Questions_5-2.docx

TECHNICAL QUESTIONS:

1. Question: Id., at ¶ 1.9. The Government does not provide the special qualifications in this paragraph, but it does require Master's Degrees for some Key Personnel. In our experience providing copyediting, proofreading, and transcriptions services, academic honors are not predictive. Why does the Government require specific academic credentials, not required in the copywriting profession or industry practices?

Answer: Due to the very technical nature of a high percentage of the publications PD&R produces, the requirement for not only experienced but also field educated professionals is sought.

2. Question: Section 5.2: “Contractor shall recommend outlets to PD&R Research Utilization staff for displaying, posting, mailing, and distributing PD&R research reports and other PD&R information” – please confirm if this task occurs monthly or more/less frequently.

Answer: This task in section, 5.2 Distribution Services, only applies to the mailing and distribution of the research journal Cityscape at a frequency of three times annually. No other “distribution outlet recommendation” is involved.

3. Question: With social media, there are many more avenues for distributing or otherwise raising awareness of HUD publications. Please confirm if social media distribution services is desired.

Answer: Social media distribution service is not desired.

4. Question: Section 5.2.2 Bulk Mailing D.3 notes that postage should be included in the pricing. Please provide an estimated budget for this or the per-piece price (or weight/size) to include in the estimate.

Answer: HUD will provide the updated mailing information (addresses to delete, add or change) to the Contractor each month via emails. Mailings occur three times a year for the publication Cityscape. The Contractor shall ensure that Cityscape is mailed out within five days or receipt of the publications. The contractor is responsible for all shipping/postage and handling AND all subscribers’ addresses are within the United States. Cityscape is then mailed to the customer with a 3-5-day delivery time. The hard copies of Cityscape will be provided to the Contractor by HUD per direct delivery from the printer. The current database of subscribers is in the 1,200 to 1,700 range and fluctuates monthly. The historical highest number of subscribers has been 1,600 subscribers. Cityscape is 7”x10” page size, historically 300-500 pages per issue, soft cover, and perfect bound.

5. Question: Please confirm the size of the label to be printed (or if the Contractor should recommend a size)

Answer: The label size is estimated to be 1.5 inches H and 4 inches W.

6. Question: Will the contractor procure the envelop? If yes, please describe the size, color paperweight.

Answer: Yes, see question #4

7. Question: (Page 28) Will the Contractor set up the submission number or does one currently exist?

Answer: Contractor will set up the submission number if this refers to utilizing a mail house or distribution center.

8. Question: The Key Personnel, special qualifications appear to be overly restrictive and favorable to a specific offeror or contractor, setting up an uneven playing field and evaluation process. Would the Government modify its PWS, evaluation process, or explain how they do not create an uneven playing field?

Answer: Due to the very technical nature of a high percentage of the publications PD&R produces, the requirement for not only experienced but also field educated professionals is sought.

9. Question: Could a single document be covered by multiple categories (ie, medium editing first version, layout, copy editing final version, etc.)

Answer: Yes, a single document can go through several editing steps ending with the final step of proofreading.

10. Question: Regarding the G.6 Key Personnel Minimum Qualifications, can 10 years of experience be substituted for a bachelor’s degree, or 15 years of experience for a master’s degree?

Answer: In Section G.6 Key Personnel Minimum Qualifications Project Amend the solicitation from master’s Degree to bachelor’s degree required for the Director/Manager

11. Question: In 5.1.2, the SOW shows the Contractor shall edit and format three editions of Cityscape annually. Question – In Section B, CLIN 1006AA gives an Estimated Annual Qty of 2880 pages for three issues of Cityscape. Is this accurate?

Answer: The quantities are estimated. An average page length for Cityscape is 320 pages. Those 320 pages are edited at different levels three times: initial edit/QA markup via tracked changes, author reviews and returns the file, the editing contractor incorporates those edits, and the final and third step is making the file 508 compliant. So, those 320 pages have three steps (320x3=960; 960 x 3 issues annually = 2880 pages).

12. Question: Reference p. 71, ¶ L.10. Would the Government explain the requirement for offerors to provide "certification for personnel proposed?" This appears overly restrictive and creates an uneven playing field for offerors. What certifications does the Government expect for copyeditors or other key personnel?

Answer: All key personnel listed in the offeror’s response must include each employee’s resume.

13. Question: Reference p. 14, Copyediting. Aside from those listed in the PWS, who or what entity determines whether an assignment not listed in the PWS is "light," "medium," or "heavy" for purposes of billing?

Answer: The editing level is included in the initial work order when the project is assigned, and the editing level is determined by the government.

