 5.2 |
| Contractor-Furnished Supplies |
| …contract-funded dollars - Does this mean Cost Reimbursable CLIN or funded thru FFP CLIN? |
Cost reimbursable CLIN
| 48 |
| PWS |
| 5.2 |
| Contractor-Furnished Telecommunication Devices |
| …contract-funded dollars - Does this mean Cost Reimbursable CLIN or funded thru FFP CLIN? |
Cost reimbursable CLIN
| For planning purposes, the Government averages 3 special tours a month and 1 Newcomer Briefing a quarter - Which CLIN? |
| CLIN 0003 |
| 50 |
| PWS |
| 6.5 |
| Quarterly Emergency Response Plan (ERP) Exercises |
| Please confirm which CLIN this requirement applies? CLIN x0003 and/or x005? |
CLIN 0003
| 51 |
| PWS |
| 7.1.7 |
| Special Events |
| Please confirm which CLIN this requirement applies? CLIN x0003 and/or x005? |
| CLINs 0003 and 0004 |
| 52 |
| PWS |
| 7.1.8 |
| External Training Support |
| Please confirm which CLIN this requirement applies? CLIN x0003 and/or x005? |
| CLINs 0003 and 0004 |
| 53 |
| PWS |
| 7.1.9 |
| National Disaster Support |
| Please confirm which CLIN this requirement applies? CLIN x0003 and/or x005? |
| CLIN 0005 |
Site Visit List
| Was the list of companies provided in Amendment 0002 a complete list or is there a partial list forthcoming? |
| This was a complete list of site visit attendees. |
| 55 |
| Solicitation |
| B.3 |
| G&A Rate, Handling Fee, or Mark-Up for Other Direct Costs, Page 8 |
| If a Contractor has different rates for different types of ODCs, can we propose more than one rate/fee? |
Explain the different rates/fees being utilized in your proposal. The Government, as stated in the RFP, will need to determine rate(s) fair and reasonable
| 56 |
| Wage Determiantion |
| H.2 |
| Wage Determination, Page 21 |
| Has the DOL finalized a Conformance (added new labor category/rates) on this contract? If so, please provide the labor categories and rates. |
| A Conformance wage determination is not anticipated at this time. |
| Identification of Contractor Employees, Page 22 |
| Are Contractor employees required to where distinctive corporate/company name plate, emblem or patch, and a government issued ID badge (PWS 1.34; Page 2)? |
| Contractor identification shall be in accordance with PWS 1.3.4 and dress code per PWS 1.3.6 |
| 58 |
| Solicitation |
| H.8 |
| Identification of Contractor Vehicles, Page 22 |
| Is the Contractor required to procure vehicles at their own expense for use on this contract? |
| No |
| 59 |
| Solicitation |
| H.12 |
| Limitation of Contractor Obligations, Page 23; para. 4 |
| The paragraph states that "The contractor shall be responsible for all labor, parts, equipment, materials and supplies necessary to replace existing structures and equipment……." Is this purchase at contractor expense or will it be reimbursed by the government? |
| Reimbursed by the Government |
Safeguarding of Sensitive Information, Page 39; (d)(3)
| The paragraph states, "All Contractor employees with access to sensitive information shall execute DHS Form 11000-6,……" Which employees have access to sensitive information. |
| That will be dependent on contractor’s staffing plan and approach. Employees working with student records, CTAS, and course material have access to sensitive information. |
| Information Technology Security and Privacy Training, Page 45; (c) |
| The paragraphs states that "All Contractor and subcontractor employees that will have access to Personally Identifiable Information (PII)……" Which contractor employees have access to PII? |
| That will be dependent on contractor’s staffing plan and approach. |
| L.3 Proposal Preparations, B. Technical Proposal Instructions/Content (Volume 1), Section 3 - Staffing Plan and Key Personnel, Page 58 |
| The government requires letters of commitment and resumes for all key personnel. The only company that will have the resumes for the Project Manager and Deputy Project Manager is the incumbent company. To not give the incumbent company an advantage, we are requesting that the requirement to provide key personnel resumes and letter of commitments be deleted. |
| This requirement stands as written. It is up the offeror to obtain the necessary information or documentation to support their proposal. |
| 63 |
| Solicitation |
| C |
| Business Proposal Instructions (Volume 2), Page 60 |
| We understand that the government provided the Plug Ins and contractors are to propose the rate; however, at award, will the rate be included in the plug in value or is it in addition to the value? |
| The rate is included in the provided plug in numbers. For CLIN 0001, Phase-In ODCs, the total amount would be $5,000.00 to include the contractor’s G&A/Handling fee. For example actual ODCs of $4,800 plus (+) contractor G&A/handling fee of $200 = $5,000. |
| 64 |
| Solicitation |
| C |
| Business Proposal Instructions (Volume 2), 8. Letters of Commitment (Subcontractors) Page 62 |
| Does the government have a template for the letter? |
No, there is no pricing template. Also see Question #18.
