QA_NCI Shuttle Services.pdf

RFQ # 75N91021Q00027 | Competitive 8(a) Set Aside for NCI Shuttle Services

Q&A

Contractual and Administrative Based Questions:

1. Please provide the incumbent contractor information (name and contract number).

W&T Travel Services, LLC

Award # HHSN261201600244P

2. Who is the current shuttle Contractor?

Please see the answer to Question 1.

3. Who is the incumbent Contractor?

Please see the answer to Question 1.

4. How much does the government currently pay the incumbent in total?

Fiscal Year 2016 Award HHSN261201600244P to W&T Travel Services, LLC base and all options value (total contract value) = $5,499,980.56.

5. What is the annual contract value?

Referencing HHSN261201600244P, the annual contract value = $1,099,996.11

6. Will the Government provide a bid schedule/Section B?

There will not be a bid schedule/Section B as described in FAR Part 14. This is a combined synopsis/solicitation for commercial items, prepared in accordance with the format in FAR 12.6 as supplemented with additional information included in this notice, and shall be processed in accordance with FAR subpart 13.5 Simplified Acquisition Procedures for Certain Commercial Items and FAR subpart 19.805-2 Competitive 8(a) procedures.

7. Solicitation Notice Section 14.3, page 45: Will the experience and past performance of parent or subsidiary companies be evaluated if the proposal shows that a sister company lending its experience and past performance has made a firm commitment to have a meaningful involvement in contract performance?

Regarding past performance evaluation, the term "quoter" is inclusive of the prime (including all affiliates that have meaningful involvement in contract performance, if applicable), predecessor companies, key personnel, and subcontractors for which past performance will be evaluated. Therefore, if the submission demonstrates the involvement of a sister company, the sister company’s past performance will be evaluated and included with the prime Contractor’s past performance.

Note that FAR clause 52.219-14 Limitations on Subcontracting applies to this requirement.

8. Solicitation Notice Section 14.3, page 45: Are there any additional requirements that an offeror must address in its proposal to utilize parent or subsidiary company experience and past performance if the proposal shows that a sister company lending its experience and past performance has made a firm commitment to have a meaningful involvement in contract performance?

No however, the Contractor cannot rely solely on the past performance of a parent, subsidiary, or subcontractor in their submission. The Contractor’s past performance and experience will also be considered.

Note that FAR clause 52.219 -14 Limitations on Subcontracting applies to this requirement.

9. Solicitation Notice Section 14.3, page 45: Are there specific or special evaluation criteria for rating the experience and past performance of an offeror who utilizes parent or subsidiary company experience and past performance if the proposal shows that a sister company lending its experience and past performance has made a firm commitment to have a meaningful involvement in contract performance?

No, there are no specific or special evaluation criteria for rating the experience and past performance of an offeror who utilizes parent or subsidiary company experience and past performance.

Note that FAR clause 52.219 -14 Limitations on Subcontracting applies to this requirement.

10. Solicitation Notice Section 4.10: Will the Government confirm the 60-day phase-in period is included in the base period 4/26/2021-4/25/2022?

Should the Contractor require the full 60-day phase-in period, those 60 days will be included in the base period from 4/26/2021-4/25/2022. However, submissions must demonstrate the phase-in time that the Contractor requires (not to exceed 60 days). For example, if the Contractor requires a 30-day phase-in, then the period of performance would start on 05/26/2021. The Government anticipates the Contractor to be fully operational by 06/26/2021.

11. Solicitation Notice Section 13.2, Page 39: Can offerors use a smaller font for tables, graphics, charts, and figures?

Yes, if the font is still clearly legible. Additionally, the use of tables, graphics, charts, and figures shall not be misused to fit more content within the 35-page limit.

12. Solicitation Notice Section 13.2, Page 40: Is it the Governments intent for Offerors to submit the requirements listed under “Other Required Information” in a Technical Appendix?

The technical appendix shall only contain resumes and/or Letters of Commitment as described in the notice. Resumes are required for all key personnel proposed. Letters of Commitment are only required for all key personnel proposed to work under this Purchase Order who are not currently employed by the Quoter.

13. Solicitation Notice Section 13.2, Page 40: Can the Government confirm the information required under “Other Required Information” is excluded from the page count?

Yes, the information required under “Other Required Information” is excluded from the page count.

Technical/Performance Based Questions:

14. Does the incumbent have the same routes and schedules as the new solicitation?

Section 4.1.1 NCI SHADY GROVE CAMPUS of the Solicitation Notice includes the current routes.

Section 4.1.2 NCI FREDERICK CAMPUS of the Solicitation Notice includes a new route which was not a requirement on the previous award.

15. How many buses per route does the incumbent contractor currently use?

Under current COVID – 19 conditions the total number of shuttles is four (4): Two (2) shuttles for the Shady Grove Metro Route and two (2) shuttles for the Express Campus to Campus Route. Please see the answer to Question 16 below for normal (non-COVID-

19) conditions.

