PIKES Final RFP Questions and Answers.pdf

PIKES Final RFP Questions and Answers

1. Section 6.2.8, Proposal Preparation—General Instructions, discusses electronic submission of the proposal. Do you require this to be in a CD or Flash drive and does each Volume need to be on its own CD/Flash Drive or can all volumes be combined.

Response: Electronic files of Volumes I, II, III and IV shall be on virus free CD-ROM (CD-R format) discs with an external label indicating: (1) the name of the Offeror, (2) the RFP number, (3) the format and software versions used, (4) a list of the files contained on the disk and (5) date of the information. Each volume needs to be on its own CD.

2. In the Final RFP Clauses document the IDIQ Fixed Price rates are referenced as Attachment D;

whereas, the PDF file provided is named Attachment C IDIQ Firm Fixed Price Rate. Could the

Government please clarify the correct nomenclature to follow.

Response: The IDIQ Fixed Price Rate Matrix is Attachment C and will be corrected in Amendment

1.

3. When the Attachment C IDIQ Fixed Price rate document is converted from PDF to Excel

(following the instruction provided in Section 6.2.13, Price Volume Instructions, (a) of Final RFP

Clauses), the tabs in the Excel file do not break out by Sections 1 through 4. Instead, the tabs break out by the pages of the original PDF document. Could the Government please advise if we should adjust the content of the tabs to align them with the section numbers?

a. Alternatively, should we use the Excel file as-is; and does the Government have a preference as to what we should name the Excel tabs?

Response: The original document is a word document and will be attached. The instructions in Section 6.2.13 don’t apply to Attachment C.

4. In the Final RFP Clauses document, Section 6.2.13, Price Volume Instructions, (b)(2) states that

“Exhibit 1 summarizes the Prime Offeror’s total proposed firm fixed price for all Representative

Task Orders (RTOs), at WBS Level 1 (overall RTO),.”; is this Exhibit 1 the same as Sheet 1 of the

FFP Services Exhibit Final.pdf?

Response: Yes.

5. In the Final RFP Clauses document, Section 6.2.13, Price Volume Instructions, (b)(3) states that

“Exhibit 2 shall be used to state the proposed price for the phase-in”. However, Sheet 2 of the

FFP Services Exhibit Final.pdf is also named Exhibit 2 (in row 4), which is not related to the phase-in pricing. Could the Government please clarify this conflict.

Response: Phase-in Pricing will be added as Exhibit 4 in Amendment 1.

6. In Sheet 2 of the FFP Services Exhibit Final.pdf, several rows (12,13,29 and 30) make reference to an “Exhibit 2A”, which is not mentioned anywhere else in the solicitation documents. Please provide a template for Exhibit 2A.

Response: All references to Exhibit 2A will be removed as of Amendment 1.

7. Could the Government please provide detailed instructions for completing Sheet 2 of the document FFP Services Exhibit Final.pdf ?

Response: FFP Services Exhibit Final.pdf will be revised in Amendment 1. Exhibit 2 will be deleted in its entirety and replaced. Exhibits 3 and 4 will be added.

8. The table on page 37 indicates that the Cover Page and List of Acronyms is to be included in the Past Performance volume (and excluded from page count).

a. Please confirm that the Government would like a Cover Page and list of Acronyms to be included in each volume.

Response: No, a Cover Page and list of Acronyms is only required for the Past

Performance volume.

b. The table states that the page limitation for the price volume is “mixed” and that section of the volume has no page limitations. The table also states that the page limitation for the Past Performance Volume is “mixed”, but that Information from Offeror section is limited to 15 pages. Can the Government provide what they mean by the word “mixed” and how it applies differently to the price volume and the past performance volume?

Response: The Past Performance Volume page limitation will be revised to 20 pages in Amendment 1.

c. Will the Government increase page count for Volume IV Past Performance to 25 pages to allow for “all” most recent contracts as well as contracts for significant subcontractors.

Response: The page count will be increased to 20 pages in Amendment 1.

9. Section 6.2.8, Proposal Preparation—General Instructions, (a)(5) - Does the Government want

Offerors to include the “matrix” in all Volumes? If not, please identify which Volume the matrix should be in.