| Which labor categories are required to perform certain critical and continuous services? When required, will the services be engaged via a separate work order utilizing the overtime rates? |
| That will be dependent upon contractor’s staffing plan and approach. |
| 66 |
| PWS |
| 1.12.16 |
| Page 12 |
| When is the contingency plan required? |
| Events such as hazardous weather |
| The paragraphs states that "……the contractor will be held liable for the cost of repair." However, unless the contractor owns or leases the vehicle they will be unable to obtain insurance on any vehicle utilized under the contract, therefore, we are requesting that the language be deleted from the paragraph. |
| Contractor will be required to have insurance or pay for damages |
| Please identify the remote sites and how often the staff is required to perform services at these sites. |
| No permanent remote sites identified for this contract. Various remote sites could be applicable to approved Government conference schedule in support of the contract. |
Attachment 3
| Please provide the current incumbent list identifying the personnel, labor categories and years of service. |
| See clause 52.222-17 (d)(1). {Also see Question #22.} |
| How many GSA Fleet Charge Cards are issued to the Contractor? |
| One per vehicle |
| What is considered minor maintenance when using the GSA Fleet Charge Card? |
| Tire repair, oil change, wiper blades, etc. |
| Vehicle Maintenance - What are the contractor’s responsibilities for coordinating and who is responsible for paying vendors? Is this under the CR CLIN? |
| Government coordinates and pays for service. If contractor does pay vendors the cost is reimbursable under the CR CLIN |
| 72 |
| Attachment 36 & Attachment 37 |
Attachment 36 & Attachment 37
| Att-36 & Att-37 - Attachments are identical. Please confirm these are duplicate files and should there be a new and different document for Att-37? |
| PWS requirements referenced are both contained in same CDP procedure |
Attachment 17
| Please provide the labor categories and purpose for the VEHICLE TRUCK HEAVY DUTY? |
| Labor categories see attachment 4; vehicle is a box truck no CDL required |
| 74 |
| PWS |
| 5.1 |
| Contractor-Furnished Property, Equipment and Material |
| What is the current tracking system for all equipment that will it be reimbursable under ODCs CLINs? Has the Team identified the tracking system to be used for "all equipment that requires routine maintenance, inspection, testing, and cleaning." |
| Contractor’s internal tracking system. |
No 8(a) clauses
Description states multiple references to 8(a) Set-Aside, but no FAR clauses - only SDVOSB and SB clauses. SEE BELOW.
Comment noted
| 76 |
| Solicitation |
| F.2 Pg 13 |
PoP and Funding Issues
Contract set to begin 15 Feb 2019 (FY19). Funding has not been budgeted for FY19, so any work is a risk.
Award and work will being in FY 2019, therefore there is no risk at this time. Funding is anticipated prior to award.
| 77 |
| Solicitation |
| M.4 Pg 64 |
Non-existent evaluation language for rating method is concerning.
| For transparency, will the Government provide the evaluation rating methods and the assigned definitions used to determine both technical and past performance evaluations. |
| The rating methods and definitions will not be posted. |
| 78 |
| Solicitation |
| M.4 Pg 64-65 |
Evaluation Award Criteria
| Comment: T1=T2=T3 > T4=T5=T6 where T = P is typically not a true trade-off. Since there are tiered sub-factor groups in the technical evaluation, there could be a trade-off with equal price. |
| The Government stated that technical and price are approximately equal. |
| 79 |
| Solicitation |
| I.2 pg 26 |
FAR PART 19.8
MISSING FAR CLAUSES: The contracting officer shall insert the clause at 52.219-17, Section 8(a) Award, in competitive solicitations and contracts when the acquisition is accomplished using the procedures of 19.805 and in sole source awards which utilize the alternative procedure in 19.811-1(c).
