RegistrationQuestions_and_Answers_Second_Edition.docx

1. We note that the hours of operation for this requirement are 24/7, with the exception of the 10 stated Federal holidays. However paragraph 1.5.2, page 2, states alternatively that the office "shall be manned 7 days a week (unless reduced by the Reduction Schedule)", that the Housing Referral Assistant and General Clerk III shall work "Monday through Friday during Academy business hours" and that the "COR will give 7 day written notice of any additional hours needed or additional closures." There appears to be some conflict with the 24/7 schedule versus the Monday - Friday schedule, and we are also not certain why the "COR will give any additional notices" since a Reduction Schedule has already been provided. Can the Government please provide comprehensive clarification regarding working hours required for this contract so that we are able to determine actual hours required for pricing each labor category necessary for staffing for this DOL requirement?

There will be times during the year that additional time will be needed to support the mission of the Academy, and additional Reductions not included on the Reduction Schedule. The COR will give written advance notice when these times occur. Typically the services are a 24/7 schedule except for the hours on the Reduction Schedule.

2. We note that in response to Questions 5,12, 50 and 70, the Resume requirement was removed. Then, in response to Question 30, a statement is made that Resumes are required for any position not covered by right of first refusal. As contractors frequently do not know whether an incumbent's personnel are inclined to remain with the incumbent or move to the new contractor until near or even after contract award, we are assuming that we will need to provide at least some if not all of the resumes for the work required under this requirement. Can the Government please provide its definitive requirement so that we will know if Resumes are necessary or not for Key and/or non-key personnel for this solicitation requirement?

The Government does not anticipate the immediate need for resumes as all SCA positions are covered by the right of first refusal. Should a need arise post award it will be addressed with the contractor.

3. If the Government has not fully removed the requirement for resumes for Key Personnel who are new employees, where would the Government like for those resumes to be provided - in the body of the Technical response? If so, in what Section should such resumes be provided or would the Government accept resumes in an Appendix in which document should they be provided?

Please see answer to number two.

4. If the Government will accept any required Resumes in an Appendix to the Technical response, can it please clarify whether those Resume pages count against the overall number of Technical response pages?

Please see answer to number two.

5. If the Government does want Resumes, but does not want them in the Technical response or in a Resume Appendix, where and how would it want any required Resumes provided?

Please see answer to number two.

6. Does the Government have a desired page limit or maximum number of pages any required Resume may comprise for this response?

The Government does not anticipate the immediate need for resumes as all SCA positions are covered by the right of first refusal. Should a need arise post award it will be addressed with the contractor.

7. It would appear that the previously required matrix mapping key and non-key personnel to the appropriate SOW tasking has been removed. Can the Government please confirm that the response to Question 50 means that this mapping requirement has been removed?

Yes this was removed as the Government does not anticipate the need for resumes.

8. In Section 1.18 Required Training, the contractor is required to provide training in a number of areas for all new employees and is to be responsible for any associated costs (i.e., training is ‘at no Cost to the Government’), even though the training is for Academy job responsibilities and the Academy’s Computer system. This essentially requires a new contractor for this work effort to work for free for this period of time, giving the incumbent contractor a signification and unfair pricing advantage over all other bidders. We are asking that the Government consider either: 1) removing this requirement and providing for new personnel training as part of the 'ramp-up' period; or, 2) providing at least some level of contractor compensation during this training period to help level the playing ground for this contract work opportunity.

The National Mine Health and Safety Academy offers many courses and sometimes these courses are available. If an instructor is available and the classes are offered, the classes would be available to the contract staff that needs them at no cost. The contractor would need to backfill the position of the person attending the class. We can’t leave the desk vacant while someone takes a class.

These classes have not been offered for the last couple of years. The contractor has been paying for their certifications outside of the Academy.

9. Relevant to the previous question, the statement is made that some of the required training is offered at the Academy. If this is the case will the Government advise which training classes are available at the Academy? Also, can the Government advise whether it currently provides and/or will consider providing such courses as may be available at either no cost or minimal cost to the contract awardee?

Any training provided by the Academy that is job related to this contract will be given to these employees at no cost.

10. If the training for such courses as safety, CPR (to include AED, First Air, Basic Fire Safety and Blood-borne Pathogens may be offered at the Academy, we would like to understand why, in respond to question 59, the government would not also allow the contractor's few personnel to be included in this training at no or limited cost. Please provide further explanation for our clarification and understanding of this annual training requirement.