Response: Paragraph 5 is not applicable to this procurement.

10. Section 6.2.14, Past Performance Volume - Can the Government please clarify what specifically is meant by “a minimum average annual cost/fee incurred of $200K” that your company has had within the last 3 years of the RFP release date? For example if the offeror is using a meeting planning IDIQ, does the Government want the total contract value of the IDIQ, the total task order value won in the last 3 years, the minimum average of TO won on the contract or individual TO values that are a minimum of $200K used to qualify for this evaluation criteria?

Response: The sentence reference in the question specifically refers to incurred cost.

As stated in the RFP, if a Prime Offeror or Significant Subcontractor is submitting past performance data on a current/past contract vehicle that includes multiple tasks, orders, etc, all effort under that contract vehicle may be consolidated for the purposes of meeting the average annual cost/fee incurred.

11. Section 6.2.14, Past Performance Volume - Please confirm that the written consent letter is excluded from page count limitations.

Response: Yes, it is excluded.

12. Section 6.2.14, Past Performance Volume – “Note, the definition of significant subcontractor for the past performance evaluation may be different than for the cost evaluation.”

Can the Government please clarify the meaning of this statement?

Response: The calculation for determining a significant subcontractor for the Past Performance

Volume is different for the Price Volume.

Section 6.2.14 Past Performance Volume (a) states “For the purposes of the Past Performance Volume, a proposed significant subcontractor is defined as any proposed subcontractor that is estimated to meet/exceed an average annual cost/fee of $150K.”

In Amendment 1, Section 6.2.13 Price Volume Instructions (b)(1) will state “In Section 3, the Prime Offeror shall include a fully-loaded direct labor rate matrices for each Significant Subcontractor that is equal to or greater than 25% of the IDIQ Maximum Ordering Value.”

13. Section 6.2.15, Notice of Potential Organizational Conflicts of Interest - Please confirm that the plan should be included in the Offer Volume either in the volume itself, or as a separate attachment to the Offer Volume.

Response: The proposed OCI Plan can be included in the Offer Volume itself or as a separate attachment to the Offer Volume.

14. Section 7.1.2, EVALUATION-COMMERCIAL ITEMS - Please confirm that Volume I Offer Volume and Volume II Technical Acceptability are both part of the “Technical Acceptability” Pass/Fail evaluation identified on Page 50 of the Solicitation.

Response: Only Volume II Technical Acceptability is apart of the Offer Acceptability (Pass/Fail) evaluation identified on Page 50 of the Solicitation.

15. Section 6.2.8, Proposal Preparation—General Instructions, (a)(2) - Please confirm that the Prime Offeror (only) is to complete and submit one (1) additional separately packaged hardcopy of their Price Volume. The government is not requesting an additional separate price volume from each proposed significant subcontractor.

Response: Yes. The Prime Offeror is to complete and submit one (1) additional separately packaged hardcopy of their Price Volume.

16. The IDIQ Fixed Price Rates Matrix is Attachment C. Attachment D is the OCI Plan Cover Sheet.

Please confirm that the Government would like Prime Offerors to complete Attachment C, IDIQ FIXED PRICE RATES MATRIX, for each Contract Year.

Response: The Government would like Prime Offerors to complete Attachment C, IDIQ FIXED PRICE RATES MATRIX, for each Contract Year. The IDIQ Fixed Price Rate Matrix is Attachment C and will be corrected in Amendment 1.

17. There does not appear to be an Exhibit 1 with the solicitation package. Enclosure 1 and

Enclosure 2 are identified as the RTOs. Please confirm that “Enclosure 1 and Enclosure 2 summarizes the Prime Offeror’s total proposed firm fixed price…”

Response: Exhibit 1 is the chart on page 1 of the PDF attachment titled “Exh FFP Services

Exhibits Final.”

18. Will the Government provide a Bidder’s Library of the Applicable Docs found on page 6 of the

SOW.

Response: The Government is still reviewing this question.

19. Bidders are responsible for reaching out directly to vendors for each event?

Response: Yes.

20. Who is the incumbent contractor?

Response: Electrosoft Services, Inc.

21. Is the incumbent eligible to bid?

Response: Yes.

22. What is the current contract value?

Response: The minimum ordering value is $1K. The maximum ordering value is $7M.