Please see next question, #80. This clause does not feel this clause applies because it is assuming issuance of the award directly to the SBA.
| 80 |
| Solicitation |
| I.2 pg 26 |
FAR PART 19.8
MISSING FAR CLAUSES: The contracting officer shall insert the clause at 52.219-18, Notification of Competition Limited to Eligible 8(a) Participants, in competitive solicitations and contracts when the acquisition is accomplished using the procedures of 19.805.
FAR Clause 52.219-18, Notification of Competition Limited to Eligible 8(a) Concerns with its Alternate III (Deviation) (November 2005) will be added to the RFP. The Alternate III (Deviation) is based on the DHS and SBA Partnership Agreement from 2012.
| The work plan shall describe how the offeror will successfully meet the requirements of the PWS and QASP that meet industry regulations and standards that are in full compliance with the applicable documents set forth in the PWS. |
| Should the QASP be addressed in Section I: Work Plan or in Section 4: QCP? |
Follow instructions per solicitation section L.3.B
| The management plan shall demonstrate how the offeror will successfully and efficiently manage the requirements of the PWS and QASP. |
| Should the QASP be addressed in Section 2: Management Plan or in Section I: Work Plan or in Section 4: QCP? |
Follow instructions per solicitation section L.3.B
Section 5 – Experience
| For a contract of this size and scope, the recent and relevant experience should include at least one reference from the prime contractor as a prime contractor. Can there also be imposed a limit on the amount of subcontractor work the prime contractor can use as its own? |
| The Government requirement is specified in Section L relative to Experience. |
Section 5- Experience & Section 6 - Past Performance
| The two sections appear to ask for the same thing: at least 3 no more than 5 past performance references. While Section 6 - Past Performance does focus on a summary of the contractual work, Section 5 - Experience also asks for a brief description of contract work and responsibilities. This seems repetitive. What is the difference between the two sections? |
| Experience is recent and relevant experience and explains what work the contractor has previously performed. Past performance is how well the offer has performed on previous projects. See Section M, Factor 6 – Past Performance. |
| Pricing Template |
| Does the Government have a preferred pricing template (to also include Overtime) in excel format for contractors to include with their submission? |
| No, there is no pricing template. |
| 86 |
| PWS |
| 6.1.1.2.5 |
| Standard Operating Procedures |
| Should this paragraph be numbered 6.1.1.2.10? |
| 6.1.1.2.10 – corrected in updated PWS |
| 87 |
| PWS |
| 7.6.4.5, 7.6.4.6, and 7.4.6.7 |
| Should these paragraphs be numbered 7.6.3.5, 7.6.3.6, and 7.6.3.7? |
| Corrected in updated PWS to 7.6.3.5, 7.6.3.6, and 7.6.3.7 |
| 88 |
| Amendment 0003 |
| Section L.3.B., Sections 5 and 6 |
Section 5 – Experience and Section 6 – Past Performance (Volume 1). Is it correct to interpret major subcontractor relevant past performance does not have to be with the offeror, but with any contractor as long as it meets the requirements in RFP Section L, Section 5 – Experience and Section 6 – Past Performance?
Yes, this is correct. Fully explain in your proposal.
| 89 |
| Solicitation |
| L.3 |
| Proposal Preparation Instructions, A. General Instructions |
| “The typewritten or printed letters shall be no smaller than Courier 12 point, Times New Roman 12 point, or equivalent as the minimum size standard, with no reduction permitted except organization charts or other graphic illustrations; in those instances where reduction is allowable (no smaller than 10 point recommended).” Please confirm this exception includes charts and tables, as those are also considered graphic illustrations. |
Includes charts and tables.
| Pg 2 |
| CLIN 0002 Phase-in ODCs states a POP of 3/15/19 – 2/14/19. Shouldn’t this be consistent with 0001 with a POP of 2/15/19 – 3/14/19? |
Also, on CLIN 0005, Base Period Surge, could the Government please update to reflect 3/15/19 – 2/14/20?