If the Academy is instructing the above mentioned courses, the answer is the same as number 9.

11. Based on the Governments response to Question 13, we are assuming that the Startup Plan Phase out Plan is relevant to the contract start in April 2016 and NOT to the project phase out that might take place in 2021. Can the Government please confirm that this requirement is actually what is generally referred to as the "Transition Plan" and is only to take into consideration the transition out of the incumbent contractor and transition in of the new in April 2016?

Yes, this is for April 2016.

12. Can the Government advise if it anticipates that all required training will be during the "Startup Plan Phase Out Plan" two week transition period?

Current employees have received the training and it will not be needed during this time.

13. In response to Question 45, the Government advised that the requirement for familiarity with the Academy terminology was being deleted from the requirement. However, the question was whether the General Clerk (GC) III must also have ALL the qualifications and perform all of the duties of the site supervisor? As the terminology requirement has been eliminated, it appears that there is no different in the GC III and the GC II. Can the Government provide the differences in the work tasking for these two positions?

The General Clerk III will be responsible for directing lower level clerks.

14. Based on the Government's response to Question 27, what is the preferred designation for the "On-Site Supervisor" (i.e., to avoid confusion in our response and in the working environment, does the government refer to this individual as the Registration Supervisor, the On-Site Supervisor or the General Clerk III)?

The General Clerk III will be responsible for directing lower level clerks. On-site Supervisor was stricken from the SOW as it did create confusion.

15. It has been our observation that, typically a Supervisory position is a non SCA compensated employee and the working level employee is SCA compensated. As the government is presenting the 'Supervisor' as a General Clerk (GC) III position, in addition to the other job titles, is this because the incumbent contractor has employed this individual at the GC III level or is this position to be filled at the GC III level as a new requirement on the part of the government?

This employee has been employed at the General Clerk III level. As stated in below, a General Clerk III may direct lower level clerks.

This information was taken from the DOL website’s SCA Directory of occupations.

01113 GENERAL CLERK III

This position uses some subject-matter knowledge and judgment to complete assignments consisting of numerous steps varying in nature and sequence. The General Clerk III selects from alternative methods and refers problems not solvable by adapting or interpreting substantive guides, manuals, or procedures. Typical duties include: assisting in a variety of administrative matters; maintaining a wide variety of financial or other records (stored both manually and electronically); verifying statistical reports for accuracy and completeness; compiling information; and handling and adjusting complaints.

The General Clerk III may also direct lower level clerks. Positions above level IV are excluded. Such positions (which may include supervisory responsibility over lower level clerks) require workers to use a thorough knowledge of an office's work and routine to: 1) choose among widely varying methods and procedures to process complex transactions; and 2) select or devise steps necessary to complete assignments. Typical jobs covered by this exclusion include administrative assistants, clerical supervisors, and office manager

16. Question regarding Question 6: The Government states it wants the breakdown of the labor rates (which is what the question is confirming) but the response implies the Government also desires a breakdown of the hours per labor category to demonstrate how the contractor gets to the FFP. Can the Government please advise the specific information it desires in this area so that we can be responsive to the government's requirement?

The Government is looking for the hourly rate for each employee, any general and administrative cost associated with supporting this contract, and profit built in to the monthly price.

17. Question regarding Question8. This question mentioned a separate CLIN for the 90 day start up/phase-in period. Can the Government please advise how they would like us to present the costs for the phase-in/phase-out period?

The phase in-phase/phase out period will be during the base period and no additional cost is anticipated for the new vendor.

18. In response to Question 30, the Government states that Resumes are required for any position not covered by the right of first refusal. If resumes are actually required, which is any of the labor category's requires a resume? Also, can we include the l and could we include the resumes in an appendix so they do not count against the page count?

The Government does not anticipate the immediate need for resumes as all SCA positions are covered by the right of first refusal. Should a need arise post award it will be addressed with the contractor.

19. Can the government provide the website URL for the incumbent contractor? Using the name and contract information provided we are not able to find anything other than a phone listing in Pittsburgh, PA for this provider.

The Government has provided the name of the incumbent contract along with the contract number. No other information will be provided.

20. In response to Question 7, the Government states that the Signed SF 1449 and the Reps and Certs are to be provided as a Stand-along attachment. Can the government please clarify if it means that we should provide these documents as separate files attached to our submittal email?