14. Question: Reference p. 34, ¶ G.6. Would the Government explain the reasonable relationship between the Government's Key Personnel minimum qualifications requirement that the Project Director/Manager have a master’s degree? Under what authority does the Government make this a minimum qualification? This appears to be overly restrictive and favors a vendor with a prior relationship with the customer or Government.

Answer: See question #10

15. Question: Reference p. 15, "Page." In our experience, we also define a page as one-side of a letter or legal-size page that may contain less than 250 words. For example, our pages can contain charts, pictures, tables, etc. or type fonts different from the Government's definition. Would the Government consider modifying this definition to match industry standards rather than the current definition, which appears to favor a particular vendor?

Answer: The page definition as listed in the PWS is industry standard for a page of text. It is understood that a page of text may include graphics/charts/tables, etc. and still be considered a page.

16. Question: Reference pp. 20-21, ¶ 5.2. The Government addresses Government Furnished Property (GFP), but it appears that the Government's requirement includes Government Furnished Information or other items furnished by the Government. Would the Government clarify whether or not these data are Government furnished? If so, where are Government furnished data listed in the PWS? If not, would the Government explain why it is not listing all Government furnished items?

Answer: There is no GFP, and all content (GFI) to be edited by the contractor will be supplied by the government.

17. Question: Id., at ¶ 5.2.2. Except for the incumbent and any vendors in which the Government or customer has a prior relationship, how can the Government require all offerors to price postage costs when the Government does not have exact numbers? This requirement appears to set an uneven playing field. To conduct a fair acquisition, the Government should reimburse the contractor for actual costs when the Government cannot provide accurate data beforehand. We request the Government remove or modify this requirement or explain why this requirement does not create an unfair playing field for all offerors.

Answer: See question #4

18. Question: Id., at ¶ 5.3.1. If the Government expects a specific report format, then please provide and list as a Government Furnished item.

Answer: The government will supply a monthly report format/template upon the start of the contract.

19. Question: Reference p. 22, ¶ 5.5. How does the Government estimate the page length and LoE for this requirement? How is the contractor to price this requirement, unless the vendor has prior knowledge of the customer's requirement? This requirement appears to create an uneven playing field for offerors.

Answer: This is an indefinite quantity and the estimated workload is in section 1.2 and is obtained from historical data. The task is to facilitate the peer review process of these publications via working with scholars who will review and vet the materials. This will be prior to any editing work taking place.

20. Question: Reference p. 27, Tech. Ex. 1. The Government places significant risk to the contractor, e.g., Firm Fixed Price contract, no minimum LoE, requiring unlimited ability to accommodate surge, not providing any FTE estimates, etc. Not allowing offerors to share risk with the Government by providing additional data or pricing flexibility for abnormal workload appears to favor the incumbent contractor or other offeror in which the customer has a prior relationship. Please revise the requirement or provide additional flexibility that lessens risk, which is currently fully on the contractor, not the Government.

Answer: This is an indefinite quantity contract and the minimum and maximum is provided in clauses 2452.216-76.

21. Question: Please explain the pricing schedule in Section B.3.3. Does the schedule indicate that different prices are payable for, e.g., proofreading a document that is 15 pages vs. 150 pages?

Answer: The rates vary per editing work levels (i.e. proofreading is billed at a lower per-page rate than technical editing).

22. Question: Regarding the pricing schedule, does the Government anticipate needing, e.g., Proofreading services for potentially 500 documents of 1-20 pages, or 500 pages total?

Answer: The estimate is for 500 total pages under that CLIN; See the amended Section B.

23. Question: Paragraph 5.2.1-Distribution Services. How does the Government plan to measure the Contractor's success at providing new "outlets to PD&R Research Utilization staff for displaying, posting, mailing, and distributing PD&R research reports and other PD&R information."?

Answer: Solicitation will be amended to remove - The task “providing new outlets to PD&R Research Utilization staff for displaying, posting, mailing, and distributing PD&R research reports and other PD&R information”

24. Question: Paragraph 5.3.1 and 5.3.2: Will the Government provide a format for the Contractor's use to create and provide the required monthly and annual reports?

Answer: See 5.3.1 and 5.3.2 for details of the reports. Yes, the government can supply an example/template for the monthly and annual reports at the post award conference.

25. Question: The Contract requires services between the hours or 9-5 ET Monday-Through Friday. This would indicate dedicated FTEs will be needed. If not, please explain how this coverage should be included in the pricing.

Answer: This is an indefinite type contract the contractor should be ready to accept new work typically between the hours of 9:00–5:00 ET.

26. Question: Will HUD provide the InDesign or other native document template (ie, Word, Excel) - or past editions in InDesign from which to format the new document?

Answer: HUD will provide all native work for City Scape which is a standard format. Editing will be done in Word and Excel which will be provided.

