Qand A Jan 21 2010.pdf

DTFH61-10-R-00010

Q&A dated 1/21/2010

QUESTIONS AND ANSWERS

The following represents a summary and paraphrasing of questions received from interested parties relevant to RFP DTFH61-10-R-00010, and corresponding answers.

This list represents those questions received from interested parties that the

FHWA deems relevant, and potentially helpful, to all potential Offerors.

Questions that resulted in changed RFP text (as shown in Amendments 1 and 2) have been excluded from this list since the Amendments themselves provide the relevant information in the form of the changed text.

In the event of any discrepancy between information below and information in the

RFP, the RFP takes precedence.

1. QUESTION: Paragraph C.5, Delineation of Task Areas, Task Area D – Education and Training Support. Is the Education and Training Support, Comprehensive Curricula Identification, and Course Development and Delivery for the training of and delivery to engineers, or is it for the general public?

ANSWER: Possibly either. As a Task Order type contract, the specific details of the work will be defined at the task order level. Therefore, the target audience for any training will be defined in each Task Order. It’s possible there will be Task Orders for providing training to personnel at any level of the government, and/or the general public.

2. QUESTION: Page 23, sections G.13 and G.14 are tables identifying Key

Personnel and Professional Staffing; could FHWA please clarify the difference between the individuals in these two categories?

ANSWER: In the planned contract award(s) resulting from this RFP, the tables in Section G.13 and G.14 for Key Personnel and Professional Staffing will be filled in to designate the agreed-upon names and corresponding labor categories. These clauses reflect the agreement of the parties regarding planned staffing of task orders. At the task order level, FHWA will request and evaluate the Contractor’s actual specific staffing proposal for the work requirements of each individual task order.

RFP Section L requests the Offeror to designate which individuals are proposed as Key Personnel. FHWA will evaluate proposed Key Personnel and, as necessary, negotiate with the Offeror as to which names are designated as Key Personnel versus Professional Staffing. These clauses are intended to only list those positions and individuals considered essential to the successful performance of the contract and are listed in the contract award to contractually maintain, during performance, the caliber and quality of staffing expertise proposed by the Offeror.

The difference between the two clauses (Key Personnel versus Professional Staffing) lies in the required actions in the event the Contractor replaces the designated individual(s) during performance. In the case of designated Key Personnel, the Contractor must obtain the Contracting Officer’s PRIOR approval of the proposed replacement. In the case of Professional Staffing, the Contractor must merely notify the Contracting Officer of a replacement, but need not obtain pre-approval of the change.

RFP Section L states, Proposed key personnel include the Offeror’s staff, consultants, or subcontractors, who are the most senior/most experienced individuals (education, experience and expertise considered), and whose names will be entered in a resulting contract in Section G under the paragraph entitled “Key Personnel.”

3. QUESTION: The chart in attachment 2 appears to reflect time and material hourly rates, “to be filled in at award”, and on page 22, paragraph G.8 refers to the rates in attachment 2 that would be used for task orders.

However, on page 2 and again on page 18, there is reference to the task orders being CPFF or FFP. Please clarify the relation of the hourly rates to be submitted with the response to the solicitation and the rates in task order proposals/awards.

ANSWER: The purpose of the Attachment 2 is to create a list of “pre-approved” labor rates by category to facilitate and expedite cost/price analysis and negotiations at the task order level. However, as stated in paragraph G.8, “As needed to meet the requirements of individual Task Order Proposal Requests, the Contractor may propose labor categories and labor rates not included in the Attachment 2.” Further the Attachment 2 states, “Actual labor rates are subject to review and approval at the Task Order level.”

FHWA anticipates Task Order Proposal Requests will require submittal of cost/price proposal detail, including labor rates by labor category, for both CPFF and FFP task orders. Accordingly, the planned Attachment 2 will provide a list of labor rates that can be considered “pre-approved” for use in task order proposals. As needed to support specific task orders, the parties may agree upon, at the task order level, revisions to the Attachment 2 rates and/or additional labor categories as needed to successfully perform the task order requirements.

4. QUESTION: Is the Offeror required to submit completed SF LLL forms for each of its proposed subcontractors?

ANSWER: No, just for prime offeror.

5. QUESTION: Would a cover letter in Volume I – Capabilities be counted toward the 75 page maximum?

ANSWER: No, a cover letter does not count towards page count. Offerors should ensure such a cover letter is appropriate in length and that any essential information for review is contained within the body of the proposal.

6. QUESTION: With respect to Section K, Representations, Certifications and Other Statements of Offerors or Quoters, please answer the following questions:

In addition to the Basic Certification required of Small Disadvantaged Businesses, please clarify what certifications the offeror is required to submit with its proposal with respect to its subcontractors?

ANSWER: None.

Are Subcontractors required to complete the annual representations and certifications electronically prior to submittal of the proposal?

ANSWER: No.

