Revised_RegistrationQuestions__and_Answersdocx.docx

Questions and Answers DOL-MSH-16-P-00003

1. Is this effort currently contracted? If so, who is the incumbent contractor and what is the contract number?

The current contractor is Associated Services and under contract DOLJ114R23262.

2. What are the differences in requirements from the current contract, to the one being proposed?

There are no differences in the requirements.

3. Do you have the previous award amount for this contract that we can review?

$1,374,349.41- This includes the base year, four 12 month option periods, and a six month period that was exercised under 52.217-8.

4. Is this effort currently contracted? If so, who is the incumbent contractor and what is the contract number? What is the period of performance on the incumbent’s contract?

The current contractor is Associated Services contract NUMBER DOLJ114R23262. This includes the base year, four 12 month option periods, and a six month period that was exercised under 52.217-8.

10/01/2010-03/31/2016.

5. Will resumes count toward the 20 page limit in the Technical Proposal? Should these be provided in the technical response or as an appendix?

The requirement for resumes has been removed from the evaluation. Please see Addendum to 52.212-1.

6. Reference Instructions to Offerors, Volume III: The last paragraph in this section (in bold) states “Offerors are hereby advised that the pricing proposal must contain a breakdown of the hourly rates for each employee, G&A, and profit …” Please clarify how the government would prefer the offeror to present this information (i.e. spreadsheet, narrative explanation, etc.) Can you please clarify exactly what you expecting to see?

The preferred method would be a spreadsheet. The monthly price will be firm fixed price, but the Government would like to see a breakdown of how this number is reached.

7. Please clarify in which file (Volume I, II, or III) the government wishes offerors to submit the signed SF 1449 and the Offeror Representations and Certifications.

Please submit these as a stand-alone attachment. These will not go against page limits.

8. Reference Section M, Evaluation Factors: In the description of Subfactor 4 – Start-up Plan –Phase-out Plan, offerors are advised that this plan “shall provide phase-in support for up to 90 days …”. There is not a separate CLIN for Phase-in and PWS paragraph 1.4 Period of Performance states the Base Period will be 1 April 2016 – 31 March 2017. As the proposal is due NLT 15 February 2016 and must then be evaluated, will the phase-in period of 90 days be included in the Base Period?

The phase in/phase out period will be in the base period and is not expected to take longer than two weeks.

9. How long on average does it take to get the background investigation completed?

Investigations are currently taking 2-3 weeks from date of submission.

10. What are the SCA anniversary dates of the current employees (we need this data to factor SCA required vacation amounts into our pricing).

General Clerk III 11/30/2000;

Housing Referral Assistant date 02/28/2001 General Clerk II 01/20/2002 General Clerk II 09/17/2012 General Clerk II 09/16/2013 General Clerk II 11/17/2013 General Clerk II 06/22/2015

11. May we receive POC info for the current on-site supervisor?

The Government does not employee these employees. The name of their employer has been provided.

12. Reference RFP, FAR 52.212-2, Evaluation — Commercial Items, Factor I. Technical, Subfactor 2 —Key Personnel and SOW Paragraph 1.15: The RFP paragraph outlines the need to submit resumes for key personnel and the SOW states that two positions are designated as key personnel. One of the positions is identified as a Word Processor III, which is an SCA Directory of Occupations classification. This classification is entitled to a Right of First Refusal offer in the event that we confirm they are qualified in accordance with FAR 52.222-17. We would request the Government remove the requirement to submit the resubmittal for the Word Processor III position based on the Right of First Refusal requirement.

The requirement for resumes has been removed from the evaluation. Please see Addendum to 52.212-1.

13. Reference RFP, FAR 52.212-2, Evaluation — Commercial Items, Factor I. Technical, Subfactor 4 —Start Up Plan Phase Out Plan: The RFP paragraph outlines a phase in plan for us to provide as part of the proposal and also outlines support of up to 90 days as the outgoing contractor in the event the work is not retained on the re-procurement. Is the phase in for the winner of this solicitation to last from date of award to the 1 Apr 16 base year period?

