Questions_ _Answers_Sept_17_2015.pdf

QUESTIONS AND ANSWERS

RFP #DTFH70‐15‐R‐00012

August 27, 2015

1. Incumbent Contractor: If a contract is currently in place for these services, can the government please identify the Incumbent Contractor, Contract Number, Contract Award, and Period of Performance, as appropriate? Do they have first right of refusal?

KMEA, Inc., an 8(a) contractor. Current Five‐year IDIQ Contract #DTFH70‐11‐D‐00001was awarded for a maximum of $5 million, from January 1, 2011 thru December 31, 2015. Current fiscal year’s dollar value of the contract is $596,634.43. No first right of refusal offered. The current competitive solicitation is open for Women Owned Small Business only.

2. What is the due date for submission of proposal/bid? September 21, 2015 at 1400 PST.

3. What is the specified amount of time provided for the newly awarded Contractor for the phase‐in transition? Since the incumbent employees will be transferred to the new contract, we expect all phase in activities be completed by January 1, 2016.

4. It is noted that electronic entry devices will be provided for the Contractor’s employees. Will such devices be billed to the Contractor? No

5. The "Unburdened Hourly Rates" in B.8 do not match the rates in the Wage Determination Guide provided in J.3 Attachment No. 3. Can you please clarify? The rationale for adding 2% to the minimum wage determination is to pay the contractor employees at a higher rate than the Wage Determinations.

6. Section M, M.1, paragraph d. indicates Management Capability "shall be used to evaluate offers:" However, Section L, L.3, I does not require "management." Can you please clarify? Section L.3 I. Technical and Management Proposal states requirement of a Staffing Plan (Evaluation Factor 1.A).

Factor 1.A. lists information you need to provide to address Management Capability in providing services under the resultant contract.

7. Incumbent Employees ‐ Length of Service in J.1 and J.2: J.2 ATTACHMENT NO. 2:

Is changed as follows:

Accounting Clerk III – 15 years of service Accounting Clerk III – 12.5 years of service Engineering Technician III – 2.4 years of service

8. Generally, how much time is a contractor given to locate personnel for new task orders? The clause 1.5

Replacement of Contractor Personnel allows 7 days for replacement personnel. The 7 day timeframe will be for all personnel, whether new or a replacement.

9. Once personnel resumes are submitted to FHWA and subsequently approved, how long does the clearance process take before they can report to work? Once a complete security package is received by the WFL Security Liaison, it takes up to 3 weeks to receive a security clearance. Any delays due to incomplete security documents/information or non‐response for the personnel isn’t calculated into the time above.

10. Does FHWA allow the contractor to gain clearance approvals for backup personnel? No. If backup personnel is required, the COR must approve the resume, then notify the WFL Security Liaison and Contractor. Once the Liaison receives the COR notification, the contractor can submit the security package.

11. Reviewing Attachment 2 it appears there must have been task orders in place for several of the positions listed due to the years of service listed. Does Attachment 1 (sample order for price evaluation purposes) represent the historical level of effort for this contract? Yes

12. There are many more labor categories to be priced out than reflected in attachments 1 and 2; do you anticipate awarding additional task orders in the upcoming period of performance for these additional categories? We understand there are other labor categories, we request you only bid on what is currently requested.

13. The page count is as follows: 3 pages for a staffing plan and 5 pages for a Quality Control Plan for a total of 8 pages. Is this correct? Yes

14. If you do not have CPARS you are considered technically acceptable for factor B…. Is this correct? Yes

15. Is there a Collective Bargaining Agreement in play? No

16. Regarding section C.1.4.3, it does not state the length of time for training a new employee. What is the average time period for training? It depends on the employee, but a new employee is expected to be fully trained within a month of hire.

REVISED 9/17/15: A new employee should be fully trained within one week.

17. In section C.1.8.1, it does not clearly state how an employee will know whether information being viewed is proprietary. Is such information marked in some way to inform the employee? All FHWA projects or activities the employee is working on would be considered proprietary, as stated “Employees shall not divulge or release data or information developed or obtained under performance of this contract”.

18. Pertaining to section C.1.8.3, who will administer training? Training will be by a FHWA computer program, which the contractor must ensure is completed by their employee.

19. There is conflicting information between sections C.1.11.2 and C.1.11.4. Should key personnel information be submitted with the proposal or upon award? Yes. As stated in C.1.11.3, “The Key Personnel/subcontractor(s) under this Contract are:”, at which time the key personnel, by name, will be entered here in the final contract.

20. Pertaining to paragraph 3 of section C.3.3.1, is the Contractor to bill for the entire day of work for any employee who shows up or only for the hours worked? Yes. The contractor bills for only hours worked, on‐site, by the employee.

REVISED 9/17/15: If the contractor employee showed up for work, then office was shut down and the contractor employee left before the end of the day, the contractor bills for the full day (regular scheduled day).

21. What does the inspection system consist of pertaining to section E.4.1? A system of inspection proposed by the contractor to ensure the employee is providing services, workmanship, and material furnished in an acceptable manner. Refer to Section M‐ Evaluation Factors for Award.