7. QUESTION: In other FHWA solicitations, FHWA has deleted the limitation on future contracting provisions. Due to the nature of the services to be provided, will FHWA similarly delete subsection (e) on page 32? Alternatively, if FHWA determines not to delete this subsection for purposes of this solicitation, is subsection (f) applicable to entities that are subcontractors for this solicitation?

ANSWER: The clause at H.10 applies to both prime contractor and subcontractors unless excused in writing by the Contracting Officer (see H.10 paragraph (i)). FHWA does not intend to delete the clause at H.10.

FAR 9.5 addresses conflicts of interest.

8. QUESTION: Page 29 of the RFP, Section H.5 requires submittals to include the offeror's approach for completing the security plan and the referenced accreditation requirements. In which Volume, Part, and Section should this approach be included?

ANSWER: Please include in Volume II (Business and Cost/Price Proposal), Part III (Other Financial Information).

9. QUESTION: Page 52 of the RFP, Section L.14 states that a CD with the complete proposal in Adobe Acrobat format should be provided with our submittal. Can both Volume I and Volume II be on the same CD?

ANSWER: Yes

10. QUESTION: Section L requires the hourly direct labor rate table in Attachment 2 is to be completed as part of the offeror's Volume II proposal, however, directly below the table heading there is a statement that the table is "to be filled in at award". Would you confirm the Attachment 2 rate table is to be completed as part of the Volume II proposal.

ANSWER: Yes, Offerors must submit, as part of the proposal Volume II, a completed rate table as shown in Attachment 2.

11. QUESTION: Is the offeror required to submit for each of its proposed subcontractors the financial information covered on page 62, PART III - Other Financial/Organizational Information, paragraphs a through g?

ANSWER: No, not at this time. The financial information requested relates to the prime Offeror only.

12. QUESTION: a. On page 61, the solicitation lists cost proposal inputs from subcontractors/consultants. The general cost price information section lists several other requirements including the proposal and explanation of the prime’s escalation policy. The input from subcontractor/consultants includes 4 parts, but does not include this requirement. As certain subcontractors (e.g., universities) may follow slightly different policies, should this information also be included for subcontractors? b. Are there any other general portions of the Cost/Price section that should be included in addition to the 4 items listed?

ANSWER:

a. Yes, include subcontractor escalation information. Page 61 requires Offerors to propose hourly rates for proposed consultants and/or subcontract employees. If you intend to propose any escalation in those rates for any of the contract years, then you should address and explain this proposed escalation.

b. No, no other general portions of the Cost/Price section should be included in addition to the 4 items listed for subcontractors.

13. QUESTION: What documentation is needed to show the source and reasonableness of subconsultant costs?

ANSWER: See FAR 15.404-1 for information on proposal analysis techniques for your consideration in meeting the requirement at FAR 15.404-3(b) which states, “The prime contractor or subcontractor shall --

(1) Conduct appropriate cost or price analyses to establish the reasonableness of proposed subcontract prices…” The amount and degree of support needed varies by situation and is up to your discretion as prime offeror.

14. QUESTION: Please clarify if the rates for the prime consultant and subconsultants should be contained in one table (attachment 2 of the solicitation) or if the rates should be presented in two separate tables following the order laid out for Volume 2.

ANSWER: It’s up to your discretion to submit one table or two separate tables. Per Amendment 1, “Note to Offerors: Section L of the RFP requires that Offerors complete and submit the below table as part of proposal Volume II. Offerors may re-create the below table in their own format for submittal with Volume II and may add rows for multiple personnel in the same labor category as necessary. Offerors must clearly indicate whether labor rates are unloaded labor rates or loaded consultant rates, and to which company (prime versus subcontractor) the rates apply.”

15. QUESTION: Please clarify for the Labor Rate Table in Attachment 2: Is it correct to state that the labor rates presented in the Table in Attachment 2 must match those individuals for whom resumes were also provided in the Volume I Staffing Proposal (with the exception of clerical and entry clerk for which no resumes are required)? That is, other than clerical and entry clerk, only up to 45 separate labor rates can be proposed. Or, are we able to provide rates for other staff whose resumes will not be submitted in the response but who may be used if we are awarded a contract?

ANSWER: FHWA requests the labor rates for only those personnel proposed in the Volume I Staffing Proposal (up to 45 individuals maximum), plus labor rates for the clerical and entry clerk categories for which resumes are not required. As stated in Section L “Labor Rates - Offeror shall submit the completed table contained at Section J Attachment 2. NOTE: Offerors must relate labor categories to the Government labor categories described in Section J Attachment 2. Identify actual individuals and proposed rates. Proposed individuals must correspond to the proposed individuals provided in the Volume I Staffing Proposal. Identify if rates are loaded or unloaded.” Accordingly, Offerors shall not provide rates for other staff whose resumes will not be submitted in the response but who may be used in task order proposals.

