LSA-2 Pre-proposal Telecon Notes 090819.doc

GSA/FAS NETWORK SERVICES DIVISION

PRE-PROPOSAL TELECONFERENCE

1:30 Central Time, August 18, 2009 Conference #: 318-676-3900 Please note, some of the items below were not covered or they were not covered in great detail since all participants are current holders of contracts with the very similar content. The details are included for those that may be interested in providing an offer that missed the teleconference.

As stated below, the contract will prevail over this discussion. A recording of the discussion will be provide to teleconference participants and interested offerors that may have missed the teleconference.

PARTICIPANTS:

GSA: Sandra Marquart, Mike Loria, Melanie Wyatt, Dana Hanley, Tony Ojeda, Ed Lefebvre, Sandra Brent, Betty Jackson, and Bill Williams, Contract Employee.

AT&T: Marquetta Brown, Marla Cruse, Larry Giovanni, Ken Kiernan, Jay Salyers, Connie Hernandez, Mark Matarazzi, Robbie Barnes, Earl Spiegel, Simon Martinez, Mary Fischer, Sheila Noonan, and Dennis Dayman.

twtc: Valencia Reeves and Pam Stolz Cox Communications: Ken Lambert and Cathy Williams Crystal Connections, Alton Smith, missed the teleconference but requested a copy of these notes and the recording.

Bill Williams started the call in Sandra’s absence by advising she will be joining the call shortly. He also advised the call will be taped for notes purposes and encouraged others to do the same. In addition, Bill’s notes will be posted on FedBizOpps.

Mary Fischer requested a copy of the recording be provided to the participants. Bill agreed to do so as soon as possible.

Bill explained the purpose of this solicitation is to replace the original, soon to expire LSA contracts in Texas, Oklahoma, and Arkansas.

Each participant on made their own introduction.

Just after the introductions, Sandra Marquart joined the call and welcomed everyone.

Bill Williams covered the following issues and Topics:

· Objective of the meeting (replace soon to expire LSA contracts in Texas, Oklahoma, and Arkansas).

· Format of the meeting.

· As previously stated, please ask for a restatement if you cannot hear.

· Discussions in this meeting will be led by Sandra, Melanie or Bill. Sandra will discuss any contractual issues or issues that are program related. Melanie Wyatt will discuss subjects to include prices, billing, payment, and the economic evaluation. Bill Williams will discuss technical issues.

· The contract shall prevail if there should be conflicts between what is said in this meeting and what is written in the contract.

· The discussion leaders will only hit what is believed to need special attention.

· Advance questions will be answered if they were received with sufficient time to complete research.

· Ask questions during the meeting as you have them related to the topic being discussed.

· Questions received without sufficient time for research and questions asked during the meeting that cannot be readily answered will be included with the notes posted on FedBizOpps

· As you consider and begin your response, please e-mail additional questions to Sandra Marquart sandra.marquart@gsa.gov with a copy to Bill Williams billy.williams@gsa.gov

· All questions are due no later than Monday, August 24, 4:30pm. Responses will be posted on FedBizOpps as soon as possible. The Offeror asking the question(s) via email after this meeting will not be identified in the FedBizOpps postings.

· Please watch FBO closely for any questions or instructions that may be posted for your benefit in preparation of your offer.

Additional detail is provided in these notes for use of the participants.

1. C.1 – SCOPE (Bill) provide definition of the award areas and exclusions.

2. B.3, C.1.4, C.2, J.1, and M.3 – MINIMUM CAPABILITIES/REQUIREMENTS (Bill).

· B.3 – Although offerors are required to meet minimum capabilities in C.2, they must provide the telecommunications services and features that are normally provided to commercial customers and that are identified in this solicitation. Offerors must meet the minimum capabilities identified in C.2, the offeror will not be required to provide any other service or feature that is not offered in a particular area to commercial customers.

· C.1.4 - “Only offers that meet the minimum capabilities defined in C.2 and the requirements in M.3 will be evaluated on a predetermined weighted value system for technical response. Award(s) will be made based on the technical response and low price. If there is only one offeror that meets the conditions of this solicitation, an award will be made. However, the Government reserves the right to reject all offers that do not offer a significant economic advantage.”

· C.2 - the following minimum capabilities, functions and features shall be furnished in the provision of service(s):

1.

Analog Business Lines.

2.

Analog Centrex Lines or Centrex type service with the minimum features required in Attachment J.1.