23. How many FTEs are currently supporting this effort?

Response: The Government is unable to release this information.

Amendment 1 will revise the Price Exhibits to provide more clarity for questions 24 – 50.

24. Is the offeror to provide each line item for ODC costs?

25. Will NASA provide a plug-in number for ODCs for the purpose of equity in cost proposal submissions?

RTO #1 (Questions 26 – 38)

26. Will this meeting take place at a hotel that the offeror will secure and pay for?

27. How many total breakout session rooms will be required?

28. For budgeting purposes, how many total Poster boards will be required?

a. Will posters be displayed on both sides of the board?

b. Will the offeror be required to assist in poster development?

c. Will the offeror be required to accept poster deliveries?

d. Will the offeror be required to assist in poster set-up?

e. Will the offeror be required to provide a booklet that contains poster abstracts?

29. Is the Concur system used only for travel support to NASA employees?

a. Is the offeror expected to use concur for travel and expense reimbursement for any of the other attendees?

b. If so, which specific categories of attendees will use the Concur system?

30. For budgeting purposes, from what countries will the international participants travel?

31. How many participants will receive an honorarium?

a. What total amount will each eligible participant receive?

32. How many pages will the registration packet include?

a. How many Black and White pages?

b. How many color pages?

c. Will the packet be presented in a folder?

33. How many attendees will participate via speaker phone?

34. Is the offeror required to provide a conference call line for virtual attendees?

35. Is the offeror required to provide recording and/or transcription for this event?

36. Is the offeror required to provide a meeting summary?

a. If so, of which specific sessions?

37. Is the offeror expected to provide and pay for any meals and/or breaks?

a. If so, which specific meals/breaks will be provided?

b. Which days of the event will these meals be provided?

38. Will there be any registration fees?

a. If so, in what amount?

b. What will these fees cover (meals/breaks, materials, etc)?

RTO #2 (Questions 39 – 50)

39. Is the offeror responsible for securing the meeting room(s) at the Ames Center or will NASA handle the reservation?

40. Is the use of the Ames Research Center complimentary for this event?

a. If not, what is the total cost and is the offeror expected to cover this cost?

41. How many total breakout session rooms will be required?

42. Will online registration be required for this event?

43. Will any audio-visual equipment be required?

a. If so, what specific equipment is needed and is the offeror responsible for this cost?

44. Is the note taker to develop a summary of meeting discussion points or a verbatim transcription?

45. Is the offeror required to provide a recording of this event?

46. Are the 3 non-local sponsored travelers domestic or international?

a. If international, from what countries will the international participants travel?

47. How many participants will receive an honorarium?

a. What total amount will each eligible participant receive?

48. Will the offeror be required to provide registration materials?

a. How many Black and White pages?

b. How many color pages?

c. Will the packet be presented in a folder?

49. Will any attendees will participate virtually via speaker phone?

a. If so, Is the offeror required to provide a conference call line for virtual attendees?

50. Is the offeror expected to provide and pay for any meals and/or breaks?

a. If so, which specific meals/breaks will be provided?

b. Which days of the event will these meals be provided?

51. Would the Government consider electronic submission of proposal packages via email or secure file transfer instead of hard copy delivery?

Response: No.

52. Could the Government specify all locations where meetings are anticipated to be held?

Response: Locations are unknown until there is a request for a task order.

53. Could the Government provide an estimation of the number of attendees at events to be planned under this contract?

Response: Every task order is different. It depends on the type of meeting/event.

54. Is international travel anticipated for any speakers/sponsored participants?

Response: This is possible, but dependent on the customer’s needs.

55. What languages are anticipated for interpretation?

Response: English and Spanish

56. Could the Government please confirm the requirements for the Technical Acceptability Volume as a verification of 8(a) status, mandatory line of credit requirement, and key personnel descriptions/resumes?

Response: Yes, these are the requirements.

57. Is a technical approach, description of capabilities, and/or management plan sought for this opportunity?

Response: No.

58. How many past performances should a teaming partner submit?

Response: Teaming partners shall submit all of their most recent contracts (completed and ongoing) for similar efforts with a minimum average annual cost/fee incurred of $200K that their company has had within the last 3 years of the RFP release date.

