Questions.doc

Questions and Pre-proposal Conference questions

1. Does the past performance have to be reflective of the bidding company (contractor) or can personal past performance of employees working for the company is taken into consideration?

Response: Yes, the past performance has to reflect the companies submitting the proposal.

2. Are you required to have a minimum of 3 past performance projects of like or similar nature?

Response: No; but it is recommended, we will evaluate three past performance projects. However, if you only submit two, you will receive a neutral rating for the other one.

3. Is a Vendor allowed to respond to only one aspect of the contract? Ex: Construction Management Services or Contract Administration and Support Services?

Response: The requirement is for Contract Administration and Management Support Services only.

4. The solicitation indicated a survey of their existing facilities is being requested. Are you requesting a survey of each of the 2,500 buildings? Or are you requesting a survey job for the projects currently under consideration for moving forward and with design already budgeted? What kind of survey do you want? Asset management, full physical survey, HAZMAT or Phase1 survey or defined equipment survey?

Response: This requirement has not been issued. When the requirement is issued more information will be provided.

5. What are the numbers of projects you wish the construction management scope to be applied to? For a fixed price we will need to know how many sites we will be required to travel to, frequency of monitoring the onsite work, and the need for surveys.

Response: This requirement has not been issued.

6. The ten tasks under contract one mimic the process of asset management. That implies that not all of the properties will be under design and or construction at once. How can we identify the number of projects and therefore our travel costs and management staff required?

Response: This requirement has not been issued.

7. The solicitation states that all personnel must be solely dedicated to this contractual effort. The solicitation is also requesting 6 part time employees for proposal review. Is it mandatory that the part time employees be solely dedicated?

Response: It is not mandatory that the part time employees be solely dedicated.

8. Is the incumbent a SBA 8(a) firm?

Response: No, they graduated from the program.

9. Can DOL share the percentage of the evaluation weight factor for the IT/ADP/LAN Support portion of the contract? For example, knowledge and use of the data system will account for 30% of the evaluation assessment?

Response: The IT/ADP/LAN Support portion of the requirement will be removed from this requirement.

10. I see this is a set-aside for 8(a) companies. Will there be any requirement or recommendation for any percentage of the project to be sub-contracted to companies with other company status, such as Service Disabled Veteran Owned Small Business or Veteran-Owned Businesses?

Response: No recommendation for any percentage of the project to be sub-contracted to companies with other company status.

11. Page E-1 has “Questions in reference to the solicitation must be submitted by April 1, 2008”

Response: All questions for the solicitation must be submitted by April 1, 2008.

When is the last day/time that offeror’s may submit procurement-related/solicitation/other questions?

Response: April 1, 2008

12. On page B-7, Section titled “The Tow Contracts” paragraph 1 states that two separate contracts will be awarded.

Response: The requirement for Construction Management Services has not been issued.

13. Question: Do the bidder complete two separate Standard Forms 1449, Solicitation/Contract/Order for Commercial Items for each requirement or do the bidder show ONLY the price for the total contract as requested on the Price Cost Schedule?

Response: The requirement is for only one contract which is Contract Administration and Management Support Services.

14. In a Joint Venture arrangement, can the Prime and subcontract perform under both the Contract Administration and Management Support contracts?

Response: This requirement is for only one contract, which is Contract Administration and Management Support Services.

15. Can the subcontract work all of one contract as long as a 51% is the 8(A) Prime?

Response: Yes

16. Section B.3. "Description/Specifications/Statement of Work" on page B-6 states that the "Contractor shall designate a Program Director, a Deputy Program Director or equivalent, a Contract Administration/Management Team and associated contract specialist/support personnel...", however, Part "C.12 Key Personnel" on page C-6 identifies key personnel as Project Manager and Sr. Project Manager. Please clarify.

Response: Section C.12 will be corrected to reflect Section B.3. “Description/Specifications/Statement of Work” on page B-6

17. Task 3 on page B-9 states that the contractor shall provide at least 6 part-time employees (Are these employees included as part of the 15 person-year effort needed for this contract or do we treat them as supportive services)?

