Amendment 1 75N93019R00026 Complete Doc.pdf

AMENDMENT #1, 75N93019R00026 1

Amendment No.1

RFP # 275N93019R00026

“Administrative, Logistical, Custodial and Facility Support Services for the VRC”

Solicitation Number:

Amendment Number:

Amendment Issue Date:

75N93019R00026

One (1)

January 6, 2020

Proposal Due Date/Time: Thursday, January 16, 2020 at 3 pm, Local Time (Unchanged)

Issued By: Callie Prassinos Contracting Officer

OA/DEA/NIAID/NIH/DHHS

Point of Contact PRIMARY:

Kate.Stotish@NIH.gov Kate Stotish, Contract Specialist Phone: 240-761-7467

SECONDARY:

prassinosca@niaid.nih.gov Callie Prassinos, Contracting Officer Phone: 240-669-5155

Please note that we do NOT intend to extend the due date for submission of proposals as a result of this Amendment. The date specified for receipt of proposals remains unchanged.

The purpose of this Amendment is to:

1) Answer questions from potential offerors regarding the solicitation

2) Updating Attachment 5: Additional Business Proposal Instructions, Section 3 as follows: “Please note that the number of FTEs is exclusive of subcontractor and consultant effort.”

Offerors must acknowledge receipt of this Amendment by identifying this amendment number and date of the amendment on each copy of the proposal submitted. Failure to receive your acknowledgement may result in the rejection of your proposal. Except as provided herein, all terms and conditions of the solicitation remain unchanged and in full force and effect.

mailto:Kate.Stotish@NIH.gov mailto:Kate.Stotish@NIH.gov mailto:prassinosca@niaid.nih.gov mailto:prassinosca@niaid.nih.gov

AMENDMENT #1, 75N93019R00026 2

Responses to Questions from Potential Offerors:

1. Please verify if this is a cost reimbursement, level of effort or firm fixed price type of contract; and if a combination of contract types, please identify what efforts under the SOW align to the different types of contracts ANSWER: This is a cost reimbursement, level of effort type contract.

2. Will there be a pre-bid conference and site visit? Since you have an incumbent, any contractor desiring to bid should be given the opportunity to make an on-site visit to evaluate the level of effort and visit potential sub-contractors.

ANSWER: The site is a highly secure building that cannot accommodate a pre-bid conference/ site visit.

3. There is an FTE requirement for 2.25 FTE for this contract. Is that the total staffing for this contract?

ANSWER: As listed in the Attachment 5: Additional Business Proposal Instructions and uniform Cost Assumptions, the Government estimates that 2.25 FTEs will be required to meet the noted positions under section 3 – uniform cost assumption to fulfill the Statement of Work requirements.

4. If the contractor only provides 2.5 FTE, is the contractor to rely on subcontractor support to fulfill all the duties such as custodial, administrative, and facility maintenance?

ANSWER: The Government estimates that 2.25 FTEs will be required to meet the contract requirements.

5. Does the contractor bill the VRC for services rendered on a cost plus or time and materials basis?

ANSWER: The awarded contract will be a cost reimbursement contract.

6. Is the $435,892.50/mo cost a budget contract target figure or is it the amount to be paid to the contractor?

ANSWER: This is a monthly facility cost that should be budgeted by the offeror each month.

7. Due to the disruption caused by the FedBizOPS platform conversion, many formerly easy searches and solicitation following were lost and/or converted to rather complicated tracking processes. In addition, the Christmas holiday/New Year’s Eve week hindered plans and solicitation cost estimating. In order to properly assimilate your submission requirements, please consider a two-week extension to 30 January for submission.

AMENDMENT #1, 75N93019R00026 3

ANSWER: All proposals remain due on January 16, 2020.

8. If the prime contractor doesn’t have at least 5 similar in nature contracts during the past 3 years, can past performance from sub-contractors and/or major sub-contractors be used to meet this requirement?

ANSWER: Yes, the contractor should provide as much information about their work on past contracts/ subcontracts as possible, in order to be adequately evaluated.

9. Who is the incumbent contractor for these services?

ANSWER:

Innovative Consulting & Management Services, LLC 7338 Baltimore Avenue, Suite 108A College Park, MD 20740

10. What is the current annual contract value for these services?

ANSWER: The current annual contract value for these services is $5,672,726.37.

11. Who is the current custodial contractor?

ANSWER: Pioneer Building Services

12. What is the current annual contract value for the custodial services?

ANSWER: The Government will not be providing this information.

13. Is the custodial staff to be provided in addition to the 2.25 labor FTEs in Article F.3, Level of Effort, on page 19?

ANSWER: Please reference the changes to Attachment 5 in section 3.

14. What are the required frequencies for periodic custodial work such as hard floor stripping and refinishing, carpet cleaning, etc.?

ANSWER: The contractor should propose frequencies, etc. that will ensure GLP/GMP standards are met, as indicated in the SOW, Attachment 3, pages 24-25.

15. What are the days and hours of cleaning for the custodial services?

ANSWER: See above in answer to question 14.

