Questions and Answers 8-3-2020.xlsx

XLSX spreadsheet 31 KB Posted Aug 3, 2020

Attached to: HUD Broadcast and Communications
Solicitation number: 86614320R00001
Issued by: Department of Housing and Urban Development

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File	Type	Posted
Answer to Question 34.docx	DOCX document	Aug 3, 2020
Questions and Answers 7-29-2020.xlsx	XLSX spreadsheet	Jul 29, 2020
86614320R00001 Amendment 0002 PWS 7-24-2020.pdf	PDF	Jul 28, 2020
Questions and Answers 7-24-2020.xlsx	XLSX spreadsheet	Jul 24, 2020
PWS - 7-24-2020 tracked changes.doc	DOC document	Jul 24, 2020
86614320R00001 Amendment 0001.pdf	PDF	Jul 17, 2020
Past Performance Survey.docx	DOCX document	Jul 17, 2020
Questions and Answers 7-17-2020.xlsx	XLSX spreadsheet	Jul 17, 2020
Questions and Answers 7-10-2020.xlsx	XLSX spreadsheet	Jul 10, 2020
86614320R00001 7-7-2020.pdf	PDF	Jul 7, 2020
Attachment Price Schedule.xlsx	XLSX spreadsheet	Jul 7, 2020
Attachment 2 Support Personnel.pdf	PDF	Jan 10, 2020
Attachment 1 Production Practices Example.pdf	PDF	Jan 10, 2020
Attachment 3 Deliverables.pdf	PDF	Jan 10, 2020
PWS - FINAL.doc	DOC document	Jan 10, 2020

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Sheet1

Questions and Answers
86614320R00001
	Question	Answer	Section or Page
1	When are questions due?	The solicitation has been edited as follows: “Information may be exchanged with the Contract Specialist, Dan Fabian, daniel.e.fabian@hud.gov. The Government cannot guarantee the ability to answer questions submitted later than one week before the proposal due date. HUD will compile and post as an attachment all timely questions and answers for this solicitation."	beta.sam.gov; description
2	Is there a question template?	No, but HUD will compile the questions and answers in a spreadsheet and post periodically as they are answered.	beta.sam.gov; attachments
3	Is this a follow-on requirement to any work performed currently or in the past, or will this be a new requirement? What is the predecessor contract number?	The predecessor requirement was issued under contract DU203NP-15-C-09.
4	Please describe the purpose of changing the NAICS code from 512110 Motion Picture & Video Production to 515120 TV Broadcast.	The predecessor contract was issued under NAICS 515120, which is also most applicable to the scope of the current requirement. This industry comprises establishments primarily engaged in broadcasting images together with sound. These establishments operate television broadcasting studios and facilities for the programming and transmission of programs to the public. There is some overlap in scope amongst similar NAICS, such as 512110, 519130, and 515210. Past performance under similar NAICS may be considered as relevant. Interested offerors might consider adding NAICS 515120 to their SAM account.	Solicitation, block 10; See also NAICS descriptions at https://www.census.gov/eos/www/naics/
5	The start date is listed as 8/1/2020, which is before the proposal due date.	The predecessor contract currently has been extended to 10/31. The solicitation is amended to shift the start date to 11/1.	Solicitation, block 20
6	Does HUD have and provide access to the following documentation for any room/space designated for Video Production, Webcast / broadcast, Broadcast Engineering and Maintenance, Scheduling, Electronic Field Production, Audiovisual support, master Control Room, Photography, Information Technology Services, Network Connections, Planning and Design Support? 1. Floor Plans and Layouts (CAD) of all systems/equipment

2. Layout (CAD) of rack mounted systems/equipment

3. Power & grounding specifications

4. Documentation (inventory) of all systems/equipment

5. Rack Labeling

6. Cable Coding/Labeling

7. Patch Panel Labeling

8. DA Tray labeling

9. Cable Run Lists

10. DA Lists

11. Switcher I/O Lists Patches	Yes, HUD has all of these documents, which will be provided post-award to the awardee.	PWS 5.2
	7	Will HUD provide an existing facilities broadcast elevations/rack diagrams/block diagrams/wiring diagrams/schematics of all broadcast capabilities within the Engineering and
Maintenance office (Diagrams will include all standalone or interconnected Broadcast/AV/Network equipment and DCI fiber network interface)?	Yes, the documents will be provided post-award to the awardee.	PWS 5.3
	8	When providing systems and component level repair of equipment located in the Headquarters building, what process is used to approve and bill the services?	Three (3) quotes are required and presented to gov't PM for approval. The timeline is based on level of failure and how long it takes to secure additonal funding, if needed, and manufacture distribution. No items are back stocked. The contract is on a time and materials basis. Vouchering procedures will follow the applicable contract clauses.	PWS 5.3; 52.216-1 Type of Contract. (APR 1984); 52.212-4 Contract Terms and Conditions - Commercial Items. (OCT 2018) - Alternate I (JAN 2017); 2452.232-71 Voucher submission (cost-reimbursement, time-and-materials, and labor hour). (APR 2019) -

Alternate II (APR 2019).