Response: The six (6) part-time employees will not be included in the 15 person year.

18. Could the same offeror be selected for both the CA and CM contracts?

Response: Yes, as long as they qualify for the work.

19. What is the schedule for issuing the CM solicitation?

Response: The CM solicitation will be issued with the next 60 days.

20. Does the DOL anticipate any Critical-Sensitive (Top Secret) positions?

Response: No

21. How much travel is anticipated? Some quantification from DOL is necessary to complete the Cost and Price Analysis.

Response: The travel expense various and it should be an estimated cost based upon the Federal Travel Regulation. The cost and Price Analysis form will be removed by amendment.

22. Will DOL provide a copy of the current lease, utility bills, etc. to assist in completing Section 6 of the Cost and Price Analysis?

Response: No. The DOL has the lease. This will be addressed in future Amendment.

23. Re Section 8 of the Cost and Price Analysis, is a fidelity bond required since we do not anticipate that we will be handling actual funds?

Response: The Cost and Price Analysis will be removed from the solicitation, because this is a commercial item requirement.

22. What are the cost and the exact term of the lease?

Response: The DOL provide the lease facility to the contractor. This will be addressed in future Amendment.

23. What is the Engineering Support Contract?

Response: The Engineering Support Contract is the same as the Construction Management Services, which is not available at this time.

24. How will the costs for partnering activities be invoiced? One invoice only for the task or one invoice by contractor?

Response: Partnering activities should be invoiced by the contractor.

25. Are the 6 part-time employees included in the 15 total? Could we have 3 full-time employees instead of 6 part-timers?

Response: This is addressed in Amendment 1.

26. Can you detail which positions need what type of clearances? Is it required to have some type of clearance prior to starting the job?

Response: Clearance is not required for this requirement.

27. Can Senior Project Manager and Project Manager positions work on other contracts also?

Response: No

28. Can current staff be hired by new contractor?

Response: Yes, Current Staff can be hired by the new contractor.

29. Is the RFP speaking to both contracts?

Response: No, only the procurement side.

30. The way RFP is written it reads as though 2 contracts will be awarded. (All/many interpreted same way).

Response: The technical contract has not come out yet.

31. Can you give a brief overall of the current contract - where stands now - # of employees.

Response: Carl: 6 Contract Managers. The Contract Manager position acts as Contract Specialist in Gov’t – handles the contracts from cradle to grave. There also are 3-4 Contract Specialists to support the Contract Managers. The Contract Specialists responsibilities mainly involve invoicing. There also is the Documents Control Team. This team is responsible for all documents and archiving. There are 2 people in Documents Control. Right now there are a total of 12 filled positions. However, not all the positions are manned. The contract has 15 positions – there are vacancies.

32. Is the incumbent able to go after this contract?

Response: No the incumbent graduated from the 8 (a) program.

33. Is there a conflict of interest between the two sides of the program, the construction side and the procurement side?

Response: No! They are separated – contracts will be on the 3rd floor.

34. Partnering?

Response: There will be a partnering session after both contracts are awarded to bond both companies.

35. Are they independent contracts?

Response: Yes. They are 2 independent contracts – the procurement contract is 8 (a) set aside – the other is 100% small business

36. Is the construction side not awarded?

Response: No – DOL is awarding the procurement side first.

37. The technical contract will be small business?

Response: Yes

38. Travel Expenses?

Response: An estimate travel cost has been provided.

39. The RFP asked for an estimate in travel costs?

Response: An estimate travel cost has been provided.

40. What percentage of the work is to be performed in house?

Response: 100%

41. Is the incoming contractor to assume the lease?

Response: No. Do not assume the lease – DOL has the lease.

42. Cost of travel included in cost as estimate?

Response: Yes. DOL really is only looking at the technical, the hourly wages, making sure the new contractor is qualified to do the work.