16. Are the cleaning personnel full-time or part-time?

ANSWER: See above in answer to question 14.

17. What are the wage requirements for the custodial services, e.g., wage determination, living wage, etc.?

AMENDMENT #1, 75N93019R00026 4

ANSWER: Please reference Article I.6 of the RFP, and FAR 52.222-55: Minimum Wages under Executive Order

18. What are the labor requirements for custodial personnel, e.g., U.S. citizenship, permanent resident, special clearances, etc.?

ANSWER: Please reference Article I.3 of the RFP.

19. Is the description of the "Facility Manager" on page 68 equivalent to the FTE labor category of "Professional" on Page 51?

ANSWER: The Technical Evaluation (Page 68 of the RFP) will be based on the personnel that will be proposed based on the Attachment 3: SOW and Attachment 4: Additional Technical Proposal Instructions and shall be included in the Technical Proposal. The FTEs listed on page 51 of the RFP is the Government’s estimate of how the Government anticipates the level of effort will be divided. It is up to the Contractor to determine what will meet the SOW requirements within the 2.25 FTE requirement. Please see Section 6: Personnel of Attachment 4: Additional Technical Proposal Instructions for what will be evaluated in the Technical Proposal.

20. Is the description of the "On-Site Administrative Support Staff" on page 68 equivalent to the FTE labor category of "Other Professional" on Page 51?

ANSWER: The Technical Evaluation (Page 68 of the RFP) will be based on the personnel that will be proposed based on the Attachment 3: SOW and Attachment 4: Additional Technical Proposal Instructions and shall be included in the Technical Proposal. The FTEs listed on page 51 of the RFP is the Government’s estimate of how the Government anticipates the level of effort will be divided. It is up to the Contractor to determine what will meet the SOW requirements within the 2.25 FTE requirement. Please see

21. Is the description of the "On-Site Administrative Support Staff" on page 68 equivalent to the FTE labor category of "Support" on Page 51?

ANSWER: The Technical Evaluation (Page 68 of the RFP) will be based on the personnel that will be proposed based on the Attachment 3: SOW and Attachment 4: Additional Technical Proposal Instructions and shall be included in the Technical Proposal. The FTEs listed on page 51 of the RFP is the Government’s estimate of how the Government anticipates the level of effort will be divided. It is up to the Contractor to determine what will meet the SOW requirements within the 2.25 FTE requirement. Please see

AMENDMENT #1, 75N93019R00026 5

22. Can an estimated FTE level of effort be provided for meeting the requirement of the "Custodial Staff" described on page 68?

ANSWER: Please reference the changes to Attachment 5 in section 3.

23. In the information required for past performance projects, what is meant by: "Program Manager's Name and Telephone Number"? Is this the customer's Program Manager or the Offeror's Program Manager?

ANSWER: Program Manager refers to the Offeror’s Program Manager working on such past contract.

24. In the requirements for the commitment letter from subcontractors, what is meant by the item "d. Information on their cognizant field audit offices"? Can the Government please clarify?

ANSWER: This is in reference to the auditing offices that conducts the Indirect Rate Agreement audits for the proposed subcontractor. Since this is a cost reimbursement contract, the Government will need to see the indirect rates for all subcontractor, and any agreements with a cognizant field audit office, if applicable.

25. Is there a current subcontractor responsible for maintaining the bulk gas tanks?

ANSWER: No.

26. Which subcontractor is currently responsible for maintaining the bulk gas tanks?

ANSWER: N/A

27. Are the building security cameras and software already in place at the facility, and maintained by a current contractor? If so, who is the contractor/vendor?

ANSWER: No

28. Is there a current building access / badging system already in place at the facility? If so, who is the contractor/vendor?

ANSWER: Yes, the vendor is Datawatch.

29. Is it the Government's intent for each of the items in section A i.-iv. in Attachment 5, Additional Business Proposal Instructions and Uniform Cost Assumptions, Section 3; 2 Technical Cost assumptions, to be priced into prospective bidder's submitted business proposal marked up with an added management fee? (Technical Cost Assumptions) ANSWER: The Government directs that offerors should assume responsibility for those items and propose accordingly. Please provide as much breakdown of the cost to help the Government determine cost reasonableness.

AMENDMENT #1, 75N93019R00026 6

30. Where in the provided Excel pricing sheet should transition costs be entered?

ANSWER: The offeror should add transition costs as a separate tab in the excel spreadsheet.

31. Are the Project Manager (mentioned on pages 19, 52, Attachment 3 page 26) and the Facility Manager (mentioned on pages 21, 23-24, Attachment 4, and 68) the same position? If not, is there a position description available for this Project Manager position? Also, what is the difference between the Facility Manager position and the Project Manager position?

ANSWER: As discussed on pages 19, 52, and Attachment 3 page 26, the Project Manager’s Level of Effort will be exercised if, and when, there are increases in demand necessitating additional project work. Whereas the Facility Manager will have ongoing requirements on day one of the contract award. How the contractor chooses to staff that Level of Effort, is up to the contractor.