27. Question: Many documents are data heavy – please confirm that verifying the accuracy of the data is not included in the editorial services needed (ie, that these services focus on grammar, spelling, punctuation, attribution, etc.).

Answer: The services of this contract do not include verifying data, but errors are still to be noted when recognized during the editing process (i.e. the data in charts/graphs/tables are edited for consistency and must match what is noted within the text and vice versa). See 5.4

28. Question: Please clarify which documents conform to GPO Style Guide and which conform to Chicago Manual. or another style standard, e.g., MLA, Chicago)

Answer: All PD&R documents conform to GPO Style Guide as well as PD&R’s own Style Guide (PD&R Style Guide will be supplied by the government), see 5.4.5. Removing 5.4.6 from the solicitation.

29. Question: If there are differences, which Style Guide applies?

Answer: GPO

30. Question: Will the contractor be responsible for updating the PD&R Style guide?

Answer: In working with and receiving instructions from the COR, yes, the contractor will be responsible for updating the PD&R Style Guide.

31. Question: The RFP requires services to be provided at contractor facilities. Please confirm if the transition of documents will be by email or if an online collaboration/file storage area is desired (or if HUD has a collaboration area that the contractor should access).

Answer: Documents will be sent via email and FTP sites.

32. Question: Does the Combined Synopsis/Solicitation posted as solicitation number 86546A18Q00002 on FBO contain requirements similar to an existing contract or will this be a new requirement?

Answer: This is an ongoing requirement for The Department of Housing and Urban Development. Previously this was a small business set-aside, and this is now a HUBZone set-aside. See question #33.

33. Question: Is there an incumbent contractor or a contractor that has provided similar services within the past three years? If yes, please name the firm, the contract number, the dollar value and the period of performance.

Answer: The current contract was written against a GSA schedule under order DU206SF-13-T-00001 to HR Communications. The magnitude of this requirement for a base and four option years is $1-$5 million.

34. Question: Is that firm able to bid on this procurement?

Answer: The previous requirement was a small business set-aside and this requirement is being solicited as a HUBZone set-aside.

35. Question: If no incumbent firm exists, please list any firm that has provided editorial services for the agency within the past two years, including firm name, contract #, period of performance and amount.

Answer: Order DU206SF-13-T-00001 was issued FY2013 for a base plus four option years.

36. Question: The per page pricing is challenging in that there is set-up and coordination for each document, and generally a learning curve to get to know the styles and preferences. If there is volume level of work anticipated, assigning full-time dedicated staffing is the most cost-efficient and quality-oriented way to proceed. With this in mind:

a. Question: Are the key personnel listed anticipated to be dedicated 100% to this contract?

Answer: Please see the estimated workload in the solicitation to determine how to manage the requirement. The estimated workload can be found in the TECHNICAL EXHIBIT 1 WORKLOAD ESTIMATES. The delivery time frame for work is identified in Section C.6.0

b. Question: How many FTEs are currently assigned to this work? If this volume of work will be changing, how many FTEs are anticipated Answer: The FTE’s are unknown as this is a fixed unit price type contract. Please see the answer to C.6.0 for workload estimates.

c. Question: Assuming budget allows, and the individuals are willing, would HUD be open to and/or interested in the new contractor hiring the current team?

Answer: The contractor is responsible for the hiring their employees.

d. Question: What is the margin of change anticipated workload estimates in this contract (Exh 1)?

Answer: See question #36

e. Question: If it is just a notional amount to compare pricing, please provide the total value of this contract or the anticipated amount of the first task order.

Answer: The current contract DU206SF-13-T-00001 was awarded for $5.0 million.

37. The pricing does not include a line item for Project Management tasks such as Kick-off Conference, Status Meetings, Monthly Report (per 5.3.1), Annual Report (5.3.2), development of a Quality Control Plan (7.0).

Question: Please explain how these services should be covered in the pricing (ie, will dedicated FTEs will cover this requirement -- note: this relates to the volume question #3 above)

Answer: Meeting and Reports benefit all tasks and should be spread across the main tasks.

38. Question: Please confirm that the frequency of the status meeting and reports will be Monthly. If not, please provide the frequency

Answer: The status meetings are not regularly scheduled meetings these are occasional meetings. 5.3.1 and 5.3.2 outlines the requirement for monthly/annual reporting requirements.

39. Question: HUD requires the finished documents to be Section 508 compliant (5.4.1). Please confirm where this service should be included in the per page pricing qty (or if it should be a stand-alone new category added).

Answer: All materials prepared for web posting must comply with the 508 Workforce Rehabilitation Act. Pricing needs to be incorporated into the sheet cost as there is no stand-alone category for this.

