Response to Questions.pdf

Questions Response to Questions What is the incumbent contractor's name? M Squared Design, LLC (DUNS 833230316) What is the current contract number? ED-OOM-15-D-0001 What is the current contract value? $4,553,090.00 What was the date of award? 1/1/2015 What is the expiration date? 12/31/2019 Per the letter of agreements from subcontractors or partners, do the Offerors need to include any IDIQ-related subcontractors as part of this proposal? Or, do so when a Task Order is negotiated after base year award?

The subcontractors shall be identified at the IDIQ-level, so they will need to be identified with the rest of your proposal.

Since specifications to font and spacing do not apply to tables, figures, or exhibits, can the text within a table, figure, or exhibit be smaller than 12 points?

The text within the tables, figures, and exhibits may be smaller than 12-point font, but must still be legible.

We did not find limitations or stipulations in the Statement of Work to the past-performance periods of performance. Does the Department of Education want past-performance examples from less than five years ago?

Yes. It would be to the contractor's benefit to provide all relevant past performance by which to be evaluated.

If an 8(a) company wants to prime but is not currently involved in the “Space Planning, Design and Analysis Support Services” but can team with other company(s) that has the required experience, would the 8(a) company be eligible for consideration?

Yes, teaming arrangements and partnerships are allowed, but the 8(a) (as the prime contractor) will need to perform at least 51% of the work.

Can the government provide an estimate of the annual number of FTEs who have worked on the contract during the last five years?

It is up to the contractor to determine their staffing, however the Government's estimate can be found on pages 13-16 of the solicitation.

On average, how many moves per year does the Department expect during the contract period?

Moves that require planning and support: approximately 5/yr.

Can the government confirm that all of the move/relocation services listed in this section may be required in the DC/NY/PA regions for moves of over 25 people? In addition, how many such moves are expected during the contract period?

Moves are across all locations occupied by ED. See above. DC/NY/PA is the scope of the inhouse movers. Outside of DC, the services must be separately contracted for and planned by this contractor.

The RDP indicates there always must "always be a minimum of two staff members on-site" from 7:30 – 5:00, but also mentions that "hours may be staggered to achieve the required coverage period." Must there be two staff members during the entire 7:30 – 5:00 period, or would the government accept two staff members for the majority of the day, and one staff member for a partial period of the day. For example, If one staff member worked from 7:30 – 4:00 and another from 8:30 – 5:00, would the government deem that acceptable?

Yes. However, 2 is the minimum permitted, not expected. There are many meetings and projects that require the contractor to be present (not VTC).

Based on the estimated work for the contract period, does the government expect multiple project managers leading varying teams of people? Or does the government expect a more dedicated team of individuals (i.e., including those fulfilling the roles on pages 13-16) to work at or near full-time.

The latter, more dedicated team of individuals (i.e., including those fulfilling the roles on pages 13-16) to work at or near full-time.

The first item on page 45 indicates that vendors should discuss the "time commitment of the Program Manager and proposed staff." Since this is an IDIQ where the level of effort will be determine based on task orders, and there is no initial task order with this RFP, how should vendors estimate the time a program manager and other staff would be needed?

The task orders will correspond with CLINs 0001- 0005 (i.e.. Task Order 0001 = CLIN 0001, Task Order 0002 = CLIN 0002, Task Order 0003 = CLIN 0003, etc.). So, the contractor shall use the information in the SOW to develop their 12-month pricing. Any additional task orders that will be awarded for unexpected work not covered in the solicitation, will then receive a separate SOW.

Is three past performances a maximum or can vendors submit more if appropriate and space permits?

No, the maximum is three.

The RFP states "The offeror shall submit a business proposal that clearly identifies a fixed price proposal." The instructions ask for "level of effort, direct costs, other direct costs, and indirect costs." Is this a typo? As this is an IDIQ with no task orders it is not possible for vendors to identify a fixed price. In lieu of a fixed price, should vendors provide hourly wage rates for the staff identified on pages 13-16?

The firm-fixed price task order for the 12-month base period of performance will be awarded in conjunction with the IDIQ. Additionally, the contractor shall provide firm-fixed pricing for the additional option periods (which will be additional task orders) in their business proposal.

Even though the orders will be firm-fixed price, "level of effort, direct costs, other direct costs, and indirect costs" are being requested so the Government can adequately perform a price analysis and to ensure the contractor can meet our need.

Hourly wages are also requested for the base period and option periods, so unforeseen task orders (outside of the five 12-month task orders that will be awarded) can have their pricing verified.

Similar to question 9, the RFP asks for "an invoice schedule…based on upon the completion of the work required in the Performance Work Statement." Can the government please clarify what is needed re: an invoice schedule since there is no PWS.

This line is corrected to read: "Additionally, an invoice schedule shall be proposed based upon the completion of the work required in the Statement of Work.

Please confirm that the Government seeks 3 key personnel for this effort.

Also, please confirm that regardless of how many task orders are issued, the Government expects at a minimum 2 FTEs supporting space planning and budgeting/finance activities on site.

Yes, 3 Key personnel. Yes, 2 space planning. Budget/finance are at the contractor's discretion to determine how to meet the government's needs.

Please clarify how many large >25 FTE “move/relocation management” projects occur per year. How many day-to-day (<25) moves occur per year?

Approximately 5/yr.

Please clarify the requirement for 3 past performance. May the Offeror use past performance of a proposed subcontractor if a valid Past Performance Evaluation form is submitted? If past performance of a subcontractor may be used, how many subcontractors past performance will the Government accept?

Yes, the offeror may use the past performance of a subcontractor. The subcontractor's past performance will only be one (1) past performance questionnaire.

Please clarify what does SE stand for under the Units column of the pricing table.