The phase in/phase out period will be in the base period and is not expected to take longer than two weeks.

14. Reference SOW Paragraph 1.5.2: The paragraph states that the Word Processor III and Registration Supervisor shall work Monday through Friday during Academy Business hours. Please confirm that both positions are to be backfilled during periods of vacation.

The Government expects services to be provided when employees are on vacation unless the facility is closed.

15. Reference SOW Paragraph 3.1: The paragraph outlines the Government Furnished Property; however, it is silent on whether the Government provides the paper, pens, toner, etc. that is used in providing the supported services. Does the Government provide the administrative supplies for use by the Contractor?

Yes

16. Reference SOW Paragraph 3.1: The paragraph outlines the Government Furnished Property; however, it is silent on whether the Government provides the paper, pens, toner, etc. that is used in providing the supported services. Please provide an annual consumption estimate if they are to be provided by the Contractor.

Provided by Government

17. Reference SOW Paragraph 3.1: The paragraph outlines the Government Furnished Property; however, it is silent on whether the Government provides maintenance for the ADPE and radios provided to the Contractor for use on the contract. Does the Government provide the maintenance at no expense to the Contractor?

Yes

18. Reference SOW Paragraph 4.1: The paragraph outlines the responsibility to provide all elements necessary for performance that is not listed as Government Furnished Property. Please confirm that secure storage will be provided for Contractor furnished property and supplies.

Secure storage will be provided for Contractor furnished property and supplies.

19. Reference SOW Paragraph 5.3: The paragraph outlines the requirement to collect and secure fees collected from students. Does the Government provide secure storage that is used by the Contractor until the fees can be turned over to the designated Government employee?

A safe is provided by the Government to secure the fees.

20. Reference SOW Deliverables: The list of deliverables includes a "Maid List" as a deliverable; however, we do not see anything in the SOW that explains the Contractor's responsibility for this requirement. Please clarify the Contractor's responsibility for this "Maid List".

See section 1.15 Key Personnel – Job Duties Include but are not limited to – prepare reports and provide administrative and clerical support. The Maid List is prepared daily designating the status of the lodging rooms whether occupied, due to check out or checked out, which is needed by the Janitorial contract to service the rooms.

21. Reference Addendum to FAR 52.212-1, Deadline: "Proposals shall be submitted electronically prior to 5:00 PM EST on 2/15/2016". This is a Federal Recognized Holiday. Will someone be in contracting to confirm receipt of our electronic submission?

The Deadline is being extended to 2/24/2016 12:00 PM EST

22. Reference Addendum to FAR 52.212-1, Volume I (Technical Proposal): The paragraph states "...addressing each identified factor (and sub-factors, if applicable) as identified in section 3.3." We cannot find section 3.3.

This is a typographical error and is located in 52.212-2 Evaluation and Addendum to 52.212-2

23. Is there a site visit scheduled? Or do you anticipate holding a site visit?

No site visit is planned or anticipated.

24. What is the minimum/maximum number of Past Performances we can submit in Volume II Past Performance? Is there a Page Limit?

There is no page limit and no minimum/maximum requirement. Three is sufficient.

25. Is there a Registration Reduction Schedule we should incorporate into our level of effort and pricing?

That was left off and another attachment will include an example of a reduction schedule.

25. (C 1.18 Required Training) Is the Required Training compensable by the USG under the FFP CLIN?

NO

27. (C 1.5.2 Hours of Operation, C 1.15 Key Personnel) Is the Registration Supervisor the same person/position as the On-Site Supervisor, a different position, or USG employee?

The Registration Supervisor, On-Site Supervisor and General Clerk III is one (1) in the same position.

28. Traditionally, with the exception of the Onsite Supervisor and the Word Processor III, how many FTE's (General Clerk II's & General Clerk III's) have been utilized to fulfill this requirement? Will we have Rights of First Refusal?

1 General Clerk III (supervisor) Full time 2080 hours per year 2 General Clerk II Full time 2080 hours each per year 3 General Clerk II Part time 2400 hours among all three per year 1 Housing Referral Assistant III Full time 2080 hours per year

Not sure what the question regarding rights of first refusal is asking.