This was mainly in response to the SF1449 and the reps and certs part was overlooked. Should you need to provide reps and certs please send them with the SF1449 (as reps and certs are part of the solicitation document with fill-ins) as a separate attachment.

21. In reference to the response to Question 7, in the response to Question 48 the Government states it wants the entire SAM registration provided and in response to Question 49, the Government advises that the SAM registration information should be provided in the Pricing volume. As the Reps and Certs and the SAM registration are one and the same, can the government please clarify the requirement for submission using the naming convention it would like for us, as contractors, to also use?

SAM is not one and the same as Reps and Certs. Reps and Certs are part of SAM registration and the entire registration is needed to determine responsibility, as a part of electronic payment, and whether or not a contract has been debarred from doing business with the government. As stated in 52.212-3, please only fill out paragraph (b) of this provision if you have completed the SAM registration.

22. Are the reduction schedule hours provided for FY16 applicable to the option years or should reduction schedule hours not be applied to the option years? Please clarify.

The Reduction Schedule for FY-2016 is an example of each annual Reduction Schedule. This schedule will be given to the contractor prior to each option year.

23. Also since a portion of FY16 is past and the CLINs cross FY’s 0(i.e CLIN 0001 includes FY16 and FY17 months) how should we address reduction schedule hours be addressed for the base and options years-please clarify.

The Reduction Schedule total hours vary somewhat from year to year.

24. Questions # 30 – Executive Order 13495 and Resume requirement Which position is not covered by the right of first refusal? Is General Clerk III or House Referral Assistant III covered?

All positions are covered by right of first refusal as they are SCA labor categories.

25. The answers to questions #7, #44 and #49 are conflict. Please clarify.

SAM is not one and the same as Reps and Certs. Reps and Certs are part of SAM registration and the entire registration is needed to determine responsibility, as a part of electronic payment, and whether or not a contract has been debarred from doing business with the government. As stated in 52.212-3, please only fill out paragraph (b) of this provision if you have completed the SAM registration. The reps and certs in 52.212-3 may be returned with the SF1449 as a stand-alone attachment. SAM will need to be included with pricing. The vendors shall acknowledge amendments to the solicitation within the technical proposal.

26. Questions #27 and Page 11 of New Solicitation – Can you confirm that the bullet points on page 11 of the revised solicitation are now the additional responsibility of the General Clerk II? Or do these tasks fall under the General Clerk III? There is some confusion as the second bullet point from the bottom still says “Directs General Clerk II as needed and as approved by Registration Supervisor”.

That should read General Clerk III and not registration supervisor. Please see answer to question 15.

27. Question #25 Registration Reduction Schedule (a). What does each column indicate, especially Time and Hours?

Time is the shift time 15:30 – 24:00 is 3:30 pm – 12:00 midnight

(b). Is the Academy closed during the “Time” specified in the Schedule?

YES The time is the hours of REDUCTON

( c)For example, on October 9, 2015, were the required services performed for 15.5 hours (and not performed for 8.5 hours)?

That’s correct. Reduction means hours NOT WORKED

(d) Will the schedule change annually? If so, could you please provide the historic data of “total hours of reduction”?

Refer to # 22 and #23

28. Para 1.15:

(a) Since General Clerk III is full time salaried person, is this position subject to SCA, WD?

This is an SCA labor category position and is not a salary position.

(b) Is the General Clerk III incumbent subject to EO 13495?

Please see answer to question 24.

(c) Is the General Clerk III covered by the right of first refusal?

Yes

29. When General Clerk III is not available because of vacation / leave, can one of the General Clerks II be assigned to General Clerk III duties? Is the incumbent contractor following this practice?

Yes and yes

30. What was the value of the last 6 month option that was exercised?

The total value has been provided for the base plus all options and the extension.

31. Will the same reduction schedule be repeated every year?

Refer to #22 and #23

32. The rate reduction chart provided on pages 15-20 of the updated SOW appears to be provide enough hours for only one FTE and not for the compliment of 3 FTEs as described in section 1.20 of the original SOW. Is the government requesting that we only provide pricing based on the hour in the rate reduction chart for the base year? Could you please provide additional clarification of the hours required?

Refer to 1.5.2 Hours of Operation and 1.20 Assignments and Schedules - Registration Desk Staffing is required 24/7 (3 shifts per day) except for federal holidays and reductions per the annual Reduction Schedule. The Housing Referral Assistant position is staffed Monday – Friday, except for federal holidays, 7:30 am – 4:00 pm