32. Where in the provided Excel document should pricing for options 3-11 be entered?

ANSWER: The budget should be added as a separate tab in the excel spreadsheet.

These options will be evaluated separately from the Base and Term Options.

33. What, if any, is the difference between Options 3, 4, and 5?

ANSWER: There is not any difference. There is the possibility to exercise up to 1 FTE Option for Increase Level of Effort, up to 3 times per year. Therefore, option 3,4 and 5 should be the same. Options 6, 7, and 8 should also be the same. And finally, 9, 10, and 11 should be the same.

ATTACHMENT : ADDITIONAL BUSINESS PROPOSAL INSTRUCTIONS

AND UNIFORM COST ASSUMPTIONS

Administrative, Logistical, Custodial and Facility Support Services for the VRC 75N93019R00026

In addition to the format requirements for the Business Proposal that are contained in Section L of the solicitation, the information presented in this section of the RFP is intended to provide uniform cost assumptions and business clarifications.

Offerors are advised to give careful consideration to the Statement of Work, all reference material provided as attachments, the Technical Evaluation Criteria, and, the RFP as a whole, in the development of your proposal. The information requested in these instructions should be used as a guide for the development and formatting of your Business Proposal.

Offerors should consider and include the information requested here, as well as any other information which will benefit the proposal.

BUSINESS PROPOSAL – TABLE OF CONTENTS

SECTION 1 – PROPOSAL COVER SHEET (use form NIH 2043 identified in Section J of the solicitation)

SECTION 2 – COST OR PRICE SUPPORT

Section L of the RFP specifies the minimum documentation requirements for cost data and all cost related support. All related documentation should be included in a clearly marked section of the proposal.

SECTION 3 – UNIFORM COST ASSUMPTIONS

1) It is anticipated that a level of effort type contract will be awarded. The period of performance will be for one year beginning approximately July 27, 2020-July 26, 2021.

The requirement will be the delivery of 2.25 full time equivalents (FTEs) for the base period (Year 1). If Options to extend the term of the contract are exercised, the Contractor shall provide 2.25 FTEs per year for Option 1 through 2 (Years 2-3). Please note that the number of FTEs is exclusive of subcontractor and consultant effort. The table below shows the anticipated level of effort for each:

Full Time Equivalents

Labor Category Base Period Yr 1

Opt 1 Yr 2

Opt 2 Yr 3

Facility Manager 1.0 1.0 1.0 Administrative Support 1.0 1.0 1.0 Other Support .25 .25 .25 Total 2.25 2.25 2.25

REVISED ATTACHMENT 5

1/6/2020

2) Technical Cost Assumptions For purposes of preparing a cost proposal, offerors should take into consideration the following technical cost assumptions:

A. Ongoing Activities on the effective date of the contract – in addition to budgeting for activities outline in the statement of work, assume responsibility for the following:

i. Gas Tank Lease for a 1500-gallon liquid nitrogen tank, a 3000-gallon nitrogen tank, and a 6-ton CO2 tank.

ii. Custodial Services

iii. Provision of and monthly software billing for 3 security cameras.

iv. Monthly facility costs in the amount of $435,892.50 for the Base Year, with an expected 3% increase each year thereafter.

B. Transition In the event that the incumbent Contractor does not receive this award, a transition period will be required: Offerors should budget for the transfer of administrative and management responsibilities for the facility from the predecessor contracts to the new contract.

SECTION 4 – OPTIONS

Each Option must be budgeted separately within the Business Proposal.

A. Options for Increased Level of Effort (Option 3-11):

The Government may exercise Options for increased level of effort that may result from increases in demand. Should the Government elect to exercise these Options, the Contractor shall provide resources for the increase in work volume by 1 FTE for each Option exercised. These Options may be exercised up to three times per year during years 1 through 3. The period of performance of an Option for increased level of effort for this purpose will not exceed the term of the Base Period or Option year in which the Option is exercised. Activities in each option include a Project Managers Level of Effort, and logistical facilities support.

Option 3-11 for Increase Level of Effort (1 FTE/Option up to 3 Options per year) Labor Category Year 1: Option 3, 4, 5 Year 2: Option 6, 7, 8

Year 3: Option 9, 10, 11

Period of Performance 7/27/20-7/26/21 7/27/21-7/26/22 7/27/22-7/26/23 Project Manager 1.00 1.00 1.00 Total 1.00 1.00 1.00

B. Cost Assumption for Each Option: Along with the Project Manager level of effort, assume Logistical Facilities Support shall be no more than $250,000 per Option.

Technical Assumption -

SECTION 5 - TABLE OF CONTENTS FOR DOCUMENTATION REQUIRED UNDER

SECTION L OF THE SOLICITATION

Refer to Section L of the solicitation for documentation requirements. All relevant documentation should be included in a clearly marked section of the proposal.

1) Past Performance Data, including references Section L of the RFP specifies the minimum documentation requirements for providing past performance information. This information should be turned in with the original proposal. All related documentation should be included in the proposal in a clearly marked section.

Amendment 1 Attachment 5