	9	When providing systems and component level repair of equipment located in the Headquarters building, what are the reporting and turnaround requirements?	Same as question 8.	Same as question 8.
	10	What format/medium/location will the Contractor provide training on system operations to HUD
personnel?	When a new system is purchased, contractors have priority to training. If further training is required by government personnel, hands on training will be provided by the contractors, live, face-to-face.	PWS 5.3
	11	"The Contractor shall provide, maintain and update written documentation for maintenance
procedures, test plans, specifications, and as-built drawings of the Broadcast Operations Center systems and facilities. The documentation shall reflect the current state of the Center." What is the latest revision date for existing documentation and will all revisions be made available to the contractor?	All Deficiency reports are current and will be passed on to new contractor.	PWS 5.3
	12	"Maintenance management shall include a help desk and/or hotline for dispatching personnel to perform maintenance and repair technical facilities. Response time for normal hours and scheduled events shall be immediate and performed by the onsite full-time personnel. Required response times outside of normal operating hours shall be within two hours." Are all calls required to have pre approval to dispatch personnel and begin repairs? If so, what is the pre approval process?	If the request is not on the pre approved list, the approval process is to contact the gov't engineer as the first line for maintenance requests. If the request is outside of normal operations, the request will then be forwarded to the gov't PM.	PWS 5.3.a.1
	13	"The Contractor shall provide continual evaluations of the state of the Broadcast Operations Center." What is the period of evaluations, format for evaluations, scope of evaluations and who are evaluations provided to?	The evaluation is a daily process and as such the evaluation process is continual. The format can be verbal or written. The scope is contingent upon the issue evaluated and should be provided to the gov't engineer and gov't PM.	PWS 5.3.a.2
	14	"Additionally, the office is responsible for providing AV support to the Secretary in the DC metropolitan area and nationwide as required." What is the scope of AV support for the HUD Secretary? I.E. does this mean EFP, full production services, remote video/broadcasting, live satellite two-way support or something else?	The scope related to the Secretary may include EFP, full production services, remote video/broadcasting, live satellite.	PWS 5.6
	15	"MCR is responsible for providing connections to the media for Satellite/Network Media Tours." Where are the connections placed, what type of connections are needed, and what is the purpose of the connections?	The connections are circuits located in HUD's headquarters and the connections required are external broadcasts, webcasts, VTCs and internet HUBs. The purpose of the connection is to allow the Agency to communicate internally and externally.	PWS 5.7
	16	"The Contractor shall provide simultaneous translation of programming into Spanish when required . Translation shall take place at the facility at HUD Headquarters." Can HUD provide a list of events that translation is normally provided for and what medium the translation is provided on?	Unfortunately, we cannot provide a list of events, but commonly the translation is provided for training videos, policy videos and informational videos. The medium is recorded digital video.	PWS 5.10.1
	17	"The contractor shall provide the Internet connection and supply the necessary bandwidth to accommodate live and archived webcasts that may occur during a given day." If webcasting services are provided at a HUD facility will HUD allow a commercial ISP access to the building to install an internet connection?	Yes, there is currently ISP access.	PWS 5.10.7
	18	"The contractor shall provide the Internet connection and supply the necessary bandwidth to accommodate live and archived webcasts that may occur during a given day." Will HUD provide a connection point at all HUD facilities that will afford the contractor the ability to connect to a commercial ISP for the purpose of webcasting?	Yes.	PWS 5.10.7
	19	"The contractor shall provide the Internet connection and supply the necessary bandwidth to accommodate live and archived webcasts that may occur during a given day." Is the contractor required to provide webcasting services from HUD facilities?	Yes.	PWS 5.10.7
	20	"The contractor shall provide the Internet connection and supply the necessary bandwidth to accommodate live and archived webcasts that may occur during a given day." How many simultaneous webcasts (live or playback) are required to be hosted?	HUD has the capability to host three external and two internal webcasts.	PWS 5.10.7
	21	"The contractor shall provide the Internet connection and supply the necessary bandwidth to accommodate live and archived webcasts that may occur during a given day." Are automatic backup web stream channels required for any/all webcasts? If so, how many are required?	It is mandatory that HUD retain one backup for all webcasts for the Secretary. For all other webcasts, a backup is optional per gov't PM's approval.	PWS 5.10.7
	22	A site visit was provided to interested vendors in December 2014 for the current contract. Would the Governments permit a site visit for this procurement to tour the broadcast operations office and a few of the studios, edit suites and auditoriums?	Due to our current work environment with COVID-19, HUD will not be able to accommodate a walkthrough.
	23	Would HUD be able to provide an editable version of the Past Performance Questionnaire?	The attachment has been uploaded as a separate document.
	24	There are 2 criteria below that are under both the management plan and technical approach. We are asking for clarification of the what the government is looking for? We are wondering what kind of project schedules you are looking for when all tasks and subtasks may not yet be clearly defined or identified? Future requirements to schedule are not yet clearly defined. Please advise. "MANAGEMENT PLAN (Shall not exceed 25 pages) . . . o schedules of all tasks and subtasks, meetings, and deliverables;" and "TECHNICAL APPROACH (Shall not exceed 25 pages) . . . The offeror shall submit a project schedule that demonstrates a clear understanding of the required operations and HUD requirements with realistic timeframes for performing all tasks."	Although, the broadcasting events vary and are yet unknown, offerors may provide a sample project schedule based on the typical week, which may include: 10TH FLOOR STUDIO: Studio team (2 cam); 1 Media hit (10 min); 1 Look live recording sent to media outlet; 2 Recordings, 3-5 minutes plus editing in post, upload and deliver links