59. Please confirm that all 4 Volumes can be packaged in 1 box.

Response: Yes, all 4 Volumes can be packaged in 1 box.

60. Four Volumes are requested: Offer Volume, Technical Acceptability Volume, Price Volume, and

Past Performance Volume. There does not seem to be any requirement to provide/discuss a

Technical Approach related to either the Statement of Work or the Representative Task Orders as part of any of these Volumes. Is a Technical Approach required as part of submission, and if so, in which Volume?

Response: No.

61. Similar to the question above, there does not seem to be any requirement to provide/discuss a

Management Approach related to either the Statement of Work or the Representative Task

Orders. Is a Management Approach required as part of submission, and if so, in which Volume?

Response: No.

62. Does the govt. need the Basis of Estimate for the RTO Costs? If so, where do we provide it.

Response: No.

63. Personnel resumes are requested for a Senior Project Manager and Senior Project Coordinator.

Earlier in the RFP it references key staff as Senior Project Manager and Senior Event

Coordinator. Can you please clarify the position title?

Response: The correct position titles are Senior Project Manager and Senior Event Coordinator.

Senior Project Coordinator will be revised to Senior Event Coordinator under “Personnel

Qualifications in Section 6.2.12, Technical Acceptability Volume Instructions in Amendment 1.

64. Attachment A references reimbursing non-civil servant participants. Please clarify if the words participants and attendees are used interchangeably.

Response: Participants may be speakers/presenters and attendees are the people attending for informational purposes.

Amendment 1 will revise the Price Exhibits to provide more clarity for question 65 – 71.

RTO #1 Questions (65 – 68)

65. Item 7. Description of Work…...estimates 110 attendees. Item 11. Travel Materials….states prepare travel for approximately 110 attendees. Is this correct? Does this mean we make arrangements for NASA and Govt. attendees? Does Travel include Air, Lodgings, and Auto

Rental?

66. How many persons are paid honoraria?

67. How many poster boards will be required?

68. What type of packets are provided to attendees (folders, notebooks, spiral bound books)?

RTO #2 Questions (69 – 70)

69. Please confirm that taking care of travel for 4 people means take care of domestic travel for 3 and local travel for a fourth person.

70. Other than name badges and table tents will any other meeting materials be provided to attendees during the meeting?

71. Page 43 of the Final RFP Clauses, (1) IDIQ FIXED PRICE RATES MATRIX: Please advise if:

a. a ceiling amount for Total Other Direct Costs (ODCs) per contract year can be provided by NASA and if not,

b. how offeror is to itemize ceiling rates for ODCs which cannot be determined until meeting dates, locations, meeting room size and set, and other specific and critical variables that impact pricing are known at the task order level such as:

i. Hotel meeting room rental costs for meetings not held at Federal locations

ii. Airfares for sponsored travelers, especially when there may be international travelers with airfares that can be exceptionally high

iii. Lodging per diems for locations outside of Washington, DC metro area

c. Or should offeror provide only ceiling prices for ODCs as apply to for the sample RTOs,

d. Or should offeror indicate rate is TBP at the task order level for these type items?

72. Page 43, (1) IDIQ FIXED PRICE RATES MATRIX: Please clarify what is meant by “In Section 3, the

Prime Offeror shall include a fully-loaded direct labor rate matrices for each Significant

Subcontractor 25% of the IDIQ Maximum Ordering Value.” Are we to provide fully-loaded direct labor hourly rates or assign a ceiling of 25% of the IDIQ Maximum Ordering Value to each

Significant Subcontractor?

Response: In Amendment 1, Section 6.2.13 Price Volume Instructions (b)(1) will be revised to read “In Section 3, the Prime Offeror shall include a fully-loaded direct labor rate matrices for each Significant Subcontractor that is equal to or greater than 25% of the IDIQ Maximum

Ordering Value.”

73. If the Government’s timeframe for releasing answers to questions is expected to be later next week, will the Government consider extending the deadline by one week in order to allow time for bidder’s to incorporate the Government’s answers into its response, print produce the documents and prepare the package for submission?

Response: Amendment 1 will extend the due date to February 25, 2020 2:00PM EST.