"SE" stands for Service. It is a code that allows the contractor to invoice multiple times against it.

Please clarify, what (if any) domestic and international may be expected to support the DoED buildings in CONUS and OCONUS?

Travel to all locations within the Department's portfolio is required by one or more staff.

The task order funding is intended to cover these costs. No Oconus offices exist.

Please clarify the scope and estimated cost of alteration/construction projects per FY that is expected? Do most alteration/construction projects include a furniture component as well?

This cannot be clearly defined. Projects range in cost from a few thousand dollars to many millions of dollars and occur throughout the year. Yes, they mostly include furniture.

What is the magnitude of the expected or past construction projects?

Complete building construction vs. interior suite alteration?

For tenant work, interior suite alterations. The department relies on the GSA and building owners for a significant portion of construction. Contractor role is for concept design, submittal and RFI review, technical reviews, and minimal project oversight. For other engineering or design work, more complete oversight is expected. Examples include:

Engineering studies, landscape design, UPS evaluation and scope, other scopes of work related to facility repairs.

Please clarify if the prime contractor is expected to use 2020 CAP software to build and specify systems furniture, or if this can be obtained from a furniture dealer/vendor during the furniture acquisition process.

Yes, contractor is expected to fully utilize AutoCAD, CAP2020 and other tools to perform design intent drawings, furniture layouts, and design bridging documents. We do not rely on furniture vendors to create these.

Please provide examples of space planning tasks that could be defined as “other space planning duties?”

The scope is quite extensive as to what is expected and covers the vast majority of what is expected. In the event something is required that was not explicitly listed, the government would expect the contractor to provide services. There are no current examples of this.

Please clarify what (if any) licenses for software packages the contractor will need to provide at its own cost. Will the Department provide Government Furnished Equipment (computers, cell phones, software, etc.) ?

No licenses are required - the government will pay for these. The government provides computers, software, desk phones, and office space. Mobile phones are the contractor's responsibility. It is possible to have personal phones send and receive government emails.

Is the Program Manager required to travel to perform market survey? If yes, will travel costs be reimbursable?

The contractor is expected to have a member of his/her staff to attend market surveys, but not necessarily the PM. All travel costs on behalf of the government regardless of task will be reimbursed by the government.

What is the workload for Communications Support Services? Is this currently a FT or PT position?

Part time. Workload includes creating communications for projects (presentations typically), Intranet content, etc.… Exact hours are not known.

Is any increase in workload/projects anticipated?

The most significant workload, and an increase, is expected in the next 3 - 6 years.

Following this the workload will decrease.

Is flex time or tele-work allowed for Contractor’s staff?

Yes. The current Department policy is one day per week telework is permitted which has been extended to the contract staff.

What is the current monthly invoice amount from incumbent? That information will not be shared.

Are resumes required for all personnel or only Key personnel?

Resumes shall be submitted for Key Personnel and may be submitted for the other labor categories.

Can the staffing plan reference retention of some incumbent personnel even though they have signed letters of exclusivity with another vendor?

If any of the Key Personnel are incumbent staff, a letter of employment will need to be included with their resume.

For the three key personnel, can you specify what "Registered in field of expertise" signifies? Registered with what organization? Is the registration required for the personnel to be considered Excellent and Satisfactory?

If an Engineer - a PE, if an Architect, AIA, etc.. These are the minimum requirements of the positions being sought. If a contractor intends to request a substitute, they must explain in detail why the candidate should be considered. If rated against another vendor with the qualifications, the lesser contractor will likely be eliminated.

Given the detailed response required and the pending holidays would the government consider extending the due date to December 9, 2019?

The deadine for submission has been increased by one-day. The solicitation now closes on Wednesday, December 04, 2019 at 10:00am.

Section 4.2.8. 4.2.9 and 4.2.10 statement that the team has to have a working knowledge coupled with the master’s degree required and the 15 years of would potentially limit the talent pool available to support this project. Would the government consider reducing the master’s degree requirement as well as the years of experience?

Same answer as 37. If the contractor chooses to submit personnel with lesser qualifications they risk being eliminated if the competition provides fully qualified individuals. The government will evaluate candidates with lesser qualifications as part of its evaluation and not immediately disqualify.

Does the government have any concerns with the new contractors hiring the incumbent contractor’s team should they be available at time of award?

No

Reference section 4.2.8, 4.2.9 and 4.2.10, would the government consider removing the requirements for knowledge and substitute with the ability to learn and capture within a specified time

No

Did the government add any new labor categories for this contract period that was not historically apart of this contract?

No

Would the government provide the number and title of employees that are used on the current contract?

Please see response to question 11.

When is the start date of the new contract? 1/1/2020 What is the anticipated transition period (number days between the contract award and contract start)?

At this time, there is no anticipated transition period.

Would the government allow CPARS in lieu of questionnaires?

CPARs will be already be pulled by the Contracting Officer. A contractor will receive a rating of "neutral" if they do not submit a questionnaire.

Is the government’s intent for the offeror to extract the Past Performance Evaluation Form from the RFP pdf file to send to the customer for completion and return to Erik.Robertson@ed.gov by the proposal due date?

Yes, that is the intent.

The SOW states “Based on previous years’ workload, the estimated level of effort is 20,680 hours annually.” Can the government please clarify how many FTEs were utilized?

RFP states “Authors of each section will be clearly identified in the proposal’s Table of Contents.” Can the government please clarify exactly what is requested?

In lieu of providing a separate name for each section, the contractor shall provide an authorized negotiator or a technical point of contact in case the Government requires more information.

Do the past performance evaluations need to be filled out by the client or the prime contractor?

The evaluation form will need to be completed by the Government agency for which the contracted work was performed for.

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