Departmental Conference Room (DCR): A/V support (12 hours, usually 2 hours of post-editing and upload/deliver links)

Class Room 2235: A/V support (16 hours)

Brooke Mondale Auditorium (BMA): A/V support, webcast/record (30 hours plus video edits & upload /deliver links)

Basement Studio (B-studio): Studio team (3 cam); 18 hours, webcast/record, post-editing, and upload/deliver links tc={83DBDD1D-A474-4441-ADFB-A7F1248BC23C}: [Threaded comment]

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Comment:

I'm not sure what the TEP needs to see for schedules. Obviously they can't schedule unknown events yet. These are requirements in the template that I was not allowed to edit without approval of OCPO.	Instructions to Offerors and Evaluation Factors
	25	Is the Proposal Matrix page included in the page count for Technical Proposal?	No.
	26	Is the Offeror required to complete the continuation sheet for SF 1449 for pricing, as Price Attachment covers all details?	No. The price schedule attachment will suffice.
	27	Per Government guidance, the Offeror is to present Preliminary Quality Control Plan limited to 25 pages as part of the Technical Proposal (Attachment 7, Instructions to Offerors, Evaluation Factors and Rating Scales, p. 96 of Solicitation), and then include QCP again into the Management Plan (Attachment 7, p. 97). Can the government explain how the QCP in the Management Plan is connected to the QCP requirement of 25 pages?	The Management Plan need not include a duplicate of the Quality Control Plan. Rather, the Management Plan should address the management of the Quality Control Plan, but not redundant information already addressed in the Quality Control Plan. For example, the Management Plan should address the roles and responsibilites for QC.	Instructions to Offerors and Evaluation Factors
	28	What is required for the project schedule portion of the Technical Approach described on page 96?	See answers above at 24 and below at 29-33.	Instructions to Offerors and Evaluation Factors
	29	a. Do you require a draft daily schedule of all staff to cover the core hours of 7am – 6pm each day?	A daily work schedule to support upcoming events should be provided Friday COB prior to the work week on a weekly basis.
	30	b. Do you require a sample schedule for the kickoff meetings, status meetings and transition in and out?	Yes,
	31	c. Do you require sample timelines for completion of each of the Specific Tasks detailed in Section 5 beginning on page 58?	Yes.
	32	d. Do you require a schedule for the written deliverables in Section 6 on page 64?	Schedule is based on frequency and examples quoted.
	33	e. Are there other areas of the PWS for which you would like to see a schedule?	Not at this time, but needs may change post-award and the government reserves the right to make that change.
	34	Appendix 1 Surveillance Matrix has no Standards/AQLs or Inspections for 5.2 Webcasts, 5.2 Broadcast Engineering and Maintenance, 5.5 EFP, 5.6 AV Support, 5.7 MCR, 5.9 IT, and 5.10 Services. What are the Standards/AQLs and Inspections for these tasks?	See attached reference to industry standards.
	35	It is requested that proposals are mailed. Due to COVID would the governement prefer the proposals be transmitted via email?	Electronic proposals are required. The solicitation will be amended accordingly.	page 130
	36	We would like to have a site visit. Please let us know if that would be possible.	See response at 22.
	37	Both deliverables A004 and A005 refer to a Section C with specific subsections. Can HUD provide the reference document in its entirety or at least all of section C for our review?	The PWS has been amended to remove the reference.	Section 6 Deliverables
	38	Is the Master Control Room (MCR) a subset of the Broadcast Operations Center or an independent office? The solicitation does not specify the relationship between the MCR and any other office.	Yes, the MCR is a part of the Broadcast Operations Center.	Section 5.7 Master Control Room
	39	Are floorplans and existing equipment lists available for all areas to be maintained as part of the AV Support task area? How many rooms are to be maintained?	Yes. There are six rooms.	Section 5.6 Audiovisual (AV) Support
	40	Under 52.212-5 Contract Terms and Conditions Required To Implement Statutes or Executive Orders – Commercial, paragraphs B and C indicates that the CO will check the appropriate FARs that are applicable to this solicitation however, there are no FARs checked. Is this intentional or an oversight?	All applicable clauses are already included.	52.212-5 Contract Terms and Conditions Required To Implement Statutes or Executive Orders - Commercial