29. What is the pricing for each option year separately?

$1,374,349.41 is the total contract value- This includes the base year, four 12 month option periods, and a six month period that was exercised under 52.217-8.

30. Ref. PWS paragraph 1.5.5 Executive Order 13495: As offerors are required to offer placement to qualified incumbent personnel, please clarify the requirement to provide resumes.

Resumes are required for any position(s) not covered by the right of first refusal.

31. Do the current On-site Supervisor and Word Processor III meet the qualifications detailed for these positions in the Statement of Work?

Yes

32. Reference SOW Paragraph 1.5.2: The paragraph states that the Registration office will be manned 24 hours per day, 7 days per week. Does the Government allow the person on duty to close for a lunch period of 30 minutes with the provision that they are available for emergencies?

Yes –

33. Reference SOW Paragraph 1.20: The table provided defines shifts that are 8.5 hours per shift; however, this is possible only if there is an unpaid lunch in this schedule. Please clarify the Government’s intention by this shift schedule.

Lunch is unpaid.

34. Reference CLINs X002, Is this fully burdened hourly rate based on a straight time or overtime rate?

Straight time. These additional hours are worked by the part time staff

35. Does the Government require the Registration Desk to be staffed with two clerks at all times? Are these positions to be General Clerk II or General Clerk III?

One clerk per eight hour shift. The GC III which is the On-site Supervisor (Key Personnel) works the day shift Monday – Friday in addition to one General Clerk II.

36. What are the On Site Supervisor job duties as far as the Clerks?

Please see section 1.15 in the SOW.

37. What shifts are you looking for? 1st, 2nd & 3rd shifts? Short or long shifts?

Refer to 1.20 assignment and schedules, 8.50 hours per three (3) shifts with 30 minute lunch unpaid.

38. Please be more specific with the terminology used by the Academy?

This requirement is being deleted.

39. What computer program do you use for Tuition Processing?

Excel spreadsheet.

40. Please advise if there are any particular requirements for the response related to font, typeface, margins or other formatting.

Please keep the font to a minimum of 12. No other requirements exist.

41. We usually provide such items as cover page, cover letter, table of contents and executive summary - can you please advise if any of these sections will be considered exempt from the page limitations of the technical response?

Cover page, cover letter and table of contents will be exempt from the page limitation.

42. Are there any page or other limitations on the past performance proposal response?

NONE

43. Is the incumbent contractor considered eligible to re-compete for this requirement?

Yes

44. We understand that any solicitation amendments must be acknowledged. In which proposal response volume would the government like this acknowledgement to be provided?

Please acknowledge amendments in the technical proposal.

45. Referencing section 5.4 General Clerk duties it states “In addition to the above mentioned task in 5.3 this position requires familiarity with the terminology used by the Academy.” Does this mean that the General Clerk II must also have ALL the qualifications, and perform all of the duties of the site supervisor?

The qualification for familiarity with Academy terminology is being deleted from the requirement.

46. General Clerk III makes no reference to the same qualifications of General Clerk II. Is this accurate?

Yes

47. What category on the Wage Determination Schedule would be equivalent for the Site Supervisor?

General Clerk III

48. Can the government advise if it would like a copy of our entire SAM registration or only the portion of the registration found in section 52.212-3?

Please include entire SAM registration.

49. Can the government advise in which volume it would like for us to provide the required SAM registration information for this solicitation response?

PRICING.

50. On Adobe Reader pages 13-14 of the solicitation document, the government requests resumes only for key personnel. However there is also a requirement for a matrix to include the background/experience of the company's proposed key and non-key personnel mapped to the appropriate SOW tasking that supported the proposed labor category and level. In the absence of resumes, how would the government like industry to identify the non-key personnel for whom we will be providing information in the proposal response matrix?

The requirement for resumes has been removed from the evaluation. Please see Addendum to 52.212-1.