3. Interface to the Federal Technology Service FTS2001 Network and/or subsequent contract(s) awarded as a replacement.

4. Provide equal access to the long distance carrier selected as the primary interexchange carrier (PIC) by dialing 1 before the long distance number. The PIC selected may be the FTS2001 Network.

Please note that meeting the minimum capabilities, providing the minimum features in Attachment J.1, and meeting the requirements in Section M does not relieve the offeror of the responsibility to meet the other mandatory requirements if awarded the contract. For instance, it is mandatory that an offeror provide services identified in this solicitation that are normally provided to commercial customers. Services that are “normally provided” to commercial customers may vary within the award area due to the technology.

· J.1 - At a minimum, the following line features and/or services shall be provided at no additional charge as part of “dial tone service” common to all Off-Premise Switch-Based Voice Service (Centrex) Lines ordered:

· Call Forwarding- Busy, Ring No Answer (Internal and External), and Variable (Internal and External) (Variable only *)

· Call Hold *

· Call Pickup

· Call Transfer *

· Three (3) Way Conferencing *

· Line Hunting (Circular and Sequential)

· M.3.1 - To be considered for evaluation, the offeror must certify the following basic qualifications will be met at contract award. The offer will provide the required certification of these items in the cover letter to the offer.

(a) The offeror must be certified by the appropriate regulatory authority as identified in B.1 in order to submit an offer for the metropolitan area or areas within the state certified.

(b) The offeror must meet the minimum qualifications described in Section C.2.

(c) The offeror must be capable of providing a centralized electronic media invoice for each city served to GSA and receive payment.

(d) The offeror must be capable of providing a centralized invoice to direct order/direct bill customers and receive payment from direct order/direct bill customers.

(e) The offeror must offer services in the award area where the offeror currently sells or resells local telecommunications services to commercial customers.

Sections B & C - Technical Discussion

3. B.7.2.1 - SERVICES addresses the services requested. Figure B.7.2.1 (p6) identifies the bulk of the services requested. However, the services vary mostly by state based on the services previously offered by the current or previous providers. Services, features, and other requirements specific to each of the awards are listed in SECTION B – PRICE SCHEDULE.

Offerors may want to add services and features they know or have reason to believe there will be a requirement. These may be services the offeror is currently providing to Federal Agencies via other means, i.e. tariff or another contract. These services, when added, may provide a vehicle for use of the LSA-2 award by other agencies. Services and features not on the Section B – Price Schedules should be offered on a separate sheet. If rates are the same for the entire contract or if rates can be grouped by multiple years, the pricing sheets not need should be deleted.

PLEASE NOTE: Offerors need to meet the minimum capabilities just discussed to be qualified. But as previously mentioned, services offered to commercial customers become mandatory if identified in this solicitation. These services must be offered to the government. Additionally, if they Government should have a requirement in the future that is commercially offered by an award winner, the service must be offered to the Government by modification (B.4).

QUESTION: Ken Lambert requested additional information regarding the Digital ISDN Video service. Bill Williams advised this is not a mandatory service unless it is offered to commercial customers. In addition, different companies provide similar service via different methods. If the description between what is in the solicitation and what can be offered, the solicitation should to be changed to reflect the offerors solution. If the CLIN will not work, the new service entry should be labeled “TBD” for To Be Determined.

4. B.7.2.7/8 - SDPs Service termination points. Please note not all services are terminated at all SDPs.

5. C.2.8 – GRADE OF SERVICE – P.01 (See F.4.1.1/2).

6. C.2.14 – CATS, identify what features can be changed and/or added in your response.

7. C.4.2 – HISTORIC BUILDINGS, work should not be done until approval is received through the COTR.

8. C.5 – CABLE, provided by two methods. The contractor may be requested to provide a quote for wiring jobs. The exception to providing a quote will be the use of B.7.2.14 which is for small jobs only. Please note, B.7.2.14 was inadvertently left out of the posted solicitation. It will be added by modification.

9. C.5.2 – USE OF EXISTING HOUSE WIRE (Tone, test, & label).

10. C.5.2.2 – MACs, prices shall include cross connect costs.

11. C.5.5 – MDF/IDF, installation charge includes cross connects.

12. C.8 – FEDERAL EMERGENCY SUPPORT DURING DISASTERS, the contractor shall support the NSEP Plan at locations where the technology exists.