Items. (MAR 2020). P. 18

41	Will the Government provide the current staffing levels?	The predecessor requirement is not necessarily the same as the current solicitation's. The PWS and attachements specify the required roles.
42	Will pdf format be acceptable for all proposal submission documents, excluding the Price Schedule?	Yes.
43	What other languages, in addition to Spanish, will the Government require?	Over the past year HUD has requested Spanish dialects twice. Those instances may be covered by day-hires or otherwise.	1.2 Background "HUD serves a diverse population, which occasionally requires productions to be produced in bi-lingual formats, with English/Spanish being the most frequent." P. 52.
44	Will the Government provide detail on where video and audio will be stored? On-site, on a Government server? Hardcopy/DVD?	The storage will be accomplished by Government frunished equipment using commercial servers.	1.3 Constraints "All video and audio with the Secretary of HUD shall be stored until the current administration 4-year term is completed". P. 52.
45	The current contract is set to expire on 31 Oct 2020, with the new contract starting 01 Nov 2020. When does the two week Transition-In period begin? Will there be an overlap period between the current and new contracts?	The solicitation will be amended to add the transition period to the beginning of the base period.	Transition In "The Contractor shall, upon the Contracting Officer's written notice, furnish Transition-In services as required. As a successor, the Contractor shall have sufficient personnel on board during the two weeks Transition-In period to ensure a smooth transition with the incumbent Contractor." P. 54.
46	Will the Government provide additional detail on the services used for webcasting? Are there current services plans in place?	We currently provide and have a service plan in place.	Webcast / Broadcast. PP. 58-59
47	What are the hours of operation of the help desk and/or hotline?	This service is needed during the hours of operation identified in PWS 1.8.	5.3 Broadcast Engineering and Maintenance

1. Maintain management shall include a help desk and/or hotline. P. 59

48	Attachment 8-Price Schedule does not have a Other Direct Cost line item for fees that may be associated with field productions, will the Government clarify if equipment transportation fees, auditorium/conference fees are included in the NTE Other Direct Costs Travel Line Item?	The Government contemplates awarding a time and materials type contract, which will cover ODCs in accordance with the vouchering procedures. Offerors may add any foreseeable cost elements to the price schedule.	5.5 Electronic Field Productions (EFP). PP. 60-61
49	Technical Approach, bullet 4 requires "Labor mix and level of effort (labor categories and number of hours for each labor category)." The Government has provided the labor categories and corresponding hours in Attachment 8-Price Schedule. Will the government provide clarification on what additional information is being sought beyond the data provided in Attachment 8-Price Schedule?	The technical approach requires only the labor categories and hours for review. The technical proposal shall not include any pricing information, such as labor rates or extended pricing. Pricing information shall be included in the pricing proposal only.	Instructions to Offerors - Technical Approach. P. 96.
50	Will the Government allow an Introduction and Price Assumptions as part of our cost/price proposal?	Yes.	Instructions to Offerors - Price. P. 98.
51	The solicitation includes self certifications, including FAR 52.209-7 and 52.212-3; where in the proposal arrangement should offeror submit this information?	Any certifications required beyond what is already in SAM may be included in a separate attachment, and will not count towards page limitations.	52.209-7 Information Regarding Responsibility Matters. (OCT 2018)

52.212-3 Offeror Representations and Certifications-Commercial Items. (MAR 2020). P. 111.