Yes, CLINs will be updated to reflect the correct PoP.
| 91 |
| PWS |
| 7.1.1.12 |
| Students Transported to Medical Facilities |
| Is the transport of students to local medical facilities for scheduled, non-emergency medical appointments or does the transport include students requiring emergency |
medical treatment?
If so, what kind of emergencies are we to respond to and what emergencies do EMTs and/or trained medical personnel respond to? Is there any historical data to determine how often this has occurred?
Transportation does not include emergency medical treatment.
| Can the Gov please clarify the numbering for section 7.4.3.4. There are two sections 7.4.3.4. |
| Section 7.4 numbering corrected in updated PWS |
| 93 |
| PWS |
| 1.3.1.2 |
| Project Manager |
| Is the PM required or requested to be onsite during working hours, or available to meet within the 30 minute/2 hour periods? |
| Location dependent on contractor’s approach; time requirements remain the same. |
| Is there office space and support equipment provided for use by the PM? |
| Yes |
| Does the DPM (Deputy) have a separate office space, or are the PM and DPM positions considered “working” roles with each of these individuals providing a primary role (e.g. travel, etc.)? |
| Separate space is available |
| The government states the PM or designate shall be available for meetings within 30 minutes of notification (normal working hours); we request that the word “shall” be removed or modified in this statement as no one can guarantee this response level simply due to the potential for conflicting events/schedules. |
| Requirement remains as stated. Please note that is merely indicates the PM shall be available for meeting within 30 minutes (during normal working hours). |
| 97 |
| PWS |
| 1.3.3 |
| Contractor Licensing |
| The government states that personnel licensing and certifications shall be complete before an individual performs any work under the contract, but no specific licensing and certification levels have been defined. We request the government provide the specifics desired to meet the qualifiers of this contract, by role/position. |
| Dependent on offeror’s work plan and management approach in meeting contract requirements. |
| The government states the contractor shall provide personnel that have the appropriate skills for the positions; there do not seem to be ANY positional descriptors or qualifiers for any positions (key/non-key). We request the government provide these by position/role. |
| Dependent on offeror’s work plan and management approach in meeting contract requirements. |
| 99 |
| PWS |
| 7.3.2 |
| Travel Coordination |
| It states that the Government will provide specific data input software developed to assist with travel arrangements. What are the functions of the software? What are its main outputs? Is it to facilitate identifying modes to travel and scheduling? |
| Travel Management software, in CTAS, is used for travel functions such as producing travel reports and Invitational Travel (TI) orders. |
| 100 |
| PWS |
| 7.6.3 |
| Vehicle Operations |
| The para states that the CDP Asset Management office will notify the contractor of vehicles scheduled maintenance requirements. Maintenance is funded by the Government and the contractor shall be responsible for ensuring all vehicles receive scheduled maintenance at the Government approved service provider. Is it the Government Representative within the CDP Asset Management office that manages the scheduling of assets by identifying which vehicles need maintenance with the contractor following up with the service provider or is the total process managed by the contractor? |
| The Government representative provides oversight and scheduling of vehicle maintenance with contractor. |
| 101 |
| PWS |
| 7.7 |
| Work Order Procedures |
| Does the Government have an Automated IT System for work order generation, tracking, reconciliation, and status updates or is the process a manual administrative paper documentation process flow? |
| Not automated. Process is a manual administered program. |
| How are work order procedures currently being tracked? |
| Manually administered between COR and contractor. |
| Are there any type of work orders issued that require more than one estimate and use of outside contractors or service providers? If so what is the threshold amount for more than one estimate? |
| No |
| 104 |
| PWS |
| 7.3 |
| Travel Support |
| Para states the contractor shall submit travel invitational letters, with cost, to the CDP Finance Office or designee. The contractor shall work with the CDP Finance Office in reconciling travel transactions. Is this process facilitated by an Automated IT System or is this a manual administrative process? |
| Manual administrative process |
| The Para also states that for estimating purposes, an average of fourteen (14) travel support forms are processed per student. Will the government please provide the forms as attachments or provide the name and function for each form. Outside the attached Attachment 27 student travel worksheet there seem to be no other forms identified. |