Section E - Inspection And Acceptance Section F - Deliverables and Performance

13. F.2 SYSTEM DELIVERABLES

14. F.3 PERFORMANCE STANDARDS

15. F.5 PERFORMANCE PERIOD.

Section G – Contract Administration

16. Figure G.1.1-1 - Levels of Government contract management personnel.

· The PCO is the sole Government official authorized to bind the Government during the procurement. An ACO will be delegated after the award by the PCO. Or, PCO may continue in the contract as the ACO. G.1.1.2 - The ACO will:

(a) Serve as liaison between the contractor and customer organization

(b) Assist in expediting orders

(c) Ensure compliance with contract requirements

(d) Issue final decisions

Acceptance or rejection of deliverable products may be delegated, in writing, to the COTR.

17. G.1.1.3 - COTR

· The GSA COTRs and customer agency COTRs are appointed in writing by the ACO

· Areas of responsibility are identified in G.1.1.3 (Explain the geography of each COTR’s area.

· The type of actions within the purview of the COTR’s authority are:

(a) Ensure that the contractor performs the technical requirements of the contract

(b) Perform inspections necessary in connection with performance of the contract

(c) Monitor the contractor’s performance under the contract and notify the contractor and ACO of any deficiencies observed.

(d) Coordinate Government-furnished property availability

(e) Provide for site entry of contractor personnel if required

The COTR may provide “technical direction” and guidance to the contractor to fill in details, suggest possible lines of inquiry, or otherwise completes the general scope of the work. The COTR must provide technical direction within the scope of the work and within the terms of the contract. The direction provided by the COTR shall not change or modify the contract. Only the ACO will have the authority to change the contract.

The COTR will provide no supervisory or instructional assistance to contractor personnel.

18. G.1.1.4/5 - GDR and ADR

· Nominated by COTR and delegated authorities in writing by the ACO to include:

(a) Initiate, approve, and sign service orders

(b) Monitor service implementation

(c) Review invoices

(d) Monitor contractor performance

(e) Notify the GSA COTR of any contractor deficiencies

(f) Coordinate Government-furnished property availability

(g) Provide for site access for contractor personnel as required

(h) Serve as customer organization’s point of contact for technical issues

19. G.1.2 - Contractor’s Points of Contact

20. G.2 - Service Ordering

21. G.2.2 - Fair OPPORTUNITY QUESTION: AT&T asked how Fair Opportunity will work. If service areas of two separate contractors overlap within the award area, analysis is required. An area within the award area that is only served by one provider does not require a fair opportunity. AT&T clarified the original question by stating they were wondering if Fair Opportunity will be done by agency. Bill ensured that the Fair Opportunity is done by address. Bill explained Logical Analysis and Logical Follow-on. If there are several services in the analysis, the combination that provides the greatest savings that meets the requirement will win the analysis. “Logical Follow-on” simply means that additional services will be provided by the vendor that previously won the Fair Opportunity award. If there are changes in service that will justify a switch to another vendor, the change may be justified.

22. G.2.3 - Service Order Processing shall accommodate the following functions”

(a) Order Initiation

(b) Order Tracking

(c) Order Completion and Acknowledgment Figure G.2.3-1 illustrates the service order process and the order status information to be provided to the Government (GSA and customer organizations).

23. G.2.3.1 - Service Order Initiation. Service orders will be received directly from ADRs and from GDRs on the behalf of various agencies.

24. G.2.3.1.2 - Service Availability Intervals

25. G.2.3.1.3 - Service Termination Date

26. G.2.3.2 - Service Order Tracking

27. G.2.3.3 - Service Order Completion and Acknowledgement

28. G.3 - Operational Support

29. G.3.1 - Number Inventory and Administration

· Although it may be possible to state that offers are for all areas not covered by the MLSA awards, the NPANXXs are necessary when there is more than one rate group and to avoid wasting time trying to determine if a vendor or vendors serve an area. If the NPANXX for a location is not on the list, the Government may not have time to confirm it is served. Award winners should update their NPANXX lists as required in the solicitation.

30. G.3.6.2/3 - Clearances and HSPD-12. Current procedures and practices in place with the current contractors are acceptable. Technicians that frequent the same address may be required to meet additional requirements under the HSPD-12 or a customer agency’s security requirements.

31. G.3.8 - Telephone Directories

· Local phone company directories if RBOC directories are not available.

· As many as one directory per phone number at no charge. Normally a lesser amount is requested.

· Contractor is required to determine actual number needed.

32. G.3.9/10 - Directory Listings – Ordered by CLIN.

Melanie Wyatt discussed the topics related to Billing, Invoicing, and Centralized Billing.