43. Page E3 – past performance limited to 3(10) pages?

Response: We mean 10.

44. Current contract split in 2 because not an 8(a)?

Response: No. Currently are 2 separate contracts. The procurement contract is and was an 8(a) set aside.

45. Are the IT requirements being moved?

Response: Yes – IT will now go into the technical contract. The Mail Room and Documents Control will go under the procurement contract.

46. Does the body count of 15 stay the same?

Response: Yes.

47. Task #3 in the RFP calls for a Technical Evaluation Panel. What is this?

Response: DOL needs the contractor that wins to provide DOL a technical panel to evaluate the technical proposal for the technical contract. See Amendment 1.

48. So you’d say the technical evaluation panel is only part-time?

Response: Technical evaluation panel is needed upon request by the Contracting Officer. See Amendment 1.

49. Question on Timing – Is DOL willing to extend the time?

Response: No. This is on the fast track. Both contracts need to be in place by 9/5.

50. So we are to ignore the construction side and focus only on the contracts side?

Response: Yes. However, the contractor’s people need to have knowledge of A/E and construction because that is what they will be working with.

51. Do you see competing as a sub for both the 8(a) and the A/E contracts to be a conflict?

Response: No. You can go after both contracts, but remember they are separate teams with 2 separate agendas, Engineers vs. Contracts.

52. If you are a small business you can go after the construction contract, but you have to be 8(a) for the procurement contract?

Response: Yes. You also can be a Joint Venture, or have a mentor approved by SBA. In both cases still have to provide 50% of the work - for the respective contract.

53. For the people you are carrying on board – do they need any special security clearances?

Response: No.

54. Is the employees’ Citizenship important?

Response: Yes. Employees have to have a green card or US citizenship and proper qualifications - Cannot be an illegal alien. Not a child or a convict. Also cannot be retired – holding a spot for someone else on the contract.

55. There are 2 positions as key staff – Program Manager and Project Manager. Do you only need to see resumes for these two?

Response: DOL needs to see resumes from key personnel only.

56. What about the current staff?

Response: About the resumes, sorry to say that after asking the employees, they expressed a desire not to provide their resumes to all. They will provide their resumes to the winning contractor to enable them to conduct interviews during the Phase-In Period. To this date all employees have express a desire to remain with the winning contractor.

57. The Contract Price for 15 people – Is it a monthly cost, or it is a fixed price?

Response: DOL is not going to pay you for a cold chair. If you feel you need to exceed 15 positions, you need to have DOL approve the added positions. If you do not need 15 positions, you will be reimbursed for the positions you have.

58. Is it a true fixed price contract or is it time and materials?

Response: It is not a time and materials. It is more of a fixed price – based on labor hours.

59. I would like to know if computers are part of other contract.

Response: Everything is already in place – computers are in place – however, any repairs and upgrades would be part of your budget. This would be addressed after the contract is awarded. Repairs and upgrades are not to be projected in your fixed price cost.

60. In the Section B Schedule – is pricing by month vs. labor hours?

Response: DOL will be looking at that again. Monthly because want to be paid monthly to keep going.

61. Is there a minimum requirement for number of years experience for key personnel: (the RFP is very general). Do you want 10 years, 20 yrs experience?

Response: That is hard to say. 2 years could be better than 20 years. Need to look at resumes and maybe interview.

62. So the quality of the resume is a factor?

Response: Yes.

63. So you are looking for resumes for all 15 positions?

Response: We only need resumes from key personnel only.

64. Do need commitment letters?

Response: Yes, for the Key Personnel.

65. The Technical & Price Proposals – are they equally weighted? Is Technical and past performance more important than price?

Response: Yes. DOL is looking for skilled people more than how much it costs.

66. Does the incumbent currently have team members eligible to submit a proposal?

Response: If they team w/someone as an 8(a) they could – same as everyone.

67. Do the team members need to reside here?

Response: Yes. Everybody must be here. This is where the work is done. Only the corporate officers do not need to be here.