| Average of 14 printed documents assessable online for students (e.g. medical questionnaire and instructions, travel instructions, driving directions, student handbook, site map, check-in procedure, special instructions course dependent) |
| 106 |
| PWS |
| 7.6 & Attach 15 sample reports |
| 7.6 Student Transportation Services/Class Stewardship/Operators |
| Outside the normal scheduled routine bus schedule in attachment 15 (morning, afternoon, and during Airport pick up and course completion transportation to Airport and in 7.6.4.5 5:00 p.m. to 10:00 p.m. (CST) (Sunday thru Friday) for activities within a 15 mile radius of the CDP, what type and how many other transportation requests with number passenger occur during the class period? |
| Other transportation requests may include student emergency departures, transportation to a medical clinic, pharmacy, or other unscheduled local transports in support of a student need. |
“for activities within a 15 mile radius of the CDP”
| PWS 7.6.4.5 states that contractor shall provide after-hours duty operators from 5:00 p.m. to 10:00 p.m. (CST) (Sunday thru Friday) for activities within a 15 mile radius of the CDP. Does this route have designated stops with times and is a continuous loop? How many buses are concurrently running to provide this service? If not a route, is this service provided similar to a hotel shuttle on an as needed basis by students?. If so how many vehicles are used for this service? |
| Yes, typically three designated routes and an additional local transport (4 total) requiring a minimum one vehicle each; type, size and number of vehicles may vary based on the size of the student groups. |
| Will the government provide the current posted schedules and route maps if available? |
| See attachment 43 |
| PWS Para states the contractor shall manage all departure activities (luggage loading, room key turn-in, etc.) as students depart from the lodging area to ensure accountability of all students. Key control is critical to ensure security and protection of property, and safety of personnel. What is the chain of custody for the room keys prior to student being assigned lodging, during class period, upon checking out and after student leaves? |
| Inprocessing folders are positioned at lodging in advance of arriving students. Lodging staff place room keys in the inprocessing folders. The Student Services Contractor issues folder to the student during inprocessing. A drop box is available for students to turn-in keys. |
| Compared to the actual number of Resident, Nonresident and Indirect Training numbers for 2017 FY and FY YTD April 2018, the target numbers for the Contract Period suggest a drastic increase in the Indirect Training estimates from 700-800/month to 2,100. Is there a reason for this projected increase? What is the project number of course iterations for the Contract Period? |
| For this contract requirement the target number for indirect training for contractor’s planning purposes is 25,000 students per contract period. Average 830 course iterations. |
| Will the awarded contractor be required to staff 78 FTEs during the Phase In/Base Year, or is this estimated maximum? Are all 78 FTE’s expected to perform duties at location in Anniston? |
| The incumbent contractor, Apprio Inc. is responsible for full performance during the Phase-In Period. The new awardee would be getting ready to take over full performance after the Phase-In is complete. The number of FTEs the contractor wants to propose for the Phase-In (approximately 1 month) versus the Base Year/Period (11 months) is up to the contractor. |
| Attachment 4 Statement of Equivalent Hires lists 31 different FTE titles. Will additional Titles be added to reach the 78 FTEs? Can additional information regarding the number of positions be provided to allow for more accurate pricing? |
| Number of contractor employees dependent on their staffing plan to accomplish requirements. |
In section 7.6.3 Vehicle Operations, it states contractor shall control and operate GSA leased and Gov't owned vehicles. Is Contractor expected to cover auto insurance costs, maintenance costs (oil changes, etc.), and fuel/mileage costs as part of CLINS Training Support Services, or is this included in Other Direct Costs?
Contractor will have to insure their drivers. Fuel and maintenance costs covered by the Government.
Can clarification be provided for the line items which total CLIN 0001, 0003, 1001, 2001, 3001 and 4001, Training Support Services?
Allowable other direct costs (ODC) in support of the contract requirements, e.g. consumables, supplies, travel, conference costs, repairs or replacement of equipment, and overtime.
What systems other than CDP TRS/CTAS are used?
SharePoint, CDP email, electronic archival, and CDP common drive computer network for contract specific work items; FEMA Registration and Evaluation System