40. Question: Did the Government receive assistance from nongovernmental persons, entities, or businesses in developing this acquisition strategy, solicitation, or Performance Work Statement? If so, what is the name of the nongovernmental entity? Is the nongovernmental entity allowed to submit a quotation in response to the subject solicitation?

Answer: No assistance was received from the government in developing this solicitation.

41. Question: Did contractors assist the Government with developing any of the subject solicitation? If so, describe the types of assistance or services provided to the Government.

Answer: No

42. Question: Are the services required being providing under an existing (incumbent) contract? If so, what is the solicitation or contracting office to enable offerors to seek public information about the prior award?

Answer: See question #33

43. Question: What is the name of the incumbent contractor that is providing the services required? Is the incumbent contract allowed to submit a quotation?

Answer: See question #33

44. Question: If this is not a new requirement, then why does FAR 52.222-17 not apply?

Answer: This clause is not applicable.

45. Question: If this is an existing requirement and FAR 52.222-17 does apply, please provide the numbers, job descriptions, anniversary dates, and salary and benefits information to enable all offerors to be on a level playing field as it relates to labor costs.

Answer: This clause is not applicable.

46. Question: How many Full Time Equivalent (FTE) labor support the current requirement?

Answer: See question #36.b

47. Question: Please provide the Government's estimate number of FTEs for the anticipated Level of Effort (LoE) for this requirement.

Answer: The magnitude of this requirement is $1-$5 million.

48. Question: Reference p. 13, at ¶ 1.8. To fulfill the Government's requirement to, "maintain an adequate workforce for the uninterrupted performance of all tasks defined within the contract," offerors need as much information as possible for the annual LoE based on prior historical data. Would the Government provide the FTEs and LoE anticipated for this requirement?

Answer: See question #36.b

49. Question: Does the Government prefer a specific offeror, incumbent or other contractor with a relationship with the customer to service this requirement?

Answer: No, all submission will be evaluated and considered per the evaluation criteria in Section M of the solicitation.

50. Question: Id., at ¶¶ 1.13 & 1.14. If this requirement is not part of an incumbent contract, how did the Government meet these requirements in the past? Describe how the Government obtain these services prior to this solicitation.

Answer: These services are an ongoing requirement for The Department of Housing and Urban Development and are contracted.

51. Question: Paragraphs L.2 and L.4: Please clarify whether proposals may be submitted via email. Paragraph L.2.D says "SUBMISSION OF PROPOSAL BY FAX OR E-MAIL IS NOT ACCEPTABLE." Paragraph L.4.B says, "Proposals shall be submitted via email to the following…". Please clarify the procedure for submitting the proposal.

Answer: Emailing the submissions are acceptable and there will be an amendment to the solicitation.

52. Question: Paragraph L.10 requires Letters of Commitment from Key Personnel. Are these required with the proposal or upon contract award?

Answer: Letters of commitment are required with the proposal.

53. Question: Does the Government intend to make a Sole-Source Award for this requirement? If not, would the Government consider modifying the PWS to maximize competition? The requirements are overly restrictive and appear to prefer a particular vendor.

Answer: The government is not issuing a sole-source award for this requirement. This requirement is set-aside for HUBZone ’s in accordance with FAR 52.219-3, Notice of HUBZone Set-Aside or Sole-Source Award

54. Question: Reference p. 72, ¶ L.12. Under what authority does the Government require this level of detail in pricing? This pricing requirement appears to obtain proprietary information from the offeror that is irrelevant for a Full Price Fixed pricing quotation.

Answer: If any proprietary information is submitted please clearly mark and identify the sections in the proposal that are proprietary.

55. Question: Id. Does the Government require offerors to have a Federal Supply Schedule(FSS)/GWAC contract? If no, how will the Government evaluate offerors without a FSS/GWAC or other GSA contract vehicle?

Answer: No, the evaluation will be done in accordance with Section M criteria outlined in the solicitation.

56. Question: Reference p. 73, ¶ M.1. Will the Government evaluate the "most advantageous offer" as the customer's or Government's prior relationship with the offeror or negatively rate an offeror that does not have a prior relationship with the customer or Government?

Answer: The proposals will be evaluated in accordance with Section M.

57. Question: If so who is the current/ recent vendor?

Answer: See question #33

58. Question: How were, or are, these duties currently being performed?

Answer: Yes, these duties are a requirement that Housing and Urban Development have as an ongoing need. These duties are currently being contracted to perform.

59. Question: Please confirm that email submissions are allowed. Page 69, L.2.d states submission of a proposal by fax or e-mail is not acceptable and L.4.b states proposals shall be submitted via email.

Answer: Emailing the submissions are acceptable and there will be an amendment to the solicitation.

60. When is the anticipated start date for this requirement

Answer: Anticipated start date is July 24, 2018.