68. Where do the resumes go in the proposal and do they count against the required page count?

Response: Resumes go in the technical portion and do not count against the page count – including resumes of Key Personnel.

69. Is there any difference between the number of positions in the current contract and the upcoming contract?

Response: 15 is minimum/maximum of people needed for the procurement contract. IT is not included in this number. There a few vacancies. We are at the end of the contract and cannot commit people to more than a couple months.

70. Normally the cost of facilities is included in the proposal.

Response: Should not include cost of lease in proposal.

71. How quickly will resumes be given so we can see them?

Response: About the resumes, sorry to say that after asking the employees, they expressed a desire not to provide their resumes to all. They will provide their resumes to the winning contractor to enable them to conduct interviews during the Phase-In Period. To this date all employees have express a desire to remain with the winning contractor.

72. With respect to the past performance evaluations of primes and subs, can you combine the past performance of the prime and the subs?

Response: Yes. DOL is looking for someone to support her. You are a team so you can combine past experience. Remember, if you are a joint venture, or team, or whatever is on your 1449 must be registered in CCR.

73. Why would incumbent want to provide resumes?

Response: The Contracting Officer asked for them to provide continuity. DOL does not have time to train people and needs continuity so that work will get done.

74. How will you handle the OCI issue? Who is helping as far as technical?

Response: DOL’s own in-house people (the Contracting Officer’s staff). That is one reason why this contract has the technical panel for the other contract. DOL’s office is doing this. Normally, the contractor would be helping to pull the procurement together.

75. So do we discuss salaries with the incumbents’ employees for our cost proposal?

Response: Salary is between you and employee. It is up to you if you want to.

76. So the incumbent employees could receive calls from every vendor?

Response: No, they have expressed a desire to remain with the winning contractor.

77. Benefits – If they have accrued vacation – will new contractor have to pay off benefits or will they inherit the accrued benefits?

Response: The employees will be starting over with a new company.

78. When SBA reviews, will there be a problem of being two dependent on people who are not currently part of your company. Last round this was an issue.

Response: That is a normal thing. It is up to you if you want the employee or not. DOL is not saying that you need to hire these employees. You need to have your staff – bring your employees on board.

79. What is “undue reliance” for subs?

Response: As long as prime does 50% they can sub out after 50%. DOL prefers 51-22%. If the prime goes below 50% - DOL keeps difference. DOL watches this closely.

80. If the 8(a) prime has the Director and its sub has the Deputy, would this be considered undue reliance?

Response: This is not undue reliance.

81. What if six months down the road DOL discovers that the 8(a) is asleep and the sub is the one doing the work?

Response: The Contract Officer will wake up the 8(a)!! Not going to happen.

82. What database and contracts system do you use?

Response: DOL uses its own contract system. You don’t get into it. DOL also uses ESCIS to track. ESCIS is a DOL proprietary software system. You will learn it when you come on board.

83. Can we get copy of sign-in sheet?

Response: A copy will be provided as part of the amendment to the solicitation.

84. When will the Amendment be out?

Response: Probably end of next week.

85. Will you move the April 9th due date for proposals?

Response: April 9th set in stone!! We can scan and email the sign-in list.

86. What do you mean when you say that the Cost & Pricing Analysis being removed from the solicitation?

Response: The form in section D.1 Cost & Pricing Analysis is to be taken out.

87. What is the average number of contracts that this team handles per year?

Response: The number keeps increasing, and then you find that 10 of the new project cannot get the funding. You can count on 5-10 new designs a year. We keep open 60-90 contracts a year. Closeout is a new function.

88. Does the Prime’s past performance weigh more than the subs past performance?

Response: You are a Team – 1 entity. That’s why needs to know team up front, and who is on the TEAM.

89. Will you accept it if we were to submit commercial pricing, not to include breakdown?

Response: As long as it fits in the schedule you were given.