51. In section 1.5.2 of the Solicitation there is reference to a Registration Supervisor. However, in Section 1.15, the Key Personnel requirement is for an On-Site Supervisor. Can the government confirm that the Registration Supervisor and the On-Site Supervisor are one and the same?

Yes, these are one in the same paid as General Clerk III

52. One of the requirements for the General Clerk II is: "In addition to the above mentioned task in 5.3 this position requires familiarity with the terminology used by the Academy. “This type of requirement is often viewed as meaning you have a preference or requirement for an incumbent contractor to continue providing support for the contract --- as generally speaking a new provider will need to get up to simply get up to speed quickly in areas such as 'terminology used'.

Will be deleted from requirement

We are requesting that this language be removed from your solicitation requirement to ensure a level playing field for all members of industry submitting a response to the subject solicitation.

53. There is a solicitation requirement in Section 2, Clause 52.212-1 (b) Submission of Offer that appears to require that First-Tier Subcontract Awards be reported to the government within the solicitation response. Can the government advise the specific information it is seeking with this requirement and in which response volume it would like to have this information provided?

If the vendor intends to utilize a small business subcontract, please include with your proposal the name, DUNS number, small business designation of the subcontractor(s,) and the percentage of work the prime and subcontractor(s) will be completing under the contract. Please provide this with the price proposal.

54. Has a competitive price range been established for this requirement? If so, will the government please share that price range with industry?

NO COMPETITIVE PRICE RANGE HAS BEEN ESTABLISHED.

55. Is the ongoing contract covered under Service Contract Act.

Yes

56. What are their SCA labor categories?

The solicitation addresses the labor classifications covered

57. Can the post-award conference be held via conference call?

THE PREFERENCE OF THE GOVERNMENT WOULD BE TO HOLD THE POST-AWARD CONFERENCE IN PERSON.

58. Is the 2 weeks of on job training for new employees billable to the Government?

NO

59. Who will provide safety training, CPR, First Aid, Basic Safety, blood-borne pathogens training?

The contractor as stated in 1.18.

60. Is the time spent on the annual training billable to the Government?

NO

61. For each shift, Monday - Friday, how many General Clerks II are required?

One (1) clerk per shift.

62. For each shift how many General Clerks III are required?

One (1) on the day shift only Monday – Friday. 1.15 I Key Personnel

63. For each shift, Sat-Sun, how many General Clerk II are required?

One (1) per shift.

64. For each shift, Sat-Sun, how many General Clerk III are required?

None

65. Since there are 3 shifts every day - how many clerks are to be deployed for each shift?

One

66. On recognized holidays is any support staff required for any of the three daily shifts?

Sometimes.

67. Is the requirement covered under any Collective Bargaining Agreement (CBA).

No

68. Please provide the solicitation in MS Word or editable pdf format.

THE GOVERNMENT HAS PROVIDED THE SOLICITATION. NO OTHER COPIES WILL BE PROVIDED.

69. Is subcontracting allowed on the contract.

If the vendor intends to utilize a small business subcontract, please include with your proposal the name, DUNS number, small business designation of the subcontractor(s,) and the percentage of work the prime and subcontractor(s) will be completing under the contract. Please provide this with the price proposal.

70. If incumbents are currently performing the services and the Clause 52.222-17 "Non displacement of Qualified workers" apply to this contract. Please advise the need to submit resumes for all the personnel.

The Government has removed the need for resumes to be submitted.

71. Do we need to provide uniforms for the employees working on the contract.

Refer to 1.9

72. What is the historical average total productive hours for one year?

1 General Clerk III (supervisor) Full time 2080 hours per year 2 General Clerk II Full time 2080 hours each per year 3 General Clerk II Part time 2400 hours among all three per year 1 Housing Referral Assistant III Full time 2080 hours per year

73. What is the average class size that is in processed?

Range from 1 – 300. Average is 130

74. What day of the week is the normal report date?

Monday

75. The table of schedule of hours for coverage identified in 1.20 of the PWS, is this required schedule for shifts or will the government consider proposals from offeror's with proposed differing shifts?

This schedule is preferred. This schedule meets the Academy requirements.