33. G.4 - Billing Procedures

· Monthly bill in arrears.

(a) Centralized Billing: 3 digit system ID numbers, may be established for a particular location with a single Billing Telephone Number (BTN), may require consolidated bills, and single bill for each system.

(b) Direct Billing: Single invoice for each customer.

34. G.4.1 - Invoice Requirements

· Invoices shall be submitted for each 30 day billing period (Explain definition of Monthly Billing Cycle in Section J.5) to the designated billing office(s) on the agreed dates.

· Invoices shall be delivered after award on a media determined by the Government and the contractor after award.

35. G.4.1.1 - Invoice Content

· Charges for all services and equipment from 1st day of last day of previous 30 day billing cycle.

· Provide an example format in offeror.

· See content requirements in section and explanation of each part of the invoice.

36. 4.1.3 - Centralized Billing Address Bill Williams discussed the remaining topics.

37. G.5 - Trouble Handling

38. G.5.1 thru G.5.2.2 - Trouble Reporting/Escalation/Restoration

39. G.6 thru G.6.2 - Reporting Requirements Section H – Special Contract Requirements

40. H.1 thru H.16 - SPECIAL CONTRACT REQUIREMENTS

41. Section I– Contract Clauses

42. Section J – Attachments 1-5, 7 Attachment 6

Sandra Marquart discussed Section K.

43. Section K – Representations, Certifications, and Other Statements of Offerors

Sandra reminded everyone to complete the documents.

Bill Williams discussed Sections L and M.

44. Section L – Instructions, Conditions, and Notices The offer must be separate in the three volumes listed in Section L. Melanie briefly discussed the breakdown of the total price for a service or feature.

Note: Pricing in the Section B – Price Schedules was briefly discussed.

45. Section M – Evaluation Factors for Award

CONCLUSION

QUESTIONS:

1. Mary Fischer, AT&T – Asked as to whether or not an offeror could provide one offer for all three states and break out the pricing. This question was also received prior to the telecon.

RESPONSE: The solicitation requires pricing for “the award area.” However, there are issues that need to be considered. It may not be a good idea to do one pricing table for all three states (award areas) with no more than three rate groups per pricing table. Pricing should be completed for each state separately. This would prevent confusion if the pricing could be placed in a separate binder. The pricing must be separate for each award area. The Sections B through M can be combined. But, the offer should contain an explanation of how the offer is structured. This must explain there is a separate pricing schedule for each award area. Ensure the price schedules are clearly labeled. And, the appropriate suffix on each would be very helpful.

Ken Kiernan, AT&T – Asked how one CLIN will work for different states. Bill suggested that the same concept that is now being used for AT&T’s current LSA. There are separate price tables for each state, i.e. B.2OK, B.2AR.

Bill Williams explained the benefit of using standardized CLINs. Standardized CLINs help simplify transition and reduce the confusion of different codes for different locations.

2. A question received before the teleconference asked if GSA will be making a separate award for each state or is there a possibility of a comprehensive award for all 3 states. This question was answered above.

3. Earle Speigel asked a question regarding “fixed pricing” as described in B.2. Melanie clarified that that the base price should include the FUSF and PICC AND EUCL are part of the base prices. Municipal taxes are not included in the base price. Melanie assured Earle that the municipal taxes are listed separately if they are applied by the municipality. Melanie confirmed for Earle that AT&T’s current process is acceptable.

4. Mary Fischer asked if the modification will be posted before the questions are posted?. Bill advised that we will try to get the mod posted

5. Bill – Offers must be received and meet the conditions as stated.

6. Bill – One reminder, please ensure you sign all documents, i.e. the SF-26 and all change documents (SF-30). One SF-30 has already bee issued and there may be additional SF-30s before the offer is due.

7. Bill - Any additional questions must be received no later than 4:30pm, on Monday, August 24.

8. Responses are due no later than 4:30pm, Monday, September, 21, 2009.

Note: One contract can be awarded to a vendor for all 3 areas since the responses are due on the same day. Please remember if the price is the same for the entire maximum contract period or less than the 6 periods identified in the solicitation, the years can be grouped.

9. Forthcoming mod will include:

· Addition of Table B.7.2.14.

· Expansion of B.7.1.13 for Texas.

· Increase of the maximum amount for Texas to cover expansion of B.7.2.13.

· Change Ed Lefebvre’s and Larry Logan’s areas of responsibility.

10. Sandra – Closing Remarks.

LSA-2 Pre-proposal Telecon Notes 090819