Please prepare quotes based on the pre-pandemic counts and normal (non-COVID-19) conditions.

16. How many buses are required for the Shady Grove Metro and Express Campus to Campus routes during peak and non-peak times.

Under normal (non-COVID-19) conditions, eight (8) shuttles are in service as follows:

• Peak hours:

o Shady Grove: Thee (3) Shuttles o Express Campus to Campus: Four (4) Shuttles o One (1) shuttle in reserve.

• Non-Peak hours:

o Shady Grove: (2) Shuttles o Express Campus to Campus: (2) Shuttles o Four (4) shuttles in reserve.

17. How many shuttles are currently in service for this requirement?

Please see Question 15 and 16 above.

18. Which is the exact product that matches the hardware and software for bus tracking currently in use?

The current software used is Syncromatics.

19. Will Contractors be required to purchase fuel from the fueling station located on the NIH Campus?

Yes. Per Section 4.5 of the Solicitation Notice, “The Contractor shall purchase fuel for all vehicles in performance of the shuttle routes identified in Section 4.1 above from the fueling station located on the NIH campus.”

20. Will there be any opportunities for shuttle services for Special Events?

No. Special event services are orchestrated by individual NCI programs and not from this contract.

21. Are buses allowed to be stored overnight at the NCI facilities?

Yes, they may be stored in the NCI Shady Grove Parking Garage. Per section 4.10.1 (a) of the Solicitation Notice, “Once shuttles begin operating, the Contractor may utilize the NCI Shady Grove parking garage.”

22. What hours is the Project Manager required to be on site?

Project Managers are expected to be onsite during operational hours.

23. Is there office space provided for the Project Manager?

Yes. One (1) Office Space is provided for the Project Manager.

24. Is there parking available for the onsite PM?

Yes, there is parking available for onsite Project Manager.

25. What is the current type of fuels at the NIH campus and the price per gallon for each blend?

B20 – Diesel E-85 – Ethanol Gasoline – Unleaded

The price per gallon fluctuates and is comparable to the average fuel price within the surrounding area.

The current fuel being utilized is regular unleaded gasoline.

26. Solicitation Notice Pg. 1/ Section 4: Are the provided estimated daily passenger counts by route pre-pandemic counts or are they current counts? If pre-pandemic counts were used can the gov’t provide the current counts by route?

The passenger count is pre-pandemic. Please prepare quotes based on the pre-pandemic counts and normal (non-COVID-19) conditions.

27. Solicitation Notice Attachments A & B: The Government has provided both pandemic and pre-pandemic schedules. Should the contractor prepare the proposal based on the pre-pandemic schedules?

Yes. Please prepare quotes based on the pre-pandemic counts and normal (non-COVID-

19) conditions.

28. Is the Government requiring the contractor to accommodate social distant seating for shuttle passengers during the pandemic? If so, does the Government understand this may add shuttles to the contractor’s fleet, as well as personnel, to accommodate for the reduced capacity of the 24 passenger shuttles?

Yes, until NIH/NCI receives further guidance, social distancing is required. Due to reduced personnel utilizing the shuttles during COVID-19, the current number of buses being utilized during the pandemic has also significantly reduced. Please see Question 15 for the number of shuttles currently in use during the pandemic. Please prepare quotes based on the pre-pandemic counts and normal (non-COVID-19) conditions.

29. Solicitation Notice Pg. 6/ Section 4.5.1: Is the CDC recommended PPE provided by the Government or is the contractor to provide as part of the FFP?

The Contractor is responsible for providing PPE.

30. Solicitation Notice Pg. 6/ Section 4.5: States “the contractor shall purchase fuel for all vehicles in performance of shuttle routes identified in section 4.1 above from the fueling station on the NIH campus.”

a. Can the Government provide the location of the fueling station on campus?

The location of the fuel tanks will be provided upon award of the contract.

b. Does the gov’t provide a fuel card or furnish the fuel or is this a contractor expense?

The government will pay for gasoline and a fuel card or gas key will be provided.

c. Are the fuel prices at the NIH on campus fueling station comparable to average prices at other area fueling stations?

The fueling station on campus are comparable to average fueling within the surrounding area.

31. Solicitation Notice Pg. 6/Section 4.5.1: Does the Government require any regularly scheduled professional cleaning, sanitizing, and disinfecting of the shuttles other than the required minimum cleaning outlined in the Special Coronavirus Disease Requirements?

Yes, please refer to Section 4.5 Vehicle Safety and Maintenance of the Solicitation Notice which states: “Each vehicle shall be kept clean and free of garbage, debris, recyclables, newspapers, and periodicals. Drivers shall clean the vehicle periodically throughout the day as needed, and at the end of each operational day.”

32. Solicitation Notice Attachment A & B: Is there any room in the proposed schedules for adjustments? There does not appear to be any break time for the drivers.

Incorporating breaks into the Driver’s schedule is the Contractors responsibility.

33. Does the Government require backup shuttles to be equipped at the same level as primary shuttles?

Yes.