22. On Part 1, Section B, Page B‐3, there is no LINE NO. '1‐44 for Procurement Technician ‐ Overtime", but it is on all the remaining option years. Was this intentional, or an oversight? No, it is on the following page. Please read thru.

23. Do all employees need training? All new employees need training, and there are also training required on an annual basis, the same as the FHWA government employees must complete.

24. Is a Facility Clearance required? No. However, the potential employee must go through a security clearance which is handle thru our office.

25. Part 1, Section B, Page B‐7 – Line Items 4‐43 through 4‐48 are duplicates of Line Items 4‐41 through 4‐

44. Are we correct in assuming that line items 4‐43 through 4‐48 should be ignored? Yes. Part 1, Section B, Page B‐7 – Line Items 4‐43 through 4‐48 are to be deleted as they are duplicates.

26. Part 1, Section B – Supplies or Services and Prices/Cost – The tables are lengthy because of the number of labor categories making the typing of the required information into an Adobe document difficult. May the bidder convert Part 1 to an Excel table as long as the same format of the Adobe document is maintained? Yes

27. There is no procurement technician labor category or labor rate shown in Wage Determination No.

2005‐2441, Rv 16, dated 07/08/15 and the labor category is not shown in the Dept. Of Labor’s SCA Directory of Occupations, Fifth Edition. Should the Procurement Technician be mapped to another SCA Labor Category; or, upon award, will the contractor be expected to request an authorization of an additional classification and wage rate (SF 1444)? This position received authorization from DOL as a SCA labor classification for use in the current contract in 2012.

Part IV, Section L, Page L‐4 – Section L.3, II. Price – The following statement is made: “Filled out Price

Schedule in Section B. for base year and option years, and submit computation of hourly wage rates for each position and each option year.” Does this mean that bidders are to submit a breakdown of the Burdened Hourly Rate showing how the rate was calculated for each labor category; or, is just the completion of Section B sufficient?

REVISED 9/15/15: You must show the Burdened Hourly Rate in the column shown in Section B, but also the offeror must complete and submit the “Sample Order for Price Evaluation Purposes”(Section J.1) for the positions currently filled at our offices. (Hours x Burdened Hourly Rate = Subtotal/cost). The offerors do not need to submit a breakdown of the Burdened Hourly Rate showing how the rate was calculated for each labor category.

September 15, 2015

28. Reference: A.1.1 CONTRACTORS SIGNATURE. Are electronic signatures acceptable for Block 17 of the SF 33? No. Must have original signatures on all documents.

29. Reference: Part IV, Section M ‐‐ Evaluation Factors for Award, Page M‐2, Factor 1 ‐ Management

Capability states: “B) Provide Quality Control Plan in accordance with 1.10 QUALITY CONTROL/ INSPECTION on page C‐5. (no more than 5 pages)” However, the Quality Control/Inspection on page C‐5 is PWS 1.9 and not PWS 1.10. Will the Government clarify and confirm that Offerors are to provide a Quality Control Plan in accordance with PWS 1.9 Quality Control/Inspection and NOT in accordance with the PWS 1.10 is Quality Assurance/Training requirements? Offerors are to provide a Quality Control Plan in accordance with PWS 1.9 Quality Control/Inspection on page C‐5 of the solicitation.

30. Reference, SF33, Box 9: The proposal is currently due 21 September, which is a Monday. Will the

Government consider extending the proposal deadline a day or two to accommodate Offerors who are shipping proposal packages across the country to Washington State? No. If the proposal is not received by the date and time due, it will not be accepted.

31. Do the intro and cover pages count in the overall page count? No Are there any spacing requirements? No

32. Does the pricing spreadsheet accurately reflect the number of hours expected for each position on annual basis? This is the estimate of hours needed

33. Regarding question #5 from Questions & Answers sheet dated 8/27/15, we understand you want to pay above the wage determination requirements. A.) Why is this so? The SCA wages have not been substantially increased in the last 5 years. Not in par with the cost of living. B.) Is this a union agreement? No

34. Are there any liquidated damages if the Contractor cannot fill a position in the required amount of time? No

35. May we submit past performance via past performance template to provide details of our related experience as prime or a subcontractor? You must provide only what is required by the solicitation.

Any other documents will not be viewed.

36. Will FHWA accept the past performance submitted by our Prime contractor directly to FHWA in the past performance template? No. Only information accessed through the Contractor Performance Assessment Reporting System (CPARS) will be reviewed.

37. With respect to substitution, is it generally acceptable to use another contract employee to cover for short term absences? Yes. That would be discussed as necessary and would need concurrence by our office.

38. With respect to substitution for long‐term absences (more than 5 days), would an outside person be acceptable, and if so, how would training and security requirements be handled? See question and answer #10 above.

39. Does the state of Washington have any state laws regarding employee benefits such as leave or health and welfare that would impose additional costs on the contractor? Not that this office is aware of. You should contact the Washington Wage and Labor Division.

40. Can the supervisor and the contact person be the same? Assuming you mean the contractors appointed supervisor over the contract, Yes. However, this cannot be the same person that works on‐site under the contract, such as a senior employee taking over the role as the supervisor on‐site in addition to regular duties.