The intent of the Attachment 2 table is to establish in the contract award a pre-approved list of labor rates by individual and labor category, in order to facilitate proposal review and approval at the Task Order level during contract performance. However, please note that this table will not be all-inclusive. Rather, as stated at RFP Paragraph G.2, “The labor categories and labor rates included in Section J, Attachment 2, reflect the approved labor rates for use in Task Orders hereunder. As needed to meet the requirements of individual Task Order Proposal Requests, the Contractor may propose labor categories and labor rates not included in the Attachment 2.”

16. QUESTION: Regarding clerical and entry clerk, are we to only propose one rate for each?

ANSWER: One rate for each will suffice, but at your discretion you may propose more. Per Attachment 2, Offerors “may add rows for multiple personnel in the same labor category as necessary.”

17. QUESTION: Ref Task D, will individual task orders provide more details? For example: IMI Level, Need for an LMS, Where LMS is hosted Training audience(s), Resident or web-based instruction, if web-based, synchronous or asynchronous, etc.

ANSWER: Yes, individual Task Order Proposal Requests will contain specific details and work requirements for each individual task order planned.

18. QUESTION: Please provide your definition of “distance learning.” Ref pg 11, Task D, subtask 2

ANSWER: Provide training to students who may not be physically "on site". Training delivery methods may include asynchronous web-based and/or computer-based self-teaching, podcasting, downloadable files, synchronous web-based and/or video conferencing, or other mechanisms to engage learners with content.

19. QUESTION: To support distance learning, does the Gov’t currently have a delivery platform available to respondents (e.g. a learning management system) to enable training assignments, completions and reporting metrics? If not, should the respondents include such an LMS platform in their approach?

ANSWER: FHWA has a system in which we track participation.

Contractors are not provided administration access to the system. Any information needed for reports or analysis will be provided to the

Contractor by the FHWA. Since this is a Task Order type contract, specific task order requirements and needs will be specified in individual Task Order Proposal Requests after award.

20. QUESTION: How do CLINs 1-4 align with Tasks A-D? Stated differently, can work under all four Tasks be assigned under each CLIN?

ANSWER: Yes, work under all four Task Areas may be ordered via task order during CLINs 1 – 4.

21. QUESTION: Task Area C, No. 5 – Does the audience for these activities include elected officials as well as the others listed?

ANSWER: Possibly but not on a regular basis. Since this is a Task Order type contract, specific task order requirements and needs (including audience details) will be specified in individual Task Order Proposal Requests after award.

22. QUESTION: Based on Page 60, Part II – Cost/Price Information, “Labor Rates - …Identify actual individuals and proposed rates.”) assumes that the same people we used to price the IDIQ rates would be available for the life of the contract (5yrs). Will there be a mechanism to add additional individuals or labor categories during the life of the contract?

ANSWER: The intent of the Attachment 2 table is to establish in the contract award a pre-approved list of labor rates by individual and labor category, in order to facilitate proposal review and approval at the Task Order level during contract performance. However, please note that this table will not be all-inclusive. Rather, as stated at RFP Paragraph G.2, “The labor categories and labor rates included in Section J, Attachment 2, reflect the approved labor rates for use in Task Orders hereunder. As needed to meet the requirements of individual Task Order Proposal Requests, the Contractor may propose (in task order proposals) labor categories and labor rates not included in the Attachment 2.”

23. QUESTION: Since the government anticipates awarding either CPFF or FFP task orders under an IDIQ vehicle are submitted labor category pricing considered ceiling rates?

ANSWER: The hourly labor rates approved and included in the Attachment 2 table in any resulting contract award are rates considered approved for use in Task Order Proposals. Actual labor rates are subject to review and approval at the Task Order level. The intent of the Attachment 2 table is to establish in the contract award a pre-approved list of labor rates by individual and labor category, in order to facilitate proposal review and approval at the Task Order level during contract performance.

However, please note that this table will not be all-inclusive. Rather, as stated at RFP Paragraph G.2, “The labor categories and labor rates included in Section J, Attachment 2, reflect the approved labor rates for use in Task Orders hereunder. As needed to meet the requirements of individual Task Order Proposal Requests, the Contractor may propose (in task order proposals) labor categories and labor rates not included in the Attachment 2.”

24. QUESTION: Does the government contemplate receiving separate rates for CPFF and FFP. It seems more appropriate to provide the government with 2 separate tables for each scenario. For example:

a.) CPFF IDIQ Labor Rate Table – comprised of labor categories and loaded rates (less profit/fee); and b.) FFP IDIQ Labor Rate Table – comprised of fixed hourly rates (inclusive of fee).

ANSWER: At this proposal stage, FHWA does not contemplate separate rates for CPFF and for FFP. FHWA anticipates unloaded rates for the most part, with negotiation of Fixed Fee or Profit to occur at the task order level based on the defined work. Note: For FFP task orders, FHWA does anticipate requesting cost detail in the Task Order Proposal to include unloaded labor rates (for prime contractors) and profit rate.