	52	Is the Offeror required to acknowledge Amendments to the solicitation with signed SF30's, if so where in the proposal arrangement shall the SF30 be submitted?	Yes. Aknowledged solicitation and amendments may be included in a separate attachment, and will not count towards page limitations.
	53	[Summary of question that contained specific information about a planned teaming agreement or subcontractor]: What is required regarding teaming arrangements to meet 8(a) and past performance requirements?	Because this is an 8(a) set-aside, the prime contractor has to be 8(a). For example, if the awardee is a joint venture entity or some other form of partnering agreement structure, then that entity would have to be 8(a) certified by SBA. SBA makes the determination regarding 8(a) eligibility. So, you would probably need to discuss business organizations with your SBA rep. Unfortunately, HUD cannot advise on business organization or give advisory opinions on the relevancy of past performance information.	See FAR 19.802.
	54	[Summary of follow up question to 53]: Would the past performance of a subcontractor or partner company be relevant?	HUD cannot make a determination on relevancy at this time. However, it would be possible that a subcontractor's or partner's past performance could be relevant. But see, FAR 52.219-14, "Limitations on Subcontracting."
	55	Request to extend due date by one week	Not at this time.
	56	On 7/24/2020, an interested offeror has requested a sole-source 8(a) award.	Becase a competitive 8(a) solicitation has already been posted, HUD will not be issuing a sole-sourced award.
	57	Is the fiber from HUD studios to The Switch referenced in 5.10.3 Transmission GFE or contractor-furnished?	GFE.
	58	5.11 Network / Connections specifies the Contractor shall provide a dedicated media network with at least 100Mbps up/down and 10Gb editing file transfer and support up to 50 seats. There does not seem to be a place to price the cost of this ODC on the pricing worksheet separately. To ensure apples-to-apples comparisons between bidders, in which ODC should this be factored?	See response to 48 above.
	59	Page 65 specifies QCP shall be delivered within 30 days after contract award but page 96 indicates the QCP is a required element of the proposal. Please clarify if the QCP should be written in advance of award or within 30 days after.	The QCP shall be included in the proposal.
	60	Can the government share the evaluation criteria and weight for each section?	"Evaluation factors are listed in equal order of importance. All evaluation factors other
than cost or price, when combined, are significantly more important than cost or price."	ATTACHMENT 7: INSTRUCTIONS TO OFFERORS, EVALUATION FACTORS AND RATING SCALES, p. 102.
	61	The management plan references quality control, but there is also as another section called Quality Control. Can the government please provide clarity on the expection of the Management Plan quality control?	See response at 27 above.
	62	How is the government addressing the part-time staff? Will it be a Fixed Price Contract?	The contract type is time and materials. Offerors should fill out the Price Schedule with labor rates for part-time or day-hire positions.	52.216-1 Type of Contract. (APR 1984)
	63	Regarding other direct costs (ODCs), can you provide recent annual amounts purchased through the contract?	HUD does not have the aggregated data requested. Prospective costs are yet unknown because they vary annually based on allocated budget and broadcasting events. For example, equipment upgrades do not occur every year.
	64	Is there currently a union in place or in process? If so, is there a CBA available?	The Government is unaware of any existing CBA for this requirement. The Service Contract Act applies.	ATTACHMENT 5: WAGE DETERMINATION
	65	Does the government have a requirement or expectation for use of union labor in any specific labor category?	No.
	66	May offerors use smaller than 12pt type for tables, charts, graphs and exhibits?	Any proposal parts subject to page limitations shall comply with the referenced 12 point font size limitation.	2452.215-70 Proposal content. (MAR 2016) - Alternate II (APR 2019), (e)(2).
	67	Is Attachment 2 – Support Personnel to be used for informational purposes only? We noticed that some Labor Categories, such as Senior Producer, Technical Director, and Audiovisual Event Scheduler, did not match to Labor Categories provided in Attachment 8 – Price Schedule.	The PWS Attachment refers to anticipated personnel requirements. Other than the required key personnel, the technical approach to filling roles in order to meet the requirement may vary amongst offerors. Offerors may revise the price schedule to align with their technical approach.	PWS 1.8
	68	Will a CPARs evaluation suffice for the Past Performance survey?	Yes. The Government will consider relevant past performance information on hand in CPARS. "Offerors are not required to submit surveys for references where past performance is available in the Past Performance Information Retrieval
System." (The PPIRS system has been absorbed into CPARS).	Solicitation, p.98, Instructions to Offerors, Past Performance.

File details come from the government source that posted it. Updated Aug 3, 2020.