41. As a follow up to the original question 16 regarding training time for new employees, does that mean that the employee cannot be billed for one month, or however long it takes for them to complete training? Will the employee be billable while they are completing the computer program? If not, how long does this program take to complete? Employee hourly wage is billable while they take the training as they need to be on‐site to complete training.

September 17, 2015

Note: Questions 16, 20 and 27 have revised answers – please review those answers.

42. There is a repeating Accounting Clerk Title as “Accounting Clerk Clerk II” and “Accounting Clerk Clerk III” on pages B‐2 to B‐6 (pages 12‐16), Base Schedule through Option Yr 4. As we do not see that this was addressed in the August 27 or September 15 Q&A, would you confirm that this is a typo and should read Accounting Clerk III? This is a typo and should read “Accounting Clerk II” and “Accounting Clerk III”.

43. In Part 1 Section B Supplies or Services and Prices/Costs Sheet under 4‐33 and 4‐34 Maintenance Trades Helper and Maintenance Trades Helper‐ Overtime are listed, however there is no corresponding description in Part 1 Section C‐ Description / Specifications/Performance Work Sheet. Please provide specific tasks and qualifications associated with this labor category. The description for the Maintenance Trades Helper can be found in Subsection 4.6, pages C‐14 and C‐15.

44. In Part 1 Section C‐ Description / Specifications/Performance Work Sheet Section 4.10.1 and 4.10.2 for

Engineering Technician I and Engineering Technician II there are specific tasks and qualifications listed however under In Part 1 Section B Supplies or Services and Prices/Costs these labor categories are missing from the cost sheet.

Does the FHWA wish vendors to price these labor categories for Engineering Technician I and Engineering Technician II? If so, please provide the associated unburden hourly rates for the base and option years? We do not want the Engineering Technician I or Engineering Technician II priced out.

45. In Response #41 Question and Answers released 09/15/2015, “41. As a follow up to the original question 16 regarding training time for new employees, does that mean that the employee cannot be billed for one month, or however long it takes for them to complete training? Will the employee be billable while they are completing the computer program? If not, how long does this program take to complete? Employee hourly wage is billable while they take the training as they need to be on‐site to complete training. “ However in Part 1 Section C‐ Description / Specifications/Performance Work Sheet under Section 1.4.3 states “ The training time for a new employee shall not be charged to the Government.” Please clarify the types of training that is or is not billable to the Government.

Subsection C.1.4 (page C‐3) is regarding Change of Personnel and Transitions. So if an existing position has a change in personnel, the new contractor employee’s training time to learn the specifics of the position is not billable. The maximum non‐billable hours would be one week (5 business days).

Subsection C.1.8 (page C‐5) is regarding Protection of Information. Within this subsection, the contractor employees are required to take initial and annual training related to IT security. The time it takes a contractor employee to take this training is billable.

46. FedBiz Ops indicates that electronic submission is available, https://www.fbo.gov/index?s=opportunity&mode=form&id=de221ec218205a 610f33256189ee9418&tab=core&_cview=1 however QUESTIONS AND ANSWERS RFP #DTFH70‐15‐R‐ 00012 September 15, 2015 28. Reference: A.1.1 CONTRACTORS SIGNATURE. Are electronic signatures acceptable for Block 17 of the SF 33? No. Must have original signatures on all documents and Part IV Section L‐ Instructions, Conditions and Notices to Offerors Section L.2 ( page L‐4) also seem to contradict the FedBizOps information.Please clarify if electronic submission is possible or if hardcopies of proposal are to be sent to the location listed in Part IV Section L‐ Instructions, Conditions and Notices to Offerors Section L.2 ( page L‐4) The link you provided does not go to an active page. Electronic Submission is NOT acceptable; the proposal must be submitted in paper copy to the Vancouver, WA address.

47. Under J.2 ATTACHMENT NO. 2: Current Contract Employees Length of Service

Accounting Clerk ‐ 15 years of service Accounting Clerk ‐ 12.5 years of service General Clerk III – 10.9 years of service Secretary II – 3.5 years of service Secretary III – 13.8 years of service Procurement Technician – 7.9 years of service Engineering Technician – 2.4 years of service General Maintenance Worker – 2.1 years of service

In order for vendors to properly calculate their burdened rates for these positions, please provide the number of weeks paid vacation personnel receive in each of these positions. The number of weeks paid vacation will be in accordance with the provided years of service and the Wage Determination Requirements (Section J, page 10).

48. Clarification #6 on FedBizOps summary page the Place of Performance is listed as the following:

Place of Performance:

Western Federal Lands Highway Division 610 East Fifth Street Vancouver, Virginia 98661 United States

We are assuming FedBizOps is in error and the actual place of performance is Vancouver WA as stated in Part 1, Section F – Deliveries or Performance Page F‐1 ADMINISTRATIVE AND OFFICE SUPPORT

SERVICES

F.1 PLACE OF PERFORMANCE

Performance by contractor personnel will be accomplished at the Western Federal Lands Highway Division office, 610 East Fifth Street, Vancouver, WA 98683.

The work is to be performed in Vancouver, WA. The FedBizOps site has been updated.