90. How many design and construction projects are estimated per year?

Response: The number keeps increasing, and then you find that 10 of the new project cannot get the funding. You can count on 5-10 new designs a year. We keep open 60-90 contracts a year.

91. How many sites will have construction ongoing each year?

Response: The number changes when you find out that you cannot get funding.

92. There appears to be a conflict between paragraphs B.1 and B.3 regarding the lease of office space. B.1 says the Engineering Support Contractor will be responsible for the lease of the space. B.3 says "the successful contractor" will assume the lease of the space. Will the Contract Administration and Management Support contractor be responsible for the lease?

Response: No. DOL has the lease.

92. Task 1 paragraph a) (page B-8) references only "bids." Will the contractor manage negotiated acquisitions for construction as well as sealed bids?

Response: The contractor will “assist” in bids and negotiated acquisition.

93. Reference Task 4 (page B-9), is there currently a backlog of contracts for close-out? If there is, how many contracts await close-out?

Response: There is no backlog for close-out.

94. Reference paragraph C.12, are the key personnel categories Project Manager and Contract Operation Manager the same as Program Director and Dep. Program Director required on page B-6?

Response: Yes

95. In paragraph E.3.5.1(ii)1, is the total page limit for past performance 3 pages or 10?

Response: 10 Pages

96. In paragraph E.3.6, is the 3 page limit applicable to the entire Tab C, or to each of the 3 Past Performance Profiles?

Response: The page limitation is 10 pages.

97. The labor categories listed in C.12 (Amendment 0001) assume a particular organizational structure. The solicitation does not define that organizational structure (the 6th paragraph on page B-6 states it is not the Government's intention to require or recommend a particular organization or management structure) and the labor categories are not defined. Since each offeror may propose a different organizational structure and use different titles for their labor categories, please explain the roles/responsibilities you envision for these positions, particularly the Contract Operation Manager and Contract Manager. This information will help ensure we properly identify Key Personnel as required by this paragraph.

Response: This will be addressed in a future Amendment.

98. Paragraph C.12 (Amendment 0001) states, “Also, a Letter of Intent for key personnel will be accepted.” Are offerors required to submit the letters of intent with the proposal or after award? There is no requirement in E.3.7 for submission of letters of intent.

Response: This will be addressed in a future Amendment.

99. We understood from the Industry Day presentation that résumés for the entire staff (15 positions) must be submitted with proposals (not included in the page restrictions). We don't find a requirement for any résumés in the solicitation. Are résumés required?

Response: Yes. This will be reference in future Amendment.

100. Will point of contact information for the current staff be provided to offerors, as stated at Industry Day?

Response: About the resumes, sorry to say that after asking the employees, they expressed a desire not to provide their resumes to all. They will provide their resumes to the winning contractor to enable them to conduct interviews during the Phase-In Period. To this date all employees have express a desire to remain with the winning contractor.

101. On page E-6, the last sentence of E.3 paragraph b) says "the familiarity and/or experience of the Offeror and proposed personnel with the geographical area of the project." This sounds like it was intended for the construction management portion of the requirement that has since been eliminated from this solicitation. Is the "geographical area of the project" the Washington metro area or the 122 potential construction sites?

Response: This will be addressed in a future Amendment.

102. On page E-6, E.3 paragraph c) requests the offeror address the capability of the Offeror to provide the required services to the project locations. This sounds like it was intended for the construction management portion of the requirement that has since been eliminated from this solicitation. Is the "project locations" the Washington metro area or the 122 potential construction sites?

Response: This will be addressed in a future Amendment.

103. On page E-6, E.3.7 paragraph c) requests the offeror to discuss the size of the Offeror and consultant firm(s), and makeup of the total number of personnel by discipline. Is this the makeup of the total personnel in the company or is it for this particular RFP?

Response: This will be addressed in a future Amendment.

104. There are ten tasks indicated under the first contract. However, the scope of work and deliverables under each task is not identified. Please provide a description of the required duties as well as what deliverables are being requested under each of the ten tasks.

Response: This requirement has not been issued.