TAC_Q A.docx

TONGASS ADVISORY COMMITTEE MEETING MANAGEMENT

AND FACILITATION

SOLICITATION AG-0116-S-14-0004

QUESTIONS AND ANSWERS

March 14, 2014

The following list of Questions and Answers (Q&A) represents a summary of questions received from interested Offerors regarding the subject procurement. If you have further questions, please email them to sherilsmith@fs.fed.us no later than 18 March 2014.

1. Section C-6, end of this section, paragraph regarding proposal format and length – Does the 25 page limit for the response refer to just the technical proposal/operations plan, or does that limit also include the attached OMB Experience and Capability Questionnaire, Contractor Past Performance Data Sheets, resumes, cover letter, and cover page?

Answer: As stated in the solicitation under C.6 Technical Requirements, submitted proposals must adhere to the 25 page maximum limit for all required documents.

1. Section L.2, re: Email Proposals – At the end of Section L.2 it is stated that a complete package with original signatures must be hard copied mailed to Ms. Smith in Ketchikan, AK. Would you please confirm that these hard copies can arrive after the March 24 due date of the email copy?

Answer: As stated in Section L.2, Email Proposals, one hard copy proposal package with original signatures must be mailed to: USDA TNF Forest Service, Attn: Ms. Smith, Contracting Officer, 648 Mission Street, Federal Bldg., Ketchikan, AK 99901 along with submitting an electronic proposal via email to: sherilsmith@fs.fed.us both submittals must be received by the required deadline date of 24 March 2014, by 2:00 pm AKST.

1. Section L.5 CONSIDERATION FOR LOCAL CONTRACTORS – It appears that there is no percent advantage in the evaluation given to local contractors. Is this correct?

Answer: Percent advantage for local contractors will not be provided in this acquisition.

1. Section L.7 452.215-71 Instructions for the Preparation of Technical and Business Proposals – The instructions in Section L.7 with regard to (3) proposal format and quantities, (4a) past performance (including submittal of OMB Experience & Capability Questionnaire), (4b) key personnel, and (4c) technical approach do not seem applicable to this solicitation for facilitation services, whereas, the Technical Proposal Instructions in Section L.8 are relevant to this solicitation. Should Offerors follow the instructions in Section L.8 when composing the Technical and Price Proposals, rather than the instructions in Section L.7?

Answer: Section L.7 452.215-71 Instructions for the Preparation of Technical and Business Proposals (SEP) provides the requirements for the entire required proposal package. As stated in L.7 (3), proposal packages should include the following:

(a) 1 copy of the completed, signed offer (Sections A through K of the solicitation package)

(b) 1 completed copy of the OMB Questionnaire and required Past Performance Data

(c) 1 copy of the required Key Personnel Data

(d) 1 copy of Technical Approach

Section L.8 Technical Proposal Instructions; provides requirements for the required Technical Approach. As stated in L. 8(1), “The price proposal shall be submitted with the solicitation forms, no breakdown of the unit price is required.” The price proposal is part of Section A through K of the solicitation package.

1. Section L.8 TECHNICAL PROPOSAL INSTRUCTIONS – Section L.8 (a) (1) notes that “the price proposal shall be submitted with the solicitation forms” and section L.8 (c) notes that “completion and submission of Section B’s Schedule of Items constitutes the fulfillment of the Government’s price proposal requirements.” Could you please indicate if the forms mentioned in Section L.7 (a)(3) (completed/signed sections A through K, OMB Questionnaire, Past Performance Data, Key Personnel Data) should be included with the technical proposal or the cost proposal?

Answer: The price proposal is part of Sections A through K of the solicitation package and referenced in Section L.8 (a) (1) as “solicitation forms.” Section L.7 (a) (3) (a) reference this same requirement. Section B, Schedule of Items is part of the required solicitation package (A through K) where you should enter your price proposal.

6. On Page 44, Section L.8 (b) (3.) Relevant Past Performance, the Offeror is asked to provide contractor past performance data sheets for “all contracts and subcontracts in progress.” As our firm has nearly 150 current projects – many of which are not relevant to this facilitation work – would it be reasonable to only include those current projects that are relevant to this solicitation?

Answer: As stated in Section L.8 (b) (3), “all relevant projects completed during the past three years” should be submitted. Only RELEVANT current or past projects should be submitted.

7. Our read is that the price proposal should include the fully-loaded rate of each individual who would work on the project, but not estimation of the number of hours of work needed to complete the work. Is this correct?

Answer: This is a Firm-Fixed Price (FFP) acquisition in accordance with FAR 16.202. As stated in Section B, Offerors must provide both fully loaded labor rates for each individual labor category and also the total price to complete the project within the base period of performance.

8. Any proposal we make must include some indirect costs associated with the University of Montana. Do you have a limit (%) on indirect costs?

Answer: This is a Firm-Fixed Price (FFP) acquisition for services, no incentives are being offered. Offerors must determine their final indirect cost rates and included them in the total price.

9. Under B.1 PRICING SCHEDULE, I would like clarification.

a) Would CLIN No. 0001 include the expenses of all non-personnel related costs (CLIN No. 1, 2, and 3 = Base Bid) or the total of all personnel and non-personnel related expenses CLIN No. 1 + 3 = Base Bid)?

b) Does CLIN No. 0002 include only personnel related supplies/services?

Answer: This is a Firm-Fixed Price (FFP) acquisition, Under Part I-The Schedule, Section B., CLIN NO. 0001 should include all non-personnel related costs. CLIN NO. 0002 should provide all labor categories, fully loaded labor rates for each category, and the total price based on the hours required to complete the project within the base period of performance. The Base Bid Total should include CLIN 0001 and CLIN 002 total price. CLIN 0003 is an option CLIN and should be priced separately based on a 12 month period extension for all services under CLIN 0001 and CLIN 0002.

10. Under F.4 Place of Performance, the Solicitation calls for the “Primary place of performance will be coordinated by the Contractor near one of the USDA-Forest Service Office locations (Ketchikan, Juneau or any other required site), unless otherwise instructed or agreed to by the Contracting Officer.” In another location, it states the place of performance will be: “FOREST SERVICE, TONGASS NATIONAL FOREST SO, 648 MISSION ST, FEDERAL BUILDING, KETCHIKAN, Alaska 99901.”

a) Who determines the location?

b) Who will be providing /paying for the meeting rooms?

Answer: Section C-Description/Specifications/Statement of Work, under C.6 Technical Requirements: Task 3: Meeting Management and Preparation “Contractor shall work with FACA committee members, the Forest Service Committee Coordinator and DFO to prepare for each meeting of the FACA committee to ensure meeting logistics are met. This includes:

· Schedule and coordination of meeting dates.

· Finding accessible meeting space and access for virtual participation

· Providing necessary equipment such as LCD projectors, computers, easel paper, markers, etc.

· Providing Name tags/Name tents for each meeting.

· Assist with Room setup for the meeting, including table/chair arrangements and audio/visual equipment if needed (Forest Service is responsible for the cost of AV equipment rental, but Contractor shall look at options most suitable for the meetings and handle setup the day of the meeting.)

· Preparation of meeting agendas

· Iidentify pre-work for committee members in advance of meetings and distribute information and materials among stakeholders.

· Ongoing communication with committee members in between meetings to identify and work through issues as they arise

· Arrangements must comply with all applicable federal meting requirements for accessibility.”

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